Updating position-driven plans

Audience: Administrators and read/write users Edition: Pro

 

Overview

The Planning module is designed to facilitate workforce planning exercises. Multiple planners can collaborate in real-time to restructure and model future states of the organization.

OrgChart allows administrators and read/write users with access to Planning to create position-driven plans from their position-driven base charts. 

The following article provides information on:

• Updating employees on position-driven plans
• Updating positions on position-driven plans
• Show/hide change indicators
• Reviewing plan changes
• Exporting plan changes
• Managing plan conflicts

Updating employees on position-driven plans

The following actions are available for employee records in position-driven plans:

• Edit employee
• Assign or move employee
• Unassign employee
• Release employee

Editing employee records

You can update employee records on position-driven plans by using the following methods:

• Right-click on an employee that is assigned to a position, and then click on the Edit employee record option
   
• Click on an employee's name in the position modal
   
• Click on an employee's name in Table view

Editing an employee record opens the employee modal:

Within the employee modal, you can update basic info fields, including: assigned position, job title, location, and employee compensation.

You can also update additional fields by clicking on the Additional info tab, or add a comment in the Comments tab.

Assigning or moving employee records

You can assign an employee record to a position, or  move employee records to report to different position by using the following methods:

• Click and drag an employee into a different position
   
• Open the employee modal, and then update the employee's Assigned position
   
• Open the position modal, and then updating the Assignments section
   
• Click on the Assign button in a position chart box, and then assign employees to the selected position using the Employee list.
   
• Select a position, and then assign employees to that position using the Employee list.

Unassigning employee records

You can unassign employees from their current position. Unassigned employees can be found in the Employee list. You can assign an unassigned employee to a new position later.

Use the following methods to unassign employees:

• Right-click on an employee record, and then select the Unassign employee option
   
• Right-click on a position record, and then click on the Unassign employee(s) option
   
• Check the checkbox to the left of a position in Table view, and then click on the Unassign option
   
• Click on the x to the right of an employee's name under the Assignments section in the position modal

Releasing employee records

You can release employees from their current position. Released employees can be found in the Employee list. While released employees represent separated employees, you can still assign a released employee to a new position later.

Use the following methods to release employees:

• Right-click on an employee record, and then select the Release employee option
   
• Right-click on a position record, and then click on the Release employee(s) option
   
• Check the checkbox to the left of a position in Table view, and then click on the Release option

Updating positions on position-driven plans

The following actions are available for position records in position-driven plans:

• Edit position
• Move position
• Create position
• Clone position
• Close position
• Reopen position

Editing position records

You can update position records by using the following methods:

• Right-click on a position, and then click on the Edit position option
   
• Check the checkbox to the left of a position in Table view, and then click on the Edit position option

Editing a position record opens the position modal:

Within the position modal, you can update basic info fields, including: the position's title, the supervisory position, position department, position location, position start and end date, position budget and cost bands, as well as the employees assigned to that position.

Note

Position budget can be updated if it is a mapped field. If the position budget field is system generated, then this field cannot be directly updated. Instead, you can update cost band max and staffing target to see the position budget update accordingly. Reference the Compensation budget planning article for more information.

You can also add additional positions fields to modify by clicking on the Manage plan fields button under the Additional fields section.

Moving position records

You can move position records by using the following methods:

• Drag and drop a position record over a different position to update the position hierarchy
   
• Open the position modal, and then update the Reports to position field
   
• Check the checkbox to the left of a position in Table view, click on the Edit position option, and then update the Reports to position field

Creating position records

You can create new position records by using the following methods:

• Right-click on a position, and then select the +Create position option
   
• Click on the +Create position option in Table view

Creating a new position opens the create position modal:

With the create position modal, you can choose how many copies of the position you would like to create, which position the new position should report to, and additional information, such as the position's title and supervisory position.

Note

When you create a new position with an existing position selected, the create position modal will have some information inherited from the source position.

