Automation of labor planning for long-term projects

Long live the era of mass migration from Western solutions to Russian software! DRT (formerly Deloitte) replaced SAP in terms of planning labor costs for projects.

Together with the team, we automated this process for them. In the system we have configured:

the process of booking an employee’s time through an application and approval,
employment planning for more than 1.5 thousand full-time specialists,
uniform distribution of bookings, in which the system shows intersections and overload,
taking into account regional holidays, shortened days and periods of high load,
preparation of reports on labor resources.

In the article I will tell you in detail what solution was achieved.

Automatic booking generation

When a manager fills out an application for booking a specialist, he indicates the period of employment and the type of workload – in percentage or in hours. Depending on this, working hours are recalculated and distributed automatically.

For example, a project requires a specialist who works 8 hours a day. It is needed for five days, which means 40 hours. Then:

if you specify a workload of 50 hours, the BPM system will send a notification that the employee is overloaded, and managers will be able to manually approve the reservation.

You can add specific specialists to your application. Their contacts, rates and grades are pulled from the personnel accounting system and included in the application automatically. And if the project is urgent, you can choose a setting that removes all other bookings from the employee.

If all employees are busy, the manager can indicate deadlines and wishes by grade and skills of the specialist. This application will be pulled up in SAP HCM, and when the employee is hired, he will automatically receive a reservation.

Employee booking system for projects — You can also indicate in your application that you will work on holidays and weekends if necessary.

Automatic approval of application and distribution of hours

DRT projects can last 1-2 years, so each application must be agreed upon so that there are no overlaps. Specialists belong to specific project teams, and their immediate managers decide whether to approve the booking.

Overloads and cross-orders are displayed on the summary chart. From there, those approving can change the dates of the reservation, its characteristics, cancel the reservation or add a new one.

Automated planning of labor costs for projects — Green cells – 100% load, blue cells – less than 100% load, red cells – specialist is overloaded

We transferred more than 1.5 thousand employees and 5 thousand projects to the BPM system. The distribution of hours is also automated – the system takes into account dozens of factors, for example, regional holidays and shortened days. Managers can edit their list at any time.

Assistance in effective labor planning — If a country suddenly declares a holiday, it can be entered into the system

Generation of 19 reports in the system

Managers have access to reports on simultaneous bookings, daily and total occupancy, and a list of projects in which specific specialists are involved.

The most popular is a report on unemployed employees. It shows how many hours and with whom you can book.

System for tracking available labor resources — Using the ID, you can go to the employee’s card and find out what department he is from and what grade he has

Corporate portal with news and knowledge base

We implemented in the “First Form” for the DRT team corporate portal. Here, managers publish news and regulations and inform the team about them in a separate notification, and maintain a knowledge base. The portal also has a form for contacting technical service – you can ask questions about the system or operating equipment.