The following steps outline the steps to take to fulfill a resourcing request.
1. Viewing the Resourcing Request Details
Hover your cursor on the yellow resourcing request icon to view the requestor and the time when the request was made
Click on the Placeholder Name to view the details of the placeholder from the side panel. You can view the requirements specified by the Requestor.
2. Identifying the potential candidates for the role
Click on the 3-dot icon next to the placeholder, select Find a Person
The tags and skills that have been associated with the placeholder will be applied as filters to help you shortlist suitable people in the organization.
If there are no candidates available based on the original requirements, you can remove some filters to expand the search criteria
3. Responding to the Request
Assuming you have identified a suitable person / some potential candidates, and you want to suggest them to the Project Manager.
From the placeholder, click on the 3-dot icon and select Edit Details
Look for the Suggested People Field and add the names of the potential candidates. Click Save
From the placeholder, click on the 3-dot icon and select Request Raised > Respond to Request
Enter your comments for the Project Manager and click Respond to Request
The Project Manager will receive an in-app notification (if they have subscribed to request updates notification)
If further discussions are needed
You and the Project Manager can continue the discussion in the Comments section.
Click on the 3-dot icon and select Comments
Type in a message and click Save
👀 All comments are visible to ALL users with access to the Planners. Please do not leave sensitive information in the comment section.
3 Ways to Handle the Request
There are different ways to handle the request, depending on the situation:
If someone internally is suitable for the role
If no one internally is available for the role and you need to make a new hire
If you have decided to cancel the request
If someone internally is available for the role
4. Transferring the work to a Person
Once the Team Manager has agreed to the assignment, you can transfer the work to the person.
Click on the 3-dot icon next to the placeholder, select Find a Person
Click Transfer
Determine if you want to delete the placeholder after the transfer
Keeping the placeholder will retain all the comment history
It also allows you to revert the action if needed
The work will then be transferred from the placeholder to the Person.
The Project Manager and the person's line manager will receive an in-app notification that you have transferred the work to the person (if they have subscribed to request updates notification)
If you have decided to keep the original placeholder, It is strongly recommended that you edit the placeholder name and prepend it with "(Fulfilled)" so other users know that it's a resourcing request that has been fulfilled.
e.g. "(Fulfilled) Data Analyst Placeholder 011"You or the Project Manager can delete the placeholder when it's confirmed that it is not longer necessary
If you want to cancel the transfer
From the People Planner, expand the person who has now
Right-click on the assignment
Click Transfer
From the lower screen, top left corner, choose Transfer to: Placeholder
If you didn't delete the original placeholder, select the original placeholder and click Transfer
If you have deleted the original placeholder, click Create and Transfer
If no one internally is suitable for the job
4. Proposing to Hire
If there is no one internally suitable for the job, you may want to propose hiring to the HR team.
From the Project or People planner, click the 3-dot icon on the placeholder.
Select Request Raised > Propose to Hire
You can leave a comment to the HR team to give them more context.
The mini-icon will turn into a yellow flag.
The Project Manager will receive an in-app notification that their resourcing request status is changed.
5. If a new hire is made
The Hiring Manager may inform you in the comments that a new hire has been made to fill the position. When the new hire has been added to Runn, you can transfer the work to the new hire.
If you need to cancel the request
If you would like to cancel the resourcing request,
Click on the 3-dot icon, select Request Raised/Responded > Cancel Request
(Optional) Enter a note on why you are cancelling the request. The comment history will still be retained and viewable.
The placeholder will return to No Request status.
