Different Template Types With Examples

How you perform template input is based on the type of template you open via the Planning Control Panel. This portion of the guide discusses each of the different types of templates.

How to Make Template Data Available for Dynamic Reporting Purposes

1. Access the template in Input mode by selecting the template in the Planning Control Panel and clicking the Input action.

2. Click Publish Employees to make template data available for Dynamic Reporting.

Global Templates

What is the Difference Between Global Template Single Copy and Global Template Entity Copy Types

Template input options are similar for both the Global Template Single Copy and Global Template Entity Copy types. The difference between these two template types is that for Global Temple Single Copy, the template will be the same for every entity from where it's opened. For Global Template Entity Copy, the template can be changed from entity to entity

Example of a Global Template Single Copy

The image below shows an example of a Global Template Single Copy template type. Notice the options in the ribbon. You can select Template, Methods, Reports, and the More list box.

Information on the budget type, scenario, budget entity, template that is opened, and the currency the template is in is provided for information purposes under the ribbon. This information cannot be edited.

What is the Methods Selection Pane

The Methods list box opens the Method Selection pane. Selections are made available based on template type and how the template was set up by your Admin. Fields available for the Operating Expenses template are explained below.

Monthly Increase in $ - Apply an increased dollar amount based on historical amounts for each month. Optionally, Round the number to the nearest whole number. For example; 67.7 will appear as 68. Click Apply.

Monthly Increase in % - Apply an increased percent based on historical amounts for each month. Optionally, Round the number to the nearest whole number. For example; 67.7 will appear as 68. Click Apply.

Full Year Growth - Apply a total increase percent based on history and use a spread method to distribute the amounts to the monthly periods. The spread method may be based on history or custom-defined spread methods created for the template. Optionally, Round the number to the nearest whole number. For example; 67.7 will appear as 68. Click Apply.

Annual Value - Apply a total dollar amount based on history and use a spread method to distribute the amounts to the monthly periods. The spread method may be based on history or custom-defined spread methods created for the template. Optionally, Round the number to the nearest whole number. For example; 67.7 will appear as 68. Click Apply.

What is the Purpose of the Spreads Tab at the Bottom of the Template

This Option might be available based on how your Admin user set up the application:

Spread methods are made available by your Admin. Spreads allow you to spread data from a total column to period columns. View spreads by clicking the Spreads tab at the bottom on the screen (shown below).

Spread methods can be applied to a template row. Your administrator makes spread methods available to you for applicable templates. In the example below, quarterly and seasonal spread methods are defined.

The Quarterly spread will spread data evenly over the 4 quarters in years 2016 and 2017. The Seasonal spread will spread more data during quarters 2 and 3. The budget sheet (Input template) is displayed below.

Click the Methods tab and select Annual Value. The spreads are displayed as shown below.

Select a spread (in this case Quarterly ) and click Apply.

The spread code cell is updated for the line to Quarterly.

When you enter data in FY-2016 or FY-2017 and press enter, the data will be reflected in the corresponding periods for that year.

What are Global Fields

Global Fields are made available by your Admin and are used in budget and forecast calculations in templates. Selecting this option applies the global field to a template row. An example of a global field might be a constant surcharge on warehouse items delivered for a manufacturing entity. Or, a sign-on bonus amount for employees.

What are the Options Available Under the More List Box

The More list-box contains many options, which vary based on template type.

Budget Entity Approval - Perform entity approval actions from within the template rather than returning to the Planning Control Panel.

Template Approval - Perform template approval actions from within the template rather than returning to the Planning Control Panel.

Account Reports:

Destination - Destination accounts are used for saving the budget or forecast data entered or calculated in a selected budget template against a General Ledger account. This report displays each line that is identified as a destination account, along with segment mapping information.

Reference - In the image below, the template has RA lines. RA indicates that the line references another account. Select the Reference Account Report to view a report on all accounts referenced in the template.

Show Rule - View a report on all associated rules (expressions).

Output - Print, email or save the template.

Header

Notes - View all notes associated with the template.

Documents - View all documents associated with the template. Administrators can attach documents.

Snapshot - Take a snapshot of the template data. You can store snapshots in a folder in the File Cabinet.

Template History -View details on who last modified the template, the modification date, and description.

Subline

Subline Validation - This feature checks every main template line against associated sublines and verifies the data matches. If the data does not match, template lines are highlighted in red as shown below.

Validation Report - Run the Subline Validation report to view all Subline discrepancies between sublines and main lines for a template. To access the report, open a template in View or Input mode. Click the More list-box and select Validation Report.

The Subline Validation report is a Standard Report. Admin users can access Standard Reports by navigating to Maintenance > Reports > Standard Reports. Select the Subline Validation Report, click More and select Deploy to make the report available to users. You can run the report from this interface in addition to the Template interface.

When you run the Subline Validation Report, you will be prompted to select a scenario, entity, template and fiscal year. Sample report output is shown below.

Grid Actions

Show/Hide Formula Bar - Display or hide the Excel formula bar.

Show/Hide Row Header - Show or hide the template row numbers.

Show/Hide Column Header - - Hide or display the template column letters.

Show/Hide Tabs - Show or hide the tabs for Global Fields and Spreads that appear at the bottom of the Template Input and View screens.

Show/Hide Scenario Header - Display or hide column header information. Column scenario headers display scenario name. Admin users can choose to set the display globally (to hide or show) for column headers. If an Admin user hides the display of column headers globally, other users will not be able to see this information.

