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EC-Variable Pay Integration. 2 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Points of Integration.

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Presentation on theme: "EC-Variable Pay Integration. 2 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Points of Integration."— Presentation transcript:

1 EC-Variable Pay Integration

2 2 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Points of Integration Program Level Eligibility with EC Rules Engine for EC Effective Dated Records for Target Population Support for Target Basis Calculation from different sources (Job Info fields, Pay Component Group and combination of both) Support for Bonus Plan Eligibility with EC Rules Publish Variable Pay payout data to the EC side 2

3 3 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Overall Process flow 3 Setup EC Objects Setup Variable Pay Program for EC Map EC- Variable Pay fields Define Program Eligibility Rule + Basis Config Employee History data pulled from EC Configure Program Config steps Eligibility and Proration Reports Variable Pay Bonus Calculation Configure Bonus Plan Eligibility Rules 7 Variable Pay Planning for Managers 10 Publish Data Back to EC Publish Data Back to EC 11

4 4 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Overall Flow – 3 Teams VP, EC API, Rule Engine Confluence Page Link (Warning: some information are outdated): 4 VarPay EC API Rule Engine

5 5 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. EC Configurations for Variable Pay Program 5 2 Indicates integration with EC Allows additional non-EC employee history import Indicates EC Eligibility Rule associated with the program Configuration for basis calculation from bonus target and bonus target percentage EC Configuration options are under “Employee Central Integration Settings” Indicates whether Global Eligibility Rule will be used for the program

6 6 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Setup Mapping in Data Model Variable Pay History Data Variable Pay Program Name Job Start Date Job End Date Job Title Job Code Pay Grade Base Salary Hire Date Bonus Target Record Type

7 7 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Supported EC Elements and Mapping 7 4 Confluence Page Link (Warning: some information may be outdated): Any mapping error would cause the processor job to fail or may not fetch proper data from EC. By default we get the value of the external code of the EC element. jobInfo (e.g. jobInfo.job-title) compInfo (e.g. compInfo.custom-string2) payComponentRecurring (e.g. payComponentRecurring[Base Pay] ) payComponentGroup (e.g. payComponentGroup[VarPayBasisPCG] ) personalInfo (e.g. personalInfo.first-name) employmentInfo (e.g. employmentInfo.start-date) Note: All payComponent value are annualized and converted into functional currency (Varpay uses Comp Currency Conversion table)

8 8 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Eligibility Configuration 8 4 Step 1: Define your rule using logical operators and conditions Include all employees active employees (not Terminated or on Long Leave of absence) who have STI flag as true Step 2: Translate into technical statement jobInfo.custom_string17 == 3954 (Picklist option Id for Yes) && jobInfo.emplStatus != 2842 (Picklist option Id for Terminated) && jobInfo.emplStatus != 2838 (Picklist option Id for LOA) && jobInfo.employmentInfo.end_date != null Enter the rule in the rule tool

9 9 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Rule Definition (Old UI) – Depreciated 9 4 Admin Tool -> Generic Object -> Manage Generic Objects Select Rule as the Generic Object

10 10 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Rule Condition (Old UI) - Depreciated 10 4 Admin Tool -> Generic Object -> Manage Generic Objects

11 11 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Rule Definition (New UI) - Recommended 11 4 Admin Tool -> Generic Object -> Manage Rule Objects

12 12 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Configuring Global Eligibility Rule 12 4 Enable Global Eligible Rule and pick the Eligibility Rule from the drop down list The purpose of this enhancement is to support an additional Global Eligibility Rule to determine the eligible to determine the users who are eligible for the program for incentive calculations. The global rule will apply additional filtering on the user list who are eligible for the bonus. The admin would attach this global rule to the Variable Pay program (in addition to the existing rule) and the rule will be applied to get a filtered list of users for the relevant employee history records.

