Managing the Employee Data File

Employee Data File Main Concepts

To start the compensation process, compensation pulls data from different import files. These files are categorized into two, employee specific and plan specific data.

Compensation Data Sources

Employee-Specific Data	Plan-Specific Data
UDF	Play ranges
Eligibility information	Guidelines
	Stock Value tables
	Currency Conversion table
	Lookup table

The User/Employee Data File (UDF) is the main source of employee specific data, usually exported from HRIS, and then imported to SAP SuccessFactors system via a CSV file. The same UDF is used to pass compensation data. Prior to uploading it to Compensation, it must be populated with the information that Compensation requires to be able to use it for the module.

The employee data file contains two sets of information.

One set, the Base Demographic data, is shared by all SAP SuccessFactors suite and has 40+ standard data elements that can be taken from HRIS. Base Demographic data includes the following:

UserId	Username	First name	Last name
Email	Manager	HR	Default Locale
Department	Division	Location	Custom01-15

Another set of data, Compensation Demographic data are additional fields needed for compensation planning. These compensation data vary depending on your business need and are configured during the initial implementation. Compensation Demographic data is not necessarily sent with the same frequency as Base Demographic data.

Some standard compensation fields include the following:

Column Name	Data Type	Example	Functionality Using This Data
JOBTITLE	STRING	ANALYST	Job title for the user.
JOBLEVEL	STRING	II	Job level for the user.
PAYGRADE	STRING	ANALYST2	Used for salary benchmark, such as compa-ratio and range penetration.
DATE_OF_CURRENT_POSITION	DATE	7/1/2013	Date that the user has been in the current position; can also be used to show date of last salary adjustment.
SALARY_PRORATING	NUMBER	80	Used for compensation adjustment proration. Represented as a percentage; default is 100.
SALARY	NUMBER	96000	Used for aggregate, budget, and bonus calculations.
LOCAL_CURRENCY_CODE	STRING	EUR	Used for salary calculation between US dollars and user’s local currency. Required for multi-currency deployments. ISO 4217 Code is expected.
MERIT_TARGET	NUMBER	16000	Optional. Applicable if merit percentage is based on merit target.
MERIT_EFFECTIVE_DATE	DATE	4/1/2013	Date that merit changes must be in effect. Used for cash flow impact of merit and payroll transaction.
PROMOTION_AMOUNT	NUMBER	4000	Pre-populated salary adjustment for promotion.
LUMPSUM_TARGET	NUMBER	16000	Used for lump sum achievement calculation. Required if lump sum amount is based on lump sum target.
LUMPSUM2_TARGET	NUMBER	16000	Used for lump sum2 achievement calculation. Required if lump sum2 amount is based on lump sum2 target.
BONUSTARGET	NUMBER	3200	Pay for Performance/Bonus target Required for bonus amount calculation.
COMPENSATION_READONLY	STRING	TRUE	Used to indicate user compensation data editability. Set to TRUE to indicate that the data for the user is read-only; otherwise, the data is editable. Default is FALSE.
COMPENSATION_ELIGIBLE	STRING	TRUE	Used to indicate whether the user is eligible to be in compensation forms during form creation. Default is TRUE.
COMPENSATION_SALARY_ELIGIBLE	STRING	TRUE	Used to indicate whether the user is eligible to be in the salary sheet of compensation forms during form creation. Applies only if the user is generally eligible to be in forms, that is, COMPENSATION_ELIGIBLE is true.
COMPENSATION_BONUS_ELIGIBLE	STRING	TRUE	Used to indicate whether the user is eligible to be in the bonus sheet of compensation forms during form creation. Applies only if the user is generally eligible to be in forms, that is, COMPENSATION_ELIGIBLE is true Default is TRUE.
COMPENSATION_STOCK_ELIGIBLE	STRING	TRUE	Used to indicate whether the user is eligible to be in the stock sheet of compensation forms during form creation. Applies only if the user is generally eligible to be in forms, that is, COMPENSATION_ELIGIBLE is true. Default is TRUE.
COMPENSATION_SAL_RATE_TYPE	STRING	HOURLY	Used to describe the type of salary rate for the user, such as HOURLY or MONTHLY. Applicable to implementations with compensation plans which include non-annual salaried employees.
COMPENSATION_SAL_RATE_UNITS	NUMBER		COMPENSATION_SAL_RATE_UNITS. SALARY * COMPENSATION_SAL_RATE_UNITS = Annual salary. Applicable to implementations with compensation plans which include non-annual salaried employees.
RAISE_PRORATING_START_DATE	DATE	1/1/2013	The employee’s begin date that is used to calculate the proration percent. This date is subtracted from the RAISE_PRORATION_END_DATE. Used if the raise proration functionality is turned on.
RAISE_PRORATING_END_DATE	DATE	12/31/2013	The employee’s end date that is used to calculate the proration percent. The RAISE_PRORATION_BEGIN_DATE is subtracted from this date. Used if the raise proration functionality is turned on.
SALARY_PRORATING_START_DATE	DATE	1/1/2013	The employee’s begin date is used to calculate the proration percent. This date is subtracted from the SALARY_PRORATION_END_DATE. Used if the salary proration functionality is turned on.
SALARY_PRORATING_END_DATE	DATE	12/31/2013	The employee’s end date is used to calculate the proration percent. The SALARY_PRORATION_BEGIN_DATE is subtracted from this date. Used if the salary proration functionality is turned on.
JOBFAMILY	STRING	Corporate	Job Family the employee is currently in.
JOBROLE	STRING	Management	Job Role the employee is currently in.
FINAL_JOBFAMILY	STRING	Corporate	The employee’s new Job Family.
FINAL_JOBROLE	STRING	Sr. Management	The employee’s new Job Role.
FINAL_JOBCODE	STRING	2001	The employee’s new Job Code.
SECOND_MANAGER	STRING	JMARR	The Employee Hierarchy created specifically for SAP SuccessFactors Compensation.