Show/Hide Column - Hide or show selected columns (within any template except Initiative templates) to improve visibility.

Reset Column Width - Reset the column width based on the template setup your Admin user performed.

Show/Hide Data Filter - Filter Spreadsheet Data similar to Excel as shown below. Data filter functionality is available for the following template types: Allocation, Block, Sales, Global Template - Single Copy, Global Template - Entity Copy, Line Item, and HR.

Hide/Show Format Bar - Display or hide the format area, which is where you insert lines, borders, format numbers, and more.

Freeze/UnFreeze Grid - Select Freeze to keep an area of the worksheet visible while you scroll to another area. UnFreeze disables this ability. Freeze panes are user-specific. For example, Jane Doe can set her freeze panes for the BudgetQ12019 template (from the Planning Control Panel - Template Input page) and John Doe can set his freeze panes as desired for the same template. Even if Jane and John have different freeze pane settings, the template will display accordingly based on their selections.

Reset Column Width Globally - Set columns widths to a default width. This option is available for Global Template Single Copy, Global Template Entity Copy, and Allocation template types. Selecting this option will reset column width preferences of all template users for a specific scenario irrespective of the budget entities. This option is available for templates that are not associated with the Default scenario only

Hide/Show Attributes - Display or show the Attributes column.

Display Data

Display Data is available when Expedited Loading is enabled by your Admin. Display Data appears after history, reference, and closed period data have completed loading in the cloud and are ready to populate the template.

With Expedited Loading, you can proceed with budgeting tasks while template data is processed in the cloud and ultimately populated in your template structure.

Data input lines are immediately available for input while reference, history, and closed period data is downloaded in the cloud. You can perform data input for unlocked cells. However, you cannot save the template until the loading process is complete. Once all data is loaded, click Display Data (link on notification message) to load all reference, history, and closed period data.

Block Templates

Overview and Example of Block Templates

Block templates allow multiple segments to be displayed within the rows. It is used for budgeting against a "repeating block of lines" for a selected dimension member (in the example below the dimension member is Project). This could be any selected dimension member such as Account or Project Line.

In the example below, the Project dimension is available with the following options:

• Load Project - Open the Load dialog page to search for and select projects to load based on history information, current scenario, history or current scenario, or all of the above.

• Delete Project - Delete a selected project from the template.

• Budgeted Project - Open the Budgeted Segments dialog page to select and attach page level segment data to your spreadsheet / template selection.

• Detach Project - Detach (but not delete) a selected project from the template.

• Detach All Project - Detach (but not delete) all projects from the template.

Workforce Planning Templates

There are two template types you might work with for Workforce Planning; Workforce Planning and Template HR. Each is explained below.

Workforce Planning - Classic UI

Workforce Planning

This template type is used to set up employees by planning entity, set up allocations, employee positions and salary calculations. An example of a Workforce template is shown below.

When you open a Workforce template in Input mode, the template appears with several options in the top ribbon. Here is an explanation for option in the ribbon.

• Publish Employees - Clicking this option makes employees available for reporting purposes. If you edit or add employees, for example, you'll need to click Publish Employees to commit the changes to the reporting cube so that the information is available for Dynamic Reporting.

• Employees - Add, edit and delete employees. Fields may be edited directly on this page by clicking the cell in the grid; Salary Class, Rate, Hour, Annualized, Employee Edit, etc. Use Mass Update to update several employees at once.

• Process - Employees are automatically processed when employee data is updated from the Employee list page (shown above), the Add and Edit pages as well as the Mass Update page.

• More - Provides budget entity and template approval actions without returning to the Planning Control Panel, view notes and documents, and run reports.

• Settings icon - Personalize the Employees list page. Rearrange or hide columns and it auto-saved as your default view.

How to Add Employees To a Workforce Template & Process

You might when to add employees to the template for planning purposes. Once a new employee is added, you must Process the employee to the scenario and related entity.
To add an employee and process:

1. Open a Workforce template from the Planning Control Panel.

2. Click Employees and then select Add.

3. Enter the employee's name, number to identify the employee (you can edit this number once saved) and select the Home Budget Entity that employee will belong to.

4. For Hire Date, select the date the employee was hired. The Hire date and the Position Start date are the same in most cases. However, in some cases an employee can be tied to two different positions within the same organization making Position Start Date a possibility. The expense of the employee is always driven by Position Start Date.

5. Under the Position Info. tab, complete the following fields:

   • Position Description - Name of the employee's job description.

   • Position Budget Entity - The home budget entity, which may be edited if an employee moves to another department. This selection is tied to allocations and populates the Company Allocations column.

   • Position Start - Select the start date of the position.

   • Current Raise Percent - Determined by employee type. Intended to have raise calculations when the raise dates are prior to the budget scenario start date (since the payroll upload date).

   • Next Review Date - Select the date of the employee's next review.

   • Review Type - Select whether there will be a single or multiple reviews. If you select Multiple, the Date and Percentage fields are displayed. Select the date of the review and enter the raise percentage. Add and delete raise dates and percentages as needed by clicking the Add or Delete buttons.

   • Budget Raise Percent - Based on anniversary dates. The Next Review Date determines the Budget Raise Date. For example, the next review date falls between the Scenario Start and End Dates. Enter the percent increase in merit that employees will receive. A valid raise percentage should be between -100 and 100, which is consistent with multi-raise percent. Budget raise can be managed and administered centrally at the employee type level rather than at the employee level.

   • Budget Raise Amount - Adjust employee salary by amount.

