Copying the Employees from One Scenario to Another

Using the Copy Employees feature, you can seamlessly copy the employee(s) from one scenario to another. This reduces the hours of manual effort and minimizes manual errors, thus improving accuracy.

How to Copy Employees from One Scenario to Another Scenario?

To copy the employees from one scenario to another scenario,

1. Navigate to the Structured Planning to open the Planning Control Panel
2. Select a Scenario > Budget entity and the HR - Workforce Planning template.
   
   
   

2. Click Input in the right pane.

3. Select the number of employees you wish to copy by clicking the little check box associated with the Employee Number and click the Copy Employees option on the header.
   
   

You will see the Copy Employees pop-up on the screen.

4. Select the target scenario from the Select Target Scenario drop-down list and click Copy.

You will see the Copy Employee Status pop-up on the screen.

• When the employees are successfully copied, you will see a notification, and if the copy process fails, you can download the report to view the error details of the failed records.

Now let’s see the criteria that help to execute the copy employees option successfully.

• You should ensure that the metadata of an employee, such as Employee Types, Compensation items, and Workforce Attributes definition, must be identical in the source and target scenarios.
  

• You should have access not only to the source scenario but also to the target scenario.
  For example, the 2022 Plan is your source scenario, and the 2023 Plan is your target scenario, to which you do not have access. So now, when you copy employees from the 2022 Plan to the 2023 Plan, you cannot see the 2023 Plan listed in the Select Target Scenario drop-down list of the Copy Employees pop-up.

• You should have access to the budget entity mapped to the template in the target scenario. For example, you want to copy an employee record mapped to a budget entity, CANADA SALES, to the target scenario. So the copy will be successful only if you have access to this budget entity, i.e., CANADA SALES in the target scenario. You should also check that the budget entity mapped in the source scenario is mapped to the target scenario. For example, Christine is an employee, and her budget entity is mapped to CANADA SALES, and you want to copy this employee record from the 2022 Plan to the 2023 Plan. So, the copy will be successful only when the same budget entity, CANADA SALES, is mapped to the template in the target scenario.

• The position description definition is unique per employee record. If an employee has multiple records with different position descriptions and you want to copy all the position records to the target scenario, then you must select all the records. You can also select one position record if you want to copy from source to target.

• For example, Christine from the sales team has two designations, West Sales Manager and Sales Admin, and she has two different records with different position descriptions. So now you must select both records to copy.

  Once you successfully copy from source to target, you can track all the records in the Audit log. Every single record that has been copied successfully can be seen in this log.

  Notes to Remember

  Let's see the use cases of when the copy employees option shows an error and how the metadata should be configured to copy successfully. We'll also look at how the copy employees option performs for some of the metadata.

  Use case 1: Employee Type

  When copying, all the definitions in the source scenario, such as Employee Type Code, Employee Type Name, and even the Compensation Items mapped to the employee type, must also be the same in the target scenario.
  For example, if one of the compensation items in the below screenshot, Salaries Full time, is mapped to the employee type in the source and not to the compensation items of the employee type in the target, then the copy fails.
  

  Use case 2: Compensation

  To ensure that the copy process is successful, it is always recommended to check that the compensation items mapped to an employee in the source are identical in the target scenario.
  If they are available, the definitions of the General information, Compensation Basis, and Settings in the compensation items must also be the same and if they are not identical, the copy fails.
  
  
  

  In the Compensation Basis, all definitions should be the same in both source and target. But there are some exceptions to this. For example, in the below screenshot, all the definitions must be the same except for the values defined in Amount. This is because the values defined in the Amount per Month for components in the* Health Insurance Package* can vary from source to target scenarios. So, this way when you copy from the source scenario to the target scenario, it does not fail.
  
  

  Use case 3: Workforce Attributes

  The Workforce Attributes' definitions should be identical in the source and target scenarios.
  Let’s say there is a compensation item associated with a workforce attribute. To successfully copy the attribute to the target scenarios, the definition of the attribute must be the same in the source and the target scenario. Any mismatch will show an error. For example, the copy will be successful only if the Attribute Name in the source scenario is the same in the target scenario, as in the image below.

  Note:

  This rule does not apply to Reporting Attributes as they can differ from source to target scenarios. Reporting Attributes are copied without errors, even if the definitions are not identical in the source and target scenarios.

  

  
  

  Use case 4: Allocations

  Let’s see how the Copy Employee feature performs when copying the allocations between the source and the target scenarios.
  For Non-periodic allocations:
  In this process, the allocations from the source scenario are directly copied to the target scenario.
  For Periodic allocations with overlapping time frames:
  When copying allocations from the source to the target scenarios with overlapping time frames, the application copies the values for the years that overlap. For the non-overlapping years, it copies the allocation from the previous year. Consequently, you must manually update values for all copied employees in that remaining year in the target.
  Let’s understand this with an example:
  You want to copy Michael's allowances from the source scenario (2018 - 2022) to the target scenario (2019 - 2023). So, when you copy, the allowances from the overlapping periods from the source scenario (2019 - 2022) are then copied to the target scenario. Since 2023 is the additional overlapping year, the allowance from 2022 will be copied to 2023, as shown below.

  Source	2018	2019	2020	2021	2022
  Allowances	1000	1200	1300	1400	1500
  Target	2019	2020	2021	2022	2023
  Allowances	1200	1300	1400	1500	1500

  For Periodic allocations with no overlapping time frames:
  When copying allocations from one scenario to another with no overlapping time frames, the application copies and extends the values from the source to the target scenario. Consequently, you must manually update these values for all the employee records you copied into the target scenario.

  Let’s understand this with an example to see how the copy happens when copying to a past-year scenario:
  You want to copy Michael's allowances from the source scenario (2022 to 2026) to the target scenario (2017 to 2021). So, when you copy, the allowances from the source's year, 2022, will be copied to 2017 and extended to all the years (2018 - 2021) in the target scenario.

  Source	2022	2023	2024	2025	2026
  Allowances	1000	1200	1300	1400	1500
  Target	2017	2018	2019	2020	2021
  Allowances	1000	1000	1000	1000	1000

  Similarly, let’s understand this with an example to see how the copy happens when copying to a future-year scenario:
  You want to copy Michael’s allowances from a source scenario (2017 to 2021) to a future budget scenario (2022 - 2026). So when you copy, the allowances from the source's year, 2021, will be copied to 2022 and extended to all the years (2023 - 2026) in the target scenario.

  Source	2017	2018	2019	2020	2021
  Allowances	1000	1200	1300	1400	1500
  Target	2022	2023	2024	2025	2026
  Allowances	1500	1500	1500	1500	1500