Creating and Updating Plans

Audience: Administrators

 

Overview

The Planning module is designed to facilitate organizational design exercises. Multiple planners can collaborate in real-time to restructure any branch of an organization.

The following article provides information on:

• Creating a plan
• Updating a plan
• Reviewing plan changes

Creating a Plan

1. Click on the Planning button on the left-hand side of the screen.

2. The Chart explorer is opened to the Planning tab. Double-click on an existing plan to open it, or click on the Create Plan button to create a new plan.

3. Enter the plan name, and then, optionally, add a description.

4. Search for the record that should be a the top of this plan. You can search for records by name or title.

5. Select the number of levels (beneath the record that you've chosen to be at the top of the plan) to include in the plan.

6. Choose an objective (i.e., Cost reduction, headcount reduction, relocation, or general organization design) of creating the plan. Reference the plan objectives article for more information.

7.  Optionally, search for users with whom you'd like to share the plan as a collaborator or view only user.

8. Click on Create button to create the new plan.

Updating a Plan

Plan owners, collaborators, and account administrators can add, delete, move, update and comment on records within a plan. Plans must be 'Active' in order to edit them.

The following section provides information on:

• Updating a plan record
• Handling subordinates while moving or deleting managers

Updating a Record

1. Open an existing plan, or create a new one.

2. Mouse over the box you want to update. The following toolbar is displayed.

   

3. Select from one of the available actions. The selected action determines which options within the record editor are enabled.

	Edit the current record.
	Add a subordinate record.
	Move current record to report to another manager. Note You can also click and drag a box over a new manager. Drop the box to update its reporting line to the new manager. Dragging and dropping a box will spawn the move change editor.
	Move current record outside of the plan.
	Remove current record.
	Add a comment.

4. After selecting an action, the record editor is displayed.

5. Use the Basic info, Additional info, and Comments tabs to access the fields that you'd like to update.

6. Plan owners and collaborators can click on the "Click here to add additional fields" hyperlink to add additional editable fields to the plan

Note

Users with row level (or conditional row level) security will not be able to add fields to this list that they are unable to see.

7. Optionally, update the Effective date for a change.

8. Click on Save to commit changes. Changes are logged in the Changes panel and can be viewed in several different 'modes.' Reference the Reviewing plan changes section below for more information.

Handling Subordinates - Moves

When moving a record (within or outside of a plan) that has subordinates, the following prompt is displayed:

Select one of the following options to handle subordinates:

• Roll up - Subordinates now report to their manager's previous supervisor.
• Move with manager - Subordinates still report to their manager.

Roll up example

In the example below, we will move Yi Guo to report into Thomas Maschler, rolling up the subordinates.

Before Roll Up - Yi Guo reports into Ariana Alisjahbana and  has two subordinates

After Roll  Up - Yi Guo now reports into Thomas Maschler. Yi Guo's subordinates were rolled up to report into Ariana Alisjahbana.

Move with manager example

In the example below, we will move Yi Guo to report into Thomas Maschler, moving the subordinates with their manager.

Before Move with Manager - Yi Guo reports into Ariana Alisjahbana and  has two subordinates

After Move with Manager - Yi Guo now reports into Thomas Maschler. Yi Guo's subordinates still report to Yi Guo.

Handling Subordinates - Deletes

When deleting a record that has subordinates, the following prompt is displayed:

Roll up - Subordinates now report to their manager's previous supervisor.

Disconnect from hierarchy - Subordinates are disconnected from the org chart. When plan overlay is disabled, you cannot see disconnected records on the plan.

Roll up example

In the example below, we will delete Victoria Pursell's record and roll up their subordinates.

Before roll up - Victoria Pursell reports to Allenisheo De Silva and has 4 subordinates.

After roll up - Victoria Pursell's record is deleted and their previous subordinates now report into Allenisheo De Silva.

Disconnect from hierarchy example

In the example below, we will delete Victoria Pursell's record and disconnect their subordinates from the hiearchy.

Before disconnect from hierarchy - Victoria Pursell reports to Allenisheo De Silva and has 4 subordinates.

After disconnect from hierarchy - With plan overlay disabled, the Victoria, nor their subordinates, no longer appear on the plan.

 

Reviewing plan changes

As users make changes to plans, changes are recorded in the Changes panel.

To see plan changes, click on the Changes option on the left side bar.

User can view plan changes in three different modes:

• Summary - Groups changes by change type (Add, Change, Comment, Delete, Move, Move out)
• History -  Groups changes based on when  the changes were made
• Timeline - Groups changes based on effective date

Use the tabs at the top of the Changes panel to change the mode in which you are viewing the plan changes.

Use the arrows to drill into and out of specific changes.

Records with multiple changes will have a + Show more option, so that you can review all the changes made to that record. 

Additional changes options

The following additional options are available in the Changes panel while reviewing plan changes:

	Filter out changes by type or show only conflicts.
	Export a summary of plan changes to Excel.
	Click to navigate to the selected record in the plan.
	Click to open the change editor for that record.

 

Viewing Plan Overlay

The plan overlay displays the symbols associated with the changes you've made to each record. While viewing plans, users can enable and disable the plan overlay. 

	Overlay is enabled. Symbols associated with the changes you've made in your plan are displayed.
	Overlay is disabled. View the final state of the plan.

 
Plan Overlay Enabled

Plan Overlay Disabled