Resource Assignation System

Frequently Asked Questions

Contents
FAQs......................................................................................................................................................2
Glossary...............................................................................................................................................12
Application Support.............................................................................................................................13
FAQs
Q. How do I assign resources?

A. Open RAS from MyHCL by searching RAS in the search bar. When in the application page, click on
‘New Assignation Through Interface’ from the home screen.

Q. How can I use the old RAS in case I do not find an option in new RAS?

A. You can click on “RAS (Old Version)” to switch to old RAS and continue from there on old RAS
system.

Q. Does the new RAS provides all the functionality of old RAS.

A. New RAS currently facilitates following transactions:

 New assignation through interface

 New Assignation through Excel upload
 View / Update Assignation
 Daft Assignations

For other transactions listed below you can use the old RAS. These will be released in second phase.

 All type of approvals (Assignation/LCA/Bulk Approval)

 Delete Assignation by RM
 Back Dated Access Request
 Back Dated Access Approval
 SR Delimit/Delete Requests
 SR New Requests
 TSS Auto Assignation
 Role Delegation
 Role Delegation Approval
 Assignation Level Mapping PMO
 Employee Retainable Mapping PMO
 Smart Assignation

Q. How do I view total number of resources assigned on my projects?

A. RAS home page has been redesigned from scratch. The current assignation section of the new
home page contains the count of assigned employees on each component. You can filter the result
based on the Lobs as well as projects.
Q. How do I extend or delimit a resource’s assignation?

A. Click on View / Update Assignation, select status (Existing or Proposed), select organisation type
and then project. You can also apply other filters (Component type, WBS, Employee ID, Assignation
period and Role) as required.

Select Delimit under Bulk Action field select the delimit date, reason and resource.

Q. Can I change the project component for any assignation?

A. Yes. The “View / Update Assignation” interface provides an option called “Change in Component”
using which you can change the component of an assignation.

Q. How many approvals are required for an assignation?

A. An approval from the Resource Manager is required in every assignation request whereas an
additional approval from the DU Head is required in case if an unbilled assignation or the number of
FTEs are exceeding the limits defined under iRFS.

Following WPC Rule 12 - 15 has been implemented to control unbilled and contractual assignation
across all band.

Q. Is this it mandatory to fill in the transfer details for an assignation?

A. Transfer details are mandatory only in case of domestic or international transfer is required due
to proposed assignation.

Q. How RAS and iRFS are related?

A. iRFS indicates the limit of the number of FTEs defined. If this limit exceeds in RAS at the time of
assignation, then DU head approval will also require for this assignation.

Q. How RAS and TAS are related?

A. TAS can be raised only if RAS has the assignation or assignation request on appropriate
component.

Q. After what duration an assignation request made will sync in SAP?

A. An assignation request needs approval from the resourcing manager\Business Approver 1 to 4 as

defined in assignation approval metrics. After which it goes to SAP maximum after 30 minutes.

Q. What is Auto Movement Process?

A. The “Auto Movement Process” has been positioned for the unassigned resources to get assigned
to bench projects automatically.

Q. What are the projects selected for Auto Movement?

A. An unassigned resource is liable to move to bench project defined for his/her SDU in case of
unassigned employees being at the offshore or project defined against his/her GEO in case
unassigned employee at onsite. SDU/GEO wise bench mapping is maintained for Auto Movement.

Q. How would I come to know that a bench movement took place for one of my resources?

A. 5 days repeated reminders are sent to the project managers before the bench movement,
mentioning the list of resources liable to move. After bench movement, a confirmation mail is also
sent to the project managers.

Also, on home page, dashboard in second quadrant would display the count of assignation on each
component that is going to expire after 5 days.

Q. What is One Step Delimit and Assignation.

A. With this new feature in RAS you can delimit a resource from 1 assignation and in the same step
you can assign it on another project. This saves the time by combining 2 steps (Delimitation and New
assignation) into one and thereby reducing the cycle time of up to 24 hours.

Q. Can I Update all the assignation details in single transaction.

A. Yes, you can update all the assignation details in one go. There is one exception that you cannot
change the project and employee. Go to View / Update Assignation > Search for the resource >
Select Bulk Action as “Change in Component / Update All” > Select Resource from the list > Click on
Initiate action. You can change the details on the next screen and Submit.

Q. How can I see unassigned resources.

A. You can see the unassigned resources in the fourth quadrant of the dashboard. It shows details of
the unassigned or partially unassigned resources. You can also download a report of these resources
by clicking on the excel icon on the list page.

Q. How can I see the assignation expired in last 30 days.

A. You can ‘Assignations Expired in Last 30 Days’ from the home page to get the list of assignations.
You can also download the excel report by clicking on the excel icon.

