Operations Analyst

Role Summary

The Operations Analyst is responsible for the allocation of Engineering Operations (EngOps) human resources to meet project demands. The Operations Analyst collaborates with Resource Manager, functional managers & project managers to ensure maximum utilization of the appropriate staff across all projects. She/he reviews the resource capacity and demand information to resource manager to inform staffing and resource planning. The Operations Analyst is an experienced candidate with computer terms, ability to distinguish different IT related technical terms, people friendly, and helping shape and reinforce the company culture.

Key Performance Objectives

• Manage resource capacity, demand and allocation to meet defined targets
• Collaborate with leadership to plan and manage resource capacity to meet demand
• Administer the resource management information system (PSA)
• Help shape and reinforce the company culture to support talent acquisition and retention
• Track budget for each individual project and BI
  
  

ResponsibilitiesManage Capacity, Demand & Allocation

Capacity Management

• Ensure the Employee Database is accurate in terms of roles, billing classes, organizations, and teams.
• Maintain an inventory of available resources, skills, and capacity.
• Raise HR tickets for the activation, disabling, and deactivation of contractors and third-party contractors.
• Update NetSuite with capacity changes due to leaves, onboarding, offboarding, training, etc.
• Collaborate with HR to ensure new hires are onboarded and allocated to training and new projects based on functional heads' recommendations.
• Notify stakeholders of newly approved leave requests.
• Enter approved PTO under the Paid Time Off project in NetSuite.
• Adjust allocations on assigned projects to accommodate approved PTO.
• Disable employee accounts (not deactivate) for those going on maternity or temporary leave lasting 3 to 6 months.
  

Demand Management

• Review capacity and demand reports daily, and analyze results to maximize efficient resource utilization.
• Allocate resources to initiatives in projects/products on NetSuite and keep the plan up to date.
• Collaborate with PMs, POs, and functional heads to resolve overbooked resources.
• Collaborate with the Operations Manager to resolve under-utilized resources and match them with open resource requests.
• Collaborate with functional managers to allocate resources, address skills and/or role gaps, and other constraints.
• Send project allocation notifications to individuals and copy the respective stakeholders such as PMs, POs, and immediate supervisors.
• Manage and fulfill open resource requests for projects and sales proposals.
• Conduct weekly meetings with Project Managers and Product Owners to address staffing requests and collaborate to resolve over/under booking conflicts.
• Support EngOps resources in developing individual staff development plans.
• Create resource demand for proposed projects and synchronize start dates with Sales forecast

Monitoring & Control

Operations Management

• Monitor utilization and budget consumption by BI / Product and escalate any changes to scope, budget and schedule.
• Monitor utilization and budget consumption for project and escalate any changes to scope, budget and schedule.
• Monitor budget consumption of Admin and non-billable buckets as per the budget
• Ensure employees record timesheets on time and follow up
• Notify employees and supervisors of timesheet defaulters
• Provide every month actual hours to Contractor POC for monthly bills
• Ensure that skills matrix are updated and approved periodically
• Prepare and review with resource manager a weekly summary of staffing requirements, resource availability, and assignment recommendations
• Forecast and monitor resource utilization; identify over/under utilization and actively work with resource manager to address those issues
• Identify projects at risk due to resource constraints
• Produce resource utilization reports and assess with project and functional managers to make corrective actions needed
• Manage the bench and report on difficult-to-place staff so that skills and/or development needs can be addressed.
  

Report Preparation

• Maintain standardized dashboards for projects on NetSuite covering various durations: weekly, monthly, quarterly, and yearly.
• Maintain Allocations vs Actuals reports by employee, team, product, and service.
• Maintain a Budget tracker by team and by project type for various durations.
  

Process Management

• Maintain process documentation for the resource management processes including procedures for requesting resources, updating allocations, requesting time off, etc.
• Monitor Resource Management process effectiveness and recommend improvements; Reinforce processes to increase compliance.
• Understand and adhere to all requirements of the Quality Management System and the Information Security Management System.

Competencies

• Global overview with the ability to prioritize effectively
• Ability to understand the types of projects and unique resource needs of each type
• Understanding the complex relationship between resources and projects and being proactive around resource needs.
• Critical and analytical thinking
• Positive attitude and collaborative approach to problem solving
• Strong influencing, negotiation, and conflict management skills
• Clear and concise communication, both written and verbal
• Communicate decisions in a way that employees are able to follow the plan, and trust the plan
• Comfortable with high-volume workload and ability to prioritize and re-prioritize tasks quickly
• Self-motivated, ability to learn quickly and internalize rapidly changing needs
• Be flexible and find other solutions if needed
• Able to work independently and collaboratively with individuals and teams across multiple geographies
• Conflict resolution
  
  

RequirementsEducation/Experience

• 0-3 year of experience in a software development environment
• Bachelor's degree, preferably in technical or analytical field or related discipline - degree can also be replaced by years of experience
  
  

Computer Skills

• Proficient in MS Office tools Excel, Word, Outlook, PowerPoint and Project
• Experience with Portfolio Management or other PSA is an added advantage.
• Proficient in Microsoft Power BI is an added advantage

Skills Required
Microsoft Power Bi, Portfolio Management, Excel, Powerpoint, Ms Office Tools, PSA, Word, Outlook