When an Admin adjusts an employee’s raise by amount, the system calculates the percentage automatically based on amount entered. In the example below, raise is entered for a single employee as an amount versus percentage. The results is that the system keeps the yearly raise constant and adjusts the percentages accordingly.

In the example below, budget raise amount is entered for multiple employees.

Budget Raise as Amount functionality is available on the Employee Add/Edit pages (for single and multiple employee raise amount) and Employee List page (for single employee raise amount). Also, Admins can access the Employee Add/Edit pages from the Maintenance menu (accessed by navigating to Maintenance > WFP > Workforce Planning Setup). End users can access the Employee Add/Edit and List pages via the template opened from the Planning Control Panel.

When entering data for a single employee, budget raise as amount displays on the Employees List page (accessed via template input from the Planning Control Panel) as shown below.

Budget raise as amount is not available on Employees List page when budget raise amount is entered for multiple employees as shown below.

You cannot load budget raise amount data using Data Load Rules. If you enter budget raise as amount for an employee and then data is loaded for that employee via Data Load Rules, the setting will be reverted to Budget Raise as Percentage.

• Budget Review % - Budget Review % will be blank when Amount is selected for Budget Review In and the Budget Review Amount is changed. This is because Budget Review % does not recalculate to reflect the percent. For example (using the image below), if you select Amount for Budget Review In for Employee 162 and you change the Budget Review Amount to 5000.00, the Budget Review % field will be blank. It will not show 3.00%. However, when you export this grid (under the More list box) to Excel, the Budget Review % will be displayed in the exported spreadsheet data.

• Employee Type - Select an employee type, which determines the compensation items associated with the employee.

• Pay Plan - The salary plan (i.e. monthly, weekly, etc.).

• Position End - Select the end, or termination, date of the position.

• Salary Class - Select hourly and provide hours/month and rate entry information, or, select Annualized and enter an annual salary amount.

• Adjusted Annual Salary - This field displays the annual salary impact of employees each year, including the additional cost after calculating budget reviews. For instance, you may want to compute the yearly annual salary impact of an employee for different budget/forecast years starting with a $100K salary and an annual raise of 4.5%. End users can view and edit the adjusted annual salary of an employee by following the steps below:

1. Open an Workforce template from the Planning Control Panel.

2. Click Employees, and then select Add or Edit. From the Review Type drop-down list, select Single or Multiple.

   If you select Single, follow these steps:

   1. Select Budget Raise Date , Budget Review , and then enter the Budget Raise Percent/Amount.

   2. In the Adjusted Annual Salary field, select the year from the drop-down list. The Adjusted Annual Salary value is displayed for the selected year.

      

   3. If you select Multiple, follow these steps:
      1. Select Budget Review as either Percent or Amount.
      2. In the Budget Raise table, specify the budget raise date and Budget Raise Percent/Amount.
         
         Tip!

         You can add and delete raise dates and percentages/amounts by clicking the Add or Delete icons.
   4. In the Adjusted Annual Salary field, select the year from the drop-down list. The latest Adjusted Annual Salary value is displayed for the selected year.
      

• Add Notes - Add notes and attachments to employee positions for reporting purposes. For example, add a requisition for employee related costs or make notes for new hires. Enter notes in the Notes field. To attach a document, click Browse. Attachments are listed based on the date and time added along with the user that added the attachment. Print notes by clicking the Print button. After attaching documents and / or entering notes, click Save. The following document types are supported: .gif,.png,.jpeg,.jpg,.tif,.tga,.doc,.docx,.xls,.xlsx,.ppt,.pptx,.txt,.rtf,.pdf,.csv,.vsd

• Reporting Attributes - Used for managing additional information for employee position. Not used in compensation cost calculations.

6. Click the Compensation Items tab and complete the following:

• To associate compensation items with an employee, select the item in the Available Compensation Items pane and click the forward arrow to move the item to the Assigned Compensation Items pane.

• For compensation items created that vary annually, additional details are displayed. You may modify the Effective Date and Percentage amounts. These modifications will not affect the compensation item setup and will only be modified for the employee you are adding or editing.

7. Click Attributes . Attributes available to you will vary based on your set up. Attributes are based on the compensation items mapped to the employee (and set up by your Admin user on the Add Attribute page).

8. Click I/P Comp Items and complete the following:

• Input dollar amounts by month. Cells for the periods outside of the scenario projection start or the periods outside of the position start/end date are locked from data input.

• Click Copy Forward to copy cell data to other periods on a given row. Displays two decimal values by default. When you select a cell to edit, decimals are displayed.

9. Click Allocations to distribute employees amongst budget entities/segments (Department, Company, etc.) and compensation items. Click Add to add additional allocation lines. Complete the fields as needed. You can enter allocation percentages (Alloc Pct) with decimals. The Allocations grid displays up to 2 decimal values by default.

• Employees can be allocated to multiple budget entities. Allocations contain compensation item level detail when your Admin user selects By Compensation Item as the employee allocation method on the Define Workforce Planning Budgeting Criteria page. If your Admin user selects By Department, you will not have the Compensation Item column.

Allocation Periods for Time Based Compensation Allocations:

• Allocation periods are set up so that you can select from a planning scenario start period and allocate through the end date of the scenario, irrespective of the position start or projection start date. This flexibility allows you to setup allocations for employees associated with Forecast scenarios and assists with a copy back of allocations from a Forecast scenario to the Default scenario. All compensation calculations for employees still take place according to the position start and project start date setup.

