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

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:

Open

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 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:

• 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 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:

1. Clicking on the corresponding cell in the Team Member column

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

Open

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:

1. Clicking on the 'Edit' button in the header area of View Position state (described above)

2. 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.

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 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.

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.

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:

1. Future date relative to today 

Available dates, when Position Termination = Manual:

1. Current date (if greater than Start Date)

2. Date in the past within the current month, if position Start Date is in the current month (but always greater than Start Date)

3. The last date of the previous month if position Start Date is in the previous month or earlier (but always greater than Start Date) 

4. Future date relative to today 

When the End Date of the position is changed:

1. Workload cells for fully eliminated months are removed from the Workload (Monthly, %) panel

2. Workload cells for new months are added to the Workload (Monthly, %) panel with pre-calculated default workload

3. In case End Date is within the initially selected month (end month was not changed as a result):

   1. System resets the workload to the default one for the newly specified date

4. Workload for the months, which were not affected by the End Date change is retained

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

Terminating position

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. 

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