Fairsail Resource Manager: A Complete Guide

Fairsail Resource Manager: A Complete Guide Version 3.04 FS-RM-XXX-UG-201512--R003.04

Fairsail 2015. All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-RM-XXX-UG-201512--R003.04 Fairsail Resource Manager: A Complete Guide Fairsail 2015 2

Contents Contents Introduction 4 Using Resource Manager 5 Creating a New Resource Plan 6 Creating a New Resource Need 8 The Resource Needs Home Page 11 The Resource Needs Detail Page 13 Editing a Resource Need 15 Viewing Resource Plan Membership for Team Members 16 Reports 17 Translation Workbench 18 Glossary of Terms 20 Index 21 Fairsail Resource Manager: A Complete Guide Fairsail 2015 3

Introduction Fairsail Resource Manager integrates with Fairsail Human Capital Management (HCM) and Fairsail Recruit to provide a comprehensive but easy to use solution for resource planning, enabling you to build what-if models based on live data. Resource Manager also enables easy conversion of TBAs to Team Members as recruitment activity fills vacancies. Both Fairsail HCM and Fairsail Recruit must be installed for Resource Manager to work, although Recruit can be subsequently disabled. Resource Manager can work with a basic Fairsail HCM implementation, but delivers maximum value if you also integrate it with your recruitment solution, ideally Fairsail Recruit. Central to Resource Manager is the Resource Plan. There can be many Resource Plans but only one can be active at any one time. Each Resource Plan comprises one or more - typically many - Resource Needs. Each Resource Need defines required information for a single position within your organization, including: Job Title, which can be a title for budget planning or the title held by an existing Team Member. The Manager who will be managing the resource. If this is an existing manager with details loaded on Fairsail, those details can be used to provide: o HR Department o Country o Business o Division o Team The planned FTE for the position. Planned Salary and the Currency in which the salary is to be paid. You can also link the Resource Need to: A Job Library Item, so that values stored in the Job Library can be used to help define the Resource Need. Job Library Items can include Function, Grade, Job Profile, Job Title, and Salary Band. A Vacancy defined in Fairsail Recruit or other recruitment solution. The Vacancy can provide the Job Title for the Resource Need. An existing Team Member, to show that the Resource Need is currently filled. The Team Member record can provide Job Title and Manager fields for the Resource Need. An additional field enables you to record the percentage utilization this Resource Need contributes to the Team Member's time allocation. Fairsail Resource Manager: A Complete Guide Fairsail 2015 4

Fairsail Resource Manager: A Complete Guide Fairsail 2015 5

Creating a New Resource Plan Creating a New Resource Plan 1. Select the Resource Needs tab. Fairsail displays the Resource Needs Home page. 2. With All displayed in the View picklist, select Go. Fairsail displays the Resource Needs List View. 3. Select New Resource Plan: Fairsail displays the New Resource Plan page: 4. Complete the fields as follows: Field Resource Plan Name Active Clone From Description The name you want to use for this plan. Checkbox. If checked, the plan is active. There can only be one active Resource Plan at any one time in your organization. All new Resource Needs are automatically linked to the active plan. Picklist. If you want to copy this plan from an existing Resource Plan, select the picklist and choose the plan you want to copy to form the basis of this plan. If you don't want to copy this plan from another, leave Clone From set to none. Fairsail Resource Manager: A Complete Guide Fairsail 2015 6

Creating a New Resource Plan 5. Select one of the buttons: Button Cancel New Empty Plan What Happens New Resource Plan fields are cleared and the page redisplayed. Fairsail displays the Resource Plan Detail page for the new plan. You can: Delete the plan. Edit plan details. Add New Resource Needs. Create another New Resource Plan. Use New Empty Plan to create a Resource Plan from scratch, typically with a small number of Resource Needs, or for blue sky resource planning. Build Plan from Current Organization Fairsail imports Resource Needs from Team Member data in your existing organization and displays the Resource Plan Detail page with the Resource Needs list populated. There may be a delay of a few seconds when populating the list for larger organizations. You can: Edit or delete existing Resource Needs. Add New Resource Needs. Delete the plan. Edit plan details. Create another New Resource Plan. Use Build Plan from Current Organization to quickly create a Resource Plan containing all positions in your current organization as the basis for what-if analysis. Clone Plan All Resource Needs contained in the source plan are copied to create the new plan. Fairsail displays the Resource Plan Detail page for the new plan. The new plan is now independent and has no ongoing relationship with the plan from which it was cloned. Fairsail Resource Manager: A Complete Guide Fairsail 2015 7

