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xP&A HXM Workforce Planning - Get to know the Operational Workforce Planning Content part of the xP&A Business Content Suite

This tutorial will provide you with an overview and run through of the content in order for you to get familiar with the standard workflow as well as the capabilities of the content.
You will learn
  • all basics of the Human Experience Management (HXM) Operational Workforce Planning content package for SAP Analytics Cloud
  • how to define the plan horizon, the reference period for the seeding algorithms and the dimensions you want to plan on (step 5)
  • how to set up central cost parameters, how to prepare your data for the planning process and how to pre-populate different planning versions using the Application Configuration planning application (step 6)
  • how to enter your planning assumptions on an aggregated level for internal and external workforce by using the Aggregated Planning planning application (steps 7 and 8)
  • how to enter your planning assumptions on an employee level for internal workforce using the Detailed Planning planning application (step 9)
  • how to prepare your plan data for its transfer to the integrated financial planning by using the Prepare Results for Financial Plan For SAP S/4HANA planning application (step 10)
  • how to check your actual and plan data by investigating your target state and comparing different versions by using the Reporting story (step 11)
Rudolf LindtOctober 13, 2022
Created by
RudolfLindt93
October 12, 2022
Contributors
RudolfLindt93
RudolfLindt93

Prerequisites

A detailed documentation can be found in our Content Package User Guide.

In case you have any questions or require further support, please use to the SAP Blog question form to reach out to us.

If you are interested in more xP&A topics, related business content packages, or videos showing the content in action, feel free to check out our community page Extended Planning & Analysis Business Content.

  • Step 1

    In this step you will learn how to navigate to the folder which contains all SAP Analytic Cloud content packages.

    1. Login to your SAP Analytics Cloud tenant using Google Chrome.

      INFORMATION:

      In order to get the best experience, it is recommended to use Google Chrome as it offers the best compatibility with SAC.

      Other browsers can be used as well but are not supported by SAP.

    2. In the SAP Analytics Cloud Menu, navigate to the Files section.

      xP&A Workforce Planning
    3. Access the content package folder.

      • You can access the content package folder by either navigating to the Public folder first and looking for a folder named SAP_CONTENT, or by using the search function in the top-right corner.
      • In case you want to make use of the search function, simply enter the term SAP_CONTENT into the search bar.
      xP&A Workforce Planning
      • The folder SAP_CONTENT contains all objects required to run SAC content. Here you can find your installed content from the content network provided by SAP.
      xP&A Workforce Planning
  • Step 2

    Now that you learned where all the SAP Analytics Cloud content packages are stored, you need to find the SAP Human Experience Management (HXM) Workforce Planning content.

    1. Look for the SAP Human Experience Management (HXM) Workforce Planning content package by using the search bar.

      • In order to do so, please use the keyword xP&A or HXM
      • In the result list, click on the folder SAP_HXM_Workforce_Planning with the description xP&A – Human Experience Management (HXM) Workforce Planning
      xP&A Workforce Planning
    2. Run the Workforce Planning content package.

      • The folder SAP_HXM_Workforce_Planning contains all planning applications and the reporting story.
      • To run the Workforce Planning content, please click on the application called WFP - Overview Page (SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE).
      xP&A Workforce Planning

      INFORMATION:

      • The application SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE serves as a starting point and allows you to access all of the other resources during run time.
      • In other words, you do not need to access the remaining applications by manually launching them from the Files section. Instead, you can open them from inside the SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE application.
  • Step 3

    Before jumping into the different applications which are accessible through the landing page of this content package, it is necessary to understand what the individual applications are for and which use cases they cover.

    1. Overview Page

      xP&A Workforce Planning
      • By having opened the application WFP - Overview Page (SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE), you entered the Home Screen of the Workforce Planning content package.
      • The overview application serves as the central entry point for all personas and helps to navigate through the content package.
      • In the lower half of the application, you can see three sections which cluster the different components of the application.
      • Those sections contain hyperlinks, which redirect the responsible persona (e.g. the controller, the HR business partners, the cost center manager or anyone from the finance department) to the relevant application.
      • In addition, this application also provides a high level reporting section in the top-left corner where you see the number of existing headcount, planned hires and the estimated costs for a given year.
    2. Configure Application and Parameters

      xP&A Workforce Planning
      • The section Configure Application and Parameters contains a link to the planning application Application Configuration (SAP__HR_BPL_IM_WFP_CENTRAL_ASSUMPTIONS)
      • This application marks the start of the planning process and allows you to set up all central cost parameters and assumptions for a plan version of your choice
      • The cost parameters maintained in this application are required for all of the cost calculations which happen in the course of the planning process
      • This application is designed for the controller persona
    3. Plan FTE Demands and Costs

