Add Employees & Details

Define employee details; like types, groups, attributes, and more based on the template type. Optionally, you can add employees manually for Workforce templates.

Workforce Planning

Define Compensation Items for Workforce Planning

Compensation items are categorized into compensation groups for reporting purposes.

The most important element in designing the compensation structure for Workforce Budgeting is the compensation item. Compensation Items are various employee compensations paid to employees of an organization.

The amount of compensation items needed depends upon your organization's budget requirements. Generally, most administrators define salary, payroll tax, and employee benefits. Each compensation item is mapped to a leaf-level member from the account segment and is computed according to the basis. Create compensation items that vary annually.

You can add all compensation items other than those with the following compensation basis; Direct Data Input, Wage Type, and Wage Type without reviews. Assign compensation items to employees with varying effective periods and percentages.

Compensation items may be mapped to an employee type or individual employee.

Description of Fields on the Compensation Item Page

Access the Compensation Items page by navigating to Maintenance > WFP > Workforce Planning and clicking the Compensation Items tab.

Add - Add a compensation item on the Add Compensation Item page. Each compensation item is mapped to a leaf-level member from the account segment and is calculated according to the basis. The Calculation Item is derived from a set of pre-built formulas for dynamically calculating the compensation amounts for each employee based on the parameters you enter.

Scenario - Select a Scenario to view the associated compensation group, item, code, and basis information.

Compensation Item Code - The unique identifier assigned to the Compensation Item.

Compensation Item Name - Compensation Item name.

Compensation Group - Groups categorize compensation items for reporting purposes. Compensation Groups are set up using the Compensation Groups page.

Basis - Compensation Basis is used to calculate compensation amounts to a designated account. See Compensation Basis Examples

Understanding Pre-built Calculation Basis

A Human Resource administrator can dynamically define a compensation structure by adding compensation items. Calculation of these compensation amounts in the human resource budgets can be dependent upon business rules. For example, a compensation amount calculation for a compensation item like FICA follows a specific business rule such as 6.2% of Total Wages with an annual cap of $5500. Similarly, calculations for Employee Pension Plan or Accrued Vacation can follow different business logic.

Various pre-defined calculation bases are delivered, which can be used as building blocks for modeling your actual compensation structure to be used in the budgeting process.

How to Set up 401k Match

Example 1:

An example of how you might set up 401k Match after 1 year of service is provided.

Navigate to Maintenance > WFP> Workforce Planning Setup and click the Workforce Attributes tab.

Set up the attribute with the % contributed - up to the max contribution that the company will match (7% in this case).

Navigate to Maintenance > WFP > Workforce Planning Setup and click the Compensation Items tab.

Set up a compensation item that will use the attribute above and calculate the amount the company will match. Calculation is based salaries & commissions (% of wages). For example, if the employee contributes 2% of their wages to the 401K plan, the company will match @ 1.5% of their wages the Account should be a statistical account.

Create a 2nd compensation item so the match will not kick in until the employee has been with the company for a year: Map the compensation item to the 401K. Match Exp Account Compensation item should be tiers on Employee Attribute - Value in % of Wages - Attribute is Years of Service. Set up 2 tiers - one for less than 1 year, and one for over 1 year (note: up to 1 year on the first tier will be the entire first year of service). Map the compensation item to the 401K Match load above which has the calculated company match for all employees. This compensation item will take the compensation item above and record the expense only for employees with service over 1 year.

Example 2

Set up a compensation item for 401k match that is fixed and different for each employee. Based on % of wages.

How to Update Compensation Items Loaded via Data Load Rules

If you load compensation items using Data Load Rules, compensation items not included in the data load may become unmapped. To update these compensation items, completing the following:

1. Navigate to Maintenance > WFP > Workforce Planning Setup > Employee Types.

2. Select the appropriate budget scenario.

3. Select each employee type and click the Edit button to open the Edit Employee Type page.

4. Un-map the compensation items.

5. Click Save.

6. Edit the employee type again.

7. Re-map compensation items.

8. Select the Update Compensation Items against Employee data checkbox.

9. Click Save and OK.

10. Repeat this process for each employee type.

How to Copy all Compensation Items and Rates from One Scenario to Another

Option 1

If you loaded or added compensation items to one scenario and want to copy them to another scenario, perform the following steps:

1. Copy the associated template to the Default scenario from the source scenario.

   • Navigate to Maintenance > Templates > Template Setup.

   • Select the source scenario.

   • Select the template.

   • Click More.

   • Select Copy to Default Scenario.

2. Copy the template from the Default scenario to the target scenario.

   • Navigate to Maintenance > Templates > Template Setup.

   • Select the target scenario.

   • Click Mappings > Template Mapping.

   • Select the template.

   • Click Save.

Option 2

Another option is to create a new Forecast scenario that is seeded entirely with the Budget scenario. In this case, you are effectively copying the Budget scenario and converting it to a Forecast scenario. Everything will be identical to the Budget scenario at the time it is created.

How to View Compensation Items in a Report

Deploy, access and run the Workforce Planning Budget standard report with Compensation Item Summary view selected (as shown below) by navigating to Maintenance > Reports > Standard Reports.

How to Generate Workforce Planning Budget Report

In Standard Reports, when you run the Workforce Planning Budget Report, for the By Compensation Item and By Compensation Item and Position view options, the application will consider Home Budget Entity while generating the report instead of considering two different budget entities for these Views.

The following image shows the Workforce Planning Budget Report screen:

How Does the Functionality Work

When you select Workforce Planning Budget Report from the standard reports list and click Run, you can select the required Scenario, Budget Entity, and View to generate a detailed report.

When you select the By Compensation Item or By Compensation Item and Position view options, the report gets generated based on the Home Budget Entity. Prior to this release, when you selected the By Compensation Item as the View option, the report was generated based on the Position Budget Entity.

In Practice: Generating the Report

1. In Reports navigate to Standard Reports, select Workforce Planning Budget Report and click Run.

   

2. Select Scenario, Budget Entity, and View, and click Run. The report will be generated based on your selection of View and Budget Entity.

   

How to Make an Workforce Attribute Available as a Value Source

In some cases, when defining compensation items, you can select an Attribute as a Value Source (shown below). This list-box is populated based on the attributes you define on the Workforce Attributes page.

Access the Workforce Attribute page by navigating to Maintenance > WFP > Workforce Planning Setup > Workforce Attributes. Add attributes as needed for selection on the Add Compensation Item page.

Marginal Benefit Calculation Setup Examples

The following documentation provides an example of how you might set up compensation items to perform a marginal tax calculation.

Situation

You've got a benefit that's 20% of salary from $10k to $50k, then 30% of salary from $50k to $80k, and 45% of salary from $80k up.
You want to calculate a tiered benefit like this based on salary.

Solution

Set up the following Compensation Items:

#1 20% of Salary with an expense cap of $10k ($50k * 20%). This calculation does not consider the fact that you want no expense from 0 - 10k, so you need 2 more compensation items to reverse the "floor". This one is posted to the expense account.

#2 20% of Salary with an expense cap of $2k. This is the amount of expense you need to reverse out of the calculation in #1. This one is posted to a statistical account.

