7. Manage Requirements

Owned by Graham Kennedy
Last updated: Dec 04, 2024
10 min read

There are a number of ways of adding new Requirements (Job/Roles etc), which can then be managed appropriately:

  1. Set them up from scratch

    1. Use the +Add New functionality

    2. Use the Import functionality after having prepared an Upload file

  2. Make a copy of another Requirement and then edit it to suit the new one

  3. Copy one of the provided Sample Requirements, and then edit it to suit your own organization and circumstances

Manage Requirements (Jobs/Roles etc)

Used to manage “The Skills We Need”, the Requirements (Jobs/Roles etc)

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Note: There are additional Columns available
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Before setting up your first set of Requirements, we do suggest that planning is conducted on:

  • How you intend to Title your Requirements to ensure Titles are unique. This helps prevent confusion when looking at a list of Requirements and assigning them to people.

  • How you intend to construct Reference Requirements with a Unique Reference which is also required to be unique. The Reference is used specifically when using the Export/Import functionality.

  • If you intend to use the Customer Reference field, (not required to be unique), to link them to current references.

A standardized method for both of them can help prevent confusion and mistakes in the future

Column visibility and Search/Filtering

Explained here: (Suggestion: User Right Click to select Open in a New tab or Window)

0.1 How to work with Admin Page tables and Search/Filtering

View/Edit Meta Data

Select the Action Icon

  1. View the Data

  2. Use Close to close the Meta data window

  3. To edit the data use the Edit button

  4. Any of the Meta Data fields can be changed by an Administrator:

    • Name & Unique Reference: Caution if changing Name & Unique Reference, as they need to be unique

    • Customer reference: Can be used as required. (non-unique). e.g. HR reference.

    • Owner: You can select a person to become the Owner of that Requirement, giving them exclusive rights to edit the Requirement

    • Who can see: Select as appropriate

    • Inactive: Select as appropriate

    • Default Language: Select as appropriate. (Reports generated will be in the Default Language selected)

    • Reporting to: Free format text, usually the name of a Team Leader or Manager (Not validated)

    • Seniority: Select appropriate seniority

    • Employment Status: Select appropriate status

    • Department: Free format text, usually the name of a Department/Team (Not Validated)

    • Location: Free format text, usually a City or Office location (Not Validated)

    • FTE Count: Used to manage how many Full Time Employees are required for this job/role. Is applied to the analytics for calculating gaps etc.

      • Note1: These can be set to fractions of a FTE. e.g. The Role may only be 50% of a fully time role so could be set to 0.5, or you may need that role for 1 & 1/2 FTE equivalents so set to 1.5 etc

      • Note2: Do not set to 0.0, you may find you are unable to actually Save that change. It must be greater than 0.0

    • Include in Self Registration Role Based Survey: For Roles (Requirements) that are to be made available for selection via Self Registration, and then used for a Role Based Survey. Select appropriate status.

  5. Press Save to save changes made

    • Use Cancel and then Close to abandon the changes

List Table

Column Name

Description

Report Selection Tick boxes - Only show when Generate Reports has been selected

Action

There are a set of actions you can conduct via the Action cell:

    • Display/Edit the Requirement Meta Data

    • Show/Edit the Requirement. If an Owner has been appointed to manage the Requirement, then ONLY the Owner will have the access to edit the Requirement. If no specific Owner has been assigned, then there will be an option to Edit a Requirement

    • Use to create a copy of the Requirement to add to the list

    • Use to Delete a Requirement.

Only Requirements that are NOT currently assigned to someone are able to be deleted.

Name

The Name (Title) of the Requirement

Reference

The Unique Reference for the Requirement

Customer reference

A (non-unique) Reference. Can be used as required. e.g. Used to reference JDs etc in legacy or other systems such as HR.

Owner

The name of a person who has been assigned as the Owner of the Requirement. Only this person is able to Edit the Requirement.

Standard Users, will get an extra Planner Menu Item Manage Requirements, from which they can edit the Requirements assigned to then as the Owner. But, If they are also an Admin, they should use the Admin Planner Menu Item

Who can see

Either one of:

  • Nobody - No one is able to see the Requirement for assignment via their Planner

  • Employee Only - Only Employees are able to see and assign the Requirement to themselves depending on the Workspace settings

  • Candidate Only - Only Candidates able to see and assign the Requirement to themselves

  • Candidates and Employees - Both Employees and candidates are able to see and assign the Requirement to themselves depending on the Workspace settings

Inactive

Either:

  • Active - Able to be assigned and viewed by People depending on the Workspace Settings

  • InActive - Unable to be assigned to or seen by Users and don’t appear in analytics.

