Managing Organization Data

Objectives

After completing this lesson, you will be able to:

  • Manage organization data.
  • Search for records in a workspace.

Organization Data

Organization data includes Participants, Titles, Positions, and Relationships. This is where the system stores information about the entities who are being compensated: the individuals who receive payments, the unique jobs that they do, and the titles they share.

While organization data can be created manually in the user interface, this data is more often imported from source systems in a production environment. As an organization changes over time, it will be necessary to create and modify organization data. These changes may include adding or removing participants, creating new positions, or changing the reporting structure when people transfer within departments, receive promotions, or leave the company.

Participants

A Participant is the entity that is compensated in a plan. While generally a participant is an individual, it can also be a team or group. Participants can be internal or external to the organization.

A Participant record can also represent other stakeholders, such as approvers who need to be included in a process workflow, and others who need access to dashboards or reports.

The Participant record contains all information that pertains to the Participant, such as the name, base salary, and hire date. The Last Name and Participant ID fields are required fields.

General Information for Participants includes the following:

  • First and Last Name
  • Payee ID
  • User Name
  • Base Salary
  • Hire and Termination Dates

Every Participant has a User Name. If the participant record is saved or loaded without populating the User Name field, the record wautomatically populates the User Name with the Participant ID. If the organization is using Single Sign-On, the User Name should be the same as the user’s system login.

Use Generic Attributes to store additional Participant information as needed.

Best Practices for Participants

  • Determine the Username/User ID format before adding Participants to the system.
  • Do not use a Username/User ID that may change.
  • With Single Sign-On, use the User ID used by the Company’s current systems.
  • End dating Participants is not recommended. If a participant leaves the organization, remove them from their assigned position, but leave their record active in the system. This makes it easier to find their record if needed.
  • Use a Generic Date to represent the end of the Participant’s employment and use this date in rule logic instead of the Termination Date. This is because once the termination date is past, the user is automatically locked out of the system.

Positions

The Position contains information about the unique job that is being compensated. Compensation is calculated in the context of the Position, not the Participant. As a result, the Position record is more important than the Participant or the Title, although all three are required.

A few points regarding positions are:

  • Positions define specific jobs that participants perform within a company.
  • One participant can be assigned to multiple positions.
  • One Position can have only one Participant assigned.
  • If no Participant is assigned to a Position, the Position won't receive compensation.
  • Each Position is grouped under a Title.

Position Groups

The Position Group field on the position record is not required. However, it is a useful feature that is used in most implementations. Use this field to group together positions by a value other than the title. This is useful for filtering data in compensation rules, and for running pipelines for subsets of positions. For example, you may want to have different position groups to differentiate sales teams, or teams in different corporate offices.

This field is a dropdown list that is populated as a Global Value.

Best Practices for Positions

  • Avoid changing position names over time. The position name is the unique key identifier for a Position. If the position name changes, errors can occur when loading variable assignments and quotas, and running the calculation.
  • Custom Credit/Processing dates should only be used for exceptions. If these need to be modified regularly, automated loads that are programed to set the dates appropriately are highly recommended. Otherwise, position maintenance can become overwhelming.
  • Don’t assign Positions directly to a plan. Instead, assign the title to a plan and allow the position to inherit the plan assignment.
  • Set up position groups for your positions from the start, so that if you ever need to, you can post and finalize by a position group. Position groups should not be groupings that would change frequently.

Titles

Titles are used to group similar positions across the organization and usually group positions related to job functions.

As an example, Sales Representatives in an organization might share the same title, but each sales representative may hold a unique position, such as Sales Rep Northwest or Sales Rep Hardware Products.

Generally, all payees who are compensated in similar ways can share a compensation plan, so compensation plans are assigned on the Title level rather than on the Position level.

The Detail pane of the Titles workspace contains two core tabs: General Information and Assignments. If generic attributes have been enabled for Titles, a custom fields section is also displayed in the Titles detail pane.

The General Information tab contains the Title Name, Business Unit, Plan, and Description.

Exercise: Create Organization Data

Business Example

Bikes In Motion has hired a new Product Sales Rep to help with the growing European market. In this exercise, you will create a Participant and Position that will be compensated in our plan. You will then assign the Position to the existing Sales Representative Title.

Steps

  1. Create a Participant.

    1. Open the Participants workspace.

    2. Select the Add icon.

    3. Select the default effective dates and select OK.

    4. Enter PA-1134 for the Participant ID.

    5. Type in Carlos Ortiz for the participant’s first and last name.

    6. Select 01/17/2022 for the Hire Date.

    7. Enter $40,000 for the Base Salary.

    8. Enter the Sales Status as BRONZE.

    9. Enter No in GB1: Bonus Eligibility.

    10. Set the Bonus Level to 3 and set the unit type to Integer.

    11. Select Create.

  2. Create a new Position called Product Sales Representative Europe 2.

    1. Open the Positions workspace.

    2. Click the Add icon.

    3. Select the default effective dates and select OK.

    4. Type SR-EMEA2 for the Position Name.

    5. Add the description Sales Representative – Europe 2.

    6. Select Sales Representative for the Title.

    7. Set the Manager to RSD-EMEA.

    8. Select Carlos Ortiz as the Participant.

    9. Set the Position Group to EMEA.

    10. Click Save.

Searching for Records In a Workspace

Users have several options to search for records. 

  • Quick Search is the easiest way to find records in the current workspace using standard fields. To use Quick Search, Select the magnifying glass icon on the toolbar to open the search field, type in a value, and Select the icon again.
  • Advanced Search has two modes: Basic Mode and Advanced Mode. To open Advanced Search, Select the funnel icon on the toolbar.
    • Basic Mode allows you to perform more complex searches, including setting multiple criteria and preset sort orders, in a graphical user interface.
    • Advanced Mode uses a SQL-like syntax to perform more complex queries. In addition to the options available in Basic Mode, you can search across multiple workspaces and combine And and Or criteria.

Both modes of Advanced Search can be saved and set as the default search for a workspace.

Exercise: Search for Records In a Workspace

Business Example

In this exercise, you’ll use simple, advanced and related searches to find data in a workspace.

Steps

  1. Use Simple Search to find a Participant named Greg Chen.

    1. Open the Participants workspace and verify the Default Period is set to January 2023.

    2. Select the magnifying glass to reveal the Quick Search field.

    3. Enter Chen and Select the magnifying glass again to perform the search.

  2. Use Advanced Search to find all Transactions in January 2023 with a value higher than $10,000.

    1. Open the Transactions workspace from the Calculations menu.

    2. Verify the No Default Period Filter is checked.

    3. Select the Advanced Search icon (looks like a funnel) at the top of the page.

    4. In the Field Name, Select the dropdown and select Compensation Date.

    5. In the Comparison field, select Between.

    6. In the Value, enter 1/1/2023 in the From field enter 1/31/2023 in the to field.

    7. Click the plus (+) sign to add a new criteria.

    8. Select a value greater than 10,000 USD.

    9. Select Apply.

    10. Clear the search by selecting the Quick Search (magnifying glass) icon twice.

  3. Use Related Search to find all Positions assigned to the Regional Director title.

    1. From the organization menu, select Titles.

    2. Select the Regional Director title.

    3. On the toolbar, mouse over the Related Search icon.

    4. Select Position from the menu.

      All the positions returned have the Regional Director title.

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