#3 (100%) of #2. When posted to the expense account, it reverses the "floor" for this calculation out of the expense account.

In summary, #1 posts the expense of 10k and 3 posts expense of 2k, resulting in a net expense of $8k for the first tier of your calculation.

Now, you will need to create 2 more sets of similar calculations to represent your next 2 tiers.

How to Make the Bonus Expense Calculation Variable

Situation

Let's say you need to change bonus expense based on an achievement assumption. So, for example, if bonuses are 70% based on achievement of company goals and you are running ahead of Plan, you can change your bonus expense for this 70% to be 120% of target. Or if you are running behind Plan, set it at 80% of target.

Solution

Load bonus by employee at 100%. Create a new compensation item with basis as % of Wages type. In this compensation item, you will have to map the Bonus compensation item. This new compensation item will help you to increase/decrease the actual bonus (as needed in the example) by -30% to get to 70% based on achievement of company goals. Or say 20% to get 120% of Bonus if you are running ahead of the Plan.

How Changes to Compensation Items Affect Running Scenarios

Let's say you have a % of wages compensation item and you want to change the percentage value for overtime for all part time salaried employees from 7 % to 8 %. Perform the steps below.

1. Access the Compensation Item in Edit mode (as shown below) by navigating to Maintenance > WFP > Workforce Planning Setup > Compensation Item > Edit button.

2. Change the Percentage Value to 8.

3. Click Settings.

4. Select Set as Global Constant.

   

5. Click Save.

6. Now, process all employees to reflect the changes via Cloud Scheduler.

Situations When You Can't Edit a Compensation Item

If Save is not available when editing a compensation item, it typically means that the Workforce Planning template is locked for one or more budget entities in that scenario. For example:

• One or more budget entities are in a forwarded state, resulting in all of the templates being locked. You can use the standard report named Workflow Status to review budget entity status and then send back the applicable budget entities. Access the Workflow Status report by navigating to Maintenance> Reports > Standard Reports.
• The Workforce Planning template is marked as complete in the Planning Control Panel and thereby locked for one or more budget entities.
• Another user happened to have the Workforce Planning template opened in Input mode when you were trying to make the change.

Compensation Basis' Examples

Wage Type Example

Wage Type Without Reviews Example

Direct Data Input Example

Fixed Amount Based on Employee Attribute Example

Fixed Amount per FTE Example

Fixed Amount Example

% of Wages Example

% of Wages with Annual Cap Example

Tiers on Employee Attribute – Value in % Wages Example

Tiers on Employee Attribute – Value in % Wages with Annual Cap Example

Tiers on Employee Attribute – Value in Hours per Month Example

Tiers on Employee Attribute – Value in Hours per Month with Annual Cap Example

Tiers on Employee Attribute – Value in Amount Example

Rate x Hours Example

Wage Type Example

The Wage Type compensation item is used for calculating salary compensation items and includes the capability to provide mid-period salary review dates.

Wage Type calculation basis uses the following data to calculate employee compensation amounts in Workforce Budget:

• Employee hours per month

• Current wage rate in $ / hour (wage rate at the time of Workforce Data upload)

• Current year review - wage review date and review % (review date after budget setup date & before budget year start date)

• Budget year review - wage review date and review % (review date between budget period start date and end date)

Illustration of Use

Wage type calculation is typically used for calculating the budgeted salaries of employees. For example; full time Salary for an employee named Jonas Williams.

Employee : Jonas Williams

Date of Hire : 15-May-2010

Budget Setup Date: 1-Feb-2017

Budget Period : 1-July-2017 to 30-June-2018

Current Salary Rate as on 1-Feb-2017: $30/hour

Salary Review Current Year

Review Date: 15-May-2017

Review Percentage: 10% (i.e. $30x1.10 = $33/Hour effective from 15-May-2017)

Salary review during Budget Period:

Review Date: 15-May-2018

Review Percentage: 5% (i.e. $33x1.05=$34.65/Hour effective from 15-May-2018)

Wage Type Without Reviews Example

The Wage Type without Reviews compensation item is used for calculating the base salary compensation item, but does not include the capability to provide mid-period salary review dates.

• Employee hours per month

• Wage rate in $ / hour

Illustration of Use

Employee: William Magor

Employee Type: Intern

Wage Rate: $15 per hour

Number of hours per month: 20 hours

Direct Data Input Example

The Direct Data Input type Compensation item allows you to directly enter the relevant budget amounts for the compensation item.

Illustration of Use

Employee: Jonas Williams

In the above example, this Budget manager directly budgeted for a bonus of $1000 in Aug 2019 and another bonus of $500 in Jan 2020 for Jonas Williams.

Fixed Amount Based on Employee Attribute Example

Fixed Amount Based on Employee Attribute is typically used for fixed dollar compensation payment based on the employee attribute.

Illustration of Use

Employee: Jonas Williams

Compensation Item: Workmen Compensation

Workmen Compensation Class Attribute: WC1 (construction worker)

Fixed $ amount per month: $125 per month

Fixed Amount per FTE Example

Fixed Amount per FTE is typically used for fixed dollar compensation payment based on the FTE of the employee.

Illustration of Use

Employee: Jonas Williams

FTE Value for Jonas Williams: 0.5

Compensation Item: lunch allowance

Fixed Amount of Lunch Allowance per FTE: $250 per month/FTE

Fixed Amount Example

The Fixed Amount basis opens the same compensation amount for all periods and all employee types that use this basis.

Illustration of Use

All Full Time employees get a lunch allowance of $100 per month.

% of Wages Example

The % of Wages type compensation item opens the Workforce Administrator to enforce a calculation such as % of Gross Pay. This calculation would involve two steps:

• Identifying the compensation items that add up to Gross Pay

• Entering a % for calculating the compensation item

Illustration of Use

Compensation Item – Employer Match of Medicare Tax is setup with basis type of % of Wages and is calculated as 1.45% of Gross Pay

Gross Pay: Fulltime Salary + Overtime Salary + Accrued Vacation

% of Wages with Annual Cap Example

% of Wages with Annual Cap works similar to % of Wages with an additional ability to specify an annual cap on the compensation item. Annual cap is calculated based on the budget year.

Illustration of Use

Suitable for compensation item such as FICA Tax, which is calculated as 6.2% of Wages with a cap of $5264 per year.

Tiers on Employee Attribute – Value in % Wages Example

Tiers on Employee Attribute – Value in % Wages can be used to build a tier structure of an employee benefit plan and to specify the compensation value as a % of Wages.

Illustration of Use

Compensation Item: Contribution to Employee Retirement Plan
Basis: Years of Service of the Employee

• 0 < Employee Years of Service <= 5 Years : 5% of Wages

• 5 < Employee Years of Service <= 10 Years : 6% of Wages

• 10 < Employee Years of Service : 7% of Wages

Employee: Jonas Williams

Date of Hire: 1-Aug-2014

(Notice that Years of service for this employee crosses 5 in September 2019)

Tiers on Employee Attribute – Value in % Wages with Annual Cap Example

Tiers on Employee Attribute – Value in % Wages with Annual Cap works the same as the above but with an annual cap.

