The purpose of this tutorial is to show how to effectively track your Resources from hiring to exit.
Create Your Resources
As a reminder, resources in BoondManager are people you work with, whether they are employees or subcontractors.
To learn everything about how to create your resources and link an HR contract to them, we invite you to follow this tutorial: Create a resource from A to Z
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Manage Resource Availability and Bench Period
Manage Availability
The availability of your resources is automatically calculated based on the deliveries assigned to them. However, you can manually set the availability of your resources from their Information tab.
The Resources module displays all resources by default based on their availability. Resources with the nearest availability are shown first. A resource's availability date is determined by the furthest signed delivery end date among its various projects. The "Availability" column is therefore automatically updated based on the data entered in the Projects module.
The "Active Pos." column displays an additional indicator allowing you to identify all resources assigned to an opportunity that has not been qualified as "Rejected" or "Won".
In addition to this first overview of your resources' availability, you can use the workload plans in the Planning module to get a more precise view of each resource's current and future availability.
Manage Bench Period
Manager > Resources Module > Resource Card > Information tab
Simply change the "In progress" state of your resource to "Bench period" and save.
If you do not have such a state, you can add it by going to the administrator interface > Global data configuration > Actions/States tab > States section (right column) > Resources subsection > and write "Bench period" in an empty line then Save.
This way, you will be able to easily identify people in bench period thanks to:
the State filter from the Resources module
the availability date which will be automatically updated (based on the end date of the last ongoing delivery)
Manage Long-Term Sick Leave
Your resources may temporarily leave your workforce for various reasons: illness, maternity, paternity, etc. Here is how to properly manage this in Boond to best impact your workforce and costs.
Manager > Resources Module > Resource Card > Information tab
1. Change your employee's state
Choose a different State from "in progress" to indicate that your resource is on long-term leave.
If you do not have such a state, you can add it by going to the administrator interface > Global data configuration > Actions/States tab > States section (right column) > Resources subsection > and write "Long-term leave" in an empty line then Save.
2. Manually set their availability
This will indicate their return date if you want to inform other Managers of their unavailability until this date.
3. If you want to avoid your resource's salary being counted in your costs during the long-term leave period:
Create a contract amendment (Administrative tab of the Resource card) by modifying the monthly salary from the start of the leave to only account for the actual cost during this period.
And upon their return, create a new amendment to restore everything to the previous state from the return date.
Effectively Track Your Resources
To effectively track your resources, make sure:
you have indicated the correct Main Manager and HR Manager on the relevant card. This will facilitate information sharing and is especially important for receiving alerts related to the employee's life in the company.
you have indicated the correct Email1, usually your resource's professional address, as all communications from BoondManager use this email.
Create a Task List
You can create a task list to establish internal processes when onboarding an employee, for example. This will help you not forget certain elements and validate actions already taken.
Task lists depend on the card state of Resources but can also vary depending on the resource type. Indeed, actions to be taken will differ 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 card
Track the Probation Period
As part of your HR contracts, your employees may have a probation period that can be renewed once.
When you indicate the end date of Probation 1 in the HR contract, you can configure an alert to notify you x days before the announced end date via the Alerts on your dashboard (alerts also found in your Notification Center).
By default, the tool notifies you 30 days before the first end date of the probation period. This alert can be modified from Administration > Advanced Configuration > Alerts.
Track Contract Amendments
Amendments are used to track changes made to your resources' HR contract, such as salary increases or changes to certain benefits (e.g. adding a contractual bonus, increasing meal vouchers, etc.).
To create an amendment to a resource's HR Contract, go to the current Contract card (from the "Administrative" tab of the Resources card) to:
Enter an end date for the current HR contract
Click the "New Amendment" button
Then, from the new Contract card that copies the initial contract elements, enter the decided changes (new salary, change in contractual benefits, etc.).
Your resource's daily cost is updated. When creating new deliveries (or extending an existing delivery), the most recent contract will be used by default.
Perform HR Tracking of the Resource
To perform effective HR tracking, you can use actions in BoondManager. By default, the tool offers the following actions:
Medical visit *
Annual HR interview
Mission monitoring
*For the Medical visit, there is a default action for tracking it; you can schedule it on the relevant Resource card, and once the visit is done, you can return to the action to store the report in the action.
However, you can add additional actions to track in your Administrator interface > Global data configuration > Actions section: extra actions to track (e.g. Residence permit renewal, semi-annual interview, etc.).
To optimize tracking, couple actions with alerts; when you conduct an annual HR interview, for example, the tool sends you an alert 330 days later to remind you to schedule the next one. Having it recorded as an action allows you to keep a history of what was discussed during the annual HR interview.
To configure this, go to Administration > Advanced Configuration > Alerts. You will find default alerts for your resources, which you can modify:
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Archive a Resource
When someone leaves your workforce, it is important to follow all these steps. Otherwise, BoondManager will continue to count this employee in your workforce/costs and will keep reminding them daily for their timesheets/expenses.
Intranet Deactivation
Resources > Resource card > Information tab
When you change the resource to the "Exit" state, you will have the option to deactivate their intranet or not, at the same time as this state change.
N.B: If you do not want to immediately deactivate the resource's intranet, you can uncheck the option and deactivate the intranet later via the cogwheel on their resource card.
End of HR Contract
Resources > Resource card > Administrative tab
Set an end date for their HR / Subcontractor contract, so you know from which date your employee left your workforce.
Additionally, this ensures the cost of this resource is no longer included in your reporting from the indicated end date.
If the employee has a Manager account:
Administration > Managers/Roles section
You need to deactivate their Manager account by sliding the State toggle.