      xP&A Workforce Planning
      • The section Plan FTE Demands and Costs provides access to different applications which allow you to perform planning activities in the different scenarios.
      • The applications Aggregated Internal HC Plan (SAP__HR_BPL_IM_WFP_AGGREGATED_INTERNAL) and Aggregated External HC Plan (SAP__HR_BPL_IM_WFP_AGGREGATED_EXTERNAL) allow you to plan on an aggregated level. These applications are covering use cases of an the HR business partner persona.
      • The application Detailed Internal FTE Plan (SAP__HR_BPL_IM_WFP_DETAILED_INTERNAL) allows you to plan on an employee level. This application is covering the use cases of a cost center manager persona.
      • Furthermore you can also find a link to the application Prepare Results For Financial Plan For SAP S/4HANA (SAP__HR_BPL_IM_WFP_PREPARE_IFP) which enables you to prepare your planning results for an integration into the IFP data model in order to round up the xP&A scenario. This application is designed to support the tasks of a financial planner responsible for reconciling and integrating the workforce planning process with the integrated financial planning process.
    4. Reporting

      xP&A Workforce Planning
      • The section Reporting contains links to different parts of the reporting story SAP__HR_BPL_IM_WFP_REPORTING.
      • The reporting story provides standard reports to compare different plans and also supports rolling reporting. Inside the story, you can update your actuals at any time and compare your performance with the plan version in order to derive actions for your business.
    5. Introduction Video

      Additionally, you can also check out our two-minute introduction video below to understand the content package better and get a glimpse into the applications.

      xP&A HXM Workforce Planning
  • Step 4

    As a last preparation step, it is required to understand the navigation concept of the content package in order for you to use it properly. In this step, you will learn about the meaning and the functionality of all the buttons as well as other UI elements.

    1. Home button

      xP&A Workforce Planning
      • Each planning application apart from the Overview Page (SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE) has a Home button located on the top-left corner
      • Clicking on the Home button will always bring you back to the Overview Page (SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE)
    2. Ask a question button

      xP&A Workforce Planning
      • This button can be found in each planning application of this content package (apart from the Overview Page) and is located at the top-right corner
      • By clicking on the Ask a question button, you will be redirected to an SAC community page which offers you the possibility to post a question related to this content package
    3. Get Involved button

      xP&A Workforce Planning
      • This button can be found in each planning application of this content package (apart from the Overview Page) and is located at the top-right corner
      • By clicking on the Get Involved button, you will be redirected to an SAP Influence Program page which provides you with the opportunity to post your wishes related to to this content package
    4. Learn More button

      xP&A Workforce Planning
      • This button can be found in each planning application of this content package (apart from the Overview Page) and is located at the top-right corner
      • By clicking on the Learn More button, you will be redirected to an SAC Community page which provides more information about the workforce planning applications and other xP&A related topics.
    5. Show/Hide Header button

      xP&A Workforce Planning
      xP&A Workforce Planning
      • These buttons can be found in each of planning application of this content package (apart from the Overview Page) and are located at the top-right corner
      • The Hide Header button hides the complete header section, which is useful in case you require more space for the planning tables
      • The Hide Header button changes to a Show Header button after its activation. By pressing the Show Header button, you can unhide the header section again
    6. Steps description field

      xP&A Workforce Planning
      • Such a text field can be found in each planning application of this content package (apart from the Overview Page) and is located at the top-left corner
      • This description field serves as a rough guideline and describes the intended workflow within each of the planning applications
    7. Filter button

      xP&A Workforce Planning
      • This button can be found in each planning application of this content package and is located at the top-left corner
      • By using this function, you can filter all tables and charts down to specific members of the given dimensions for an eased data entry and reporting.
    8. Version button

      xP&A Workforce Planning
      • This Version button is located next to the comparison charts in the header section of each planning application which is part of the Plan FTE Demands and Costs section of the Overview Page (SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE) application.
      • By pressing on this button, a dialogue is opened which allows you to select different versions you want to compare your data against
      xP&A Workforce Planning

      INFORMATION:

      Initializing plan data for more than one plan level in the aggregated planning scenario will lead to duplicate results for the Aggregated_Plan version in the charts

    9. Collapse/Expand lanes button

      xP&A Workforce Planning
      xP&A Workforce Planning
      • This button can be found in each planning application of this content package containing a table widget and is located at the top-left corner of each table
      • Clicking on the triangle icon next to the table header allows you to expand or collapse the corresponding table in order create more room for a particular table
      • This interacts with the Show/Hide Header button and allows you to use a maximum of space for a planning table when entering your data
    10. Confirm button

      xP&A Workforce Planning
      • This button can be found in each planning application of this content package and is located at the top-right above the tables
      • The Confirm button lets you publish your current plan data into the public plan version.
    11. Reset button

