Note: If the Corporate Client requires the Service Provider to submit a Manpower budget that requires validation, the “Total People on this Project” line item will default the document to go through validation on pack creation. If this needs to be changed at any point, this can be managed in Pack Management by the System Administrator.
1) Corporate Client sets up Manpower budget approval steps
Navigate to workflow manager on your dashboard and create or edit a “Manpower Approval” workflow.
Select add and fill in the step number.
It is critical to ensure that you have your steps correctly set up because this is the workflow in which the approval actions will happen.
In the secondary grid display, you can select multiple variations of approval steps, thus including single users, specific role types, appointment types or entire user groups.
Note: You can select multiple responsible agents per step in the workflow too. For example, this means that you can have more than one person or user group that make up step one of the workflow.
Use the toggle switch to indicate if the project manager needs to be included in the manpower submission notification group. If it is switched on for the project manager this will mean that the Project manager will make up part of the step of approval.
Note: It is important to remember that if there are multiple users in the approval step, not ALL users need to approve the step, ONLY ONE person from the approval step need to approve.
The last step is to select the step type.
Approval: Requires the User to Approve or Reject the item submitted to the Workflow.
View: Requires the user to acknowledge the User to view/ acknowledge that they have viewed the item.
2) Corporate Client – Custom assign a workflow to Manpower Budget
Note: Only super users can custom assign a workflow to a Manpower budget.
Once your workflow has been set up, this will need to be applied to the “Total People” on this project line item within Project Compliance.
Select Manage Packs.
Edit the “Total People on this Project” pack item.
You need to ensure that the configuration is set up as below explained.
General Pack Items = Total People
Validation Workflow = Submit to workflow
Select your workflow = Manpower Approval or the workflow as set up in workflow manager.
Note: You will have the ability to assign a different workflow per business unit (if you have multiple business units) should it be required. Alternatively, the workflow that has been applied to the home division, will automatically be applied to those divisions without an assigned workflow.
Document requires validation = yes
Include manpower budget = yes
Mandatory = yes
When you are complete, select save.
3) Service Provider - Uploads Manpower Budget
If you are a Service Provider that is linked to a New Project, you will be required to submit your manpower budget BEFORE linking employees to the project.
Note: If your employees have an existing employee number and their status is active on the Passport 360 application, they will not go through to HR Action for validation if the Client is using the HR Actions Module, however if you link a new employee with no employee number, they will go to HR Actions for Client approval. This will only take place when there is an approved manpower budget actioned. Manpower budgets will revert to an unapproved state when there is a change in position quantities resulting in a resubmission of the manpower budget.
Navigate to Project Compliance on your dashboard.
Select the view button that displays next to the required Project.
Select the People Manager button.
If you do try to link individuals to the project without submitting a new manpower budget, the below message will appear.
Select the complete now button , to revert to the manpower submissions page.
If there is no Start and End date, when linking to a project, you select the Contract number, and it will auto populate the start and end dates. You cannot change them.
Note: For Sub contractors they will inherit / use the dates from the principal contractor. This is because they share the contract numbers and so they share the dates.
To add positions to your manpower budget, select add.
Using the dropdown selection available, select a position. Alternatively click on the option available to submit a new position.
Note: If you submit a new position, an additional screen will open. Using the free text available, add the name of your position.
Select the quantity of positions needed for this post and link individuals to the post if you can do so now. This can be done later if required.
Once you have added all your positions to the manpower budget, select save.
Note: Each time you submit a new Manpower budget, the people that belong in the respective workflow will receive a notification and an email advising them of the submitted manpower budget. This email as well as an SMS where there is integration into the Client’s SMS function, will be sent daily until that User has action his or her step in the workflow. The pack item will revert to a “Workflow” status.
4) Corporate Client - Project Manager to validate the Manpower budgets in Action Manager
Note: Each time a new Manpower budget is submitted, the people that belong in the respective workflow will receive a bell notification and an email advising them of the submitted manpower budget. The pack item will revert to a “Workflow” status.
The “Approve Manpower Budget” grid display within Action Manager will display the progress of the manpower approval, and which approver the manpower budget is awaiting approval from.
Navigate to Action Manager on your dashboard.
Scroll down to “Approve Manpower Budget”
Select the view button that appears next to the selected Service Provider.
The Manpower Budget will display in a pdf format for you to view. Here you can approve or reject the document.
Note: The status displays on the form and the approval history, with time stamps display on the document for referral.
Note: Once you have Approved the Manpower budget, it will be removed from Action Manager and the next person in the workflow will be required to validate the Manpower budget too.
5) Reporting and Tracking of Manpower Budget
If a Corporate Client or a Service Provider needs to track where the manpower budget is sitting in a workflow, this can be accessed through the report’s module.
Navigate to reports on your dashboard and select the workflows report.
Select the Objects in Progress dropdown and select the document type. The report will display which documents are in progress and who in the workflow needs to approve the document.
Alternatively, you can select the Project Compliance report.
Select the Manpower Approvals category and run the report.
The results will include the step number, the person who is due to approve and the amount of days the manpower has been waiting validation completion.
6) Service Provider – Pending Actions – Manpower Budget
In an instance where a Manpower budget is rejected or if the contract end date has expired. The next time a Service Provider views the applicable project, there will be a “Pending Actions” display prompting you to submit a new manpower budget.
You can submit your manpower budget simply by selecting the view button that displays next to the pending action notice, or you can submit a new manpower budget through the pack item.
If you click on either one of the options to submit your manpower budget, an additional screen where you will update the relative information that is needed.
Note: the only time you would receive a pending actions notice for manpower budget submissions is if the line item has been rejected by the corporate client, if your contract end date has expired or if something has changed in the position quantities, which will revert the line item to “Submission Required”. The pack item will revert to either an expired, rejected or submission required state depending on the scenario that is relevant to the item. This is a mandatory action, and it will not allow you to close the window unless the action is completed.
Fill in the details relative to your manpower budget.
When you have made your changes to the manpower budget, select save.
Note: When linking an employee to a project and the position that they need to be linked to already exists on your manpower budget, the position quantity will automatically increase, and the employee will be shown on the manpower budget. Any linking of employees to an available position quantity will not cause a new manpower budget submission.
When removing an employee from the manpower budget, the employee will no longer show on the manpower budget. The removal of the employee will not re-trigger the approval of an already approved manpower budget.
Any changes to the position quantities (up or down), including the removal of a position, will force the submission of a new manpower for approval.
It is important to remember that the number of employees that are linked to the position up to the maximum quantity of approved positions will not re-trigger the approval of the approved manpower budget. Only where the quantity of the position changes, will the reapproval of this manpower be required.
Note: If you have stipulated that you require “X” amount of a certain positions, at any point, if you add an employee to the manpower that will increase the number of the said positions, the system will automatically increase the number of positions and your manpower status will change to “submission required”. This will mean that the manpower needs to be reapproved.
It is important to remember that if an Employee is linked to a position on the Manpower budget that has the same position assigned to them on their personal profile in People Manager, the delete / remove button will not be available in the Manpower budget to remove the employee from the position. The manpower screen will look like the below.
Note: the remove button will show for some employees, because those to the selected position on manpower.
If an employee needs to be removed from the manpower budget and unlinked, they will need to be removed from the project via project compliance, “People Manager.”
7) Service Provider – Manpower expiry email notification
If a Contractor would like to receive email notifications advising them that their manpower budget is about to expire, this can be managed in your user profile settings.
View your User on your login profile.
Ensure that you have ticked “SHE File Documents” under your user notifications.
You will be notified of your expiring manpower every 90, 30, 5, 4, 3, 2, 1 days from expiry.