Creating a New Resource Need Creating a New Resource Need You can create Resource Needs in bulk when creating a new Resource Plan (see page 20) by selecting Build Plan from Current Organization. Each Team Member record in your current organization then forms the basis of a Resource Need. To create a new Resource Need manually: 1. Select the Resource Needs tab. Fairsail displays the Resource Needs Home page. 2. With All displayed in the View picklist, select Go. Fairsail displays the Resource Needs List View. 3. Select New Resource Need: Fairsail displays the New Resource Need page: Fairsail Resource Manager: A Complete Guide Fairsail 2015 8

Creating a New Resource Need 4. Complete the fields as follows: Field Resource Plan Budget Job Title Active Description The Resource Plan with which this Resource Need is associated. Select Resource Plan Lookup to find and select a Resource Plan. A working job title for this Resource Need. If you leave Budget Job Title blank the job title is taken from the associated Team Member, Vacancy, or Job Library Item, in that order. Checkbox. If checked, this Resource Need is active and must be kept filled. If there is no associated Team Member, seek a new hire to fill the need. If not checked, a vacant position can remain unfilled. Manager The Manager responsible for this Resource Need. Select Manager Lookup to find and select a manager. If you select a Manager the Demographics fields associated with the manager are used for this Resource Need. Demographics fields are: HR Department Country Business Division Job Library Item Team. The Job Library Item providing the Job Title and other standard fields for this Resource Need. Job Title is taken from Job Library Item is there is no Job Title available from an associated Team Member or Vacancy. Fields available depend on how your job library items are defined but typically include Grade and Salary Band. Select Job Library Item Lookup to find and select a Job Library Item. You do not have to specify a Job Library Item. Vacancy The Vacancy providing the Job Title for this Resource Need. Job Title is taken from Vacancy if there is no Job Title available from an associated Team Member. Select Vacancy Lookup to search current vacancies in Fairsail Recruit. Vacancy Advertised Team Member Checkbox. For use if you are not using Fairsail Recruit. For Fairsail Recruit users, vacancy advertisement recording is handled by Recruit. If checked, the Vacancy has been advertised. The Team Member providing the Job Title and Employment Details for this Resource Need. Select Team Member Lookup to find and select a Team Member. Utilization The percentage of the Team Member's available time used by this Resource Need. For Team Members with a single role, Utilization is typically 100. For Team Members whose time is shared between two or more roles, enter the percentage of their time taken by this Resource Need. For example, a Project Management Resource Need may take 50% of a Project Manager's available time if they share their time between two projects. Budget FTE The planned Full Time Equivalent value for this Resource Need. Defaults to 1.00. For example, a Resource Need that is planned to require resource for 3 days of each 5 day work week has an FTE of 0.6 (= 3/5). Fairsail Resource Manager: A Complete Guide Fairsail 2015 9

Creating a New Resource Need Field Description Currency The currency in which the Resource Need is to be paid. Select Currency Lookup to find and select a currency. Budget Salary Amount Salary Annual Multiplier 5. Select: The planned Salary for this Resource Need. The factor by which Salary Amount must be multiplied to give the annual equivalent. For example, if Salary Amount specifies a weekly salary, enter 52. o Save to save the Resource Need and display the Resource Need Details page. o Save & New to save the Resource Need and display the Resource Need Edit page for you to enter a new Resource Need. o Cancel to discard your changes and display the Resource Need Home page. New Resource Needs are added to the Detail page for their Resource Plan: To add further Resource Needs to an existing Plan, on the Resource Plan Detail page select New Resource Need in the Resource Needs Related List. Fairsail displays the New Resource Need page as described above, with the Resource Plan field completed for you. Fairsail Resource Manager: A Complete Guide Fairsail 2015 10

