Create a role

To create a new role go to the roles module in the people category.

The purpose of the roles module is define a position or role within your organisation.

Roles are used in advaise.app as follows:

• Staff: Assign staff to a role. This attaches the cost rate to the staff member and enables advaise.app to evaluate their role fit.
• Proposals and Engagements: Use the intelligent resource finder to find staff for this role on an engagement or proposal.
• Openings: Recruit new staff for roles in the openings module. advaise.app uses the competencies attached to the role to evaluate a candidates potential suitability for the role.

Before creating a role, the following activities need to be completed by an owner or administrator in the organizations module, under the financials tab:

• Setup the rank hierarchy.
• Upload documents to the knowledge base that can be used to generate competencies.
• Create competencies.

These are the steps involved in creating and managing a role:

1. In the Roles module, click on the + Add button

2. Enter the role name, select a rank from the dropdown list, and enter a description of the role.

3. Open the role and navigate to the Detail tab. Create a role specification using the generate button. This will create details of the purpose, qualifications and responsibilities for the role from documents in your organization's knowledge base.

4. In the Competencies section of the detail tab, click on the + Add button to assign competencies to the role.

5. Search for a competency, select it from the dropdown list and move the slider to determine the skill level required.

5. When the competency details are complete, mark it as approved. In the Administration tab and Summary section, click on the Edit button. Click on the Approved button, then hit Save.

The role will now be available to assign staff to, create openings for, add to proposals and engagements.

FAQs for roles:

How do I calculate the hourly cost rate for a role?

A role is assigned to a rank. Rank is managed in the organizations module, in the financials tab.

The rank's hourly cost rate is calculated based on the average annual salary for this role plus an overhead allocation, divided by annual billable hours.

• Calculate your overhead allocation rate for the role. Don't forget to include oncosts such as payroll taxes, workers compensation insurance, mandatory pension contributions, office costs and so forth.

For example, with a pension contribution of 10.5%, state payroll tax of 4.85%, workers compensation insurance rate of 2%, and office costs of 5% the overhead allocation would be 22.35%. The overhead allocation can only entered as a whole number, so this would be rounded to 22%.

• Billable hours are the number of hours per year the role is available for billing to clients or projects. For example, if you operate a 40 hour week with 4 weeks leave, 2 weeks of public holidays, 2 weeks of sick leave and assume a utilisation of 80% of available hours, the calculation would be: (40*44)*80% = 1408

A markup is applied to this cost rate to calculate the client rate for this role on proposals and projects.

How do I create a job specification?

Once you have created a role in advaise.app, go to the detail tab and create a job specification to clearly outline job expectations to attract the right talent and streamline the hiring process.

Click generate to create role specifications from your knowledge base documents.

Purpose: Define the role's core objectives and align expectations for both the team and candidates.

Qualifications: Specify the skills, education, and experience needed to excel in the position.

Responsibilities: Clearly outline day-to-day tasks and overarching duties to guide your ideal candidate.

How do I add competencies to a role?

To add a competency to a role, open the role and go to the details tab.

Each role should have a specific set of competencies that team members need to possess in order to be successful. These competencies might include technical skills, such as proficiency in specific software programs, or soft skills, such as communication and collaboration. By assigning competencies to each role, you can ensure that your team members have the necessary skills to perform their job effectively.

Consider the following when assigning competencies to roles:

• Multiple competencies: Each role will have multiple competencies. To find existing competencies, simply start typing any word in the competency field to search on what is available. For example, typing "business" will show various competencies such as Business administration, Business modelling, Business process improvement and so forth.
• New competencies: Contact an owner or administrator to have a new competency created. Competencies are managed in the organisations module under the metadata tab.
• Skill level: After you have chosen the competency, select the required skill level for this role on a scale ranging from beginner to expert.
• Comments: Use the comments box to explain why the role requires this capability. For example, you may create a role for a business analyst and require them to have business process improvement as a competency. Add notes as to why this competency is required for the role.

Once you have created roles with required competencies and levels, and assigned competencies and levels to staff records, you can use the advaise.app intelligent resource finder to find staff with the right skills for a proposal or engagement. The role can also be used in the openings module to manage the recruitment process.