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Local Budget Preparation Framework

HEADCOUNT MANAGER BY POSITION


VERSION 1.87530

Sign off

Date

Name

Signature

PMI

Date
May 11, 2014

Status
Draft

Name

Summary of changes

File Name

M. Casana

Creation of document

134 - PMRU - UC - Headcount


Manager by Position.doc

May 13, 2014 Update

E. Bianchessi

Document update

134 - PMRU - UC - Headcount


Manager by Position.doc

May 19, 2014 Update

E. Bianchessi

Document update and


integrated with client
feedback

134 - PMRU - UC - Headcount


Manager by Position.doc

May 20, 2014 Update

M. Casana

Document update

134 - PMRU - UC - Headcount


Manager by Position.doc

May 23, 2014 Update

E. Bianchessi

Document update: note


added in case of signed
records

134 - PMRU - UC - Headcount


Manager by Position.doc

LBPF - USE CASE

HEADCOUNT MANAGER BY POSITION


LOCAL BUDGET PREPARATION FRAMEWORK
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May 26, 2014 Update

Document update:
OustandingOutstanding
point confirmation

134 - PMRU - UC - Headcount


Manager by Position.doc

May 27, 2014 UdpateUpdatE. Bianchessi


e

Document update:
- The grade included
in the matching key
and duplicate key.
- The grade
Mandatory for input

134 - PMRU - UC - Headcount


Manager by Position.doc

May 27, 2014 Update

E. Bianchessi

Review

134 - PMRU - UC - Headcount


Manager by Position.doc

May 29, 2014 Update

E. Bianchessi

Update warning popup


messages displayed at on
Data Retrieve and Save.

134 - PMRU - UC - Headcount


Manager by Position.doc

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E. Bianchessi

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HEADCOUNT MANAGER BY POSITION


LOCAL BUDGET PREPARATION FRAMEWORK
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Introduction

The purpose of the Headcount Manager by Position is to provide a functionality to perform a top-down
occupancy budgeting of the employees by position. The on-line allows users to define headcounts by Local Cost
Center, Employee Group, (optionally) Grade and Target Position (defined via specific metadata), demanding the
low level budgeting at employee level to a dedicated calculation (Headcount Manager by Position Allocation).
Furthermore, the Headcount Manager by Position provides a functionality to derive from the Headcount
Occupancy at employee level the Headcount Occupancy by position, aggregating the occupancy budgeted in the
Headcount Manager (Headcount Manager by Position Aggregation).
The Headcount Manager by Position functionality will be used by the System Administrator Global, the Finance
Controlling, the Area Finance, the Headcount Controlling, and the User Cost Center (Headcount).

Pre-Conditions

The initial state of the system before the use case begins is:

User is logged into the system.

User can access functionality for an unlocked data version (based on role access rights).

Data Version has been selected.

The following additional information has been defined:


-

Headcount Structure (through the HR2U inbound/Headcount Editor on-line)

Headcount Occupancy (through the Headcount Manager on-line)

Target Position/Target Position Link (through the Metadata on-line)

Flow of Events

3.1

Basic Flow
#
1

Sequence Name
Start

Data Version

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User Action
Navigate to the Headcount
Manager by Position Primary Task.

Select Data Version, if not

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Result
1. A pre-selection screen is
displayed, enabling the user to
select attributes to narrow down
the data to be displayed in the
data grid.
2. If the Data Version was not
previously selected, the user is
prompted to select the Data
Version.
The Data Version is displayed.

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Selection
Verification
Attribute(s) Preselection & Input
mode selection

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previously selected.
1. Select one value or multiple
values of one attribute or / and a
combination of attributes for:

Affiliate (Optional, Multiple


Selection)

Organization (Optional,
Multiple Selection)

A list of all the records that satisfy the


pre-selection criteria is displayed in
the data grid, as follows:

Local Cost Center

Employee Group

Grade

Sub Organization (Optional,


Multiple Single Selection)

Target Position

Car CategoryCategory

Cost Center (Optional,


Multiple Selection)

Occupancy Jan to Dec

Local Cost Center


(Mandatory, Multiple
Selection)

Note: Security Filter

2. Choose Excel Input (refer to the


GUI Standards).

