Build Baseline

The build baseline stage is the first stage in workforce planing process

In order to know what your organization will look like in the future, you need to start with what it looks like right now

The build baseline stage allows the selection of the required Dataset to create a snapshot of the current state of the workforce

Baseline Dataset Requirements

The dataset used to build your baseline must be a POSITIONS type dataset and any text properties to be used as Planning Dimensions must be tagged aggregate. See Property Tags for further detail on applying property tags

When selecting the dataset to build your baseline it is important to understand how certain properties are used by workforce planning and the impact to the process if they are not included in your baseline dataset

The tables below detail the properties which are either required or recommended for your baseline dataset and the impact of not mapping the property when building the baseline or having invalid or blank property values in a row of your dataset

Planning Dimensions and Position Properties

Property Group Property Property Type Purpose Mandatory If property unmapped If row value blank If Row value invalid
Planning Dimensions Role cluster Text The functional dimension of the workforce enabling segmentation based on the type of work done Yes tagged aggregate Mandatory, baseline cannot be built Row is ignored and excluded from baseline Row is ignored and excluded from baseline
Planning Dimensions Business unit Text The organizational dimension of the workforce enabling segmentation based on a high-level organizational structure Yes tagged aggregate Either Business unit or Location must be mapped Row is ignored and excluded from baseline Row is ignored and excluded from baseline
Planning Dimensions Location Text The geographical dimension of the workforce enabling segmentation based on geographical location Yes tagged aggregate Either Business unit or Location must be mapped Row is ignored and excluded from baseline Row is ignored and excluded from baseline
Position FTE Number Full Time Equivalent A full-time position is 1 FTE A part time position less than 1 FTE No Headcount will be used so all positions equal 1 FTE Assumed value of 1 Row is ignored and excluded from baseline
Position Cost Number Enables cost analysis of planned impact No No costs calculated Assumed value of zero cost Row is ignored and excluded from baseline
Position Position start date Date Identifies if position exists at plan start, or when positions will be created in the future. No All positions assumed as existing before plan start Assumed position start date precedes plan start date Row is ignored and excluded from baseline
Position Position end date Date Helps to identify when positions will be closed. No All positions assumed as existing until end of plan Assumed position end date succeeds plan end date Row is ignored and excluded from baseline

Employee Properties

Property Group Property Property Type Purpose Mandatory If property unmapped If row value blank If Row value invalid
Employee Employee joining date Date Identify current employees and future joiners No All employees assumed as joined before plan start Assumed joining date precedes plan start date Row is ignored and excluded from baseline
Employee Employee leaving date Date Identify when known future employees will leave the org creating vacancies in plan No No known leaver will be calculated in plan. Leave reason not required Assumed non leaver Row is ignored and excluded from baseline
Employee Type of leaving Text Leave reason analysis Yes if leaving date mapped Must be tagged aggregate Mandatory if leaving date mapped, baseline cannot be built If leaving date is present row will be ignored and excluded from baseline Row is ignored and excluded from baseline
Employee Gender Text Gender ratio analysis No No gender analysis possible Value ignored but row still included in baseline Value ignored but row still included in baseline
Employee Date of birth Date Provides insight on age of workforce and required to identify filled positions in plan Yes Mandatory, baseline cannot be built Open position with no employee assigned Row is ignored and excluded from baseline
External Workforce Workforce Type Text Identifies positions in your baseline that are filled by external workforce No but must be tagged aggregate to be mapped All positions assumed to be internal workforce Position assumed to be internal workforce Row is ignored and excluded from baseline

Set up your Baseline

Selecting the Build Baseline option from the homescreen for a new Workforce Plan start the process of taking a snapshot of your current baseline data which will be used to build your workforce plan

Select Set up your baseline to continue

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Select your dataset

To select the baseline data:

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  1. Select the Select Dataset button
  2. This will open the dataset selection window displaying all datasets in the tenant
  3. Select the required dataset
  4. Select Continue

