What does the Resource Plan perspective contain?

The Perspective of Resource Plan is shown for all employees. It contains positions created on the selected Business Unit \ Account \ Program \ Project \ Stream. 

With Basic permissions (users with Employee roles) you can only view positions, which have already started and have been linked to the Personal Employee Profiles. 

With Advanced permissions (users with Unit Manager/Admin roles) you can:

• View:

  • Already started positions linked to Personal Employee Profiles 

  • Not-yet-started positions with candidates 

  • Not-yet-started positions without candidates

• Manage not-started positions: create, edit, delete them

• Manage already started positions: edit workload, change position termination option, change position duration (End Date)

• View the Bench section

With the Finance View/Finance Edit permissions you can view the Resource plan perspective enriched with financial indicators. 
With the Finance Edit you can manage Rate Card Mappings of positions and Other Costs, which affect financial indicators.

Also the Search option is available for all users.

Hierarchy

Hierarchy is opened by default and displays the real structure on the project including all streams and sub-streams.

In the field with the unit name user can see the total number of positions on each unit:

• The total number includes positions residing directly on the selected unit and its sub-units  (if exist).

• The total number includes only positions that have workload in the current month

Open

Next to the unit name, we display Unit Managers (Key Staff) assigned directly to a particular unit. Full list with details is available on photo hover:

Open

For managers with Advanced permissions (users with Unit Manager/Admin roles) there are two sensitive metrics Attrition Risk Index and Performance Meet+ Index:

Attrition Risk Index is based on the Risk of Leaving and Critical Role on Unit metrics and calculated for the whole team.

Performance Meet+ Index is based on each team member's Performance Evaluation and calculated for the whole team.

If there are 0 members in a unit, then the system hides metrics (Attrition Risk, Performance Meet+).

FTE chart

This chart shows FTE index dynamic over 7 months period (current month + 6 future months):

• For units, that have no sub-units: FTE index includes workload of positions residing directly on the selected unit

• For units, that have sub-units: FTE index includes workload of positions residing directly on the selected unit and its sub-units

If there are 0 positions in a unit, then the system hides the chart.

FTE chart depends on the Show Planned Positions toggle:

• When toggle is OFF, FTE chart includes only workloads of actual positions (started positions linked to Personal Profiles)

• When toggle is ON, FTE chart includes workloads of all positions: actual positions (started positions linked to Personal Profiles) and planned positions (not-yet-started positions both with and without candidates)

FTE index is recalculated each time the Show Planned Positions toggle is switched OFF/ON.

Table

On the Stream/Project level a table with the list of positions, which are linked directly to the unit, is displayed.

The table consists of the following columns:

Workload panel

On the Stream/Project level user can see monthly workload % for all positions displayed in the table:

The panel displays a workload cell per each calendar month that fits within the Start Date - End Date period for a particular position. Each cell displays the specified workload number for the selected position during a particular month.

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

Maximum available time period for viewing position workload:

• in the past: 12 months from the current month

• in the future: 24 months from the current month

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.

Hint with the list of all positions across the organization, where the employee has workload in that month, will be displayed on hover over any available workload cell.  In case the employee's total workload for all positions in the organization for the month is > 100% (overload), the workload cell will be marked with a dot icon:

FTE* section

In the upper part of the Workload panel we display FTE index calculated for each month. 

Calculation logic:

FTE index number = (<Sum of planned workloads for the month>)/100

For units, that have no sub-units: FTE index includes workload of positions residing directly on the selected unit.

For units, that have sub-units: FTE index includes workload of positions residing directly on the selected unit and its sub-units.

FTE index number also has it's graphic representation in a form of a stacked column. The column view is based on FTE index with differentiation by status (Utilized/Not utilized):

• Utilized (blue) = FTE index for started positions linked to profiles + FTE index for not-yet-started positions with candidates

• Not utilized (grey)= FTE index for not-yet-started positions without candidates

FTE index depends on the Show Planned Positions toggle:

• When toggle is OFF, FTE Index counts only workloads of actual positions (started positions linked to Personal Profiles)

• When toggle is ON, FTE Index counts workloads of all positions: actual positions (started positions linked to Personal Profiles) and planned positions (not-yet-started positions both with and without candidates)

FTE index is recalculated each time the Show Planned Positions toggle is switched OFF/ON.

*FTE is equal to 1 Full-Time Employee working with 100% workload per month.

Quick menu

On the Resource Plan perspective you can have fast access to the main activities with positions:

• View Position - opens position card of a not-yet-started position (View Position state)

• Edit Position - allows to edit a not-yet-started position (opens Edit Position state)

The menu options are displayed on hover over the cells in the Team Member column:

These menu options are only available for not-yet-started positions (with our without candidates).

