Compensation Workbench Administering Global Plan Structures

Updated 14-Jun-06

Table of Contents Table of Contents............................................................................................................................ 1 Introduction..................................................................................................................................... 1 Sample Compensation Workbench Process Flows......................................................................... 4 Access the CWB Administration Page or Professional Forms....................................................... 8 Start the Compensation Cycle......................................................................................................... 8 Process a Single Person .................................................................................................................. 8 Publish the Budget .......................................................................................................................... 9 Update Employee / Manager Information ...................................................................................... 9 Update Plan Information............................................................................................................... 11 Refresh Person or Plan Information.............................................................................................. 11 Backout a Compensation Workbench Plan................................................................................... 12 Post Compensation Awards to Employee Records....................................................................... 13 Close out a Compensation Workbench Plan................................................................................. 13 View Salary Increase Results........................................................................................................ 14 Generate Notifications in Mass..................................................................................................... 14

Introduction This document is intended to be used by a compensation administrator, not by line managers. A compensation administrator is someone who works in the HR or compensation department of an organization and has responsibility for managing compensation awards by kicking off a compensation cycle, publishing budget amounts to managers, updating employee information, and posting final compensation awards to the system, for example. This document provides an overview of how to administer a compensation cycle once your Compensation Workbench plan is set up. These steps apply to Compensation Workbench plan setup as of HRMS Family Pack J and above. This document includes steps to: - Access the CWB Administration page - Start the compensation cycle - Process a single person - Publish the budget - Update employee/manager information - Update plan information - Refresh plan and employee information

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- Backout a compensation plan - Post compensation awards to employee records - Close out a Compensation Workbench Plan - View salary increase results - Generate Notifications in Mass For instructions on how to set up different Compensation Workbench plan structures, please refer to the appropriate sample setup document available on Metalink. - Compensation Workbench Component Plan Sample Setup (302084.1) - Compensation Workbench Basic Plan Sample Setup (301160.1) - Compensation Workbench Combination Plan Sample Setup (301163.1) Before you begin using this document, it is assume that your business group, reporting hierarchy, and employees are set up correctly and completely. All employees must have a salary basis and salary administration record. The master business group the one in which you set up the group plan - must have at least one employee eligible for the plan.

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Sample Compensation Workbench Process Flows The process flows below are high-level flows of how the Compensation Workbench cycle works from a compensation administrators perspective and a line managers perspective. It is important to understand the distinction between the roles and capabilities each.

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Access the CWB Administration Page or Professional Forms Most Compensation Workbench administration is done from the online compensation administrators homepage. Batch processing is done through the concurrent manager. To complete the tasks within this document, you must add the following responsibilities to your user. Self-Service HR Professional V4.0 Manager Self-Service (for line managers) Professional Forms US (Super) HRMS Manager or some version of this responsibility Start the Compensation Cycle The Participation Process: Compensation Workbench is a concurrent request that kicks off the CWB process and must be run before the availability period of the plan. It determines employee eligibility and rates, and gives each eligible employee and manager with eligible employees a CWB life event. After running this process, a budget may be published and managers can enter CWB. This process only needs to be run for the group plan in the master business group. The participation process will kick off the individual processes for any local plans attached to the group plan. Thus, upon viewing the completed request, you may see multiple requests in the View Request window. 1. In the master business group, navigate to Processes and Reports > Submit Process and Reports. 2. Select a Single Request. 3. Select Participation Process: Compensation Workbench as the Process. 4. Enter the Effective Date. 5. Set the Validate field mode. Commit Database updates the database with results. Rollback only check results and allows you to correct errors before committing results to the database. 6. Select your group plan name. This is the global plan to which all local plans are attached. 7. Choose the Period. 8. Optionally, select a Person Selection Rule or Benefits Group to narrow the people to process. 9. Set the Audit Log to YES/NO as appropriate to view the people that are processed. If your employee population is large or you are in production, setting this to YES may reduce performance. 10. Click Ok. 11. Click Submit.

Process a Single Person After the group participation process has run, you can process a single person so that they can eligible for a CWB plan. You can process a person for the first time, or reprocess them after

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already having been found eligible for a plan and having a compensation life event in started status. This process is run from the Administrators page using the Employee Administration link. 1. 2. 3. 4. 5. 6. 7. 8. 9. Access the online Compensation Workbench for Administrators page. In the Administration box, select Employee Administration. Query and select the employee you want to process. Hit Continue. Select the Run Participation Process button. Select the group plan you want to process. Select the plan period. Hit Continue. On the Review page, if any warnings appear, fix the errors before proceeding. Click Run Participation Process button.

