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Skill Management

Skill management is the ability to add and change skills and attribute them to resources in the system. You should have permission to perform any skill management actions. 

Adding Skills and Specifying Their Levels

You can add an unlimited number of skills in the system and attribute them to users and tasks. You can also choose a skill level a resource owns or that is required to complete a task.

Note

There are two kinds of permission:

  • Permission to add and manage the skills required to complete a task
  • Permission to add and manage user skills (for a single resource or a group of resources).

Adding User Skills

To add a skill to a certain resource, do the following actions:

  • Go to the Resource Management Page, 
  • Find the User Card of a certain resource, 
  • Click the “add skill” button,
  • Type a skill name,
  • Select the skill level,
  • Press ‘enter’.

Screen #1 – Add Skill

Note

You can add a skill without specifying its level. In this case, the level will be automatically set as 1. 

Changing Skill Level

To change the existing skill, follow the sequence of actions:

  • Go to the Resource Management page, 
  • Choose the User Card for a certain resource, 
  • Click the ‘level’ icon,
  • Select one of the suggested levels (1-5) or just drag-drop it to the necessary one,
  • Save it.

You can also change the order of skill levels by drag-and-drop.

Screen #2 – Change Skill Level

Adding Skills to a Task Required for Its Execution

To add a skill to a task that is required for its completion, do the following actions:

  • Сhoose a necessary task or create a new item on Pipeline or by using the QE mode, 
  • Click the “add skill” button,
  • Choose a necessary skill from a drop-down,
  • Select the skill level,
  • Press ‘enter’.
Note

You can add a skill without specifying its level. In this case, the level will be automatically set as 1.

If you create a task from the summary, it inherits all skills with corresponding levels from it.

Screen #3 – Add Skill to the task

Deleting Skills

To delete a user skill, do the following things:

  • Go to the Resource Management page, 
  • Choose the User Card for a certain resource, 
  • Click the ‘cross’ button in the skill container. 

To delete a task skill, follow the instructions:

  • Choose a task,
  • Click the ‘cross’ button in the skill container.

To delete the skills inherited from the summary, perform the following actions:

  • Go to Task Card,
  • Click the ‘cross’ button in the ‘inherited skill’ container.

Screen #4 – Delete Skill

Skill Matching / Assigning Resources According to their Skills

When hovering over the resource’s skill when assigning a task to them, you can see its state – whether it’s perfectly developed and correspond with the level that is required to perform a task (green color), absent (marked with red), insufficiently developed (marked with the yellow color), or redundant (marked with the blue color meaning that the resource is overskilled and can’t perform this task). Therefore, the perfect match is marked with green. It means that this is the right resource for completing the task, so you can assign the task to them. 

You can assign a task to a resource based on their skills. At the Task Card page, you can see a list of skills necessary for its completion and a list of resources with corresponding skills. Thus, you can choose the most suitable one for a certain task. 

  • Assign the task with a set of necessary skills to a group. To choose a resource who has the best skill match, click the ‘reassign to’ button and select a filter to see who has the corresponding skills. The user who has the best matching skills will be marked with a green color.

Screen #5 – Skill Matching

You can also check the availability of necessary skills by hovering over the user. In a user window, you’ll see the avatar, name, and the list of skills, and if there are some that match, they’ll be marked with green. If the required skills are absent, you’ll see corresponding information in the user window.

  • If a user is overqualified to perform the task, the skill will be marked with blue and you’ll see the corresponding information about the difference between the required skill level and the user’s one. 

Screen #6 – Skill Difference

  • If a user is underqualified to perform the task, the skill will be marked with red and you’ll see the corresponding information about the difference between the required skill level and the user’s one.

Screen #7 – User is Underqualified

  • If a resource has all the necessary skills but their level is lower than it’s required for the task completion, you can see the orange color.

Screen #8 – Skill level is lower

Skill Filtering

To open a Skill Filtering window, click on ‘Skill Filter’ in the reassign pop-up. There you have an opportunity to choose ‘All required’, ‘Mismatched’, ‘Matched’, and ‘Hide skills’ options.

  • ‘Matched’ option shows only the skills that coincide with required (even if the skill level doesn’t correspond).
  • ‘Mismatched’ option shows the skills that do not match or their level does not correspond to the required one.
  • ‘All Required’ option shows the skills that match the required skills and levels.
  • Hide skills.

If you apply the ‘All Required’ filter to reassign a task that requires certain skills to a resource from a group, you’ll see all users that have the corresponding skills marked with the appropriate colors. The same happens when you use other skill filters – the system will show you the users who have or don’t have corresponding skills and they will be marked with the corresponding colors.

Note

In the system, the “mismatched” filter is selected by default.

Sorting Users and Skills

A User Sorting feature will help you find a perfect match according to the required skills. It implies that if a task with a certain skill is assigned to a group, the system will make up a hierarchy of resources starting from the best match and finishing with the worse one. At that, the users having the same skills and their levels are sorted alphabetically.

You can also change the order of skills manually depending on their significance for a certain assignment, and the system will make up a hierarchy of resources starting from the most relevant one.

Note

The unique feature is that you can also see the users who have the required skills outside the chosen group. Just click on the ‘reassign to’ button and find a perfect match among other groups.

Batteries 

The Skill Management feature also has a specific option called ‘batteries’. In simple words, the battery is the user’s capacity calculated automatically for the dates during which the task should be completed. 

There are three types of batteries:

  • Green means that the user has the capacity and can execute the task,
  • Yellow means that the resource has some capacity but in another group,
  • Red indicates that the user has no capacity.

Screen #9 – Batteries 

Note

If a user has some capacity in another group, you can borrow it and assign the task to them anyway. You can check the group where the resource has capacity by hovering over the battery sign.

Screen #10 – Borrowing Capacity

 

Updated on July 24, 2020

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