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Finance's Guide to TeamOhana
Finance's Guide to TeamOhana

An overview of the primary workflows for Finance users in TeamOhana

Alayna Kolb avatar
Written by Alayna Kolb
Updated over a year ago

Introduction: What is TeamOhana?

TeamOhana is a single source of truth for your company's current and future headcount. Benefits of TeamOhana to Finance teams include:
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  • Data you can trust: integrations with your HRIS and ATS mean your data is dynamic and up to date, unlike spreadsheets which are error-prone and backwards-looking

  • Streamlined headcount approvals: Finance is no longer the last to know about headcount changes and updates to hiring plans. TeamOhana gives Finance visibility into new headcount, compensation changes, backfills, internal transfers and more

  • Visibility into effective headcount: current employees, pending starts, and future terminations

With collaboration and communication built directly into the tool, you can run a more streamlined process and eliminate the noise that inherently exists when working out of multiple tools and spreadsheets.

The Finance user role

The Finance user's primary responsibility in TeamOhana is to access and manage financial data for headcount.

By default, the Finance role in TeamOhana has the following permissions enabled:

  • Request new headcount

  • Edit headcount without change request

  • Push target start date without change request

  • Manage all headcount

  • Manage headcount compensation

  • View employee compensation

  • View headcount budget

  • Edit headcount budget

  • Access Hiring Tracker

  • Access Dashboard

  • Access headcount ledger

  • Access org chart

  • Update reporting manager

  • Initiate internal transfer

The attribute-based access control (ABAC) for this role grants access to employees and headcount at every level across the company (regardless of division or department). The admin of the account has the ability to update both the permissions and the ABAC for this role at any time.

Primary Finance user workflows

Below, you'll find a step by step guide to the following workflows:

  1. Viewing headcount analytics on the Dashboard

  2. See all approved headcount and cost to keep your organization on track and easily report on variance

  3. See the full roster of current employees plus approved headcount for the real-time cost of headcount

  4. Viewing Employee and Headcount details

  5. View cost of current and effective headcount

  6. Approve new requests and change requests as part of the approval chain

  7. Submitting new requests and change requests

  8. See All Change Requests and New Requests

View your organization's headcount analytics on the Dashboard

  1. Click on Dashboard in the lefthand navigation bar for company stats, growth analytics, and hiring progress

  2. The Dashboard contains a number of reports that can all be manipulated by department or by time. The company stats at the top of the page pull from both your HRIS as well as the open headcount data that's been entered into TeamOhana.
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The headcount growth graph can be toggled between headcount and cost, and shows you your employee count at the start of the month, the net new and terminated employees for that month, and the forecasted growth over the next 9 months. Hovering over each bar gives you more information about that month's changes.

The hiring progress graph can also be toggled between headcount and cost, and contains the same hover-over feature to learn more about each month's updates. This graph is a powerful tool to help determine if current target start dates for open headcount are realistic, or if the Talent Acquisition team will be unable to hire in time.
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See all approved headcount and cost to keep your organization on track and easily report on variance

  1. Click on your Hiring Plan > Budgets and Forecasts in the lefthand navigation bar

  2. The Hiring Plan is the source of truth for all approved headcount and plan cost. Your organization’s existing hiring plans are imported during the initial onboarding process, and all net new requests are subsequently added as your organization undergoes additional planning processes. Budgets and Forecasts is a finance-focused view of that hiring plan.

  3. Each tile across the top of the page has information about the financial implications of your headcount plan.

    1. Budget: is the sum of the fully loaded costs of each approved headcount at the time that they were approved. The budget is locked once the headcount is approved and does not change. In other words, even if the compensation and target start date that were requested ultimately are changed, the budget will remain the same.

    2. Forecast: is the sum of the current fully loaded costs of each approved headcount. In other words, the Forecast will update as the compensation and target start dates of the headcount are updated, while the budget does not change. Before any changes are made to the approved headcount, the Budget and Forecast should match.

    3. Variance: is the difference between Budget and Forecast (in other words, Budget minus Forecast equals Variance)

    4. Committed Spend: is the sum of the fully loaded cost of each offer that is currently out or has recently been signed (i.e. the amount that your organization has committed to spend on all new hires who are filling your open headcount.)