Publish the Budget Publishing the budget enables managers to access their budget tasks. Until you publish the budget for a plan, the budget task is disabled and managers may not access the task. You commonly publish the budget with the highest-level manager, although you may publish the budget at any level in the hierarchy. You may also publish more than 1 budget for a plan with multiple managers. You publish budgets via the online CWB Administrators page using the Employee Administration link. 10. Access the online Compensation Workbench for Administrators page. 11. In the Administration box, select Employee Administration. 12. Query the manager to with whom you want to publish the budget. Hit Go. 13. For the plan that you want to publish the budget, select the Details icon. 14. Select the Manager Information tab. 15. In the Budget Summary region, depending on how you store budgets, enter either the Total Budget Amount (Published) or the Total Budget as % of Eligible Salaries (Published), as well as the Budget Published Date. 16. Hit Apply Updates. Upon entering Compensation Workbench, the manager(s) with whom you published the budget will now be able to access the budget task for this plan.

Update Employee / Manager Information You update individual employee assignment and salary information, as well as manager information via the online compensation administrators homepage using the Employee Administration pages. The Employee Information tab contains salary and assignment information for the employee.

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Make employee data changes online that do not need to be corrected in the HR system. Changes made in the Employee Information pages are effective for the specific plan and plan period only. Changes made online are lost and overridden upon subsequent runs of the batch participation process for the same plan and period. Changes made online are effective immediately.

The Manager Information tab contains plan information for the employee as a manager. There is also an Audit History tab that displays changes made to the employees record via CWB. Employee Information tab You can make changes to employee salary proposal and assignment records. Below is a sample of some of the information that can be changed for an employee. - Base salary - Pay annualization factor - Plan eligibility status - Worksheet amount - Eligible salary - Rating - Worksheet manager (The Employee Reassignment function is now located here.) The Employee Information tab is blank for managers who are not eligible to receive compensation under the plan. Manager Information tab If the employee is also a worksheet manager and has employees eligible for the plan, a Manager Information tab is available. This tab is blank for employees who are not managers. Below is a sample of some of the information that can be changed for a manager. - Managers plan access - Approval status - Worksheet due date - Task statuses - Budget and worksheet amounts Audit History tab All changes made to an employees record via CWB are recorded on the Audit Log. The new and old values are displayed as well as the person who made the change. The Audit Log displays changes made to the employees record for the specific plan and plan period. 1. 2. 3. 4. 5. 6. 7. Access the CWB administrators page. Select the Employee Administration link in the Administration container. Query the employee to update, enter the effective date, and hit Continue. Select the Details icon for the plan to be updated. Select the Individual Information tab or Manager Information tab. Make any necessary changes. Hit Apply Updates.

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Update Plan Information You update plan information via the online compensation administrators homepage using the Plan Administration link. Changes made using the Plan Administration link are only effective for the specific plan period and do not affect the original plan definition. Changes made online are lost and overridden upon subsequent runs of the batch participation process for the same plan and period. Changes made online are effective immediately. Some of the plan information that can be changed online is as follows. - Plan name - Plan status (active, inactive, pending, closed) - Evaluation period - Availability period - Self-service update period - Approval mode - Performance and assignment change effective dates - Common currency - Task sequence, names, access levels For component plans and combination plans, you can update plan information for all global and local plans and options. 1. 2. 3. 4. Access the CWB administrators page. Select the Plan Administration link in the Administration container. Select the group plan to update and hit Continue. Select the Details icon for the global or local plan or the global or local option you want to update. 5. Make any necessary changes. 6. Hit Apply Updates. If you need to make changes to plan design so that they are carried forward to all plan years, make them in the professional forms. You may need to backout your plan and reprocess it so that the changes are reflected in CWB.

Refresh Person or Plan Information If you make changes to plan design that are stored in the BEN_CWB_PL_DSGN table, you can run the Compensation Workbench Refresh process rather than backing out your plan. Refreshing data will save you a step in having to rerun the participation process for the plan after having backed it out. You can also refresh person information that is stored in the BEN_CWB_ PERSON_INFO table. That way, if an employees salary or assignment changes after a CWB cycle has already started, you can refresh their data so that CWB reflects the most current information.

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1. In the business group of your group plan, navigate to Processes and Reports > Submit Process and Reports. 2. Select a Single Request. 3. Select the Group Plan name. 4. Select the Period. 5. Enter an Effective Date. 6. Select the areas you want to refresh. 7. Hit OK. 8. Submit. You can also refresh person and plan data from the CWB administration pages.