On the Resource Plan perspective you can also have fast access to the main activities with profiles:

• View Profile - opens team member's Personal Employee Profile;

• Workloads & Dates - the same logic as described here: Position Management for actual positions;

• Update Performance - You can update monthly performance here. The same logic as described here: Monthly view;

• Set profile's project Risk of Leaving - the same logic as described here: Risk of Leaving;

• Set profile's Critical Role on Unit - the same logic as described here: Critical Role on Unit;

• Set profile's Motivation - the same logic as described here: Motivation;

• Set profile's Likes/Dislikes - the same logic as described here: Likes/Dislikes;

• Create an Action Item - the same logic as described here: Action Items;

• Propose Successor for the selected Role Holder - the same logic as described here: Succession Module;

• Copy Link to a particular profile in TEAMS just by clicking on the Quick Menu option.

The menu options are displayed on hover over the cells in the Team Member column:

For managerial users (with full access personal profiles of other employees) the system displays a full menu, for basic users only "View Profile", "Action Item" and "Copy Link to Profile" options are available:

There are also some options available for users themselves (on hover over their own records):

• with Basic permissions:

• with Advanced permissions:

All these menu options are only available for started positions linked to Personal Profiles.

With the Finance View/Edit permissions the additional option 'Rate Card Mapping' is available for you in the quick menu. It allows you to view and manage an existing Rate Card Mapping or to add a Mapping if it has not been added yet. For more details see the Finances section below.

Positions with expired Manual termination

When End Date passes for actual (started) positions, which have Position Termination = Manual selected, the system will highlight such positions on the Resource Plan by:

• displaying red info-hint icon in the Team Member column. The hint displayed on icon hover will contain a link, that will allow user to instantly open the Workloads & Dates state for this position.

• coloring End date in the Workload panel with red

Finances

Financial indicators

The Show Finance toggle is available for users with the Rates Viewer/Mapper/Editor role.

When the Show Finance toggle is ON, the financial information is visible to a user.

The following financial indicators are available:

• costs per position per month

• costs per unit per month

• other costs per month

• other costs per unit per month

• cumulative unit costs (including partitioning into labor and other costs) 

  • past costs

  • current month costs

  • forecast costs

Costs per position per month are displayed above the workload value of a position. The calculation formula is the following: Cost per position per month = Hourly rate (from the mapped Rate Card for a certain month) * Workload (can vary from 0 to1) * Working hours per day (of a Vendor) * Working days per month (total sum of all Mon-Fri days within the month, regardless of public holidays, vacations, etc.).

Costs per unit per month are displayed in a table header. This cost represents the sum of all costs per position per month. Filters do not affect the value.

If a position does not have a Rate Card Mapping yet, then a message 'Please map with a rate card' Rates Mappers and Rates Editors/ 'The position wasn’t mapped with the rate card' for Rates Viewers is displayed in a position's row. This message indicates that the position's costs are not calculated yet, which means that financial indicators might be not precise.

The Other Costs sidebar is available by clicking on the Other Costs icon of a unit header and provides Other Costs information, such as money amount per Other Cost per month located in a cell of a calendar section and total Other Costs per unit per month located at a table header.

Each unit header contains the Current Month Cost and the Cumulative Cost. These financial indicators consider both Labor (positions) costs and Other Costs of unit, including costs of their child units.

By hovering on the "i" icon next to these costs, the user can see the summands of the costs.

All unit costs may be partitioned into Labor Costs (positions costs) and Other Costs.

Cumulative Cost is made up by the addition of Past Cost (starting from the first cost record related to a unit), Current Month Cost, and Forecast Cost (includes 2 years forward).

Changes in values appearing in financial indicators formulas trigger their recalculation, which sometimes might take a considerable amount of time. If recalculation is in progress, a warning message is shown. It indicates that financial indicators are outdated at the moment.

Rate Card Mappings management

If the position is not mapped to a Rate Card yet, then a Rate Card Mapping may be added via the Add Rate Card Mapping sidebar. It opens by clicking on:

• Rate Card Mapping option in the quick menu of a position that is not mapped to a Rate Card yet

• 'Please map with a rate card' message (available only for Rates Mappers and Rates Editors)

The sidebar contains the table of Rate Cards, which allows to do filtering and searching. Only one Rate Card may be selected and saved. The Rates of a selected Rate Card are used in the calculation of position costs.

If the position is mapped to a Rate Card, then a Rate Card Mapping option in the Quick Menu will navigate the user to the View Rate Card Mapping sidebar.

