Adjust Headcount Plan Data
Explanation
Use this activity to adjust and modify the newly created headcount plan.
There are multiple ways in which headcount plan can be interacted with, so this
activity is divided into several parts, based on how you want to modify or
interact with the headcount plan.
Prerequisites
In order to perform this activity, a headcount plan has to be registered
System Effects
As a result of this activity, changes will be made to the headcount plan.
Window
Headcount Plan
Related Window Descriptions
Headcount Plan
Procedure
- Open the Headcount Plan window.
- Search or populate for the plan you want to change.
If you did not create initial data for the headcount plan during it's
creation, you will have to do it before making any other changes. You can also
undo any changes, as those will be replaced with initial data.
To
generate headcount plan data:
- Right-click the plan's header and click Generate Initial
Headcount Plan Data. A dialog box will appear.
- Select if you want to generate data for an entire organization
structure, single organization unit, or an organization branch:
- Activate the All Organization Codes option if you
want to generate data for the entire organization structur.
- Activate the Selected Organization Code option if
you want to generate data for a single organization unit. Enter the ID
of the unit in a field next to the option.
- Activate the Selected Organization Code option and
select the Include Subordinate Org Codes check box if
you want to generate data for an organization branch. Enter ID of the
unit from which the branch starts in the field located next to the
option.
- Select if you want to add basic headcount information to the plan:
- If you want a blank headcount plan, activate the Target data not calculated option.
- If you want to fill in the
plan with basic information, activate the Target data calculated
based on employment on date option and enter a date in the field
next to it. The system will take headcount information from this date (but
only primary employments), and use it as the planned headcount for the year. This way you will need to only adjust the existing
headcount instead of entering everything yourself.
- If you selected Target data calculated based on employment on
date, you can select Target data generated for positions
check box.
- If cleared, headcount plan will only have information about a number
of employees in each organization unit.
- If selected, the number of employees will be further divided into
positions.
- Select for how many periods you want to create initial data:
- Activate the All Periods option if you want to
create initial data for the entire year.
- Activate the Selected Periods option if you want to
create initial data for specific periods. Specify the periods in the
From and To fields.
- Click OK.
Note that it is also possbile to open a very similar dialog box when you
select and organization unit from the tree structure and navigate to the
Headcount Plan tab. There, right-clicking the tab header
and clicking Generate Initial Plan Data For Organization will
open simplified dialog box that will allow you to generate data for the single
organization unit or organization branch only.
Once you
have your initial set of data, you can start modifying the plan by changing the
headcount for specific organization codes (and optionally positions):
- Use the tree structure on the left side of the window to select an
organization unit where you want to adjust headcount.
- Right-click the lower table of the Headcount Plan
sub tab and and click Change Headcount Plan Data. A dialog
box will open.
- In the Organization Code field, you can see the ID of
the organization unit where the change will take place. By default, ID of
the currently selected unit will be suggested, but it can be changed.
- In the Position ID field, you can enter the identifier
of a position for which headcount in the unit should be changed.
- In the Headcount Change field, enter the number by
which headcount should changed. If you want to lower the headcount, enter a
negative value.
- In the FTE Change field, enter the full time equivalent
by which you need headcount to change. E.g., if you want to plan for 2
employees to work half time, you can enter 2 in the Headcount Change
field, and 1 in the FTE Change field.
- In the Period From field, enter the first period when
the change should take place. E.g. if a company uses a standard monthly
calendar for its accounting periods, typing in 1 will mean
that change should be effective from January.
- In the Period To field, enter the last period when the
change should take place.
- Click OK.
Note: When you modify the
headcount plan, a record will appear/change in the lower table. Apart from
headcount numbers, the Generated check box will become
cleared to indicate that the change was done manually and was not a result
of automatic headcount plan data generation. This feature exists to help you
keep track of all the manual changes made to the plan.