Illustration of Use

In the above example, assume that annual cap for Employers Match of Retirement Plan has an annual limit of $200 per year. In this case the above calculation would be as follows:

Tiers on Employee Attribute – Value in Hours per Month Example

Tiers on Employee Attribute – Value in Hours per Month works similar to the above but compensation value is specified in Hours per Month instead of % of Wages.

Illustration of Use

Compensation Item: Accrued Vacation

Basis: Years of Service of the Employee

• 0 < Employee Years of Service <= 5 Years : 10 Hours/Month

• 5 < Employee Years of Service <= 10 Years : 12 Hours/Month

• 10 < Employee Years of Service : 14 Hours/Month

Employee: Jonas Williams

Date of Hire: 1-Aug-2014

(Notice that Years of Service for this employee crosses 5 in the September 2019 and Rate per Hour also changes in the same month.)  

Tiers on Employee Attribute – Value in Hours per Month with Annual Cap Example

Tiers on Employee Attribute – Value in Hours per Month with Annual Cap works similar to the above but with an annual cap.

Illustration of Use

Using the case above, place a $400 restriction on maximum accrued vacation cost per year.

Tiers on Employee Attribute – Value in Amount Example

Tiers on Employee Attribute – Value in Amount works similar to the above with one difference; the compensation amount is fixed.

Illustration of Use

Compensation Item: Car parking allowance

Basis: Age of the employee

(i.e. Aged employees need to have access to premium parking slots)

• Employee Age <= 45 Years : $50/Month

• 45 < Employee Age <= 60 Years : $75/Month

• 60 < Employee Age : $150/Month

Employee: Jonas Williams

(Notice that Years of service for this employee age crosses 45 in Dec 19)

Rate x Hours Example

The Rate x Hours type compensation item would use the following data to calculate employee compensation amounts in Workforce Budget:

• Rate per Hour in $ (not wage rate – for wage calculations, wage type calculation basis is recommended)

• Hours per Month

• Compensation Amount = Rate per Hour x Hours per Month

Illustration of Use

Example 1

Employee: Jonas Williams (Full-time Employee)

Over Time Compensation

Rate per Hour: $40 per Hour

Budgeted Overtime Hours: 10 Hours per month

Budgeted Overtime Compensation per month: $400 per month

Example 2

Employee: Janitorial Staff (Hourly Worker)

Rate per Hour: $10 per Hour

No of hours per month: 20 Hours

Monthly Pay: $200 per month

Profit Sharing Setup Example with Multiple Caps And Different Percentages

Lets say you need to setup an item or items in Workforce Planning that would calculate a different percentage of wages based on a salary threshold AND you need it to be delayed for the first two years of employment.

Here are the details for profit sharing:

• You want the employee to get 0% for the first 2 years of employment

• After the first 2 years, the employee gets 5% of the first $118,000 of wages earned

• For the wages earned above $118,000, the employee gets 10% up to a max of $256,000 in wages

Example Solution

1. Set up 3 compensation items as follows:

Comp Item #1
· % of Wages with Annual Cap
· % = 5
· Annual Cap = $5,900
· Account = Stat #1
· Wages = Appropriate Wage Items
Comp Item #2
· % of Wages with Annual Cap
· % = 10
· Annual Cap = $25,600
· Account = Stat #2
· Wages = Appropriate Wage Items
Comp Item #3
· % of Wages with Annual Cap
· % = 10
· Annual Cap = $11,800
· Account = Stat #3
· Wages = Appropriate Wage Items

2. Next, address the employment length requirement. To do this, create 3 more comp items, which will reference the statistical account value posted from the first 3 comp items.

Comp Item #4
· Tiers on Employee Attribute - Value in % of Wages
· Account = Profit Sharing GL Account
· Attribute = Derived Years mentioned above
· # tiers = 2
· Tier 1 = From 0 To 2 = 0%
· Tier 2 = From 2 To 99 = 100%
· Wages = Comp Item #1 Stat Account
Comp Item #5
· Tiers on Employee Attribute - Value in % of Wages
· Account = Profit Sharing GL Account
· Attribute = Derived Years mentioned above
· # tiers = 2
· Tier 1 = From 0 To 2 = 0%
· Tier 2 = From 2 To 99 = 100%
· Wages = Comp Item #2 Stat Account
Comp Item #6
· Tiers on Employee Attribute - Value in % of Wages
· Account = Profit Sharing GL Account
· Attribute = Derived Years mentioned above
· # tiers = 2
· Tier 1 = From 0 To 2 = 0%
· Tier 2 = From 2 To 99 = -100%
· Wages = Comp Item #3 Stat Account

This will post the proper net amounts.

Add Compensation Items Overview

Add compensation items with input parameters, which are determined based on the calculation basis used. Parameters can be global constants (which cannot be altered by budget users) or global assumptions (which are suggested values that can be adjusted by budget users). Each compensation item is mapped to a leaf level member from the account segment and is calculated according to the basis.

Description of Fields on the Add Compensation Item Page

Code - Enter a compensation item code. This unique identifier will be used constantly to identify compensation items.

Name - Enter a name that is descriptive and easy to identify.

Compensation Group - Select a group to associate the compensation item to. Compensation Groups are setup using the Compensation Groups page and are used to categorize compensation items for reporting purposes.

Account - Select a leaf level account member, which stores all results.

Compensation Basis - See Compensation Basis Examples and Description of Fields below.

Statistical Compensation - Enables the Aggregate Formula field to select the formula to associate with the statistical compensation item used for headcount purposes.

Apply Pay Plan - Allows budget users to modify the spread by compensation item.

Set as Global Constant - Prevents budget users from modifying a rate.

Understanding % of Wages

Compensation Payment

Select whether the compensation is to be issued only once (for example, employee referral bonus) or if it will be reoccurring on a regular basis (like quarterly bonuses).

Recurring

• Select Every Month if employees will receive compensation money on a monthly basis.

• Select Based on Hire Month if employees will receive compensation based on the month they are hired. For example, perhaps employees are not eligible for certain benefits until they've been employed for 6 months.

• Select Based on Position Start Month if employees will receive compensation based on the month they started working. For example, perhaps employees are not eligible for certain benefits until they've been on the job for 6 months. This is helpful when you have delayed start dates

• Select a month as the payment month.

One Time

• Select Based on Hire Month if employees will receive a compensation based on the month they are hired. For example, a one time sign-on bonus.

• Select Based on Position Start Month if employees will receive a one-time compensation based on the month they start on the job.

• Select Based on Position End Month if employees will receive a one-time compensation based on the month they end the job. For example, perhaps there is a paid time off accrual which is paid out on the ending month for that position.

Percentage Value and Value Criteria

Fixed & Equal for All Employees - enter the percentage to calculate the compensation item.

Fixed and Different for Each Employee - select an attribute as the source value.

Varies Annually & Equal for All Employees .- enter the percentage to calculate for each effective period. For Value % you can link to a global field by selecting the checkbox.

Varies Annually & Different for Each Employee - the percentage changes every year and is different for each employee

Link to Global Field

Link the percentage value to a global field. For example a benefit rate or sign on bonus.

Compensation Items for Calculating % of wages.

