2078121 - Manage Data - Employee History Processor - Variable Pay

SAP Knowledge Base Article - Public

2078121 - Manage Data - Employee History Processor - Variable Pay

Symptom

         General overview of Employee History File.

  • Employee History Data Import (required) – this flat file contains the employee’s date effective history records.  The variable pay module requires this information to determine bonus plan eligibility, bonus basis, and proration for each employee.  The data is stored in live profile and can be made available to employees and managers.  Each customer can define which fields are important to the bonus calculation and which fields should be imported for display purposes.

Environment

  • Variable Pay

Resolution

  • This file contains the employee history records used to generate prorated incentive payout calculations for each participant. Files are usually manually imported, but can also be setup for automated FTP imports. (see section below)
     
  • Note! Only employees who are eligible for an incentive calculation should be included in the employee history file. All employees must also have a record (either active or inactive) in the master user file.
     
  • Each employee record corresponds to a date-effective time period used to calculate a prorated payout for each bonus plan for which the employee was eligible during the plan year.

 

Manually Importing

  • The employee history file is imported at: Admin Tools > Compensation Home >
     
     
    Select correct plan > Plan Setup > Manage Users > Import Employee History. Employee history must be imported prior to calculating bonus payouts.

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  • When the employee history file is imported, there is an option to Delete all existing records prior to importing new data. Select this option only if you would like to do a full file replacement of all employee history for all employees; otherwise, imported employee records will be appended to the existing ones in the system. If new/revised data is imported for a user with previously-imported history data (i.e., same USERID), the new data will overwrite the existing data. It is strongly recommended that a full file replacement be done each time, so this option should generally be selected.
     
  • Important! Any modifications to employee history records done manually using the employee history editor, will be deleted when a full file replacement is performed.

 

Automated Import

Auto upload of employee history

  • Official Marketing Name: Auto Upload of Employee History
  • This automates the import of employee history records into the system without any manual interaction for upload. CS/PS can schedule a job for the customers to automatically pick the employee history file from a pre-defined FTP server, recurring frequency, encryption type etc. The job can then process the import file for Employee History records for the selected Variable Pay Program. Import success/failure emails are sent to the job owner and any additional recipients that are configured while setting up the job.
  • Configuration Type: Admin Opt-In
  • Does not require any configuration change, and is free of charge
  • This helps if you consider employee history records as sensitive information and prefer not to have a copy of that file available for manual edits/imports
  • CS/PS can set up job in provisioning > Company > Quart > Job type = Employee History Import

 

Employee History Editor: Data Handling

Employee history data may be manually changed in the history editor:

The following steps and rules should be noted when managing employee data using the history editor:

  1. To add a new employee history record, you must use the “Add New” button (or import using the employee history import file as described in section 2.2.1).
  2. The history editor may be used to export, update and re-import employee data. To re-import employee data in this manner, the first column of the csv-formatted import file must contain the #Emp History Id (^systemID).
     
  3. When you re-import a record, the history editor is performing an update only (not a replace or add).
     
  4. Prior to importing edited data back into the system, the following columns must first be deleted:
    1. First Name
    2. Last Name
    3. Status
       
  5. As a short cut, it is not necessary to re-import all columns every time something is changed. It is required that #Emp History Id (^systemID) be included with every import. However, only the additional columns you wish to import also need to be included.
     
  6. The “Select Locale” drop-down option defaults to the user’s locale and controls the way dates and numbers are formatted when data is exported from SuccessFactors. This option is not “sticky,” so if you are importing data using a locale other than that of your logged-in user, you need to select the correct locale prior to every import.
      

     Important! Data must be exported and re-imported using the same locale to avoid data formatting issues.
     
     
  7. The “Character Encoding” drop-down option defaults to “Western European (Windows/ISO).” If you find that certain characters are not importing correctly, use Unicode (UTF-8) or the appropriate Asian character set.

 

Employee History Data Import File Format

Failing to ensure the Employee History meets all the following criteria can cause failure for data to import, or correctly update, or cause data inconsistencies within the program.

