Refreshing Workforce Compensation Plan data in Oracle Fusion is essential when you need to update the compensation plan with the most recent employee data, such as salary adjustments, new hires, terminations, or other HR-related changes. This ensures that the compensation worksheets used by managers reflect the latest data. Here’s how to refresh Workforce Compensation Plan data:
1. Navigate to Workforce Compensation Work Area
- Go to Navigator > Compensation > Manage Compensation Plans.
2. Select the Compensation Plan
- In the Manage Compensation Plans page, locate and select the compensation plan you want to refresh.
- Ensure that the plan is still active, and that the worksheets have been distributed to managers or are ready to be distributed.
3. Click on Refresh Data
- Once you’ve selected the plan, go to the Actions menu and select Refresh Workforce Compensation Data.
- If you don’t see this option, it may be because you don’t have the required permissions to refresh the data. Ensure that your role (such as Compensation Administrator) has the necessary access.
4. Choose Data to Refresh
Oracle Fusion allows you to refresh different types of data. Choose which data should be refreshed based on your requirements. The most common options are:
a) Employee Data
- Job and Position Changes: Update employee job or position details that have changed since the compensation cycle began.
- Salary Changes: Refresh employees’ base salary if there have been any pay changes (e.g., salary increases or decreases) that need to be reflected in the compensation plan.
- New Hires: If new employees have joined the organization since the plan was initiated, include them in the refresh.
- Terminations: If employees have left the company, ensure they are removed from the plan.
- Transfers and Promotions: Refresh employee data to reflect organizational changes such as department transfers or promotions.
b) Eligibility
- If eligibility criteria have changed or new employees have become eligible for compensation, this option will refresh eligibility based on the most recent data.
c) Performance Ratings
- If performance ratings have been updated or finalized since the start of the plan, refreshing this data will ensure that the latest performance reviews are included.
d) Budget and Allocation Data
- If the compensation budget has been updated, either globally or for specific departments, this option will refresh the budget information in the plan.
5. Review Refresh Criteria
- Before executing the refresh, review the data selection carefully to ensure that all required updates will be captured.
- You may also specify date ranges for the data refresh if only certain changes made after a specific date need to be included.
6. Run the Refresh Process
- Once you’ve confirmed your data selections, click Submit to start the refresh process.
- Oracle Fusion will run the Refresh Workforce Compensation Data process, which may take some time depending on the amount of data being refreshed.
7. Monitor the Refresh Process
- Navigate to Navigator > Tools > Scheduled Processes to monitor the progress of the refresh.
- Check the status to ensure the process completes successfully. You’ll see a Success message when the refresh is complete.
8. Verify Refreshed Data
- After the refresh process is complete, you should verify that the updated data is reflected in the compensation worksheets and compensation plan.
- Go to the Compensation Plan Summary or directly into individual worksheets to check:
- Employee details: Job titles, salary information, performance ratings, etc.
- Budget allocations: Ensure that budgetary changes are reflected.
- Eligibility updates: Verify that newly eligible employees are included and ineligible ones have been excluded.
9. Communicate with Managers
- After the refresh is complete, notify managers who have access to compensation worksheets about the data refresh.
- Inform them of any significant changes, such as new employees added to their worksheets, salary changes, or updated performance ratings.
- You can also configure alerts to automatically notify managers when the data refresh has been completed.
10. Repeat the Process if Needed
- Depending on the length of the compensation cycle, you may need to refresh the plan data periodically to capture ongoing changes in employee data.
- This can be done multiple times until the compensation cycle is finalized.
Key Considerations:
- Timing of the Refresh: Plan the refresh at a time that minimizes disruption for managers. It’s usually best to perform the refresh before or after a major phase in the compensation cycle (e.g., before final approvals).
- Impact on Worksheets: Understand that refreshing the data can impact managers’ existing worksheets. If data like salaries or performance ratings are changed, managers may need to review and adjust their decisions.
- Data Accuracy: Always verify that the most up-to-date HR data (job titles, salaries, eligibility) is available in the system before refreshing the compensation plan to avoid errors or missing information.
Example Use Case:
During a mid-year compensation review, the HR team realizes that several new employees who joined the company after the plan was initially distributed are missing from the worksheets. By refreshing the workforce compensation data, the administrators can ensure that these new hires are included in the compensation cycle, and that any salary changes or job reassignments are reflected in the manager worksheets.
By following this process, you can ensure that your Workforce Compensation Plan in Oracle Fusion is consistently updated with the latest and most accurate employee data, ensuring a smooth and fair compensation review process.