Q. What is the duration of auto bench assignation?

A. The Bench period starts the day next to the last assignation date and till the day prior to the next
assignation date (in case if there exist a future assignation) or else till project’s end date.

Q. What if a resource is moved to bench and he/she is required for another assignment?

A. There are TPG SPOCs who can be called upon to do the necessary delimitations from bench and
notify the project manager so that an assignation is made.

Q. If Auto Movement process is in place. Does it remove the unassigned figure completely?

A. The Auto Movement process is in place and run on daily basis. However, the unassigned figure
will remain there due to below mentioned facts:

• Employees who have been delimited from bench and are under the buffer period of 48
hours.

• Employees whose back dated delimitations have been posted in SAP directly.

• Employees whose movement happened but due to some reason SAP threw an error.

• Employees whose SDU wise Bench Project is not available.

Q. What is AFD classification?

A. The SDU Head/DU Head have been provided with an interface called bench classification
where he/she can classify a resource to be Available for Deployment (AFD) after which the resources
gets delimited from his/her current and future assignations and is liable to move to bench project.

Q. How can one assign the Resource on STL?

A. • Create off-on component in RAS.

• This must be approved by Resource Manager and DU Head.

• Employee can raise TAS only if off-on component is created and approved.

Q. How to initiate an Onsite-STL to Offshore Transfer?

A. Following are the steps to initiate such transfer

• Create a New offshore component using RAS

• If this component is not planned properly and is not there in RFS, application will ask
DU’ head’s approval

• When you a create a new offshore component, it triggers a transfer in TMS for “GEO
to Offshore” transfer

o After new component is created, first it must be approved by resource manager

 o Then it must be approved by DU head

o in next step DU/HR must approve it

o Once DU/HR approves, the employee must approve the transfer by going onto TMS.
employee can approve only if all above steps are done. (You need to send a mail to
employee, asking him/her to approve it, because the system doesn’t send any reminder
mails)

o After this step it goes to “Central team”. Only after their approval, your new offshore
component will be shown in RAS. Till then it will be shown under “New Assignation” under
RAS.

o Only after this, you can create a BRQ with this new component added in billing.

Q. How willcan I cancel a resource assignation (For e.g.: There is a change in travel plan and you
already created off-on component and you want to cancel the off-on component)?

A. RAC-PM/PM must coordinate with concern resource manager to delete the assignation from the
system and coordinate with HR remove his transfer entry from the SAP. When RAC-PM/PM will do
the new assignation once again with modified transfer details,

Q. I am getting this mail? What should I do? (“The following assignation has violated the
projection(s) done in Rolling Forecast System (RFS). This requires an exceptional confirmation from
you. The assignation details are”)

A. This is when the assignation goes beyond the Projection limit being set in RFS gets violated by
over and above assignation. Such assignation requests need to be approved by the concerned DU-
Head.

Q. How can I change the Allocation percentage of the assignation?

A. You can update the allocation percentage by clicking on “View / Update Assignation” > Search for
the resource > Select Bulk Action as “Allocation Change” > Enter the New Allocation Percentage >
Select Resource from the list > Click on Save and Validate > Submit.

The updated allocation percentage will start to reflect after the subsequent SAP Download process
(within 30 Mins.)

Q. Will I be able to change the backdated allocation percentage?

A. For this first user must break up the assignations through Billing Type/Role change interface
according to last billing date and after SAP synchronization user can change the allocation
percentage for the desired assignation through Allocation Percentage Modification interface.

Q. If BRQ has been already raised then is there any way to change the allocation percentage?
A. BRQ needs to be deleted from that month onwards from where you want to change the allocation
percentage and then user must break up the assignations through Billing Type/Role change interface
according to last billing date and after SAP synchronization user can change the allocation
percentage for the desired assignation through Allocation Percentage Modification interface.

Q. Can assignation be deleted completely in RAS system?

A. Yes, Resource manager can delete the assignation provided no BRQ should be available for that
assignation.

Q. Are there any constraints to delete the assignation?

A. Yes, following validations are applied:

• TSMS Hours - No TSMS Hours should be available for the deletion period.

• Month Roll Over - The assignation will not be allowed for deletion, if the month
rollover is coming for the assignation. This will lead to data discrepancy issue with PP and
RAS assignation details. The Month will be checked as given below: The application will pick
the current date, if the current date is <= 04 (Month DAY) then deletion will be allowed for
the previous month only, else the deletion will not be allowed.

• 8 Back Days - The assignations which come under 8 days period w.r.t. current date
can only be deleted. The preference will be given to Validation (b), in case month roll over is
happening.

• Transfer Process - If any transfer process is active for the assignation, then that will
be auto rejected by the RAS System.

