Defining Launch and Update Worksheets

Objective

After completing this lesson, you will be able to define launch and update worksheets.

Worksheets: Launch and Update

To launch bonus plan worksheets, navigate to Manage Worksheets→Create Worksheets.

Bonus Plan: Enter a worksheet name of your choosing. What is entered here will be the prefix for all forms that are created from this screen. This name will be visible in manager inboxes.
Note
Do not use "slash" characters / or \ in the pre-pend form name, as this could cause issues if form data is exported. Instead, use something such as a "dash" character –.
Cycle Dates: Enter the Start Date of the plan (for example, 01/01/2013) and End Date of the plan (for example, 12/31/2013). Enter the Due Date of the plan (typically the date by which the bonus planning process should be complete). All three date fields are required. The dates will be visible in the manager inbox. If you enable Document Due and Document Overdue email notifications, emails will be sent based on the Due Date entered here.
Head of Planning: Enter the name of the top person in the hierarchy for whom you would like to create bonus plans. This is typically the CEO. Worksheets will be created for every compensation planner in that hierarchy.

Create worksheet for Head of Planning only: Select this box to create only one form containing the direct reports of the person entered as Head of Hierarchy, rather than forms for all employees from the Head of Hierarchy down all levels of the organization.

Note

This is a particularly useful option to select when conducting testing, as only a single bonus form will be created.

Send email notification to planner(s): Select this box to send email notifications to worksheet recipient(s). This is only applicable if Document Creation Notification is enabled.

Worksheet Review

The bonus worksheets can be reviewed by navigating to the Compensation tab of the first user in the workflow, and clicking on the appropriate Form Title:

A screen showing a bonus worksheet is displayed.

The Search Filter will allow users to trim down the search by template name, division, department, and location.

As a Planner you can review field change history on your variable pay worksheets.

Use Display Options to select which form elements will be displayed and can be used to sort the list.

When you have to route all or a large number of compensation forms in the Inbox, you can now route them a step forward or backward using the new Route All Forms button. The forms that you wish to move must belong to the same compensation, variable pay, or total compensation template. The system uses a scheduled job of type Mass route document to route the forms. You can monitor the job in the Scheduled Job Manager and the notification is sent upon completion of the job. In case there are forms that fail validation, the forms are not routed.

Note

If data is updated in the employee history editor, and "Calculate Bonus Payout" is re-run, in progress bonus forms will be updated with the new data – a new form does not need to be created.

Worksheet Deletion

To delete bonus worksheets, go to Manage Worksheets→Manage Worksheets.

A screen showing the deletion of a bonus worksheet.

The search can be filtered by employee, division, department location and form status.

You can select multiple forms or delete all in the search results.

The ability to delete forms is very useful for testing. Forms can be created and deleted at will. Deleted forms can be automatically purged based on number of days it had been deleted. Administrators can set the purging age in Actions for All Plans →Company Settings. This can help improve Executive Review loading performance.

Note

There are two other purging tools available for Compensation and Variable Pay; Data Retention Management (DRM) and Data Retention Time Management (DRTM). The latter allows for different data retention times for different countries. To know more about purging settings for Compensation and Variable Pay, visit the SAP Help Portal and look up the DRM and DRTM guides.

Variable Pay Worksheet Update

It is possible to update employee data after VP forms have been created.

This functionality enables you to update all the forms attached to a variable pay program template or update a specific form. When there is a change to an employee’s imported user data, performance rating, and goal information, the VP form is only updated with the change when it is opened, refreshed, or saved.

In order to ensure variable pay data is up-to-date, it is highly recommended that this process be used to update all variable pay forms prior to exporting data, as well as after importing updated user and/or variable pay data.

Note

Be aware that this update may take several hours to run, depending on the number of VP forms and employees being updated. The update can also be configured and monitored in Scheduled Job Manager using Update Compensation Forms for Template as job type.

Options for Data Updates

Add New Employee to Variable Pay Worksheet (can be used to update single or all worksheets)
Move employee's variable pay data from previous manager to current manager (applies to all worksheets). This setting will only work if the new manager already has an existing compensation worksheet.
Create Worksheet for new manager(s) (applies to all worksheets). This manager will have a worksheet created if any of the following is met:
- This manager has at least one compensation eligible employee. If all of his/her employees are compensation ineligible, no worksheet will be created.
- If the option, Move employee's compensation data from old manager to current manager, is not checked, then only employees under the new manager not in any existing worksheet will be in the created worksheet. Employees already in existing worksheets will still be in those worksheets. If that option is checked, then employees already in existing worksheets will be moved to this worksheet.

