Position Management functionality

Position Management is only available for users with Advanced permissions (Unit Manager/Admin roles).

Within this functionality, the following actions are available for not-yet-started (planned) positions:

Creating new position
Viewing existing position
Editing existing position
Deleting existing position

For already started (actual positions) user is currently able to edit workload only.

Creating new position

To add a new position you need to click on Add Position button in the right upper corner. This will launch New Position state in the slide-out sidebar:

In the Unit field only units, where you have Advanced permissions will be enabled for selection.

Once Start Date and End Date fields are filled in, the System will automatically calculate workload for the position and will display in the Workload (Monthly,%) section a workload cell per each calendar month that fits within the position Start Date - End Date period with pre-calculated default monthly % workload.

Cells out of position's Start Date - End Date dates are not displayed.

Default monthly % workload for the position is calculated based on:

Start Date
End Date
Standard calendar, where all the days are working days except for Saturday and Sunday

Workload calculation is conducted by this formula: (<Number of Position days> / <number of month working days>) *100%. Note: Percentage calculation result should be rounded to the nearest integer.

For current and future workload (current month and following): cells are filled in with blue color in proportion to the specified workload number.

Before saving the created position, user is able to edit pre-calculated monthly workload by clicking on the corresponding cell.

It is possible to enter integer (even) numbers only.

Maximum input in a cell:

In case default pre-calculated workload < 100% ( e.g. cases, when Start Date <> the first day of the month or End Date <> the last day of the month):
- Maximum input = default pre-calculated workload
In case default pre-calculated workload = 100%:
- Maximum input = 100%
If workload input exceeds maximum possible input it will be cut to match the maximum possible.

Minimum input is 0.

When Start Date/End Date for the position is changed:

Cells for fully eliminated months are removed
Cells for new months are added with pre-calculated default workload
In case the newly set Start Date/End Date is within the initially selected month (start/end month was not changed as a result):
- The System will reset the workload to the default one for the newly specified date
Workload for the months, which were not affected by the Start Date/End Date change is retained

User will be able to create a new position only once all the mandatory fields in the sidebar are populated. After creation, new position will be displayed in the Resource Plan table of the corresponding unit. Note: to see the newly created position please make sure, that Show Planned Positions is turned ON.

Position linkage to profile

When Start Date for the position arrives AND the position has a proposed Candidate:

In case there is no existing Personal Profile with the same key 'Person - Project - Role':

New Personal Profile is created
The position is automatically linked to a newly created Personal Profile

In case there is existing Personal Profile with the same key 'Person - Project - Role':

The position is automatically linked to the existing Personal Profile

When position is linked to the Personal Profile:

User cannot view or edit the position itself (launching the View Position and Edit Position states becomes unavailable)
User can edit workload of the position (launching the Edit Workload state becomes available while the position's End Date has not arrived)

Viewing existing position

There are 2 options for viewing a not-yet-started (planned) position:

Clicking on the corresponding cell in the Team Member column
Selecting View Position option in Quick Menu displayed on hover over the corresponding cell in the Team Member column

Both actions will launch View Position state in the slide-out sidebar:

In the View Position state user is able to review all information specified for the selected position.

In the Workload (Monthly, %) section:

For current and future workload (current month and following): cells are filled in with blue color in proportion to the specified workload number.
For past workload (previous month and earlier): cells are filled in with grey color in proportion to the specified workload number. Note: This case is only possible for positions without candidates, whose Start Date has already passed.

From the View Position state it is possible to continue managing the opened position by clicking on the buttons in the header area:

Delete
Edit

Editing existing position

There are 2 options to start editing a not-yet-started (planned) position:

Clicking on the 'Edit' button in the header area of View Position state (described above)
Selecting Edit Position option in Quick Menu displayed on hover over the corresponding cell in the Team Member column

Both actions will launch Edit Position state in the slide-out sidebar:

In the Edit Position state user is able to make change to all fields except for:

Unit - this field is disabled for editing
Workload (Monthly, %) cells for the months that have already passed - they are filled in with grey color in proportion to the initially specified workload number and disabled for editing. Note: This case is only possible for positions without candidates, whose Start Date has already passed.

Deleting existing position

Deleting a not-yet-started (planned) position is only available by click on the 'Delete' button in the header area of View Position state:

Upon the click, user will be asked to confirm his intention to delete the selected position:

After confirmation for the action is received from the user, corresponding position will be removed from the list on the Resource Plan perspective.

Editing workload for position linked to profile

This option is available for already started (actual) positions, linked to Personal Profiles. To start editing the workload for the position you need to select Edit Workload option in Quick Menu displayed on hover over the corresponding cell in the Team Member column:

This will launch Edit Workload state in the slide-out sidebar:

In the Edit Workload state only workload-related data from the Workload (Monthly, %) section can be edited by clicking on the corresponding cell.

User is able to edit workload for the current and future months only. Cells for the months that have already passed are filled in with grey color in proportion to the initially specified workload number and disabled for editing.