Workforce Management & Optimization Solution

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Solution Overview

Workforce Management & Optimization solution enables organizations to better manage and plan their workforce. It is tied to other solutions such as portfolio management, hybrid project management, and strategic alignment to help you manage your workforce effectively. Portfolio Managers, Program Managers, Product Managers can use this solution to:
  • Reduce Labor Costs: Adjusting work schedules to match the actual workload helps avoid paying for overtime, prevents having too many workers, and makes it easier to stick to the budget.
  • Accurate Staffing: Set up the right team with the right number of people to make sure everyone can meet the company’s yearly targets.
  • Realistic Planning: Make sure the size of your team matches the goals for the year. Having the right team in place helps set goals that are actually possible to achieve.
  • Increased Productivity: Assign the right people to the right tasks to get more done and meet expectations.
Using this solution, you can:
  • Understand the financial impact of workforce allocation and composition.
    • Translate work assignments into the resource cost for a portfolio, initiative/project, or team.
    • Set and track headcount targets (including hiring, reductions) aligned with the budget.
  • Analyze and plan workforce composition at an enterprise, portfolio, team, and initiative level.
    • Breakdown by location, role, level, etc.
    • Set and monitor goals for allocation your workforce based on specific characteristics such as skills, experience, workload, etc.
    • Calculate the available resources and determine the number of hours each can contribute to work.

Key Features

Resource Management
WFM solution enables you to manage team roster, individual resources. By integrating with Apptio, WFM incorporates additional resource attributes into its system.
  • Roster Management: Set organizational structure with employee roles, locations, and employment type.
  • Team Management: Assign people to teams, set capacity and involvement.
  • Apptio Integration: Import resource roles, locations, employment type.
Targetprocess Headcount Plans
New Targetprocess entities and views allows you to perform headcount planning:
  • Headcount Plans: Create headcount plans per solution train, get actual headcount and set target headcount.
  • Headcount Plan Report: Track actual vs planned headcount.
Workforce SPM Dashboard
  • Gain workforce insights and track headcount allocation:
    • KPI Cards: Provides overview headcount and capacity allocation by portfolio.
    • Workforce composition: Review headcount by location, employee role or employment type.
    • Team composition: Verify team setup and skill allocation.
    • Portfolio headcount: Track headcount assignments to solution train, ART, team, initiatives and objectives
    Note: For more information, see Manage your team resources and capacity
    .
Note: Workforce Management (WFM) capabilities are not available by default. To learn how to set up WFM on your account, see configuration guide.

Resources management

You can use Workforce Management & Optimization solution to:
  • Adjust headcount numbers across various initiatives and projects to support the effective allocation of existing roles and planning for open roles .
  • Reallocate resources and adjust project timelines to balance resource capacity across different projects and initiatives.
  • Change and optimize internal, external, contingent, and offshore labor by role and location.
  • View workforce changes: internal moves, department changes, leavers, joiners.

Workforce Management & Optimization solution provides a dedicated view in Targetprocess to see and manage current roster.

To access the resource management view:
  1. Log in to your Targetprocess account.
  2. From the left menu, click My Roster view.

My Roster view shows hierarchical list of direct and indirect reportees of the current user. It supports up to ten levels of nested relations. Each row presents employment information of a single user, including Avatar, Location, Job Profile, Employee Type, Level, Manager, Role, Teams (list of teams user is assigned to), Portfolios, and Total Active Involvement.

This solution supports three layer structure for team organization:
  • Solution Trains (ST)
    • Agile Release Trains (ART)
      • Teams
To see the current structure:
  • Log in to your Targetprocess account.
  • From the left menu, click Teams Structure.

You can view and modify your team structure.

To add a new Solution Train or a Agile Release Train (ART) or a Team entity, click + button on the desired level of hierarchy and enter the required information. Parent entity will be automatically assigned.

You can also use search button to select an entity that already exist in the system.

To remove ST/ART/Team, right-click on chosen entity and select "Delete" option from context menu. Keep in mind, that all information related to the entity will be removed from the system.

If you want to keep the data, open detailed view of the entity by clicking on it on the list. In "Info" panel on the right side you can unassign or select different parent entity.

Team assignment

Workforce Management & Optimization solution allows users to be part of multiple teams simultaneously, enabling flexible collaboration and workload management.

Users can allocate their time across different teams, such as spending 50% of their time in Team A and 50% in Team B.

