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Denis Grankin Head of Sales Department
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How we've created a Workforce Planning Application for a Financial Company

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Workforce Planning software

How can you be sure that you have the right people in place and that you are getting the most out of them? You can combine HR, organizational, and financial planning on a single software platform and thus stay on top of all corporate issues. For example, you can create a workforce planning application and thus get a customized software solution equipped with advanced features to process disparate data and obtain valuable insights for making data-driven decisions.

Meanwhile, more than 40% of entrepreneurs surveyed said that making data-driven business decisions is key to effective workforce management. In addition, as over 80% of executives noted, empowering every employee to make data-driven decisions will increase their productivity, customer satisfaction, and the quality of products and services delivered. Nevertheless, the widespread adoption of effective personnel planning software remains lacking. However, you have the chance to capitalize on this gap and create a workforce planning application. This proactive approach positions you to seize the opportunity and reap the benefits it offers.

In this article, we will walk you through how to build a workforce planning application. In addition, you will discover its benefits for your business. Read on!

What exactly is a Workforce Planning Application?

Workforce planning is at the heart of it all. It is about continuously maximizing the potential of employees to drive business success. This is facilitated by the use of digital tools such as ERP systems or custom workforce planning applications (like the one we've built for our client).

The workforce (or personnel) planning app provides the best possible match between the required staff and vacancies to avoid shortages or surpluses of staff/skills.

The workforce planning app in any version (it may include an employee management app) can be perhaps the most valuable investment in the development of your business. With its help, you can ensure the efficiency of the company and profit growth.

Let's see what the personnel planning app does:

  • Manages the number and distribution of staff by position, department, and branch, aligning these issues with finances and tasks to be performed.
  • Provides insight into the costs associated with the workforce. This includes the number of current and planned staff, salaries, bonuses, taxes, and healthcare costs.
  • Gives an idea of which staff needs additional costs for working equipment, business trips and bonuses.
  • Offers detailed reporting for further business planning.

How does Workforce Planning Software help?

If you're curious about what a workforce planning application can assist you with, you're in the right place. Let's dive in.

Workforce planning software empowers you to make data-driven decisions - a crucial advantage in today's fast-paced business environment.

Why is data-driven decision-making so valuable? Well, with a personnel planning application, you can gather and organize all your workforce data. Then, using this data, the software generates realistic scenarios to forecast your future workforce needs.

Moreover, implementing a workforce planning application streamlines your workforce planning and HR-related processes. This automation significantly reduces your reliance on manual labor. Tasks that once demanded specialized personnel and extensive time commitments can now be handled automatically. Imagine that.

But wait, there's more. Advanced analytics offered by cutting-edge workforce planning software go beyond mere headcount planning. You gain insights into workforce turnover predictions, potential skill shortages, and the demand for specific professionals in your industry. By staying ahead of the curve, you can adapt your plans and optimize your workforce for maximum efficiency.

Where you can use the Workforce Planning Application

Have you finally decided to create a personnel planning application? Great idea. By leveraging a workforce planning software solution, you'll effectively address a multitude of critical challenges, ultimately enhancing the caliber of your business outcomes.

Here are the key tasks that such a solution can adeptly tackle for financial companies and other businesses alike:

  • Finding and hiring the best talent;
  • Screening and training of selected people;
  • Promotion from within or dismissal;
  • Resolving possible labor conflicts.

As the practice of many business entities shows, a company can grow within the qualifications and quality of its employees. The better they are, the more chances the company has for success. To unlock the workforce potential and manage it wisely, you need to build a personnel planning app.

What’s the idea of the Workforce Planning Application project?

DDI Development in general and our experienced teams of engineers, designers, and business analysts in particular already have a proven track record in creating complex software solutions to meet business needs in verticals such as healthcare, logistics, e-learning, recruiting, e-commerce, booking and fintech.

One of our recent tasks was to create a workforce planning application for a financial company. The idea behind it was to streamline the staff planning process and marry staffing needs with business needs.

With workforce planning app in place, our client is now ready to do the following:

  • Get a clear picture of personnel costs;
  • See which areas need new specialists and where there is a surplus of them;
  • Make business decisions based on quantitative indicators and forecasts, not guesswork;
  • Increase revenue and operational performance of the entire company, etc.

