Fairsail Kon-Tiki Release Notes

Transcription

1 Fairsail Kon-Tiki Release Notes FS-KTK-XXX-RN RKTK.00

2 Fairsail All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-KTK-XXX-RN RKTK.00 Fairsail

3 Contents Contents Fairsail Collaboration Portal: Customer Notice 6 About these Release Notes 7 Related Information 8 Fairsail HCM Configuration Guide 8 Fairsail WX Configuration Guide 8 Fairsail WX: Guide for Users 8 Fairsail Mobile ios Configuration Guide 8 Fairsail Mobile ios Guide for Users 9 Fairsail Recruit: Guide for Administrators 9 Fairsail Recruit: Guide for Recruiters 9 Fairsail Payflow Implementer's Guide 9 Which Guide do I Need? 9 Release Summary 10 Browser Compatibility 12 Known Issues 13 Fairsail

4 Contents Release Content 14 Delegated Access for Assistants 15 How to Set Up Delegated Access for Assistants 16 Delegated Access for Assistants in WX 23 WX Reports 25 What You Need 25 Setting Up WX Reports 26 Creating Reports to Display in WX: Guidelines 39 Displaying Reports in WX 41 Stock Options Process Now Available in WX 52 Introduction 52 Creating a New Stock Option Pattern 54 Awarding a Stock Option to a Team Member 59 Recording Options Exercised 66 Viewing Your Stock Options in WX 68 What Does the Stock Options Detail View Show Me? 70 Maintaining the Stock Price 73 Configuring Stock Options 74 Metrics Review Process Now Available in WX 80 How to Set Up Metrics Review 80 Metrics Review in WX 96 Talent Acquisition Actions Now in WX and the Actions Digest 108 Approving Vacancies in WX 109 Approving Job Offers in WX 112 Fairsail WX Mobile ios 115 About Fairsail Mobile ios 115 How to Install and Set Up Fairsail Mobile ios 116 How do I set up a WX Process to Display on Mobile? 120 How do I set up Push Notifications? 121 Getting Up and Running with Fairsail Mobile ios 123 Known Issues: Fairsail Mobile ios 123 Frequently Asked Questions 124 Benefits Enhancements 141 Creating and Managing Benefits for Team Members 142 Setting Up Benefits 144 Action Event Condition Field Syntax Checker 177 Action Event Conditions: Valid Content 177 Improved Time Zone Visibility for Talent Acquisition 182 Setting the Candidate Portal Time Zone 184 Fairsail

5 Contents Changes Summary 186 Glossary of Terms 187 Index 189 Fairsail

6 Fairsail Collaboration Portal: Customer Notice At the end of January 2017 Fairsail ended support for the Collaboration Portal, with all future developments focused on Fairsail WX. Support queries, bugs, and enhancement requests are now considered only if they relate to the WX interface. You can continue to use the Collaboration Portal until June 2017; after June 2017 the Collaboration Portal will cease to be available. For more information see help.fairsail.com Fairsail

7 About these Release Notes Welcome to the Fairsail Kon-Tiki Release! These Release Notes provide full information on what has changed in this release: A brief, high level summary of the functionality. Step by step set up and usage information: indicates a completely new feature for this release. indicates a significantly enhanced feature for this release. Highlighted text indicates other enhancements. To make it easier for you to find enhancements to the parts of Fairsail that you use most often, information is ordered by product area. Select the links in the Release Summary, use the bookmarks, or navigate using the contents list. Kon-Tiki was the name chosen by Norwegian explorer Thor Heyerdahl for an experimental raft, designed and built for a 1947 expedition from South America to Polynesia. Heyerdahl sought to demonstrate that indigenous South American people could have colonized Polynesia in pre-columbian times. The raft was built using materials and techniques that would have been available at the time, as Heyerdahl wanted to show that such a voyage was technically possible for the raft. Construction used balsa tree trunks and logs joined together with hemp rope, pine boards, and mangrove wood for the mast. Heyerdahl and his crew of five set out in Kon-Tiki from Peru on 28 April 1947 and reached Angatau in French Polynesia 97 days later on 4 August, and an islet off Raroia atoll in the Tuamotu group of islands three days later on 7 August. Kon-Tiki had covered around 4,340 miles, 6,980 kilometers in 101 days. Fairsail

8 About these Release Notes Related Information Related Information Full documentation supporting Fairsail Kon-Tiki is available in the following guides: Fairsail HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Fairsail HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers. Fairsail WX Configuration Guide Coverage summary How to set up, manage, and maintain the extra functionality delivered with Fairsail WX. Includes detailed configuration information. The information builds on that supplied in the HCM Configuration Guide. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers. Fairsail WX: Guide for Users Coverage summary How to use Fairsail WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Fairsail Mobile ios Configuration Guide Coverage summary How to install and set up Fairsail Mobile ios, and how to set WX Processes for display and use through Mobile. Typical target audience You have responsibility for managing mobile access to the Fairsail system within your organization and may also provide first line Fairsail Mobile support for HR Managers and other end users. Fairsail

9 About these Release Notes Related Information Fairsail Mobile ios Guide for Users Coverage summary The steps to follow when getting Fairsail Mobile up and running on your mobile device under ios. Lists the key WX processes supported by Fairsail Mobile ios, and those few processes out of scope. Typical target audience You want to use Fairsail Mobile on your mobile device to access and use WX Processes. Fairsail Recruit: Guide for Administrators Coverage summary How to set up Fairsail Recruit to support recruitment in your organization. Includes setting up Agency and Candidate Portals, posting to Job Boards, and configuring supporting features such as approval processes and recruitment forms. Typical target audience You have responsibility for setting up and maintaining the recruitment process in your organization, as implemented through Fairsail Recruit. You provide first line support for hiring managers and recruiters running individual recruitment campaigns. Fairsail Recruit: Guide for Recruiters Coverage summary How to set up and edit Vacancies, manage Candidates and Applications. Includes Agency management, uploading resumes, and conducting skill searches. Typical target audience You have responsibility for running recruitment campaigns for your organization. Fairsail Payflow Implementer's Guide Coverage summary How to set up, manage, and maintain data flows between Fairsail and other systems, typically for data related to compensation and benefits. The guide includes sections on setting up a benefit selection system on Fairsail. Typical target audience You have responsibility for implementing an interface between Fairsail and one or more external services. Which Guide do I Need? The guide to use for each part of the release is indicated in the Release Summary. Fairsail

10 Release Summary Feature Select the link to jump to a full description. See the guide for related information. No setup WX HR/Recruit Manager Portal HR/Recruit Admin. Switchable Setup Setup Contact Fairsail Note 1 Note 2 Note 3 Note 4 Note 5 Major functional enhancements Delegated Access Nominated assistants can now act on behalf of Team Members for Actions generated by Absence and HR Request processes (see page 15). Fairsail HCM Configuration Guide Fairsail WX Guide for Users WX Reports Support for tabular and chart-based reporting in WX (see page 25). Fairsail WX Reports Guide Stock Options process now in WX View your Stock Options through a new WX process. Configuration options extended (see page 52). Fairsail HCM Configuration Guide Fairsail WX Guide for Users Metrics Review process now in WX An extension to performance review tools with a new WX process. (see page 80) Fairsail WX Guide for Users Talent Acquisition Actions now in WX Vacancy Approval and Job Offer actions now in WX Actions and the Actions Digest (see page 108). Fairsail WX Guide for Users Fairsail WX Mobile ios now fully released Download the latest from the Apple App Store (see page 115). Fairsail Mobile ios Configuration Guide Fairsail Mobile ios Guide for Users Fairsail

11 Release Summary Related Information Feature Select the link to jump to a full description. See the guide for related information. Benefits Enhancements A range of enhancements supporting the Open Enrollment process (see page 141). No setup WX HR/Recruit Manager Portal HR/Recruit Admin. Switchable Setup Setup Contact Fairsail Fairsail Payflow Implementers Guide Other enhancements Action Event Condition syntax checker Invalid syntax now generates contextual error messages and prevents saving until corrected. Fairsail HCM Configuration Guide Time Zone Visibility for Talent Acquisition Time zone information now displayed for recruiters and Candidate Portal visitors (see page 182). Fairsail Recruit Guide for Administrators Recognition process enhanced Received and Given tabs now display 5 items per page with full pagination controls. Fairsail Recruit Guide for Recruiters Fairsail WX Guide for Users Notes 1. Features are present and require no setup to use. 2. Features appear in WX and can be switched on or off using a Policy setting. 3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured. 4. Features are available to the HR or Recruit Administrator and require configuration. 5. Contact Fairsail if you wish to use these features. No new features force you to use them. Choosing to use the new features can greatly enhance your Fairsail experience, but you can continue to use your existing system in its current form. None of your customizations are affected. Fairsail

12 Release Summary Browser Compatibility Browser Compatibility Fairsail WX supports the following browsers: Apple Safari version 5 or later Google Chrome Microsoft Internet Explorer version 10 or later o Salesforce applies some limitations to support for Internet Explorer. Refer to Salesforce help topics for Supported Browsers for more information. Mozilla Firefox version 4 or later Opera version 11 or later Fairsail tests all software releases against the latest commercially available and stable versions of all listed browsers, as well as a range of earlier versions including those known to be used by our customers. Where testing reveals non-critical anomalies in feature support that cannot be resolved before release, we add a note describing the issue next to the description of the feature. To optimize security and ensure the best possible level of technical support from your browser supplier, always run the latest available, fully supported version. Fairsail

13 Known Issues Known issues are those which: Are not major; any major issues are resolved before release. May impact Fairsail implementations in some practical way. Are planned to be fixed as soon as possible. This release has the following known issues: Process WX Reports Issue Workaround You cannot sort on a report column containing special characters - for example, carriage return, #. Fairsail

14 The following pages provide full information on what has changed in this release, arranged by feature as listed in the Release Summary. Fairsail

15 Delegated Access for Assistants Delegated Access for Assistants WX Delegated Access for Assistants enables you to designate individuals to view WX and complete Actions on behalf of someone else. WX Delegated Access for Assistants is intended to support regular assistant roles, such as personal or executive assistants, who are familiar with the work and level of information available to the person they are delegated to represent. Fairsail