On click of the pencil icon of the View Rate Card Mapping sidebar, the Edit Rate Card Mapping sidebar opens, where it is possible to change a Rate Card selection or unmap it by clicking the Unmap Rate Card button. Please note, that these changes affect financial indicators and trigger recalculation.

If a position is mapped to a rate card, but this rate card does not cover some months of a position, then in the Positions table corresponding months columns of a position will contain a red calendar icon. On click of the icon, the user gets navigated to the Edit Rate Card sidebar, where rate periods might be prolonged. This button is available only for Rates Editors.

Other Costs management

What is Other Cost? Other Costs cover expenditures not related to positions. An Other Cost is always associated with some specific unit from which the cost has been created.

Other Costs sidebar

The Other Costs sidebar allows users to access Other Costs management functionality, including Other Costs view, creation, update, and deletion.

The sidebar opens on click of the other costs icon located at the unit header and contains the list of Other Costs related to the unit. All child unit other costs are also included.

The sidebar is available for Rates Viewers, Rates Mappers and Rates Editors.

The table contains the following columns:

The table supports column sorting, grouping, and filtering.

The quick menu of the table row contains the following options:

1. View - opens the View Cost sidebar. (described below)

2. Edit - opens the Edit Cost sidebar. (described below). Is available only for Finance Editors.

3. Delete - allows to delete Other Cost after confirmation. Is available only for Finance Editors.

Adding Other Cost

The Add Cost button on the Other Costs sidebar is available only for Rates Mappers and Rates Editors. It opens the Add Cost sidebar, which allows the user to add a new Other Cost and has the following fields:

1. Amount - the amount of cost per month (months are defined by Repeat field and Dates).

2. Comment - description of a cost.

3. Cost Type - type of other cost.

4. Unit - always predefined with a unit for which the Other Costs sidebar has been initially opened.

5. Repeat - defines repetition logic. Possible values: Never, Monthly, Quarterly, Every 6 months, Yearly. It means that a cost may be repeated during the period specified.

6. Date/Start Date & End Date - defines certain months for non-repeated costs or a date period for repeated costs.

Editing Other Cost

The Edit Cost sidebar is available only for Rates Mappers and Rates Editors, shares the same set of fields with the Add Cost sidebar and allows to edit existing costs. Please note that changes in the fields Repeat, Date/Start Date & End Date affect finance indicators and trigger recalculation.

Viewing Other Cost

The View Cost sidebar allows you to view details of a specific cost in the table.

For the Rates Mappers and Rates Editors  there are two available action controls at the sidebar:

1. The pencil icon navigates the user to the Edit Cost sidebar described above.

2. The bin icon allows to delete a cost after confirmation.

Bench section

Bench section is not a part of the organization hierarchy and is only available for users with Advanced Permissions (users with Unit Manager/Admin roles). 

Bench section displays the list of employees whose total workload for all their positions in the organization is less than 100% for the selected period. Selected period = period applied in the Advanced search. If no filter for period is applied, current month is considered as the selected period.

User is able to see the total number of employees in the Bench section for the current month:

FTE chart

This chart shows Not Utilized FTE index dynamic in the Bench section over 7 months period (current month + 6 future months):

Table

The Bench table displays list of active employees (not positions!) and consists of the following columns:

Workload panel

In the Bench section user can see total monthly workload % of all employees displayed in the table:

The panel displays a workload cell per each calendar month that fits within the Start Date - End Date period for at least 1 position of the employee. Each cell displays the total workload of employee in all positions across the organization during a particular month (sum of all workloads for the month).

Cells out of position's Start Date - End Date dates for at least 1 position are not displayed.

Maximum available time period for viewing position workload:

• in the past: 12 months from the current month

• in the future: 24 months from the current month

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.

In the Bench section, hint with the list of all positions across the organization, where the employee has workload in that month, will be displayed on hover over any available workload cell.  In case the employee's total workload for all positions in the organization for the month is > 100% (overload), the workload cell will be marked with a dot icon. 

FTE* section

In the upper part of the Workload panel we display FTE index of Not utilized workload calculated for each month. 

Calculation logic:

FTE index number of Not utilized workload = (<Sum of not utilized workloads for the month>)/100

In case employee does not have any active project assignment in the selected month, his not utilized workload is considered as 100%.

All months prior to the date, when the employee was hired to the company, are NOT counted into his not utilized workload.

FTE index number of Not utilized workload also has it's graphic representation in a form of a stacked column. The column view is based on FTE index of Not utilized workload.

*FTE is equal to 1 Full-Time Employee working with 100% workload per month.

