I have been tasked with coming up with a better method than our complicated and outdated excel sheets to track our personnel across different assets.
I have been playing around with Monday but am struggling to figure out the best method or if it is even possible to achieve what I would like.
As it stands now we have clients, different projects for those clients and a list of personnel. We have personnel requirements for these projects i.e. engineers, supervisors and operators.
I want to be able to create a project to a client with execution dates and requirements and then pick from a list of personnel to assign to that that project.
Then I would like to be able to look at a calendar and see when our most busy periods are and help manage requirements in the future.
For example a particular client might need 1 engineer, 2 supervisor and 4 operators to mobilise in may. But also another client will need the same for mid may and they might overlap, I would like to see that on the 10th may I would have mobilised 2 engineers, 4 supervisors and 8 operators.
I hope this is making sense, I can answer questions but I am unable to upload anything as it has sensitive information.
I am also hoping that I will be able to integrate stuff like holiday tracking so we know who we can and can’t use at certain periods, days tracking so I can see how many days a particular employee has done through out the year.
A little bit more information that might help with solutions.
Personnel that are being assigned are not on the Monday system and do not need to have visibility of what is going on, this is just for the office to track. Personnel won’t have individual tasks but rather just assigned to that project for how ever many days it is running for.
I would like it so that personal can not be assigned to a project if already assigned to one at the same period.
The good news is that monday.com is very well suited to exactly what you’re describing. It has tools to manage workload very effectively and it’s very possible to integrate features like holiday tracking.
The next point is that it won’t necessarily be super simple. There are a few key questions such as (1) Are those personnel mobilized throughout that project or only at certain times? (2) Is that consistent and predictable or can it vary? (3) How many projects/personnel are you planning to manage? (4) Are there other elements of the system not considered here that might need to be mapped?—for instance, are the personnel interchangeable or do they have restrictions such as working in pairs/teams or by region or specialism?
You mention that you’re struggling right now. That’s normal. It may be that you need to conduct some analysis on your process and improve your process. Theoretically monday.com can be a part of that.
Although you do not need to use monday.com’s People feature to make use of workload management, you might find it offers some advantages. You can assign people as viewers or guests, without having to pay for their seat. That may or may not be suitable for you, but it’s something to consider.
You mention not being able to assign people to a project if they’re already assigned. I can’t think of a way to do that in monday.com without use of a third-party tool. It might be better to consider rather using views/notifications to help warn you or better understand individuals’ workload to support assignment.
I offer monday.com consulting services. All of the observations and help above are to help you get started. However, if you would like to do some deeper discovery on your process and collaborate on building a monday.com solution that’s really effective for you, please do send me a message or email me flyingravendesign@gmail.com
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