7. Manage Requirements
- Graham Kennedy
There are a number of ways of adding new Requirements (Job/Roles etc), which can then be managed appropriately:
Set them up from scratch
Use the +Add New functionality
Use the Import functionality after having prepared an Upload file
Make a copy of another Requirement and then edit it to suit the new one
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)
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
View the Data
Use Close to close the Meta data window
To edit the data use the Edit button
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.
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:
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:
|
Inactive | Either:
|
Include in Self Registration Role Based Survey | Either:
|
Department | A Department Name can be associated with a Requirement |
Employment Status | An Employment Status can be selected and be associated with a Requirement:
|
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)
|
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.
|
Imported On | Date/Time stamp of the import |
Status Message |
|
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
View the Requirement e.g.
Use the Show Details button if you wish to view the Requirement against the full SFIA framework
You can use the Print Report button to generate a Report of the Requirement which will be downloaded via your Browser
To edit the Requirement SFIA Generic Attributes/Skills use the Edit Profile button (If it is showing)
To exit the Edit without changes use the Cancel button
Use the edit Icon at the end of the rows to edit that particular Attribute/Skill (e.g.)
After making your required selection use Save Changes for each to save the change
Or use Close to abandon the changes
Complete all the required changes as per above
The number of changes is tracked at the top
Use the top Save button to save all the Attribute/Skill changes
Or Cancel to abandon all changes
To change any of the Requirement Details use the Edit Button
Make the required changes
Once completed use the Save button to save or Cancel to abandon the edit
You are also able to Edit the Notes (Free format)
Use the Save button to save any Note changes
Use the Back button to the Manage Requirements Page
Copy a Requirement
Select the Copy Action Icon
Provide a New Name (unique) name to copy to
Provide a New Unique Reference
Choose whether to copy any SkillsTX style skill Attributes assigned to the originating Requirement
Copy Attributes (Default)
Don’t Copy Attributes
Press the Save button to initiate the copy
Note: Save will only become active after completing the form properly
You can use Cancel to abandon the copy
After the copy has completed you will probably want to edit the new Requirement
Delete a Requirement
Select the Delete Action Icon
Answer the Prompt as required:
OK to permanently delete the Requirement
Cancel to abandon the Delete
Generate Reports
You are able to produce a report for Individual Requirements directly from the Show/Edit functionality described here: 7. Manage Requirements | Show/Edit Requirement
In addition you can generate a set of 1 or more Requirement reports directly from the Manage Requirements List
Select the Generate Reports button
It will add selectors to the Requirements list
You can:
Select each Requirement you wish to produce a Report for individually
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
Press the OK button once you have made your selections
A Zipped file will be downloaded via your browser containing all the reports you have selected
Unzip etc to get access to the Reports
Related Help pages