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Resource Management: Workforce Planning
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  • Resource Management: Workforce Planning


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    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 β€œRecruiting” app by Salesforce, β€œPrecursive PSA” or β€œTarget Recruits” 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:

    1. On the Navigation bar or in the App Launcher, locate the β€œRoles” tab.

    2. Click on the β€œNew” buttonΒ to create a new Role record.

    3. Enter the details for the Role which include:

      1. Role Name (Required)

      2. Default Unit CostΒ 

      3. Default Time Unit for Costing

    Existing Role records can be modified by clicking the β€œEdit” 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 β€œImplementation Plan” record. Β 

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

    4. Click on the β€œRelated List” tab.

    5. In the β€œAssignments” related list, click on the β€œNew” button to create a new assignment request.

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

    7. For the fields β€œStart Date” and β€œEnd Date’” default values will be pulled from the related Activity record. However, you can update these values:Β 

      1. For the β€œStart Date” field, the value is pulled from the β€œActivity Actual Start Date” field in the related Activity record.

      2. For the β€œEnd Date” field, the value is pulled from the β€œActivity Actual End Date” field in the Activity record.

    8. Optionally, you can also:

      1. Add β€œEstimated Effort” as % of FTE (Full Time Effort) and β€œActual Effort” as % of FTE (Full Time Effort) for the specified duration.

      2. Set the β€œStatus” of an Assignment by selecting one of the configured picklist values or by adding your own picklist values.

    9. The fields β€œEstimated Cost” and β€œActual Cost” are formula fields that will be calculated once the required values are available. The calculation is carried out on the basis of the β€œStart Date” and β€œEnd Date” of the Assignment as well as the β€œUnit Cost” and β€œTime Unit for Costing” of the Position and Estimated or Actual effort (whichever is applicable).

    Time Unit for Costing

    Formula

    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 β€œDuration” is the number of days between the β€œStart Date” and β€œEnd Date” 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 β€œClosed” 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.

    1. To create a new Position, locate the β€œPositions” tab on the Navigation bar or in the App Launcher.

    2. Click on the β€œNew” button.

    3. Specify the β€œPosition Name”, its β€œStart Date” and its β€œVacancy Status” in order to save the record. Note that the default Vacancy Status of a position will be β€œVacant” but can be updated to β€œRecruiting” or β€œFilled” (or another custom value) to indicate the stage of filling the Position.

    4. For the fields β€œTime Unit for Costing” and β€œUnit Cost”, default values will be pulled from the corresponding Role record. However, you can update these values.

      1. The β€œTime Unit for Costing” field value is pulled from the β€œDefault Time Unit for Costing” field in the Role record.

      2. The β€œUnit Cost” field value is pulled from the β€œDefault 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 β€œContact” 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 AssignmentsΒ 

    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 β€œAssignment” record and populate the β€œPosition” field with the filled Position.

    2. Once a Position is related to an Assignment, the Status of the Assignment can be updated to β€œAssigned”.


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