The development process of the Workforce Planning Application

In this article, we will walk you through the step-by-step process of developing a workforce planning software for a financial company and share some examples of what we got as a result. Read on to learn more.

development process of the Workforce Planning software

Team

To get the workforce planning application developed and implemented, we have assembled a project team of the following experts:

  • 1 Project manager (PM)
  • 1 Business analyst (BA)
  • 1 UI/UX designer
  • 2 Backend engineers
  • 2 Front-end engineers
  • 2 Quality assurance engineers (QA)

Methodology

The Agile project management approach was chosen as the main method of project team management. It allows specialists to focus on work and not be distracted by insignificant trifles. Here are the advantages of Agile methodology when creating a web-based or mobile workforce planning app:

  • It allows you to estimate software development time as clearly as possible;
  • Any changes by the client can be made to the project at any time without compromising the quality of the product;
  • We managed to focus not only on the dry facts and requirements that are usually put forward to such a personnel planning app, but also took into account the personal wishes of the client;
  • The software development process was not based on an outdated step-by-step scheme, but was result-oriented;
  • We managed to meet the most modern requirements for both web development and mobile development, thus getting the MVP of the required quality on the first try.

We believe that an Agile project management approach is best suited for managing a remote project team working on a staff augmentation model. This is because regular meetings and sprints help ensure that no detail is missed and instead everything that matters is covered.

Development process

The creation of any project, whether it is the recruiting software development or the development of a customized applicant tracking system (ATS), begins with negotiations with the client. When our business analyst collected the requirements and wishes of each of the stakeholders, all information about the future project - its functionality, potential users, goals, etc. - was compiled into a single document.

The next step was the creation of a project specification document, where we listed the technologies and tools needed to create a workforce planning application.

We also built a project roadmap and made an approximate cost estimate for software development. All this data was submitted to the customer for approval. After that, we moved on to the stage where we needed to hire software developers and then onboard the development team into the customer's team.

While choosing IT outsourcing specialists, we focused only on those with the required expertise. When the IT outsourcing team was assembled, we made a work plan (backlog) and divided it into two-week sprints for the convenience of obtaining intermediate results.

Also, when working in sprints, we were in regular contact with the client to conduct demo sessions and get feedback.

Step by step, the MVP of the platform was designed, cleaned of bugs, and thoroughly tested. Only after that, we handed over the workforce planning application to the end user. However, we continued to monitor its operation to keep track of and eliminate possible errors or inconsistencies in time.

User roles

The access level to the workforce planning application within your company can be configured and changed depending on the purpose of using the system. For example, instead of focusing on HR issues, you can request a payroll calculation.

Below we outline the main roles we have offered to our client:

  • Administrator: This user is the owner of the personnel planning application. He or she has the most advanced access to all sections of the system, can add and delete users, upload, view, and edit company and employee documents, etc.
  • HR manager: This user has access to all sections of the system necessary for personnel management and can upload, view, edit and delete all personnel-related data.
  • Employee: This user has access to the system options necessary to perform daily work duties.

Administrator Dashboard

Administrator Dashboard of workforce planning software

After logging into the workforce planning application with Administrator access, you will be taken to the Dashboard page. Here, the left sidebar lists the options available to you, such as Payroll, HR, Reporting & Analytics, Taxes, Insurance, Retirement, Time, Support and More. Let's take a closer look at some of them below.

Payroll

Payroll

On the Payroll page, the Administrator receives detailed information about pay categories, such as rate, salary, overtime, vacation pay, etc. The clear table contains all key data on the department of each employee, the number of vacation hours, overtime hours, time off, etc.

HR

HR

Once in the HR section, the Administrator gets access to a huge amount of information about the search, selection, onboarding, and other HR-related issues. You can access such tabs as Dashboard, People, Recruitment, Ads, Approvals, Interviews, Onboarding, Dismissal, Expenses and Documents.

Retirement

Retirement

In the Retirement section, the Administrator (system owner) can track employees' retirement status changes and retirement benefit accrual. Here you can check the data on each employee such as Retirement Plan, Plan Balance, Plan Performance, Plan Eligibility, etc.

Insurance

Insurance

With the Insurance section, you will always be aware of the insurance benefits for your employees. However, you can not only view Insurance information but also manage payments. Thus, on this page, you can create a certificate, manage business insurance and health insurance, as well as perform your insurance to-dos.

HR Manager Dashboard

HR Manager Dashboard  of workforce planning software

Once on the home page, the user with the role of HR manager gets access to key employee data that is crucial for the daily work of the HR department. You will be aware of the time worked, shifts, schedules, and other employee actions that affect the workflow of the entire team or company.

From here, you can manage flexible work schedules, giving employees the freedom they crave and ensuring full transparency of working hours and payroll calculations (including overtime and special pay rates).

