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    Employees
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    Employees

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    Article summary

    Employees are where the employee details will show for all of the employees in a specific scenario and entity. While information can be updated here, it is typically updated from the Planning Control Panel. In the Workforce Planning Setup area, the employee area is primarily used to view employee information or make changes before rolling it out to individual budget owners. 

    Before adding or loading any employees though, the Workforce Planning setup must be completed.

    Note:
    The Employee tab and the Employees page accessed via the HR - Workforce Planning template from the Planning Control Panel are identical. However, the sequence of options may vary. Specific options unique to the Employee tab and the Employees page are highlighted in this article for your easy understanding.


    Once you navigate to the Workforce Planning Setup area, the Employees tab is the default and the first visible tab.


    How-Tos

    Refer to the following how to's for quick reference:

    Now, let's explore all the options on the Employees tab.

    Note:
    The order of the tabs in this article is structured based on the sequence of options visible on this screen. 

    You can add employees to a Workforce template for planning purposes. Click here to learn more about how to add employees.

    Notes:
    • The changes you make to all the fields in the Roster views are reflected on the Employees page on opening an HR- Workforce Planning template accessed from the Planning Control Panel as well.
    • Once you add employees, click Reload to retrieve up-to-date employee information. It is recommended to click reload whenever you need the latest employee data, especially when you have processed employee-related tasks.

    To edit an employee's profile, click on the employee number link of the respective employee. This functionality is accessible on the Employees page and Employees tab.


    You can also update employee data from the roster view. Double-click on any of the fields to start editing. 


    Important:
    • After editing a field(s) in an employee profile, you can see an indicator showing that it has been modified. 
    • Clicking Save will remove this indicator, confirming that your changes have been saved.

    Once you edit employees, click reload to retrieve up-to-date employee information. It is recommended to reload whenever you need the latest employee data, especially when you have processed employee-related tasks.


    This option provides the capability to process multiple employees across multiple budget entities automatically. 

    1. When you click the Process option, a drop-down menu will appear.

    2. Click the options under this menu to process budget entities:
      • Current Budget Entities
        • All Employees: Select this to process all the employees in the current budget entities (for the entities that you have already selected from the Budget Entity field).


        • Unprocessed Employees: Select this to process all the unprocessed employees in the current budget entities (for the entities that you have already selected from in the Budget Entity field).
      • Selected Budget Entities
        • All Employees: Select this to choose an entity or entities, and then process all the employees of the selected entity.
        • Unprocessed Employees: Select this to choose an entity or entities, and then process all the unprocessed employees of the selected entity.

    If you select specific budget entities in addition to the ones chosen from the Budget Entity field, the Process Setup window displays on the right side of your screen.


    In the Process Setup window, you can perform the following steps:
    1. Select your desired budget entities from the Budget Hierarchy list.
    2. Enter a name for the process in the Process Name field.
    3. If you want to receive email notifications, check the Email notification box. You can also add email addresses in the field provided to notify other users.
    4. Click the Process option once you have filled in all the required details.
      This option is also available for the end users on the Employees page.

    This option allows you to personalize the employees’ list page.

    1. Click the Settings icon. All the column checkboxes are selected by default.

    2. Uncheck the checkbox of the column that you want to hide, and the changes are auto-saved.
    3. Click the drag indicator and drag the column next to the desired column to rearrange the columns in a certain order. You can also move the columns on the Employee list page to arrange them in the desired order.

      To export this information, go to the More menu and then select Export as Excel.

    4. Click Reset to revert the columns to the default arrangement available in the application.

    The More option has two categories: Reports and Others.


    Note:
    • The options are different under the More menu on the Employees page when accessing from the Planning Control Panel as shown below.

    • The Reports option is seen on the Employees page as a separate option as show in below.


    • Reports: Here you find the report views for the options under this category. You can publish, export, or view the employee budget details by compensation item or GL account. Click here to learn more about this option.
    • Others: This category has the options that allows you view the documents mapped to templates, notes that have been added, mass updating employees, and option to customize the roster for the users accessing the employees page from the planning control panel.
      • Documents: This option displays all the documents that have been added or mapped to the templates for reference.

      • All Notes:This option displays all the notes that have been added while adding the employees. Using this option, you can:
        • Select multiple budget entities from the Budget Entity field.
        • Use the Search field to search for an employee name, employee number, or position description.

      • Mass Update: This option allows you to make mass changes to employee details. Click here to learn more about mass update.
      • Customize Roster: This option allows to add compensation items to the roster. Click here for more about the customize roster option.
        Note:
        This option is available only for the Employees tab.

    This option allows you to view all the entities listed in the grid by default, as a search option. You can move the search fields up or down or deselect the fields you no longer wish to include in the Advanced search popup with the settings icon drop-down. You can apply a search, reset the search or clear the search entirely.

    Note:
    • If the Current Review in the drop-down is selected as an Amount, the Current Review percent field will be disabled, and vice versa.
    • If the Budget Review in the drop-down is selected as an Amount, the Budget Review percent field will be disabled, and vice versa.
    1. Click the Advanced Search icon. You can fill in the required fields to search specific employee data.
    2. Click Apply. The Employee information is displayed.

    3. Click the Cancel button to delete the selected search combination.

    4. Click the Reset button to restart the search selection.
      Note:
      The numeric fields consist of decimal rounding up to two decimal places, which will round up the value input by the user and the existing data to compare the two values and perform the search. You cannot enter non-numeric characters in the numeric fields.
    5. Click Clear Search to clear the advanced search results displayed on the employee roster screen.

      Note:
      The Settings option allows you to select or unselect columns to be displayed on the Employees tab. The columns you choose to be visible will also appear in the Advanced Search pop-up. For instance, if you unselect the Employee Type and Home Budget Entity columns in the Settings, they will not be visible on the Employees page, and the Advanced Search pop-up will also exclude those fields.
    Note:
    These options appear only when you select the employee record(s).

    Copy Employees

    Using this feature, you can seamlessly copy the employee(s) from one scenario to another. This reduces manual effort hours and minimizes errors, thus improving accuracy. Click here to learn more about this feature.


    Delete

    This option is used to delete the employee or employee position.

    1. Select one or more employees you want to delete, and click the Delete icon. 
    2. Select the Delete Employee(s) or Delete Position(s) option to delete the selected employee or employee position.
    Let's understand this with an example:

    Delete Employee example:

    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 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.

    Delete Position example:

    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.


    Duplicate

    Using this option you can duplicate the employee records. Click here to learn more about this option.


    Master Checkbox

    This option enables you to select all records on multiple pages, allowing you to update or delete multiple employees simultaneously.


    There are two options for the Master checkbox:

    • Select Current Page: Select this to select all employees on the current page.
    • Select All Records: Select this to select all employees in the selected budget entity or entities.
    Note:
    Employees in a locked state will not be selected when using any of these options.


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