Configuring Plan Access in Oracle Fusion is crucial for controlling who can view, edit, or manage specific compensation plans. This ensures that sensitive compensation data is only accessible to authorized users, such as compensation administrators, managers, or HR personnel. Here’s a step-by-step guide to configuring plan access:
1. Navigate to Compensation Work Area
- Go to Navigator > Compensation > Manage Compensation Plans.
2. Open the Compensation Plan
- Select the compensation plan for which you want to configure access.
- Click on Edit Plan to modify the setup or create a new plan.
3. Go to the Security or Plan Access Section
- Once inside the compensation plan setup, navigate to the Security or Plan Access tab. This section allows you to configure who has access to the plan and what level of permissions they have.
4. Configure Roles and Permissions
In Oracle Fusion, access to compensation plans is typically controlled through roles and permissions. You’ll assign different roles to users based on the level of access they require.
a) Predefined Roles
Oracle Fusion comes with several predefined roles related to compensation management:
- Compensation Administrator: Full access to configure, manage, and run the compensation plan.
- Compensation Manager: Access to manage the compensation for employees within their hierarchy, but limited configuration access.
- HR Specialist: View and manage compensation data for employees they support.
- Line Manager: Access to worksheets for employees in their reporting structure.
b) Custom Roles (Optional)
- If the predefined roles do not meet your organization’s requirements, you can create custom roles that have specific access and permissions. These custom roles can be designed to suit specialized needs (e.g., a role for a regional compensation manager).
5. Assign Roles to Compensation Plan
- In the Plan Access section, assign appropriate roles to the compensation plan. This determines who will have access to view or manage the plan.
a) Assign Compensation Administrators
- Assign users with the Compensation Administrator role who will have full control over the plan configuration, including creating eligibility rules, setting budgets, and finalizing the compensation cycle.
b) Assign Compensation Managers
- Assign Compensation Manager roles to users who will be responsible for overseeing compensation decisions but may not have full administrative access. Typically, these managers work with compensation worksheets.
c) Assign Line Managers
- Line managers or managers within an employee’s reporting hierarchy are granted access to view and manage compensation for their direct reports. You can specify the hierarchical level at which managers will have access.
d) Assign HR Specialists
- HR specialists can be given access to support the compensation process for specific groups of employees or business units. They often have permission to view and validate compensation data, but not to make final decisions.
6. Set Access Levels
For each role, you can configure different levels of access to the compensation plan. The most common access levels include:
- View Only: Users with this access can only view the compensation plan and related data, without making any changes.
- Edit: Users with this access can make changes to the plan or data within their scope (e.g., updating worksheets or reviewing budgets).
- Full Control: Users with full control have all permissions, including the ability to configure the plan and make final compensation decisions.
Example:
- Compensation Administrators: Full access to view, edit, and manage the entire plan.
- Compensation Managers: Edit access to the worksheets for their direct reports.
- Line Managers: View and edit access to compensation data for employees within their reporting structure.
- HR Specialists: View-only access for monitoring and validating data.
7. Configure Manager Access to Worksheets
- In the Plan Access section, define which managers will have access to their employees’ compensation worksheets. The settings typically include:
- Direct Reporting Managers: Only the direct manager of an employee can view and edit their compensation worksheet.
- Hierarchy Access: Managers may have access to compensation data for employees several levels below them in the hierarchy (e.g., a department head having access to all employees in the department).
8. Configure Proxy Access (Optional)
- If needed, configure proxy access so that designated users can act on behalf of others (e.g., if a manager is on leave and another manager needs to handle their compensation responsibilities).
- Specify who can serve as a proxy and what level of access they will have while acting on behalf of someone else.
9. Restrict Access Based on Eligibility or Criteria (Optional)
- You can also configure more granular access control by restricting certain users’ access based on eligibility profiles or other criteria. For example:
- Only managers in certain regions can access the plan for their employees.
- Access is restricted to employees within certain departments or business units.
10. Test Plan Access
- After configuring the plan access, it’s important to test the setup to ensure that only the correct individuals have access to the plan, and that they can perform the appropriate actions based on their role.
- Test with users assigned different roles (e.g., compensation administrators, managers) to confirm that they can view and edit the data as expected.
11. Review Security Policies
- Ensure that your organization’s security policies are being followed. Review and update any security settings that might affect access to sensitive compensation data.
- Consider implementing additional security measures such as role-based security profiles, data masking, or two-factor authentication for users with access to compensation plans.
12. Monitor and Adjust Access
- Once the plan is live, periodically review access settings to ensure that they are still appropriate. You might need to adjust access based on organizational changes, such as role changes or employee promotions.
- Regular audits of who has access to compensation plans are recommended to ensure compliance with internal policies.
Example of Role Assignments in Plan Access:
- Compensation Administrator: Full access to configure and manage the entire plan.
- Compensation Manager: Edit access to manage and review compensation for employees within their business unit.
- Line Manager: Access to compensation worksheets for direct reports and employees one or two levels down the reporting hierarchy.
- HR Specialist: View-only access to ensure that the compensation process is followed correctly, but no ability to make changes.
Summary of Key Steps:
- Navigate to Plan Access and assign roles like Compensation Administrator, Manager, Line Manager, and HR Specialist.
- Set Access Levels (view, edit, or full control) based on the responsibilities of each role.
- Configure Manager Access to compensation worksheets for employees in their hierarchy.
- Optionally, configure proxy access for users to act on behalf of others.
- Test access to ensure the correct permissions are applied and review access settings periodically.
By correctly configuring plan access in Oracle Fusion, you ensure that compensation data remains secure, and that managers and HR personnel have the necessary tools to complete the compensation process effectively.