• You must setup allocations for the entire active duration of the employee position (position start and position end). For example, if an employee's position starts on 6/4/2018 and ends on 1/5/2019, allocations for this employee position should cover all periods between Jun-18 and Jan-19. If allocations are not provided, an error message will occur (Allocation not provided for all periods).

10. Click Save , Save& Add.

    • Use Save when you have more editing to do.

    • Use Save & Add when employee details are in a more final state.

    • Process - Employees are automatically processed when employee data is updated from the Employee list page, the Add and Edit pages as well as the Mass Update page.

How to Adjust An Employees' Annual Salary With Examples

End users can view and edit the adjusted annual salary of an employee by following these steps:

1. Open an Workforce template from the Planning Control Panel.

2. Click Employees, and then select Add or Edit. From the Review Type drop-down list, select Single or Multiple.

   If you select Single, follow these steps:

   1. Select Budget Raise Date, Budget Review, and then enter the Budget Raise Percent/Amount.

   2. In the Adjusted Annual Salary field, select the year from the drop-down list. The Adjusted Annual Salary value is displayed for the selected year.

      

   3. Click the Save icon or click Save & Add.

   4. If you select Multiple, follow these steps:
   5. Select Budget Review as either Percent or Amount.

   6. In the Budget Raise table, specify the budget raise date and Budget Raise Percent/Amount.

      Tip!

      You can add and delete raise dates and percentages/amounts by clicking the Add or Delete icons.

   7. In the Adjusted Annual Salary field, select the year from the drop-down list. The latest Adjusted Annual Salary value is displayed for the selected year.

      

   8. Click the Save icon or click Save & Add.

End users can view the adjusted annual salary from the Adjusted Annual Salary column on the Employees list page. Access the Employees list page by opening an Workforce Template from the Planning Control Panel. The latest Adjusted Annual Salary value is displayed for the selected year. You can change the year and view the updated Adjusted Annual Salary for the selected year.

Example 1: Annual Salary Calculation with Review Type as Single

The following example displays the budget raise of an employee in amount. The Review Type is selected as Single, so the budget raise occurs once in a year. In this case, the value in the Adjusted Annual Salary column is displayed for the selected year.

Example 2: Annual Salary Calculation with Review Type as Multiple

The following example displays the budget raise of an employee in percentage and amount for the same fiscal year. The Review Type is selected as Multiple, so the budget raise occurs multiple times in the same year (2019). In this case, the latest adjusted annual salary for 2019 is 210,000 and it is displayed in the Adjusted Annual Salary column.

Export of Employees Page to Excel

On the Employees page (accessed from the Planning Control Panel), from the More list, select Export as Excel.

This exports the list of employees to an Excel spreadsheet. Open the spreadsheet; the Adjusted Annual Salary details are displayed for each employee.

How to Setup an Employee Who Belongs to a US Entity But is Temporarily Working for A EU Entity

Within Workforce Planning, each employee has a Home Budget Entity and a Position Budget Entity. Allocations are always tied to the Position Budget Entity.

Identify the employee within the Home Budget Entity of US, and save the Position Budget Entity as EU within the Employee Edit screen. Now the employee expenses will be charged to the EU entity.

How to Process Employees

Automated Employee Processing happens when you perform a Save from the Employee Add or Edit page, the Employee list screen and Mass Update. This means that you don't need to manually process employees when you perform a Save from the aforementioned screens. Once the Save action is selected, the system will process employees that have been added or modified. 

Please make sure you “refresh” the screen to see the updated information.

How to Copy an Employee

1. From the Workforce template, select an employee by highlighting the line in the template and click Employees, Copy.

2. Click OK when the system asks if you want to perform a copy.

3. The newly copied employee is displayed in the template and the name is preceded by Copy_.

4. Make changes to the copied employee as needed and process.

Use Cases on How to Update Several Employees at Once

In Practice
Lets say you want to mass update the value of a reporting attribute field.

1. Access the Workforce template from the Planning Control Panel in Input mode.

2. Click Employees.

3. Click Mass Update.

4. Apply to should be set to ALL.

5. Click the Reporting tab.

6. Make changes to the attribute value as needed. Click Save.

In Practice

You want to mass update the budget review percentage for all employees.

1. Access the Workforce template in Input mode.

2. Select any employee and click Employees > Mass Update.

3. Select Apply to All.

4. Change the Budget Review percentage.

5. Click Save.

How to and Why Mass Update Employees

You can make mass changes to employee details for Workforce Planning. For example, you may have twenty new hires planned for April, but now you decide you want to move ten of those to May. You can select all ten records and make one change, and it will apply to all records.

Effected employee details include:

• Home Budget Entity

• Hire Date

• Position Start Date

• Position End Date

• Employee Type

• Position Budget Entity

How to apply a mass update:

1. Access the Workforce Planning template from the Planning Control Panel in Input mode.

2. Select Employees > Mass Update to launch the Mass Update screen.

   

   

3. Make updates to all employees or selected employees only by choosing the Apply to option.

4. Makes selections on the System tab and click the Reporting tab to update manager and position information.

5. Click Save.

Options Available Under the More list-box

For Budget Entity and Template Approval, see the Workflow topic.

Reports are discussed in the Working with Reports topic.

How to Personalize the Employee list page

You can personalize the Employee list page by following these steps:

1. From the Planning Control Panel, open an Workforce Planning template.

2. On the Employees list page, click the Settings icon. All the column check boxes are selected by default.

   

3. Unselect the column that you want to hide, and the changes are auto-saved.

4. To arrange the columns in a certain order, click the drag indicator and drag the column next to the required column.

   You can also move the columns on the Employee list page in the required order.

