Updating Worksheets

Objective

After completing this lesson, you will be able to update Worksheets

Data Changes after Variable Pay Form Creation

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).
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.
Removes inactive (terminated) employees from in-progress compensation 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.

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.

Summary

Updating Variable Pay Worksheets: Employee data can be updated after Variable Pay (VP)forms are created, applying changes to all forms tied to a program template or specific ones. Updates occur when forms are opened, refreshed, or saved following changes in imported data, ratings, or goals.
Recommended Update Process: It’s advised to ensure all variable pay forms are refreshed prior to exporting data or after importing new user and/or variable pay data. This update might take several hours depending on the number of forms and can be managed via the Scheduled Job Manager.
Data Change Options: Various updates can be made, including adding new employees, moving data between managers, removing inactive employees, updating budgets, and synchronizing bonus data. Be cautious with updates, especially when using 'Update All Worksheets,' as changes affect completed forms.
Impact on Bonus Calculations: Significant data updates require actions like rerunning the Calculate Bonus Payout process after importing new employee files or changing proration and eligibility fields. Business goal updates necessitate re-importing weights and rerunning calculations to reflect changes in VP forms.
Employee Form Membership: Admins have dynamic tools within SAP SuccessFactors Compensation to manage employee changes due to organizational shifts. "Add Members" allows new employees to be included in compensation forms, while "Delete Members" facilitates the removal of employees who have left, ensuring templates and budgets are adjusted accordingly. The "Move Members" tool enables seamless transitions of employees between managers and compensation planners.

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