All reference data attributes are


filtered based on role access rights.
Note: Affiliate and Organization / Sub
Organization
In the pre-selection, the Affiliate and
the Organization / Sub Organization
attributes are mutually exclusive. This
means that if a selection is made in
the Affiliate attribute, the Organization
/ Sub Organization attributes are
disabled and not mandatory and
vice versa.
Note: Local Cost Center
In the pre-selection, only Local Cost
Centers with Includes Headcount by
Position flag enabled are available.

Note: Data Retrieve


The records displayed are retrieved
from the Headcount Manager view,
mapped by Target Position Link
Mmetadata, and gruppedgrouped by
the following key:

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Locd Show Grade Informatio

Local Cost Center

Employee Group

Target Position

Grade*

SUM(Occupancy) by Month

The Grade is left blank.

Note: Grade*
Based on the value set in the Local
Cost Center metadata to enable /
disable the displaying of the Grade, if
the Local Cost Center is flagged as
Show Grade Information, the
grouping key is: Local Cost Center,
Employee Group, Target Position and
Grade.
If the Local Cost Center is not flagged
as Show Grade Information the
grouping key is: Local Cost Center,
Employee Group, Target Position,
(and thei.e., by this combination of
attributes, all the grades are
consideredgrade is not shown (as it
in the Headcount Manager for filled
position)).
Note: Car Category
The Car Category is set based on the
value defined for at least one of the
positions matching the grouping key.
If no Car Category is defined for the
same grouping key, the Car Category
is left blank. If more than one Car
Category is defined for the same
grouping key, the highest Car
Category following this ranking is set:

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Working Tool / Standard

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Working Tool / Non-Standard

Benefit Car

Note: No-Position
Note: Non-matching Positions
The records of the Headcount
Manager not matching with the Target
Position Link mmetadata due to
missing mapping are generating readonly No-Position items in the
Headcount Manager by Position.

Note: Records signed


The records coming from of the
Headcount Manager related to signed
Local Cost Centers that have been
signed, are retrieved in the Headcount
Manager by Position shown as readonly records.only and cant be
modified.

Note: Car Category


By the same combination of attributes
(Local Cost Center, Employee Group
and Target Position) if at least one
record has the Car Category defined
in the Headcount Manager, this
attribute has to be applied t in the
Headcount by Position aggregation to
all the records matching.
By the same combination of attributes
(Local Cost Center, Employee Group
and Target Position), if different values
are used to define the the Car
Category in the Headcount Manager,
the attribute to be applied in the
Headcount Manager by Position
aggregation is based on a logic of
majority of
value recurring. (i.e., if for the same
combination of attributes listed above,

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LOCAL BUDGET PREPARATION FRAMEWORK
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three records have Benefit Car as


Car Category value and only a record
has value Working Tool / Standard,
the attribute to be applied by the
Headcount Manager by Position
aggregation for records matching will
be Benefit Car)

Note: Security Filter


All reference data attributes are
filtered based on role access rights.

Note: Local Cost Center


This attribute only displays Local Cost
Centers containing Headcount by
Position according to the related
Metadata definition. Please refer to
the Metadata design document for
details.
Note: Target Position
This Attribute only displays only Active
Target Positions defined by Metadata.
Please refer to the Metadata design
document for details.

