Transcript

In this video, we’ll provide an overview to planners and reviewers to help them understand their roles as part of a compensation event.

After a compensation event is set up, on the planned date, you’ll receive an email notification that your worksheet is ready for planning.

You can either click View Worksheet In Bob from your email or from the left menu in Bob, select Comp.

On the relevant event, click Enter.

The quick Filters enable you to filter per Org, Worksheet status, or Planner.

Click your name and enter your worksheet.

Here, you can make your recommendations and see the budget consumption.

Views are customizable, and columns can be added or removed using the Column picker. Use it to arrange the order of the columns as you see fit.

Use the search to find a specific participant, or use the ‘view by’ option to filter the participants list.

The Budget shows the annual budget for compensation recommendations and is shown in the event’s main currency as defined by the Admin.

Planners can place recommendations in local currency, and they will be automatically converted to annual main event currency terms based on predefined exchange rates.

When assigning recommendations to participants, Spent will increase, and Remaining will decrease.

Eligibility is displayed in a dedicated column per component, where each participant has a check icon or an X icon.

Currency can be auto-converted and presented either Per participant, by the participant’s local currency, or By event, the event’s main currency.
Pay period can be presented Per participant or converted to Annual for all or Monthly for all.

Place your recommendations by entering an amount or percentage and the other column will be calculated automatically, or you can recommend for all eligible participants at once by clicking the 3-dot menu and selecting Allocate Budget, Compensation reviews and Base salary. Then select a fixed % or use the guidelines the event admin has pre-set.

When finished, click Submit. The worksheet status will change from In progress to Under review.

Remember, once you have submitted a worksheet, you’ll be able to view it but not edit it unless the Reviewer sends it back to you.

As a Reviewer, you’ll receive an email alert indicating that you’ve received a worksheet for your review from a particular planner.

You can make suggestions, comment on, and override the Planner’s recommendations

We recommend that the Reviewer discusses with their Planner regarding recommendation changes as opposed to overriding them.

You can click the Rollup my org button to see your entire organization, direct and indirect reports, in one view.

You can click Send back to the Planner or submit it further up the approval chain if the planner’s recommendations are accepted

And that’s it! Thanks for tuning in to learn about the planner and reviewer process for a compensation event.

Learn what you can do, as Planners or Reviewers, when performing your roles within a Compensation event. 

Before you begin

  • Plan your compensation recommendations in accordance with the relevant event timelines. 
  • Review Worksheet Notes and comments, if any, before making your recommendations.
  • Be mindful of assigned allotments and the budget widget.
  • Remember that edits to the worksheet are auto-saved, so you can exit without losing your work.
  • Be sure to review all alerts, if any, before submission as they may not stop you from being able to submit the worksheet.
  • What to expect if you are a: 
    PlannerReviewer

    You’ll receive an email notification on the planned date that your worksheet is ready for planning. As a Planner, you can either click View Worksheet In Bob from your email or sign in with your SSO credentials and select Comp from the left menu. On the relevant event, click Enter, then your name, enter your worksheet, place your recommendations, and click Submit. The worksheet status will change from In progress to Under review.

    Note: Once you have submitted a worksheet, you’ll be able to view it but not edit it, unless the Reviewer sends it back to you. You will be able to add comments as well as worksheet notes provided that the Admin allowed it to be part of the worksheet.

Landing page

  • The landing page is the default view. You will see the worksheet status and budget consumption. You will also be able to perform actions like Submit, send back if you are a Reviewer, Nudge Reviewer(s) and Planner(s) to Approve or Submit, and more. 
  • The three quick Filters at the top left of the page enable you to filter per Org, Worksheet status, or Planner.
  • Use the search icon to search for a specific stakeholder, from a reviewer to a participant. 
  • Use the download icon to download the worksheet data into .xlsx or .csv formats. 
  • The Rollup my org arrow icon, to the right of the download icon, is available for admin and reviewers only and enables them to rollup an org with a full view of the org, direct and indirect participants.
  • See the Worksheet statuses:
    • Ready For Planning: The worksheet is in draft, and is not visible to collaborators. It is visible to the Admin only. 
    • In progress: The worksheet has been shared and is open to a planner and co-planner(s) to review and recommend compensation changes for their participants.
    • Under review: The worksheet has been submitted by a planner and is now being reviewed by one of the reviewers that are next in the approval flow.

      Note: In this stage, the planner can only view the worksheet, and cannot edit it. 