16 How to Set Up Delegated Access for Assistants WX Delegated Access is supported through the HR Manager Portal: The Roles tab. You can add the Roles tab to your display using Customize My Tabs on the All Tabs page. Roles are used to map assistants to managers for defined processes. Assistant To and Assisted By Related Lists displayed on the Team Member detail page. You can add these Related Lists to your display using the Edit Layout link on any Team Member detail page. Assistants are granted access to the defined Manager's view of the processes included in the Role. Guidelines: By default, to set up WX Delegated Access you need Administrator level access to the HR Manager Portal. Users with HR Manager level access can define Assistant Assignments but they cannot define the Processes for a Role. You can restrict each Role to a single process, for example, Absence. Restricting the number of processes makes it easier to manage Role assignment, for example: o Use one C-level Absence Assistant Role to map all C-level managers to one or more Executive Assistants for delegating absence approval when managers are not available. o Use one South Africa PAF Assistant Role to map all HR Requests originating from regional managers to a single senior assistant during a reorganization. Setting up Delegated Access for the Absence process gives the Assistant access to the Absence process for all the manager's direct reports To set up Delegated Access: 1. Define the Role (see page 17). Each Role enables you to map managers to assistants for defined processes. 2. Add the Processes you want to include for the Role (see page 19). 3. Add Managers and Assistants you want to use the Role (see page 20). Fairsail

17 Delegated Access for Assistants Defining Roles 1. Select the Roles tab. 2. On the Roles Home page, select New Fairsail displays the Role Edit page: 3. Complete the fields as follows: Role Name Description Text, up to 80 characters. The name you want to use for this assistant role. Choose a name providing a generic summary of the role rather than one that is specific to an individual - the role can be mapped to multiple people. For example, C-Level Absence Assistant. Text, up to 255 characters. A short description of the role to ease identification when your organization has multiple Roles defined. 4. Select: o Save Fairsail

18 Delegated Access for Assistants To save the Role and move on to select processes and assignments. Fairsail displays the Role Details page: Continue to Add Processes (see page 19). o Save & New To save the Role and define another. You can select processes and assignments later. Repeat from step 3. o Cancel To discard your changes and return to the Roles Home page. Fairsail

19 Delegated Access for Assistants Adding Processes 1. On the Role Details page, select Edit Processes: Fairsail expands the Processes section: 2. Select Add Process. Fairsail displays the Process picklist and checkboxes for Read and Write access: 3. Select the picklist and choose the Process you want to delegate to this assistant. 4. Select Add. Fairsail adds the Process to the list of processes for this Role: 5. Select Read or Write access for the delegate for this Process. o Read enables the Assistant to see actions but not execute them for this Process. o Write enables the Assistant to view and execute actions for this Process Selecting Write automatically selects Read when you save. 6. To add more Processes to this Role, select Add Process again and follow the steps to add the Process. 7. When you have added all the Processes you want for this Role, select Save. Fairsail displays the list of processes for this Role with the level of access you selected: Fairsail

20 Delegated Access for Assistants Assigning Assistants 1. On the Role Details page, Assistant Assignments section, select Edit Assignments: 2. Fairsail expands the Assistant Assignments section: 3. Select Add Assistant. Fairsail displays the Manager and Assistant selection fields: 4. Select Manager Lookup. Fairsail displays Manager Lookup. 5. Find and select the Manager you want to set up with an Assistant. 6. Select Assistant Lookup. Fairsail displays Assistant Lookup. 7. Find and select the Assistant you want to act for the Manager you selected. 8. If you want this Assistant to receive notifications for the Manager in place of the Manager, select Notify Only Assistant. Checking Notify Only Assistant means that the Manager does not receive notifications for the Processes defined for this Role - they are routed directly to the Assistant. Fairsail

21 Delegated Access for Assistants 9. Select Add. Fairsail adds the Manager and Assistant to the list of Assistant Assignments for this role: You can repeat the steps to add multiple Managers and Assistants for this Role. o One Manager can have multiple Assistants. All Assistants then receive notifications for the Manager. o Multiple Managers can have a single Assistant. Notifications for all Managers are then sent to the Assistant. o An Assistant in one Manager-Assistant assignment can be a Manager in another Manager-Assistant assignment, but you cannot create chained relationships - notifications are passed one level only. o Circular Manager-Assistant assignments are allowed - a Manager and Assistant in one assignment can swap roles in another assignment in the same Role. o Duplicate Manager-Assistant relationships are not allowed - the duplicate is deleted and cannot be saved. 10. When you have defined all the Assignments for this Role, select Save. Fairsail

22 Delegated Access for Assistants Translation Workbench: Delegated Access Role Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Description Text Area (255) Duplicate Name Text (255) (Unique Case Insensitive) Role Delegate Mapping Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Assistant Manager Notify Only Assistant Role Uniqueness Check Lookup (Team Member) Master-Detail (Team Member) Checkbox Master-Detail (Role) Text (255) (Unique Case Insensitive) Role Process Mapping Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type HCM Process Text (80) Read Access Checkbox Read Only Checkbox Role Text (80) Write Access Checkbox Fairsail

23 Delegated Access for Assistants Delegated Access for Assistants in WX Delegated actions raised for a Manager are added to the Fairsail Actions Digest and the WX Actions list for the Team member defined as an Assistant for that Manager. 1. From the Actions Digest, select the link to display the WX Actions list. If you are not logged in to WX you are prompted to do so, then taken to the Actions list. If you are already in WX, in the Navigation Bar select Actions. 2. Scroll to the process where you have delegated actions: The list includes all the manager's outstanding actions for the delegated process. The Details column includes a summary of the action with the name of the delegating manager as Delegated on behalf of...: Fairsail

24 Delegated Access for Assistants 3. Select an Action link:...to open the standard view for approving or rejecting the requests: Fairsail

25 WX Reports WX Reports makes a set of standard Salesforce reporting features available to managers and Team Members through Fairsail WX. Set up underlying report data as usual through the HR Manager Portal - you can use existing reports and render them through WX, or create new reports for your WX users. You can also clone an existing report and change field content and filters exclusively for publishing through WX. Each report is made available through its own WX Process, with its own Tile displaying the Report Name and Description. Select the View Details link to display the Report. Use your own label for each WX Process to appear in the Navigation Bar, on the Tile and Detail views. The label is in addition to the Report Name and Description. Report processes can be added to existing WX Services, or you can create a new Service to host them. Restrict individual reports to Team Members assigned to a specific Policy or Policy Group, or to individual Team Members, with or without their teams. WX Reports is hosted by the Fairsail Async Reporting package (see page 25) and accesses data created and held in Fairsail HCM. What You Need Make sure that your org includes: Fairsail HCM version or later. Fairsail Async Reporting version or later. Fairsail

26 WX Reports Setting Up WX Reports These steps describe how to set up Fairsail WX to display WX Manager Reports. For more detail on setting up WX Services and Processes refer to the Fairsail WX Configuration Guide. 1. Add the Reporting checkbox to the Policy display (see page 26). 2. Create one or more WX Reports (see page 27). You can use an existing report as designed, or further customize an existing report by defining the field content (see page 32), adding or refining filters (see page 35) to tailor it for a defined manager or team member audience. 3. Create one or more WX Reporting processes (see page 37). Each Reporting process enables you to display a WX Report as part of the WX Service of your choice. Policy Settings Add the Reporting checkbox to the Policy object and select it: 1. In the HR Manager Portal go to Setup > App Setup > Create > Objects. 2. Scroll down to find the Policy object and select the Label. 3. Select Field Sets. 4. Select Edit for the Additional Policies Field Set. 5. Drag and drop the Reporting field into the Field Set. 6. Select Save. 7. The Reporting checkbox is added to the Additional section on the Policy page. 8. Check Reporting: Fairsail

27 WX Reports Creating and Editing a WX Report You can create a WX Report from a pre-existing Fairsail or Salesforce report. You can choose to display the report in its existing form or customize it for display to your managers or team members through WX. 1. In the HR Manager Portal, select the WX Reports tab. 2. On the WX Reports Home page, select New. Fairsail displays the New WX Report page: 3. Complete the fields as follows: API Name Object Name The API name of the Report, entered as the Report Unique Name when saving the report. To find the Report Unique Name for a saved report: 1. Select the Reports tab 2. Select the folder hosting the Report 3. Select the Report Name. 4. On the Report page, select Customize. 5. On the Report Preview page, select Report Properties. The Report Properties dialog displays the Report Unique Name for the Report. Required for Custom Report Types. The API Name of the lowest level object used to source the data. For example, for a custom report based on Team Member > Employment > Salary enter: fhcm2 Salary c Fairsail

28 WX Reports 4. Select Save. Fairsail displays the WX Report Detail page for the Report: Fairsail

29 WX Reports To edit the WX Report: 1. Select Edit. Fairsail displays the WX Report Edit page: 2. Complete the fields as follows: Information section WX Report Name API Name Description Type The Report Name entered when saving the report. You can change the WX Report Name if you wish. The Report Unique Name entered when saving the report. You can change the API Name to reference a different report but it must be a valid API Name for an existing report. The Report Description entered when saving the report. Edit the description if you wish. The Report Type, defined by the underlying report. One of: Tabular Base Object Summary The API Name of the lowest level object used to source the data. Fairsail

30 WX Reports Chart Default Picklist. Select the picklist and choose the chart type you want to display by default when the report is selected for display in WX: None Defaults to Table. Table Line Chart Vertical Bar Chart Horizontal Bar Chart Pie Chart Doughnut Show Data For Team Member Show Data for Report Levels Down Filter Logic Radar Chart If the report cannot be rendered using the Chart Default, the report is displayed in Table format. Checkbox. If checked, the report includes data for the manager viewing the report. Picklist. The number of organizational reporting levels included in the report, below the manager viewing the report. A value from 0 to 10. The logical relationship between the filters listed in the WX Report Filters Related List on this page. For example, for a report using multiple filters:...filter Logic might include: 1 AND 2 AND (3 OR 4) AND 5 where the numbers represent the value in the Order column in the Related List. If Filter Logic is blank, AND is assumed. Fairsail

31 WX Reports Advanced Options section Use these options to control the visibility of the WX Report. Show In Team Member Show In Team Policy Policy Group Team Member Level Down 3. Select Checkbox. If checked, this report can be added to a WX Service displayed in the You section of the WX Navigation Bar and shows data to Team Members on themselves. For managers with a Team section in the Navigation Bar, the report is displayed in both the You and the Team sections. If the report contains data on Team Members you do not want to display to them, do not check Show In Team Member. Checkbox. If checked, this report displays in the Team section of the WX Navigation Bar. Policy Name. To restrict visibility of this report to Team Members assigned to a single Policy, enter the Policy Name. Use Policy Lookup if necessary. to find and select the Policy Name Policy Group Name. To restrict visibility of this report to Team Members assigned to Policies in a specific Policy Group. Team Member Name. To restrict visibility of this report to a single Team Member, enter the Team Member Name. Use Team Member Lookup Member if necessary. to find and select the Team Number. Use with Team Member to restrict the visibility of this report to the Team Member and a number of organizational levels below the Team Member. For example, for named Team Member and their direct reports, enter 1. o Save to save your changes and return to the WX Report Detail page. o Save and New to save your changes and return to the New WX Report page to define another WX Report. o Cancel to discard your changes. The WX Report Fields and WX Report Filters Related Lists enable you to change: The fields included in the WX Report (see page 32). The filters applied to the data (see page 35). Use the Filter Logic field to specify the relationship between the filters. If Filter Logic is blank, AND is assumed as the logical operator between all filters. You can apply these changes to an existing report exclusively for display in WX - the underlying report remains unchanged. Fairsail

