Description of Fields on Employee Add Page

To add employees, select the Employee list box and click Add. The following fields are displayed on the Employee Add page.

Process Status

When you click Save, employee information is saved to the database immediately. No processing is performed at that time (for example, to calculate compensations and allocations for an employee position). Instead, Process Status displays processing status for the employee and you can select when to process unprocessed employees. Initially, when you save an employee, the status is "Not Processed".

Employee Number

A number to identify the employee. You may edit this number once saved on the Employee page.

See: Employee Number Lock Opt-in Feature

Employee Name

Alpha-numeric characters allowed.

Home Budget Entity

The entity the employee belongs to.

Hire Date

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 with the same organization making Position Start Date a possibility. The expense of the employee is always driven by Position Start Date.

Position Info.

• 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.

• Annual Salary - Annual salary can be adjusted by end-users via the Workforce template accessed via the Planning Control Panel. Click here to read all about it. Or, search on "How to Adjust An Employees' Annual Salary With Examples".

• 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.

Employee Positions Outside of the Current Budget Cycle

You can set up employee positions outside of the current budget cycle with flexible position start and ends dates. For example, you can set up an employee termination while the budget plan is in development but before the planning scenario start date. Or, hire an employee with a state date after the planning scenario start date.

When you enter a start or end date that falls outside of the budget cycle, Planful computes compensation and allocations appropriately. For example, if an employee is terminated, no data for that employee will be posted and transferred to the main budget.

When an employee position is not within the planning horizon, the Allocations tab is disabled (shown below) and default allocations are applied. This ensures that there are no allocations done for the current budgeting / planning scenario, which results in an accurate budget.

When the template is copied back to the Default scenario, the Allocation tab is enabled. When an employee position is not within the budget cycle, additional positions cannot be added to the employee. Out of budget employee allocations cannot be edited. When employees considered "out of budget" are mapped to a plan scenario in which their positions become active, allocations period ranges can be updated by adjusting from and to periods on the allocations tab.

If the Hire Date is changed, the Position Start date is automatically updated. The automatic update is only performed when Hire Date is equal to Position Start date.

Compensation Items

• Compensation items are displayed based on the employee type assigned to the employee.

• 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 can 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.

You can perform the following actions in the Compensation Items tab:

• Add - Click Add to add new compensation item. The Add Compensation Item window appears.

• Edit - Click Edit to edit an existing compensation item. The Edit Compensation Item window appears.

• Delete - Click Delete to delete a compensation item.

• Copy - Click Copy to copy any existing Compensation item and add a new Compensation item.

When you copy any Compensation item and add a new Compensation item, all details available in the original Compensation item, such as Compensation Group, Account, and so on are automatically copied to the new Compensation item.

While copying any Compensation item, you can specify the required New Compensation Code and New Compensation Name in the Copy Compensation pop-up window. By default, the value for the New Compensation Code field is copy_code and for the New Compensation Name field it is copy_name.

• Apply Filter - Click Apply Filter to filter compensation item based on Compensation Item Code, Compensation Item Name, Basis, or Compensation Group.

• Export - Click Export to export compensation item details to Excel or to Print the compensation item details.

Workforce Attributes

Attributes are based on the compensation items mapped to the employee and setup on the Add Attribute page.
You can perform the following actions in the Workforce Attributes tab:

• Add - Click Add to add new workforce attribute. The Add Attribute window appears.

• Edit - Click Edit to edit an existing workforce attribute. The Edit Attribute window appears.

• Delete - Click Delete to delete a workforce attribute.

• Copy - Click Copy to copy any existing user-defined attribute and add a new user-defined attribute.

  When you select any attribute and click Copy, all details available in the original user-defined attribute, such as Attribute Name, Attribute Type, Reporting attribute, and so on, are automatically copied to the new user-defined attribute.

  While copying any user-defined attribute, you can specify the required New Attribute Name in the Copy Attribute pop-up window. By default, the New Attribute Name field's value consists of the prefix "copy_" followed by the attribute name.

• Apply Filter - Click Apply Filter to filter workforce attribute based on Attribute Name, Attribute Type, or Reporting Attribute.

• Export - Click Export to workforce attribute details to Excel or to Print the workforce attribute details.

I/P Comp Items

• 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.

Allocations

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

If you create a duplicate allocation (same compensation item, same segment combinations on multiple rows) on the Allocations setup page, Planful will identify the duplication and consolidate the allocation to a single entry with an aggregated allocation of 100 percent.

You can enter allocation percentages (Alloc Pct) with decimals. The Allocations grid displays up to 2 decimal values by default.

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. Note that 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 6/4/2017 and ends on 1/5/2018, allocations for this employee position should cover all periods between Jun-17 and Jan-18. If allocations are not provided, an error message will occur (Allocation not provided for all periods).