Open Changes to try adding, moving, or ending staffing or changing a position. Choose exactly what should change and when it begins. Saving a proposal preserves the intended change without changing official records. The change list uses the same values as ordinary position work, including custom fields.

Before you begin

You need Manage plans for the plan’s complete department scope, plus viewing access to the type of information you are proposing. Planning access does not grant permission to change official pay, positions, or assignments. Access roles determine who can propose, review, approve, and apply work.

When changing a position’s job code, select its effective date and destination department first. The choices follow that department’s availability rules and your permissions for this plan. A proposed or historical use of a code does not authorize using it in another department.

Add a change

  1. Open the workforce plan’s Changes tab.
  2. Select Add change, choose Positions or Assignments, and continue to the available operations.
  3. Select the affected position or assignment and enter the proposed value.
  4. Choose the effective date and, when applicable, the end date.
  5. Explain the reason and choose Save proposed change. The item immediately contributes to the draft calculation.
  6. Return to Overview and wait for the updated calculation before comparing the result.

For Change a position, select the fields you want to change and enter their new values. Selected fields save as one plan item and apply together on the chosen date. Fields you leave unchecked stay unchanged. Make another item if part of the work should proceed independently or take effect on a different date.

An assignment or applied adjustment can have an end date: its first excluded day. A replacement field value has only an effective date and continues until another effective value applies. A change on the fifteenth of a month affects the included days from that date. Later approved entries remain unless the proposal explicitly replaces them.

Your successful save is visible to authorized colleagues and starts an updated draft calculation. While it prepares, the last complete result is labeled as previous results. Saving never changes an approval already submitted for an earlier selection of changes.

To change a position or assignment’s schedule, propose assigning an existing work schedule. Saving a proposed schedule choice in Plan does not make it official until applied. See Set up work schedules.

Remove an incorrect approved field entry

Choose Positions and Remove approved position field entries. Select the position and each approved standard or custom field entry to remove. The entries keep their recorded dates, and the plan shows the preceding values restored through the next retained entries. Selected removals stay together for review and application.

For example, removing incorrect 0.8 and 0.6 FTE entries from a position originally recorded as 1 FTE restores 1 FTE across both affected periods. The approved entries remain unchanged until the reviewed change is applied. You cannot remove an entry if it leaves required position information missing. If the approved field history has changed since the plan captured it, refresh the approved information before proposing the removal.

Plan a suspension, return, or elimination

Choose Suspend a position to pause it temporarily. On a separate practice position, suspend a full-time position on July 1 and return it on September 1. Its recorded size remains 1 FTE. It contributes 0 active FTE in July and August, then 1 FTE from September. Leave the return date blank when no return is planned yet. A suspension with a scheduled return, including its return FTE when entered, stays together as one required operation.

For another practice variation, choose 0.5 FTE on return. The position then returns half time. Review both dates and values so you can distinguish the effect of the suspension from the later size change.

Choose Eliminate a position for a permanent end. Its effective date is the first Eliminated date. An Eliminated position cannot reactivate. Changing FTE to zero does not suspend or eliminate a position.

To correct an approved status entry, explicitly select the entry being replaced, including an entry whose date has already passed. To remove approved status entries, select every affected entry together, including both dates of a planned suspension and return when necessary. Review both the original dates and the resulting position timeline.

During suspension, a retained assignment pauses its active staffing contribution and resumes when the position returns to Active within the assignment’s own dates. Elimination ends affected assignments and cancels starts on or after the elimination date. Choose a new Reports to destination, or make affected reporting positions top level. Select dependent transfers or new assignments together when preparing an application. Employee and pay records remain. Review continuing compensation obligations separately.

Plan staffing before an employee is selected

You can model an unfilled assignment using its position, FTE and planned dates. Choose an employee before applying the assignment. You can leave that choice open while planning.

When you can view compensation, Plan a hire or assignment also offers Planned pay amount and Planned pay type. Select an employee and complete both fields to save the assignment and its pay as one item. They are reviewed and applied together. Leave them blank to plan staffing without adding a pay change. An unfilled planned assignment can model hiring cost but needs an employee before application.

To compare hiring dates, change the proposed assignment’s dates and review the monthly staffed costs. A hiring delay changes expected staffing cost; it does not automatically reduce the position’s authorized Budget.

Keep dependent changes together

Select changes that must happen together in one application. For example, the linked parts of a staffing transfer must remain consistent. One application saves all selected changes together or saves none. Prepare independent selections deliberately when they can proceed at different times.

Direct application requires permission to apply plan changes and authority for every selected change. Enter the required reason and review how existing requests will be affected. For independent review of one position, use its Create approval request action separately and complete the ordinary submission, including any required explanation or files. Changes across several positions that must apply together belong in the direct application.

Understand reductions

A position’s final calculated FTE, pay rate, and cost cannot fall below zero on any date. A reduction or comparison difference can be negative. Reducing 1.0 FTE by 0.2 produces 0.8 FTE, with a difference of −0.2.

When a calculated reduction reaches the zero minimum, the result explains the limit. A negative amount is not carried into a later adjustment or another period. Missing financial information is shown as unavailable, not assumed to be zero.

Optional practice: try a separate full-time hire

Use prepared practice records for this exercise. Follow its setup instructions before making changes.

The main walkthrough models Avery’s pay increase and keeps staffing unchanged. Use a separate workforce plan and a separate vacant full-time position for this hiring lesson.

  1. Open Add change > Assignments > Plan a hire or assignment.
  2. Choose the vacant practice position and Casey Rowan.
  3. Enter 1.0 FTE and the intended start date.
  4. Save the change and wait for the updated draft result.
  5. Check that the position changes from 1.0 open FTE to 0.0 open FTE.

Adding a person does not increase the position’s approved capacity. Enter Casey’s proposed pay separately if you want a compensation result.

You can also plan an unnamed hire, but must select an employee before applying that assignment. Try transfers and position status changes in other copies so the original comparison stays available.

Form choices

Use this reference to choose form values. Available choices depend on the task, selected date, and your access.

Existing or proposed record

Choose either an existing record or a new record proposed in this selected application, as the form allows.

A proposed assignment can refer to a proposed new position in the same selected application. Keep dependent changes together and select the intended target explicitly. Editing a reviewed proposal requires renewed review; a draft proposal does not itself change approved records.