    • Pending approval: The worksheet has been submitted by the last reviewer in the approval flow, and is now being reviewed by the Event approver.
    • Approved: The worksheet has been approved by the Event approver. Planners should receive a formal notification, and communicate the decisions to their participants. 
  • In the Participants column, there are two numbers: x(y); x = the overall participants in an org, direct and indirect, and (y) is the number of direct reports.
  • In the Approval flow column, the left image shows you with whom the worksheet is currently pending, and to the right are future reviewers, including the event approver(s).
  • The component columns with (Direct budget) reflect the allocated budget for direct reports only.
  • The component columns with (Org budget) are related to Reviewers only and are the sum of the Reviewer’s direct budget and their Planner's direct budget.

    Note: Budget is displayed as Remaining on the left and Target on the right.

  • If Co-planners were added as collaborators to a worksheet, their image will appear under the Co-planners column. 
  • Views are customizable and columns can be added or removed using the Column picker. Use it to arrange the order of the columns as you see fit.
  • Use bulk actions to remind or submit on behalf of Planners.

    Note: Bulk actions are relevant for Reviewers only.

    • Mark the checkbox next to the Planner’s name and click Actions to execute.
    • Click Nudge to send reminders or Submit (on-behalf) of Planners.
    • To enter a worksheet, click on a Planner’s row.

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How to navigate worksheets

View preference 

  • Under View by, choose to view participants by Site and/or Department or click advanced to customize views, e.g., by sub-department, reports to, job title, and more.
  • Use Items per page on the bottom left to control how many participants are viewed per page.
  • Views are customizable and columns can be added or removed using the Column picker. Use it to arrange the order of the columns as you see fit.

Budget widget

  • The Budget widget shows the annual budget for compensation recommendations and is shown in the event’s main currency as defined by the Admin, i.e., USD/EUR/GBP. Planners can place recommendations in local currency, and they will be automatically converted to annual main event currency terms based on predefined exchange rates.
  • When assigning recommendations to participants, Spent will increase and Remaining will decrease.

    Note: While it's not recommended, Planners can overrun the budget, and the Remaining will show as a negative number.

Eligibility

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  • Eligibility is displayed in a dedicated column, per component, where each participant has a check icon or an X icon.
  • If a participant is not eligible for a base salary increase, there will be an X in the Base Salary Eligible column, and you can hover over it to view the reason.
    Example

    A cycle’s eligibility guidelines are Start date - before April 1st, 2021, and Salary Effective date - before Sep 1st, 2021, any new hires that started after April 1st and participants with compensation updates made after Sep 1st will make them ineligible.

  • Suppose a participant is not eligible for an increase within a certain component but has this component in their comp package. In that case, it is still possible for the Planner to recommend an increase and submit it for approval.

    Note: Those that are not eligible were, most likely, not accounted for in the overall pool/budget allowance and such a recommendation may have an impact on the overall budget. It is possible to grant a recommendation for an ineligible participant. 

Alerts

  • While making recommendations, alerts may appear next to the participant’s name. Hover over the Alert sign to see the exact reason(s).
  • Be sure to review all alerts before submission:
    • If you see the exclamation icon, an exclamation point within an orange triangle, consider it a warning. You are still able to submit the worksheet. 
    • If you see the danger icon, an exclamation point within a red circle, consider it an error. You will not be able to submit the worksheet until the error is fixed.
Alert examples
  • A participant who was not eligible for an increase recommendation was given a recommendation.
  • A participant eligible for an increase recommendation was not given (or is still waiting for) a recommendation.
  • The recommendation is above the recommended guidelines maximum (>10%).

Currency view

  • Currency can be auto-converted and presented either Per participant, by the participant’s local currency, or By event, the event’s main currency.
  • Pay period can be presented Per participant or converted to Annual for all or Monthly for all.
Example

To view all worksheet participants' annual salaries in USD, assuming this is the event's main currency, select By event under Currency and Annual for all under Pay Period.

Worksheet Notes

  • The Worksheet Notes column enables the event’s Admin, Planners, and Co-planners to edit and add important notes, such as promotions, HR input, absence, performance issues, and more.

    Note: Co-planners require permissions for editing worksheet notes.

  • To access Worksheet Notes, hover over a participant’s name, click Details, and type your notes into the designated box on the top right-side screen.
  • Reviewers can only view these notes, without an option to edit.

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Historical data and comments

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  • To see participants’ compensation/work history since their start date, hover over a participant’s name and click Details.
  • You can switch between the different components, if relevant to your event.
  • See updates that have been made during the review period by yourself and others in Activity.
  • To collaborate with Co-planners, Reviewers, or the Admin, tag them in a comment in the Activity for input, feedback, recommendation, guidance, and more. 
  • If there are comments, you will see a number next to the speech bubble in Comments.

