Do you want to manage your pool of internal/external resources? Follow this tutorial to learn everything about creating a resource record!
Step 1: Create a resource from A to Z
Turn a candidate into a resource
This is the option to choose when the concerned resource already exists as a candidate in your resume database.
To turn your candidate into a resource (internal or external), we invite you to follow this tutorial!
Create a new resource
If the concerned resource does not exist in your Candidates database, you can create it directly from the Resources module by clicking the + button (Create).
Resources Module > + button
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Step 2: the Information tab
Complete the information tab
Resources Module > concerned resource record > Information tab
We recommend prioritizing the following:
The Last Name and First Name
And the Type of resource: internal or external consultant, business engineer, HR manager, etc. This information is very important as it impacts the calculation of the resource Cost (see step 3):
The Email 1 field (used for intranet access, emailings, validation or rejection of timesheets, expense reports, and absence requests)
The Daily Rate (TJM) which corresponds to the target sale rate of the resource
This box is visible in the columns of the Resources module and allows you to know the target sale rate without needing to access the employee's salary data.
Then attach their resume in the attachment box. Don't forget to save!
Create a task list
You can create a task list to establish internal processes during the onboarding of an employee, for example. This will help you not forget certain items and validate actions already taken.
Task lists depend on the state of the Resource record but can also vary depending on the type of resource. Indeed, the actions to be taken will not be the same for onboarding an employee or an external. Here is an example:
Find all configuration elements in the related article: Create and manage task lists by record
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Step 3: contract data
It is essential to properly fill in the contract data for each resource (even for externals) because they will define the Average Daily Cost (ADC) used to calculate the forecasted intervention cost of your resources on your opportunities and projects + to calculate the actual intervention cost on projects thanks to reported consumption data.
IMPORTANT!
To avoid re-entry, contract data must be qualified BEFORE starting to assign resources to opportunities and creating projects!
IMPORTANT!
The presence of a contract is mandatory for the proper functioning of timesheets and expense reports.
Creating the contract
Resource record > Administrative tab > "Add a contract" button
You will then arrive at your resource's contract:
Resource record > Administrative tab > Contract record
If it's an internal employee:
Select the type of contract (Permanent Contract, Fixed-Term Contract...)
Enter a start date (and an end date if it's a Fixed-Term Contract, for example)
Optionally enter the planned end of probation dates (useful to be notified of the end of probation periods)
Qualify the category, classification, and working time (informative fields used for payroll preparation with the ExtractPayroll app, for example)
Enter the gross monthly salary (or annual, depending on what's set up on your Legal Agency)
Customize the charge coefficient as well as the number of annual working days to consider. By default, the application uses the settings defined by the administrator on the employee's Legal Agency
Define the contractual benefits and contractual expenses you wish to associate with your employee.
Insert the administrative documents you wish to archive: ID card, social security card, employment contract, etc.
Good to know
If you have many documents, feel free to create ZIP files to increase your storage space.
Manage your resource benefits
Contractual benefits are declared by the company's Managers during payroll preparation (according to the payment rules configured on your interface). Meal vouchers, for example, can be a contractual benefit.
Contractual benefits
The list of contractual benefits must be configured from the Administrator interface (> Legal Agency > Resources tab). During payroll preparation from the ExtractPayroll app, the tool will automatically assign contractual benefits to the employee based on the payment rules you have configured (number of production days and internal activity performed, for example).
Contractual expenses are declared by Resources from their expense reports. Daily travel expenses can be an example of contractual expenses.
Contractual expenses
The list of contractual expenses must be configured from the Administrator interface (-> Legal Agency > Activities and Expenses, section "Expense types for expense reports"). If you have defined contractual expense details, the tool will pre-fill the expense report each month with the configured expenses. The resource, depending on their activity, can manually modify the proposed pre-fill.
This contract data allows you to obtain an Average Daily Cost Contract (ADC Contract) useful for calculating the average daily intervention cost of Resources used on Opportunities and Projects.
Here is the formula detail:
ADC Contract = ADC Salary + ADC Contractual benefits + ADC Contractual expenses
ADC Salary = [(gross monthly salary x charge coefficient) x 12] / number of annual working days
ADC Contractual benefits = Contractual benefits converted to daily
ADC Contractual expenses = Contractual expenses converted to daily
IMPORTANT!
For the calculation of the actual intervention cost of a resource on their projects, contractual benefits and expenses are included in the daily intervention cost even if Managers do not pay the configured contractual benefits and even if the Resource does not report their contractual expenses from their expense reports.
If it's an external employee:
You need to define the purchase conditions of the resource so they are proposed by default when assigning them to opportunities and projects. Depending on the situation, you can later define different purchase conditions from the default contract in opportunities and projects.
Select the type of contract (Freelance/Subcontractor)
Enter a start date (date you started working with the external)
Define the resource's daily purchase rate
This contract data allows you to obtain an ADC Contract (Average Daily Cost Contract) useful for calculating the forecasted and actual daily intervention cost of Resources on Opportunities and Projects. Here is the formula detail:
ADC Contract = Daily Rate excluding VAT + possibly the ADC of configured contractual benefits and contractual expenses
Add useful administrative documents as attachments.
Step 4: DT qualification
Resources > Resource record > DT tab
Prioritize filling in the title of your resource, i.e., their job (e.g., "BI Project Manager" or "SAP Consultant") and their skills on the cloud of keywords. This information will be indexed in the keyword search (from the Resources module in macro view).
To allow the resource to fill in their own Technical File from the intranet, check the box "Allow the resource to edit their DT from their intranet".
Fill in the other available fields if you wish (experience, education, languages, degrees, areas of intervention and application, mastered tools, etc.).
Don't forget to save!
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Step 5: intranet configuration
Step to read only if you have subscribed to the "Activity and Expenses" module
To learn all about activation (access and validation workflow) of the intranet, please refer to this article.
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Final step: actions
Resources > Resource record > Actions tab
To learn all about actions, how they work, and how they can help you in your HR management, please refer to this article.