32 WX Reports Defining WX Report Fields When you create a WX Report, all fields from the underlying report are made available and displayed in the WX Report Fields Related List on the WX Report Detail page: Is Chartable When the WX Report is first created, included field types are assessed to see if they can be plotted on a chart. Chartable fields are then marked as Is Chartable on the WX Report Detail page, WX Report Fields Related List: If the Is Chartable column is not displayed, you can add it to the layout: On the WX Report Detail page, select Edit Layout. On the WX Report Layout page, select Related Lists in the left panel. On the WX Report Fields Related List, select Properties In the list of Available Fields select Is Chartable and Add it to the list of Selected Fields. Move the field to the position you want it to take in the Related List layout. By default, all numeric and date fields, including Id and Count, are marked as Is Chartable. When adding new fields to the WX Report (see page 32), or selecting Edit for a field listed in the WX Report Fields Related List you can change the Is Chartable setting, but bear in mind: Checking the box does not enable fields to be charted if they are not of a chartable type. For example, marking a text field Is Chartable does not enable the data it contains to be charted. Checked fields are still assessed for to see if they are chartable. If no fields on a report are marked Is Chartable, all fields are treated as potentially chartable. Numeric and date fields are then taken in the order specified by the Order column, and the first chartable field found is used for Pie and Doughnut charts. Fairsail

33 WX Reports To add a new field to the WX Report: 1. Select New WX Report Field. Fairsail displays the WX Report Field Edit page: 2. Complete the fields as follows: Field Name Path The API name of the field. The path followed from the Base Object to locate the Field. For example: Base Object: fhcm2 Salary c Header Label Sort By Summary Path for the Team Member Name field: fhcm2 Employment r.fhcm2 Team_Member r The label used as a column head in the WX table report and as a legend in WX charts. An indicator - ascending or descending - against the field used to apply a sort order to the data. If this is a Summary field, the field type. Select the picklist and choose from: Value Day Day in Month Week Quarter Month Month in Year Year Fairsail

34 WX Reports Aggregate Order For Summary reports and if this is an aggregate field, the field type. Select the picklist and choose from: Sum Maximum Minimum Average Count A number representing the display order of the field. Low numbers to high numbers are displayed left to right as report columns and chart legends. System Information section WX Report Is Chartable The name of the WX Report hosting this field. Defaults to the name of the WX Report you are editing. To add this field to a different WX Report, select WX Report Lookup the WX Report you want., find and select Checkbox. Check to ensure this field is included in WX Report charts. You can chart numeric fields - checking Is Chartable for non-numeric fields has no effect. 3. Select: o Save to save your changes and return to the WX Report Detail page. o Save and New to save your changes and add another new WX Report Field. o Cancel to discard your changes. Fairsail

35 WX Reports Defining WX Report Filters When you create a WX Report, all filters from the underlying report are applied and displayed in the WX Report Filters Related List on the WX Report Detail page: To add a new filter to the WX Report: 1. Select New WX Report Filter. Fairsail displays the WX Report Filter Edit page: Fairsail

36 WX Reports 2. Complete the fields as follows: Field Name Path Operator Value Order The API name of the field used to filter the data. The path followed from the Base Object to locate the Field. Picklist. The operator applied to the data. Select the picklist and choose from: Equals Not Equals Greater Than Less Than Greater Or Equal Less Or Equal Contains Not Contains Starts With The value of the field that triggers the filter when combined with the Operator. The order used when applying filters. Filters are applied in ascending order. System Information section WX Report The name of the WX Report hosting this filter. Defaults to the name of the WX Report you are editing. To add this filter to a different WX Report, select WX Report Lookup the WX Report you want., find and select 3. Select: o Save to save your changes and return to the WX Report Detail page. o Save and New to save your changes and add another new WX Report Filter. o Cancel to discard your changes. Fairsail

37 WX Reports Creating a WX Reporting Process Create a WX Reporting Process for each report you want to display through WX: 1. In the HR Manager Portal. select the WX Services tab. 2. Select the WX Service you want to host the Report, or create a new WX Service. 3. On the WX Service Detail page, in the WX Processes Related List, select New WX Process. 4. On the WX Process page, complete the fields as follows: Field Label Description The name you want displayed for the Report. The label is displayed: In the Navigation Bar. On the Tile for the Report. Active WX Service Order Start Date End Date Preferred Number Of Columns WX Process Type Show In Mobile Show Title In Tile Show Title In Detail Additional Information On the Detail page for the Report. Checkbox, checked by default to make the Report available for display in WX. The name of the Service you want to host this Process. By default, Fairsail inserts the name of the Service you selected at the start of this procedure. Number, no decimal places. The order in which you want this Report displayed within the Processes hosted by the Service. The date you want the Report to be available. Leave blank if you want the Report to be available immediately. The date after which you no longer want the Report to be available. Leave blank if you want the Report to be available indefinitely. Number, no decimal places. The number of columns you want to use when displaying the tile for this Report with other Processes in the same Service. Currently supports 1 or 2. Picklist. Select Reporting. Checkbox. If checked, this Report is displayed by the Fairsail Mobile app. Checkbox. If checked, the Label is displayed at the top of the Report Tile. Checkbox. If checked, the Label is displayed at the top of the Report Detail page. Text, case sensitive. Enter: report=my_report Where: My_Report is the API name of the Report, as entered when saving the report. 5. Select Save. Fairsail

38 WX Reports Translation Workbench: WX Reports WX Report Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type API Name Text (80) Base Object Text (255) Chart Default Picklist Description Long Text Area (2048) Filter Logic Text (255) Show Data for Report Levels Down Picklist Show Data For Team Member Checkbox Type Picklist WX Report Field Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Aggregate Picklist Full Field Name Formula (Text) Header Label Text (255) Is Chartable Checkbox Order Number (5,0) Path Text (244) Sort By Picklist Summary Picklist WX Report Master-Detail (WX Report) WX Report Filter Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Full Field Name Formula (Text) Operator Picklist Order Number (5,0) Path Text (255) Value Text (255) WX Report Master-Detail (WX Report) Fairsail

39 WX Reports Creating Reports to Display in WX: Guidelines Overall WX Report visibility is controlled by Policy - Reporting is either on or off. When switched on, all managers assigned to the Policy can see all reports. For reports defined as visible to Team Members (see page 37), all Team Members with relevant data can see the reports. Ensure that report data content is appropriate for the audience. WX Reports uses the position of the logged in user in the organizational hierarchy to control data visibility within each report. Refine the data displayed by using the Show picklist for the underlying Report: To get best results, follow these guidelines: My [object name] Shows the records directly associated with the logged in user's Team Member. My team's [object name] Shows the records directly associated with the logged in user's direct reports. All [object name] Design the report as the answer to a specific question, such as: o How many people work for me? o Who is on holiday or off sick today? o How many objectives do each of my team have? o Who needs to add emergency contacts? Keep report content simple. Shows the records directly associated with the logged in user's direct reports and lower levels in the organization. Charts require at least one numerical field to define axis values and enable display - reports that include only text fields display in table format but cannot display charts. You can often add a COUNT field to supply the necessary values. Ensure numerical data is easily displayed on bar, line, doughnut, or pie charts. Design for visual display to maximize impact. Bear in mind the most common display size used by your target audience, and optimize report content for that size. Avoid including too many columns of data, reducing the need for horizontal scrolling of Table displays and ensuring that data can be easily read and understood. Columns containing long text strings take up more horizontal space and reduce the number of columns you can display without scrolling. Wherever possible, size the report to fit the most common display size used by your target audience without horizontal scrolling. Producing charts from multiple columns of data tends to produce confusing results that are difficult to interpret. Fairsail

40 WX Reports Supported Reporting Features Supported Standard Report Types Custom Report Types Tabular Reports Summary Reports SUM, AVERAGE, MAX, MIN Remember to add a second line to the WX Process Additional Information field with the API name of the object lowest in the object hierarchy (see page 37). Display all fields from the underlying Report. Useful for displaying non-numerical data about people. Two levels of summary, no more. Display: o The Summarize information by field. o The Record Count Summary totals. o No detail. Summarize this Field... options: Lookup fields Filters defined in Reports Filter logic is respected. Some filter types are not supported (see Not Supported table) Unsupported Reporting Features Not Supported '...with...' or '...without...' Report Types Matrix Reports Bucket fields Formula fields in Summary Reports Filter types: Date Field, Cross, Row Limits Fairsail

41 WX Reports Displaying Reports in WX WX Reports are accessible to managers through the Team section of the WX Navigation Bar. WX Reports defined as accessible to team members are displayed through the You section of the Navigation bar. Reports can be displayed as WX Processes in any WX Service. For example: Add a report showing the performance rating distribution for your team to an existing Performance Service: Create an Analytics Service to host reports showing who is in your team, which company locations are used as bases by your team, and length of tenure for team members: Each report has its own Tile: Fairsail

42 WX Reports Select View Details to display the report in the defined default format. WX Reports without a default format, or with a default format that cannot be used, display in Table format: Table format: Includes all columns in the underlying Report, in the left to right order they have in the Report. Multi-page tables that include totaled numeric values show Page Totals and an Overall Total. Sort order is determined by that used in the underlying Report. You can change sort order by selecting a column header in WX: Fairsail

43 WX Reports To change the view, use the Select type of view picklist: All chart types use the column order and sort order displayed in Table format. To display detail on a chart element, hover on the element: Fairsail

44 WX Reports For Reports containing larger amounts of data, control the number of data points with the Select per page picklist: For multi-page displays, use the page navigation controls to move through the pages: Line Chart The legend includes labels for all charted lines. Select a label to toggle that line on or off in the chart. Fairsail

45 WX Reports Bar Chart The legend includes labels for all charted bar types. Select a label to toggle that bar on or off in the chart. Fairsail

46 WX Reports Horizontal Bar Chart The legend includes labels for all charted bar types. Select a label to toggle that bar on or off in the chart. Fairsail

47 WX Reports Pie Chart Pie charts display data clockwise from 12 o'clock, in the order of the rows in Table display. Tool tips display the percentage represented by each segment to one decimal place: Fairsail

48 WX Reports The legend includes labels for all segments of the pie. Select a label to toggle that segment on or off - any displayed total value alters to reflect the segments toggled on: Pie charts including the legend scale to fit the page size, so a large legend reduces the space available for the pie itself. Pie charts can display with up to 100 legend items. Fairsail