Entity Involvement
Entity Involvement represents a user's assignment to a team. It stores essential information about a user's team assignment, including:
Information Description
Percentage of Involvement The percentage of time a user is allocated to a team
Active Period The start and end dates marking the duration of the involvement

By supporting user involvement in multiple teams, Workforce Management & Optimization enhances productivity and teamwork, allowing users to contribute to various projects and teams according to their allocated time and responsibilities.

To view the total involvement of a user, click My Roster view from the left menu.

Column Total Active Involvement displays sum of user involvements that are active on this day. If total involvement of the user is different than 100%, row will be highlighted in red to indicate incorrect allocation.

To view all users currently assigned to the team, click Teams Structure view from the left menu. List under the team displays information related to this team's involvements including ID, , and Active.

Assigning a User to a Team

To add a user to a team:

  1. Click the + button next to Involvements under the desired team.
  2. Enter the values for Percentage, Planned Start Date, Planned End Date, Connected User and Connected Team fields.

By default, only active involvements are shown in the list. To view past and future involvements:
  1. Click the desired team in the list to open its detailed view.
  2. Navigate to the Involvements tab.
  3. Click the + button if you want to assign a user to the team.
  4. Enter the values to create a new involvement.

You can see the past, current, and future involvements of a particular user in the list is available under individual resource view.

Important:

Headcount is calculated based on active user involvements. The Workforce Management SPM Control Center Dashboard may display different results compared to the regular user count in Targetprocess roster management screens.

To ensure data consistency:

  • Verify that all active users have active involvements.
  • If a user is deactivated, check whether any active involvement remains in place.

Automated Headcount Data Import

You can import user data from Apptio Costing with integrations.

To run the imports manually, click Settings, and select the Integrations tab.

Run the imports in the following order:

  1. User with metadata
  2. Enhance with Owner
  3. Enhance with Job Families

Automation Rules allows you to run imports automatically. You must enable the following rules to perform automatic imports
  • CSV Import - Trigger weekly
  • CSV Import - Trigger when dataset changes
CSV Import - Trigger weekly
This rule is disabled by default. To use this option, you must enable the rule. Perform the following steps:
  1. Configure the import day: Specify the day on which the import should be run.
  2. Update the filter: Update the filter with a value related to the specific day of the week.

CSV Import - Trigger when dataset changes

This rule is disabled by default. To use this option, you must enable the rule.

The automatic import is triggered each time the dataset changes in TBM Studio. When this occurs, new data will be propagated to ADM.

Important:

The rules responsible for the actual import:

CSV Import - User with metadata and CSV Import - Enhance with Job Families and Owners (triggered after User import) finish with error Rule loop was detected and result application was interrupted. It does not affect the imports themselves. You can observe the import logs on the Integration tab. The issue is scheduled to be fixed.

Team structure bulk upload

If you want to import an organization structure from an external source, you can use the following special import profiles. Import these profiles in the order as shown:

  1. Teams Structure: ART-ST-Portfolio creates basic Solution Train and Agile Release Train structure connected to your Portfolio/Project.
  2. Teams Structure: Team-ART connections creates needed teams and links them with Agile Release Trains.
  3. Team Structure: Involvement-Team-User creates user involvements in specific teams.
Note: You need to import .CSV file to import relevant data.

Import a CSV file

  1. Log in to Targetprocess.
  2. Click Settings > Integrations.

  3. Click Teams Structure: ART-ST-Portfolioto create a basic Solution Train and Agile Release Train structure connected to your Portfolio/Project.
  4. Enter the details and upload the CSV file and click Import.

    Import completed.

  5. From the left menu, click Solution Train > Solution Trains and ARTs to view the imported team structure.

Headcount Plan

Headcount plan is used to represent initial, forecasted, and actual headcount across the year for a given Solution Train.

Create a Headcount Plan

  1. Click + Add > Headcount Plan to create a headcount plan.
  2. Enter the Name, Starting Headcount, and End of Period Headcount

    Starting Headcount and End of Period Headcount represent your organization numbers for a given Solution Train. The system will distribute the values across the generated Plan Items in an attempt to spread the change evenly across the months.

    .
  3. Select your preferred Solution Train and Year Period from the drop down list.
  4. Click Add.

Headcount Plan Item

After creating a Headcount Plan, the system generates the Headcount Plan Items for every month, starting from the current one. Items will not be generated for already closed months.