    5. Remaining budget: shows Budget minus Committed Spend

  4. Above the Variance tile is the option to toggle between FY Impact and Annualized Impact for these metrics. FY Impact will show you the impact of your hiring plan on your fiscal year from the current date; Annualized will show you the total annual cost of your hiring plan, agnostic of where in the fiscal year you presently are.

    1. These metrics can be filtered by department, timeframe, and a number of additional filters. The page can also be exported and uploaded to the planning software of your choice.

See the full roster of current employees plus approved headcount for the real-time cost of headcount

  1. Click on Headcount in the lefthand navigation bar

    1. The Headcount Ledger contains a full list of your current employees plus the approved headcount that you'll be filling. You can click into both employees and headcount to view more information about each. Additionally, you can easily export the ledger via the "Export" button in the top right corner of the page so that you can upload it into your other planning tools and keep your models updated.

    2. The Headcount Ledger is also where you'll reconcile any unclaimed hires or employee changes.

  2. Next to the "Current" tab within the headcount table, there's a tab called "Unclaimed" which is where you'll be able to view all newly hired employees who were not originally linked to headcount in TeamOhana. You can learn more about the process of claiming unclaimed hires in the help center article here.

  3. The third tab on the headcount ledger is the "Employee changes" tab. If internal transfers have occurred within TeamOhana, reconciliation between TeamOhana and your HRIS will take place in this tab. Step 4 of this help center article covers this reconciliation process.

Viewing Employee and Headcount details

  1. Click on an employee to view their employment and compensation information and history

    1. Clicking an employee's name opens a drawer on the right side of the screen which shows you all of their current and previous employment information. It will also enable you kick off an internal transfer or create a backfill.

  2. Click into a headcount to see the Basic Details

    1. Clicking an open headcount opens a details drawer which contains all information related to compensation, job role, as well as team, initiative and hiring manager associated with the headcount.

View cost of current and effective headcount

The top right corner of the headcount ledger page has a "Cost" toggle which updates the tiles across the top of the page to reflect costs rather than heads.

  • Current headcount shows the fully loaded costs of all current butts-in-seat

  • Starting headcount shows the fully loaded costs of all butts-in-seats at the start of your fiscal year

  • Total hired shows the fully loaded costs of each employee hired since your fiscal year began

  • Terminations shows the fully loaded costs of the employees that have terminated from your organization since the beginning of the fiscal year; in effect, what your organization got back upon their departure

  • Hiring active shows the fully loaded costs of the open headcount that Talent Acquisition is currently working on filling

  • Hiring not started shows the fully loaded costs of the open headcount that Talent Acquisition has not yet started working on filling, but is in the system

  • Forecast shows the fully loaded costs of all current employees + all open headcount (both active and not yet started)

The default is for these costs to be reflected as annualized costs, but you have the option to toggle them to FY costs.

Approve new requests and change requests as part of the approval chain

Approvals can take place within TeamOhana, or directly from Slack as long as the TeamOhana Slack app is installed.

From TeamOhana, all approvals are tracked in the "My Approvals" widget on the home page. Each headcount can be opened and approved from the widget, or the entire widget can be expanded into a full page, from which approvals can be made in bulk.

This article contains a how-to for approvals.

Submitting New Requests and Change Requests

  1. From the home page, click on the orange Create button in the top right corner, then select Headcount. A request drawer will open on the right side of your screen.

  2. Fill in all details before submitting for approval

Changes to target start date can be requested at any time after approval. Make the changes to the field and click Request Approval.

See All Change Requests and New Requests

  1. Check the status of all new requests and change requests from the Requests widget on the home page

  2. Requests are access controlled. If you’re an admin or Finance user you will see all headcount for the organization. Department leaders will only see all of their departments headcount. Hiring managers and recruiters will see the headcount they are added on.

  3. When you expand the Requests widget to a full screen view, you can filter Requests by the following:

    1. Drafts - Headcount not yet submitted for approval

    2. In Approval - Headcount that is pending approval

    3. Change requests - Headcount with pending change requests that have not yet been approved

    4. Denied - Headcount that was not approved

    5. Archived - Headcount that have been archived and removed from the hiring plan

Notifications

You will receive notifications from TeamOhana via email, as well as via Slack if you've installed the integration. Email notifications by role can be found here, and Slack notifications by role can be found here.

Workflow Videos

Check out the short videos linked below for help with some of the most common Finance workflows:

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