Resource Management: Workforce Planning

This page covers:

📝 Workforce Planning

Workforce planning helps organizations keep a pulse on workforce needs to ensure workforce is effectively and efficiently utilized during the execution of their project implementation activities. This functionality includes managing positions, assignments and levels of effort across activities and/or objectives.

Workforce Planning functionality in Amp Impact helps program managers indicate the workforce needs for their implementation activities. It also enables resource managers to manage the roles available in the organization to support project implementation, and understand the workforce requirements across projects.

📋 Note: Workforce planning in Amp Impact can be extended to meet other use cases of workforce planning (like recruitment process, workforce demand and supply analysis etc) using declarative or custom development to meet an organization’s specific use case

Alternatively, other platform tools such as Recruiting app by Salesforce, Precursive PSA, Target Recruits can be used for advanced workforce planning processes

👷 Admin Note: Please note that Workforce Planning works with Implementation Plans and Activities. Please ensure that you have Implementation Plans and Activities set up in your Projects. Please refer to the Amp Impact Activities User Guide to learn how to create an Implementation Plan and add Activities to it.

Create & Manage Roles

Resource Managers can manage Roles available in the organization to support project implementation and the default costs associated with those roles as part of workforce planning via the Roles Object tab in Amp Impact.

On the Navigation bar or in the App Launcher, locate the 'Roles' tab and click on it
Click on the ‘New’ button
Enter the details for the Role which include:
1. Role Name (Required)
2. Default Unit Cost
3. Default Time Unit for Costing

Over time, if any values in the Role record need to be updated:

On the Navigation bar or in the App Launcher, locate the 'Roles' tab and click on it
To update a Role, select the relevant record and click on the Edit option

Request a Workforce Assignment for an Activity

Once the Resource Manager has created Roles, the Program Manager can now create Assignment records to request workforce for an Activity.

Navigate to the Project record
Select the relevant Implementation Plan
Click on the Activity that needs workforce to navigate to the Activity record’s detail page
Click on the ‘Related List’ tab

In the ‘Assignments’ related list, click on the ‘New’ button

For a new Assignment record, the Assignment ID and the Activity field will auto-populate. To save a record, specify the role required to successfully implement the selected activity.
For the fields ‘Start Date’ and ‘End Date’, default values will be pulled from the related Activity record. However, you can update these values:
1. For the Start Date field, the value is pulled from the Activity Actual Start Date field in the related Activity record.
2. For the End Date field, the value is pulled from the Activity Actual End Date field in the Activity record.

👷 Admin Note:

The following Flows are responsible for pulling the default value into the fields mentioned above:

Activity Trigger Date Fields Update
Populate Assignment Date Fields Trigger
Update Assignment Date Fields

These Flows are packaged as templates and can be deactivated / modified by System Administrators.

If you want to edit it to meet your organization’s specific use case (e.g. remove default fields, add custom fields, etc.), you can clone the Flow , make the required changes in the cloned Flow, and activate the cloned Flow.

Optionally, you can also:
1. Add ‘Estimated Effort’ as % of FTE (Full Time Effort) and Actual Effort’ as % of FTE (Full Time Effort) for the specified duration.
2. Set the Status of an assignment by selecting one of the configured picklist values or by adding your own picklist values
The fields Estimated Cost and Actual Cost are formula fields which will be calculated once the required values are available. The calculation is carried out on the basis of the End date, Start date of the assignment, the Unit Cost and Time Unit for Costing of the position and Estimated or Actual effort (whichever is applicable).

Time Unit for Costing	Formula
Day	Actual or Estimated Effort x Duration x Unit Cost
Hour	Actual or Estimated Effort x Duration x Unit Cost x 8
Year	(Actual or Estimated Effort x Duration x Unit Cost) / 365.25

Here, Duration is the number of days between the start date and end date of the assignment.

Close a fulfilled Assignment

The Program Manager can edit the Assignment record and set the status to 'Closed' once the required workforce has been assigned to the Activity.

Manage Positions

Resource Managers can track the Positions required or available for different Roles to successfully implement the project implementation Activities. They can also assign the Position(s) to required Activities so that they can be implemented successfully.

👷 Admin Note: The Position object in Amp Impact is related to Roles via a many-to-one relationship. A Role may have many Positions linked to it.

Create a new Position

To create a new Position, locate the ‘Positions’ tab on the Navigation bar or in the App Launcher, and click on it
Click on the ‘New’ button

Specify the Position Name, it’s Start Date and it’s Vacancy Status in order to save the record. Note that the default Vacancy Status of a position will be ‘Vacant’.
For the fields Time Unit for Costing’ and ‘Unit Cost’, default values will be pulled from the corresponding Role record. However you can update these values.
1. For the Time Unit for Costing field, the value is pulled from the Default Time Unit for Costing field in the Role record.
2. For the Unit Cost field, the value is pulled from the Default Unit Cost field in the Role record.

👷 Admin Note:

The following Flows are responsible for pulling the default value into the fields mentioned above:

Update Position Cost Fields
Populate Position Cost Fields Trigger
Role Trigger Cost Fields Update

This Flow is packaged as a template and can be deactivated / modified by System Administrators.

If you want to edit it to meet your organization’s specific use case (e.g. remove default fields, add custom fields, etc.), you can clone the Flow , make the required changes in the cloned process, and activate the cloned Flow.

Based on whether an individual has been recruited for this position, the status of the Position can be set to ‘Recruiting’ or ‘Filled’
Contact record of the recruited individual can be added to the Position via the ‘Contact’ field
As an option, you can also enter the below details when creating a Position record (if available) or while assigning a Position to an Assignment:
1. Relate the Position to relevant Business Unit
2. An End Date for the Position
3. Location
4. Total Capacity (Level of Effort) in %
5. Required Qualifications for the Position

Assign Positions to Activities via Assignments

Once the Position(s) have been identified/ created to be assigned to Activities, the Resource Manager can link the Position to the requested Assignment records to assign that Position to the Activity

Navigate to the ‘Assignments’ tab and open the list view
Identify the Assignment you want to relate the Position to and click on the ‘Edit’ button

Select the Position in the ‘Position’ lookup field
Once a Position is related to an Assignment, the Status of the Assignment can be updated to ‘Assigned’