The Resource Needs Home Page The Resource Needs Home Page New Resource Needs are added to the list on the Resource Needs Home page. The Home page summarizes each Need and by default displays: Field Resource Plan Resource Need number Job Title Active Status Manager Team Member Vacancy Country Description The Resource Plan associated with the Resource Need. Entered when creating the Resource Need. A unique code for the Resource Need. Automatically allocated by Fairsail. Entered when creating the Resource Need or automatically retrieved from the Team Member record, Vacancy record, or Job Library Item. Indicates if the Resource Need is active and must be kept filled. The current status of the Resource Need. This can be: Filled The Resource Need has an associated Team Member record - there is someone currently in position. Leaving The associated Team Member has a future End Date entered but is still Active. Rehiring The associated Team Member has an End Date entered and is not Active. There is an associated Vacancy. Rehire The associated Team Member has an End Date entered and is not Active. There is no associated Vacancy. Hire There is no associated Vacancy or Team Member record. Hiring There is an associated Vacancy but no Team Member record. The Manager responsible for this Resource Need. The Team Member currently in this position. The Vacancy associated with this Resource Need. Displayed if you are hiring to fill the position. The country hosting the Resource Need. When a Manager is included in the Resource Need, Country is copied from the Manager's Team Member record. Fairsail Resource Manager: A Complete Guide Fairsail 2015 11

The Resource Needs Home Page Field Team HR Department Description The team hosting the Resource Need. When a Manager is included in the Resource Need, Team is copied from the Manager's Team Member record. The HR Department with responsibility for the Resource Need. When a Manager is included in the Resource Need, HR Department is copied from the Manager's Team Member record. Fairsail Resource Manager: A Complete Guide Fairsail 2015 12

The Resource Needs Detail Page The Resource Needs Detail Page The Status section includes: Fairsail Resource Manager: A Complete Guide Fairsail 2015 13

The Resource Needs Detail Page Resource Need status As shown on the Resource Needs Home page (see page 11). Team Member status When there is an associated Team Member record: Active Left When there is no associated Team Member record: Vacancy status Open When there is an associated Vacancy: Active When there is no associated Vacancy: Blank You can select: Edit to display the Resource Need Edit page and make changes to this Resource Need. Delete to delete this Resource Need from Fairsail. Clone to copy this Resource Need. Fairsail copies the Resource Need and displays the Resource Need Edit page for you to make changes to the copy. Fairsail Resource Manager: A Complete Guide Fairsail 2015 14

Editing a Resource Need Editing a Resource Need To edit a Resource Need: 1. Open the Resource Need Edit page: If the Resource Needs Detail page is displayed: o Select Edit: If the Resource Need Detail page is not displayed: a. Select the Resource Needs tab. Fairsail displays the Resource Needs Home page. b. With All displayed in the View picklist, select Go. Fairsail displays the Resource Needs List View. c. Choose the Resource Need you want to edit and select Edit: Fairsail displays the Resource Need Edit page. 2. Edit the fields as described in Creating a New Resource Need (see page 8). 3. Select Save. Fairsail Resource Manager: A Complete Guide Fairsail 2015 15

Viewing Resource Plan Membership for Team Members Viewing Resource Plan Membership for Team Members Team Members who are linked to a Resource Plan have additional records visible through their Team Member Detail pages in the HR Manager Portal. The Resource Needs Related List summarizes each Resource Need that is linked to this Team Member: Use the links to access the Resource Need and the Resource Plan records. The Resource Needs (Manager) Related List summarizes each Resource Need for which this Team Member is a Manager: Use the links to access the Resource Need, Resource Plan, and Team Member records. If these Related Lists are not displayed for your Team Members and you have Administrator access to your org: 1. Select Edit Layout on any Team Member Detail page. 2. Select Related Lists in the left panel of the Team Member Layout picker. 3. Drag and drop the Resource Needs and Resource Needs (Manager) Related Lists into position on the sample page layout. 4. Select Save to save your changes, exit Edit Layout, and return to the Team Member Detail page. Fairsail Resource Manager: A Complete Guide Fairsail 2015 16

Reports Pre-configured Resource Manager Reports supplied with the package are stored in the Fairsail Resource Manager folder: Report Budget vs Actual by Team Resource Need Status Resource Plan Variance Description Difference between budget and actual salaries by team. Current status of all positions on all Resource Plans. Difference between budgeted and actual salaries by Job Title. To display a report: 1. Select the Report tab. Fairsail displays the Reports & Dashboards page 2. In the Folder list select Fairsail Resource Manager Fairsail displays the available reports: 3. Select the report you want to display. Fairsail Resource Manager: A Complete Guide Fairsail 2015 17