13 13 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Configuring Eligibility Rule with Program 13 4 Pick the Eligibility Rule from the drop down list

14 14 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Importing Employee History from EC 14 5

15 15 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Importing Employee History from EC –Trigger Quartz Job 15 5 If a job is already running – it will also show an alert.

16 16 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Controlling History Processor Performance 16 5 In Provisioning -> Company Settings -> Variable Pay Default batch size: 100 Recommended batch size for history processor: 500 Batch size No. of sub jobs

17 17 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Provisioning – Monitor Job 17 5

18 18 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Provisioning – Monitor Job 18 5 Quartz Server Name No. of sub jobs No. of users each sub job will process Total no. of users to be processed Rule Name

19 19 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Provisioning – Monitor Sub Job 19 5 No. of history records processed by this sub jobs Batch size

20 20 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Provisioning – Alert for Job Completion 20 5 Company Name: Amway VarPay-EC Duration: 2 minutes 7 seconds. Program Name:VarPay_Program_1 Employee central history processor job: ECT History Processor System Job_Fri Feb 22 18:23:15 PST 2013 completed successfully. Total number of records imported:8 ECT History Processor Job has been separated into several sub jobs for processing as following: Sub Job Name is ECTHistoryProcessorSubJob1_Fri Feb 22 18:23:18 PST 2013, and Request ID is 1,341:COMPLETED Duration: 1 minutes 21 seconds. Sub Job Name is ECTHistoryProcessorSubJob2_Fri Feb 22 18:23:19 PST 2013, and Request ID is 1,342:COMPLETED Duration: 1 minutes 19 seconds. ************************************************************ Please note that there were 8 records imported with the following errors: Field evaluation error for the user UK00116 due to: The user UK00116 doesn’t have STITargetBonus Pay Component Groups Field evaluation error for the user UK00118 due to: The user UK00118 doesn’t have STITargetBonus Pay Component Groups Field evaluation error for the user UK00110 due to: The user UK00110 doesn’t have STITargetBonus Pay Component Groups Field evaluation error for the user UK00112 due to: The user UK00112 doesn’t have STITargetBonus Pay Component Groups Field evaluation error for the user UK00049 due to: The user UK00049 doesn’t have STITargetBonus Pay Component Groups Not an exhaustive list - top 20 errors for the sub job

21 21 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. EC Record Mapping Based on Job Info 21 2 The employee history is primarily driven by employee Job Information e.g. if there are 2 valid Job Information for the user (after rule execution) for the bonus period, then we expect to 2 history records with proper start and end date (the previous day of the second record’s start date becomes the end date of the first record). Please Note: If the job start date is before the program start date, then after 1305 release it is NOT defaulted to program start date. If the job end date is after the program end date, then after 1305 release it is NOT defaulted to program end date.

22 22 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. EC Record Mapping – Splitting of Records 22 2 If there are some changes in compInfo or personalInfo within the same job start and end date we split the job records into 2 parts and adjust the start and end date e.g. if there is a change in comp Information for the user, then we split the record into 2 history records with proper start and end date (the previous day of the second record’s start date becomes the end date of the first record). Please Note: The splitting only happens when there are relevant mapping for the compInfo or personalInfo (mapped in datamodel or as a part of basis mapping)

23 23 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Merging Similar Records 23 2 During the employee history data pull from ECT, if the adjacent records are similar including the basis field (i.e. having similar values for all the fields other than record start date, end date) - the two records should be merged as one record. The start date of the new record should become the start date of the first record and the end date come from the end date of the second record. The basis value should also be merged as one if both the values are equal. If the basis values are different for the 2 records (for example: due to change in compInfo)- the records wouldn't get merged. There will an option in the Variable Pay program configuration which will control whether to merge the records or not (default value is No). Merge

24 24 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Basis Configuration – Case 1a (Amway) 24 5 Bonus Target and Percentage Derived from Job Information 1.Eligible Earning Field Mapping in Job Info: jobInfo.custom-double1 2. Bonus Target % Field Mapping in Job Info: jobInfo.custom-double2 3. Bonus Earning Currency Field Mapping in Job Info: jobInfo.custom-string9 Expected Value on VarPay side: 20,000 USD Please Note: All basis value are annualized and converted into functional currency in Varpay employee history editor

