This article explains how to propose a headcount plan via the Planning Cycles tab in the Planning area. It also explains how to review and approve a headcount plan.

The Planning Cycles tab is one of the three main features in Personio's Workforce Planning journey, and it requires the subscription to Personio Core + Workforce Planning app.

Propose a headcount plan

Once Administrators launch a planning cycle, you as a Supervisor, Director or Executive can access the plan and submit a proposal. To do so, follow these steps:

1. Navigate to Planning > Planning Cycles and access the relevant planning cycle.
   
   
2. Create new positions and update existing ones, such as removing a position or updating its target details.
   
3. Fill in the following fields for each new position you create:
   

   	Field	Definition
   Mandatory	Position owner	The person responsible for overseeing a specific job position often makes decisions related to that role, such as managing the costs associated with it.
   	Employee	The employee assigned to this position. You can leave it blank and fill it in later if the employee is not yet known or hired.
   	Request reason	The reason for requesting changes in the headcount plan.
   	Effective date	The date when changes in the headcount plan, like starting, ending, or modifying a position, take effect.
   Optional	Target supervisor	The employee responsible for overseeing the future employee in this position. As soon as you add a supervisor, the open position shows up in the Org Chart.
   	Hiring manager	The employee responsible for the recruitment process for this position.
   	Department	The company division where the relevant employee is placed.
   	Team	The company group where the relevant employee is placed.
   	Office	The office where the relevant employee is placed.
   	Start date	The date when a position begins as specified in the headcount plan.
   	Target FTE	It refers to the full-time equivalent (FTE) of that employee, calculated by comparing their weekly hours to a full-time schedule. You would enter a 1.00 for a full-time employee or 0.80 for a part-time employee.
   	Cost center	A field used to assign and track expenses within a specific company area for budget management.
   Mandatory	Job name	The job from the job architecture and catalogue linked to the position. Select the Job name to auto-fill the remaining details.

   Note
   Effective date refers to when changes to employment terms, such as salary or position, take effect, while Start date refers to when an employee actually begins working in their new position.

4. Submit the headcount plan for review. Once submitted, it cannot be edited. Reviewers receive an Inbox notification when you submit your plan. 

Review the headcount plans

Once a Supervisor, Director or Executive has submitted their headcount plan proposals, you as a Senior Executive or Vice-president can access the plan to review it.

To do so, follow these steps:

1. Navigate to Planning > Planning Cycles.

2. Click on the specific headcount plan proposal from the list to review it.

   Note
   You need to go into every headcount plan proposal and review it individually. It's currently not possible to bulk-approve all the listed headcount plans proposals.

3. Once in the headcount plan proposal, click on the relevant position in the list To review the position details and the justification from the plan owner. Alternatively, click the Planned Positions tab to view all new positions in the headcount plan proposal.

4. Update the position details as you see fit. If applicable, click Remove to decline the position entirely. Note that a removed position cannot be reactivated later on.

5. Submit the headcount plan(s) for final approval. Final approvers will be notified.

Approve the headcount plans

Once a Senior Executive or Vice-president has reviewed the headcount plan, you as a Chief Executive can access the plan to give the final approval.

To do so, follow these steps:

1. Navigate to Planning > Planning Cycles.

2. Click on the specific headcount plan proposal from the list to review it.

   Note
   You need to go into every headcount plan proposal and review it individually. It's currently not possible to bulk-approve all the listed headcount plans proposals.

3. Once in the headcount plan proposal, click on the relevant position in the list To review the position details and the justification from the plan owner. Alternatively, click the Planned Positions tab to view all new positions in the headcount plan proposal.

4. Update the position details as you see fit. If applicable, click Remove to decline the position entirely. Note that a removed position cannot be reactivated later on.

5. Give the final approval for the headcount plan proposal(s). Final approvers will be notified.