Select the compensation items from Compensation Items drop-down list to include that item in the total wages calculation, which adds up to gross pay.

Understanding % of Wages with Annual Cap

Compensation Payment

Select whether the compensation is to be issued only once (for example, employee referral bonus) or if it will be reoccurring on a regular basis (like quarterly bonuses).

Recurring

• Select Every Month if employees will receive compensation money on a monthly basis.

• Select Based on Hire Month if employees will receive compensation based on the month they are hired. For example, perhaps employees are not eligible for certain benefits until they've been employed for 6 months.

• Select Based on Position Start Month if employees will receive compensation based on the month they started working. For example, perhaps employees are not eligible for certain benefits until they've been on the job for 6 months. This is helpful when you have delayed start dates

• Select a month as the payment month.

One Time

• Select Based on Hire Month if employees will receive a compensation based on the month they are hired. For example, a one time sign-on bonus.

• Select Based on Position Start Month if employees will receive a one-time compensation based on the month they start on the job.

• Select Based on Position End Month if employees will receive a one-time compensation based on the month they end the job. For example, perhaps there is a paid time off accrual which is paid out on the ending month for that position.

In Practice: Create a one-time expense for an item that posts to the month of hire and is based on a percentage of the ANNUAL SALARY.

This can be accomplished with a compensation payment preference setup in the Compensation items setup screen. (See the screenshot below)

Compensation Payment should be set to One time -> Based on Hire Month.

This compensation payment setup is available with various compensation basis options such as - % of Wages, %of Wages with Cap, Fixed Amount, Fixed Amount FTE, and so on to facilitate this use case.

For example, if I'm hired in Month 1 and have an annual salary of $100K and recruiting expense is 20%, I need to see $20,000 in recruiting expense in Month 1.

Percentage Value & Value Criteria

Fixed & Equal for All Employees - enter the percentage to calculate the compensation item.

Fixed & Different for Each Employee - select an attribute as the source value.

Varies Annually & Equal for All Employees .- enter the percentage to calculate for each effective period. For Value % you can link to a global field by selecting the checkbox.

Varies Annually & Different for Each Employee - the percentage varies annually and is different for each employee

Include Previous Year Annual Cap - if selected the Prev Year Annual Cap field is enabled where you can enter a value or link to a global field.

Annual Cap

Enter the annual cap amount for the current year or link to a global field where annual cap is defined.

Compensation Items for Calculating Total Wages

Select the compensation items from Compensation Items drop-down list to include that item in the total wages calculation, which adds up to gross pay.

How to Select Compensation Items for Calculating % Wages in Add and Edit Compensation Items window

You can select and unselect multiple compensation items for Calculating Total Wages in the Add Compensation Item and Edit Compensation Item window.

Selecting Compensation Item in Add Compensation Items window

You can use the updated selection control to search compensation items and select multiple or all compensation items from the drop-down list.

The following image shows the new selection control of the Add Compensation Item window.

How does the functionality work

When you add compensation items for calculating total wages, you can search and select the required compensation items from the drop-down list. You can either select multiple compensation items or all based on your requirement. The Select All option can also be used to unselect compensation items. The selected compensation items are displayed on the screen.

For example, if you select Salary, Bonus, and Allowance compensation items from the drop-down list, the screen will display these items with separators between them.

In Practice: Selection of Compensation Items

1. In Workforce Planning Setup, navigate to Add Compensation Item in Compensation Items window and click Compensation Basis.

   

2. Select %Wages from the Compensation Basis drop-down list.

3. Search or select compensation items from the drop-down list and then click Save.

   

Selecting Compensation Items in Edit Compensation Items Window

You can use the updated selection control to edit the existing compensation items list and add new compensation items from the drop-down list by searching and selecting either one or multiple compensation items.

The following image shows the new selection control of the Edit Compensation Items window.

How does the functionality work

When you edit compensation items for calculating total wages, you can search and select the required compensation items from the drop-down list. You can either select multiple compensation items or all based on your requirement. The Select all option can also be used to unselect existing compensation items from the drop-down list. The selected compensation items are displayed on the screen.

In Practice: Editing Compensation Items

1. In Workforce Planning Setup, navigate to Compensation Items select a compensation item and click Edit.

   

2. In the Edit Compensation Item screen, click Compensation Basis.

3. Edit the existing compensation items list by searching and selecting Compensation Items from the drop-down list and then click Save.

   

How to Select Compensation Items for Calculating % Wages in Add and Edit Employee Type Window

You can map and unmap multiple compensation items in the Add Employee Type and Edit Employee Type window.

Selecting Compensation Items in Add Employee Type Window

You can use the updated selection control to search compensation items and select multiple or all compensation items from the drop-down list.

The following image shows the new selection control for compensation items in the Add Employee Type window.

How does the functionality work

When you add employee type, you can search and select the required compensation items from the drop-down list. You can either select multiple compensation items or all based on your requirement. The Select All option can also be used to unselect compensation items. The selected compensation items are displayed on the screen.

For example, if you select Salary, Bonus, and Allowance compensation items from the drop-down list, the screen will display these items with separators between them.
In Practice: Selection of Compensation Items

1. In Workforce Planning Setup, navigate to Employee types window and click Add Employee Type.

   

2. Enter values for Employee Type Code and Employee Type Name.

3. Search or select compensation items from the drop-down list and then click Save.

   

Selecting Compensation items in Edit Employee Type Window

You can use the updated selection control to edit the existing compensation items list and add new compensation items from the drop-down list by searching and selecting either one or multiple compensation items.

The following image shows the new selection control for compensation items in the Edit Employee Type window.

How does the functionality work

When you edit compensation items, you can search and select the required compensation items from the drop-down list. You can either select multiple compensation items or all based on your requirement. The Select All option can also be used to unselect existing compensation items from the drop-down list. The selected compensation items are displayed on the screen.

In Practice: Editing Compensation Items

1. In Workforce Planning Setup, navigate to Employee Types select an employee type and click Edit.

   

2. In the Edit Employee Type screen, update the values for Employee Type Code and Employee Type Name.

3. Edit the existing compensation items list by searching and selecting Compensation Items from the drop-down list and then click Save.

Understanding Fixed Amount

Compensation Payment

Recurring

• Select Every Month if employees will receive compensation money on a monthly basis.

• Select Based on Hire Month if employees will receive compensation based on the month they are hired. For example, perhaps employees are not eligible for certain benefits until they've been employed for 6 months.

• Select Based on Position Start Month if employees will receive compensation based on the month they started working. For example, perhaps employees are not eligible for certain benefits until they've been on the job for 6 months. This is helpful when you have delayed start dates

• Select a month as the payment month.

One Time

• Select Based on Hire Month if employees will receive a compensation based on the month they are hired. For example, a one time sign-on bonus.

• Select Based on Position Start Month if employees will receive a one-time compensation based on the month they start on the job.

• Select Based on Position End Month if employees will receive a one-time compensation based on the month they end the job. For example, perhaps there is a paid time off accrual which is paid out on the ending month for that position.

Calculation Basis

The calculation basis options drive the Headcount calculation. Provides flexible head count reporting for active end of the period, active beginning of the period, FTE basis using Position start, and Physical headcount.