25 25 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Basis Configuration – Pay Range Mapping In the corporate data model define a custom field for the basis percentage under payRange add a custom field to capture the value. Make a HRIS association with a field or multiple fields. If the hris association is matched by a user job information - the value of the custom field in payRange will get picked up. Target Percent 2. Define a Pay Range Object and add a value to the custom field (say 10). e.g.payGrade: SAL Plan Grd 004 (SAL004) matches the user jobInfo. 3. Add the payRange mapping to the Variable Pay program Bonus Target % Derived from PayRange in HRIS: jobInfo.payRange.custom-double1 4. The basis calculation logic works like the following: If the payRange mapping is defined then the value of the custom field in the payRange object gets picked up and considered as target percentage that needs to be applied on the amount. If the bonus target is mapped to a custom field of JobInfo in the VP program configuration- then this value willoverride the value coming from the payRange (provided the payRange is also mapped in the program). If both of the values are blank (not configured), then we consider the target percentage as blank and hence the basis is calculated and populated in the Variable Pay table as blank (or null).

26 26 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Basis Configuration – Case 1b 26 5 Bonus Target Derived from Earnings Data Table and Target Percentage from jobInfo 1. Import the earnings data for the employees. 2. Bonus Target % Field Mapping in Job Info: jobInfo.custom-double2 The earning data import file will have the following fields: UserId, startDate, endDate, currencyCode, bonusTarget. It will at the program level (import file for each VP program) For 1305, only import and export will be supported. Any new import will be overwriting any existing records. The earning data in the file will be the bonus target which when multiplied by the bonus target % (specified in the jobInfo custom field) will give the basis for the bonus calculation.

27 27 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Basis Configuration – Case 1a Continued 27 5 How should we match the employee history records for the users to this table? A combination of Userid and startDate and enddate should be used to find table record. Here is an example of the table that will be imported: UserIdstartDateendDatecurrencyCodebonusTarget 1231/1/201212/31/2012USD /1/20127/1/2012USD /2/201212/31/2012USD50000 Here’s sample employee job data for the user in EC: userIdstartDate endDate 1235/15/ /31/ /1/2012 3/14/ /15/20127/1/ /2/ /31/2012 userIdstartDate corresponding bonusTarget that will populated in VarPay 1235/15/ /1/ /15/ /2/ Based on looking up the userId, startDate and endDate, the corresponding bonus target amounts that will get populated in VarPay per employee record will be:

28 28 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Basis Configuration – Case Bonus Target and Percentage Derived from Pay Component Group Pay Component Group Name in HRIS: payComponentGroup.[VarPayBasisPCG] Expected Value on VarPay side: 90,000 USD Please Note: The Pay Component Group value will be annualized and converted into functional currency

29 29 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Basis Configuration – Case Bonus Target Derived from Pay Component Group and Percentage from Job Information 1. Pay Component Group Name in HRIS: payComponentGroup.[VarPayBasisPCG] 2. Bonus Target % Source in HRIS: jobInfo.custom-double2 Expected Value on VarPay side: 18,000 USD Please Note: The Pay Component Group value is an annualized value and will appear as is in history editor and converted into functional currency. For hourly frequency we will consider the employee standard hours. If multiple sources for bonus target are selected the overriding priority will be based on the listed order

30 30 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Configuring Rules for Bonus Calculation 30 7

31 31 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Support for Hybrid Mode - Eligibility and Basis 31 7 This allows vanilla (original) employee history import (in the current supported csv format) In this case recordType = 0 (Blank) and legacy links “Import Employee History” and “Manage Eligibility Rules” links will be enabled to bring data/rules from outside EC. For EC Records, recordType = 1 will be populated by default.