      xP&A Workforce Planning
      • This button can be found in each planning application of this content package and is located at the top-right above the tables
      • In the Aggregated Planning applications Aggregated Internal HC Plan (SAP__HR_BPL_IM_WFP_AGGREGATED_INTERNAL) and Aggregated External HC Plan (SAP__HR_BPL_IM_WFP_AGGREGATED_EXTERNAL), the Reset button can be used to reset all changes you have done in the plan version since the last publish.
      • In the Detailed Internal FTE Plan application (SAP__HR_BPL_IM_WFP_DETAILED_INTERNAL), you can decide whether you want to reset the whole version or whether you want to revert only the plan data for an individual employee
      • Prior to resetting a complete version you will receive the following pop-up:

      xP&A Workforce Planning
      • Prior to resetting a specific employee you will receive the following pop-up:
      xP&A Workforce Planning
    12. Show adjustment toggle switch

      xP&A Workforce Planning
      • This switch can be found in all planning applications located in the Plan FTE Demands and Costs section of the SAP__HR_BPL_IM_WFP_OVERVIEW_PAGE application and is located next to the cost table
      • By enabling this switch, you can show or hide the additional adjustment column inside the cost table
      • The background color of the cell is indicating whether a certain cell is input enabled (white) or read only (gray)

      INFORMATION:

      • The Amount measure (read only) shows the calculated costs based on the planned HC/FTE values and the cost drivers maintained in the in the central assumptions.
      • On the Adjustment measure (input ready) you can enter manual adjustments which are added to the calculated costs.
      • The Total Amount measure (read only) shows the sum of the measures Amount and Adjustment
    13. Calculate Costs button

      xP&A Workforce Planning
      • This button can be found in all planning applications which have a cost table and is always located on the top-right corner of the cost table.
      • By pressing this button, a recalculation of costs is started. This is necessary when you adjust your headcount or FTE numbers as costs do not automatically refresh after adjusting the headcount or FTE values.
  • Step 5

    Before going into the planning applications, you need to make some foundational settings required for the planning activities in the data modeler first.

    This is because some of the properties maintained in the data modeler are used for the correct initialization of the planning applications and the widgets inside of them. Making these settings beforehand is highly recommended, so your planning process will not be disrupted by jumping back and forth between the applications and the data modeler.

    In this step you will learn which settings must be configured outside the applications in case you do not want to go with the default settings and how this is done. This includes changing the span of the plan horizon (Tab 1), defining the reference period used for the data seeding algorithms (Tab 2), changing the Plan Level (Tab 3) and other possible modifications (Tab 4).

  • Step 6

    Now that you are familiar with the basics and the navigation concept, you will learn in more detail how to use the different planning applications.

    This step focuses on the Application Configuration (SAP__HR_BPL_IM_WFP_CENTRAL_ASSUMPTIONS) application.

    You will learn how to open the application (Tab 1), how to setup the parameters and the planning baseline (Tab 2) and how to populate the pre-delivered versions with plan data (Tab 3).

    If you are interested in a short demo visualizing all of this, please check out the following video Operational Workforce Planning: Configuration:

    xP&A HXM Workforce Planning
  • Step 7

    As you have now maintained all relevant cost parameters and pre-populated the plan version with plan data, you can continue with the actual planning activities.

    In this step, the Aggregated Internal HC Plan application of this content package is introduced.

    You will learn how to open the planning application (Tab 1) and how to maintain plan values for your internal workforce by entering the total headcount demand (Tab 2) or alternatively by planning the amount of hires and terminations (Tab 3).

    If you are interested in a short video demonstrating all of this, please check out the following content:

    xP&A HXM Workforce Planning
  • Step 8

    In the next step, you will learn how to operate the Aggregated External HC Plan application.

    This includes opening the planning application (Tab 1) and maintaining plan values for your external workforce (Tab 2).

  • Step 9

    In the next step, the Detailed Internal FTE Plan application is introduced.

    Here you will learn how to open the planning application (Tab 1), how to maintain FTE and cost values for your individual employees, how to plan events such as absences or promotions (Tab 2) and lastly how to create new positions (Tab 3).

    If you are interested in a short video showing all of this in action, you can check it out here:

    xP&A HXM Workforce Planning
  • Step 10

    After you have completed your workforce planning, you can extend the value of this xP&A scenario by integrating the results into your financial plans.

    In this step, you will learn how to open the financial integration preparation application (Tab 1), how to prepare your data for the financial integration (Tab 2) and how to transfer the costs into the Operating Expense data model from the Integrated Financial Planning content package (Tab 3).

  • Step 11

    In this step, the reporting section will be introduced to you.

    Here you will learn how to open the reports (Tab 1) and how to leverage the different reports to get an overview about your resources, your actual data compared to your plan data and other insights (Tab 2).

    If you are interested in a short video showing all of this in action, you can check it out here:

    xP&A HXM Workforce Planning
  • Step 12

    Congratulations! You have finished the introduction tutorial and are now able to use the SAP Human Experience Management (HXM) Workforce Planning content like an expert.

    If you want to customize the content and adjust it according to your own business requirements, the following resources might be helpful:

    Interested in more xP&A topics and related business content packages? Visit our community page Extended Planning & Analysis Business Content.

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