For customers of our Headcount Planning module.
When referring to assigned user roles and headcount plan roles, “Admins” encompasses all Company Admins, HR Admins, as well as Admins and Admin + Planners assigned to the plan. Likewise, “Planners” encompasses all assigned Planners and Admin + Planners. |
To adjust and/or approve a headcount plan:
Only Admins can approve a headcount plan. Learn more about headcount planning permissions.
From the main menu, navigate to the Headcount Planning page and click on the plan.
Click the link provided to review the plan datasheet for your organization.
Notes about reviewing plan data:
Hovering over the top of a column and clicking the three-dot menu will provide options to hide the column or freeze/unfreeze the column and those to the left of it. To show a hidden column again, click the expand icon.
You can visualize and manage reporting relationships, analyze metrics, and more by navigating to the Org Chart, Timeline, and Insights tabs at the top of the planning environment, better informing planning decisions. Learn more about managing planning environment data.
Edit values as needed using the following options:
To add a new position, click the + Add Position button.
To edit position data, click on a data cell or use the keyboard shortcuts in the table below to navigate to the appropriate cell.
To select additional actions, click the three-dot menu in the left-most column for any position listed and click the desired option:
Duplicate Position: A new position will be created.
Eliminate Position: The currently active position will be removed.
Revert Changes: The proposed change will be denied.
Restore Position: The proposed elimination will be denied, and the position will be restored to its previous state (unchanged or modified).
Exclude/Include Position: This selection determines whether the newly proposed position is denied or approved.
Delete Position: The newly added position will be permanently removed from the headcount plan.
Once you’ve made any needed adjustments, click the Approve Plan button in the upper-right corner. Confirm this action by clicking Approve Plan. A banner displayed on all plan pages will indicate that the plan has been approved. Planners and Admins assigned to the plan will be notified via email and invited to view the approved plan.
Once the plan is approved, you can view the original proposal for various planning environments by clicking the three-dot menu in the upper-right corner of the datasheet, then clicking View Original Proposal. Switch back to the approved plan by clicking Approved Plan within the three-dot menu. There is no option to view the original proposal for the entire organization’s planning environment because the approved plan data is identical.
Notes about adjusting and approving a headcount plan:
The following position data cannot be edited: Filled By (Name), Filled By (Employee ID), Job Level, Open/Filled, Pay Grade, Status, Submitted By, and Type. Compensation values can only be edited for an individual's primary position, ensuring values are counted only once. When managing shared position data, only compensation for the first individual listed can be edited. However, the Position Cost for Time Span column calculates compensation for all individuals sharing the position (as their primary position) and displays the combined cost.
When proposing a new Manager for a position (Reports To), positions with an end date cannot be selected.
The headcount plan cannot be edited once approved; however, plan data will be updated to reflect changes made on the official chart, regardless of whether or not changes were included in the plan. Planned changes implemented on the official chart will no longer appear in the plan. Data and planned changes for positions removed from the official chart will no longer appear in the plan. When reporting relationships change on the official chart, positions within the plan will be moved to the appropriate planning environment.
Creating Positions and Requisitions from an Approved Plan
New positions can be created directly from any active headcount plan, once approved. Customers of our Position Management module can also create requisitions for approved positions.
To create a position or requisition from an approved plan:
Only Company Admins and HR Admins can create requisitions or positions from any planning environment. HR Managers assigned as plan Admins can create positions from any planning environment within their assigned plans. Limited Admins with permission to create positions within their specified scope can do so from their assigned planning environment(s). Plan Admins can create requisitions from any planning environment within their assigned plans. Recruiting Admins, Planners, and Collaborators can create requisitions from their assigned planning environment(s). Learn more about managing user roles and permissions.
When viewing the Headcount Planning page, ensure the plan is active, then click on the plan.
If the plan is deactivated, a Company Admin or HR Admin must activate the plan before positions or requisitions can be created for approved positions.
When the plan opens, click the desired planning environment.
When the planning environment opens, click the three-dot menu, then click the desired option:
Create Requisition: The Create Requisition window will open, allowing you to enter the needed information before clicking Create Requisition. Once created, you can access the requisition by clicking the three-dot menu next to the approved position and then clicking View Requisition.
Add Position: The Add Position window will open, allowing you to enter the position details before clicking Add. Once created, the headcount ID will be replaced with the new position ID.
Notes about creating a position or requisition from an approved plan:
If the data for the new position or requisition varies from the proposed position, an alert will appear at the top of the window.
Only one position or requisition can be created for each approved new position.
Comparing Plan Data to Actual Data
For each planning environment in an approved plan, you can monitor implementation by comparing plan data with actual data on your official chart. Learn more about utilizing your headcount plan data.
Please contact our Customer Success Team for additional assistance.
Additional Resources
Creating and Managing a Headcount Plan
Editing a Headcount Plan Datasheet and Submitting a Proposal