Backout a Compensation Workbench Plan For testing purposes or if in production an error is made, you can backout a CWB plan. If you backout a plan before the post process has run, all amounts managers may have entered in CWB and changes made via the online administration pages will be backed out. If you backout a plan after the post process has run, updates made to Salary Proposals and element entries will be backed out. Any assignment changes made and posted via CWB will not be backed out. Once the Compensation Workbench Close Enrollment Process is run, you can no longer backout the plan. In addition, when in production, CWB plans should not be backed out after payroll has already processed the awards, as there is no way for payroll to know of the backed out award. You run the backout process in the master business group of the group plan. This is the same business group in which you run the participation process to initiate the Compensation Workbench cycle. The backout process back-outs all life events and enrollment results for any local plans that may be attached. 1. In the business group of your group plan, navigate to Processes and Reports > Submit Process and Reports. 2. Select a Single Request. 3. Select Backout Compensation Life Events Process as the Process Name. 4. Enter an Effective Date. 5. Set the Validate mode to Commit Database will be updated. 6. Select your group plan name. 7. Enter the Period. 8. Optionally, enter a Person Selection Rule. 9. Hit OK. 10. Submit.

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Post Compensation Awards to Employee Records After compensation allocations have been completed and approved through the CWB user interface, the Compensation Workbench Post Process can be run to post the results for each employee who received a compensation award. This process should only be run when allocated amounts are ready to be distributed to employees. For salary increases, this process updates the employees Salary Proposal record. Element entries are also created (if applicable) for bonus and stock awards. 1. 2. 3. 4. Navigate to Processes & Reports > Submit Process and Reports. Select a Single Request. Query the Compensation Workbench Post Process Set the Effective Date. (This is the day the elections will be made and compensation awards are made effective.) 5. Set the Validate field to Commit Database will be updated. 6. Select the group plan name. 7. Choose the Period. 8. Enter any required parameters. 9. Hit OK. 10. Submit

Close out a Compensation Workbench Plan After a compensation cycle is complete, meaning that awards have been paid and managers no longer need access to the plan via CWB, you can run the Compensation Workbench Close Enrollment Process. This process closes the compensation life event when the availability period for the plan is passed, or the final processing date for the plan is passed. You only need to run this process for plans whose Close Enrollment Code is set to Processing End Date, which is commonly used for bonus plans. The Compensation Post Process closes life events for plans with a Close Enrollment Code of When Elections are Made which is generally used for salary increase and stock plans. Once this process is run, the plan is no longer accessible for viewing in CWB. 1. 2. 3. 4. 5. 6. 7. 8. 9. Navigate to Processes & Reports > Submit Process and Reports. Select a Single Request. Query the Compensation Workbench Close Enrollment Process Set the Effective Date. Select the Life Event name for of the group plan you want to close. Select the appropriate Validate Mode. Select the Close Mode as appropriate. Hit OK. Submit

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View Salary Increase Results Salary increases are posted to each employees Salary Proposal record after the compensation post process is run and element entries are created for bonus and stock awards. To verify that compensation awards are posted correctly, you can look at individual salary records. 1. 2. 3. 4. 5. Navigate to People > Enter and Maintain. Query an employee who received a salary increase. Click on the Assignment button. Click the Salary button And/or click the Element Entries button to see element entries.

Generate Notifications in Mass You can generate various types of mass notifications to send to a select group of managers or employees. You enter can various parameters to determine the type of notification that the system sends and to whom they are sent such as the group plan name, plan period, a free form message title, a message name selected from messages in the FND message table, and the target population. You can select from various target populations such as eligible employees, employees with compensation posted to HR, fully processed managers, managers, or managers that have not started any tasks, for example. You can also choose to send a test notification to a specified email address before sending out the actual notification in mass. We recommend that you set up a dummy person and user with a last name of 'HR Department' and an email address of 'no-reply@[company_name].com'. Launching the mass notification with the dummy user shows mass notifications as originating from the HR Department and prevents anyone from being inundated with reply emails. 1. 2. 3. 4. 5. 6. 7. 8. 9. Navigate to Processes & Reports > Submit Process and Reports. Select a Single Request. Query the Compensation Workbench Mass Notification process. Select the Group Plan Name. Select the Period. Select the Title of the Notification. Select the Message Name. This is selected from messages in the FND message table. Choose your Target Population to receive the notification. If sending to managers, select the appropriate access level of managers to send the notification. 10. Enter a selection rule is appropriate. 11. Indicate YES/NO to include a link to CWB in the notification. 12. Indicate YES/NO if another notification should be sent to the same person if previously sent. 13. If you want to send a test notification, enter the user name of the person to send the test to. 14. Indicate YES if you only want to create a report of the individuals who would receive the notification were you to send it. Indicate NO to send the actual notification based on the above parameters.

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15. Hit OK. 16. Submit

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