By default, for existing compensation items, Calculation Basis is based on the position start data for Fixed Amount and Fixed Amount per FTE Compensation Basis’s. For Fixed Amount Based on Employee Attributes, the default Calculation Basis is None.

By default, for new compensation items, Calculation Basis is based on the position start date. For example, take an employee that started on June 3rd, 2014. That employee is counted as .93 versus 1 as the employee did not work the first couple of days in the month/period.

Select from the 4 options below:

1. Position Start:

   For example, take an employee that started on June 3rd, 2014. That employee is counted as .93 versus 1 as the employee did not work the first couple of days in the month/period.

2. Active End of the Period:

   The option checks whether the employee worked on the last day of the period. If so, the Compensation View report will display the employee as an active employee or full headcount. If not, say the employee only worked for the first 15 days of the month, that employee will not be recorded for that month. So, if the employee started on June 3rd and was counted as 1 for the month of June. Then, the employee left the organization half-way through the month of September and therefore was not counted at all for that period. This means that even partial period days worked are not counted.

3. Active Beginning of the Period:

   If an employee starts on the first day of the period, then that employee is an active employee or full headcount. If an employee starts on the 15th of the month or any day after the 1st day of the month or period, the employee is not counted at all. This means that even partial period days worked are not counted.

4. None

   Only physical headcount is recorded for each period. So, if an employee only works for 15 days out of the month, the employee is still considered a full headcount irrespective of the days actually worked.

Value Criteria

Fixed & Equal for All Employees - fixed amount value is the same for all employees.

Fixed & Different for Each Employee - fixed amount varies by each employee

Varies Annually & Equal for All Employees - enter the fixed amount to calculate for each effective period or link to a global field by selecting the checkbox.

Varies Annually & Different for Each Employee - select an attribute as the source value for the calculation.

Amount Per Month - Enter the amount of compensation employees will receive per month or link to a global field.

Understanding Fixed Amount based on Employee Attribute

Calculation Basis

1. Position Start:

   For example, take an employee that started on June 3rd, 2014. That employee is counted as .93 versus 1 as the employee did not work the first couple of days in the month/period.

2. Active End of the Period:

   The option checks whether the employee worked on the last day of the period. If so, the Compensation View report will display the employee as an active employee or full headcount. If not, say the employee only worked for the first 15 days of the month, that employee will not be recorded for that month. So, if the employee started on June 3rd and was counted as 1 for the month of June. Then, the employee left the organization halfway through the month of September and therefore was not counted at all for that period. This means that even partial period days worked are not counted.

3. Active Beginning of the Period:

   If an employee starts on the first day of the period, then that employee is an active employee or full headcount. If an employee starts on the 15th of the month or any day after the 1st day of the month or period, the employee is not counted at all. This means that even partial period days worked are not counted.

4. None

   Only physical headcount is recorded for each period. So, if an employee only works for 15 days out of the month, the employee is still considered a full headcount irrespective of the days actually worked.

Value Criteria

Select whether the compensation basis is fixed or if it will change from year to year (Varies Annually ).

Employee Attributes

Select an employee attribute defined using the Workforce Attributes page.

System-defined attributes; Annual Salary, Budget Revision Date, Budget Revision Percent, Current Revision Date, DATE_HIRED, FROM_DATE, Hrs/Month, Rate/Hr., Salary Class, TERM_DATE.

Understanding Fixed Amount per FTE

Compensation Payment

Recurring

• Select Every Month if employees will receive compensation money on a monthly basis.

• Select Based on Hire Month if employees will receive compensation based on the month they are hired. For example, perhaps employees are not eligible for certain benefits until they've been employed for 6 months.

• Select Based on Position Start Month if employees will receive compensation based on the month they started working. For example, perhaps employees are not eligible for certain benefits until they've been on the job for 6 months. This is helpful when you have delayed start dates

• Select a month as the payment month.

One Time

• Select Based on Hire Month if employees will receive compensation based on the month they are hired. For example, a one-time sign-on bonus.

• Select Based on Position Start Month if employees will receive a one-time compensation based on the month they start on the job.

• Select Based on Position End Month if employees will receive a one-time compensation based on the month they end the job. For example, perhaps there is a paid time off accrual which is paid out on the ending month for that position.

Calculation Basis

1. Position Start:

   For example, take an employee that started on June 3rd, 2014. That employee is counted as .93 versus 1 as the employee did not work the first couple of days in the month/period.

2. Active End of the Period:

   The option checks whether the employee worked on the last day of the period. If so, the Compensation View report will display the employee as an active employee or full headcount. If not, say the employee only worked for the first 15 days of the month, that employee will not be recorded for that month. So, if the employee started on June 3rd and was counted as 1 for the month of June. Then, the employee left the organization halfway through the month of September and therefore was not counted at all for that period. This means that even partial period days worked are not counted.

3. Active Beginning of the Period:

   If an employee starts on the first day of the period, then that employee is an active employee or full headcount. If an employee starts on the 15th of the month or any day after the 1st day of the month or period, the employee is not counted at all. This means that even partial period days worked are not counted.

4. None

   Only physical headcount is recorded for each period. So, if an employee only works for 15 days out of the month, the employee is still considered a full headcount irrespective of the days actually worked.

Value Criteria

Select whether the compensation basis is fixed or if it will change from year to year.

Amount Per Month

Enter the amount full-time employees will receive per month or link to a global field.

Understanding Rate x Hour

Value Criteria - Select whether the compensation basis is fixed or if it will change from year to year.

Amount Per Hour - Enter a default monetary rate that an employee will earn for each hour of work or link to a global field.

Hours Per Month - Enter the default number of hours an employee will work per month or link to a global field.

Understanding Tiers on Employee Attribute - Value in % Wages

Compensation Payment

Recurring

• Select Every Month if employees will receive compensation money on a monthly basis.

• Select Based on Hire Month if employees will receive compensation based on the month they are hired. For example, perhaps employees are not eligible for certain benefits until they've been employed for 6 months.

• Select Based on Position Start Month if employees will receive compensation based on the month they started working. For example, perhaps employees are not eligible for certain benefits until they've been on the job for 6 months. This is helpful when you have delayed start dates

• Select a month as the payment month.

One Time

• Select Based on Hire Month if employees will receive compensation based on the month they are hired. For example, a one-time sign-on bonus.

• Select Based on Position Start Month if employees will receive a one-time compensation based on the month they start on the job.

• Select Based on Position End Month if employees will receive a one-time compensation based on the month they end the job. For example, perhaps there is a paid time off accrual which is paid out on the ending month for that position.

Value Criteria

Select whether the compensation basis is fixed or if it will change from year to year.

Employee Attributes

Select an employee attribute defined using the Workforce Attributes page.

Compensation Items for Calculating Total Wages

Move the compensation items to the Selected Compensation Items box to include that item in the total wages calculation, which adds up to gross pay.

Understanding Tiers on Employee Attribute - Value in % Wages with Annual Cap

Include Previous Year Annual Cap - Select to include the annual cap, and rate, for the previous year in the calculation.

Employee Attributes - Select an employee attribute defined using the Workforce Attributes page.

