The Planful for Workforce (PfW) Workforce Actuals feature allows you to load employee actuals at the compensation level for a more detailed variance analysis. The employee actuals can now be loaded and analyzed, providing a more granular breakdown of employee workforce costs.

Prerequisites

1. Contact your Planful Account Manager to have the feature enabled.

2. Once enabled, provide the Workforce Data Translation navigation. To do this, navigate to Maintenance > Data Integrations and enable the Workforce Data Translation navigation. Click here to learn more about Navigation Access
   

Now proceed to set up the Workforce Data Translations profile.

Set Up Workforce Data Translations Profile

Data loading at the compensation level requires a translation profile to map compensation definitions. Using the Workforce Data Translations feature, you map the definitions between the HRIS system and Planful.

Note:

Setting up Workforce Data Translations is mandatory for setting up the DLR.

How to Set Up Workforce Data Translations

To set up Workforce Data Translations, do the following:

1. Navigate to Maintenance > DLR > Workforce Data Translations. The Workforce Data Translations Profiles page appears.
   
   

2. Click the New Profile button to start creating a new translation profile. The New Profile page appears.
   
   

3. Enter a name for your translation profile in the Profile Name field.
   
   

4. Click the Browse button to upload your compensation file.

   Note:

   Currently, only CSV file uploads are supported. XLSX file support will be added in the October release.

   
   
   

   Tip

   • Use the Download Sample Template to understand the required format.
     

   • Always put the Type as Compensation, as shown in the sample template screenshot below.
     

5. Optionally, you can also manually map the compensations from the HRIS file to the Planful compensations. To create your mapping manually:

   1. Enter the Source Name field under the HRIS Compensation Fields column.
      
      

   2. Select the Target Name from the drop-down menu under the Planful Fields column.
      
      

   3. Click the Add Row button to add any additional rows.
      
      

6. Click Create to save, either manually or through file upload. A pop-up confirms the profile creation. 
   
   

7. Click on the Create Data Load Rule button, which will navigate you to the Data Load Rules area if you wish to proceed with creating one. Click No, Thanks if you want to create it later.

   Notes:

   The list of compensations will be sourced from various scenarios and consolidated into the Actual scenario.
   

To edit an existing profile:

1. Navigate to Maintenance > DLR > Workforce Data Translations. The Workforce Data Translations Profiles page appears.
   
   

2. Click on the translation profile you want to edit under the Existing Profiles section.
   

3. Make the changes as required, and click Save.

To delete an existing profile:

1. Maintenance > DLR > Workforce Data Translations. The Workforce Data Translations Profiles page appears.
   

2. Hover on the translation profile you want to edit under the Existing Profiles section. The Delete icon appears.
   

3. Click the Delete icon, and a delete pop-up appears on the screen.

4. Click Delete to confirm the deletion.
   

Other Prerequisites

Before proceeding to create the Data Load Rule, you must ensure that:

• The Workforce Cube is configured (if not already set up).

• A Partition is created for the Selected Year for which you want to load actuals to the Workforce.
  

Set Up Data Load Rule (DLR)

To create a Data Load Rule, perform the following steps:

1. Navigate to Maintenance > Data Integration > Data Load Rules.

2. Click the New Data Load Rule tab, which is available on the side menu.

3. Enter a Name for the Data Load Rule.

4. Select Load Type from the drop-down list. The supported load types are File Load, Web- Services, and Copy-Paste.

5. Select Workforce Planning as a Load Item from the drop-down list.

6. Select PfW - Employee Actuals as a Load Sub Item from the drop-down list.
   
   

7. Click Next. The Select Sample Input File screen is displayed. 
   

8. Fill all the fields with specific data and click Next. The Define Overall Rule Settings screen is displayed.
   
   

9. Select a Load Currency Type. Local Currency (Allocated Currency) and Common Currency are the two supported types.

10. Select a Time Mapping from the list; by default, the value is Across Columns.

11. Select Yes as the Automatic Cube Refresh value to avoid manual cube processing.

12. Select a Data Translations Profile.
    

    Note:

    In the Defaults section, all the fields are mandatory, so you must select a value for each of them.

13. Select Include In Data File from the Employee Name drop-down.

14. Select Include In Data File from the Employee Position Description drop-down.

15. Select Include in Data File or Select from Default Value from Employee Type. When you click Select from Default Value, a drop-down menu is displayed from which you can select the required value. For file load, you should specify the Employee type code and Name.

16. Select Include in Data File or Select from Default Value from Home Budget Entity.

17. Select Include in Data File or Select from Default Value or Copy from Home Budget Entity from Position Budget Entity.

18. Select Include in Data File from Compensation Item.

19. Select Include in Data File or Select from Default Value from the Account dropdown.
    

    Note:

    All the financial fields are mandatory. You can either select from a Default value or specify it in the load file.

20. Select Include in Data File or Select from Default Value from Fiscal Year dropdown. When you click Select from Default Value from Fiscal Year, you can select the year from the calendar. Or, you can load from the load file.

21. Select Include in Data File or Select from Default Value from Fiscal Month dropdown. When you click Select from Default Value from Fiscal Month, you can select the month from the calendar.

22. Click Next. The Manipulate Input File screen is displayed.
    

23. You need not make any changes to this screen. Click Next to navigate to the Define Data Mappings screen.
    

24. You need to map fields in the Source Column to values available in the Maps To field drop-down lists.

25. Click Next. The Load Data screen is displayed.
    
    

26. You can either choose a new Data file or click Finish.
    After you click Finish, you will either receive a Data Load success message or an exception report.

    Once the file is loaded, the data will be visible under Clear Data. The data can now be accessed in Dynamic Reports and Dynamic Planning for variance analysis at the compensation level (as opposed to the GL account level previously).
    By following these steps, you will be able to load actuals at the compensation level efficiently, ensuring accurate data mapping and analysis within your Planful environment.