   

   The changes are auto-saved, and this is your default view for the scenario. To export the data in the order that is visible on the screen, click More and then select Export as Excel .

5. To reset the columns to the default arrangement of your Administrator, click Reset.

Workforce Planning - Enhanced UI

Overview

The Workforce Planning template is used to set up employees according to planning entities as well as to set up allocations, employee positions, and salary calculations. The following image illustrates an example of a Workforce Planning template.

Workforce Planning provides you the ability to organize and maintain your workforce, control productivity, and manage the welfare of the workforce.

Business Value

The improved Workforce Planning user interface reduces the number of clicks while performing various actions on the Employees page. The user interface is user-friendly, and you can directly make selections without having to navigate to different pages. This enhanced user interface also enables you to quickly perform tasks, enables easy search, and provides an improved user experience, thereby facilitating smooth business workflows.

Field Descriptions

You can perform the following actions on the Employees page:

• Search - Type an employee name or employee number to display the most relevant search results.

• Refresh - Click the Refresh icon to refresh the page.

• Settings - Click the Settings icon to personalize the Employees page.

• Select Template - Click Select Template to open a different template type.

  • Scenario - Select a scenario from the Scenario list box.

  • Budget Entity - Select the required budget entities from the Budget Entity list box.

  • Template - Displays the template details of the budget.

  • Currency - Displays the currency details of the budget.

• Process - Click the options under this menu to process budget entities:

  • Current Budget Entities

    • All Employees - Select All Employees to process all the employees in the current budget entities (for the entities that you have already selected from the Budget Entity list box).

    • Unprocessed Employees - Select Unprocessed Employees to process all the unprocessed employees in the current budget entities (for the entities that you have already selected from in the Budget Entity list box).

  • Selected Budget Entities

    • All Employees - Select All Employees to choose an entity or entities, and then process all the employees of the selected entity.

    • Unprocessed Employees - Select Unprocessed Employees to choose an entity or entities, and then process all the unprocessed employees of the selected entity.

• More (vertical three-dot icon)

  • Entity Workflow
    Provides budget entity approval actions without returning to the Planning Control Panel.

    • Forward - Select Forward to forward a budget entity for approval.

    • Approve - Select Approve to approve a budget entity that has been forwarded.

    • Final Approve - Select Final Approve to final approve a budget entity.

    • Workflow History - Select Workflow History to view the entire workflow history of a budget entity.

  • Template Workflow
    Provides template approval actions without returning to the Planning Control Panel.

    • Forward - Select Forward to forward a template for approval.

    • Approve - Select Approve to approve a template that has been forwarded.

    • Workflow History - Select Workflow History to view the entire workflow history of a template.

  • Reports

    • Publish - Select Publish to make employees available for reporting purposes. If you edit or add employees, you must then click Publish to commit the changes to the reporting cube to ensure that the information is available for Dynamic Reporting.

      • Export as Excel - Select Export as Excel to export the details in the Roster view to MS Excel.

      • Employee Report - Select Employee Report to view a report for the selected employee.

      • Compensation Item View - Select Compensation Item View to view a month-wise report for compensation items.

      • Natural Account View - Select Natural Account View to view transaction-level data for Natural accounts.

      • GL Account View - This view is important when the compensation for an employee is divided across budget entities.

      • GL Account Detail View - Select GL Account Detail View to view a report on GL Account Detail data for Workforce Budgeting.

  • Others

    • Documents - Select Documents to view the list of documents attached to a template

    • All Notes - Select All Notes to view the list of template notes (for an employee position for example).

    • Mass Update - Select Mass Update to update several employees data simultaneously.

• Add - Click Add to add an employee.

• Scenario - Select a scenario from the Scenario list box

• Budget Entity - Select one or more budget entities from the Budget Entity list box.

• Template - Displays the type of template that you selected

• Currency - Displays the currency details of the budget.

Add Employees to a Workforce Template and Process

You can add employees to a Workforce template for planning purposes. After a new employee has been added, you must process the employee for the scenario and related entity.

To add an employee and process it, follow these steps:

1. From the Planning Control Panel, open a Workforce template.

2. On the Employees page, click Add.

3. Enter the employee's name, employee number to identify the employee (you can later edit this number after it has been saved), and then select the Home Budget Entity to which the employee will belong.

4. For Hire Date, select the date on which the employee was hired. The Hire Date and the Position Start Date are the same in most cases. However, in some cases, an employee can be tied to two different positions within the same organization making multiple Position Start Dates a possibility. The expense of the employee is always driven by the Position Start Date value.

5. Under the Position Info. tab, specify the required information for the following fields:

   • Position Description - Name of the employee's job description.

   • Position Budget Entity - The home budget entity, which can be edited if an employee moves to another department. This selection is tied to allocations and is populated in the Company Allocations column.

   • Position Start - Select the start date of the position.

   • Current Raise Percent - Determined by employee type. Intended to have raise calculations when the raise dates are prior to the budget scenario start date (since the payroll upload date).

   • Next Review Date - Select the date for the employee's next review.

   • Review Type - Select whether there will be single or multiple reviews for the employee. If you select Multiple, the Date and Percentage fields are displayed. Select the date of the review and enter the raise percentage. Add and delete raise dates and percentages as needed by clicking Add or Delete respectively.