Include in Self Registration Role Based Survey

Either:

  • No - The Requirement will NOT be available for selection via Self Registration

  • Yes - The Requirement WILL be available for selection vi Self Registration

Department

A Department Name can be associated with a Requirement

Employment Status

An Employment Status can be selected and be associated with a Requirement:

  • Permanent Full-time

  • Permanent Part-time

  • 1-2 Year Contract

  • 2-5 Year Contract

  • Consultant/Contractor

  • Casual

  • Other (Please Comment)

  • Not Applicable

Location

A Location field can be added to a Requirement

FTE Count

A Full Time employment Count can be added to a Requirement. Note allows for one decimal point. (e.g. 0.5, 1.5 …etc)

  • 1.0 (Default)

  • x.y (as required)

User Count (Current Requirement)

Indicates how may people have already assigned the Requirement as their Current Role. (Documentary only for the page table).

User Count (Future Requirement)

Indicates how may people have already assigned the Requirement as their Future Role. (Documentary only for the page table).

Requirement Import Queue Table

Column Name

Description

FileName

The name of the File that was selected for an Import

Status

The status of the Import.

  • Pending - Still being processed

  • Completed - Import complete

Imported On

Date/Time stamp of the import

Status Message

  • Imported - Imported successfully

  • Not Imported - Import failed

Download

A download link to the file that was Imported

Message

Information regarding the Import. e.g How many Requirements uploaded or reason for a failure to import

Show/Edit Requirement

Select the Edit Action Icon

  1. View the Requirement e.g.

  2. Use the Show Details button if you wish to view the Requirement against the full SFIA framework

  3. You can use the Print Report button to generate a Report of the Requirement which will be downloaded via your Browser

  4. To edit the Requirement SFIA Generic Attributes/Skills use the Edit Profile button (If it is showing)

     

    1. To exit the Edit without changes use the Cancel button

  5. Use the same edit techniques for editing a Requirement Profile as you do for individuals Profiles. i.e. Select the LoR cell for Generic Attributes, Business Skills and Behavioural factors and for Professional Skills use the edit Icon at the end of the rows to edit that particular Professional Skill (e.g.)

    2. After making your required selection use Save Changes for each to save the change

    3. Or use Close to abandon the changes

    4. Complete all the required changes as per above

    5. The number of changes is tracked at the top

    6. Use the top Save button to save all the Attribute/Skill changes

    7. Or Cancel to abandon all changes

  6. To change any of the Requirement Details use the Edit Button

    Make the required changes

  7. Once completed use the Save button to save or Cancel to abandon the edit

  8. You are also able to Edit the Notes (Free format)

  9. Use the Save button to save any Note changes

  10. Use the Back button to the Manage Requirements Page

Copy a Requirement

Select the Copy Action Icon

  1. Provide a New Name (unique) name to copy to

  2. Provide a New Unique Reference

  3. Choose whether to copy any SkillsTX style skill Attributes assigned to the originating Requirement

    • Copy Attributes (Default)

    • Don’t Copy Attributes

  4. Press the Save button to initiate the copy

    1. Note: Save will only become active after completing the form properly

    2. You can use Cancel to abandon the copy

  5. After the copy has completed you will probably want to edit the new Requirement

Delete a Requirement

Select the Delete Action Icon

  1. Answer the Prompt as required:

    1. OK to permanently delete the Requirement

    2. Cancel to abandon the Delete

Generate Reports

  1. Select the Generate Reports button

  2. It will add selectors to the Requirements list

  3. You can:

    1. Select each Requirement you wish to produce a Report for individually

    2. Or you can use the Heading Selector to select and generate Reports for all the Requirements currently displayed in the list.

      • Notes:

        • It will select EVERY report in the list, NOT just the ones showing on the current page.

        • To be more selective, use the Search field to refine the list in conjunction with the Heading Selector

        • Or use individual selections

  4. Press the OK button once you have made your selections

  5. A Zipped file will be downloaded via your browser containing all the reports you have selected

  6. Unzip etc to get access to the Reports

 

 

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