Resource Management: Workforce Planning
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Related pages:
Workforce PlanningΒ
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.Β
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 βRecruitingβ app by Salesforce, βPrecursive PSAβ or βTarget Recruitsβ can be used for advanced workforce planning processes.
Admin Note: Workforce Planning in Amp Impact works with Implementation Plans & Activities. Please ensure that you have Implementation Plans & Activities set up in your Projects.
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:
On the Navigation bar or in the App Launcher, locate the βRolesβ tab.
Click on the βNewβ buttonΒ to create a new Role record.
Enter the details for the Role which include:
Role Name (Required)
Default Unit CostΒ
Default Time Unit for Costing
Existing Role records can be modified by clicking the βEditβ 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 Organizationβs needs.
Navigate to the Project record.
Select the relevant βImplementation Planβ record. Β
Click on the βActivityβ that needs resource/workforce assignment to navigate to the Activity recordβs detail page.
Click on the βRelated Listβ tab.
In the βAssignmentsβ related list, click on the βNewβ button to create a new assignment request.
For a new Assignment record, the Assignment ID and the Activity field will auto-populate. To save a record, specify the βRoleβ required to implement the selected Activity.Β
For the fields βStart Dateβ and βEnd Dateββ default values will be pulled from the related Activity record. However, you can update these values:Β
For the βStart Dateβ field, the value is pulled from the βActivity Actual Start Dateβ field in the related Activity record.
For the βEnd Dateβ field, the value is pulled from the βActivity Actual End Dateβ field in the Activity record.
Optionally, you can also:
Add βEstimated Effortβ as % of FTE (Full Time Effort) and βActual Effortβ as % of FTE (Full Time Effort) for the specified duration.
Set the βStatusβ of an Assignment by selecting one of the configured picklist values or by adding your own picklist values.
The fields βEstimated Costβ and βActual Costβ are formula fields that will be calculated once the required values are available. The calculation is carried out on the basis of the βStart Dateβ and βEnd Dateβ of the Assignment as well as the βUnit Costβ and βTime Unit for Costingβ 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 |
The βDurationβ is the number of days between the βStart Dateβ and βEnd Dateβ of the Assignment.
System Admin Note: There are a number of flows that control the Date Assignment automation for Assignment requests. Review the Set Default Values for Date Fields on a Workforce Assignment section in the Technical Enablement space to see the details and learn more about how to modify these flows for your organization.
Close a Fulfilled Assignment
The Program Manager can edit the Assignment record and set the status to βClosedβ once the required resource has been assigned to the Activity - i.e. once the Position has been filled.
System Admin Note: Because of the one-to-many relationship between Roles and Assignments, a single Role can have multiple Assignments over time. See the ERD subset page for more details.
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.
To create a new Position, locate the βPositionsβ tab on the Navigation bar or in the App Launcher.
Click on the βNewβ button.
Specify the βPosition Nameβ, its βStart Dateβ and its βVacancy Statusβ in order to save the record. Note that the default Vacancy Status of a position will be βVacantβ but can be updated to βRecruitingβ or βFilledβ (or another custom value) to indicate the stage of filling the Position.
For the fields βTime Unit for Costingβ and βUnit Costβ, default values will be pulled from the corresponding Role record. However, you can update these values.
The βTime Unit for Costingβ field value is pulled from the βDefault Time Unit for Costingβ field in the Role record.
The βUnit Costβ field value is pulled from the βDefault Unit Costβ field in the Role record.
Once the Position has been filled, the Contact record of the recruited individual can be added to the Position via the βContactβ field.
Additionally, the following fields can be completed based on the Assignment details:
Relate the Position to the relevant Business Unit
An End Date for the Position
Location
Total Capacity (Level of Effort) in %
Required Qualifications for the Position
Assign Positions to Activities through AssignmentsΒ
Positions are related to Activities through Assignments so once a Position has been filled, it can be related to an Activity
Navigate to the relevant βAssignmentβ record and populate the βPositionβ field with the filled Position.
Once a Position is related to an Assignment, the Status of the Assignment can be updated to βAssignedβ.