49 WX Reports Doughnut Chart Doughnut charts display data clockwise from 12 o'clock, in the order of the rows in Table display. Tool tips display the percentage represented by each section to one decimal place: Fairsail

50 WX Reports The legend includes labels for all sections of the doughnut. Select a label to toggle that section on or off: Doughnut charts including the legend scale to fit the page size, so a large legend reduces the space available for the doughnut itself. Doughnut charts can display with up to 100 legend items. Fairsail

51 WX Reports Radar Chart The legend includes labels for all charted lines. Select a label to toggle that line on or off in the chart. Fairsail

52 Stock Options Process Now Available in WX Stock Options Process Now Available in WX Employee Stock Options is now fully implemented in WX. Previously available to Team Members through the Fairsail Collaboration Portal, existing Stock Option Patterns and all associated configuration continues to work without modification. A new Stock Price Currency field on the Stock Option Pattern enables you to specify a currency for your stock options - Stock Price Currency does not have to be the same as the default currency for your org. Pre-existing stock options without a defined Stock Price Currency display null in the currency field in WX until you enter a currency in the Stock Option Pattern. Introduction Employee Stock Options can be granted by a company to employees as part of an overall compensation and benefits package. A stock option grants an employee a conditional right to buy company stock, typically at a pre-determined grant price, and at a future date or over a range of dates. Rights to buy an option are typically phased, with portions of the complete grant becoming available for purchase, or vesting, in line with a vesting schedule. Each stock purchase by the employee is known as exercising the option. No portion of the option can be exercised until after the first vesting date This example shows a Stock Option that: Vests in three portions, of 25%, 25% and 50%. Has a vesting schedule with vesting dates at regular intervals. Is exercised by the employee in five portions of different amounts and at irregular intervals. Fairsail

53 Fairsail enables you to set up, grant, and maintain Employee Stock Options. You can: Release Content Stock Options Process Now Available in WX Set up one or more Stock Option Patterns, with each Pattern defining the basic parameters for a stock option, including the stock price against which the value of the option is to be calculated (see page 54). Each Pattern defines how Stock Options are handled for Team Members who leave your organization during the life of a Stock Option. Each Pattern includes one or more Stock Option Periods, defining the vesting schedule for the option. Grant Stock Options based on a Pattern to Team Members (see page 59). Record each exercise made by the Team Member when an option has vested (see page 66). View the current status of a Team Member's Stock Options through their Employment Record. Information displayed includes: o Details of the original grant, including the currency equivalent of the grant. o The vesting schedule for the option. o Quantities vested and exercised. o Values of the quantities vested and exercised, giving a quick view of the notional gain over the grant. Enable Team Members to view their Stock Options through WX. Configure Stock Options to display the information you need in the HR Manager's Portal and in WX (see page 74). You can also configure an automated Stock Option Vesting Time to set the time of day when options with a vesting date of today will vest (see page 75). Fairsail

54 Stock Options Process Now Available in WX Creating a New Stock Option Pattern A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods. 1. Select the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Select New Stock Option Pattern. Fairsail displays the Stock Option Pattern Edit page: 3. Complete the fields as follows: Field Stock Option Pattern Name Period After Leaving To Vest Period After Leaving To Exercise Description Mandatory. A name for this Stock Option Pattern. Typically, the Name follows a standard convention established for stock options in your organization and may include the year of issue and a price indicator. For Team Members who have left your organization, the number of Period Units To Vest after the leaving date after which stock options based on this Pattern no longer vest. Typically defined by legislative requirements. For Team Members who have left your organization, the maximum number of Period Units to Exercise that can pass after the leaving date before stock options based on this Pattern must be exercised. Typically defined by legislative requirements. Fairsail

55 Stock Options Process Now Available in WX Field Stock Price Stock Price Currency Period Units Description The Stock Price to be used to value stock options based on this Pattern. Typically Stock Price is the current market price, or a recently determined price of the stock. Individual Stock Options are awarded at a separately defined Grant Price. You can alter Stock Price through the life of the Stock Option Pattern, enabling the calculated value of the grant to be updated over time. Stock Price is displayed using the currency symbol for the currency defined as your organization's reporting currency, regardless of the Stock Price Currency. The currency symbol does not affect the underlying currency values. For multi-currency orgs, Fairsail recommends setting the Currency Locale for your reporting currency to Montenegrin (Montenegro) - USD to generate a neutral currency symbol. Mandatory. The currency this Stock Option Pattern uses for all Stock Options it hosts. The Stock Price Currency must be one of the currencies you have defined using Exchange Rates. It does not have to be the reporting currency used by your organization. Select Stock Price Currency Lookup to find and select the currency you want. The units of time to be used for the period(s) between vesting dates. Select the picklist and choose from: Day Period Units To Vest Month The units of time to be used for the period between grant date and vesting date, and between leaving date and vesting date. Select the picklist and choose from: Day Period Units To Exercise Month The units of time to be used for the period between grant date and exercise date, and between leaving date and exercise date. Select the picklist and choose from: 4. Select: Day Month o Save to save the Pattern and display the Detail page for the Stock Option Pattern you have defined. o Save and New to save the Pattern and display a blank Stock Option Pattern Edit page o Cancel to discard your changes and display the Stock Option Pattern Home page. The Stock Option Pattern Detail page shows the information you have entered as well as: The Total Percentage for which Stock Option Periods have been defined. For a newly defined Stock Option Pattern, Total Percentage is 0.00%. As you add Stock Option Periods, the percentage increases until you have defined periods totaling 100%. A completed Stock Option Pattern must have a Total Percentage of 100% before it can be used. Fairsail

56 Stock Options Process Now Available in WX The Stock Option Periods related list. You are now ready to define the Stock Option Periods for this Pattern. Fairsail

57 Stock Options Process Now Available in WX Creating a New Stock Option Period Stock Option Periods define the vesting schedule for the Pattern. Create as many Stock Option Periods as you need to define the complete vesting schedule for each Stock Option Pattern. 1. Select the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Open the Stock Option Pattern you want to host a new Stock Option Period. 3. In the Stock Option Periods Related List select New Stock Option Period. Fairsail displays the Stock Option Period Edit page: 4. Complete the fields as follows: Field Stock Option Pattern Period Percentage Description The name of the Stock Option Pattern for which you want to create this Stock Option Period. Automatically completed for you with the name of the Pattern you selected. To change to a different Pattern, select Stock Option Pattern Lookup Pattern you want., find and select the The number of Period Units between the grant date and the vesting date for this part of the Stock Option. Period Units are defined in the Stock Option Pattern. The percentage of the total Stock Option that vests after the Period. Percentages are summed for all Stock Option Periods defined for a Pattern and the Total Percentage displayed on the Stock Option Pattern Detail page. When completely defined, percentages for all Periods in a Stock Option Pattern must total Select: o Save to save the Period and display the Stock Option Period page for the Period you have defined. o Save and New to save the Period and display a blank Stock Option Period Edit page o Cancel to discard your changes and display the Stock Option Pattern Detail page. Fairsail

58 Stock Options Process Now Available in WX Repeat the procedure to create all the Stock Option Periods you need to define the vesting schedule for this Pattern. Fairsail

59 Stock Options Process Now Available in WX Awarding a Stock Option to a Team Member When the Stock Option Pattern has been defined with its associated Stock Option Periods for the stock options you want to issue, you can award the options to individual Team Members. Stock Option records are attached to the Employment Record for each Team Member. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list. 3. Select New Stock Option: Fairsail displays the New Stock Option page: Fairsail

60 Stock Options Process Now Available in WX 4. Complete the fields as follows: Field Description Information section Employment Stock Option Pattern Grant Date Quantity Grant Price Mandatory. The number of the Employment Record hosting this Stock Option. Defaults to the Employment Record you selected at the start of this procedure. To change to a different record, select Employment Lookup you want., find and select the record Mandatory. The Pattern that applies to this Stock Option. The Stock Option Pattern must be set up before you can award a Stock Option. A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods. Select Stock Option Pattern Lookup, find and select the Pattern you want. Mandatory. The date the option is granted to the employee. A past, present, or future date. Select today's date to the right of the field to insert today's date. Select in the field to display a date picker. Mandatory. The total number of shares the option represents. Mandatory. The unit price at which the employee can buy the shares represented by the option. Expiry and Termination section Expiration Date Vesting Termination Date The date after which an employee can no longer purchase vested stock options they have been granted. The date after which the option no longer vests for this Team Member. A manual override for the vesting schedule, typically used when a Team Member leaves your organization. If you leave Vesting Termination Date blank, vesting for this option continues to completion as defined in the vesting schedule. 5. Select: o Save to save the stock option you have entered. Fairsail displays the Stock Option Detail page. o Save & New to save the stock option and enter another Stock Option for this Team Member. Fairsail displays the New Stock Option page. o Cancel to discard your changes. Fairsail returns you to the Employment Record. Fairsail

61 The Stock Option Detail page displays the detail for the newly granted Stock Option: Release Content Stock Options Process Now Available in WX Fairsail

62 Stock Options Process Now Available in WX As well as the information you entered for the Stock Option, the detail page displays: Status section Total Grant Quantity Vested Total Vested Quantity Exercised Total Exercised The currency equivalent of the stock option, calculated as: Quantity x Grant Price The number of shares available for the Team Member to purchase. For a newly granted Stock Option, Quantity Vested is likely to be zero. As the vesting schedule progresses, Quantity Vested increases until all granted shares are vested. The currency equivalent of the Quantity Vested, calculated as: Quantity Vested x Grant Price The number of shares the Team Member has bought. For a newly granted Stock Option, Quantity Exercised is likely to be zero, and it is always less than or equal to Quantity Vested. The currency equivalent of the Quantity Exercised, calculated as: Quantity Exercised x Grant Price Value section Grant Value Vested Value Exercised Value The difference between the currency values of the stock option at the Stock Price defined in the Stock Option Pattern and the Grant Price. Calculated as: Quantity Granted x (Stock Price - Grant Price) Represents the potential total monetary gain for the holder of the stock option when all options are vested and exercised. The difference between the currency values of the vested part of the stock option at the Stock Price defined in the Stock Option Pattern and the Grant Price. Calculated as: Quantity Vested x (Stock Price - Grant Price) Represents the potential monetary gain from the vested part of the stock option for the holder of the stock option. The currency value of the exercised part of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity Exercised x Stock Price Fairsail

