Workforce Planning: Details

Prerequisites

The following items are required to utilize the Workforce Planning Module

ADP BiDirectional Connector

Your ClearCompany account must be fully configured with either the WorkforceNow or TotalSource BiDirectional Connector

 Note

Clients not using the ADP BiDirectional Connector will be able to utilize Workforce Planning in a later release version

Roles V2

All clients were migrated to Version 2 of our role management on June 1, 2020. However if your account for any reason is not on this version of role management, please reach out to your Customer Success Manager to make that change

Fiscal Year

Prior to enabling Workforce Planning you must ensure your Fiscal Year is set correctly in ClearCompany. If the fiscal year is adjusted after the fact your models may not operate as intended.

By default the Fiscal Year is set to begin on January 1st. If you would like to change this, please follow the steps below:

1. Navigate to Tools -> Setup -> Goals Setup -> Goals Settings
2. Open the Fiscal Year dropdown and change the date. Changes will automatically be applied

 If you meet the prerequisites above and would like to purchase Workforce Planning, reach out to your Customer Success Manager for more details.

Permissioning

A new permission for this module has been added to ClearCompany, Workforce Planning Module

 Note

Only users with this new permission are able to access the full Workforce Planning Module

Outside of the full module, there are additional screens where Role Assumptions can be made per Role in your account. Role Assumptions screens can be accessed two ways: 

From the Workforce Planning Module

A user with the Workforce Planning Module permission can edit the Role Assumptions from within the module by:

1. Click Workforce Planning from the Tools Menu
2. Selecting a Role in the "Search for a role" dropdown or Scrolling down.
3. On the next screen, click the button labeled "Update Role Assumptions"
4. Under Update Role Assumptions, there will be information about Departments and Offices. Here Roles can be combined for workforce planning purposes.  The following information will be present as well:
   1. Budgetted Full-Time Equivalent (FTE)
   2. Days to Fill Opening and Start Date
   3. Pay Rate and Usual Hours per Week
   4. Annual Turnover Rates
   5. Ideal Tenure
   6. Ramping Milestones

From Roles Setup

A user who has the Roles Admin permission can also change these assumptions (but not access the full module) from the Roles setup by:

1. Navigating to Tools -> Setup -> Roles/Departments/Offices
2. Selecting a Role in the list
3. Clicking the "Planning" tab here
4. Selecting "Edit Data" in the upper right-hand corner

Role Assumptions

The assumptions which are defined per role can be thought of as "levers" which will change your model at the role specific level. These different "levers" include:

Assumption	Description
Pay Rate	Hourly or annual rate of pay
Hours per week	Hours worked per week
Annual Turnover Rates	Rate of turnover for this role, both externally (left company) and internally (changed role). Will be system calculated but can be overridden with manual input.
Ideal Tenure	The ideal tenure for a role is an estimate of how long an employee should remain in the role in order to maximize their productivity. Too short a period results in not mastering competencies to a fully effective level. Staying too long may result in lower engagement and lower productivity, even if competencies have been mastered.
Ramping Milestones	These milestones are the stages that someone new to the role goes through in order to become fully effective in the role (i.e., fully ramped). The time it takes someone to fully ramp in a role will likely be different based on whether the person comes into the role from outside the company or from inside (take that into consideration when updating these values). The percent effectiveness is a way to indicate how effective an employee is once they reach that milestone (the last milestone should indicate that an employee is 100% effective once they reach the milestone).

Navigating Workforce Planning

Workforce Planning Dashboard

To interact with Workforce Planning, Navigate to Tools -> Workforce Planning. Here you will find the Company Budget section at the top, and then the top ten roles with possible headcount gaps.

In this view, you can see the Budgeted, Projected and Actual FTE and if a certain role is over or under budget. You can switch your fiscal year view by changing the selection in the drop down in the upper righthand corner. This will change the data displayed for all roles and the company budget.

Clicking onto the role name of the default displayed roles will allow you to edit the role plan or you can search in the upper left for a specific role you’d like to review.

Edit Role Plan

On this page you can view and modify the budgeted FTE for the role and see how it impacts your fiscal year plan for the role.

At the top, you can change the number of budgeted FTE and see how your year’s goals are impacted. You can remove or include certain data pieces in this graph, by clicking the associated item at the bottom:

People Flow

Here you can update your people flow goals. For example, if you know your longest tenured employee is up for a promotion come your performance review season in December, you can plan for one of your headcounts to be budgeted as an internal turnover:

Temporary Adjustments

Here you can make any temporary adjustments to your role as necessary, calculating impacts that furloughed employees or pay cuts impact the larger picture.

You can also update your Role Assumptions from this page. See above for more information on updating Role assumptions.

 Tip

Ignore temporary adjustments when hiring or expanding headcount unless you are doing an increase in hours, increase in overtime, or bonuses.

When you’re finished editing your plan, click “Publish Plan to Organization”.

FAQs

Can you download, print, or export information?

Not currently. This functionality is on our roadmap of future releases.

Who can see salary information within the Workforce Planning module?

Only users given the Workforce Planning permission. Users with HR Admin permission can also see this information on the user profile.

Can I save a model?

Not currently. This functionality is being considered for future releases.