Compare your headcount plan with what's actually happening, month by month, and create a reforecast when reality moves away from the plan.

A headcount plan is a commitment: how many people you expect to have and what they'll cost over the planned period. Once the period starts, hires arrive earlier or later than expected, people leave and costs move. The Overview of a headcount plan shows the planned, actual and forecast figures side by side for every month, so you can see where you stand. When the gap grows, Owners can create a reforecast: a new, named version of the plan that goes through the same request and approval flow, and becomes the live plan once it's locked.

Overview

• Plan, actuals and forecast together: see what the plan committed to (Planned), what has happened (Actual) and where you're heading (Forecast) for headcount and cost.
• Monthly view: the charts and the table break the plan down month by month, so you can see exactly when a deviation starts.
• Reforecasts as versions: the original plan is the Default plan. Each reforecast is a separate version with its own name.
• Safe to work on: changes in a reforecast stay in it and only affect the plan when you make it live.
• Same approval flow: a reforecast goes through requests, review and approval, just like the original plan.
• Available in every status: the monthly view is available whatever the plan status.

This feature is available for every company with Headcount Planning. There is nothing to enable.

How to use

Read the Overview

1. In your sidebar, go to Financial planning and open Headcount planning.
2. Open a headcount plan. The Overview tab opens.
3. At the top, the KPI cards show Actual headcount, New hires, Headcount forecast, Actual costs, New positions costs and Cost forecast. The percentage on the forecast cards shows how far the forecast is from the actual figure.
4. Use the Headcount evolution and Cost evolution charts to see how the plan evolves month by month.

Headcount evolution shows:

• Actuals — employees in the company that month.
• Incoming — new people who have already joined the company.
• Forecast — confirmed people who will join but haven't started yet.
• Terminations — people who have left the company.
• Planned terminations — departures that are expected but haven't happened yet.
• Planned (dotted line) — the headcount the plan committed to.

Cost evolution shows Actuals, Forecast and Planned costs for each month.

Compare month by month in the table

Below the charts, a table shows the same figures in numbers, with two rows: Headcount and Fixed agreement costs.

1. Choose Total to see the figures for the whole planned period, or Monthly to see one column per month.
2. In Monthly, click the arrows next to a month to expand it. Each expanded month shows:
   • Actual — the real figure for that month.
   • Forecast — the expected figure, including confirmed changes still to come.
   • Planned — what the plan committed to.
   • Var and Var % — the difference between Forecast and Actual, in units and as a percentage.
3. Expand a row to see the figures broken down by reporting line. Expand a manager to see their team.
4. Use the search icon to find a specific person.

Create a reforecast

Only the Owners of the plan can create a reforecast.

1. Open the headcount plan.
2. At the top right, open the version selector. It shows the live version of the plan, for example Default plan, marked as Live.
3. Click New reforecast.
4. Enter a name for the reforecast, for example “Q3 budget revision”, and click Create new reforecast.

The reforecast opens with the status Draft version. Any changes you make stay in the reforecast and don't affect the live plan.

Adjust the reforecast

In the draft version, you can update the plan to reflect what has changed, for example new hires, start dates and salaries.

When you create a reforecast, One opens in the side panel. Tell One what's changing and it sets up the reforecast for you.

Open requests and make the reforecast live

A reforecast follows the same flow as the original plan. To make it live, you need to open requests, review them and lock the reforecast:

1. In the reforecast, click Open requests.
2. Choose Launch now or Schedule for later and set the request period dates.
3. Click Save. All Headcount Planners are notified and can submit their requests for this version.
4. When the request period ends, review the requests and approve or reject them.
5. Click Lock plan.

Once locked, the reforecast becomes the Live version of the plan. The previous versions are still available in the version selector.

Switch between versions

1. Open the version selector at the top right.
2. Select the version you want to see. The Overview and Employee sheet update to show that version.

Limitations

• Only Owners of the plan can create reforecasts.
• A reforecast can only become live after going through the request and review flow. You can't lock it directly from the draft version.
• You can only export the live version of the plan. The Export button is hidden while you're looking at another version.

FAQ

1. Does creating a reforecast change the live plan?
    No. Changes stay in the reforecast and only affect the plan once you lock it and it becomes live.
    
2. What happens to the original plan? 
   It's kept as the Default plan and stays available in the version selector.
    
3. Who can create a reforecast? 
   Only the Owners of the plan.
    
4. Do planners need to submit requests again? 
   Yes. When you open requests in a reforecast, planners are notified and submit their requests for that version, which then go through review and approval.
    
5. Is the monthly view only available for ongoing plans? 
   No. It's available in every plan status.
    
6. What's the difference between Actual and Forecast? 
   Actual shows what has already happened. Forecast also includes confirmed changes that haven't happened yet, such as hires who will join in the coming months.