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Administrator Guide
Last Updated: 2024-09-20
Define Plan Structures in AP&C

Define Plan Structures in AP&C

  • Create fiscal schedules, summary schedules, years, and periods.
  • Define account sets, account types, and ledger account summaries.
  • To use the
    Book
     prompt or add
    Book Code
     as a structured dimension, and configure your books.
  • Security:
    Set Up: Budget General
     domain in the Budgets functional area.
Plan structures in Adaptive Planning and Consolidation (AP&C) are the foundation for plans and budgets in Workday. The structures determine:
  • The type of plan or budget.
  • The fiscal schedule and periods on which to build the periods and duration.
  • The ledger accounts and dimensions available to include when defining plans and budgets.
  • Whether plans and budgets require approval and other key attributes.
You can use the same structure for multiple companies and company hierarchies.
  1. Access 1 of these tasks:
    • Create Plan Structure
    • Edit Plan Structure
  2. As you complete the task, consider:
    Option Description
    Use Amendments/Approval
    Select to:
    • Enable amendments on existing plans and budgets.
    • Require approval for new plans and budgets.
    Select this check box for true parent and child plans.
    When you select this check box, Workday displays only approved entries in the totals for the
    Actuals vs. Budgets
     worklet and these reports:
    • Budgetary Balance Report
    • Financial Budgetary Balance
    • Manager Budgetary Balance Report
    • Manager Financial Budgetary Balance
    Otherwise, Workday calculates the totals for the plans and budgets in all statuses, including
    Approved
     and
    Denied
    .
    Use Contextual Amendments
    Select to amend plans or budgets that you create using this structure in context of your current budget and current spend.
    When you select this check box, Workday displays the running total of your budget and these columns on budget amendment tasks:
    • Current Plan Amount
    • Current Spend
    • Remaining Plan
    • Percentage Change
    • Total Plan
    • Proposed Remaining Plan
    For awards, Workday also displays the
    Award Amount
     field when you amend the award budget.
    You can change this setting at any time.
  3. As you complete the
    Structured Dimensions
     tab, consider:
    Option Description
    Account Set
    Your selection must match the account set for:
    • The companies you plan by.
    • The company hierarchies you plan by.
    Organizing Dimension Type
    Requires that you enter a plan or budget for 1 dimension value at a time per plan or budget, and per period. This entry method streamlines review and approval.
    Example: You can select
    Region
     on the
    Organizing Dimension Type
     prompt to view all the plan balances by region on the
    Current Plan Report
    .
    Book
    Once you select a book on the plan structure, you can't delete the book.
    For true parent and child plan structures, you must manually ensure that the parent and child books match. You don't need to match the books for virtual parent and child plan structures.
    Workday doesn't support close for plans that use a book.
    Must Be Empty
    Select to require that a transaction not contain a specific dimension.
    Example: You want a plan for transactions that impact certain cost centers and funds, but not any projects. You can specify that the project worktag must be empty on the transaction.
    Dimension
    Select the dimensions you want as available worktags when you create or amend plans and budgets that use this structure.
    For multicurrency reporting, include the
    Ledger Account
     dimension. Workday translates currencies based on ledger accounts and ledger account summaries.
    Workday doesn't support budgetary roll forward or close for position budgets with
    Company
     as a dimension.
    Required
    Select to require the dimension for entry on each plan line. If you select the dimension as the
    Organizing Dimension Type
    , you must require entry of the dimension.
    Primary Worktag
    Select to display the worktag in its own column rather than as additional worktags on the plan lines. When you maintain or amend your plan or budget:
    • Workday displays primary worktag columns in the order that you configure on your plan structure.
    • Primary worktag columns enable you to enter line information faster.
    Because
    Company
     and
    Ledger Account
     are required dimensions that automatically display, you can't select them as primary dimensions.
    You can designate up to 10 worktags as primary worktags for each plan structure.
    Top Level Hierarchy
    Since dimension members can be part of multiple hierarchies, determine the uppermost hierarchy and select it as the top-level hierarchy.
    To plan and report by company hierarchies, select a top-level hierarchy for the
    Company
     structured dimension.
    Hierarchy Level
    If you select a top-level hierarchy, select a hierarchy level on this prompt. This configuration enables you to include or exclude dimensions as worktags when you create or amend plans or budgets made from this structure.
    Dimensions to Include
    When you select a company or company hierarchy for the
    Company
     structured dimension, you can't also select the:
    • Superior or subordinate companies.
    • Company hierarchies at any other level.
    This restriction prevents double-counting budget between superior and subordinate companies and company hierarchies.
You can now create a plan or budget for your company based on this structure.
When you select the
Use Amendments/Approvals
 check box on a plan structure with plan lines, Workday automatically moves plans from
Available
 status to
Draft
 status. :
You can only clear the
Use Amendments/Approvals
 check box on a plan structure with plan lines if all of the plans are in
Draft
 status. Workday moves these plans to
Available
 status.
When you select books on plan structures, you can report on books by using the
Journal Lines for Financial Reporting
 report data source in custom reports.
To compare structures, access the
Plan Structures
 report.
Once you create plans or budgets based on the structure, you can only revise the structure definition in these ways:
  • Rename the structure.
  • Add additional optional structured dimensions to the structure.
  • Exclude structured dimensions as long as no plan lines exist with those dimensions.
  • Select the
    Primary Worktag
     check box on a structured dimension.
  • Select or clear the
    Use Amendments/Approvals
     check box even if plan lines exist.