Remove Inactive Employees From Variable Pay Worksheets (can be used to update single or all worksheets). Removes inactive (terminated) employees from in-progress compensation forms.
Remove Inactive Planner's Variable Pay Worksheets (applies to all worksheets). Deletes compensation forms when a planner is inactivated (terminated). Be careful, this will delete the planner’s entire form, even if there are still users on the form. Make sure you first move the employees to a new form before deleting inactive planner forms.
Update Budget (can be used to update single or all worksheets). Compensation form budgets can be configured to re-calculate the budget amounts when employees are added or moved between compensation worksheets.
Synchronize Bonus Data with PM Form/Employee Profile (can be used to update single or all worksheets).
Update Compensation Worksheets to reflect employee's eligibility changes, if any (applies to single worksheets).

When using Update All Worksheets changes can be applied to completed forms. This option and Executive Edit are the only two ways by which Completed forms can be modified. Use this option with extreme caution.

Note

Use this function carefully! Make sure you understand how the update will affect fields in the database. There is no easy way to undo the function.

Data Changes after Variable Pay Form Creation

Take note of the following data changes and how it may impact bonus calculation:

If a new employee history file is imported, with the new data appended to existing employee data, previously-created VP forms are not affected. However, Update all worksheets must be run for new employees to be added to existing worksheets and for system to create worksheets for new managers.
If a change is made to any of the following fields in the employee history editor, the Calculate Bonus Payout process needs to be re-run to update already-existing VP forms:
- Proration date fields: Start Date, End Date
- Eligibility fields: Bonus Plan Eligibility
- Basis field: Target Bonus opportunity

If a change is made to other fields in the employee history editor, already-existing VP forms will be updated automatically with the new data with no additional action required.
If business goals are added or changed, the business goal weights file needs to be re-imported and the Calculate Bonus Payout process needs to be re-run to update already-existing VP forms.

Employee Form Membership

All organizations are dynamic: employees come and go. They are hired, retire, get promoted, resign, and change positions. Admins can add members who have joined the organization, move members to new managers and compensation planners, and delete members who have left the organization.

SAP SuccessFactors Compensation has three separate tools: Add members, Delete members, and Move members.

Add Members to Forms

To add a member, the employee must be in the SAP SuccessFactors database. Find the person, select the appropriate template and a drop-down list of planners using the template is populated. Select the correct form, decide whether to send email and click the Add button.

Delete Members

Deleting members is similar. Select the Compensation form, choose the member to delete, choose whether to delete budget and if email notification is to be sent and select the Delete button.

Note

If the Variable Pay (VP) form is linked to a Performance Management (PM) form, the PM form must be created first, and the VP form created second, in order to establish a link between the two. If the PM form is created after the VP form (for example, a new employee is hired), first delete the employee from the VP form on which they appear; next, ensure the PM form is created; and, finally, add the employee back to the VP form.

Move Members Between Forms

In the tool, select the variable pay form in which the employee is currently listed (Source Form), select the compensation form to which the member is moving (Target Form), choose the member(s) to move, select the email notifications desired and select Move.

Create a Variable Pay Worksheet

In this exercise you will create Variable pay forms.

ExerciseStart Exercise

Steps

Login to SAP SuccessFactors as an administrator.
Using Action Search navigate to Compensation Home.
Select Varpay Incentive Plan.
Go to Manage Worksheet.
Click on Create Worksheets.
Enter a worksheet name (This can be Test 1 or anything you want as long as it is unique).
Enter today’s date as Start, End and Due Date.
Enter cgrant (select Carla Grant as it appears in the selection) as Head of Planning.
Select Create for Head of Planning only.
Launch Plan.
Select Continue.
1. To check if Launch was successful, select the Monitor Compensation Jobs link from the Process request notification message.
Click Close.
Select Proxy Now from the user dropdown menu.
Enter cgrant (Carla Grant) as the Target User
Click Ok.
Navigate to Compensation from the left navigation menu.
Open the worksheet you created.
Final Payout should be calculated as Corporate Payout x Individual Payout %.
Click Sid Morton’s name.
Scroll down to Plan Components.
Verify that the goal weights for the Operations Plan match the weights you entered earlier.

Result

This completes the exercise.

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