Note: Grade
Based on the value set in the Local
Cost Center metadata to
enable/disable the displaying of the
Grade, this information is shown or
left blank in the column (i.e., available
for SVC Local Cost Centers but not
for other functions). Please refer to
the Metadata design document for
details.Note: Data Grid
If the Allocation calculation is running
for at least one of the Local Cost
Centers selected in pre-selection, the

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LOCAL BUDGET PREPARATION FRAMEWORK
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data grid and all the buttons except


the Reload are locked, and a warning
pop up message appears informing
the user that: Headcount Manager
Allocation calculation is running for
one or more of the selected Local
Cost Centers, the on-line is locked
until the process is completed. Please
wait the process completion before
proceeding with the input, otherwise
the input will not be saved.
If the Allocation calculation failed in
the last submission for at least one of
the Local Cost Centers selected in
pre-selection, a warning pop up
message appears informing the user
that: Headcount Manager Allocation
calculation failed for one or more of
the selected Local Cost Centers,
allocation conditions need to be reinput and Allocation calculation has to
be re-submitted.
4

Subflow Execution
Excel based
input mode

Decide one of the following


operations to perform:

Add

Copy

Modify

Delete

Run Calculationgate)

Save

If the selected operation is Add,


then the Add subflow is executed.
If the selected operation is Copy,
then the Copy subflow is
executed.
If the selected operation is Modify,
then the Modify subflow is
executed.
If the selected operation is Delete,
then the Delete subflow is
executed.

If the selected operation is Run


CalculationSave, then the
Save/Run Calculation subflow is
executed.

Note: Data Version Closed for Budget


Input
If the selected Data Version is closed
for Budget Input, only System
Administrator Global will be able to
perform Budget Input.
5

Validation

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Whenever the user chooses Enter

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Validate that there are no duplicate

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Save after adding, copying or


modifying a record in the data grid.

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keys in the data grid, based on the


key of the following attributes:

Local Cost Center

Employee Group

Grade

Target Position

Grade*

Note: Grade*
The duplicate is always checked also
against the Grade even if the Local
Cost Center specified in the record
has disabled the metadata information
related to the displaying of the Grade.
If there are duplicate keys, the
warning icon appears in the error
column.
Alternate Flow (Web Excel Based
Input): Duplicate data
6

Choose Save

(refer to the GUI


Standards)
End

3.1.1
#
1

Alternate Flow (Web Excel Based


Input): Reset Reload standard
functionality
End Primary Task.

Primary Task is ended.

Add Subflow Excel Based Input Mode


Sequence Name
Choose Add
(refer to the GUI
Standards)
Enter Attributes /
Data

User Action

Result

1.

1.

2.
3.

4.

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Select Local Cost Center


(Mandatory, Single Selection)
Select Employee Group
(Mandatory, Single Selection)
Select Grade
(OptionalMandatory*, Single
Selection)
Select Target Position
(Mandatory, Single Selection)

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Selected attributes and entered


data are displayed in the data
grid.

Note: Security Filter


All reference data attributes are
filtered based on role access rights.

LBPF - USE CASE

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LOCAL BUDGET PREPARATION FRAMEWORK
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5.
6.

Select Car Category Category


(Optional, Single Selection)
Enter Occupancy Value
(Mandatory, Single Entry) from
January to December

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Note: All Attributes


All reference data attributes are
filtered based on the values selected
in the pre-selection (if applicable).

Note: All Pick-Lists


All reference data attributes are
filtered based on the Active flag.
Note: Grade
Based on the value set in the Local
Cost Center metadata to
enable/disable the displaying of the
Grade, the attribute is mandatory for
Local Cost Center(s) flagged as
Show Grade Information, otherwise ;
the the attribute attribute is N/A for
Local Cost Center not flagged.
Note: Local Cost Center
This attribute only displays Local Cost
Centers containing Headcount by
Position according to the related
Metadata definition. Please refer to
the Metadata design document for
details.

Note: Target Position


This Attribute only displays only Active
Target Positions defined by Metadata.
Please refer to the Metadata design
document for details.

Note: Grade
Based on the value set in the Local
Cost Center metadata to
enable/disable the displaying of the
Grade, this information is shown or left
blank in the column. For the Local
Cost Centers set as Show Grade
Information disabled., the Grade

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LBPF - USE CASE

HEADCOUNT MANAGER BY POSITION


LOCAL BUDGET PREPARATION FRAMEWORK
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cannot be input and during the save is


defaulted to the Default Grade
specified in the Target Position
metadata. Please refer to the
Metadata design document for details.

