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Creating a Personnel Sheet

Describes how to use a modeled sheet template to create a Personnel sheet.

This topic walks you through setting up a typical Personnel sheet. You start with a modeled sheet template for Personnel and then customize it.  There are several tasks required to create and customize the sheet. Refer to the Table of Contents for details. 

Create Personnel Dimensions 

It saves time to create the needed personnel-related dimensions before starting on the sheet.

To create dimensions for the personnel sheet, do the following:

  1. Navigate to: Modeling > Model Management and click Dimensions.
  2. Create dimensions for identifying employees, such as Region or Job Code. You do not need to select a dimension type.

  3. Create values for each dimension. For example, a dimension called Region may have values of North America, South America, and Asia.

Refer to Dimension Administration for detailed instructions.

Create a New Personnel Sheet 

To start creating a new Personnel sheet:

  1. Navigate to: Modeling > Model Management, then click Level Assigned Sheets.

  2. Click New Sheet.

  3. Enter a Sheet name.

  4. Create a new sheet. Select Modeled (for the sheet type) and Personnel (for the sheet template).

  5. Add an Account code prefix, then click Next. A Sheet Summary appears.

  6. Click Columns and Levels to view the columns that are already included on the sheet. You can edit, reorder, or delete them as desired. The columns are:

Last Name (Text), First Name (Text), ID (Text), Level (Required column), Benefits (Text Selector), Start Date (Date), End Date (Date), Hr/Week (Number), Pay Rate (Initial Balance), and Per (Text Selector)

  1. The personnel sheet template includes calculated accounts. Click Display Columns on the left side to view them.

You can add these accounts to the sheet and modify them. The best practice is to leave these accounts as is, except you may want to modify the Benefits cal­culation. You can modify Benefits by navigating to Sheet Summary > Modeled Accounts.

The automatically-created accounts are:

  • Partial Headcount
    monthfraction(ROW.StartDate,ROW.EndDate,this,30)
    This formula calculates the portion of the month an employee should be paid for. In the month of hire (month of start date), this is likely to be a partial month.
  • Headcount
    if(month(this) >= month(ROW.StartDate) and (isblank(ROW.EndDate) or month(this) <= month(ROW.EndDate)), 1, 0)
    This formula calculates headcount.

  • Hours
    ROW.HrPerWeek*ROW.PartialHeadcount
    This formula calculates hours worked per month by an hourly employee.

  • Salary
    ROW.PartialHeadcount* if(ROW.per="Hr",ROW.HrPerWeek*(2080)/(480), 1/12)
    * ROW.PayRate

    This formula calculates an employee’s monthly salary.

  • Benefits
    ROW.Salary * if(ROW.Benefits="Yes", (10)/(100), 0)
    This formula calculates benefits as a percentage of salaries.

Pay Rate is another calculated account. This account is associated with the initial value element, which is included with the personnel sheet by default.

  • Pay Rate
    if((month(this) > 0) AND ROW.Headcount=1 AND (((month(this) - month(ROW.StartDate) > 1) AND ASSUM.RaiseMonth = 0 AND fiscalmonth(this) = fiscalmonth(ROW.StartDate)) OR (ASSUM.RaiseMonth = Month(this))),ROW.PayRate[time=THIS-1]*ASSUM.RaisePct, 0)
    This formula calculates an employee’s pay rate, including any planned raises. Users can to enter each employee’s initial pay rate. Subsequent months’ pay rates are calculated based on the previous month’s rate and a raise assumption.

Review and Update Benefits Expense 

On the template personnel sheet, benefits expense is calculated as 10 percent of salaries for all employees who have benefits enabled. The benefits choices are:

  • No (default for new employees.)
  • Yes

You can modify or delete this benefits calculation.

Select Benefits (in the center pane) and review the choices (in the right pane). You can rename the default choices of Yes and No, add new choices (for example, Full-timePart-time), or use the arrow keys to reorganize the choices. The first choice in the list is the default when users add a new row to the Personnel sheet. 

These  benefits choices are used in a calculated account called Benefits, with this for­mula:

ROW.Salary * IF(ROW.BenefitsSelector="Yes", (10)/(100), 0)

If you modify the Benefits choices, this formula may need to be modified as well. For example, if additional choices are added beyond the simple Yes and No, you may need to add a value lookup to this column and update the calculated account to reference the lookup.

To modify the benefits:

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

  2. Locate your Personnel sheet and click Edit.

  3. On the Sheet Summary, click Columns and Levels.

  4. Select the Benefits column, update the Text selector items.

Add any new items (for example, Part-Time or Canada), and edit or replace the existing Yes and No items.

If any of the text selector items are in use in the sheet, they cannot be deleted or renamed.

Add a Value Lookup 

You can use value lookups to translate information users enter on a sheet into calculated account values. Monthly lookups can be added for a custom dimension or text selector. For example, the Yes/No text for Benefits choices.

If you edited the sheet to offer more Benefits choices (other than Yes or No), you need to add a lookup. 

