Tracking and managing your Resources

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As a reminder, Resources is the term used in BoondManager to refer to the people you work with, whether they are employees or subcontractors.

To learn everything about how to create your resources and attach an HR contract to them, we invite you to follow this tutorial: Creating a resource from A to Z

Managing 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 by default displays all resources based on their availability. First, we will see the resources with the closest availability. The availability date of a resource is obtained with the most distant signed delivery end date among their various projects. The "Availability" column is therefore automatically updated based on the data entered in the Projects module.

The "Active Positionings" column shows an additional indicator allowing you to identify all resources positioned on an Opportunity that has not been qualified as "Rejected" or "Won."

In addition to this primary view of your resources' availability, you can use the Production plans section in the Planning module for a more precise view of the current and future availability of each resource.

Managing intercontract

Manager > Resources module > Resource card > Information tab 

You just need to change the state of your resource from "Current" to "Intercontract" and save.

If you don't have such a state, you can add it by going to the Administration > Global Settings > Actions/States tab > States section (right column) > Resources sub-section > and add "Intercontract" as a state then save.

This way, you can easily identify people in intercontract through:

• 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)

Managing long-term sick leave

It may happen that your resources temporarily leave your workforce for various reasons: illness, maternity, paternity, etc. Here’s how to manage this properly in Boond to best detail your workforce and costs on the tool.

 Manager > Resources module > Resource card > Information tab

 1. Changing the state of your collaborator

Choose a state different from "Current" to indicate that your resource is on long-term leave.

If you don't have such a state, you can add it by going to the Administration > Global Settings > Actions/States tab > States section (right column) > Resources sub-section > and add, for example, "On Long-term Leave" as a state then save.

2.  Forcing availability

Entering an availability date manually will indicate the return date, in case you want to show other Managers their unavailability until that date.

3. If you want to avoid your resource's salary being considered in your costs during the long-term leave period:

• Create an amendment to the contract (Administrative tab of the Resource card) by changing the monthly salary from the start of the leave to only consider the real cost during this period.
• And upon return, create a new amendment to restore everything to the previous state from the return date.

To efficiently track your resources, make sure:

• you have indicated the correct Manager and HR Manager on the concerned card. This facilitates information sharing and is particularly important to receive alerts related to the employee's life in the company ; 
• and also make sure you have indicated the correct Email1, generally your resource’s professional address, as all communications from BoondManager pass through this email.

Creating a task list

You can create a task list to establish internal processes, during the integration of a collaborator, for example. This will allow you not to forget certain elements and to validate actions already carried out.

Task lists depend on the state of the Resource card but can also vary depending on the resource type. As your tasks as a manager will not be the same when welcoming a new employee or a new external collaborator. Here’s an example:

Find all configuration elements in the related article: Creating and managing task lists

Tracking the trial period

As part of your HR contracts, your collaborators have a trial period that can be renewed once.

When you indicate the end date of Trial Period 1 in the HR contract, it allows you to configure an alert that will warn you X days before the announced end date via the Alerts tab on your Dashboard (or alerts in your Notification Center).

By default, the tool notifies you 30 days before the first trial period end date. This alert is configurable from the Administration > Advanced Settings > Alerts.

Tracking contract amendments

Amendments are used to track changes made to your resources' HR contracts, such as salary increases or modifications of certain benefits (e.g., addition of a contractual bonus, increase in meal vouchers, etc.).

To create an amendment to a resource’s HR contract, go to the current Contract card (in the Administrative tab of the Resource card) to:

• Enter an end date for the current HR contract.
• Click on the "New Amendment" button.
• Then on the new Contract card that takes up the elements of the initial contract, enter the decided changes (new salary, change in contractual benefits, etc.).

The daily cost of your resource is updated. When creating new deliveries (or extending an existing delivery), the most recent contract will be taken into account by default.

Carrying out the HR follow-up of the Resource

To carry out an effective HR follow-up, you can use actions on BoondManager. By default, the tool offers you the following actions:

• Medical check*
• Annual HR interview
• Mission monitoring

*For "Medical check", an action exists by default to track it. You can schedule it on the concerned Resource card, and once the medical check is done, you have the option to return to the action to store the medical report in this Action card.

Of course, you can always add new action types to track in your Administration > Global Settings > Actions section (e.g., residence permit renewal, semi-annual interview, etc.).
To optimize follow-up, actions must be coupled with alerts. Thus, when you carry out an annual HR interview, for example, the tool sends you an alert 330 days later to remind you to schedule the next one. Recording it as an action allows you to keep a history of what was said during the annual HR interview.

To set this up, go to the Administration > Advanced Settings > Alerts. There, you will find all default alerts related to your Resources, which you can edit if needed: 

When someone leaves your workforce, it is important to follow all these steps. Without this, BoondManager will continue to count this collaborator in your workforce/costs and will continue to prompt them daily for their timesheets/expenses.

Deactivating their intranet

Ending the HR contract

Resources > Resource card > Administrative tab

Entering an end date for your resource's HR/Subcontractor contract allows you to know the exact date your collaborator left your workforce.
Additionally, this allows you to no longer count the cost of this resource in your reporting, starting from the indicated end date.

If the collaborator has a Manager account:

Administration > Managers/Roles section
You must disable their Manager account by clicking on the state toggle.