Note: Occupancy Value


Only FTE values >= 0 are allowed for
the input.
FTE values <0 continue to be
managed at Headcount they are not
considered for the input in Headcount
Manager by Position).
3

Choose Save Enter

Selected attributes and entered data


are displayed in the data grid.Save
Flow is executed.

(refer to the GUI


Standards)

Alternate Flow (Web Based Input):


Enter and New
Alternate Flow (Web Excel Based
Input): CancelReload standard
functionality
Repeat steps 1 to 3 for all records to be added via the Web Excel based input mode.

3.1.2

Copy Subflow (refer to the GUI Standards)

3.1.3

Modify Subflow (refer to the GUI Standards)

3.1.4

Delete/Undelete Subflow (refer to the GUI Standards)

3.2

Alternate Flows

3.2.1

Duplicate Data (refer to the GUI Standards)

3.2.2

Reload (refer to the GUI Standards)(refer to the GUI Standards)

Sequence Name

Choose Reload

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User Action

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Result
In addition to the Reload standard
functionality, please consider the

LBPF - USE CASE

HEADCOUNT MANAGER BY POSITION


LOCAL BUDGET PREPARATION FRAMEWORK
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following subcases:
I. Background Condition: Allocation
Calculation running
If the Allocation calculation is running
for at least one of the Local Cost
Centers selected in pre-selection, the
data grid and all the buttons except
the Reload are locked, and a warning
pop up message appears informing
the user that: Headcount Manager
Allocation calculation is running for
one or more of the selected Local
Cost Centers, the on-line is locked
until the process is completed.
II. Background Condition: Allocation
Calculation failed
If the Allocation calculation failed in
the last submission for at least one of
the Local Cost Centers selected in
pre-selection, a warning pop up
message appears informing the user
that: Headcount Manager Allocation
calculation failed for one or more of
the selected Local Cost Centers, the
allocation conditions need to be reinput and Allocation calculation has to
be re-submitted and saved. The
Excel is unlocked and the records
become editable.
III. Background Condition:
Allocation Calculation completed
Once the Allocation Calculation
successfully completed, upon
reloading, data are read from the
Headcount Manager view, the Excel is
unlocked and the records become
editable.

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LOCAL BUDGET PREPARATION FRAMEWORK
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3.2.3

Reset (refer to the GUI Standards)

3.2.4

Enter and New (refer to the GUI Standards)

3.2.5

Cancel (refer to the GUI Standards)

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3.2.6
3.2.7
3.2.8

Run Save (refer to the GUI Standards)/Run Calculation Subflow

3.2.9

Allocation

Sequence Name

Choose
AllocateSave

User Action

Result
If the Allocation calculation is not
already running for any of the Local
Cost Centers selected in preselection, aA warning pop up
message appears informing the user
that: Headcount Occupancy Manager
Allocation calculation is about to run
after the Save. The Headcount
Occupancy budgeted on the selected
Data Version and Local Cost
Center(s) will be deleted and
recreated. Do you wish to continue?
Yes / No (Default Yes).
If the Allocation calculation is already
running for at least one of the Local
Cost Centers selected in preselection, a warning pop up message
appears informing the user that:
Headcount Manager Allocation
calculation is running for one or more
of the selected Local Cost Centers.
Please wait the process completion.
Note
At the process completion, ththee
alcatio conditions need to be re-input
and upon saving the allocation
calculation will be triggered..

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HEADCOUNT MANAGER BY POSITION


LOCAL BUDGET PREPARATION FRAMEWORK
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Calculation
Execution

Decide one of the following


operations to perform:

Yes

No

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If the selected operation is Yes, then


the allocation conditions of the
data grid are saved into the
Headcount Manager by Position
table, the data grid and all the
buttons except the Reload are
locked and the Headcount
Manager by Position Allocation
calculation is executedtriggered,
and a logging a row is added in
the Process Status Report on-line
to providing provide the status of
the calculation execution (please
refer to the 124.H_Process Status
Report design document).

