Configure Workforce Planning

Use this article if you are an Admin responsible for setting up Workforce Planning before users create workforce plans.

Configuration overview

Workforce Planning configuration controls how headcount turns into financial budget or forecast values.

There are two required configuration steps:

1. Create workforce roles and rates.

2. Map roles to financial accounts.

Roles define what is being planned. Account mappings define where calculated costs should be posted.

You can configure Roles and Role Accounts in two ways:

• Add records manually using + ADD NEW

• Import records in bulk using the UPLOAD option

You can also download existing Roles and Role Account data for review, backup, or bulk updates.

Step 1: Configure Roles

Roles represent standard workforce types used for planning. Each role must have a rate. The rate is treated as annual base compensation and is used to calculate monthly cost.

Prerequisite

You need Admin access to create or manage workforce roles.

Navigation

Go to:

Admin → Settings → Workforce Planning → Roles

Option 1: Add Roles manually

1. Open Admin.

2. Select Settings.

3. From the left pane, select Workforce Planning.

4. Open the Roles tab.

5. Click + ADD NEW.

6. Enter the role details.

7. Click SAVE.

Field guidance

Option 2: Upload Roles using CSV

You can upload a CSV file to create or update multiple workforce roles in bulk.

1. Open the Roles tab.

2. Click UPLOAD.

3. Select or drag and drop the CSV file.

4. Review the uploaded data preview.

5. Click NEXT.

6. Validate field mapping.

7. Click FINISH.

Required fields

• Role Code

• Role Name

• Rate

Optional fields

• Role Description

• Currency

Upload notes

• Use a valid CSV file format.

• Ensure Role Codes are unique.

• Verify rate values before completing the upload.

• Existing records may be updated if matching Role Codes are detected.

Download Role data

You can export existing role data for reporting, backup, or bulk editing.

1. Open the Roles tab.

2. Click the menu beside UPLOAD.

3. Select Download.

4. The system downloads the role data as a CSV file.

Role setup best practices

• Use clear role names. Avoid names that only a small group understands.

• Create separate roles when cost assumptions differ. For example, a Senior Software Developer in one region may have a different rate than a Senior Software Developer in another region.

• Avoid creating too many roles for minor variations. Too many roles can make planning harder for contributors.

• Use the description field to explain when a role should be used.

• Review rates before every major planning cycle to ensure assumptions remain current.

Step 2: Configure Role Accounts

After creating roles, map each role to the financial accounts that should receive the generated budget or forecast values.

Prerequisite

Accounts must already be configured in Master Data.

Navigation

Go to:

Admin → Settings → Workforce Planning → Role Account

Option 1: Add Role Accounts manually

1. Open the Role Account tab.

2. Click + ADD NEW.

3. Select the workforce role.

4. Add an optional description.

5. Click + CONFIGURE to add a distribution rule.

6. Select one or more financial accounts.

7. Enter the distribution percentage for each account.

8. Click SAVE for the distribution rule.

9. Click SAVE for the role account mapping.

Field guidance

Option 2: Upload Role Accounts using CSV

You can upload a CSV file to create or update role account mappings in bulk.

1. Open the Role Account tab.

2. Click UPLOAD.

3. Select or drag and drop the CSV file.

4. Review the uploaded data preview.

5. Click NEXT.

6. Validate field mapping.

7. Click FINISH.

Required fields

• Role Code

• Rule

Optional fields

• Description

Upload notes

• Ensure Role Codes already exist before uploading Role Account mappings.

• Verify account distribution logic before completing the upload.

• Review field mapping carefully to avoid incorrect account allocations.

Download Role Account data

You can export existing role account mappings for reporting, backup, or bulk updates.

1. Open the Role Account tab.

2. Click the menu beside UPLOAD.

3. Select Download.

4. The system downloads the role account data as a CSV file.

Account mapping example

A Senior Software Developer role has an annual rate of 1,200,000. The organization wants 10% of calculated workforce cost posted to Software Licenses.

If total workforce cost is 300,000, Yarken generates 30,000 for Software Licenses.

Can distribution exceed 100%?

Yes, total distribution can be greater than 100% if required by the organization’s financial modeling approach.

This allows organizations to model additional burden, related cost, or allocation logic where the sum of mapped accounts intentionally exceeds the base workforce cost.

Use this only when the finance model requires it. Otherwise, keep mapping logic simple and easy to audit.

Validation checklist for Admins

Common setup issues

The role does not appear during planning

Check whether the role was saved correctly and whether the user has access to the planning area where the role is used.

Base compensation is missing

Check whether the role has a rate. The rate drives base compensation during workforce planning.

Budget entries are not generated as expected

Check whether the role has a role-to-account mapping. If no account mapping exists, the system may not be able to distribute the calculated cost.

Cost is going to the wrong account

Review the Role Account mapping and distribution percentages.

Contributors cannot access assigned plans

Review user permissions, cost center access, and workflow assignment.

Next step

Getting Started with Workforce Planning

Related articles

Create and manage Workforce Plans

Workforce Planning cost calculations

Automatic Budget Integration