Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2025-09-19
Add Events to Existing Headcount Plans

Add Events to Existing Headcount Plans

  • You have access to an existing headcount plan.
  • Configure the
    Headcount Planning
     business process security.
  • Security:
    Process: Headcount Planning
     domain in the Adaptive Planning for the Workforce functional area.
When you add an event to an existing headcount plan, you create My Tasks items for both:
  • A plan controller who manages the business process event.
  • Plan participants who contribute to their parts of the plan.
These My Tasks items include links to forms for position data entry.
A headcount plan can contain multiple events. Each of those events contain their own sets of My Tasks items, and they can differ from each other.
We distribute My Tasks items to plan participants with links to their parts of the plan based on:
  • Dimension access.
  • How you configure the
    Headcount Planning
     business process.
  • Organization structure.
  • Your users' roles in the planning organizations.
When participants create or edit positions for their parts of the plan, we display options to select based on:
  • The level and dimensions that you filter for on your workforce planning configuration manager.
  • If you only include a subset of those levels and dimensions when you create the headcount plan, we display options based on the subset to planners.
  • Whether the users have access to this level.
When a planner submits on their My Tasks item, we send a My Tasks item to the next planner in your organization hierarchy who has access to the headcount or headcount forecast plan.
  1. Access the
    Configure Headcount Plan
     task.
  2. Complete the initial prompt for the task:
    Option Description
    Select Application
    Select a workforce planning configuration manager.
    When you select existing planning configuration managers, you can only select planning configuration managers that use the
    Use Plan and Execute Tasks
     option.
    New Headcount Plan Event
    Select to add a new planning event to an existing headcount plan.
    Select Headcount Plan
    Select the existing headcount plan where you want to add a new planning event.
    Displays when you select
    New Headcount Plan Event
    .
    Event Name
    Enter a name that’s unique to the events on this headcount plan.
  3. Click
    OK
    .
  4. Complete the task:
    Option Description
    Plan Name
    Enter a unique name that equal to or less than 64 characters. We automatically use this name as the Adaptive Planning version name.
    From
    To
    Select the effective dates for:
    • Plan start date.
    • Plan end date.
    Top Level Hierarchy
    We automatically use the top-level hierarchy from your workforce planning configuration manager.
    Planning Organizations
    Select the organizations that:
    • The plan controller and plan participants have headcount planning roles on.
    • You want to include on the overall plan.
    We only display organizations that are subordinate to the top-level hierarchy.
    Reporting Currency
    We automatically populate this field with the default currency of the Workday tenant. Ensure that this currency matches the reporting currency of your Adaptive Planning model.
    Create an event for this headcount plan
    A headcount plan can contain multiple events, but you can only add 1 event at a time. Complete the
    Configure Headcount Plan
     task again to add another event.
    Planning Organizations for This Event
    Select organizations that you included as
    Planning Organizations
     for this headcount plan.
    Include Subordinates
    Select to include all subordinate organizations underneath the planning organizations for this event.
    Example: For
    Planning Organizations for This Event
    , you select
    Cost Center 10
    .
    The organization hierarchy is:
    • Cost Center 10
    • Cost Center 10.1
    • Cost Center 10.1.1
    Each cost center has their own planner. When you select
    Include Subordinates
    , each planner receives a My Tasks item. When you keep
    Include Subordinates
     cleared, only the planner for Cost Center 10 receives a My Tasks item.
    View Participants
    Select to review the planners who will receive My Tasks items.
    Position Detail View
    Select to enable your planners to use a position-level grid to create and edit positions.
    You must select at least 1 view.
    Aggregate View
    Select to enable your planners to use these grids to update summarized headcount numbers for job profiles:
    • Headcount
    • Cost of Workforce
    • FTE
    Example: When you select the
    Software Engineer
     job profile on the filters, we display data like total Planned New Hires for each period in your headcount plan date range. Your planner can enter
    10
     for Planned New Hires in February and
    0
     for March.
    You must select at least 1 view.
    Organization View
    Select to enable your planners to use an organization chart to create and edit positions. We display the supervisory organization that the planner selects on the filter and all of the subordinate organizations.
    You must select at least 1 view.
    Routing
    The bottom-up and top-down routing methods require separate business process configurations. Ensure that your
    Headcount Planning
     business process is set up for the routing method that you select.
When you submit, we:
  • Create and distribute the My Tasks items. We automatically consolidate My Tasks items for planners with multiple organizations.
  • Create the plan version that's associated with the headcount plan.
You can cancel the
Headcount Planning
 business process event and delete the:
  • My Tasks items for the shared participation controller and participants.
  • Baseline version and working plan version associated with the headcount plan.
While the business process is in progress:
  • If a reorganization occurs and the worker assigned to a plan participant role changes, we only remove the Headcount Planning Participant Detail Event from the My Tasks of the outgoing worker.
  • We retain any saved changes made to the plan by the outgoing worker.
  • We lock the corresponding Adaptive Planning baseline version. We lock the plan version after the business process completes.
  • If in progress plans exist from before 2025R2, you must manually lock the plan version.
We recommend that you load your target KPI data after you submit so that planners can plan using those targets.
Your planners see this KPI data above the headcount plan when they enter position data.
Access the
View Headcount Plan Configuration
 report to view the:
  • Events on the headcount plan.
  • Headcount plan configuration.
  • Headcount plan using the
    Open Headcount Plan
     button.
  • Status of the background jobs that keep this level in sync with Adaptive Planning.
  • This status includes the status of version creation in Adaptive Planning.
  • Status of the plan.
You can also use the report to add events and complete the headcount plan.