63 Stock Options Process Now Available in WX The Related Lists display: Stock Vesting You can configure the columns displayed: Select Edit Layout at the top of the page. Select Properties on the Stock Vesting related list. This example describes a typical layout. Stock Vest Vesting Date Quantity Total Price Vested A unique reference ID for for this Vesting record. Each Stock Vest record represents one line in this Stock Vesting table. The date this vesting becomes available for purchase by the Team Member. The number of shares made available in this vesting. The total cost to the Team Member of this vesting. Calculated as: Quantity x Grant Price. Checkbox. Checked when the Vesting Date is past and this part of the option has vested. Stock Exercises You can configure the columns displayed: Select Edit Layout at the top of the page. Select Properties on the Stock Exercises related list. This example describes a typical layout. Stock Exercise Exercise Date Quantity Total Price A unique reference ID for for this Exercise record. Each Stock Exercise record represents one line in this Stock Exercises table The date the purchase was made. The number of shares purchased in this Exercise. Subject to the rules of the Stock Option scheme, Team Members can purchase part or all of the currently vested stock in a single transaction, and use multiple Exercises to purchase the total vested quantity. The total cost to the Team Member of this Exercise. Calculated as: Quantity x Grant Price Fairsail

64 Stock Options Process Now Available in WX Creating a New Stock Vesting You can create a new stock vesting for a Stock Option granted to a Team Member. The New Stock Vesting is applied in addition to the vesting schedule defined through the Stock Option Periods for the Pattern and is typically used to make part of the option available to that Team Member at a date other than those defined in the schedule. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Select the Stock Option reference for the Option you want to modify: Fairsail displays the Stock Option Detail page. 4. Scroll down to the Stock Vesting related list and select New Stock Vesting: Fairsail displays the Stock Vesting Edit page: Fairsail

65 Stock Options Process Now Available in WX 5. Complete the fields as follows: Field Stock Option Vesting Date Quantity Vested Description The Stock Option to which this vesting applies. Automatically completed by Fairsail. The date you want this portion of the Stock Option to vest. Select the field to display a date picker and select the date you want or select today's date beside the field. The quantity of stock you want to vest on the Vesting Date. Checkbox. If checked, the vesting date has passed and this portion of the Stock Option has vested. Fairsail

66 Stock Options Process Now Available in WX Recording Options Exercised When an employee decides to exercise an option you must enter the details of their purchase on the Stock Option record. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Select the Stock Option reference for the option the Team Member wants to Exercise: Fairsail displays the Stock Option Detail page. 4. Scroll down to the Stock Exercises Related List. 5. Select New Stock Exercise: Fairsail displays the New Stock Exercise Edit page: Fairsail

67 Stock Options Process Now Available in WX 6. Complete the fields as follows: Field Stock Option Exercise Date Quantity Description The number of the Stock Option to which this Exercise applies. Defaults to the Stock Option record you selected. To change to a different option, select Stock Option Lookup, find and select the option you want. The date the transaction to purchase is passed. A past date or today's date, typically not a future date. The number of shares purchased in this Exercise. Less than or equal to the outstanding balance of vested options. 7. Select: o Save to save the stock exercise you have entered. Fairsail displays the Stock Exercise Detail page. o Save & New to save the stock exercise and enter another Stock Exercise for this option. Fairsail redisplays the New Stock Exercise page. o Cancel to discard your changes. Fairsail returns you to the Stock Option Detail page. Stock Option Exercises are added to the Stock Exercises related list for the Stock Option: Fairsail

68 Stock Options Process Now Available in WX Viewing Your Stock Options in WX In the Navigation Bar, select the WX Service hosting Stock Options: The Stock Options Tile summarizes your current position: To view Stock Options detail: In the Navaigation Bar, select the Stock Options process: OR On the Stock Options Tile, select View Details: Fairsail

69 Stock Options Process Now Available in WX WX displays the Stock Options Detail view: Fairsail

70 What Does the Stock Options Detail View Show Me? Release Content Stock Options Process Now Available in WX Fairsail

71 Stock Options Process Now Available in WX Each horizontal bar has a tool tip, displayed when you hover on the bar: Fairsail

72 Stock Options Process Now Available in WX The Summary table includes information for all your Stock Options: Following the Summary table, the Stock Option Detail view displays full detail for each of your Stock Options: Fairsail

73 Stock Options Process Now Available in WX Maintaining the Stock Price The Stock Price is used to calculate a financial value for granted stock options: Grant Value = Quantity x Stock Price Vested Value = Quantity Vested x Stock Price Exercised Value = Quantity Exercised x Stock Price You define an initial Stock Price when you create a Stock Option Pattern (see page 54). The initial Stock Price can be, for example: Your organization's quoted stock price at the date the Stock Option scheme is set up. Determined by a formula, based on the stock price at a specific date, and typically defined in the scheme rules. You can leave the Stock Price at its initial value through the life of an option, or, more typically, maintain it over time to reflect the changing market value of your organization's stock. To change the Stock Price: 1. Select the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Select Edit in the Action column next to the Stock Option Pattern you want to maintain. Fairsail displays the Stock Option Pattern Edit page. 3. Change the Stock Price to the value you want. 4. Select Save. Fairsail displays the Stock Option Patterns Home page. Fairsail automatically recalculates the values based on the new Stock Price. Fairsail

74 Stock Options Process Now Available in WX Configuring Stock Options 1. Display Stock Options in the Employment Record (see page 74). 2. Set the Stock Option Vesting Time (see page 75). 3. Rename any field labels you need by using the Translation Workbench Override option (see page 76). 4. Create a WX Process for Stock Options (see page 78). 5. Switch on Stock Options in the Policies assigned to the Team Members you want to view their options in WX (see page 79). Displaying Stock Options in the Employment Record 1. Go to Setup > App Setup > Objects > Employment Record. 2. Select Page Layout 3. Select Edit. 4. Select Related Lists. 5. Drag and Drop the Stock Options related list to the position you want it to display in the set of related lists for the Employment Record. 6. Select Properties on the Stock Options related list. Fairsail displays the Related List Properties dialog. 7. Select the fields you want to display from the list of Available Fields and select Add to move them to the list of Selected Fields. 8. Use the Up and Down arrows to sort the list of Selected Fields to display in the order you want. 9. Select OK to close the Related List Properties dialog. 10. Select Save to apply the changes you have made. Fairsail closes the Page Layout editor. 11. Open a Team Member's Employment Record and check that the Stock Options related list is displayed as you want it. Fairsail

75 Stock Options Process Now Available in WX Setting the Stock Option Vesting Time You can set the hour of the day at which to run a Stock Option Vesting batch. The Stock Option Vesting batch sets the Vested field on the Stock Vesting object to True for all Stock Vesting objects when the Vesting Date is today. This means that Stock Options that vest today become available for purchase and can be exercised by Team Members. 1. Go to Setup > App Setup > Installed Packages 2. Select Configure next to Fairsail Human Capital Management. Fairsail displays the Fairsail HCM Configure page. 3. In Stock Option Vesting Time select the picklist and select the hour of the day you want the batch to run. 4. Select Save. Fairsail saves your changes and runs the batch when the time you set next occurs. You can also run the Stock Option Vesting batch immediately by selecting Run Now. Fairsail

76 Stock Options Process Now Available in WX Translation Workbench: Stock Options Stock Exercise Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Exercise Date Date Quantity Number (18,0) Stock Option Master-Detail (Stock Option) Total Price Formula (Currency) Stock Option Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Employment Exercised Value Expiration Date Grant Date Master-Detail (Employment Record) Formula (Currency) Grant Price Currency (14,4) Grant Value Last Exercise Last Vesting Date Date Formula (Currency) Formula (Date) Formula (Date) Quantity Number (18,0) Quantity Exercised Quantity Vested Stock Option Pattern Total Exercised Total Grant Total Vested Vested Value Vesting Termination Date Roll-Up Summary (SUM Stock Exercise) Roll-Up Summary (SUM Stock Vesting) Lookup (Stock Option Pattern) Formula (Currency) Formula (Currency) Formula (Currency) Formula (Currency) Date Fairsail

77 Stock Options Process Now Available in WX Stock Option Pattern Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Period After Leaving To Exercise Number (5,0) Period After Leaving To Vest Number (5,0) Period Units Period Units To Exercise Period Units To Vest Picklist Picklist Picklist Stock Price Currency (14,4) Total Percentage Roll-Up Summary (SUM Stock Option Period) Stock Option Period Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Percentage Percent (3,4) Period Number (18,0) Stock Option Pattern Master-Detail (Stock Option Pattern) Stock Vesting Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Quantity Number (18,0) Stock Option Master-Detail (Stock Option) Stock Option Period Lookup (Stock Option Period) Total Price Formula (Currency) Vested Checkbox Vesting Date Date Fairsail

78 Stock Options Process Now Available in WX Creating a WX Process for Stock Options 1. In the HR Manager Portal. select the WX Services tab. 2. Select the WX Service you want to host Stock Options. 3. On the WX Service Detail page, in the WX Processes Related List, select New WX Process. 4. On the WX Process page, complete the fields as follows: Field Label Description The name you want displayed for Stock Options. The label is displayed: In the Navigation Bar. On the Stock Options Tile. Active WX Service Order Start Date End Date Preferred Number Of Columns WX Process Type Show In Mobile Show Title In Tile Show Title In Detail Additional Information On the Stock Options Detail page. Checkbox, checked by default to make Stock Options available for display in WX. The name of the Service you want to host this Process. By default, Fairsail inserts the name of the Service you selected at the start of this procedure. Number, no decimal places. The order in which you want Stock Options displayed within the Processes hosted by the Service. The date you want Stock Options to be available. Leave blank if you want Stock Options to be available immediately. The date after which you no longer want Stock Options to be available. Leave blank if you want Stock Options to be available indefinitely. Number, no decimal places. The number of columns you want to use when displaying the Stock Options tile with other Processes in the same Service. Currently supports 1 or 2. Picklist. Select Stock Options. Checkbox. If checked, Stock Options are displayed by the Fairsail Mobile app. Checkbox. If checked, the Label is displayed at the top of the Stock Options Tile. Checkbox. If checked, the Label is displayed at the top of the Stock Options Detail page. Leave blank. 5. Select Save. Fairsail

79 Stock Options Process Now Available in WX Policy Options: Stock Options 1. In the policies for the Team Members you want to display Stock Options, check Stock Options. By default, the Stock Options policy option is displayed in the Team Member section of the policy: Stock Options Checkbox. If checked, stock options are visible to the Team Member in WX. Use the Additional Details field set - for future release - to control which fields are displayed in WX. Stock Option Object Field Set Additional Details Purpose For future release. Fields displayed in the WX Stock Options Detail view, Details section, in addition to the default fields. Fairsail