Roll-up (for Reviewers only)

Note: This function is only available to Reviewers, and not Planners.

  • Reviewers can click the Roll-up icon to see all their direct and indirect reports in one view, rather than in multiple worksheets.
  • Roll-up is a view-only function, meaning that edits and recommendations cannot be made, however, you can add comments.

Insights

Note: Insights can be seen in the Worksheet level per Planner, or at an Org level per Reviewer / per the entire Org. For a Reviewer to see insights at their Org level, they must Roll-up their Org first.

  • Four default Insight graphs appear once you click Show insights.
    • Receivers vs. Non-receivers
    • Average allocation (%)
    • Allocation by guidelines

      Note: This will only appear if the Admin set guidelines in the event

    • Avg. comp ratio

      Note: This will only appear if the Admin sets a benchmark in the event.

  • All insights can be viewed by any component of the event. 
  • All insights can be grouped by any field.

Comp-ratio and Positioning

If a benchmark is included in an event, two KPIs will be automatically added to the column picker: comp-ratio and positioning. These KPIs can assist the Planner, Reviewer, and/or compensation and benefits expert to validate the recommendation for base salary, variable pay, and/or OTE.

Comp-ratio compares an individual employee's salary, for example, to the midpoint of a given salary range. An admin will upload the range in the benchmark template. The desired comp-ratio can vary between companies, depending on their compensation philosophy, but the common desired range is between 0.8-1.2.

Example

If one salary is 50,000, and the uploaded range is 40,000 (min) - 55,000 (mid) - 60,000 (max), the comp-ratio is 50,000/55,000, which is 0.91.

Positioning reflects the percentile compared to a given pay range and is based on the benchmark template’s uploaded ranges. The positioning field can range between 0% and 100%, where the bottom of the range, or below, places one in the 0th percentile, and the top of the range, or above, places one in the 100th percentile.

Example

If one salary is 50,000, and the uploaded range is 40,000 (min) - 55,000 (mid) - 60,000 (max), one is in the 50th percentile (50,000-40,000)/(60,000-40,000), which is 50%.

To include Comp-ratio and Positioning, add them using the column picker

The benchmark template can support up to three surveys: Salary for base salary, OT for variable pay, and OTE for base salary plus variable pay. Depending on the survey chosen, the features will be called:

Survey Comp ratio Field Name Positioning Field Name
Salary Comp-ratio
New comp-ratio
Salary Positioning
Salary New Positioning
OT OT comp-ratio
OT New comp-ratio
OT range positioning
New OT range positioning
OTE OTE comp-ratio
OTE New comp-ratio
OTE range positioning
New OTE range positioning

How to make recommendations

  • Base salary and Variable pay increases can be entered in fixed amounts or by %.

    Note: This is assuming that the Admin selected to manage the event per component. If the Admin selected to manage it per OTE, Planners will be able to recommend by % only, and that will be applied to all components similarly. 

    • Base salary/Variable pay increase amount = fixed amount.

    • Base salary/Variable pay increase % = percentage.

Example

If a participant's Base Salary is 100,000 annually, the Planner can recommend an increase to 105,000 by either typing 5,000 OR 5% in the designated columns. Once entered in one column, the other will be auto-calculated.

  • After entering a recommendation, it will auto-calculate the New Base salary/New Variable pay/OTE columns.
  • You can review the comp mix (base/variable ratio) to ensure consistency, i.e., ensure a 60/40 split or a different split, or stays the same.
  • Designated columns will show the current and new comp mix.

    Tip: if you can’t see the comp mix columns, find them by using the column picker then add them to the worksheet.

How to allocate budget (optional)

  • To allocate a fixed % or guideline recommendations to all eligible participants in a worksheet, click the three-dot menu, then Allocate budget
  • Click Compensation reviews> Base Salary or Variable pay name > Increase using fixed % or guidelines % > Apply.
  • Repeat for Cash Award allocation if applicable.

Once the budget is allocated per participant, you can make the desired changes and adjustments.

Note: Cash Award By variable plan and Equity allocations are not available through this feature, and only manual recommendations can be made, if applicable.

How to submit a worksheet 

  • Once recommendations have been made, click Submit
  • The worksheet will be sent to the next Reviewer for review and approval via an email notification.

Note: Submissions are final. After submission, Planners will be able to view their submitted recommendations and make comments in Activity, or edit Worksheet Notes, for the Reviewer to view. If changes or updates are required after submission, leave a comment for a Reviewer with the request to either make the updates or request that they send back the worksheet.