System-defined attributes; Annual Salary, Budget Revision Date, Budget Revision Percent, Current Revision Date, DATE_HIRED, FROM_DATE, Hrs/Month, Rate/Hr., Salary Class, TERM_DATE.

Annual Cap - Enter the annual cap amount for the current year.

Compensation Items for Calculating Total Wages - Move the compensation items to the Selected Compensation Items box to include that item in the total wages calculation, which adds up to gross pay.

Understanding Tiers on Employee Attribute - Value in % Wages with Varying Annual Cap

Include Previous Year Annual Cap - Select to include the annual cap, and rate, for the previous year in the calculation.

Employee Attributes - Select an employee attribute defined using the Workforce Attributes page.

System-defined attributes; Annual Salary, Budget Revision Date, Budget Revision Percent, Current Revision Date, DATE_HIRED, FROM_DATE, Hrs/Month, Rate/Hr., Salary Class, TERM_DATE.

Compensation Items for Calculating Total Wages - Move the compensation items to the Selected Compensation Items box to include that item in the total wages calculation, which adds up to gross pay.

Understanding Tiers on Employee Attribute - Value in Hours per Period

Employee Attributes - Select an employee attribute defined using the Workforce Attributes page.

System-defined attributes; Annual Salary, Budget Revision Date, Budget Revision Percent, Current Revision Date, DATE_HIRED, FROM_DATE, Hrs/Month, Rate/Hr., Salary Class, TERM_DATE.

Understanding Tiers on Employee Attribute - Value in Hours per Period with Annual Cap

Employee Attributes - Select an employee attribute defined using the Workforce Attributes page.

System-defined attributes; Annual Salary, Budget Revision Date, Budget Revision Percent, Current Revision Date, DATE_HIRED, FROM_DATE, Hrs/Month, Rate/Hr., Salary Class, TERM_DATE.

Annual Cap - Enter the annual cap amount for the current year.

How to Input Data Using the Direct Data Input Compensation Item

There are two ways to input data using the Direct Data Input compensation item type:

1. Manually go into each employee in the template and put in the values in the I/P Comp Item tab. Examples include ex-pat packages, executive bonuses for a small executive team, or bonusegiftsft in the employee’s birthday month.

2. If you have a number of employees that you need direct data input for, you can do a data load instead of loading directly into the template. This is a Workforce Planning - Employee Compensation Items Data Load Rule. This is useful for items that cannot be calculated inside of Workforce Planning and are calculated outside of Planful. Examples include stock options, stock/restricted stock compensation, executive bonuses for a large team, sales commissions, and 401K costs.

How to Lock Compensation Items to Prevent Modification

There are cases where you will want to lock compensation items to prevent other users from changing them, like payroll taxes.

To lock compensation items select the Set as Global Constant field when adding the compensation item.

You can also select the compensation item and click Edit, then select this field.

Linking to Global Fields

Link to Global Field is available for some compensation item selections.

When the Link to Global Field is selected, you can select a global field to apply to the relevant field. In this example, a benefit rate item is selected which will be applied to the Percentage Value.

Global Fields are defined on the Global Fields page accessed under Maintenance > Planning Templates. Notice the BenefitRate1 and BenefitRate2 global fields defined below are linked in the example above.

Let's say BenefitRate1 referred to employees claiming themselves only while BenefitRate2 includes the employee and the employee's spouse. On the Global Fields Data Input page, a different rate for each can be defined in the Value field.

How to Define Compensation Groups for Workforce Planning

Compensation groups are used to categorize compensation items for reporting purposes. For example, you might want to organize all salary compensation items in one group and all tax compensation items in another group. In the example below, the groups are categorized by benefits, salaries & wages, and so on.

1. Access the Compensation Groups page by navigating to Maintenance > WFP> Workforce Planning Setup and clicking the Compensation Groups tab.

2. Click the Add button. The Add Compensation Group page is displayed.

3. Enter a name for the group and click Save.

4. Back on the Compensation Group page, use the arrows to move the selected compensation group to the top of the list, up one place, down one place, or to the bottom of the list.

Compensation groups with compensation items cannot be deleted. To delete a compensation group, first remove the items.

How to Define Workforce Attributes for Workforce Planning

Workforce attributes are used to calculate compensation items that use an attribute basis. You might also create attributes to manage additional employee position information. Employee position attributes are referred to as "reporting attributes".

1. Access the Workforce Attributes page by navigating to Maintenance > WFP > Workforce Planning Setup and selecting the Workforce Attributes tab.

2. Select the scenario.

3. Click the Add button.

4. On the Add Attribute page, enter an attribute name.

5. For Attribute Type, select from the following:

   • Date - Aides in the computation for the date of eligibility of individual employees for certain compensation items. For example, the 401K eligibility date is configured as a Workforce Attribute of type Date.

   • Value Set - Helps configure compensation items individually for a set of attribute values. For example, the State attribute is defined with a set of state attribute values in which your organization has operations. This attribute is used to configure SUTA individually for all states as it varies from state to state.

   • Value Source - Value source attributes have a default value. The value can be changed for individual employee positions.

   • Derived Years - Helps calculate compensation items based on employee years of service. For example, to apply the contribution to an employee retirement plan as a compensation item based on the years of service of the employee, you need to have an attribute that calculates the seniority(years of service) based on the hire date of the employee.

6. The Reporting Attribute checkbox may be available based on the Attribute Type you select. A Reporting attribute is not a compensation attribute. So, if you select this checkbox, the input for the attribute doesn’t influence the calculation of the compensation data. If you select this checkbox, another checkbox called Read Only Attribute for Budget Input is available. Administrators can make Workforce reporting attributes read-only to prevent budget users from modification. This means that read-only attributes cannot be edited from the Planning Control Panel as they are read-only. Read-only attributes are editable in the Default scenario in Maintenance from the Employee add and edit pages. This way, budget users can edit and provide default values as necessary for these fields.

7. Based on the Attribute Type selected, you can add a Default Value. Default values for value set attributes should be within the attribute value list. Default values can be edited from the Default Scenario Add/Edit page.

System-defined attributes are; Annual Salary, Budget Revision Date, Budget Revision Percent, Current Revision Date, DATE_HIRED, FROM_DATE, Hrs/Month, Rate/Hr., Salary Class, TERM_DATE.

• TERM_DATE (Termination Date) - A system-defined attribute that is associated with employee position and signifies the termination date /position end date.

• FROM_DATE- A system-defined attribute associated with the employee position and signifies the employee position start date.

• DATE_HIRED - A system-defined attribute that signifies the employee hire date, which may be different from an employee position start date.

• Cur Rev Dt (Current Revision Date) - A system-defined attribute associated with employee position and signifies the current year raise date. This attribute handles pay increases between the current (now) and scenario start date.

• Bud Rev Dt (Budget Revision Date) - A system-defined attribute associated with employee position and signifies the current year raise date. This attribute handles pay increases in a budget/forecast scenario. The scenario can have one year or multiple plan years based on application configuration. For multi-year budgeting, only one Budget Review Date field is displayed for an employee position, and a pay increase is assumed on anniversary dates for budget year 2, budget year 3, and so on.