To add a value lookup for Benefits:

  1. Select Benefits (center pane) and scroll down to Value Lookups (right pane).

  2. Expand Value Lookups and click Add new value lookup.

  3. Add a Name for the lookup (for example, BenChoices).

  4. Specify your preferences for Display As and Decimal Places.

  5. Click OK to add the new lookup, then click Save  to save changes to the sheet. 

  6. Select BenefitsValue Lookups and click Edit  (next to Ben­Choices). A page appears with a row for each Benefits choice you created (Yes, No, and so on).

  7. Enter the desired values (formula or number) for each Benefits choice, then click Save .   

Update the Calculated Account

After you create the lookup, the next step is to modify the Benefits calculated account so that it includes the BenChoices lookup in its formula.

To update the calculated account:

  1. Return to the Sheet Summary for your Personnel sheet. Notice there's a new Value Lookups link on this page. This link appears because you added a value lookup. 

  2. Click Modeled Accounts. When the Accounts page appears, select the Benefits calculated account.

  1. Scroll to Data Type (right pane).

  1. Enter a new formula which multiplies salaries by the new lookup. For example:

ROW.Salary*ROW.BenChoices

  1. Click Save  to save your changes to the sheet.

You can modify the choices in the Per column the same way as described for the Benefits column. The default choices are per Yr and per Hr. These Per choices are used in a calculated account called Salary. If the Per choices are modified, the Salary account formula may need to be modified as well.

Review Salary Raise Assumptions 

The Personnel template already contains two sheet assumptions designed to determine how employees’ salaries and wages are automatically increased over time. You can mod­ify or delete these assumptions.

The assumptions do not contain any values, so you need to update them for salaries to be automatically increased.

To update raise assumptions:

  1. Navigate to: Sheet Summary > Assumptions on your personal sheet. 
  2. You can enter raise assumptions to fit the following two scenarios:
  • Scenario #1: All employees receive raises in the same month, for example 5% every March. To set this up, enter the month number (in this case, 3) in all cells in the assumption titled Raise Month. Enter the raise percentage in all cells of the assump­tion titled Raise Percentage.

  • Scenario #2: All employees are to receive raises in their anniversary months. In this case, enter the month number as zero in all cells in assumption row titled Raise Month. Enter the raise percentage in all cells of the assumption titled Raise Per­centage.

  1. Click Save .

You can also create calculated account with the logic to have employees receive raises on their anniversary dates.

Adding Custom Dimensions (Optional) 

Depending on your model, it may be useful to include custom dimensions on the person­nel sheet. You can use dimensions for sorting and reporting headcount data. 

To add custom dimensions to the sheet, do the following:

  1. Find custom dimensions by navigating to Sheets Summary > Columns and Levels on your Personnel sheet.

  2. Click Elements > Dimensions (left pane) to view a list of available dimensions for the sheet. 

  3. One-by-one, select the dimensions you want to add (right pane) and drag them to the sheet canvas (center pane). In Dimension Properties, specify the Dimension Values to include for each dimension.

  4. For each dimension you want users to modify from the Sheet Viewer, select the dimension and select Edit dimension on sheet.

Set Sheet Properties

Sheet properties control To set the sheet’s properties, do the following:

  1. Click  (on the toolbar) to set the sheet properties.

  2. Click Security. If required, select Viewing this sheet or any of its rows requires Salary Level Detail permission. This prevents sheet users from seeing salary-related information, unless they have permission.

  3. Click Settings and make changes as desired. Refer to Set Sheet Properties.

  4. Click OK to save the property changes.

  5. Click Save  (on the toolbar) to save all changes to the sheet.

Linking GL Accounts to Modeled Accounts 

The values in the calculated accounts do not roll up to the Profit and Loss (P&L) until a link is made to the appropriate general ledger (GL) accounts. The GL salaries account (for example, 7000_01 Salaries & Wages) in every department can be populated with a formula, linking it to the calculated account(s) for Salaries.

To create a formula linking GL accounts to the calculated accounts for your Personnel sheet:

  1. Navigate to: Formulas.

  2. Select the GL salaries account that should display the results of the Personnel sheet calculations.

  3. Click Set Formula > Formula Assistant.

  4. Use the Formula Assistant to create a formula linking the GL salaries account to the appropriate modeled account.

  5. Click OK.

Enter Headcount by Job Position 

The personnel sheet created from the template does not have a timespan element. Users are not required to enter values in all the plan months that headcount will be present. The user specifies plans by individual employee, and specifies each employee’s start date, annual salary or hourly rate. The personnel sheet then calculates all of the resulting val­ues in the appropriate time periods.

Sometimes budget managers want to plan groups of employees hired in certain time peri­ods. For example, a user may want to plan for four new sales representatives to be hired in January, three more to be hired in March, and so on.

A solution to this is to have separate personnel sheets for different kinds of headcount planning. You can plan existing headcount on a personnel sheet, by person, as described above. Then, you can create a separate personnel sheet to accommodate future new hires by job position

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