Note:
While the Allocation Process is
running, the Headcount Manager
by Position excel is locked for
data input and the information are
displayed as read-only.
If the User tries to modify the Excel or
select in the preselection one or
more Local Cost Centers
impacted by the process, a
warning popup appears informing
the User that: Headcount
Occupancy Allocation calculation
is running on the selected Local
Cost Center(s). The Excel is
temporarily locked for Data Input.
Once the process has been
completed upon refreshing the
excel the records return to be
editable.

3.2.10 Aggregation
#
1

Sequence Name
Choose Aggregate

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User Action

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Result
A warning pop up message appears
informing the user that: Headcount
Occupancy Aggregation calculation is

LBPF - USE CASE

HEADCOUNT MANAGER BY POSITION


LOCAL BUDGET PREPARATION FRAMEWORK
342735633.doc

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Calculation
Execution

Decide one of the following


operations to perform:

Yes

No

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about to run. The Headcount


Occupancy by Position budgeted on
the selected Data Version and Local
Cost Center(s) will be deleted and
recreated. Do you wish to continue?
Yes / No (Default Yes).
If the selected operation is Yes,
then the Headcount Manager by
Position Aggregation calculation is
executed and a log row is added
in the Process Status Report online providing the status of the
calculation execution (please refer
to the 124.H_Process Status
Report design document).

Post-Conditions

If the use case has been successfully performed:

, tTthe data for of the Headcount Manager by Position are saved in the Headcount Manager by Position Ttable (.
Ddata are stored base based on delete-/insert logic by Data version and Local Cost Center).

the Headcount Manager by Position Allocation Allocation calculation is triggeredexecuted.


The data for Headcount Manager /Headcount Manager by Position are are updated based on Headcount
Manager by Position condition and added in the database. and the Headcount Manager by Position
Allocation/Aggregation calculation is executed.
Otherwise, the database remains unchanged.
If the Allocation calculation successfully completed:

the Headcount Manager is updated accordingly to the Headcount Manager by Position allocations
conditions and the Target Positions metadata

If the Allocation calculation failed:

the Headcount Manager remains unchanged (note: its necessary to input again the conditions in the
Headcount Manager by Position and trigger again the calculation)

Otherwise, if the Calculation Process failed:

Headcount Manager by Position Table, remains empty.

Headcount Manager and the database remains unchanged.

Its necessary to input again the conditions in the Headcount Manager by Position excel..

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LBPF - USE CASE

HEADCOUNT MANAGER BY POSITION


LOCAL BUDGET PREPARATION FRAMEWORK
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Assumptions

The values visible in the attribute combo boxes are based on role access rights.

The calculation cannot be run The Save button is disabled on locked Data Versions.

The Save button is disabled The calculation cannot be run on Data Versions flagged as protected.

New Data Elements

None.

Scenario (optional)

None.

Screen Shot (optional)

Refer to Screen Shot.

Secondary Tasks only Web based mode of input

None.

10 References

08 - TABS - ST - GUI Standards document

124.H_Process Status Report document

121 - PMRU - UC - Metadata Management document

134 - PMRU - CD - Headcount Manager by Position (Allocation and Aggregation) document

11 Outstanding Points
#
1

Section
3.1

Description
When retrieving and displaying data
from the Headcount Manager, if for the
same combination of Local Cost
Center, Employee Group and Target
Position there are positions with
different Car Category defined, which

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Assigned to
E. Bobyr

Due date
May 21, 2014

Decision
The proposed way (and
relative car ranking) to
display Car Category
attribute when retrieving
data has been

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LOCAL BUDGET PREPARATION FRAMEWORK
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one has to be set in the allocation


condition of the Headcount Manager
by Position?

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2014 Philip Morris International

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confirmed.