  • Must prefix the header row with a ^
  • The first column in the header row must be ^UserId
  • The second column in the header row must contain the section type which is “varPayEmpHistData”
  • No currency symbol in front of amounts
  • No commas allowed in amounts
  • Remember you can set up Employee History Data Model for multiple programs.  You need to set up in data model and add xml to template.
  • Make sure Eligibility file matches field names found in the EmpHistoryData file as defined in the data model.  The field names are case sensitive.
  • For Variable Pay, EmpHistoryData file columns must match sequence of data model.
  • To hide VarPayEmpHistory fields (such as One or All), you will need to edit your data model and include an attribute:  hidden=”true”.  You will still be required to import this field
  • Dates must be imported in US formats (mm/dd/yyyy) for VarPay History.  Set the locale of the Admin doing the import to US. Dates on reports WILL show in the format of the Company locale.
  • Make sure the basis in the EmpHistoryData File has no formats (commas or $).  This will cause your bonuses not to calculate.
  • The startDate and endDate and varPayProgramName must be the first three fields in the Data Model or calculations will not render correctly.  
     

Assumptions on record sets:

  • The customer will only include one record per effective date range (startDate & endDate).  For PeopleSoft customers this is usually identified by the greatest “effseq” number 
  • The customer can generate true “end date” data for each record to reflect and communicate assignment gaps.   The current record can have a future dated record.
  • The customer will only include eligible records that payout bonuses
  • The customer will import a complete record-set per employee to remove risk of intended overwrites.
  • The basis (eligible salary for bonus) must be labeled “basis”
  • All percentages should be imported in decimal format (i.e. 10% = .10)

The field list for employee history data is defined specifically for each customer in the data model.  Each customer will track its own specific historic fields which impact the employee’s overall bonus.  The customer is responsible for identifying and maintaining these fields in the system of record.  SuccessFactors Professional Services is responsible for configuring the data model to match this data set.  There are 6 required fields for every record: UserId, varpayEmpHistData, startDate, endDate, varPayProgramName, and basis. 

 

Data Changes after VP Form Creation

It is possible to update employee data after VP forms have been created. However, the following points should be kept in mind:

  1. If a new employee history file is imported and the old employee history data is deleted (i.e., a full file refresh),
    1. all previously-created VP forms need to be deleted,
    2. the Calculate Bonus Payout process needs to be re-run,
    3. and new VP forms need to be created.
       
  2. 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, a new VP form needs to be created for the newly-imported employees, or the employee(s) need to be manually added to an existing VP form(s).
     
  3. 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:
    1. Proration date fields: Bonus Start Date, Bonus End Date
    2. Eligibility fields: Business Goal Code or Bonus Plan Code
    3. Basis fields: Annual Target Amount or Currency

 

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.

Here is an example of a typical employee history data import.

 

COLUMN NAME

DATA

TYPE

EXAMPLE

DESCRIPTION

A

^UserId

STRING

mhoff1

Required as column 1.
User ID

B

varPayEmpHistData

STRING

varPayEmpHistData

Required as column 2.
Data identifier.  Hardcode as varpayEmpHistoryData

C

startDate

DATE

6/1/1999

Required as column 3.
Start date of the assignment

D

endDate

DATE

1/1/9999

Required as column 4.
End date of the assignment

E

varPayProgramName

STRING

2007 AIP

Required as column 5.

Name of Program configured in Variable Pay Admin

F

basis

FLOAT

16800

Required Column.

Basis for the bonus calculation

G

jobTitle

STRING
 

Store Coach

Customer defined field.

H

division

STRING

04202-000

Customer defined field.

I

deptId

STRING

04202-000

Customer defined field.

J

location

STRING

4202

Customer defined field.

K

associateGroup

STRING

STM

Customer defined field.

L

provisionCode

STRING

4000

Customer defined field.

M

targetPercent

FLOAT

0.2

Customer defined field.

N

guaranteeCode

STRING

1

Customer defined field.

O

guaranteeAmount

FLOAT
 

15000

Customer defined field.

P

one

STRING

1

Customer defined field.

 
Sample Employee History Data Import File

  • Sample file attached at bottom of solution:

Keywords

KBA , sf varpay manage data , sf varpay employee history , LOD-SF-CMP-VAR , Compensation Integration Issues with Variable Pay , How To

Product

SAP SuccessFactors HCM Core all versions

Attachments

Var_Pay_var_pay_data_integration.xls