32 32 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Dual Import – Local and EC Rules 32 7 The bonus plan can be configured with both Legacy (non-EC) and EC rules for dual import EC rules are used for EC records eligibility and non-EC rules are for non-EC records In this case the link “Manage Eligibility Rules” would show up

33 33 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Publishing- Setup Definition in Data Model 33 9 One-Time Bonus Issue Date Pay Component Pay Component Group Amount or Percentage? Value Currency Code Tax Treatment Sent To Payroll This is the field where the variable pay will be published to This is the HRIS element and portlet in Employee Central to which the variable pay data is published

34 34 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Create a Pay Component for Variable Pay 34 9 Admin Tools -> Manage Organization, Pay and Job Structures The external code of the pay component. This value has to be Varpay or Both.

35 35 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Permission 35 9

36 36 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Setup Mapping in Variable Pay Template 36 9 The external code of the pay component. Effective Date of the component. The priority of publishing Pay Date: 1) get pay date from entry if hris-field-id=pay-date is specified 2) use effectiveDate of ect-output-component 3) use Pay Date from UI User level Pay Date: Map pay-date to a custom field with lookup table, please make sure the type of the custom field is “date”. Provisioning -> Form Template Administration Validations when saving template: validate ect is enabled validate component name is required for non-recurring component validate component name is valid if available validate both comp field and hris field are valid validate both comp field and hris field are not duplicated

37 37 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Publishing Data to EC Calculate Bonus Payout 2. Create the Variable Pay Manager Form 4. Complete the Manager Form

38 38 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Publishing Data to EC Select the variable pay form template and enter the date for the payout. 3. Click Check Form Status. The system checks that there are variable pay forms for this template. 4. Click Submit. You will be notified by mail when the data transfer from variable pay to Employee Central has been completed. Result: The Variable Pay data is published per user/template(if the record is existing, it will be updated). It is displayed under Employee Files -> Employment Information, in the Spot Bonus portlet (the HRIS-element ID is nonRecurringPayComponent). 1. Go to Admin Tools -> Store Varpay Data in Employee Central.

39 39 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved. Scenarios to Avoid Known issues/Limitations 1.Eligibility rules on compInfo: The base object should be compInfo for the rule to work properly 2.EC Publishing: currently the type of numeric fields in Variable Pay is double, so we must map a numeric field in Variable Pay to a double field(NOT long) in EC. We will enhance this part in future release(ECT scheduled for 1308 release). 39

40 40 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved Enhancements (Completed) VRP-3154: Support additional rule to filter out some users for the bonus eligibility list (Completed) VRP-3154Support additional rule to filter out some users for the bonus eligibility list The new Global rule will be used for inclusion of the user’s record for bonus calculation i.e. the user’s record must satisfy the rule condition for the asOfDate to be considered for bonus. Completed (Completed) VRP-3163: Analyze ECT records selected by eligibility rules engine and combine them so only those that impact incentive calculation are included in Employee History (Completed) VRP-3163Analyze ECT records selected by eligibility rules engine and combine them so only those that impact incentive calculation are included in Employee History During the employee history data pull from ECT, if the adjacent records are similar including the basis field (i.e. having similar values for all the fields other than record start date, end date) - the two records should be merged as one record. The start date of the new record should become the start date of the first record and the end date come from the end date of the second record. The basis value should also be merged as one if both the values are equal. If the basis values are different for the 2 records (for example: due to change in compInfo)- the records wouldn’t get merged. There will an option in the VarPay program configuration which will control whether to merge the records or not (default value is Yes). (Completed) VRP-3164: Simplify import and storage of data required for incentive calculations in ECT-integrated VarPay configuration (Completed) VRP-3164Simplify import and storage of data required for incentive calculations in ECT-integrated VarPay configuration The import file will have the following fields: UserId, startDate, endDate, currencyCode, bonusTarget It will at the program level (import file for each VP program). For 1305, only import and export will be supported. Any new import will be overwriting any existing records. 40


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