Team Directory Set Up Guide

What is Team Directory?

Refer to this document to understand what Team Directory is and what challenges it is designed to help solve for: Team Directory

Team Directory roll out approach

The image below is our recommended approach to how TeamForm should be rolled out. It has been deliberately designed to be a repeatable process that you can leverage whenever there is a change to your TeamForm environment, whether that be new datasets being brought in or new features being released.

Unlocking first value with TeamForm

You can realise initial value from TeamForm in day or weeks, by bringing in your people data and overlaying how your teams work.

Value when complete

Customised tenant established with SSO sign in
People and demand teams exist in TeamForm
TeamForm is the source of truth for delivery structures
Gain insights on team composition and capacity availability
Data enrichment for more up to date team composition, capacity availability insights and employee engagement surveys

Area	Activity
Security access, authentication & authorisation	SSO configured as per your organisation’s preference Standard SSO role based assess defined and implemented
People Import	Manual CSV import of people (HRIS) data brought into TeamForm Employee ID Job Title Direct Manager
Delivery Team Structures	First iteration of delivery team structures represented in TeamForm(often making something visible, prompts clarifications and changes).
People assignment to delivery teams	People are in delivery team structures People memberships have been validated by key stakeholders Process to membership updates have been designed, signed off and embedded with the objective that TeamForm is the source of truth for delivery structures.
Data Availability	Real-time team & people data CSV extract Basic prototype reporting through Redash

Next steps to iteratively realise further value with TeamForm

With the basics set up properly, it is easy to add additional, readily available data to realise further value in having a visible, current team directory directory.

Value when complete

TeamForm is the source of truth for delivery structures and any additional data that the organisation sees fit
Gain insights on team composition & skills alongside with the work they do and the OKRs they contribute to which ultimately enrich existing workforce planning processes
TeamForm data connected into your data lake via API to allow for enhanced reporting in your choice of BI tool
Customised and role based distribution lists made available
Improved data accuracy and removal of manual data handling to cost cross-functional teams
Gain real-time visibility on changes to team structures and people movements for better informed org design decisions

Area	Activity
Delivery Team Structures	All delivery team structures and types are validated, improved where necessary and are continuously maintained in TeamForm Optional: Delivery teams have team description and linkages to their Jira board (where possible) and company strategy/ objectives
People Import (i.e supply structure)	Automated file transfer of people (HRIS) data brought into TeamForm, with additional data fields including: Cost Centre Skills
Other data integration	Additional data sets brought into TeamForm from external systems via data integrations: Strategy/OKRs (eg: PlanView) Work items (eg: Jira)
Additional data source of truth in TeamForm	Where available if there are job titles that are not equivalent to someone’s role titles, the roles are reflected using tags All additional data sources where TeamForm is the source of truth for have been brought into the platform. Examples include platform ownership, assets, funding sources, etc
Reporting	TeamForm data is connected into the organisation’s data lake or reporting BI tool via API
Secondary supply structure (by exception when needed)	Secondary supply structures brought into TeamForm

Optional: Additional Directory set up for better user experience

Use the table below to help you understand what other features can be done with your Team Directory! Remember they are optional and should only be brought into the platform when your organisation is ready for it and sees value in it.

	Benefit(s) of bringing the data into TeamForm
People Import	HRIS reporting line - scheduled automated data transfer - safer, quicker and close to real time update of organisation movements i.e. number of people leaving and joining the org
Associations	Ease for users to find dependent teams and/or teams that share the same leader
Employee images	Enhanced user experience especially if your organisation has a virtual working environment as it allows users to know who they are speaking with

Optional: Additional foundational set up for further TeamForm use cases

We understand that every organisation is at a different maturity level and has different priorities therefore not all users will see the need to use all or any of TeamForm’s additional functionalities. However in the event that you do wish to explore the use of other additional TeamForm features, please use the table below to help you understand what extra data is required to be brought into the platform in order to unlock the full potentials in each of the TeamForm functionality use cases.

		Advance TeamForm Use Cases
		Workforce Planning	Short & long term workforce forecast	Org Design	Assess team structures against principles	Manage & cost OKRs
Financials	Blended rate cards based on your supply hierarchy so that as you are planning or designing a team, users can get a high level estimation of what the team will cost	OPTIONAL	OPTIONAL	OPTIONAL		OPTIONAL
Ways of working principles	Giving TeamForm all your team archetypes from the start will allow you to: Put people into the right team types that resonate with them Allow users to easily create new teams of the specified team types in TeamForm			OPTIONAL
People Data	HRIS reporting line - scheduled automated data transfer
Secondary supply structure (only consider if it’s a must required)	This information is critical to setting up the right process flow to how work demands can be triaged and approved from demand through to supply leads.
Tracking of data accuracy	Data accuracy is key for a successful roll out and adoption of TeamForm as users can focus on what the data is telling them knowing they can trust what they see rather than fixing the data so that it resonates with them. We can provide you a dashboard to help you monitor the data accuracy, making it easy for leaders to know what specifics they need to fix in TeamForm.
Employees' leave/holiday info	If not brought into TeamForm, it will impact: The supply leaders' decision making during workforce planning to know who they can allocate against demand requests Difficult for people in the organisation to know who is or isn’t around the team
Vacancies	If not brought into TeamForm, it will hinder the supply leaders' accurate view of how many roles they have available to meet demand requests. However, when vacancies are brought into TeamForm, you need to consider how the vacancy management process is going to be for users as TeamForm do not support the traditional HR functionalities in managing the lifecycle of vacant roles.					OPTIONAL
Secondments	If not brought into TeamForm, it will impact: The supply leaders' decision making during workforce planning to know who they can allocate against demand requests Difficult for users to trace back to why there were certain people movements within the team for a specific period of team					OPTIONAL

Config specific decisions moved here: Team Directory - Config Decisions