80 Metrics Review Process Now Available in WX Metrics Review Process Now Available in WX Metrics Review is now available through WX and delivers a range of enhancements over the original Collaboration Portal process including inline editing, badging of detail view tabs, and direct access from Actions to Review detail views. How to Set Up Metrics Review 1. The Metrics Review rates performance using a measure such as a number, a scale, or text. If your metrics use a scale - such as frequency, expertise, or agreement - you must define the scale before you can create the metric that uses the scale (see page 81). Scales are used to support the Skills and Competency Assessment processes as well as Metrics, so if you are using Skills or Competency Assessment, Scales may already exist in your org. 2. Create the metrics you want to use to measure performance. Metrics are stored in the Metrics Library (see page 86). 3. Link the metrics to one or more Job Profiles (see page 89). Metrics Review works for Team members with a Job Profile - if a Team Member does not have a Job Profile with an active metric need, you cannot use Metrics Review to monitor their performance. 4. Create a WX Process for Metrics Review (see page 91). 5. Switch on Metrics Review in the Policies assigned to the Team Members you will be reviewing (see page 92). Fairsail

81 Metrics Review Process Now Available in WX Creating Scales The Scales Library stores rating scales for use with competencies, skills, and metrics. For example, a scale can be Frequency, used to measure how often a Team Member exhibits a particular skill or competency. By defining Frequency as an established scale you help to ensure consistency when measuring that skill or competency. You can name and define scales to meet the requirements of your organization. When adding a new scale bear in mind that the scale is likely to be used by more than one skill, competency, or metric. As a guide, the following three scales can be used to apply measures for most skills, competencies, and metrics requiring consistent measurement: Frequency How often does a Team Member demonstrate a quality? Proficiency How well does a Team Member demonstrate a quality? Alternatively called Expertise. Agreeability To what extent does a Team Member agree with a statement about a quality? Fairsail

82 Metrics Review Process Now Available in WX To add a new scale: 1. Select the Scales tab. Fairsail displays the Scales Home page. 2. Select New Scale: Fairsail displays the New Scale page: Fairsail

83 Metrics Review Process Now Available in WX 3. Complete the fields as follows: Field Description Information section Scale Name Format Enter a name for the new scale to be used throughout Fairsail. The format to be used when displaying the scale for a skill, competency, or metric. Select the picklist and select from: Vertical Radio Buttons Horizontal Radio Buttons Has Comments Permit No Response Lowest First NA First Drop Down Menu Checkbox. Check to enable comments to be entered with a response. Does not apply to a scale when used for Metrics Review. Checkbox. Check to allow assessors not to respond to this scale. Does not apply to a scale when used for Metrics Review. Checkbox. Check to order the rating scale with the lowest value first, that is at the top of the list or on the left. Does not apply to a scale when used for Metrics Review. Checkbox. Check to order the rating scale with a Not Applicable rating first: at the top of the list or on the left. If Lowest First and NA First are both checked, the scale list starts with NA and then runs from lowest to highest. Does not apply to a scale when used for Metrics Review. Prompts section Prompts entered in this section are not displayed when the scales are used for Metrics Reviews. Above Prompt Scale Prompt Comment Prompt Below Prompt Self... Enter the text that appears before the thing you are trying to measure. Enter the text that appears immediately before the rating scale. Enter the text that appears before the comment. Enter the text that appears after the thing you are trying to measure. Four prompts mirroring the previous four, used for self assessments and enabling you to use different prompting text. Complete these fields appropriately. 4. Select: o Save to save and close the Scale Edit page. o Save & New to add another scale. Fairsail displays the Scale Detail page for the scale you have just created. To enable assessment against the scale you have created, you must add possible responses. Fairsail

84 Metrics Review Process Now Available in WX 5. In the Scale Responses section, select New Scale Response: Fairsail displays the Scale Response Edit page: 6. Complete the fields as follows: Field Score Description The score to be awarded for this response: Enter -1 for a Does not apply, Not applicable or N/A response. Use low scores for poor correlation with the purpose of the scale. For example, 1 for Does not agree, Never (for a frequency scale), Unacceptable (for a proficiency scale) and so on. Scale responses for scales that will be used for skills must start from 1 and not 0. If it is possible that the scale will be used for skills at some point in the future, avoid using 0 in the response scores. Scale Prompt Label Description Use high scores for close correlation with the purpose of the scale. For example, 4 for Completely agree, Always (for a frequency scale), Outstanding (for a proficiency scale) and so on. The name of the scale for which you are editing this response. Automatically completed by Fairsail. The text you want to appear on screen for this response. For example, Does not apply, Expert (for a proficiency scale), or Frequently (for a frequency scale). The brief description you want to appear on charts for this response. Space is likely to be limited, so keep the label short. A meaningful summary of the response for someone completing the online questionnaire. Fairsail

85 7. Select: o Save & New to save your edits and enter another response for this scale o Save if this is the last response you want to enter for this scale. Release Content Metrics Review Process Now Available in WX When you have finished entering all the responses you want to be available for this scale, Fairsail displays the Scale Detail page for the scale you have just created. 8. Check that the Maximum Score and Minimum Score values are in line with your requirements. The scale is now ready for use. Fairsail

86 Metrics Review Process Now Available in WX Creating Metrics The Metrics Library is used to store items that are measured for a Metrics Review. Metrics can be: Number The library stores: o The minimum and maximum values permitted for the number. o A required value. o Any margin between the required value and the rating needed to earn an Achieved rating. When conducting a Metrics Review, a manager must enter a value for the metric between the minimum and maximum values. Entered values are also assessed against the required value and the optional margin, and can be marked: o Achieved - above required + margin. o Partially Achieved - within the margin above the required value. o Not Achieved Scale The library stores: - below the required value. o The options available on the scale. o A required level. o Any margin between the required level and the rating needed to earn an Achieved rating. When conducting a Metrics Review, a manager must select one of the available options. Selected options are assessed against the required level and the optional margin, and can be marked: o Achieved - above required + margin o Partially Achieved - within the margin above the required level. o Not Achieved - below the required level. Text Text metrics require a text comment from the manager at review time. To add a new metric: 1. Select the Metrics Library tab. Fairsail displays the Metrics Library Home page. 2. Select New Metrics Library Item: Fairsail displays the New Metrics Library Item Edit page: Fairsail

87 Metrics Review Process Now Available in WX Fairsail

88 Metrics Review Process Now Available in WX 3. Complete the fields as follows: Metrics Library Item Name Area Active Description Measure Scale Minimum Maximum Required Value Margin Required Level Order A unique name for the metric. Not used. Checkbox. If checked this item can be used in Metrics Reviews. A brief description of the metric. Picklist. Select from: Text Number Scale The controlling scale for Required Level. Scales are stored in the Scale Library. Use Scale Lookup to find and select the correct scale for this metric. Number. For a Number measure, the lowest permitted value that can be entered by a manager when conducting a Metrics Review. Number. For a Number measure, the highest permitted value that can be entered by a manager when conducting a Metrics Review. For a Number measure, the lowest value a Team Member needs to be awarded to avoid a Not Achieved rating. Required Value applies as a default to this Metric Library Item and is overriden by a value specified for a Job Need associated with a Job Profile (see page 89). For a Number measure, the separation between the Required Value and the value a Team Member needs to earn an Achieved rating. Scores above the Required Value and within the additional margin value earn a Partly Achieved rating. For a Scale measure, the separation between the Required Level and the level a Team Member needs to earn an Achieved rating. Scores above the Required Level and within the additional margin earn a Partly Achieved rating. For example a number measure set up with these values: Minimum 10 Maximum 80 Required Value 40 Margin 10...gives these results: Team Member score: below 40 = rating Not Achieved Team Member score: 40 to 49 = rating Partly Achieved Team Member score: 50 and above = rating Achieved For a Scale measure, the level a Team Member needs to be awarded to get an Achieved rating. Use Required Level lookup to find and select the level from the appropriate set of scale responses. These are the responses associated with the Scale in the Scale Library. Required Level applies as a default to this Metric Library Item and is overriden by a level specified for a Job Need assigned to a Job Profile (see page 89). The order in which you want this metric to be displayed on the Team Member Metric Review page, relative to other metrics. 4. Select Save to save the item and close Metrics Library Item Edit, or select Save & New to save the item and create another. Fairsail

89 Metrics Review Process Now Available in WX Linking Metrics to a Job Profile When the metrics have been defined, you can link them to a Job Profile: 1. Select the Job Profiles tab. Fairsail displays the Job Profiles home page. 2. Select a view that shows the Job Profile you want to link to metrics, and select the Job Profile Name: Fairsail displays the Job Profile Detail page. 3. In the Job Needs related list, select New Job Need: Fairsail displays the New Job Need page for you to select the Job Need Record Type: Fairsail

90 4. In Record Type of new record select the picklist and select Metrics Need. 5. Select Continue. Fairsail displays the Job Need Edit page for the new job need: Release Content Metrics Review Process Now Available in WX Complete the fields as follows: Job Profile Metrics Library Item Required Score Required Level Profile name. Automatically completed for you when you enter this page from the Job Profile. To change the Job Profile, select Job Profile lookup to find and select the profile. The metric you want to link to the Job Profile as a Job Need. Select Metric Library Item lookup to find and select the item you want. Number. The minimum acceptable score for this metric for someone working in the role defined by the Job Profile. The value you specify overrides the default specified for the metric and stored in the Metrics Library. If you leave this field blank Fairsail uses the default required score stored for the metric in the Metrics Library. Used for Scale metrics. The minimum acceptable level for this metric for someone working in the role defined by the Job Profile. Select Required Level lookup to find and select the level you want. Required Level lookup links to the levels stored against the metric in the Metrics Library. The value you specify overrides the default specified for the metric and stored in the Metrics Library. If you leave this field blank Fairsail uses the default required level stored for the metric in the Metrics Library. 6. Select Save to save and display the Job Need Detail page, or select Save & New to define a link to another Metrics Need. Fairsail

91 Metrics Review Process Now Available in WX Creating a WX Process for Metrics Review 1. In the HR Manager Portal. select the WX Services tab. 2. Select the WX Service you want to host Metrics Review. 3. On the WX Service Detail page, in the WX Processes Related List, select New WX Process. 4. On the WX Process page, complete the fields as follows: Field Label Description The name you want displayed for Stock Options. The label is displayed: In the Navigation Bar. On the Stock Options Tile. Active WX Service Order Start Date End Date Preferred Number Of Columns WX Process Type Show In Mobile Show Title In Tile Show Title In Detail Additional Information On the Stock Options Detail page. Checkbox, checked by default to make Metrics Review available for display in WX. The name of the Service you want to host this Process. By default, Fairsail inserts the name of the Service you selected at the start of this procedure. Number, no decimal places. The order in which you want Metrics Review displayed within the Processes hosted by the Service. The date you want Metrics Review to be available. Leave blank if you want Metrics Review to be available immediately. The date after which you no longer want Metrics Review to be available. Leave blank if you want Metrics Review to be available indefinitely. Number, no decimal places. The number of columns you want to use when displaying the Metrics Review tile with other Processes in the same Service. Currently supports 1 or 2. Picklist. Select Metrics Review. Checkbox. If checked, Metrics Reviews are displayed by the Fairsail Mobile app. Checkbox. If checked, the Label is displayed at the top of the Metrics Review Tile. Checkbox. If checked, the Label is displayed at the top of the Metrics Review Detail page. Leave blank. 5. Select Save. Fairsail

