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View and use headcount data

Owned by Denise McGettigan, created
Last updated: Jun 13, 2024
3 min read

If someone in your organization adds a Headcount driver, you will see two additional tabs in the budget workbook.

To protect the privacy of your organization’s employee data, what you can see and do with the Headcount driver data depends on your access to the budget workbook and if you have been added as a Headcount driver user or administrator.

View and use headcount output

All users who have access to the Budgets & Forecasts module can view the output of the Headcount driver in two places in the budget workbook. However, what you can see specifically depends on your general workbook access.

  • Headcount Output tab - View a breakdown of your organization’s employees by FTE and headcount by month.

    • The headcount output information is for reference purposes only; you cannot edit it.

    • You can refer to the headcount data in formulas in any of the other worksheet tabs. The formula references are relative, so the system automatically calculates the budget values according to the individual head values.

    • The headcount output information can be very useful when budgeting costs that vary depending on the number of FTEs or heads you have. For example, if you are budgeting external course costs, you could have a figure multiplied by the headcount for each region.

  • Main tab - View the automatically-driven budget values for the General Ledger account codes that are mapped to the Headcount driver. Either expand the applicable category or search for a specific General Ledger account row to confirm it is being driven - the “Driven” message displays in the Workflow column.

Contribute to headcount input

The Headcount Input tab has restricted access, so a yellow lock icon displays next to the tab name. If you are invited to use this tab, you need to create a password before you can access the data. As the headcount password is separate from the Phocas sign-in password, it can be saved in your browser’s password manager.

Reset your headcount password

If you forget your password:

  • If you are a budget contributor, you get the option to reset your password after five failed sign-in attempts. After you reset your password and access the Headcount Input tab, the headcount values do not display, as they become corrupted during the reset process. You need to contact your budget owner or administrator and ask them to refresh the data on your behalf.

  • If you are a budget owner or administrator, you CANNOT reset your password yourself, as that action has wider implications. Contact us to discuss your options.
    If a budget user has reset their password, you need to refresh the rows in your Headcount Input tab to trigger a refresh of the corrupted data in their Headcount Input tab. Use the refresh button on each row or the Refresh all button above the grid.