Once the baseline dataset is selected a summary of the dataset will be shown containing:

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  1. Dataset name
  2. Owner and Last Updated date
  3. Select Change dataset to choose an alternative dataset
  4. Select Next to progress to the Map Dimensions

Map Dimensions

This step enables you to select the properties in your dataset that will be used to slice the data for use in the plan

The minimum requirement is to select a property for Role Cluster that will group the roles in the dataset and one of either Business Unit or Location

Any properties that are to be used to slice the data must be tagged aggregate via the property manager for the selected dataset

For more detail see Property Tags

For each option select the required property from the dropdown list

The options for selection are:

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  1. Role Cluster: Group of roles either derived by clustering together individual roles due to similarity in activities, competencies and accountability's, or using a cross-section of role families and levels
  2. Business Unit: Segments of the organization, typically sliced by its main profit and/or cost centers
  3. Location: Segments of the organization sliced by geographical criteria

Map Position Properties

The next step to building the Baseline snapshot is when you map properties in your selected dataset to key properties in Workforce Planning

While none of these properties are mandatory it is recommended that you map these to your dataset to achieve the maximum insight from the Workforce Planning process

The Position Properties to be mapped are:

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  1. FTE: Measure of labour. It describes the labour as a fraction of the time a full-time employee (e.g. 5 days a week, 8 hours a day) can provide
  2. Cost: Total people cost as the sum of all cost incurred per person over the timeline interval
  3. Position Start Date: Start date for the position. Independent of the start date of the employee occupying that position. An empty start date implies that the position was created before the start date of the timeline
  4. Position End Date: End date for the position. Independent of the exit date of the employee. An empty end date implies that the position's end date extends beyond the end date of the timeline

Map Employee Properties

The employee properties to be mapped are:

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  1. Date of birth: Used to calculate age of employee for retirement. If mapped then any row with blank value will be assumed as a vacant position in baseline
  2. Employee Joining Date: The day on which a new employee joins your organization. If mapped then any row with a blank value is assumed as preceding the plan start date and included in initial supply
  3. Employee Leaving Date: The day on which an employee leaves your organization. If mapped then Reason for leaving becomes a mandatory property that must be mapped
  4. Reason for leaving: Mandatory if Employee Leaving Date is mapped
  5. Leave Reason category's: If Reason for Leaving has been mapped then each of the leave reasons in your dataset must be mapped to 1 of the 4 Leave category's:
    • Voluntary Leaving
    • Involuntary Leaving
    • Retirement
    • Early Retirement

Note: If Date of birth and Employee Joining Date are not mapped then all positions in baseline dataset are assumed as filled positions

External Workforce

Select the property used to identify external workforce

Property must be tagged aggregate to appear in selection panel

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Initial external workforce will be calculated from the baseline based on this property

Mapping Summary

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This screen summarises properties that have been mapped in your baseline

No changes may be made on this screen select the Back button to return to previous screens if any mapping changes are required

Preview Build

The preview build screen provides a summary of your baseline dataset across 3 sections:

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  1. Positions: Detail of the nodes in the dataset and any nodes excluded along with the exclusion reasons
  2. Initial Demand: The number of nodes included in the initial demand along with details of any not counted and the reasons for exclusion
  3. Initial Supply: The number of nodes included in the initial supply along with details of any not counted and the reasons for exclusion

No changes can be made on this screen. Select the Back button to return the Mapping Summary screen or Build Baseline button to Complete Build Baseline

Completing build baseline

Once all mapping has been completed select the Build Baseline button to create a snapshot of the original selected dataset and build the baseline for the Workforce Planning Process

This will present the completing build baseline window which will show a completion message once the Baseline has been successfully built with 3 options

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  1. Redefine your initial demand
  2. Demand Planning
  3. Supply Forecasting

At this point a copy of the originally selected dataset will be made and this will appear in your tenant named as per the original dataset with the suffix WFP snapshot yyyy-mm-dd

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  1. Original dataset
  2. Snapshot dataset

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