What are resourcing requests?
Using placeholders, resourcing requests allow you to stay on top of your resourcing processes and ensure that all stakeholders are informed every step of the way.
This feature supports the communications between Project Managers, Resource Managers and Hiring Managers, streamlining the process of making resourcing decisions.
Project Managers:
Setting placeholders as resourcing requests
With the resourcing request feature, Project Managers can:
Specify the skills and the work schedule required
Set the placeholder as a resourcing request so the resourcing team can be aware of your project needs
Exchange comments with other stakeholders regarding the requests
Click HERE to learn more about how Project Managers can use resourcing requests.
You can restrict Project Managers to only raise resourcing requests, but not directly add named resources to their projects. Refer to this help article to learn about the permission settings.
Resource Managers:
Viewing all resourcing requests at a glance
As a Resource Manager, you may receive a lot of resource requests from daily and need to liaise with each of the requesters to discuss their resourcing needs.
With the resourcing request feature, Resource Managers can:
Filter down a list of resourcing requests based on processing status
Find a suitable person based on their availability
Exchange comments with the requesters regarding their needs
Click HERE to learn more about how Resource Managers can use resourcing requests
Hiring Managers: Viewing all hiring proposals at a glance
Similar to Resourcing Managers, Hiring Managers can also easily:
Filter for a list of positions that are proposed to hire
Respond to the hiring request
Click HERE to learn more about how Hiring Managers can use resourcing requests
Staying on top of the latest status of the request
By looking at the yellow icon, a user can easily see at which stage the resourcing request has been processed:
Request Raised
When someone needs the placeholder to be filled and the work transferred to a real person, they will set the status as Request Raised (as indicated by a yellow person icon).
Request Responded
If someone has responded to the request, the status will become Request Responded (as indicated by a yellow back arrow).
Hire Proposed
If someone decides that a new hire is needed for this job, they can set the request status as Hire Proposed.
No Request (default status)
If nobody has made a resourcing request for the placeholder, the default status is No Request. All placeholders will have a No Request status by default. When a request is cancelled, it will be set to No Request Status.
Tracking comment history
Each user will be encouraged to leave a comment every time they make an update.
See the latest comment by hovering on the yellow status icon:
All resourcing requests and updates made in the last 30 days will be viewable from the Project History Log. See what changes were made, when, and by whom.
❗️All comments will be visible to all users with access to the Planner in Runn.
What happens to reporting?
Project Totals
All placeholders, regardless of their status, will be included in project totals.
When a placeholder's status changes, the cost, charge and workload for that project are assumed to remain unchanged. This is because placeholders take the cost and charge from the role's default rate and cost.
Business Costs (or business capacity)
As placeholders are only attached to projects, they do not add to Business Costs (or overall business capacity), regardless of their status. The business cost for all placeholders is $0.
The total business costs will only increase when you hire a new person to do the placeholder work and create a contract for them. In this case, the added business cost will come from the new person's contract.
Example of how to use resourcing requests
A Project Manager has planned out a project in Runn. They don't have a designer to do the work. They click “Request Designer” on the designer placeholder and leave a comment to give more detail about the kind of person they'd like.
A Resource Manager filters the planner by the “Request Raised” filter. They click "Transfer" and find someone in the company to do the work.
If they can’t find anyone suitable, they can click “Propose to hire”. Alternatively, they could click "Respond to request" and leave the project manager a comment about adjusting the schedule or changing their requirements.
A Hiring Manager filters the planner by the “Hire Proposed” filter. They read the comments left by the project manager and/or resource manager and begin the hiring process.
If they need further details, they can click "Respond to request" and ask more questions.
When they have hired someone and set them up in Runn, they add the person in Runn and then inform the Resource Manager to transfer the placeholder work to the new hire.