Whether you’re a planner, co-planner, or reviewer, once an event is launched, you’ll have access to your worksheet. From worksheets, Workforce planning Admins can see all planners’ positions—both Filled and Vacant. Worksheet statuses include:
- Ready for planning
This status will only be relevant before the event launch.
- In progress
- Under review
- Pending approval
Only after all worksheets have been reviewed, will you have the option to Share with approvers. Once you share, all worksheet statuses will be Pending approval.
How to manage worksheets
Based on your permissions, you’ll be able to see three tabs: Manage, Plan, and Co-plan. Only a Workforce planning Admin can access all planners' worksheets, including submitting on behalf of them, sending back, and editing co-planners’ worksheets. Whether you’re a planner or a viewer, you’ll be able to access your own or your sub-org’s worksheets. As a co-planner, you can collaborate and co-plan on worksheets.
- To access your worksheet, click your name under Plan and review.
- Click Actions to Edit, Cancel, Reopen, Duplicate and Delete positions.
Note: Cancel is available for your baseline positions, whereas Delete is available for requested positions.
- Click Add position to add a position to be reviewed by the reviewers and co-planners.
Note: Admins can add positions before this stage.
- Enter the New position details:
- Enter the Position ID. If you manually create a new position, a unique position ID will be automatically generated. You can choose to change it but each position ID must be unique. A position ID has a min of 3 characters and a max of 12, and you can use any characters.
- Select the Effective Date from the calendar. This is the date from which this position is budgeted and should be filled.
- Select the Expected Start Date from the calendar. This is the practical date on which the forecasted position can be filled and is most likely estimated or committed by the Talent Acquisition team and is how they are measured. This date must be equal to or after the Effective Date, but not before.
- Select the Manager Position ID from the drop-down menu.
Tip: It's recommended to add this information as the manager’s position ID will allow the creation of a hierarchical org structure in the future.
- Select the Position Type from the dropdown menu (optional). To customize, click Edit list, enter the position type needed and click Save. You can order position types by dragging them using the three-lined icon.
- Enter the FTE%. This is the numeric field that represents the time spent at a job, e.g., 50% or 100%. On the position management dashboard, the final calculation will indicate the number of positions alongside the number of total FTE. In this case, the second can be smaller than the first.
- Select the Employment Type from the dropdown menu (optional). To customize, click Edit list, click + Add to enter the employment type needed, and click Save. You can order position types by dragging them using the three-lined icon. Employment type is taken from a company’s existing list in employees’ Employment tables.
- Select the Department from the dropdown menu. To customize, click Edit list, click + Add to enter the department needed, and click Save. You can order departments by dragging them using the three-lined icon. Department is taken from a company’s existing list on employees’ Work tables.
- Select the Site from the dropdown menu.
- Select the Job from the dropdown menu and click Save. Jobs are taken from the previously created Jobs list. To learn more, see Set up a Job catalog.
- Select the Recruitment Status from the dropdown menu from Open, On Hold, or Closed (optional).
Tip: It's recommended that you do complete this field as you can report on it. This report can be compared to other reports, e.g., your external ATS report.
- Enter the Reason (optional). Enter your reason for creating the position.
Note: Additional position attributes can be included, depending on your process and needs, e.g., the name of the recruiter that a position is assigned to, a position’s base salary, and more.
Within the analytics pane on the right side of the worksheet page:
Notice the change from Baseline positions or FTE vs Post-plan after adding or canceling a position.
See the Growth Rate: The growth % is calculated based on the post-plan positions in comparison to the number of baseline positions.
See the Position breakdown: The changes made to the planning, eg., added, canceled, edited and unchanged positions.
How to review worksheet(s)
- Once a planner is pleased with their planning, they can submit it to the reviewer(s) for input and feedback.
- Reviewers, workforce planning admins, and approvers can view the planning using two visuals:
- Worksheets: A summarized view of all planners.
- Positions: A summarized view of all positions within the sub-org.
- Reviewers can send the planning back to planners to fine-tune and any other changes.
- After reviewers confirm that they are pleased with the planning, the worksheet status is Reviewed.
How to approve worksheets in Workforce planning events
Only after all worksheets have been reviewed, will you have the option to Share with approvers. Once you share, all worksheet statuses will be Pending approval. Approvers can approve worksheets by an individual worksheet or all simultaneously by clicking Approve.
How do I update Position management after the Workforce planning event's approval?
A Workforce planning Admin can go into the event and click Update positions. This will streamline all of the changes made in the event to the Position management page.
Can I cancel Occupied positions?
No, but you can cancel Vacant positions.
How do I Duplicate a position?
Use the up and down arrows to add the number of positions required from the same instance.