92 Metrics Review Process Now Available in WX Policy Options: Metrics Review Option Metrics Reviews Metrics Review Repeat New Metrics Review Team Member Signs Metrics Review Show Metrics Area Average Show Metrics Average Description Checkbox. If checked, the Metrics Review process is active and visible to WX users. Number. The number of months between Metrics Reviews. Fairsail prompts when a review is due. If blank, no prompts are issued. Picklist. The level of Fairsail user authorized to start a new Metrics Review. Typically HR or Manager. If set at the default value of None, either of the listed options can start a review. Checkbox. If checked, the Metrics Review cannot be closed until signed by the Team Member. Checkbox. Not used. Checkbox. Not used. Fairsail

93 Metrics Review Process Now Available in WX Translation Workbench: Metrics Review Metric Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Checkbox Area Text (255) Description Long Text Area (32768) Margin Number (16,2) Maximum Number (16,2) Measure Picklist Metrics Library Item Lookup (Metrics Library Item) Minimum Number (16,2) Order Number (5,0) Required Level Lookup (Scale Response) Required Value Number (16,2) Scale Lookup (Scale) Team Member Lookup (Team Member) Fairsail

94 Metrics Review Process Now Available in WX Metric Assessment Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Achieved Level Lookup (Scale Response) Achieved Value Number (16,2) Achievement Formula (Text) Action Outcome Picklist Action Plan Long Text Area (32768) Bar Chart Formula (Text) Comment Long Text Area (32768) Follow Up Date Date Margin Formula (Number) Maximum Formula (Number) Metric Master-Detail (Metric) Metrics Review Master-Detail (Metrics Review) Minimum Formula (Number) Percentage Formula (Number) Required Formula (Number) Score Formula (Number) Metrics Library Item Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Checkbox Area Text (255) Description Long Text Area (32768) Margin Number (16,2) Maximum Number (16,2) Measure Picklist Minimum Number (16,2) Order Number (5,0) Required Level Lookup (Scale Response) Required Value Number (16,2) Scale Lookup (Scale) Fairsail

95 Metrics Review Process Now Available in WX Metric Review Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Action Formula (Text) Action Date Job Profile Manager Action Manager Action Date Metrics Library Item Next Follow Up Date Formula (Date) Lookup (Job Profile) Formula (Text) Formula (Date) Lookup (Metrics Library Item) Roll-Up Summary (MIN Metric Assessment) Overall Comment Long Text Area (32768) Review Date Signed Date Team Member Team Member Action Team Member Action Date Team Member Signed Date Date Date Lookup (Team Member) Formula (Text) Formula (Date) Date Action Events: Metrics Review Event New Draft Sign When sent When a Metrics Review is created by the Manager or HR. When a Metrics Review is edited by the Manager or HR. When a Metrics Review is signed by the Team Member. Fairsail

96 Metrics Review Process Now Available in WX Metrics Review in WX The Metrics Review process is a review of Team Member performance conducted by the Team Member's manager or by a member of the HR team. Performance is measured against a set of metrics, which are stored in the Metrics Library. You can use Metrics Review: Where a Team Member is performing the same work indefinitely, and where their performance can be assessed against some standardized measures. Where a more complex Performance Review is not appropriate. Where objectives have not been set, or where it is not practical to set them. As an addition to a full Performance Review. A Metrics Review produces a set of scores and levels of achievement which can be used for comparison with other Team Members. You can use the results of the Metrics Review to help in deciding how to allocate a salary review or bonus pot. Fairsail

97 Metrics Review Process Now Available in WX Viewing Your Metrics Review In the Navigation Bar, select the Service hosting Metrics Review: WX displays the Metrics Review Tile for your most recent review: To see the detail of the review, select View Details: To display the full review, select View Details. Fairsail

98 Metrics Review Process Now Available in WX Fairsail

99 Metrics Review Process Now Available in WX Viewing a Metrics Review for a Team Member In the People Bar, select the Team Member: In the Service Bar, select the Service hosting Metrics Review: WX displays the Metrics Review Tile including: The Metrics Review Tile for one of your Team Members with no completed review displays the assigned Job Profile and None in the other fields: The name of the Job Profile assigned to the Team Member: The number of metrics assessed in the latest review: The date of the latest review: The earliest date set to follow up the results of the assessment with the Team Member: To see the detail of the review, select View Details: Fairsail

100 Metrics Review Process Now Available in WX Metrics Reviews for your Team Members are displayed in the Active tab until they are signed off. Configuration options can require sign off by the manager alone, or by the Team Member as well as the manager. Signed reviews are displayed in the Signed tab: To display the full review, select View Details. Signed reviews with follow up dates and action plans for any of the metrics remain open for managers to edit - enter an action outcome, or edit the follow up date or action plan. Select to open the metric view for inline editing: Fairsail

101 Metrics Review Process Now Available in WX WX opens the Follow Up Date, Action Plan, and Action Outcome for editing: For Action Outcome, select the picklist and choose from: Achieved Partially Achieved Not Achieved Cancelled Make the changes you want and select Save: When saved, the metric is closed for editing. Fairsail

102 Metrics Review Process Now Available in WX New Metrics Review Before you can start to use the Metrics Review process, the metrics you plan to use must be defined and stored in the Metrics Library. You can create a Metrics Review for any of your direct reports with Job Profiles. A Job Profile is defined in terms of the needs of the job, and each Job Profile is linked to the metrics used for the Metrics Review through a specific type of Job Need called a Metrics Need (see page 89). When metrics are defined and linked to a Job Profile you are ready to run a Metrics Review for any of your direct reports with the linked Job Profile: 1. In the People Bar, select the Team Member: 2. In the Service Bar, select Metrics Review: Fairsail

103 Metrics Review Process Now Available in WX WX displays the Metrics Review Detail View: 3. Select New: Fairsail

104 Metrics Review Process Now Available in WX WX displays the first page of the New Metrics Review: Work through the fields giving your assessment: Enter a Follow Up Date and Action Plan for this metric if necessary. You cannot enter one without the other: o You can set different dates for each metric. If the Review has multiple pages, when you have completed this page, select Next: Select Previous to return to an earlier page. The Overall Comment and Attachment sections are displayed throughout the Review. You can edit your comments as you work through. Each Metrics Review can have a single file attachment. 4. When you have completed all pages of the Review, select Save: Fairsail

105 Metrics Review Process Now Available in WX WX displays the draft Metrics Review for you to sign: Fairsail

106 Metrics Review Process Now Available in WX 5. Check the review to make sure it is complete and accurate. Signing the Metrics Review means that you can no longer edit it and makes the review visible to the Team Member. o To re-open the review and make changes, select Edit: WX opens the Metrics Review at the first page for you to make the changes you want. 6. When you are ready to sign the review, select Sign: You are prompted to confirm. Select OK: If Metrics Reviews are configured to require sign off by the Team Member: If Metrics Reviews are not configured to require sign off by the Team Member: The review is made visible to the Team Member in their Metrics Review Active tab, with a Sign button. The review remains in the manager's Active tab until it is signed off by the Team Member. When the Team Member signs the review, it moves to the Metrics Review Signed tab for both manager and Team Member. The review is made visible to the Team Member in their Metrics Review Signed tab. The review moves to the manager's Metrics Review Signed tab. Fairsail

107 Metrics Review Process Now Available in WX Signed Metrics Reviews are displayed in summary, with the Review Date: To display the full review, select View Details. Fairsail

108 Talent Acquisition Actions Now in WX and the Actions Digest Talent Acquisition Actions Now in WX and the Actions Digest The Fairsail Actions Digest is an automatically generated sent to all users of Fairsail HCM, listing actions raised for them to complete along with links to enable the actions to be completed. The Actions Digest now includes links to WX Actions for approving vacancies and job offers raised in Fairsail Talent Acquisition. Fairsail

109 Talent Acquisition Actions Now in WX and the Actions Digest Approving Vacancies in WX Vacancies requiring your approval raise an entry in the Fairsail Actions Digest and an associated Action in WX. The Digest includes a link to the Action in WX. 1. From the Actions Digest, select the link to display the WX Actions list. If you are not logged in to WX you are prompted to do so, then taken to the Actions list. If you are already in WX, in the Navigation Bar select Actions. 2. Scroll to Hiring Manager actions: 3. For the Vacancy approval action, select Approve Hiring Manager: Fairsail

110 Talent Acquisition Actions Now in WX and the Actions Digest WX displays the Approve Hiring Manager view: 4. Enter any comments you want to add: Fairsail

111 Talent Acquisition Actions Now in WX and the Actions Digest 5. Select: o Approve to enable recruitment to start for this Vacancy. The Vacancy approval request is removed from your list of actions, and the Vacancy is marked Approved in Talent Acquisition: o Reject to stop recruitment for this Vacancy. The Vacancy approval request is removed from your list of actions, and the Vacancy is marked Rejected in Talent Acquisition: o Cancel to discard any changes you have made, close the Approve Hiring Manager view and return to the list of actions. The Vacancy approval request remains on your list of actions and the Vacancy remains Pending in Talent Acquisition: Fairsail

112 Talent Acquisition Actions Now in WX and the Actions Digest Approving Job Offers in WX Job offers requiring your approval raise an entry in the Fairsail Actions Digest with a link to the action in WX. 1. From the Actions Digest, select the link to display the WX Actions list. If you are not logged in to WX you are prompted to do so, then taken to the Actions list. If you are already in WX, in the Navigation Bar select Actions. 2. Scroll to Hiring Manager actions: l 3. For the Job Offer approval action, select Approve Hiring Manager: Fairsail

113 Talent Acquisition Actions Now in WX and the Actions Digest WX displays the Approve Job Offer view: 4. Enter any comments you want to add: Fairsail

114 Talent Acquisition Actions Now in WX and the Actions Digest 5. Select: o Approve to approve the Job Offer for sending to the candidate. The Job Offer approval request is removed from your list of actions, and the Application is marked as Approved in Talent Acquisition: o Reject to refuse the Job Offer. The Job Offer request is removed from your list of actions, and the Application is marked as Rejected in Talent Acquisition: o Cancel to discard any changes you have made, close the Approve Job Offer view and return to the list of actions. The Job Offer approval request remains in your list of actions and the Application remains Pending in Talent Acquisition: Fairsail

