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Adaptive Insights LLC.

Splitting Your Personnel Sheet into Two

Often, we recommend, as a best practice, to have 2 personnel sheets as it allows for better tracking different types of headcount. There are a couple of different uses for 2 Personnel Sheets:

  1. It could be the case that you wish to plan & track new headcount separately from existing headcount. In this case, you may want to have one sheet with hourly employees and another sheet that contains salaried employees, with some accounts & calculations being similar and some different ones. The setup of the 2 sheets will also differ as far as columns & dimensions go.

  2. It could also be the case (and this is more common that not) that you wish to separate new and existing headcount. Tracking these separately will allow you to not only have easier time planning, but also will allow you to make more accurate forecast for new headcount. In this case, you would want to have one sheet for new headcount and one for existing headcount.

  3. There is also a less ubiquitous reason for having multiple sheets and is usually applied in the education (higher ed) vertical. This distinction is made for different type of staff: executive, faculty, contract and regular staff, usually. It is recommended that in higher ed environments, workforce is planned separately in this way.

  4. Lastly, you may need to have a level-assigned personnel sheet that calculates everything relating to personnel expenses, minus salary and a user-assigned sheet assigned only to users that need to see salaries, and the user-assigned sheet will have everything personnel-related, including the salary calculation.

Now that we have covered some uses for multiple personnel sheets, let’s look at how to create them, and there are a few tips to make this process easier and more efficient.

Usually, during your implementation, there will be at least one personnel sheet included as virtually every customer needs one for workforce planning. If you decide that you can benefit from having multiple personnel sheets, then one thing that you can do is clone the existing personnel sheet by following these steps:

  1. Navigate to Modeling>Model Management>Level-Assigned Sheets.

  2. From there, select "Create New Sheet" option and the following page will appear:

  1. Here is where we want to clone the personnel sheet by selecting "Clone Sheet" radio button.

  2. You will need to give it a new name and a unique sheet code to designate it as the secondary personnel sheet. In my case, I decided to call the new sheet “Hourly Personnel.”

  3. Follow the wizard until the new sheet is created.

With this method, there is a downside. All the modeled rows will be copied with it as well from the original sheet. One thing that you can do to correct this is to erase all data in the newly created sheet by navigating to Modeling>Model Management>Level-Assigned Sheets>Find your new Sheet>Use the "Erase All Data" Button. This would be the easiest way by far.

An alternative to this method is to upload a blank modeled sheet via definitions. You may notice that modeled sheets will have an extra option next to the name in the sheet administration menu (Modeling>Model Management>Level-Assigned Sheets), called "Download". This allows you to download an XML file that contains all the given sheet's definitions. Definitions in this case are the name, code, prefix, accounts and their internal IDs as well as columns and dimensions. Once this file is downloaded, you can open it via a developer editor, such as Notepad++. Once there, you will need to make sure that you change the prefix, the name and the code and save this file as a copy on your desktop. You can change these to signify whichever purpose you need a secondary personnel sheet for. It will remain an XML file.

Lastly, you can navigate to Modeling>Model Management>Level-Assigned Sheets and click on the "Upload New Modeled Sheet" button. Upload the newly created XML file and now you will have an extra modeled sheet in your system that is completely blank.

 


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