COMPENSATION ADMINISTRATION & REPORTING. Lauri Armstrong

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2 COMPENSATION ADMINISTRATION & REPORTING Lauri Armstrong

3 Housekeeping Be prepared to participate and be called upon. Brainstorming: there are no bad ideas. Please mute your cell phones and PDAs. If you need to step away, please put do not put us on hold. Ask questions as often as necessary. Have fun! 3

4 Agenda Introductions Managing Compensation Data Compensation Permissions Creating & Deleting Compensation Forms Managing Form Membership Update Compensation Forms for Template Aggregate Plan Export Personal Compensation Statement Reporting (If Time Allows) 4 Internal M. Tovar / 8-Oct-08

5 Introductions

6 Managing Compensation Data

7 Compensation Data There are generally 3 data files associated with the Compensation Module Employee Data Currency Conversion Tables Salary Ranges The data files required for your implementation may vary.

8 Importing employee compensation data Compensation data is imported by uploading it in CSV format as part of the user import spreadsheet.

9 Step-By-Step 1. Select Manage Users > Employee Import. 2. Select Browse and choose the CSV file to import. 3. Ensure the Validate Manager and HR fields box is selected Ensure that Automatic Insertion of New Manager as next document recipient if not already is selected. 5. Select Import employees. If notification is enabled, you will receive an reporting on the status of the import

10 Exporting employee compensation data To make corrections, you may want to export the data, adjust, and re-import.

11 Step-By-Step 1. Select Manage Users > Employee Export 2. Ensure the following are selected: Comma-separated CSV format Include User Compensation Data Select the Compensation Plan Name that contains the data for export 4. Select Export Users. You are prompted to either run or save a zipped version of the CSV User Directory file

12 Currency Conversion Rate Tables Allow managers to see compensation information in either the Employee Local Currency, Planner Currency or the system configured Functional Currency. Are uploaded via.csv file. Multiple Rate Tables can be imported into a company instance, and each Compensation template can be configured to use one of these Rate Tables.

13 Step-By-Step Select Compensation Administration> Manage Currency Conversion rates. 1. Select the name of the Conversation Rate Table 2. Select Browse to locate the.csv file to import TIP: You may Export the current table to modify and import 3. Select Import

14 Salary Pay Matrices Salary pay matrices are tables that define the low, mid, and high points for salary grade/level.

15 Step-By-Step 1. Go to Compensation Administration > Manage Salary Pay Matrices. (Not shown) 2. To update an existing pay matrix, click on a name from the list. (Not shown) 3. Export the pay matrix, and open it. 4. Add the desired salary ranges and pay grade codes or numbers. (Not shown) 3 NOTE: During configuration your Professional Services Consultant will inform you if you need to populate the Attribute fields based on your specific configuration. If not then just leave these columns blank.

16 Step-By-Step 5. Save the file in comma separated value format (CSV). (Not shown) 6. To import the updated pay matrix, click Browse and locate the pay matrix file you edited. 7. Click Import. 8. The pay matrix is updated

17 Compensation Permissions

18 Manage Compensation Privileges Compensation Management Permissions grants users access to the compensation module.

19 Step-By-Step Select Manage Security > Compensation Management Permission. 1. Select group of users OR select individual users. 2. For groups, set your filters accordingly. 3. For individuals, search for the user(s). 4. Select Grant Compensation Management Permission

20 Granting Executive Review Reporting Privileges Senior management is typically granted permission to view and/or edit the compensation worksheets in a summarized view, called Executive Review. Executive Review allows: Managers to see down their hierarchies HR Reps to see those for whom they are the designated HR person in the employee import file Those with Detailed Reporting Privileges to see the compensation information for anyone within their permission area. By having this view, senior management is able to review the budget as the worksheets are being completed and have up to date information in order to approve all compensation recommendations for the organization.

21 Executive Review Permissions The user must first be granted Compensation Management Permission as described in the previous slides. Executive Review permissions may be granted as view only or view and edit.

22 Step-By-Step Select Manage Compensation Executive Review Permission in Compensation Administration. 1. Search for the user 2. Select Executive Review Read or Executive Review Edit 3. Check the box next to the person s name 4. Click the Grant Permission button

23 Executive Review For those who have Executive Review permissions, they will see this report within the Compensation Tab.

24 Creating & Deleting Compensation Forms

25 Managing Compensation Plans Compensation plans are the same as forms. Forms are created based on the compensation template that has been created for you. The Mass Create Plans option lets you create compensation plans for all managers at once. The following procedures are typically done before plans are Mass Created: A data upload with desired compensation hierarchy is done just prior to creating the plans so that specific people show up as planners.

26 Creating Compensation Forms Step-By-Step 1. Select the Compensation Administration > Mass Create Plans link (Not Shown) 2. The Pre-Pend Form Name will append to the name of the Planner of the form. 3. Head of hierarchy - All planners from this person down will have forms created Direct Reports Only this will cause only one form to be created for the person you entered.

