Staff Capacity Management

Overview
Staff Capacity Management enables Supporting Strategies to assign a Financial Operations Associate (FOA) to a client based on a variety of factors, which will be detailed in this article. The assigned FOA is responsible for delivering the financial operations services purchased through Supporting Strategies.

1. Staff Capacity Requirements
     1.1. Staff Contact
     1.2. Staff Data
     1.3 Client Company
     1.4 Staff Assignment

2. Assign Client Team
     2.1 New Staff Assignment Creation
     2.2 Assign Client Team Instructions
     2.3 Staff Assignment Updates
     2.4 Staff Data Calculations

3. Reassign Client Team
     3.1 Reassign Client eam Instructions
     3.2 Staff Assignment Updates
     3.3 Staff Assignment Creation
     3.4 Staff Data Calculations

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1. STAFF CAPACITY REQUIRED RECORDS
Capacity Management requires three key records to function properly: Staff Contact, Staff Data, Client Company and Staff Assignment. If any of these records are missing, the tool will not generate the necessary output to support the assignment process.

1.1 Staff Contact
During the onboarding process, the staff member will have a contact record, which serves as their HubSpot Employee record (not HR Employee Record). 

The contact record will include Staff Info (1)* section in the left column along with a Staff Data association card (2) in the right column.  The staff contact will only have 1 staff data record association.

1.2 Staff Data*
The Staff Data record contains information related to a staff members availability regarding workload. This includes information such as Staff Role, Manager (1), Capacity Status, ARR Guideline, Maximum Client Count (2) and more. 

A staff data will only have 1 staff contact (3) record association and multiple record associations (4).  Once the Staff Data record is properly configured, the employee can be assigned to a client using the assignment tools outlined in the next section.

You can learn more about the staff data record by accessing the Anatomy of the Staff Data Layout article.

1.3 Client Company
A Client Company record contains key details about the business receiving services from Supporting Strategies.

A client company record can have multiple staff assignment (1) records, but only 1 should be have a status of Active (2).

1.4 Staff Assignment
The Staff Assignment record contains detail about the assignment.  This includes information such as Client Name, Assignment Status, Assigned Date (1), FinOps Revenue (2) and more.  

A staff assignment can only have one staff data (3) record association and one client company record association (4).  Once the Staff Data record is properly configured, the employee can be assigned to a client using the assignment tools outlined below.

You can learn more about the staff assignment record by accessing the Anatomy of the Staff Assignment Layout article.

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2. ASSIGN CLIENT TEAM PROCEDURE
This section outlines the process of assigning a staff member to a new client.

2.1. New Staff Assignment Creation
When a new deal (Deal Type = New) is Closed Won, the system automatically creates the initial Staff Assignment record associated with the corresponding client’s Company record.

The default naming convention for this record is: UNASSIGNED – [Company Name] (FinOps)

This ensures consistency across all new client assignments and provides a clear indicator that the record is pending staff assignment.  Staff Assignments with this naming convention appear in chart 2c. Clients to be Assigned - New Staff Capacity Overview dashboard.

2.2. Assign Client Team Instructions
Follow the instructions below to assign someone to a client for the first time.

1. Click the Client's Staff Assignment from the list of Unassigned Staff Assignment (via Dashboard or Staff Assignment List View) you wish to assign to a staff member
2. Access the Assign/Reassign Clients tab*
3. Search for the staff member by first or last name
4. Click Assign button

2.3 Staff Assignment Updates
When the Assign button is clicked on, the staff assignment record is updated.

1. Staff Assignment Name update to <staff member name> - <client code> (FinOps)
2. Client Name displays the Client Name from the associated Company record*
3. Assignment Status set to Assigned
4. Assigned Date is set to <today> (when the assign action took place)
5. Manager displays the Manager from the associated Staff Data record*
6. Staff Assignment to Staff Data association is made between the Staff Assignment record that was assigned and the Staff Data record assigned to the staff member selected for assignment.

2.4 Staff Data Calculations
The following data points are re-calculated when a client is assigned. 

1. ARR Assigned represents the FinOps sum of all active staff assignments associated with the staff data record.
2. ARR Available is difference between ARR Guideline and ARR Assigned
3. Clients Assigned represents the total number of active staff assignments associated with the staff data record.
4. Clients Available to Add is difference between Maximum Client Count and Clients Assigned.
5. Last Client Assigned Date is populated with the date of the last assignment associated with the staff data record.

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3. REASSIGN CLIENT TEAM PROCEDURE
Reassigning an existing client to another team is similar to the Assign process, with a few additional steps.  

3.1 Reassign Client Team Instructions

1. Access the Client company record that needs a new client team
2. Click on the current active Staff Assignment associated with the client
3. Access the Assign/Reassign Client tab*
4. Search for the staff member by first or last name
5. Click Reassign button
   
6. Click on the Reassignment Reason dropdown
7. Select the Reason from the available list (required)
   
8. Enter additional information in the Reassignment Notes section (optional)
9. Click the Save button
   

3.2 Staff Assignment Updates
When the Reassigned button is clicked on, the staff assignment record is updated with additional information

1. Assignment Status updated to Reassigned
2. Reassigned Date is set to <today> (when the reassign action took place)
3. Reassignment Reason is set to the selected reason
4. Reassignment Notes is set to the information entered (only if populated)
5. Staff Assignment to Staff Assignment association is made between the Staff Assignment record that was reassigned and the Staff Assignment record that is created

3.3 Staff Assignment Creation
When the Reassigned button is clicked on, the system creates a new Staff Assignment record with the following information.

1. Staff Assignment Name is set to <staff member name> - <client code> (FinOps)
2. Staff Assignment to Company association is made between the Staff Assignment that was created and the Company that reassigned Staff Assignment is associated with
3. Assignment Status is set to Assigned
4. Assigned Date is set to <today> (when the assign action took place)
5. Staff Assignment to Staff Data association is made between the Staff Assignment record that was created and the Staff Data record of the assigned staff member's Staff Data record
6. Staff Assignment to Staff Assignment association is made between the Staff Assignment that was created and the Staff Assignment that was Reassigned

3.4 Staff Data Calculations
The following data points are re-calculated the Staff Data records associated with the Staff Assignment that was Reassigned and the newly created Staff Assignment record.

1. ARR Assigned represents the FinOps sum of all active staff assignments associated with the staff data record.
2. ARR Available is difference between ARR Guideline and ARR Assigned
3. Clients Assigned represents the total number of active staff assignments associated with the staff data record.
4. Clients Available to Add is difference between Maximum Client Count and Clients Assigned.
5. Last Client Assigned Date is populated with the date of the last assignment associated with the staff data record.*