Transferring Workforce Budgeting data

This section describes how to transfer Workforce Budgeting data to the main budget in Budgeting & Planning.

The Workforce Budgeting sub plan is dedicated to the budgeting and planning personnel expenses. When you assign financial accounts to a sub plan, you specify which accounts in your chart of accounts are relevant to Workforce Budgeting. When the Workforce Budgeting process is complete, you can transfer the data from those accounts to Budgeting & Planning.

The same financial accounts that are related to the personnel expenses are available in the Budgeting & Planning application and Workforce Budgeting sub plan for the budgeting and planning purposes.

At the beginning of the budgeting process, you must decide which tool to use for workforce-related expenses. Expenses that are imported or manually specified on the Data Entry pages in Budgeting & Planning are stored on a different element in the Level dimension than expenses in Workforce Budgeting.

If you import the current personnel expenses into both, Budgeting & Planning and Workforce Budgeting, then costs are doubled in the main budget after the data transfer.

If the Workforce Budgeting sub plan is used for the budgeting personnel expenses, then, in Budgeting & Planning, you must import or specify only those costs that are not part of data transfer process.

Note: You can create new positions in Workforce Budgeting or request them through decision packages. Expenses from approved positions become part of the Budgeting & Planning and Workforce Budgeting costs. The data transfer process ensures that those costs are not doubled, even if an employee starts occupying the position.

You can run the data transfer process multiple times to ensure that all workforce adjustments are transferred into the main budget. Ensure that all changes that were made during the Workforce Budgeting process are reflected in your data. Before you transfer data into the main budget, start recalculations and update data by performing allocations on the Allocation report page. Even if the allocation feature is disabled, continue with the data update. Select Home > Module Settings and Budgeting > Reporting > Financial Summary Report. As the best practice, review the Financial Summary Report before you transfer data from the Workforce Budgeting sub plan to the financial plan.

The Data Transfer page shows the amount of the Workforce Budgeting costs that are transferred to the main budget after the required configuration is completed. To view the current costs in Budgeting & Planning, select Applications > Financial Applications > Profit and loss > Reporting > Profit and Loss Time Analysis and then select the top account in the report.

  1. Click Home.
  2. Select Module Settings and Budgeting > Data Transfer > Data Transfer.
  3. Click the Sub Plan tab.
  4. In the Transfer Workforce Budgeting Data section, specify this information:
    Source Version
    Select the version that contains data to transfer.
    Target Version
    Select the version to which to transfer data. Only completed budget or forecast versions of the configuration set are available.
    Entity
    Select the entity. Available entities depend on the selected target version.

    Set the parent element to manage the transfer process. Select the base element to view values.

    Organization
    Select the organization to which to transfer data.
  5. Click Initiate.

    After the transfer process is complete, the Preview dialog box is displayed with a report that contains amounts per account and year.

    The report shows costs as negative or positive numbers depending on the account type sign that is set on the Global Sign Definition page.

    To view the Preview dialog box before or after the data transfer, click the Sub Plan tab and then click Preview.

    If the values of the target and source accounts do not match, the Target field is red-colored.