27 Creating Compensation Forms Step-By-Step 5. Cycle Start Date this is for the start date of the plan (possibly year begin) 6. Cycle End Date this is for the end date of the plan (possibly year end) 7. Due Date this is for the date the compensation planning process is to be complete Select Compensation Form template you want to use Select Create

28 Delete Compensation Forms Step-By-Step To delete forms that were created in error: 1. Click Manage Compensation Forms (not shown) 2. Select the check box(es) next to the plan name(s) to be deleted 3. Select the Delete button 3 2

29 Managing Form Membership

30 Compensation Form Membership Members of a compensation form (employees) are typically moved for one of three reasons: 1. An employee changes compensation planners (e.g., managers) and the Administrator needs to move the employee to the new planner s compensation form.

31 Compensation Form Membership 2. An employee joins the company and the Administrator needs to manually enter him/her into the appropriate planner s compensation form. NOTE: Above applies only if the compensation forms have already been created and the employee is eligible to participate in this cycle.

32 Compensation Form Membership 3. An employee leaves the company and the Administrator needs to manually remove the employee from the appropriate planner s compensation form.

33 Moving members Step-By-Step Go to Compensation Administration > Move Members Between Forms 1. Select the Compensation Template 2. Select the Source plan. 3. Select the Target plan. 4. Select budget and options as required 5. Click Move

34 Adding Members Step-By-Step Go to Compensation Administration > Add Members to Forms. 1. Enter the Username or Find User to be added. 2. Select the Compensation Template. 3. Select the Compensation Form. 4. Select and budget options as required 5. Click Add

35 Deleting Members Step-By-Step Go to Compensation Administration > Delete Members from Plans. 1. Select Compensation Template. 2. Select Compensation Form. 3. Choose member(s) to delete. 4. Select and budget options as required Click Delete.

36 Update Compensation Forms for Template

37 Update Compensation Plans for Template Enables you to update all the forms attached to a compensation template. Can be used prior to a data export to ensure the most current data is included in the export. Perform a compensation update prior to exporting data. Be aware that this update may take several hours to run, depending on the number of compensation forms and employees being exported

38 Step-By-Step Go to Update Compensation Forms for Template 1. Select Compensation Template 2. Chose to Synchronize Bonus data if applicable 3. To update the forms based on current system hierarchy, select Change User s Manager and/or Second Manager 1 2 3

39 Step-By-Step 4. Automatically remove inactive employees from forms or remove forms for inactive planners. 5. Update the Budget. 6. Apply above updates to completed AND in-progress forms. 7. Click Update

40 Additional Information You have the option to automatically manage employee changes during compensation planning. You can specify the actions you want to take for each change scenario and those changes are automatically applied to all inprogress and completed (optional) compensation planning forms. Go to the Update Compensation Forms for Template page to automatically move a compensation entry whenever there's a manager change, and remove inactive employee or planner forms. Make your selections and click Update to save your changes. Please note that these updates can only be made after the employee changes are reflected in the latest user import and user status page, meaning that you must update those areas first.

41 Aggregate Plan Export

42 Compensation Aggregate Report Used to export ALL compensation data. Can be imported into external applications for analysis.

43 Step-By-Step 1. Selecting the compensation template 2. Optionally, Include User Info. 3. Expand More Options and add dates as needed. 4. Click Compensation Aggregate Export 5. Name the file and click OK to export. The export is scheduled

44 Personal Compensation Statements

45 Generate Personal Compensation Statement Can only be generated for completed forms. You may scan for completed plans based on a chosen comp template. Once you locate completed plans, click submit to create the statement.

46 Step-By-Step 1. Select the Compensation Form Template. 2. Select the Personal Compensation Statement Template 3. Check Form status 4. Click Submit

47 Compensation Statements

48 Compensation Reporting

49 Compensation: Reporting and Data Access Methods of accessing data or reporting: 1. Compensation Rollup (Detailed Report) 2. Dashboards and List Views 3. Executive Review 4. Executive Review Export 5. Compensation Aggregate Export 6. Spreadsheet reports 7. Detailed Document Search

50 Compensation Roll-up User can drilldown into actual Compensation forms included in the rollup Access via Compensation tab

51 Dashboards Depending on Configuration Dashboards can include: Form Status Grouped by Workflow Compa-Ratio Distribution Pay-Performance Matrix only available if guidelines are embedded in Comp form

52 List Views Form List list of Comp forms as constrained by filter options and date options; allows drilldown into a specific form Spotlight Views there are none for Compensation

53 Executive Review Data fields are exactly the same as on Compensation form. Access via Executive Review sub-tab (Compensation) Differs from Compensation form in that: Shows ALL employees below Manager in the EM hierarchy within boundaries set by user's choice of filters. Flags field would show individuals outside the guidelines.

54 Executive Review Export Same as Executive Review, but in external Excel spreadsheet format Data are shown in tabs within the spreadsheet

55 Compensation Aggregate Export Access via either: 1. Reports tab, link under Classic Reports 2. Compensation Aggregate Report link in Admin Schedules a batch request Becomes available to download from the application after 5-30 minutes

56 Spreadsheet reports Prepackaged standard sets of pivot table analyses Filtered by either Team View or Detailed Reporting Rights (shown right) Can select subset of employee data by using standard filter fields

57 Questions?

58 Additional SFU Public Classes Please check the Calendar on the Customer Community for additional sessions. SuccessFactory Advanced Compensation Administration Performance Fundamentals Series AND MANY MORE!

59 Thank You

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