   • Budget Raise Percent - Based on anniversary dates. The Next Review Date determines the Budget Raise Date. For example, the next review date falls between the Scenario Start and End Dates. Type the percentage increase in merit that employees will receive.
     A valid raise percentage must be between -100 and 100, which is consistent with multi-raise percent. Budget raise can be managed and administered centrally at the employee type level rather than at the employee level.

   • Budget Raise Amount – Adjust the employee’s salary raise by amount.

     When an Admin adjusts an employee’s raise by amount, the system calculates the percentage automatically based on the amount entered. In the example below, raise is entered for a single employee as an amount versus percentage. The results is that the system keeps the yearly raise constant and adjusts the percentages accordingly.

     

     In the following example, the budget raise amount is specified multiple times for an employee with Review Type set as Multiple.

     

     Budget Raise as Amount functionality is available on the Employee Add/Edit pages (for single and multiple employee raise amount) and Employees page (for single employee raise amount).

     Also, Admins can access the Employee Add/Edit pages from the Maintenance menu (accessed by navigating to Maintenance > WFP > Workforce Planning Setup). End users can access the Employee Add/Edit and List pages via the template opened from the Planning Control Panel.

     For an employee, after you have specified the Budget Raise Amount and selected Review Type as Single, you can view the details in the Roster view (Employees page).

     

     After you have entered Budget Raise Amount and set Review Type as Multiple, the details are not available in the Roster view as shown here.

     

     You cannot load data for budget raise amount by using Data Load Rules. If you enter budget raise amount for an employee and then data is loaded for that employee via Data Load Rules, the setting will be reverted to Budget Raise as Percentage.

     • Employee Type - Select an employee type, which determines the compensation items associated with the employee.

     • Pay Plan - The salary plan of the employee: monthly, weekly, and so on.

     • Position End - Select the end, or termination, date of the position.

     • Salary Class - Select hourly and provide hours/month and rate entry information. Alternatively, select Annualized and type an annual salary amount.

     • Adjusted Annual Salary - This field displays the annual salary impact of employees each year, including the additional cost after calculating budget reviews. For instance, you may want to compute the yearly annual salary impact of an employee for different budget/forecast years starting with a $100K salary and an annual raise of 4.5%. End users can view and edit the adjusted annual salary of an employee by following these steps:

       1. From the Planning Control Panel, open a Workforce template.

       2. To add an employee, click Add. To edit an employee, click the required employee number hyperlink.

       3. From the Review Type list box, select Single or Multiple.

          If you select Single, follow these steps:

          1. Select Budget Raise Date, Budget Review, and then type the Budget Raise Percent/Amount value.

          2. In the Adjusted Annual Salary list box, select the required year.

          3. The Adjusted Annual Salary value is displayed for the selected year.

             

          4. If you select Multiple, follow these steps:
          5. Select Budget Review as either Percent or Amount.

          6. In the Budget Raise table, specify the budget raise date and Budget Raise Percent/Amount.

             Tip!

             You can add and delete raise dates and percentages/amounts by clicking the Add Budget Raise or Delete icons.

          7. In the Adjusted Annual Salary list box, select the required year.

          8. The latest Adjusted Annual Salary value is displayed for the selected year.

             

             • Add Notes - Add notes and attachments to employee positions for reporting purposes. For example, you can add a requisition for employee-related costs or make notes for new hires.

             • Type notes in the Notes field. To attach a document, click Browse. Attachments are listed based on the date and time they were added along with the user who added the attachment.

             • You can print notes by clicking Print.

             • After attaching documents and/or entering notes, click Save. The following document types are supported: .gif, .png, .jpeg, .jpg, .tif, .tga, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .txt, .rtf, .pdf, .csv, and .vsd

             • Reporting Attributes - Used for managing additional information for employee position. Not used in compensation cost calculations.

6. Click the Compensation Items tab, and then complete the following actions:

   Note:

   Compensation items are displayed based on the employee type assigned to the employee. Associated rates, amounts, and percentages cannot be modified by budget users and are set by Admins.

   • To associate compensation items with an employee, from the Customize Compensation list box, select the Compensation Items option.

   • For the compensation items that vary annually, additional details are displayed. You can modify the Effective Date and Percentage amounts for these compensation items.

   • These modifications will not affect the compensation item setup and will only be modified for the employee that you are adding or editing.

7. In the Compensation Attributes section, the Attributes available to you will vary based on your setup.
   Attributes are based on the compensation items mapped to the employee (and set up by your Admin user on the Add Attribute page).

8. Click I/P Comp Items, and then perform the following actions:

   • Input amounts by month: Cells for the periods outside of the scenario projection start or the periods outside of the position start/end date are locked from data input.

   • Click Copy Forward to copy the cell data to other periods on any given row. Displays two decimal values by default.

9. To distribute employees amongst budget entities/segments (Department, Company, and so on) and compensation items, click Allocations. To add additional allocation lines, click Add New Allocation.

10. Specify the required information in the fields as required. You can enter allocation percentages (Alloc Pct) with decimals. The Allocations grid displays up to two decimal values by default.

    • Employees can be allocated to multiple budget entities. Allocations contain compensation item-level detail when your Admin user selects the By Compensation Item option as the employee allocation method on the Define Workforce Planning Budgeting Criteria page. Instead, if your Admin user selects the By Department option, the Compensation Item column will not be displayed.

