This guide offers a one page step-by-step approach to configure the base configuration to provide the workforce management functionality to the users. Tips & tricks are included that allow for extending the functionality on specific areas.

The first step is to determine which faculties in your organisation will use the workforce management functions. Resource staff planning is a configurable setting that can be enabled/disabled at faculty level. Navigate to the admin page of the relevant faculties to enable workforce management via the toggle.

The annual available working hours are configured as part of the academic year configuration, since they can differ per year.

Navigate to the academic year configuration and define the available working hours for the selected year.
Also define the (optional) margin used in reporting (over/under) allocation of staff. If for instance the margin = 4%, the staff members allocated over 104% will be highlighted in RED.

In order to manage staff and their assignments the (HR) organisation structure must be defined. This is not an administrator task, but can manually be done by the authorized TE Curriculum users.
They can add the relevant organisation structure via the organisation management option.

Manual entering of the organisation is most cases not the way to go for the long future.
The organisation can also be defined and managed via the TE Curriculum API by building an integration with for instance the HR system.

Another approach is performing an initial load of the organisation structure via CSV by the administrator and delegate the day-to-day maintenance to the users. This will reduce the initial effort for the users, but require continuous (manual) synchronisation/maintenance in the system. An automated interface will take care of this automatically.

To perform a CSV upload, navigate to the CSV function in the Administration menu.

The CSV import function allows to import data for a large number of 'objects'. One of these objects is the ORGANISATION.
Select the type ORGANISATION. This will show the documentation on the fields that can be imported via the CSV file.

At the bottom of the documentation an example is provided with the correct header line and a sample record with data.

The actual import is done by dragging the CSV file on the File box and click on Save to start the import.

In order to manage staff and their assignments the relevant assignment contract types should be present in order to assign a person with the correct type to an organisation.
E.g. assign John Doe as a professor to the organisation unit Art and Science.

The roles must be defined by the administrator via themenu. The roles should  type Assignment, as shown in the example below.

By configuring different assignment types, these types can be used in the workload calculation rules. For instance a person with the assignment professor may default have 60% of the available hours reserved for research, and only 40$ for education purposes.

Click on a defined relation type, the Add or Delete button to manage a relation (assignment).

The configuration of relation types is used to define assignments. A large number of configuration options are offered, but not all are relevant for the definition of an assignment. To get a complete overview of all possibilities use the guide on the user management and authorization.

Underneath only the relevant attributes for defining the assignment relation type are named (as they ar shown in the screenshot):

• Type - The type for this role, select Assignment
• External ID - The unique identifier used for integration with external systems
• Code - The unique identifier within TE Curriculum, can also be used for integration.
• Names - The name of the assignment, visible to users

The next step is to define the staff members and their assignments.

A person (user with a login) must be assigned to an organisation unit with a defined assignment type and contracted assignment value (0.5 FTE).
A person can have multiple assignments (an assignment with two organisation units).

The definition and management of the assignments is a task for the responsible users and not an Admin task.

The Add or ‘pencil’ buttons can be used to define / manage the assignments.

A special case is the assignment ‘vacancy’. This is an assignment defined with with the FTE is set to 0. In the example a specific assignment type (role) Vacancy has been defined to allow filtering based on assignment. Multiple ‘vacancy spaces’ can be defined within an organisation, for instance if there is a clear distinction in the different specialisms and a more clear split or direction of the vacancy type is required, e.g. Vacancy languages and Vacancy science.

Manual entering of the staff members and their assignments is most cases not the way to go for the long future.
The staff and assignments can also be defined and managed via the TE Curriculum API by building an integration with for instance the HR system.

Another approach is performing an initial load of the organisation structure via CSV by the administrator and delegate the day-to-day maintenance to the users. This will reduce the initial effort for the users, but require continuous (manual) synchronisation/maintenance in the system. An automated interface will take care of this automatically.

To perform a CSV upload, navigate to the CSV function in the Administration menu. Check the section on the organisation definition for the CSV upload function.

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