• No further transaction will be allowed on the same assignation, if the assignation is

sent for deletion.

Q. Can RAC-PM/PM do multiple assignations, In a single transaction?

A. Yes, a RAC-PM/PM can make multiple assignations however; all the assignations should be
identical if RAC-PM/PM is doing multiple assignations through single transaction. If RAC-PM/PM
wants to assignation on different projects with different assignation parameters, then it can be done
in single transaction only through the excel upload.

Q. Does TMS get initiated if the multiple assignations are made by the RAC-PM/PM?

A. Yes, TMS will be automatically initiated for eligible assignations. But not through the excel upload

Q. How can the Project Manager make sure that the assignations made in bulk are appropriate?
A. Before submitting the assignations into system RAC-PM/PM will get the list of all assignations with
the flag of valid and invalid assignors. Only the valid assignations get saved into the System. Status if
these assignations can be downloaded in the excel sheet.

Q. How to know who is the approving authority for Delimit Request?

A. While delimiting a resource you will get an alert which contains the approving authority it may be
Resource Manager, WPC Head, and SDU Head.

Q. Does delimit request every time require approval from approving authority?

A. No, the delimit request approval go for the approval according to the scenario like in case of Tech
if iOffboardEMS or ML is initiated than request will go for the approval of WPC Head and after that
SDU Head Approval and in case if delimit request date is greater than 30 days than they will go for
the direct SAP Sync and if request date if less than 30 days than go for Resource Manager approval.
In case of ES Operations, Enterprise System Integration, IAS BFSI, IAS DI, IAS LSH, IAS AMDN, SL CORE
APPS, SLMGMT IAS, SLMGMT SI, Corp CEO Office, B-serve LOBS, Infra Delivery & Corp Admin.

Delimit request will go for Resource Manager approval.

Q. Will Delimit Request go for direct SAP Sync.

A. All delimit request which not require any approval, they will directly go for SAP Sync.

Q. Is every time WPC and SDU Head approval require?

A. No, in case of Tech if any resource has iOffboard EMS or ML initiated than these requests will go
for the approval of WPC Head than SDU Head Approval.

Q. If Resource Manager or WPC Head or SDU Head refers the delimit request back or reject the
delimit request than what happen?

A. If Resource Manager, WPC Head or SDU Head reject the delimit request than it will be reflected as
Project Manager Pending.

Q. Will Resource Manager, WPC Head or SDU Head can see delimitation reasons?

A. Yes, RM, WPC Head and SDU Head will able to see the delimitation reasons by clicking on View
Delimitation Remarks. By navigating to RAS >>Assignation Approval.

Q. Will WPC Head and SDU Head able to delegate their roles?

A. Yes, WPC Head and SDU Head can delegate their roles to someone for that you need to navigate
to RAS >>Manage Role Delegation >> Click on New Delegation.

Q. Will WPC Head and SDU Head able to revoke their delegated roles?
A. Yes, WPC Head and SDU Head can delegate their roles to someone for that you need to navigate
to RAS >>Manage Role Delegation >> Select Resource and Click Search.

Q. What is IFD Assignation?

A. FTEs based on the following assignations reason in RAS.

o Booked for Deployment (C Project)

o IFD Replacement (C Project)

o IFD (Y/ Project)

Q. What is new assignation rule for IFD assignations?

A. New IFD Assignation (Lateral Employees):

Offshore -:

• No assignation can be done on IFD for more than 4 weeks.

• Extension of IFD assignation as well as new IFD assignation at offshore beyond 4 weeks total
ageing, within same L4+customer combination in the trailing 3 months, would require additional
approval from AA2/L2 head and beyond 8 weeks from AA1/L1 head.

• IFD ageing will be based on “Customer and L4” combination in the trailing 3 months.

Onsite -:

• No assignation can be done on IFD for more than 4 weeks.

• Assignations will require additional approval from L1 head.

• L1 approval will be required every 2 weeks of assignation for the balance period.

New IFD Assignation (Fresher and FCL Employees):

Offshore:

• Will be excluded from 4 weeks check while New Assignations.

• Excluded from exceptional workflow for > 4 weeks and > 8 weeks ageing.

Onsite:

• All onsite IFD assignations will require additional approval from L1 head.

Q. What is IFD Aging and How it is calculated?

A.IFD ageing will be based on “Customer and L4” combination in the trailing 3 months.

Q. What is Stop Auto Extension Change for IFD assignations?

A. To control IFD population in the organization it is required to stop auto extension of IFD
assignation. As when needed can be placed by RAC-PM/PM via new Assignation or assignation
extension.

Q. What are Fresher, Fresher Converted Lateral (FCL) and Lateral?

A. Please refer below definition

Fresher: Employee Joined as Fresher and Date of Joining is less or equal to 12 Months.