      Note:

      If you create a duplicate allocation (same compensation item, same segment combinations on multiple rows) on the Allocations setup page, Planful will identify the duplicates and consolidate the allocation to a single entry with an aggregated allocation of 100 percent.
    • Allocation Periods for Time-based Compensation Allocations:
    
    

    • Allocation periods are set up so that you can select from a planning scenario start period and allocate through the end date of the scenario, irrespective of the position start or projection start date. This flexibility allows you to set up allocations for employees associated with Forecast scenarios and assists with a copy back of allocations from a Forecast scenario to the Default scenario. All compensation calculations for employees still take place according to the position start and project start date setup.

    • You must set up allocations for the entire active duration of the employee position (position start and position end).
      For example, if an employee's position starts on 6/4/2018 and ends on 1/5/2019, allocations for this employee position must cover all periods between Jun-18 and Jan-19. If allocations are not provided, an error will occur and this error message will be displayed: “Allocation not provided for all periods.”

11. Click either Save or Save & New.

    1. Use Save to save employee details.

    2. Use Save & New to save employee details and add a new employee.

    3. Process: Employees are automatically processed when employee data is updated from the Roster view (Employees page), Employee Add, Employee Edit, and Mass Update pages.

       Note:

       Processing is performed in the cloud. You will receive a message after the processing has been completed.

Automated Employee Processing

Employees are automatically processed when you perform a Save action from the Employee Add or Edit page, Employees page, and Mass Update window. This means that you do not need to manually process employees when you perform a Save action from the aforementioned screens. After the Save action has been performed, the application will process employees that have been added or modified. You must ensure that you refresh the screen to view the updated information.

Update Employee Data

1. On the Employees page, double-click any field in the Roster view to modify the selected field.

   

2. Make the required changes, and then click Save.

Search for an Employee

1. On the Employees page, type an employee name, or employee number, or position description in the Search employees box and then press Enter.

   The most relevant search results are displayed as shown here.

   

2. To customize the search criteria, select the appropriate fields from the list box and then search for the relevant details.

   The Employee Number, Employee Name, and Position Description fields are selected by default.

   

   Note:

   You can select any number of fields from the list box, but for optimal experience we recommend that you select up to ten fields.

3. Click Clear Search to remove the search results.

   

View Employee Allocations in Graphical Format

1. On the Employees Add or Edit page, on the Allocations tab, click Show Graph.

   

   A graphical representation of allocations is displayed.

   

   Note:

   The graphical representation of allocations is available for applications that have the Employee Allocations Method list box set as By Department on the Define Workforce Planning Budgeting Criteria page.

2. Click Hide Graph to remove the graphical representation.

   

   Note:

   The graphical representation is available for all scenarios, including default scenarios.

For Consolidation implementation, complete all tasks under the General Financial Configuration topic. Access the Configuration Tasks page by navigating to Maintenance > Admin > Configuration Tasks.

Create a Duplicate Employee

The Duplicate functionality allows you to duplicate the existing employees. You can select an employee, specify the number of duplicates they want to create, and then easily make any necessary adjustments to the duplicated employees. 

To create a duplicate employee, do the following: 

1. Select an employee on the Employees page using the check box beside the Employee Number.
2. Click the Duplicate icon, and then specify the required number of copies. You can use the + and - buttons to increase or decrease the number of employee profile copies that you want to create.
   
   Notes:

   • By default, the number of duplicate profiles to be created is set as 1.
   • You can create up to 10 duplicates of an employee profile.
3. Click Duplicate to create one or more duplicate employee profiles.
   The newly-copied employee is displayed with the name preceded by Copy_.
   
4. To make changes to the duplicate employee, you can either:
   1. Double-click on the fields, make changes as required, and then click Save.
      
   2. Alternatively, you can open the employee profile, change the details as required, and click Save to process.
      Note:

      To update the Position field, change the Position Description field and save the changes. The Position field will automatically display the updated Position Description in the drop-down. 
      

Delete an Employee

1. On the Employees page, select an employee by using the check box beside the Employee Number.

2. Click the Delete icon. From the drop-down list that appears, select the Delete Employee(s) option.

   

   A confirmation message is displayed listing the employee details.

   

3. Click Delete.

   The selected employee and respective positions have been deleted from the scenario.

   For example, consider that you have selected the 2021 Budget scenario, which consists of multiple employees. And you have selected Michelle Wright with the Senior Analyst position for deletion. Michelle Wright has multiple positions: Analyst, Senior Analyst, and Controller.

   When you select the Delete Employee(s) option, the selected employee and her respective position (Senior Analyst) are deleted from the scenario. In addition, all other positions associated with Michelle Wright are also removed from the scenario.

   Note:

   You can select multiple employees to be deleted simultaneously.

Delete an Employee Position

1. On the Employees page, select an employee by using the check box beside the Employee Number.

2. Click the Delete icon, and then select the Delete Position(s) option.

   

   A confirmation message is displayed listing the position details.

   

3. Click Delete.

   The selected employee position has been deleted from the scenario.

   For example, consider that you have selected the 2021 Budget scenario that consists of multiple employees. And you have selected Michelle Wright with the Senior Analyst position for deletion. Michelle Wright has multiple positions: Analyst, Senior Analyst, and Controller.

   When you select the Delete Position(s) option, only the selected position (Senior Analyst) of the employee is deleted from the scenario. However, all other positions associated with Michelle Wright will still continue to remain in the scenario.

   Note:

   You can select multiple employee positions to be deleted simultaneously.

Personalize the Employees list page

You can personalize the Employees list page by following these steps:

1. On the Employees page, click the Settings icon.

   All the column check boxes have been selected by default.