Translation Workbench: Resource Manager Resource Need Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Checkbox Actual Annual Salary Formula (Currency) Actual Annual Salary Reporting Formula (Currency) Actual FTE Formula (Number) Actual Salary Amount Formula (Currency) Actual Salary Amount Reporting Formula (Currency) Annual Variance Reporting Formula (Currency) Budget Annual Salary Formula (Currency) Budget Annual Salary Reporting Formula (Currency) Budget FTE Number (1,2) Budget Job Title Text (255) Budget Salary Amount Currency (16,2) Budget Salary Amount Reporting Currency (16,2) Business Formula (Text) Comment Text (255) Country Formula (Text) Currency Lookup (Exchange Rate) Division Formula (Text) End Date Formula (Date) FTE Formula (Number) HR Department Formula (Text) Job Library Item Lookup (Job Library Item) Job Title Formula (Text) Last Currency Recalculation Date/Time Location Formula (Text) Manager Lookup (Team Member) Months Since End Formula (Number) Months Since Start Formula (Number) Resource Plan Master-Detail (Resource Plan) Salary Annual Multiplier Number (16,2) Fairsail Resource Manager: A Complete Guide Fairsail 2015 18

Translation Workbench: Resource Manager Resource Need Object Salary Variance % Start Date Status Team Team Member Team Member Status Trigger Currency Recalculation Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Formula (Percent) Formula (Date) Formula (Text) Formula (Text) Lookup (Team Member) Formula (Text) Checkbox Utilisation Percent (3,0) Vacancy Vacancy Advertised Vacancy Status Lookup (Vacancy) Checkbox Formula (Text) Resource Plan Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Checkbox Fairsail Resource Manager: A Complete Guide Fairsail 2015 19

Glossary of Terms FTE Full Time Equivalent. A unit indicating the proportion of full time employment a Team Member contributes to a role or project. For example, a part time employee working 4 days out of a 5 day work week has an FTE of 0.8 (= 4/5); an employee working 1 day out of every 5 day work week on a project has an FTE of 0.2 (= 1/5) for that project. Entitlements to benefits and rates of accrual are typically calculated using FTE units to calculate pro rata entitlements. Hiring Manager The person in an organization who requests a new Team Member to fill a new or existing vacancy. The new Team Member will typically report to the Hiring Manager when they join. Vacancy requisitions created by or for a Hiring Manager are usually submitted to a more senior Authorizing Manager for approval. Fairsail enables you to define a Hiring Manager for each new vacancy and to give that person access to all associated applications and candidates through a single process in Fairsail WX - the Hiring Manager process. Job Library Item Defines a job using standard fields including Job Title, Grade, and Salary Band. The Item acts as a template to supply the data contained in those fields for use in multiple parts of Fairsail. Each Job Library Item can also be linked to a Job Profile. Job Library Items are stored in the Job Library. Resource Need Defines a position in your organization that forms part of a Resource Plan. The position can already exist and be filled by a Team Member or be the subject of current recruitment activity, or it can be planned as part of a future structure. Resource Needs can be mapped to existing Team Members, to Job Library Items, or to Vacancies, or they can be self contained. Resource Plan A collection of Resource Needs that together define an existing or planned deployment of Team Members for all or part of an organization. A Resource Plan can be built from scratch, or, more usually, built from a current organization by the bulk import of existing Team Member and vacancy information. Once built, a plan can be copied and the copy manipulated to construct one of a range of what-if projections. Utilization A measure of the percentage of a Team Member's employed time taken up by a position. For Team Members with a single role, this is typically 100%. Team Members performing more than one role can have partial utilization scores for each role, with the total adding up to 100%. For example, a project manager with responsibility for four projects may have separate utilization percentages for each: 25%, 25%, 40% and 10%. Fairsail Resource Manager enables you to indicate utilization percentages for Team Members as part of a Resource Need definition. Utilization scores are applied to the Team Member's FTE value; a Team Member with an FTE of 0.6 who spends all 3 of their work week days on a single role has a 100% utilization score. Fairsail Resource Manager: A Complete Guide Fairsail 2015 20

Index C Creating a New Resource Need 8, 15 Creating a New Resource Plan 6 E Editing a Resource Need 15 F FTE 20 I Introduction 4 J Job Library Item 20 R Reports 17 Resource Need 20 Resource Plan 8, 20 T The Resource Needs Detail Page 13 The Resource Needs Home Page 11, 14 Translation Workbench 18 U Using Resource Manager 5 Utilization 20 V Viewing Resource Plan Membership for Team Members 16 Fairsail Resource Manager: A Complete Guide Fairsail 2015 21