Resource Management: Workforce Planning

This page covers:

Related pages:

• Workplanning & Resource Planning: Key Relationships

• Workplanning & Resource Planning: Customization Options

Workforce Planning 

Workforce Planning in Amp Impact allows organizations to manage workforce needs and ensure adequate staffing and completion of project implementation activities. The Workforce Planning functionality includes managing Positions, Assignments, and Level of Effort Estimates across Activities and/or Objectives. 

Additionally, the Workforce Planning functionality can be extended through declarative or custom development to meet other use cases of workforce planning, including recruitment processes, workforce demand, and supply analysis. Alternatively, other platform tools such as the “Recruiting” app by Salesforce, “Precursive PSA” or “Target Recruits” can be used for advanced workforce planning processes.

Create & Manage Roles

Roles track details about types of responsibilities or jobs and the costs associated with these roles. A Role is different from a Position in that it is a type or grouping of duties that are not specific to one project, department, or location. A Position, on the other hand, is an instance of a Role that is filled by a specific person (or Contact in the system).

Resource Managers typically create and manage Role records to indicate typical responsibilities or duties needed to complete a project or activity. To create a new Role record, follow these steps:

1. On the Navigation bar or in the App Launcher, locate the “Roles” tab.

2. Click on the “New” button to create a new Role record.

3. Enter the details for the Role which include:

   1. Role Name (Required)

   2. Default Unit Cost 

   3. Default Time Unit for Costing

      Open

      

Existing Role records can be modified by clicking the “Edit” button to modify fields.

Create & Manage Workforce Assignments

Once the Resource Manager has created Roles, the Program Manager can now create an Assignment record to request a resource for an Activity. Organizations have different approval processes in place to manage Assignment requests and the related automation or notifications can be configured based on an Organization’s needs.

1. Navigate to the Project record.

2. Select the relevant “Implementation Plan” record.  

3. Click on the “Activity” that needs resource/workforce assignment to navigate to the Activity record’s detail page.

4. Click on the “Related List” tab.

   Open

   

5. In the “Assignments” related list, click on the “New” button to create a new assignment request.

   Open

   

6. For a new Assignment record, the Assignment ID and the Activity field will auto-populate. To save a record, specify the “Role” required to implement the selected Activity. 

7. 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.

8. 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.

9. The fields “Estimated Cost” and “Actual Cost” are formula fields that will be calculated once the required values are available. The calculation is carried out on the basis of the “Start Date” and “End Date” of the Assignment as well as the “Unit Cost” and “Time Unit for Costing” of the Position and Estimated or Actual effort (whichever is applicable).

The “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 resource has been assigned to the Activity - i.e. once the Position has been filled.

Create & Manage Positions

The Position record tracks the job positions available (or required) to successfully implement a Project or a specific Activity. Positions differ from Roles in that a Position is an "instance" of a Role; a Role is a general description of a duty, while a Position is filled by a specific person (Contact).

Resource Managers can track the Positions required or available for specific Projects or Activities.

1. To create a new Position, locate the “Positions” tab on the Navigation bar or in the App Launcher.

2. Click on the “New” button.

   Open

   

3. Specify the “Position Name”, its “Start Date” and its “Vacancy Status” in order to save the record. Note that the default Vacancy Status of a position will be “Vacant” but can be updated to “Recruiting” or “Filled” (or another custom value) to indicate the stage of filling the Position.

4. 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. The “Time Unit for Costing” field value is pulled from the “Default Time Unit for Costing” field in the Role record.

   2. The “Unit Cost” field value is pulled from the “Default Unit Cost” field in the Role record.

5. Once the Position has been filled, the Contact record of the recruited individual can be added to the Position via the “Contact” field.

6. Additionally, the following fields can be completed based on the Assignment details:

   1. Relate the Position to the 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 through Assignments 

Positions are related to Activities through Assignments so once a Position has been filled, it can be related to an Activity

1. Navigate to the relevant “Assignment” record and populate the “Position” field with the filled Position.

   Open

   

2. Once a Position is related to an Assignment, the Status of the Assignment can be updated to “Assigned”.