   

2. Clear the column check box that you want to hide, and the changes are auto-saved.

3. To arrange the columns in a certain order, click the drag indicator and then drag the column next to the required column.

   

   You can also move the columns on the Employees page in the required order.

   

   The changes are auto-saved, and this is your default view for the scenario.

   To export the data in the order that is visible on the screen, click the three dots menu and then select Export as Excel.

4. To reset the columns to the default arrangement of your Administrator, click Reset.

   Note:

   You can uniquely personalize the Employees page for each scenario to which you have access.

Add a Profile Picture to Employee Profile

1. On the Employees page, click the employee number link of the required employee.

   

   The Employee Edit page appears.

   

2. Click the Camera icon to select a profile picture.

   By default, the image displays the initial letter of your first name.

   

3. In the Select Profile Picture window, click Browse and then select a photo saved in your computer.

4. Adjust the image dimensions, and then click Set Profile Picture.

   

5. Click Save.

   The profile picture is updated.

6. You can also remove your chosen profile picture and revert to the default settings. To do so, click Reset to Default.

   Best Practices

   • You can upload any image with a maximum size of up to 1 MB.

   • The image can be of the following file formats: JPG, JPEG, PNG, and GIF.

Capital Templates

Capital Templates Overview

Use the Capital template to budget for capital assets and expenditures. A Capital Budget consists of total costs and maintenance fees planning for your company's fixed assets.

An example template is shown below:

You can load assets, delete assets and enter data for asset lines. The options available under the Assets list-box are:

• Load Assets - Load selected assets to the template.

• Add Asset - Add assets to the selected asset category.

  • Enter an Asset Code, Name, and the Life of the Asset.

  • Return to the Asset List.

• Asset Categories - Select from the list box.

• Finance Modes - Select a Finance Mode used for purchasing or leasing the asset. Finance modes are created to budget various assets under the chosen category. The asset cost, depreciation, and accumulated depreciation is calculated based on the finance mode.

How to Load Assets in the Capital Template

1. Open a Capital template from the Planning Control Panel in Input mode.

2. From within the Capital template, click the Assets options.

3. Select Load Assets. The Load Assets dialog page is displayed.

4. Select assets you want to load to the template.

Explanation of Template Cells in a Capital Template

Initiative Templates

What Are Initiative Templates and How Are They Used

Initiatives are discretionary items, which you can budget separately from other organizational budgets. Initiatives organize and describe proposed costs changes to allow budget decisions to be made. Create initiatives for revenues, expenses, and capital expenditures. Use this page to add or edit initiatives.

Initiatives organize and describe proposed costs changes to allow budget decisions to be made. Initiative budgeting allows you:

• Budget for discretionary items (resources, equipment or capital items) separately from other organizational budgets;

• Consolidate financial information;

• Provide supporting justification information for proposed initiatives;

• Track impact details.

On the Panning Control Panel, select the Initiative template you want to add initiatives to.

When you open the template in Input mode, it will be blank if no initiatives exist.

How to Add an Initiative and Start Budgeting for that Initiative

1. Open an Initiative template from the Planning Control Panel in Input mode.

2. Click the Add button to add an initiative.

3. Enter a code and name to identify the initiative.

4. Complete all attribute fields, which vary based on your setup.

5. Click Save. The initiative, called Cake Baking, is added as shown below.

   

6. To bake the cake, lets say you need to hire temporary employees. To log expenses for the temporary employees against an account, select the initiative line and click Sub Template > Expenses.

7. The sub template is empty because you need to load accounts your Admin associated with this template. Click Accounts > Load Account. Notice the Expenses sub template below with the Temp Services account loaded.

   

8. Enter expenses / cost for the temporary employees by month as shown below and then click Save.

   

9. Click the back arrow to return to the Initiative Input page.

10. Now that the cake is done baking, you sell the cake. To enter money made from the sale, select the Cake Baking initiative and click Sub Template > Revenues.

11. Click Accounts > Load Account to load accounts that the revenue amounts entered on the sub template will post to. In this example, the Gross Sales account is selected for the Cake Baking initiative and MFG (manufacturing entity) as shown below.

    

12. Enter revenue in the cells by month and click Save.

13. Click the back arrow to return to the Initiative Input page.

14. Notice the Revenues and Expenses columns are updated based on sub template input as shown below.

Optionally, load assets to initiatives you create. To do so, click Sub Template and select Assets. Then, load assets based on their category. For example, all cars, trucks, and motorcycles are under the vehicles category.

Initiative Workflow

Once the initiative is complete, return to the Planning Control Panel, ensure the initiative template is selected and click Mark Complete. You (or whomever your Admin provided approval privileges to) can now perform entity approval actions. The table below describes each of these actions.

Hover over Initiative templates to view the current state as shown below.

Initiative Reports

View reports on initiatives by chart of account segment or by category. Both reports can be launched from the Initiative Input template page.

Line Item Template

What is a Line Item Template

This template type has a format that is not predefined, which allows users to select from a group of items to include in a budget. In the example below, accounts populate the lines.

You can load additional accounts by selecting the Accounts list-box and perform template input in the yellow shaded cells.

Allocation Template

What is an Allocation Template

This template type distributes or allocates amounts to other budget entities. For example, you might select an even allocation, which distributes a $100 dollars from a specified allocation account to designated entities or descendants / children. Allocations can be performed to all entities (example: USD (Common Currency) or Non-USD (Local Currency) entities). For Non-USD entities, local currency is calculated using exchange rates when the allocation template is saved.