Summary

This use case describes how to use colea in order to collect FTE and headcount forecasts on a monthly basis from group subsidiaries. The forecast is going to be a rolling forecast for the upcoming six months. Therefore, every month, the subsidiaries report a forecast for the next six months.

What to collect?

There are two KPIs collected from our subsidiaries:

  • FTE (Full-Time Equivalent) is a unit to count workforce. It is calculated by dividing the effective hours worked by an employee by the hours worked by a full-time employee. E.g. If the hours worked by a full-time employee per week is 40 and the effective hours worked by a specific employee is 30, then the specific employee counts as 0.75 FTEs.
  • Headcount in this example is defined as the number of employees employed by the company at reporting date (last day of the month).

Both KPIs are reported per cost center. These cost centers are Administration, Finance, HR, IT Manufacturing, Marketing, Procurement and Sales.

How to build?

For this use case a Matrix widget is being used. In the rows, two custom lists are nested (Cost Center and HRKPI). The columns are configured using a system list (Month).

Matrix lists (Cost Center, HRKPI and Month)
Matrix lists (Cost Center, HRKPI and Month)

In addition to the 6 forecast periods, we show to our users the past 3 periods which are going to be pre-filled with “Actuals”. These 3 months are only shown as a reference for data entry users. The resulting Matrix in definition view looks as follows. Please consider that the reference period is January 2022 which means that from this point in time the past 3 months are “Actuals” and next 6 months are forecast periods.

Matrix in definition view
Matrix in definition view

In order to achieve the rolling list configuration shown above, the following configuration has to be set. The “Lock to” setting defines that the periods before the current one are locked.

Rolling month configuration
Rolling month configuration

Reporting Units

As we want to collect the forecast per subsidiary, we define a list of reporting units that represent our subsidiaries. Each subsidiary gets assigned one or more of the organization’s users.

Rolling Forecast Reporting Units
Rolling Forecast Reporting Units

How it looks like for your users

For the user responsible for the subsidiary “T2S France Limited” the data entry view will look as follows. The selected month is January 2022 so the past 3 months (October - December 2021) are locked. Data for these 3 months were filled with “Actual” figures (imported via colea interfaces). The following 6 months are open for data entry and need to be forecasted by the user.

Data entry user view
Data entry user view