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Note

Before we can get started, there is a pre-requisite that you already have a single source of truth of your current workforce, work and delivery team structures made in visible in Team Directory. This single source of truth visibility consists of completing all the activities highlighted in the mandatory 2 phased approach outlined in the https://teamform.atlassian.net/l/cp/mvmBzzKq.

NOTE: If you do have a need of a secondary supply structure, please make sure this has been established in Directory prior to continuing with team-centric workforce planning.

Workforce planning piloting scope

Based on our experiences with various customers, we have found that starting small with a subset of teams makes it a lot easier to design, test and iterate on the intended workforce planning process than to try to onboard everyone. We recommend targeting 1-2 cross functional Business Units to start is a good size as it allows effective testing of the designed process, lower change management effort and easier to get targeted feedback on improvement areas.

Value achieved when completed

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Category

TeamForm Business Design Decisions and Associated Configuration Activities

People Data

Business design decisions:

  • What data do resourcing managers need to gain holistic visibility of available resources they have? (eg: vacancies, long service leave, etc)

  • What is the end to end process resourcing managers should follow to raise the identified resourcing gaps to the HR recruitment team?

At TeamForm, we recommend the following additional data is brought into the platform from HRIS system:

  • Employee leave/holiday information

  • Vacancies

  • Secondments

Configuration step(s):

Financials

Business design decisions:

  • Is your organisation comfortable with the use of a blended rate card to give a high level estimation of what teams are costing?

  • Will Finance have resistance towards this high level costing?

  • Are you clear on the intent and purpose on the use of the blended rate card?

If your organisation is only ready to apply the use of actual costing of people then a blended rate card is not recommended to be brought in as it will cause confusion on what the numbers present vs what Finance provides them.

Configuration step(s):

Baseline Refresh

Define when you want to refresh the baseline reference point. At this stage we recommend you either do it at the start of every month or whenever the team is about head into a form of a planning cycle.

Configuration step(s):

  • Click here to read more on how to refresh the baseline.

Demand Requests and Approval Workflow

Business design decisions:

  • Which delivery team types are allowed to raise and submit requests?

  • Which supply team types are allowed to review and approve requests?

  • What cadences and/or processes that will enable delivery team leads and supply leads to discuss contested resources and/or work priorities?

  • Are there any process guardrails that need to be put in place before demand team leads can go in and raise a demand request?

  • Are there any process guardrails and/or data that is required by the supply team lead to help inform them of their resource allocation decisions? (eg skillsets, cost centre IDs, etc)

  • How will delivery team leads be able to identify the right supply team to raise their capability request against?

Configuration stepsstep(s):

  • Click here to configure Planner on the agreed delivery team types that can raise request

  • Click here to configure Planner on the agreed supply team types that can approve request

  • Click here to create any new tag types that are required to support the workflow process

  • Click here to create any new tag values

  • Click here to configure tags that becomes a requirement data input in Planner

Work Linkage

All teams submitting a capacity request must provide a linkage to the work that they are requesting the raised capacity to complete

Reports

Data accuracy report is made available to ensure all FTE allocations to demand teams are done adequately

Automated Notifications

Business Design Decisions: Replace this instead of reports and having rule based automated notifications

  • What are the different types of notifications you would like users to receive automatically and at what frequency?

  • What are the different business rules you would like to put in place to trigger email notifications?

  • Who will receive the notifications?

Configuration step(s):

  • Currently this functionality is not available for self-service. If you have a need to set up automated notifications, please contact your TeamForm Consultant.

Planning cadence

Set up the planning cadence so that the raising of capacity needs can be done throughout the quarter. This is otherwise known as continuous planning where this planning cycle has limited formalised alignment with company cadences

Piloting Scope

Set up configuration in TeamForm so that all cross functional teams

People understand the importance of the planning process and how TeamForm supports it

How TeamForm will be used by users during workforce planning once configured as outlined in the table above

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