Set Up Workforce Planning

Navigate to Maintenance > Admin and complete the following tasks required for Workforce planning:

Let’s see the associated configurations to be completed in the Maintenance section for Workforce Planning after completing the above Administration tasks.

• Currency: Currency is assigned at the budget entity level within planning. So, if working in a multi-currency environment, the assigned currency applies to that entire budget entity. Refer to the guide to know all currency and currency-related functionality, no matter which module uses it. Learn more about currency here.
• Hierarchies and Entities: Entities are a combination of dimensions. This combination of dimensions forms entities that make a hierarchy called the Budget Entity Hierarchy. The Budget Entity hierarchy is important because you will create budget templates and map them to each entity within the hierarchy. Entities are dependent upon templates. You cannot enter data (budget) against an entity without templates. Entities and templates are dependent upon scenarios. Learn more about hierarchies and entities here.
• Attributes and Attribute Hierarchies: Attribute hierarchies are created for reporting purposes and provide a way to summarize members. An Attribute Hierarchy can be used as an alternative common chart of accounts hierarchy. Learn more about attributes and attribute hierarchies here. 
• Load Data to Planful: When you complete the Configuration Tasks, you are essentially telling the system how you want your application structured (you defined the chart of accounts, fiscal year, and so on). Now, data needs to be loaded to that structure. Learn more about how to load data here. For workforce planning, Data Load Rules (DLRs) are commonly used. Learn more about DLRs here.
• Scenario Setup: Create different types of scenarios, which represent versions of a budget or forecast for a fiscal year. For Planning, you'll create an entity hierarchy in addition to your finance hierarchy. Templates are created and mapped to entities so budget users can input data against the entity. Learn more about the scenario setup here.
• Process Reporting Area: The Process Reporting Area page allows you to process reports or templates whenever you add new data or update existing data. This functionality helps you to reflect the latest data in reports or templates. Learn more about the process reporting area here.
• Dimension Security: Security for dimensions must be activated, and users must be granted security to specific dimensions for reporting purposes. Dimension Security is applicable for attributes, attribute hierarchies, point-of-view reporting, reports, and report sets. Learn more about Dimension Security here.
• Standard Reports: Planful delivers presentation-quality financial reports, budget workflow, and administrative reports. Deploy Standard reports to make them active and available to users. Users can only generate standard reports for entities/data to which they have access by their assigned Budget Approval Role or within Dimension Security. Learn more about Standard Reports here.

After completing all the configurations above, we will proceed to Setting Up Workforce Planning.

Configurations:

Complete the configuration tasks before setting up Workforce Planning. Click here to learn more about the configurations and associated configurations required for workforce planning.

Workforce Defaults Configuration:

Start by configuring the default settings for Workforce Planning. Workforce Defaults must be set before creating Workforce templates or loading employee data.

Template Mapping:

Complete the template mapping to budget entity and scenario. Unlike traditional templates where the individual rows, columns, etc. are defined in the Template Setup, the HR - Workforce Planning template operates differently. Here, the system automatically adapts the template design in response to updates made to the workforce components. Click here to learn how to map a template 

Setup Definitions in Workforce Planning Setup:

Set up default attributes, Compensation items, Employee Types, and Pay Plans in the workforce planning setup option.  

Use DLRs to Load Employees:

Use Data Load Rules (DLRs) to load employee data into the WFP. Click here to learn more about the data load rules that are used for Workforce Planning. 

User Access Configuration:

Create and configure the user access roles, particularly those related to approval processes.

After mapping the template to an entity and scenario, you need to add the users and ensure that they have access to the scenario and the correct approval role to perform input and template actions. 

1. Add the user from the User tab in the Maintenance > User & Role Management.
2. Click the security options icon and configure the following:
   • Scenario Access: To perform budget input on a selected scenario entity.
   • Approval Role Setup: To provide access to the budget entity and HR workforce planning template
   • Workforce Reporting Security: To report on employee-specific compensation and other financial dimensions.

Once the admin completes this setup, the HR - Workforce Planning template will be available for the end users. It is used to set up employees according to planning entities and to set up allocations, employee positions, and salary calculations. Click here to know the options that are visible for the end-user on the Employees page when accessing from the Planning Control Panel.