On the left side of this page you can find a menu of sections available to you:

  • HR
  • People
  • Time-off
  • Schedule
  • Timesheet
  • Reporting & Analytics
  • Support
  • More

HR

HR page in workforce planning app

In the HR section, you get access to advanced options ranging from recruitment to dismissals and labor costs. From here you can navigate to subsections such as Recruiting, Job Requests, Headcount Plan, Demand, Demand vs Supply, Skills Analytics, Performance, Dismissal, and Workforce Cost.

Time-off

Time-off

With this section, you will ensure fair treatment of your employees. The workforce planning software contains proven and automated practices and options to ensure compliance with legal and general contractual regulations regarding rest time, leave and pay. In addition, the features of this section provide optimized management of requests for vacations, housing, insurance, etc.

By automating the scheduling processes and applying the appropriate payroll rules, you will be able to keep accurate records of the time worked and make accurate payroll calculations. In addition, you can save labor costs by 5% or more.

Every action in the system leaves a digital trace and is therefore backed up by comprehensive documentation.

Schedule

Schedule page in workforce planning app

To be future-ready, you need to plan for future workforce needs with planning schedules that identify potential gaps in your workforce. Using the functionality of this section, you can forecast the labor demand and possible income generated by employees.

Timesheet

Timesheet

This workforce planning application eliminates error-prone manual processing of data on days off and working hours. In this section, you have access to advanced and customizable time and attendance options that automatically confirm the identity and location of the employee.

Also, with the help of captured data, you can simplify the process of solving such urgent issues as overtime, absences, and other unforeseen circumstances.

Employee Dashboard

Employee Dashboard in workforce planning app

The personnel planning application we developed for a financial company is adaptive across desktops, smartphones, and tablets. We have created both a web-based system and a mobile application that every employee can access on the go. This allows for multifunctional scheduling, time and attendance, and leave management.

Due to mobile development, we got a software solution that allows your employees to focus on what matters. There are no more distractions.

From the home screen, your employees can go directly to options such as Tasks, People and More. Also, they can clock in and out of work here. The workforce planning app offers accurate employee time tracking and automated payroll to keep things running smoothly.

Let's take a look at some sections of the mobile application.

Tasks

Tasks

When it comes to staff planning, every detail counts. This is true for work assignments as well. When each task is captured in a single database, it becomes possible to control the workload of each employee and the overall efficiency of work. You can track the execution of tasks using the Tasks section implemented in the mobile application.

People

People

To quickly solve urgent work issues, there is a simple communication tool that allows you to get in touch with the team on the go, wherever your employees are.

More

More

By going to the More section, employees have access to a list of sections such as Time-off, Schedule, Pay, Time, Benefits and Learning. The Search option is also available in this area to speed up the resolution of each employee's requests, and thus speed up the performance of work duties.

What are the benefits of a Workforce Planning Application for your company?

Below are the benefits you get when implementing personnel planning software in your business processes. Do not miss this step.

The right choice of resources: Workforce planning app provides your HR team with information about resource needs. From now on, all HR issues are solved consistently and reasonably, because all tasks will be correctly distributed among performers, and the right people will be assigned to the right projects.

Business processes are streamlined: The workforce planning application should be used at all levels of your company and by all key departments, i.e. sales, project teams and finance. This end-to-end use of this tool ensures transparency of your activities and visibility of project data.

Clear billing in line with the resources involved: The process of managing expenses, revenues, and invoicing in different currencies will not only be transparent. The workforce planning software also provides a correlation of these indicators with the number of human resources involved, their rates, and working hours.

Workforce planning gets simplified: Forecasting and reporting on personnel costs and employee allocation become smoother and easier.

Key metrics and reports are at your fingertips: Comprehensive dashboards contain every detail related to HR management, so you have full control over the process.

Data is protected: The confidential data protection system based on industry protocols restricts access to information and makes it secure. However, you can change the level of employee access to certain information within the application.

The system is compliant with regulatory requirements: The workforce planning application operates under labor laws, company and industry rules, as well as leave and employment contract rules.

A brilliant employee experience: Your employees can feel valued as they have a voice and contribute to the growth of the company. This leads to increased employee engagement, which in turn strengthens your business.

What are the key features of the Workforce Planning Application?

Let's move on to the key features of the program.

Workforce planning: Partnering with departments, identifying staffing and skills gaps, drafting workforce plans, and calculating financial implications are just some of the options the workforce planning feature brings to the table.