Cloning position records

You can clone positions, in order to create new positions with information pre-populated. This streamlines the position creation process, when you'd like to create several similar positions. You can clone positions using the following methods:

• Right-click on the position you want to clone, and then click on the Clone position option
   
• Check the checkbox to the left of a position in Table view, and then click on the Clone option

Closing position records

You can close a position using the following methods:

• Right-click on the position you would like to close, and then click on the Close position option
   
• Check the checkbox to the left of a position in Table view, and then click on the Close option

When closing a position that has employees, you will be asked how to handle them. You can either release or unassign employees that were previously assigned to the position you are closing.

Note

When a position is closed, the Staffing target for that position will automatically be set to 0.

Reopening position records

You can reopen closed positions using the following methods:

• Right-click on the closed position, and then select the Reopen position option
   
• Check the checkbox to the left of a closed position in Table view, and then click on the Reopen option

Note

When reopening a position, the employees that were assigned to the position at the time of closure will not automatically be reassigned back to the position. 

Show/hide change indicators

While making changes to employee or position records, you will see change indicators appear on boxes, indicating that the record has been updated. The following change indicators may appear on your plan:

Change indicator	Description
	An employee or position record has been changed. The change is not related to reporting hierarchy.
	An employee has been moved into a position or a position has moved to report to a different position.
	A new position has been added.
	A position has been closed.

Note

When multiple changes have been made to a single record, the most important change indicator is displayed. For example, if you've moved a record and updated the title, only the move indicator is displayed on the record.

You can choose to show or hide the change indicators, otherwise known a the plan overlay, by clicking on the eye icon in the top right corner of the planning interface. Hiding the plan overlay shows the plan in its final state. 

Plan overlay ON (Show change indicators):

Plan overlay OFF (Hide change indicators): 

Reviewing plan changes

In the Changes panel, plan owners, collaborators, and viewers can track all the changes that have been made within a plan.

The following options are available when reviewing changes:

Summary tab	Review all plan changes for employee and position records. Changes are bucketed by employee type or position type, and they are sorted alphabetically.
History tab	Review all plan changes for employees and position records. Changes are bucketed by the date the change was made. Changes made most recently appear at the top of the list. When mass changes have been made, 'Multiple' appears in the change list.
	Hover over a change, and then click to navigate to that changed record in the chart. If the record does not exist in the chart, you will be navigated to that changed record in the Employee list.
	Hover over a change, and then click to open the employee or position modal, where you can make additional changes or revert your changes.
	Hover over a mass change, and then click to see additional information about the change.
	Filter the change log by change type.
	Export the changes listed in the change log to Excel.

Exporting plan changes

Users can export the changes made in the plan to Excel, so that it's easier to action the changes in your HR system.

In order to export plan changes:

1. Click on the Changes tab while in a plan, and then click on the export icon.
    

   

2. An Excel document is downloaded to the browser. Open the document to view the plan changes. Position changes will be in the first tab, entitled "Change History Positions." Employee changes will be in the second tab, entitled "Change History_Holders."

   Positions tab
   
   
   
   Holders tab

   

Managing plan conflicts

While planning, you may synchronize your plan with your HR data to ensure that your plan remains up to date. At times, you may find that a change you made in your plan conflicts with a change made in the HR data. The following is a list of potential conflicts you may experience:

• A field value is changed in the plan, which differs from the field value changed in the HR system
• A field value is changed in the plan for a record that no longer exists in the HR system
• A reporting line is changed in the plan for a record that no longer exists in the HR system

A conflicts detected info banner appears in the planning Dashboard and Changes tabs when plan changes conflict with changes in your HR system after the most recent plan sync.

Click on the Resolve button to open the conflict resolution manager.

In the conflict resolution manager, you can choose between the plan value and the source data value (HR system value). In some instances, such as if a record is removed, you may need to choose a completely new value or resolve the conflict by reverting any changes.

The following screenshot shows a conflict in which a new reports to value must be selected, since the original one was removed in the source system:

Until a conflicted record has a conflict resolved, that record cannot be edited.