Column Description
Initial Represents the end of month headcount as calculated based on the Start and End headcount in the Headcount Plan and is read-only.
Forecasted This field is filled in with initial value at start. You can adjust this value to reflect your organization situation and process.
Actual Represents the real headcount observed at the end of the month.
You can recalculate the Actual headcount with the system’s current headcount on demand, both for headcount plan and headcount plan item.
Note: A user is counted as headcount in a given month if they have Involvement with a Planned Start no later than the first day of the month and an Planned Finish no earlier than the last day of the month.

Recalculate Actuals

You can recalculate the Actual headcount with the system’s headcount on demand, both on plan and on item level. A user is counted as headcount in a given month if they have Involvement with a Planned Finish equal or greater then the last day of the month.

Item update

To recalculate the item’s headcount, click the under the Recalculate column next to the item.

Note: Only past and current months can be recalculated.
Bulk Update

To perform the bulk update of all the historical and present month, click the under the Capture Actuals column on the plan level.

Review Headcount Plan - Forecast

Headcount Plan has a dedicated tab called Forecast where you can find an overview of the plan realization in one place.

  • Click a Headcount Plan.
  • Click the Forecast to view an overview of the plan realization in one place.

You can quickly review the starting year value and closing months' values of the headcount in a single table. This table simplifies the comparison of headcount values by displaying:
  • Actual values for months that are already closed
  • Forecasted values for months that are still in the future

To distinguish between Actual and Forecasted values, look for the light green color, which indicates that the given value is an Actual captured headcount. This visual cue allows you to easily identify the type of value being displayed.

You can also easily edit your forecasts from this view. Click any row to edit the values and click Save.

Headcount per Month by Headcount Plan

The chart of headcount distribution in time (Headcount per Month by Headcount Plan) is available as a Report in Targetprocess. It shows Initial Value Vs Actual/Forecast according to plan data. The report allows to filter by Solution Train and/or specific plans.

Headcount Plan - Workflow and States

Headcount Plan workflow consists of following states:

The transitions between states are defined as follows:

  • New -> In progress -> In Review -> Approved/Rejected/Cancelled

  • New -> Cancelled

  • New -> In progress -> Cancelled

States Approved, Rejected and Cancelled are final states in the workflow.

For a certain year and Solution Train pair, only one Headcount Plan can be marked as Approved.

Access Workforce dashboard in SPM Control Center

Workforce Management & Optimization solution in Targetprocess integrates with SPM Control Center, where you can find the Workforce Management dashboard.

Ensure that you have required permissions to access SPM Control Center. If you don't see SPM Control Center application on the list, you have to request access first.
  1. Log in to Frontdoor.
  2. Select your customer environment from the Environment drop-down list.
  3. Select SPM Control Center.

  4. On the SPM Control Center homepage, click the left menu and select Workforce.

Dashboard overview

The Workforce Management dashboard shows diagrams with different takes on workforce composition. It can be filtered by Project on the top (the filtering applies to other pages in Control Center) and specifically by Solution Train for the Workforce specific diagrams. On top of the dashboard, you can find KPI cards with information about current headcount and capacity.

Filter data by portfolio

To filter the data displayed on the dashboard by a specific portfolio or group of portfolios:
  1. Locate the top menu on the dashboard and click the Portfolio dropdown.
  2. From the dropdown list, select the portfolio for which you want to view data.
  3. All the diagrams will refresh automatically to show only the data related to your selection.

Filter data by solution train

The Solution Train filter allows multiselect and is dependent on the Portfolio filter.

To filter the data displayed on the dashboard by a solution train:
  1. On the workforce dashboard, click the Solution Train dropdown.
  2. Select the solution train for which you want to view data.

    The selector contains the list of all solution trains for the selected portfolio.

  3. The dashboard automatically updates to show only the data related to your selection.

KPI Cards

The KPI Cards on the top of the dashboard show information about current headcount (for selected Portfolio and/or Solution Train), as well as current capacity (in man-days), average team headcount, and average team capacity (in man-days). The headcount specific cards show information about the last month headcount along with comparison in percent.

Workforce Composition Diagram

Workforce composition diagram shows distribution of the headcount depending on the following dimensions:

  • Location

  • Job Position

  • Employee Type (Internal/External employee)

Team Composition Diagram

Team composition diagram shows the distribution of headcount depending on the three dimensions (Location, Job Position, Employee Type) with additional distribution between assigned teams.

Portfolio Headcount Diagram

The diagram shows the flow of headcount assignment within the organizational structure in the following order:

  • Portfolio

  • Solution Train

  • Agile Release Train

  • Team

It also shows how the workforce is distributed by showing the flow between Teams and Initiatives assigned to them.

The Initiatives are then grouped by Strategic Objectives and Corporate Goals.