TABLE OF CONTENTS


A well-organized human resource strategic plan is a key component to the overall success of any business. As a recruiter, an annual strategic plan should focus on ways to increase proficiency in all the human resource areas while considering the best interest of the company and the employees.


Skillate has got equipped to serve your annual planning requirements. 


Introducing an Annual Operating Plan for your organization’s better way of recruitment. 


This article helps you understand - 

  • What is AOP?
  • How does an AOP work in Skillate?
  • How to create a new AOP plan for your organization?
  • How to add positions for your AOP?
  • What are ‘Positions’ in AOP?
  • What are the various reports available on AOP?
  • What is 'Employee Roles' in AOP?

 

Permission: Site Admin


Note:
Difference between a Requisition and a Position.
At Skillate, each new job you have created is called a Requisition.
The position is the number of vacancies you have in the company.


Scenario:
You are a recuriter for Skillate Laboratories. For every organization, a recruiter works as per a plan. We can all it the "Annual Operating Plan" or "AOP".

It is nothing but, you are defining the number of positions required to be filled for your organization in prior.



Understanding AOP Overview

AOP Dashboard

AOP Overview gives you a gist about your organization’s total number of positions, hiring status for these positions, and a department-wise split of hiring status.

Position Status:

The graph of ‘Position Status’ displays the total number of positions, along with the split of Open, On-hold, and Filled positions.


Scenario:

You have a requisition made for aposition in your company and you have finalized the candidate (let's say, 1 candidate) for that particular position.

Case 1: When you mark a candidate as hired, but didn't add as a user,
- The number of open positions will remain the same
- The number of on-hold positions will remain the same
- The number of filled positions will remain the same (until the candidate is added as a user)

Case 2: Hiring and adding a candidate as a user,
- The number of open positions will get reduced to one
- The number of on-hold positions remains the same
- The number of filled positions will increase by one


Hiring Status:

The graph of ‘Hiring Status’ displays the total number of open positions, along with the split for the hiring status for the open positions-  In progress, Hired, and Yet to Start positions.

  • In Progress: Those positions which have a requisition created and the hiring is in progress.
  • Hired: Those positions that are filled by creating a requisition.
  • Yet-to-start: Those positions which are open status but yet to have a requisition created.


Department-wise AOP

In addition to overall positions and hiring status, you can also view the department-wise split of various positions, their status, and fill ratio.


  1. Total Positions: The total number of positions created for the respective department.


  1. On Hold: The total number of positions that are kept on hold for the respective department.


  1. Operational: Those positions which are not on hold can be called operational positions. These include open and filled positions.

  2. Active: The total number of positions that are filled for the respective department.

  3. Hired: The total number of positions that have the hiring status of ‘Hired’ for the respective department.


  1. Yet to start: The total number of positions that are yet to start hiring by creating a requisition.

  2. Fill Ratio: The fill ratio tells you the average number of positions that were filled and hired during the year. 

That is, 

Active Positions + Hired Positions

Fill Ratio = ---------------------------------------------------------------------------- *100

Operational Positions



Understanding ‘Positions’

AOP Positions

The hiring plan in AOP displays all the positions along with other dependent parameters. 

  1. From here, you can view the Role and Department to which each of the positions is assigned, Position Status, Employee ID- if the position is filled, and Opening ID- if the position has a requisition made. 

  2. Clicking on the Opening ID will take you to the respective requisition.

  3. You can further filter them according to departments using the drop-down menu provided against “Show Hiring Plan for”. Or click on Filter and refine the search by Location, Grade, Role, and Status.

  4. If you need a copy of the position that is created, click on more options and Export to CSV. 


Using an Annual Operating Plan


Here is a quick walk-through of how AOP works on Skillate:


  1. You can define the total number of employees (total positions as per Skillate) for your organization for a year.

  2. You can add new positions and generate a Position ID.
    Note: Every position should be mapped to a Role while creating it. Learn more about add roles.
  3. By default, the new position will have the Open status.

  4. When you create a new requisition, if you have AOP enabled- a position ID gets assigned automatically in ascending order.
    - If you want to assign a specific position ID for the job, navigate to the respective     Job’s About > Position Mapping.
    -     Click on Edit to assign a different position ID. Hit on Save to save your changes.

  5. As soon as a candidate is hired, the AOP Overview > Hiring Status report will be updated.

  6. When the candidate accepts the offer and joins the company- Click on Mark as joined and Add as a user on Skillate.
    By doing so, AOP gets the respective position status updated as     Closed. 

  7. On an employee resigning from the position, the position status will be changed to Open.

That is, upon marking an active employee as "Serving Notice", the status of the position ID assigned to them will automatically change to Open. You can further fill the open position by raising a requisition.


  1. The Hiring Status report on AOP Overview will be updated as well. 


Creating a new plan


To create a new plan:

  1. Navigate to the AOP module.
  2. Click on +Create New Plan.
  3. In the following pop-up, you will have to choose a year to create a plan. You can create a plan for the upcoming year and not for the past year.

  1. Click on Create.

  2. You can import or add the required number of positions from here.


Adding positions to AOP

  1. You can add positions to AOP either by importing the details from a spreadsheet or by clicking on +Add New Position.
  2. In the following pop-up, fill in the required details.
  3. If you need to add a new role, click on Manage Roles and +Add a new role.
  4. Click on Submit.
Note: 

You can import positions in bulk from a spreadsheet to AOP: Navigate to Settings > General Configuration > Import > AOP. A sample file is available to download for your reference from the same page.

For importing position mapping in bulk from a spreadsheet to AOP: Navigate to Settings > General Configuration > Import > AOP Mapping



Deleting positions

You can delete a position which is in Open or On-Hold status only. Follow the below steps to delete a position from AOP:

  1. Navigate to the AOP module in Skillate.

  2. Go to Positions.

  3. Select any position, click on more options and click on Delete.

Delete AOP Position

  1. You will be prompted to confirm the deletion of the position. Click on OK to complete the process.


For deleting multiple positions, select all the positions that needs to be deleted and click on Delete provided in Bulk Actions.
Bulk actions related to AOP positions



Note:
The number of positions you have added will be displayed on AOP Overview > Position Status.


Understanding ‘Employee Role’


An Employee Role in AOP can be defined before creating a new position. Thus, while creating a new position- you can choose to map it to an employee role. 

For adding an employee role in your AOP, follow the below steps:

  1. Navigate to the AOP module.
  2. Go to Employee Role and click on  + Add Employee Role.
  3. In the following pop-up- enter a name for the employee role and click on Submit.
    Add new employee role

These employee roles are editable anytime. Click on Edit or Delete option provided against an employee role for the same.
Edit or delete an employee role


You can also assign an employee role to a particular user. For the same, navigate to the Settings > Administration > Users > Add Users. You will be asked to assign an employee role by choosing from the drop-down menu.

Select employee role from drop-down menu


When AOP is enabled, and you have hired a candidate for an open position. When you click on Mark as Joined, the following pop-up will only have an option to Add as a user.



You can enable AOP by reaching out to us. At present, the feature is available only on a requirement basis.