FCL: Employee Joined as Fresher and Date of Joining is > 12 Months and <= 18 Months.

Lateral: Employees neither Fresher nor FCL.

Q. What is SR? And why we need SR to push the assignation record into RAS?

A. SR is Smart Recruit application for internal fulfilment that will push assignation of the selected
candidate immediately after Final Select stage. It will directly come to for RAC-PM/PM Approval.
They can either approve or reject the suggested assignation on any projects.

Q. How RAC-PM/PM will initiate assignation and come to know if the candidate is supposed to join
on his Project?

A. For every candidate there will be a unique SR Id that SR will push to RAS application. RAC-PM/PM
will be able see all the pending transactions in the SR Action page where all candidates will appear.
RAC-PM/PM can also search specific Employee with Employee Code or SR ID. If RAC-PM/PM
approves the request, then assignation will move to the new assignation page and then New
assignation will be initiated and move to next level of approval.

Q. If the Selected WBS Component is not covered under assignation and RAC-PM/PM wants to move
candidate to another component, then how can this happen?

A. WBS component, Role and End Date can be edited by clicking on ‘Initiate New assignation’ and
RAC-PM/PM is free to choose the new input for editable fields including new WBS component.

Q. What will happen if SR request is rejected by RAC-PM/PM?

A. If PM / RAC-PM rejects the SR request of candidate then Both delimitation and new assignation
request will be cancelled. User will have to initiate fresh SR for new assignation request for the same
resource.

Q. How will Delimit and new assignation be validated which populates from SR?.

A. RAS will auto-validate delimit and delete assignation in perspective of BRQ and TSMS check and
in case of validation failure, assignation will get rejected automatically. In case of new assignations,
all validations will be performed when RAC-PM/PM will approve and initiate new assignation.
Q. can PM/RAC-PM approve, delimit and delete assignation?.

A. Generally, delimit and delete assignation will be auto approved but in special scenario in which
resource start date on New project falls before his availability date from Existing project then such
case delimit assignation required RAC-PM/PM approval.

Q. When SR populates all details of the assignation; does it also provide transfer details?

A. RAC-PM/PM will check other details except Project Code and Start Date and if transfer is required
only then RAC-PM/PM will fill transfer details.

Q. How will SR split assignation, change component or any update in resource assignation?

A. All update will be same as what we have in RAS Application and RAC-PM/PM will take care. TPG
will be responsible for transferring SR request to RAC-PM/PM of TPG.

Q. What will happen if the allocation% made less than the current allocation%?

A. Such request will be auto-validated in RAS Allocation % reduction will be treated as delimit
assignation and delimitation workflow will be applicable for allocation% reduction assignation.

Q. Can delete/delimit request be auto approved?

A. There is 2 days SLA defined; else the request will be auto-approved.

Glossary

# Abbreviation Description
1 RAS Resource Assignation System
2 L1 Level This is the Level 1 structure of the HCL Organization which is named as per the
various business different do. L1 Level can be named as GV Business & Delivery
Unit, GV Business & Sales Unit, Group Horizontal Business Unit, Group
Corporate Enabling Unit
3 L2 Level This is the Level 2 structure of the HCL Organization which is named as per the
various business different do. L2 Level can be named as Vertical Business &
Delivery Unit, Vertical Business & Sales Unit, Horizontal Business Unit,
Corporate Enabling Unit
4 L3 Level This is the Level 3 structure of the HCL Organization which is named as per the
various business different do. L3 Level can be named as Super Delivery Unit,
Super Sales Unit, Enabling Unit
5 L4 Level This is the Level 4 structure of the HCL Organization which is named as per the
various business different do. L4 Level can be named as Delivery Unit, Sales
Unit, Enabling Team
6 PA Personal Area
7 PSA Personal Sub Area
8 PM Project Manager
9 DPM Delegated Project Manger
10 RM Resource Manager
11 DRM Delegated Resource Manager
12 DU Head Delivery Unit Head
13 DDU Head Delegated Unit Head
14 WPC Head Workforce Planning Cell
15 SDU Head SDU Head
16 AAFD Advance Available for Deployment

17 IFD Identified for deployment

18 FCL Fresher Converted Lateral
19 iOffboardEMS Exit Management System
20 ML Maternity Leave
21 RAC-PM Resource Assignation Cell-Project Manager
22 RAC-RM Resource Assignation Cell-Resource Manager
23 STL Short Term Travel
Application Support
For any supportsupport, you can raise a SSD by Clicking on Problem Ticket > Application Issue and
then Create.

Selecting Resource Assignation System under the application drop down.

Enter the details and Submit.

The ticket will first go to L1, L2 or L3 team as per the support required. User will receive an email and
notification for the update.