How to Define Employee Types for Workforce Planning

Create employee types for each class of employee or job function and map compensation items. For example, you might set up a type for all part-time employees, another for contractors, foreign full-time employees, and domestic employees.

1. Navigate to Maintenance > WFP > Workforce Planning Setup. Click the Employee Types tab.

2. Select a scenario. The Default scenario and pre-defined employee types is listed by default.

3. Click Add.

4. Enter a code and name to identify the employee type.

5. Select compensation items in the left pane and click the forward arrow to map the item, which will appear in the Mapped Compensation Items pane.

6. Click Save and return to the Employee Types page.

7. Select Publish Employee Type (available for scenarios except for Default ) to prompt the system to automatically update the compensation items mapped or unmapped for all employee data.

8. Click Review Setup for a selected employee type to identify a review % by employee type versus an individual employee.

9. On the Review Setup page, enter the current raise percent.

10. For Review Type, select whether there will be 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

Overview of Pay Plans - Workforce Planning

Play Plans defines how you want to pay out compensation items to your employees. They determine how compensation items are spread in budget periods. Pay Plans can be applied at the employee level or the compensation item level. If no Pay Plan is mapped, then the Salary Calculation Basis is used to pay out amounts each period.

The default monthly spread is defined as the Salary Calculation Basis on the Configuration Tasks page where the value is equal to monthly, workdays, or calendar days. For example, Paid Time Off might have a different payout schedule when compared to other regular compensation items.

How to Set Up Pay Plans - Workforce Planning

1. Access the Configuration Task page (Maintenance > Admin > Configuration Tasks > Workforce Planning Budgeting Criteria ) to set the Salary Calculation Basis to monthly, workdays, or calendar days.

2. Navigate to Maintenance > WFP > Workforce Planning Setup.

3. Click the Pay Plans tab.

4. Click Add,

5. Enter a code and name to identify the pay plan. Click Save.

6. Return to the Pay Plans page.

7. Click Pays Setup to add payout schedules.

8. Select a Fiscal Year.

9. Complete the Pays Setup for the scenario span (for all fiscal years part of the scenario).

What is Pays Setup and What is the Purpose of It

The Configuration Task definition typically defines how all compensation items will be calculated (calculation basis). Typically, it is set to Equal Monthly. You can access the Define Workforce Planning Budgeting Criteria Configuration task by navigating to Maintenance > Admin > Configuration Task.

However, Pays Setup acts as an exception to the Configuration Task definition for salary calculation basis. It may be needed when you have specific compensation items where employees get paid based on a different calculation basis.

Using Pays Setup to Calculate Salary Differently for Salaried Versus Hourly Employees

On the Settings screen of the Add Compensation Item page (shown below ) select Apply Pay Plan. For Pay Plan, select Pay Plan set against Employee Position. You can have a pay plan set by each employee as part of your employee file upload. These settings will make no difference for Salaried employees since the configuration task salary calculation basis is set to Equal Monthly. But for Hourly, it will calculate the salary based on the Calendar Days Pay Plan defined under Pays Setup.

How to Map a Pay Plan at the Employee or Compensation Item Level

To override the default salary calculation basis for a compensation item, click Apply Pay Plan on the Add Compensation Item - Settings page as shown below.

To override the payout schedule for a specific employee, map the Pay Plan by editing the employee for your working scenario.

How to Complete Pays Setup - Workforce Planning

1. Select a fiscal year for which you want to set up pay plans.

2. Review the spread methods for a selected fiscal year for the pay plans.

3. Modify the current spreads in the yellow shaded cells.

4. Enter data and click Copy Forward to copy a pay setup cell value for one month to all following months as shown below.

5. Click Applicable Scenarios to select scenarios with unprocessed employees.

Employees Application Page - Workforce Planning

Setup employees by budget entity and add, edit, and delete employees associated with a selected budget entity. Access the Employees Maintenance page by navigating to Maintenance > WFP > Workforce Planning Setup. Application users will access employees via a Workforce Planning template opened from the Planning Control Panel. When opened from the Planning Control Panel, fields may be edited directly by clicking the cell; Salary Class, Rate, Hour, Annualized, Employee Edit, etc.

Description of Fields on Employee List Page

Employees

Add - Open the Employee Add page.

Edit - Open the Employee Edit page.

Copy - Copy a selected employee position listed in the grid.

Mass Update - Update several employees at once. Options available are:

Apply to:

• Selected - apply the update to the employees selected.

• All - apply the update to all employees in the Budget Entity.

System tab:

• Next Raise Date - Enter a date or click the calendar button to pick a date.

• Pay Plan - Select an option. These options are populated from the Pay Plan setup page.

Reporting tab:

Displays all Workforce Attributes configured as Reporting type. Administrative users load employees to the Default scenario. When the Workforce Planning Template is mapped to the Budget Scenario, it copies the employees from the Default Scenario. Budget users review employees and modify their Workforce budgets through the Planning module using the Workforce Planning Template.

Options

Click the All Notes link under the Others menu. The View All Notes page is displayed. All notes and attachments can be viewed for an employee position. When you click the Export to Excel button on the Employee list page, employee position notes are also exported and displayed. Attachments are not displayed. You can click the Mass Update button to update employee details for multiple employees selected. You can also mass-update compensation items for the selected employees. When you click on the Customize Roster button, a pop-up window appears. You can customize the grid based on the compensation names you select for a specific scenario or all scenarios.

Settings icon

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

Budget Entity

Select a budget entity from the list box. Or click the search button to open the Budget Entity Selection dialog page where you can enter search parameters and select a new budget entity based on results.

Scenario

• Administrators can add employees to the Default scenario. When the Workforce Planning Template is mapped to the budget scenario it copies the employees from the Default scenario.

• Budget users will have the ability to add/update employee positions through the Budget control panel using the Workforce Template.

Budget Entity

Select the budget entity to view associated employees. You can add employees to the entity by selecting it, then clicking the Add button.

Grid

The information for each employee provided in the list is inherited from the options you select or enter on the Employee Add page.

Notes are displayed next to each employee's position. When the icon has a blue checkmark, a note or attachment exists for the associated employee position.

You can view all notes for an employee position of a selected budget entity from the Employee template accessed from the Planning Control Panel or the Maintenance menu.

Click the All Notes link under the More menu. The View All Notes page is displayed. All notes and attachments can be viewed for an employee position. When you click the Export to Excel button on the Employee list page, employee position notes are also exported and displayed. Attachments are not displayed.

Home Budget Entity - This selection is tied to allocations and populates the Company Allocations column.

Hire Date - The hire date of the position.

Employee Type - Determines the compensation items associated with the employee.

Salary Class - Hourly or Annualized.

Position start / End - The start date of the position. The end or termination date.

Click on the cells within the grid to edit or delete. Rows that contain cells that have been modified appear with a red indicator. Click Save to commit the changes.

Personalize the Employee list page - Workforce Planning

1. Access the Employee list page by navigating to Maintenance > WFP > Workforce Planning Setup.

2. In the Employees section, click the Settings icon. All the column checkboxes 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 available in the application, click Reset.

