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Open headcount management

An org chart approach to vacancy management

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Whether an organization leverages position based management or person-to-person reporting, the importance of having visibility into open positions across the organization along with KPIs to track critical areas of the organization is paramount. A key driver to successful workforce planning is understanding what open positions need to be filled and the time to fill metric for key positions. Often organizations invest in applicant tracking systems to improve their time to hire (and time to fill) but many organizations do not have access to this basic information. While organizations may have a simple open position report, often this report does not include simple metrics or help the HR business unit understand the KPIs that will lead to a more efficiently run organization.

An org chart approach to open headcount management

Dashboard view in Ingentis org.manager for open headcount management

Dashboard view displays key metrics for selected org unit (Finance dept.). Metrics include open positions (today and in future), aging of open positions, critical open positions, and more).

In order to help organizations more effectively manage their open positions, Ingentis has introduced a methodology based on their org.manager solution which leverages org chart/hierarchical based reporting along with providing additional data visualization services such as a sunburst chart, a dashboard view, and data export capabilities for table based reporting. The key to these visualizations is that they provide several key metrics by both span of control and individual org units departments, cost centers, business units, etc. along with visualization rules. This allows you to gather KPIs and spotlight key information to make more informed business decisions.

Key metrics at your fingertips

The following key metrics are provided to help an organization more effectively report on their open headcount and make more informed business decisions based on the current landscape of their workforce:


  • Open headcount metrics by individual org unit or entire span of control
  • Current open positions and future open
  • Position count
  • Aging of open positions (time to fill)
  • Critical open positions
  • Manager open positions
Ingentis org.manager org chart with open positions visualized

Org chart view displays incumbents and positions open now and in the future. Aging of open positions is included with color coding. Note the visualization rules in the left pane allow one to focus on specific metrics only, such as “show only open Manager positions.

Not all metrics are created equal

Critical positions

We have provided visibility into key metrics since not all open positions are created alike. For example, position based management allows the ability to mark positions as “Critical”. These are positions that are identified as key drivers to the organization. Therefore, it becomes crucial that critical open positions can be identified throughout an organization so long as the underlying data is supported.

Manager open position

Even if an organization does not identify critical positions in their organization, there is a fundamental understanding that a manager-role position may carry a greater impact due to the direct relationship involving one or more direct reports. For this reason, open headcount visualization should help identify those open positions that involve manager-type positions. It’s essential for an organization to effectively fill these positions to ensure their employees have proper leadership and support within their span of control.

Ingentis org.manager sunburst chart & visualization rules for Big Data visualization

Sunburst chart view guides the user on making informed business decisions based on the visualization rules selected. In this example, the red color indicates positions that have been open for more than 30 days. The green color indicates an org unit (dept.) with no open positions. The blue shade for remaining depts. indicates the number of open positions within the dept. The greater the number of open positions, the darker shade of blue.

Open positions: Now and in the future

Visualizing current open positions is a basic staple to any headcount report. But in order to conduct more effective workforce planning (as well as succession or replacement planning), the ability to visualize future open headcount positions can help an organization anticipate and manage change. One of the key benefits of visualizing future open positions is that succession planning can be leveraged so named successors can be identified to fill the role (thus promoting internal employee growth and positive internal employee movement which greatly reduces the hiring and on boarding costs for the organization). This metric is identified based on the future-dating of termination dates in the HR system of record. Dedicated visualizations are possible to focus on those positions that will be opening in the future (and how many days until they will open up).

Time to fill

Workforce planning can benefit with the understanding of the average time to fill certain positions. This is one of the key metrics provided, and allows one to focus on those positions that remain open and are aging beyond 30 or 60 days. For those using an application tracking system, understanding the age of open positions is also a key driver in setting priorities for successfully filling open positions. Workforce planning can also benefit in having access to this key metric so that realistic business planning can be conducted (often times, companies don’t consider or simply don’t know the time to fill certain positions). By allowing one to evaluate time to fill for positions by department, this helps an organization to identify areas where greater efficiency goals should be established. The cost of unfilled positions (whether based on “good” or “bad” turnover) can have an adverse impact on a company from multiple perspectives:


  • Revenue costs
  • Management costs
  • Team costs
  • Competitive advantage costs
  • Customer costs
  • Personnel costs

Enabling informed business decisions

The key approach to creating the HR reports, views, and visualization filters and options for org.manager were based on consultation with organizations of all sizes. This solution is meant to support the following basic use cases to help drive informed business decisions:

  • What is the percentage of open positions for each department?
  • What current positions have not been filled for more than 60 days?
  • Where are there open Supervisor positions?
  • Where are the critical open positions?
  • What positions will be opening in the future that require filling?
  • How can I generated a simple report that shows all open positions across the organization or by specific org unit (dept, division, cost center, etc.)
  • How can I create a simple visualization to present a PowerPoint slide deck of open positions to the management team?

All of the above use cases can be easily addressed based on the Ingentis org.manager solution (per some of the screenshots provided). Additional use cases can be supported if the appropriate information is provided – for example, Good vs. Bad Turnover based on termination codes, or Successors assigned to positions that are vacated or will be vacated in the future.

PDF export of headcount report with Ingentis org.manager

Export your headcount report on an automated schedule to managers as a PDF document featuring a table of contents and navigation links for offline viewing.

Excel export of open headcount positions with Ingentis org.manager

Export HR data to excel and view all open headcount positions with key metrics in a table-based report.

Join our free software webinars to learn more about people analytics with Ingentis org.manager

See how visualizing HR data in org charts, dashboards and diagrams created with Ingentis org.manager can provide you with great insights. 


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Is there an easy way to keep org charts up-to-date? In real-time? Without investing too much effort? Three times YES!!! Just check out our org charting tool Ingentis org.manager!

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This is how Ingentis org.manager helps your organization manage open headcount 


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