Each implementation is different and customer requirements can vary greatly. SAP SuccessFactors Compensation provides flexibility in handling custom data. Custom data can be imported via the user data file along with the standard compensation fields and can be used for many purposes such as budgets and guidelines. Custom imported fields can use the Import Key to establish data mapping.

Custom fields are not always imported; they can be calculated data by using standard fields, an output of a lookup table, or an enumerated value. Adding custom fields on the compensation plan is discussed in more detail in succeeding lessons.

Standard Compensation Fields in the Employee Data File

Field Values

Manage the Employee Data File

Business Example

Create a custom imported field to Employee Data File for the sole purpose of compensation planning.

Note

Learners who are using a different region settings other than United States may encounter difficulty in opening and importing CSV files. SAP SuccessFactors follows the US format; days are formatted as MM/DD/YYYY, delimeter/list separator is comma. The easiest way to set up this format is to temporarily change the Region settings of your computer to US Format.

ExerciseStart Exercise

Steps

Log in as Administrator to SAP SuccessFactors.
Navigate to Action for All Plans by using Search for Actions or people (Action Search).
In the Employee Data Export page, expand Specify Compensation Data Updating Options.
Check the box, Include User Compensation Data.(Not applicable when exporting users in Short format.)
Select Export User File.
Open the exported CSV file by using Microsoft Excel.
Add a new column after the last used column. Use the following information:
- Type Custom_ProgramLevel to the first and second row of the column.
- Type Tier 1 and Tier 2 alternately down all employee names.
Save the CSV file locally.
Navigate to Import Employee Data BY using Action Search.
In the Select an Entity field, choose Basic Import.
Browse for the CSV file.
Select Validate Import File Data.
When the validation is successful, choose Import.

Result

This completes the exercise

Summary

Planner Hierarchy Setup: The planner hierarchy is a predefined reporting structure for generating compensation forms based on organizational hierarchy, initially configured by consultants to remain stable during planning.
Standard Hierarchy: Utilizes the Manager column from user data files to designate planners, with the advantage of simplicity and dynamic empowerment, but may result in excessive form creation and vulnerability to organizational changes.
Rollup Hierarchy: Designates specific managers, like directors or store managers, as planners, reducing form complexity and focusing planning responsibility; however, reports can be challenging with this setup.
Compensation Manager Hierarchy: Offers independence from organizational changes, uses the SECOND_MANAGER column for planner designation, requiring more administrative work and configuration, including routemap roles.
Templates and Validation: Rollup planners are identified in user data files using COMPENSATION_PLANNER_XX column, with managers marked as TRUE, demanding template confirmation and potentially more intricate administrative upkeep.