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 edit a plan datasheet and/or submit a proposal:
Admins can edit all plan datasheets in their assigned plan(s) and submit proposals on behalf of Planners. Planners can edit their assigned plan datasheet and submit their proposal. Collaborators can edit the plan datasheet and submit a proposal for their assigned plan(s). Assigned planning participants can view all plan data within their scope of plan access, regardless of their viewing limitations (e.g., compensation and budgets) associated with their assigned permissions in Built. Learn more about headcount planning permissions.
From the main menu, navigate to the Headcount Planning page.
Click the plan, then click the appropriate link to open the planning environment you’d like to view.
Review the plan datasheet.
Notes about reviewing plan data:
Data cells and rows containing changes will be highlighted for easy reference. Additionally, tools within your plan datasheet allow you to group data based on specific attributes, apply filters, hide or freeze data columns, and view summarized stats for each numeric data column.
Visualize reporting relationships, analyze metrics, and more by navigating 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 to reflect changes you want to propose using the following options:
To propose a new position, click the + Add Position button. Newly added positions will appear at the top of the datasheet.
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 access additional options, click the three-dot menu in the leftmost column for any position listed and click the desired option:
Duplicate Position: A new position will be proposed. Duplicated positions will appear below the original.
By default, the position’s start date will be set to the first day of the plan.
Eliminate Position: Removal of the currently active position will be proposed.
Revert Changes: Proposed changes will be reversed.
Restore Position: The proposed elimination will be reversed, and the position will be restored to its previous state (unchanged or modified).
Exclude/Include Position: This selection determines whether the new position will be included in the proposal once submitted.
Delete Position: The newly added position will be permanently removed from the planning environment.
Notes about editing a plan datasheet:
Bulk editing allows you to apply planning changes across multiple positions at once.
Assigned Planners without Admin privileges cannot propose changes to their own position. Planners cannot draft changes to a subordinate’s data within their planning environment until the subordinate’s proposal has been submitted.
For planning environments with assigned budget targets, budgeted base pay rates must be entered for each active position, besides the Planner’s own position, covering the plan’s timespan.
When compensation data is included in the plan, calculations include annualized base pay rates and all variable pay. When position budget data is included, calculations include annualized budgeted base pay and variable pay. Hover over a value to display a detailed breakdown. Before proposing compensation changes, ensure the appropriate columns are displayed. To show the hidden columns, click the arrows between the column headers.
When you’re ready, click the Submit Proposal button. Optionally include a note in the field provided before clicking Submit Proposal to confirm this action.
Applying Bulk Changes Across Multiple Positions
Apply planning changes to multiple positions at once, such as merit increases across your organization.
First, ensure the data you want to edit is displayed in the plan datasheet.
When making bulk changes, first ensure that the appropriate columns are selected in your plan. If the data is included in the plan but the column is hidden in your planning environment’s datasheet, click the expand icon between column headers to display it.
Only columns displaying a checkbox currently support bulk changes.
Next, determine the scope of your bulk changes.
You can apply bulk changes to all of the positions in the plan datasheet, or limit your selection:
Include only certain departments, titles, etc., by first applying the desired filter(s) to your datasheet.
Select only a portion of the data cells in the desired data column using one of the following keyboard commands: To select consecutive data cells, click and drag, or hold the Shift button while left-clicking the mouse. To select non-consecutive data cells, hold the Command (Mac)/Control (Windows) button while left-clicking.
Select an entire column by hovering over the desired column header, clicking the checkbox at the top of the column, then clicking the appropriate icon in the upper-left corner of the table.
You cannot apply bulk changes to multiple columns at once.
Then, to apply bulk changes, click the desired option in the upper-left corner of your datasheet:
Edit: Enter the appropriate value and effective date before clicking Save.
If left blank, the effective date will default to the first day of the plan.
Clear Values: This option removes all currently selected existing values. Click Clear Values to confirm this action.
Revert Changes: Select this option to return values to their previous state.
This option only appears when the selected cells include at least one planned change. If changes have been previously applied, you’ll also have the option to choose which changes are reverted by selecting New Changes or All Changes.
Notes about applying bulk changes:
When a column header’s checkbox is selected for bulk editing, checkboxes for other columns are disabled.
When applying bulk changes, positions that are uneditable due to permission limitations or planning approval workflows (e.g., subordinate Planners haven’t yet submitted their proposal) will be identified via a banner alert at the top of your datasheet.
Specifying Effective Dates for Proposed Changes
Setting effective dates for your proposed changes allows you to specify when each change should be implemented within the plan’s timespan.
Notes about effective dates:
Effective dates will be set to the plan’s start date unless otherwise specified.
Positions with more than one proposed change will display “Multiple” in the Effective Date column. Hover over the data cell to display the effective dates, or click the cell to edit the dates.
For newly proposed positions, effective dates can only be specified for the positions’ start and end dates. All other changes will be effective as of the positions’ start dates.
When a Manager’s position is eliminated, the effective dates for resulting reassignments or eliminations of their direct report(s) will be automatically set for the effective date of the Manager’s elimination, preventing a lapse in the reporting structure. Additional changes to the individual(s)’ reporting relationships proposed after the Manager’s elimination will be automatically set to the elimination date (and overridden if otherwise specified).
When editing multiple compensation values for an individual (e.g., base pay rate and bonus), changes will share a single effective date.
Notes about editing a plan datasheet and submitting a proposal:
The following position data cannot be edited: Filled By (Name), Filled By (Employee ID), Job Level, Open/Filled, Pay Grade, Position ID, 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.
Currently, employee leave statuses cannot be visualized in headcount plans and do not inform planning metrics, compensation, or budgets.
All subordinate proposals must be received before a proposal can be submitted.
Once a proposal is submitted, plan data will be updated to reflect changes made on the official chart, regardless of whether 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. If reporting relationships change on the official chart during the plan’s timespan, positions within the plan will be moved to the appropriate planning environment.
Submitted proposals will be added to the planning environment directly above in the plan hierarchy. The top-level proposal will be added to the planning environment for the entire organization.
Monitoring the Plan Status
Once you’ve submitted the proposal, a banner will appear indicating who the proposal was sent to based on the plan hierarchy. The individual will be notified via email and invited to review the proposal. Once all proposals have been received and the plan is approved by an Admin, you will be notified via email. The plan status can also be monitored on the Headcount Planning page. Learn more about utilizing your headcount plan data.
Please contact our Customer Success Team for additional assistance.
Once the plan is approved, you can reference the original proposal from your Approved Plan datasheet by clicking the three-dot menu in the upper-right corner and then clicking View Original Proposal.