Headcount Planning - Overview

Headcount Planning enables efficient, enterprise-wide collaboration to identify the number and mix of employees that will be needed to achieve the organization’s business objectives in the future. Headcount Planning controls access to sensitive information, includes built-in versioning and error tracking, and provides a seamless approval and consolidation workflow. The interface is designed specifically for the headcount planning process, rather than having to use a generalized spreadsheet.

The Subplanning functionality of Workflow Planning enables large-scale collaboration on headcount planning in an orderly and efficient way. Planning headcount for an organization requires input from many people in order to be accurate, but collaborating can be a logistical difficulty. In the Planning tool today, Human Resources leaders would have to create multiple smaller plans for each area of the organization, and then combine them at the very end in order to create a comprehensive, organization-wide plan.

With Subplanning, you can break up very large headcount plans into smaller plans for managers at lower levels, complete with a streamlined workflow from assignment to approval. You can then consolidate the smaller plans back into the larger plan. This allows you to have contributions from frontline managers, which creates a more accurate and realistic headcount plan.

Use Cases

Considerations

Headcount Planning utilizes Position Management and requires accurate position instance data about the organization, including all active position instances and any relationships between those position instances, as well as all position instance attributes and any relationships between those attributes. This data will represent the baseline on which plans are created. Any changes to position instance data can be updated via a scheduled data feed or a data load.

Implementation

This functionality is available by request at an additional cost. Contact your Client Executive for additional information.

Localization

All Headcount Planning pages display in the language defined in the Display Language field on the user's user record.

Emails

Emails are available in Email Management to enable administrators to configure notifications for planning events.

Email tags are also available.

Glossary

  • Attribute - A characteristic of a position instance, such as its location, cost center, or grade.
  • Co-Planners - For a given plan or subplan, a co-planner can take planning actions and submit the plan. But the co-planner cannot add or remove co-planners or change the primary planner. There can be unlimited co-planners for a given plan.
  • Full-Time Equivalent - The percentage of full-time that each position instance requires.
  • Headcount - Headcount is the intention to fill a position instance with an employee and/or assign a cost to that position instance, depending on configuration. Headcount is not equivalent to a position instance.
  • Headcount Planning - The process of estimating headcount needs for the future. Factors in the business needs, costs, and constraints, such as budget.
  • Position - A “Job Type”, such as Truck Driver, Plant Operator, Engineer, etc.
  • Position Instance - One specific “Job” within the “Job Type”. For example, an organization may have the position of Truck Driver, and then have 50 position instances of that Truck Driver comprising its Trucking division. Position instance is not equivalent to headcount.
  • Primary Planner - For a given plan or subplan, the primary planner can take planning actions, submit plans, add or remove co-planners, and change the primary planner. There can only be one primary planner per plan.
  • Subplan - One part of a larger headcount plan. A subplan, along with other subplans, rolls up into one larger plan in a headcount planning approval workflow. Subplans are assigned in a top-down direction and are completed/approved in a bottom-up direction.

Security

The following permissions apply to this functionality.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Work Force Planning - Administrator Grants access to the Headcount Planning page. Users with this permission can also create new headcount plans for any part of the organization, as well as create subplans that have been assigned to them. Administrators can only view plans that they have created or to which they were assigned as a Co-Planner or Primary Planner. This is an administrator permission. Core Administration
Work Force Planning - Owner Grants owner-level access to plans. Users with this permission can view their assigned plans and can create plans. This permission cannot be constrained. Core Administration
Work Force Planning - Reporting Analyst Grants reporting analyst-level access to plans. Users with this permission cannot create plans or edit plan metadata. This permission cannot be constrained. Core Administration
Work Force Planning - Subplanner Grants the ability to complete subplans that have been assigned to the user as a Primary Planner or a Co-Planner. Users with this permission cannot create new headcount plans or view all plans. Within the plans assigned to them, users can assign subplans to their direct reports. Core Administration

Permissions and Their Functionality

The following table shows which functionality each of the Planning permissions can access:

functionality Administrator owner subplanner reporting analyst
View Plans Yes - can view all plans Yes - can view assigned plans Yes - can view assigned plans Yes - can view all plans
Edit Plan Metadata Yes - can edit metadata within all plans Yes - can edit metadata within assigned plans No - cannot edit metadata No - cannot edit metadata
Export Plans Yes - can export all plans Yes - can export assigned plans Yes - can export assigned plans Yes - all plans
Create Plans Yes - can create plans Yes - can create plans No - cannot create plans No - cannot create plans
Add/Edit Positions Yes - can add/edit positions in all plans Yes - can add/edit positions within assigned plans Yes - can add/edit positions within assigned plans No - cannot add/edit positions
Assign Subplan Yes - can assign subplans in all plans Yes - can assign subplans within assigned plans Yes - can assign subplans within assigned plans No - cannot assign subplans
Assign Co-Planners Yes - can assign co-planners in all plans Yes - can assign co-planners within assigned plans Yes - can assign co-planners within assigned plans No - cannot assign co-planners
Approve/Reject Subplans Yes - can approve/reject subplans in all plans Yes - can approve/reject subplans within assigned plans Yes - can approve/reject subplans within assigned plans No - cannot approve/reject subplans
Bulk Subplan Assignment Yes - can bulk assign subplans in all plans, once Yes - can bulk assign subplans within assigned plans, once No - cannot bulk assign subplans No - cannot bulk assign subplans
Edit Restricted Attributes Yes - can edit restricted attributes in all plans Yes - can edit restricted attributes within assigned plans No - cannot edit restricted attributes No - cannot edit restricted attributes