TEAMS - Positions Management
- Alina Shchahlova
- Hanna_Rafalskaya
- darya_kopylova
Position Management functionality
Position Management is only available for users with Advanced permissions (Unit Manager/Admin roles).
Position Management for planned positions
For planned (not-yet-started) positions user is able to:
Create new positions
View existing positions
Edit existing positions
Delete existing positions
All these actions are available for positions, that are not linked to Personal Profiles.
Creating new position
1. Manual creation on UI
To add a new position, you need to click on Add Position button in the right upper corner of the Resource Plan. 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. Only Stream and Project unit types are allowed for position creation. You may request unit types mapping schema by request to support if you have custom unit structure types.
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 is 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 = 100%
Minimum input is 0.
When Start Date/End Date for the position is changed:
If workload in some cell was edited, the System fixes the edited workload value and does not change it even if the subsequent Start/End Date change affects recommended value
If change of the Start/End Date leads to the cell removement (month is fully eliminated), then the recommended workload for this cell will be calculated again next time it is included into Start - End Date period
If Start/End Date change leads to new month cell being added, then recommended (MAX) workload for this cell is calculated
If the workload value was saved, then it is considered edited at the next edit phase
Note: this applies to all workload values present in panel at the time, when user clicked the submit button.
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.
2. Import positions via .xlsx file
The import is available only for units, where you have Advanced permissions. The import button is available on the same levels as manual creation via Add Position button.
Click on the Import Positions button in the My Team/Resource Plan section.
In the Import pop-up, click Download Template to download the template.
Template example:
Note that template structure is not fixed. Workload columns are auto-generated based on the current month (12 months before + current month + 24 months in the future), so each month there will be different workload columns and the same template file won’t fit the structure criteria without correcting workload columns to the standard described above).
Click Select File and choose an .xlsx file from your local storage or drag-and-drop it from the opened folder. Click Import to validate and upload the file.
Please note that once you click Import and validation is successful, all rows will be created as new positions, including duplicates. Uploading the same file twice will create all rows again, even if they are identical.
File Validation Criteria
Allowed format: .xlsx
Max file size: 2 MB
Max rows: 1000
Max sheets: 1
File structure must match the provided template
The structure (column headers) must match the template exactly
If validation fails, an error message will display with the issue details.
If validation succeeds, new positions are created, and a success message appears. The system recalculates workload, index, and number of positions for affected units.
Content Validation Rules
Column | Validation | Notes |
|---|---|---|
Unit EID | Mandatory | Must exist in the dictionaries, user must have permissions to the unit, unit type must be Project or Stream, and unit must be active. You may request unit types mapping schema by request to support if you have custom unit structure types. |
User Email | Optional, case-insensitive | If provided, must exist in the system and refer to an active user. |
Role | Mandatory, case-insensitive | Must exist in dictionaries and not be a vendor role. |
Billing | Mandatory if billing type is enabled, case-insensitive | Possible values: Billable, Non-billable. Ignored if billing type is off. |
Skills | Mandatory, case-insensitive | Must exist in dictionaries. Multiple values can be separated by |
Start Date | Mandatory | Must be in date format and not earlier than 12 months from today. |
End Date | Mandatory | Must be in date format, later than Start Date, and not later than 24 months from today. |
YYYY-MMM (Workload Columns) | Mandatory for columns within "Start Date" - "End Date" | File structure: Columns must cover "12 months before today" to "24 months after today" (same as on the Resource Plan perspective). Values: Values must be between 0% and 100% (or 0-1). Values should be specified only for months within Start - End Dates. |
If any errors occur during import, error report with details is displayed. The error report provides row numbers and descriptions of issues.
3. 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 perform the following actions via the Workloads & Dates state:
Edit workload of the position
Change the position's End Date
Change the position termination option
Terminate the position
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, %) panel:
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.
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.
Position Management for actual positions
For actual (already started) positions user is able to:
Edit workload
Change the position's End Date
Change position termination option
Terminate position
All these actions are available for positions, linked to Personal Profiles. To start any of those you need to select Workloads & Dates option in Quick Menu displayed on hover over the corresponding cell in the Team Member column:
This will launch Workloads & Dates state in the slide-out sidebar:
Editing workload
Workload-related data from the Workload (Monthly, %) panel can be edited by clicking on the corresponding workload cell.
User is not able to select Start Date earlier than the first day of the previous year and End Date earlier than the first day of the month one year ago relative to today. Cells for the months that have already passed are filled in with grey color in proportion to the initially specified workload number a.
It is possible to enter integer (even) numbers only.
Maximum input in a cell = 100%
Minimum input is 0.
User will be able to apply workload updates to the position only while all the mandatory fields in the sidebar are populated with valid values. After the update, changes in the corresponding fields are reflected in the Resource Plan table of the corresponding unit.
Changing position's End Date
User is able to prolong/reduce the position's duration by changing the position's End Date.
Note: The availability of dates for selection in the calendar is regulated by the position termination option.
Available dates, when Position Termination = Automatic:
Future date relative to today
Available dates, when Position Termination = Manual:
Current date (if greater than Start Date)
Date in the past within the current month, if position Start Date is in the current month (but always greater than Start Date)
The last date of the previous month if position Start Date is in the previous month or earlier (but always greater than Start Date)
Future date relative to today
When the End Date of the position is changed:
Workload cells for fully eliminated months are removed from the Workload (Monthly, %) panel
Workload cells for new months are added to the Workload (Monthly, %) panel with pre-calculated default workload
If workload in some cell was edited, the System fixes the edited workload value and does not change it even if the subsequent End Date change affects recommended value
If change of the End Date leads to the cell removement (month is fully eliminated), then the recommended workload for this cell will be calculated again next time it is included into Start - End Date period
If the workload value was saved, then it is considered edited at the next edit phase
Note: this applies to all workload values present in panel at the time, when user clicked the submit button.
Changing position termination option
User is able to change position termination option in both ways: from Automatic to Manual and from Manual to Automatic depending on the current selection:
Ability to select Automatic option is disabled, when:
Position Termination = Manual and position End Date has passed
Position Termination = Manual and position End Date arrives today
Move positions to another Unit
User with Advanced permissions can move positions to different unit within the same Project, that’s why Move positions option in Bulk Menu is available only starting from Project unit level.
To assign positions to the required Unit please choose them on the Resource Plan by checking corresponding checkboxes (1). And select Move Positions option on the bulk actions panel in the bottom part of the screen (2).
In the Select Unit To Move modal, choose the Unit where you'd like to move selected positions to and confirm movement by pressing the Move button:
Confirmation message will be displayed once the movement is completed:
Terminating position
1. Automatic termination
Automatic termination allows user to schedule automatic position termination upon the arrival of the position's End date. No manual confirmation is needed for this option.
Position with Position Termination =Automatic will be automatically hidden from the list on the Resource Plan perspective, when position End Date arrives.
It is possible to schedule automatic position termination only for the future dates relative to today.
2. Manual termination
User is able to terminate only positions with Position Termination = Manual option selected. For such positions Save and Terminate Position button will be displayed in the Workloads & Dates state:
Manual termination requires manual confirmation for position termination. When user clicks on the Save and Terminate Position button, confirmation modal is displayed:
After termination is confirmed in the modal, the position is hidden from the list on the Resource Plan perspective.
Save and Terminate Position button is disabled, when:
Position Termination = Manual and position End Date has passed beyond the allowed limits in the past, which are:
Date in the past within the current month, if position Start Date was in the current month (but always greater than Start Date)
The last date of the previous month if position Start Date was in the previous month or earlier (but always greater than Start Date)
Position Termination = Manual and position End Date is in the future