Action controls

Action controls are displayed above the hierarchy and include:

• Add Position button

• Show Planned Positions toggle

• Show Bench toggle

• Show Finance toggle

• Search for employee

Add Position button

The button is available starting from the account level and lower.

The button is displayed only when user has Advanced access to at least 1 unit within account of the current unit (in case user is standing on the account level and lower).

Click on the button launches New Position state in the slide-out sidebar.

Show Planned Positions toggle

The toggle is available starting from the account level and lower.

The toggle is displayed only when user has Advanced access to at least 1 unit within account of the current unit (in case user is standing on the account level and lower).

Turning the toggle OFF will hide all planned positions (not-yet-started positions both with and without candidates) from business units where user has Unit Manager/Admin permissions.

Turning the toggle ON will display all planned positions (not-yet-started positions both with and without candidates) together with actual positions (started positions linked to Personal Profiles) on business units where user has Unit Manager/Admin permissions.

Show Bench toggle

The toggle is available starting from any level.

The toggle is displayed only when user has Advanced access to at least 1 unit within all accounts.

Turning the toggle ON will:

• Launch Auto-scroll to navigate the user down to the Bench section.

• Display the Bench section below all the hierarchy units on the Resource Plan perspective in the expanded state.

Turning the toggle OFF will hide the Bench section with all it's features.

Show Finance toggle

The toggle is displayed only when the user has the Rates Viewer/Mapper/Editor role.

By default, the toggle is ON.

Turning the toggle ON will:

• Enrich Resource Plan perspective with financial values, including

  • positions costs and other costs per month

  • positions costs and other costs of each unit per month

  • positions, other and common cumulative, past, current, forecast costs of each unit

• Give access to the Rate Card Mapping functionality

• Give access to the Other Costs management functionality

• Show terminated positions to give a full view on financials of a unit

Turning the toggle OFF will hide financial information and access to the features mentioned above.

When the advanced search filter is applied the toggle turns OFF.

Search for Employee 

The Search is available starting from any level in 2 variations:

• Simple search

• Advanced Search

Simple search

Using a Simple search you can search for the:

• Team members assigned to the current unit and sub-units

• Employees proposed as candidates for positions on the current unit and sub-units, where you have Advanced access

• Employees on the bench who have at least one active or planned assignment on the current unit and sub-units (Bench section is available exclusively for users who have Advanced access to at least 1 unit within all accounts in the organization)

You can initialize the search by typing any part of Name / Surname (2 symbols and more). If there are any results, they will be shown below the search area.

Select an employee from the list to view his/her assignments:

When the search is activated, Show Bench and Show Planned Positions toggles will be automatically switched on and disabled:

Advanced search

Using an Advanced search you can search for the:

• Team members assigned to the current unit and sub-units

• Employees proposed as candidates for positions on the current unit and sub-units, where you have Advanced access

• Employees on the bench (Bench section is available exclusively for users who have Advanced access to at least 1 unit within all accounts in the organization)

You can open an Advanced search by selecting the search area and clicking on the Advanced search button.

The Advanced search provides the following filters:

• Search by Employee's Name / Surname
  You can type any part of the Employee's Name / Surname

• Title
  Enter at least 2 letters to initialize the search by employees' titles. If there are any results, they will be shown below. You can select multiple titles from the list:

• Period
  Set the period by selecting From and To dates from the calendar. When the search is performed within the selected period, the employee's workload (if the availability is specified) and the employee's hiring and leaving dates are taken into account.
  The selection of dates is limited by the visible period on the Resource Plan, which is not earlier than 12 months and not later than 24 months from the current month.

• Availability
  Availability shows the employee's available capacity that can be dedicated to a new position.
  Availability = (100% - total workload for all positions in the organization (including planned positions))
  When the Availability is set, only employees whose availability for each day of the selected period corresponds to the filter applied will be found (the employee's start date and end date in the company are also considered).

Note: Period and Availability filters work in tandem. Period filter is applied to set the boundaries for filtering by the Availability parameter.

When the Search is activated, the system will find all the employees in the selected unit, all sub-units, and on the bench according to the filters applied.

If at least one of the position's active dates lies inside the search period, this position will be shown on the Resource Plan.

Please note: the total number in the brackets and calculated indexes will not be changed (NOT connected with the filters applied):

The FTE indexes in the Workload panel will be recalculated (consistent with the filters applied):

When the search is activated, the Show Bench and Show Planned Positions toggles will be automatically switched on and disabled, and the Show Finance toggle will be switched off and disabled:

You can reset all filters by clicking on the Remove All button or by click on the X icon (and the Show Bench and Show Planned Positions toggles will become enabled).
If you select another unit in the hierarchy tree, the search will be reset as well.