Talent management: You can bridge skill gaps in a timely and cost-effective manner and channel talent to where it's needed most.

Dynamic modeling: You have a simulation option to predict any changes. For example, you can see how a change in salary will affect the company's profit, etc.

Centralized database: You can store all your data in one place and connect other applications such as ERP, ATS, or CRM to the system.

Templates: Personnel planning application is equipped with a variety of built-in templates, including Excel templates, to facilitate and speed up expense planning and reporting processes.

Built-in detailed forecasting: Built-in forecasting features allow you to optimize resource and revenue planning for each project and the business as a whole. You can customize staffing models to ensure faster delivery of solutions, customer satisfaction, and increased profits.

Reporting and analytics: You get real-time updates on resource requests, resource allocation across projects, costs, and all other data you need to better manage your operations.

Configurable access: Using the built-in settings options, you can control the levels of personnel access to the data stored in the system.

What are the key components of a Workforce Planning process?

When it comes to workforce planning, the key components of the process can be outlined as certain steps to be taken. Let's take a look at them.

Get the big picture

Start by learning about the company's strategic direction. What are the company's key goals and objectives? A workforce planning application can help you collect and analyze data to align your workforce strategies with those goals. By centralizing information and providing analytics, the software ensures that decisions are aligned with the company's vision for the future.

Know your team

Take a deep dive into your current workforce. Who are your employees? What skills do they hold? How many people work in each department or position? Personnel planning software can simplify this process by consolidating employee data, making it easier to identify skill gaps and assess the current composition of your workforce.

Predict the future needs of the company

Harnessing predictive analytics, workforce planning software anticipates future workforce requirements. By considering factors like growth forecasts, market trends, technological advancements, and economic shifts, this data aids in predicting upcoming skill demands and necessary headcount adjustments.

Don't forget about the gap

Pinpoint gaps between your current team and future needs using workforce planning software. It delves into skill sets, expertise, and potential shortages, offering a clear visual of where adjustments are needed. This insight allows for targeted strategies to effectively bridge these gaps.

Create strategies to address identified workforce gaps

Use workforce planning apps to devise strategies for workforce gaps. These apps let you simulate hiring, training, and restructuring scenarios to bridge skill gaps. Implement these solutions to prepare your workforce for the future.

Get things done

Put your workforce planning strategies into action. Workforce planning applications make it easier to execute plans by automating processes such as recruitment, training, and organizational change. This simplifies the implementation process and ensures that initiatives are implemented effectively.

Stay flexible

Track and adapt your workforce planning efforts on an ongoing basis. The workforce planning app provides real-time analytics and reporting, enabling organizations to track the effectiveness of their strategies and make adjustments as needed. While remaining flexible, organizations can respond quickly to changing market conditions and evolving business priorities.

Why do you need to create a Workforce Planning Application?

The need to build a workforce planning application may arise in several cases:

  • When new positions are added;
  • When existing positions are filled;
  • When any changes are made to existing budget positions.

This may mean converting part-time positions to full-time positions, increasing the number of hours to perform certain work, extending contracts, etc.

The workforce planning software:

  • Is a must-have if your organization runs multiple projects with minimal visibility and seeks to increase transparency, boost profits, and ensure the efficient execution of its tasks.
  • Ensures continuity and efficiency of business processes.
  • Helps you track the skills, certification, and engagement of your employees. With a workforce planning app, you get the right people on critical projects at the right time.
  • Unifies sales and services to optimize the customer journey.

The workforce planning process is an integral part of your business landscape:

  • You can attract talented employees who have the skills needed to solve your organization's pressing issues or your customers' challenges.
  • Project managers will be able to determine what skills should be taught to employees so that employees bring more value to the company.
  • It will be possible to shape and integrate corporate culture and necessary motivation into teamwork.
  • With AI and ML-powered personnel planning applications, the company can reduce costs and increase productivity.

It should also be said that the workforce planning software can be extended with any modules and features depending on what you decide to use this application for. Your focus can be on HR tasks or shifted to financial issues. It’s up to you to decide.

Bottom line

The workforce planning application brings transparency to resource management, helps to respond quickly to changes in the talent market, and allows for coordinated planning of the next steps.

This software solution can make your business future-ready even in the most turbulent times. After all, your workforce planning operations can get less costly, more profitable, and easier, whatever your business or the environment you operate in.

If you have any questions regarding the creation of personnel planning software for your company, please do not hesitate to contact us. We are sure that our extensive subject matter experience in developing such systems is of great help to you. As a result, you will get a system designed to help your business prosper in the long run.

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