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titleNavigation: Team-Centric Workforce Planning

At TeamForm, we encourage an iterative approach to embedding and developing a team-centric workforce planning capability. Starting small within the organisation to really help build and embed the foundational muscles required to successfully plan at the scale of 100s of teams and 1000s of people.

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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 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.

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  • Ability to regularly review whether delivery teams and capabilities are aligned to priority work

  • A way to coordinate resourcing between delivery teams and providers of capability

  • When The ability to link resource needs are raised and assessed, it can be done with linkage to work priorities to ensure the right capability has been allocated to the right delivery teams at the right time inform effective tradeoff decision making

  • Ability to understand high level cost estimates of each delivery team

  • Ability to allow leaders to plan against a point in time reference point otherwise known as baseline

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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 step(s):

Automated Notifications

Business Design Decisions:

  • 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):

  • In-app announcements are available to customer admins

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

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

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Area

Activity

Baseline Refresh

Business design decisions:

  • Define the agreed frequency at which you want to refresh the baseline which is generally aligned to the company’s planning cycle i.e. quarterly

At TeamForm, we recommend you to agree on 2 sets of baseline refresh dates:

  1. Once at the end of quarter and

  2. Once after the completion of all planning cycle activities

Configuration Step(s):

  • Refresh the baseline on the agreed dates

Planning Period and Forecast

Business design decisions:

  • Is your organisation comfortable with the concept of periodic planning such as quarterly planning?

  • What constraints or guardrails are you putting in place for users to follow in between the planning periods? For example do you allow leaders to ask for additional capacity throughout the quarter and if so, when can they ask for this and what approval process do they need to go through with Finance and HR?

  • At what point / date should you cutover from one planning period to the next?

  • How far in advance do you want delivery leads to provide an indication of how long they will need their raised capacity for?

At TeamForm, we recommend establishing planning periods for the next 4 quarters.

Configuration Step(s):

Financials

Where possible, budgets or financial constraints are brought into the system

Delivery request requirements

Business Design Decisions:

  • What specific requirements and/or skillsets do you mandate delivery leads to input when requesting for capacity?

Configuration step(s):

Automated Notifications

Business Design Decisions:

  • What are the additional 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.

Workforce Planning Process

Business design decisions:

  • Have you identified the accountable owner(s) of the overall workforce planning process to help drive endorsement and roll out the planning cycle activities?

  • Have you designed and embedded the end to end workforce planning process with guardrails established on what people need to follow across different planning scenarios including but not limited to the following:

    • Deleting or creating a new team

    • Raising for requisitions or secondments

    • Chargeback models

  • Are you clear on the roles and responsibilities of who’s to do what across each step of the process and who is involved throughout the process such as Finance and HR?

Tooling Ecosystem

Business design decisions:

  • What is the process on how all the different platforms such as work, finance, people, team and reporting tools will come together to support the end to end workforce planning cycle?

  • How will the different tooling data come together so that holistic data insights can be extrapolated and reported?

  • What is your tooling integration strategy?

Configuration Step(s):

  • Socialise your tooling landscape roadmap and scope with your TeamForm Consultant so that further analysis and integration steps can be established with Customer Success Engineers on how to enable the strategy

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Area

Activity

Forecast

Multi year Forecast enabled with Principles insights leveraged to drive decision making

Confidence indicator enabled for leaders to provide an early indication of how confident they are against forecasted numbers

Demand Requests and Approval Workflow

Planner request and approval flow enabled and aligned to the different stages of the enterprise’s planning cycle

Reports

Scheduled data export or API used for downstream reporting and analytics of data from various tools

Workforce Modelling

Where required, separate workspace granted to allow future workforce modelling in Planner

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