Calculating Budget Review Date and Current Review Date

The following are the three use cases for the calculation of Budget Review Date and Current Review Date using Payroll Upload Date, Scenario Start Date, and Scenario End Date when Employee data is loaded using Data load rules.

1. When Payroll Upload Date < Scenario Start Date The image below illustrates the end-to-end calculation process.

   

2. When Scenario start date <= Payroll upload date <= Scenario end date. The image below illustrates the end-to-end calculation process.

   

3. When Scenario end date < Payroll upload date. The image below illustrates the end-to-end calculation process.

   

Here is the definition of the terms used above:

• Payroll Data

  • Payroll Upload Date

    • The date on which payroll data was extracted from Payroll systems

    • Assumed to reflect the latest employee data as on that date

  • Review Date in Payroll Data (a.k.a. NRD)

    • Commonly included/provided field in employee data files

    • Can represent "Last pay increase date" or "Next pay increase date" etc

• Review Dates used by Host CPM Application

  • Current Year Review Date

    • Current year = Gap between now & Scenario Start Date

    • Intended to handle any Pay increases between now & Scenario Start Date

  • Budget Year Review Date

    • Can be one year or multiple years (based on app configuration)

    • Can be for budget or forecast scenarios

    • For multi-year budgeting, only one field is displayed and pay increase is assumed on anniversary dates for budget year 2, budget year 3 etc

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 the 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 before 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 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 the amount entered. In the example below, raise is entered for a single employee as an amount versus percentage. The result is that the system keeps the yearly raise constant and adjusts the percentages accordingly.

In the example below, the 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, the budget raise as amount displayed on the Employees List page (accessed via template input from the Planning Control Panel) as shown below.

Budget raise as the 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 the 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 Employee's 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 the 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 a 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 set up 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 workattributesribute 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 set up allocations for employees associated with Forecast scenarios and assists with a copyback 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 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 6/4/2017 and ends on 1/5/2018, allocations for this employee's 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).

Automated Employee Processing

Automated Employee Processing is available when you perform a Save from the Employee Add or Edit page, the Employee list screen, and Mass Update. This means that you no longer 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.

Additionally, you no longer process employees when a scenario is locked. Scenarios must be in an unlocked state for process employees associated with the scenarios. Scenarios can be locked and unlocked from the Scenario List page (accessed by navigating to Maintenance > Admin > Scenario Setup).

In Practice: How to access the Employee list screen and process employees

1. Navigate to the Planning Control Panel.

2. Select a scenario, entity, and Workforce Planning template.

3. Open the template in Input mode. The Employee list screen is displayed (shown below). When you modify employees and perform a Save from this screen, employees are processed for current budget entity. So, there is no need to click the Process menu item in order to employees; the Save action now handles it for you.

   

In Practice: How to access the Employee Add screen and process employees

1. Navigate to the Planning Control Panel.

2. Select a scenario, entity, and Workforce Planning template.

3. Open the template in Input mode. The Employee list screen is displayed.

4. Select the Employees list-box and click Add. The Employee Add screen is displayed.

5. Complete the fields on the Employee Add screen and click Save. When you perform a Save from this screen, employees are processed for the current budget entity. So, there is no need to click the Process menu item and process employees.

   

In Practice: How to access the Employee Edit screen and process employees

1. Navigate to the Planning Control Panel.

2. Select a scenario, entity, and Workforce Planning template.

3. Open the template in Input mode. The Employee list screen is displayed.

4. Select and employee, select the Employees list,-box and click Edit. The Employee Edit screen is displayed.

5. Perform all edits and click Save. When you perform a Save from this screen, employees are processed for current budget entity. So, there is no need to click the Process menu item and process employees.

   

In Practice: How to access Mass Update and process employees

1. Navigate to the Planning Control Panel.

2. Select a scenario, entity, and Workforce Planning template.

3. Open the template in Input mode. The Employee list screen is displayed.

4. Select the Employees list box and select Mass Update.

5. Complete the fields on the Mass Update page and click Save. When you perform a Save from this screen, employees are processed for the current budget entity. So, there is no need to return to the Employee list screen and click the Process menu item and process employees.

Important Notes:

• Autoprocessing is for employee data modifications that are done from the Employee Listing screen, the Add / Edit screens, as well as for the Mass Update option. For updates done to employee data from any other source, processing of this data still needs to be performed.

• In the Employee list screen, the save action automatically processes employees, however, the status will be updated only when the listing page is refreshed.

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 the Position Start date.

Performance Statistics - Workforce Planning Employee Page

The Employee List page (accessed by navigating to Maintenance > WFP > Workforce Planning Setup or accessed via the Planning Control Panel ) lists up to 15,000 employees per entities can be listed. The table below provides information on the number of employees listed and the time it takes to load (in seconds).

How to Extract Allocated Employee Information

Let's say you want to allocate employees, loaded to a central budget entity, to 1 or more dimension combinations. Then, validate the allocations by employees by extracting the data.

1. Create an Allocation Data Load Rule.

2. Perform a Workforce Export; including the Allocation data load rule.

How to Move Employees from One Cost Center to Another

1. Access the Employee list page by navigating to the Planning Control Panel, and selecting the Budget Entity and the Workforce template.

2. Change the Home Budget Entity for the employee.

additionally;

1. Access the Employee page by navigating to Maintenance > WFP > Workforce Planning Setup.

2. Select the Budget Entity on the Employees tab.

3. Click the Employee Edit link for a selected employee.

4. Click the Allocations tab to allocate the employees' wages to another department.

What is Mass Update and How to Apply a Mass Update to Employees - Workforce Planning

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

To apply a mass update:

1. Navigate to Maintenance > WFP > Workforce Planning Setup.

2. Select the affected employees on the Employees page.

3. Click the Employees list box and select Mass Update.

4. Add/edit employee positions for a budget entity. Employees may also be added through the Planning Control Panel by selecting an Workforce Template and the Input action.

How to Mass Update Compensation Items in Mass Update Window:

You can use the Mass Update Compensations option to select and update compensation items for selected or all employees in the employee records.

When you select an employee or multiple employees from employee records and click Mass Update, compensation items that are part of the Roster screen, such as Overtime, Office Equipment, and Bonus, are displayed in the Compensation section and are available for Mass update.

While updating any compensation item for the selected number of employees, no value will be set by default, and you can specify the values for the fields accordingly.

For example, here we have Overtime, Office Equipment, and Bonus in the Mass Update Window. The Overtime, Office Equipment, and Bonus fields' default text are Enter Overtime Value, Enter Office Equipment Value, and Enter Bonus Value respectively.

To apply a mass compensation update:

1. Navigate to Maintenance > Workforce Planning Setup , you will see the Employees window.

2. Select some employees or select all employees, and click Mass Update.

3. In the Mass Update window, click Compensations.

4. Enter values for the compensation items, and click Save.

Pop-up Message Introduced across all the windows in Workforce Planning Setup

Now, an alert message will be displayed when a user leaves a page without saving the changes. You can now see this message across the following windows in Workforce Planning Setup:

• Workforce Defaults

• Workforce Attributes

• Compensation Items

• Compensation Groups

• Employee Types

• Payplans

• User Access