115 Fairsail WX Mobile ios Fairsail WX Mobile ios Now available through the Apple App Store, Fairsail WX Mobile ios gives you access to the full range of Fairsail processes. You need Fairsail HCM version or later to support this release. Make sure you are using the latest available HCM version to take advantage of the latest feature set. About Fairsail Mobile ios Fairsail Mobile is a dedicated app for Android - Fairsail Mobile Android - and ios - Fairsail Mobile ios. The app enables display and use of all WX Processes on mobile devices using either of the supported operating systems with minimal configuration - you decide which processes to display on Mobile with a single checkbox on the WX Process instance page. The current release of Fairsail Mobile ios: Requires ios version 9.3 and above. Supports iphone 6 and above. As an alternative to Fairsail Mobile you can use the standard Fairsail application through a mobile browser - Fairsail Mobile Web. This version of Fairsail Mobile ios: Can be downloaded from the Apple App Store. Supports push notifications. Supports pull-to-refresh. Fairsail

116 Fairsail WX Mobile ios How to Install and Set Up Fairsail Mobile ios Fairsail Mobile ios can be downloaded from the Apple App Store. 1. When installing, select to allow Fairsail to access your data. 2. Login, using your standard Fairsail username and password. 3. When prompted, create a 4-digit Passcode. You can use the Passcode for future logins without needing to enter your username and password. You can also use Touch ID in place of the Passcode. You are prompted for code or Touch ID when the Passcode timeout is triggered. You must use the code when re-opening Fairsail Mobile ios after closing, because the code must be stored in memory to calculate the decryption key; you do not get the option to use Touch ID. The Passcode is also called a PIN in the configuration pages. 4. To use push notification, go to Settings and opt in to receive notifications. You must also ensure: That your org has access to the Fairsail WXiOS connected app That each connected app is configured with the session and PIN security settings you want (see page 117). Each profile assigned to Team Members who are to use Fairsail Mobile has the correct Apex Class and Visualforce Page access (see page 119). Fairsail

117 Fairsail WX Mobile ios Setting Up Connected Apps for Fairsail Mobile ios You need access to the Connected App for ios: Fairsail WX ios Go to Setup > Administration Setup > Manage Apps > Connected Apps and check that the correct app is listed: You can specify the settings for: OAuth policies Our recommendation is not to use IP range restriction: Set IP Relaxation to Relax IP restrictions: Session Timeout value Elapsed time after which an inactive session connection must be renegotiated. PIN length Number of digits required for the user's login PIN. PIN timeout Elapsed time after which an inactive app requires PIN re-entry. Fairsail

118 Fairsail WX Mobile ios To edit settings: 1. On the Connected Apps page, select Edit for the App you want to edit: Fairsail displays the Connected App Edit page. 2. In the Session Policies section select the Timeout Value picklist and choose the time value you want: Shorter time values offer greater security by forcing session connection renegotiation after shorter periods of inactivity on the session. 3. In the Mobile Integration section: o Select the Require PIN after picklist and choose the timeout value after which the app redisplays the PIN security screen. o Select the Pin Length picklist and choose the number of digits users must enter for their Personal Identification Number. 4. Select Save. Users must logout from the app and login again before changes you make take effect. Fairsail

119 Fairsail WX Mobile ios Profile Settings for Fairsail Mobile Profiles assigned to Team Members who are to use Fairsail Mobile must include the following access permissions: Administrative Permissions API Enabled Apex Class Access fhcm2.categorynoticeboardrest fhcm2.contactsrest fhcm2.fileuploadrest fhcm2.orgchartrest fhcm2.processactionsrest fhcm2.processcategoriesrest fhcm2.processcategoryrest fhcm2.processdataoperationsrest fhcm2.processdatarest fhcm2.processdataviewsrest fhcm2.processnoticeboardrest fhcm2.processoperationoptionsrest fhcm2.processesrest fhcm2.processservicerest fhcm2.processservicesrest fhcm2.searchoptionsrest fhcm2.searchrest fhcm2.translationrest fhcm2.viewportrest fhcm2.wxcssrest Package Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Fairsail HCM Visualforce Page Access fhcm2.collaborationportalcss fhcm2.collaborationportalindex fhcm2.customlabeltranslations Package Fairsail HCM Fairsail HCM Fairsail HCM Fairsail

120 Fairsail WX Mobile ios How do I set up a WX Process to Display on Mobile? All WX Processes can be used on Fairsail Mobile while some - typically those with fewer options and less complex displays - are ideal for the smaller screen size. Fairsail Mobile supports all Fairsail processes except those listed in Processes Out of Scope (see page 120). By default, processes are not shown on Fairsail Mobile - you must select which ones are displayed: 1. Go to the WX Process Edit page. 2. Select Show In Mobile: 3. Select Save. Show In Mobile does not affect the availability of processes through a browser on a mobile device; it is used solely to switch a process on or off in the Fairsail Mobile app. WX uses responsive design, so process displays through a mobile browser automatically adapt to match the available screen size - there is no special configuration required. Processes Out of Scope All WX Processes are now supported except: Hiring Manager Internal Portal My Applications Salary Planning Fairsail

121 Fairsail WX Mobile ios How do I set up Push Notifications? Push notifications enable Fairsail Mobile to receive information from Fairsail when an Action event is triggered. 1. On Fairsail Mobile, ensure that you have opted to receive notifications. 2. Decide which Action Event(s) you want to generate push notifications. 3. On the Action Event Details page, in Push Notification Alert Message enter the text you want to use as the alert message for the notification. This is typically a merge field used to return a value from the Team Member or Employment records: 4. Select Save. When an Action Event trigger event occurs for an Action Event with Push Notification configured: If Fairsail Mobile is active, the alert is displayed and contains a link. Select the link to go directly to the relevant view - for example, the Team Member's absence request to enable approval. If Fairsail Mobile is not active, a prompt is displayed enabling you to accept or reject the notification. The Actions list is updated to reflect the latest alert. Fairsail

122 Fairsail WX Mobile ios To check push registration details for a user account: 1. Go to Setup > Administration Setup > Manage Users > Users 2. Select the Full Name of the User: 3. On the User Detail page, for Mobile Push Registrations, select View: Fairsail displays the Mobile Push Registrations page, including the Last Registration Date: Fairsail

123 Fairsail WX Mobile ios Getting Up and Running with Fairsail Mobile ios 1. Download Fairsail Mobile ios from the Apple App Store. 2. Use your Fairsail credentials to login to the Fairsail Mobile ios. 3. Salesforce asks you for permission - select Allow. You are prompted to set up a passcode. 4. Enter your chosen passcode. You are logged into Fairsail. You are prompted for permission to be sent push notifications. 5. Select Allow. Fairsail Mobile is now ready for you to use. Passcode and PIN Apple terminology uses the term passcode, Salesforce uses both Passcode and PIN. When configuring the Fairsail Mobile Connected App in Salesforce, fields are labeled PIN. When entering the code to gain access to Fairsail Mobile ios, the code is labeled Passcode. Passcode and PIN are the same thing. Known Issues: Fairsail Mobile ios Known issues are those which: Are not major; any major issues are resolved before release. May impact Fairsail implementations in some practical way. Are planned to be fixed as soon as possible. This release has the following known issues: Team Member photos taken with ipad or iphone in portrait display correctly in Fairsail Mobile but rotate 90 degrees when displayed in Desktop. Reference 1813 For all connectivity issues, before attempting other solutions: Close and restart Fairsail Mobile Fairsail

124 Frequently Asked Questions Access and Security (see page 124) Implementation and Deployment (see page 128) Functionality (see page 131) Branding (see page 140) Access and Security How is access to Fairsail Mobile ios authenticated? In addition to the standard operating system security features - Touch ID offering fingerprint ID on devices with the hardware to support it, a six-digit passcode/pin as standard - Fairsail Mobile offers: A separate unique passcode/pin. Passcode/PIN configuration by your Fairsail administrator to require from four to eight digits. A configurable passcode/pin timeout value, from one minute to four hours of inactivity, after which users must re-enter their codes. First time access to Fairsail Mobile requires your regular Fairsail username and password - after that you use passcode/pin authenticated access. You can also use Touch ID in place of the passcode/pin. You are prompted for code or Touch ID when the passcode/pin timeout is triggered, but you must use the code when re-opening Fairsail Mobile after closing - you do not get the option to use Touch ID. For more information see the Fairsail Mobile Configuration Guide for your mobile operating system: Fairsail Mobile ios Configuration Guide Passcode and PIN Apple terminology uses the term passcode, Salesforce uses both Passcode and PIN. When configuring the Fairsail Mobile Connected App in Salesforce, fields are labeled PIN. When entering the code to gain access to Fairsail Mobile ios, the code is labeled Passcode. Passcode and PIN are the same thing. Fairsail

125 Fairsail WX Mobile ios How does the Fairsail Mobile passcode/pin reset process work? To reset your Fairsail Mobile passcode/pin, logout from Fairsail. On subsequent login you are prompted to enter a new code. Passcode and PIN Apple terminology uses the term passcode, Salesforce uses both Passcode and PIN. When configuring the Fairsail Mobile Connected App in Salesforce, fields are labeled PIN. When entering the code to gain access to Fairsail Mobile ios, the code is labeled Passcode. Passcode and PIN are the same thing. We use single sign-on. How does Fairsail Mobile control access for us? Single sign-on support is integrated in Fairsail Mobile. When single sign-on is set up for your org, to enable your users to access Fairsail Mobile: 1. In Fairsail Mobile, go to the login page and select Change Server: Fairsail

126 Fairsail WX Mobile ios 2. Select Add Connection: 3. Enter a Name and your My Domain URL, as provided when setting up the authentication service through Salesforce. 4. Select Apply. 5. Login. Fairsail

127 Fairsail WX Mobile ios We use IP range-restriction for our users. How does Fairsail Mobile control access for us? Fairsail Mobile observes the range restrictions you have defined as part of the OAuth policies when setting up the Connected App configuration in Salesforce. Our strong recommendation is that you do not enforce IP restrictions for mobile connections. All attempts to access Fairsail Mobile from outside the permitted range of IP addresses result in an ed Salesforce validation code to the address associated with the user. How do I restrict access to Fairsail Mobile? Once installed, Fairsail Mobile provides mobile device access to Fairsail, and is subject to the same access method controls you use for desktop access, including Profile, Policy, and Employment Record start and end dates. Although installed Fairsail Mobile apps are not remotely deleted, any attempt to use the app to access Fairsail will fail unless permitted by standard access controls. How do I stop access to Fairsail Mobile for leavers? Fairsail Mobile provides mobile device access to Fairsail, and is subject to the same access method controls you use for desktop access, including Profile, Policy, and Employment Record start and end dates. Standard procedure for leavers includes setting an end date on their Employment Records; any employee with an end date on or before today is denied access to Fairsail. The Fairsail Mobile app is not remotely deleted, but it ceases to provide access to Fairsail. Can I access Fairsail Mobile when I'm offline? No. You must be connected to the internet to access Fairsail Mobile. Temporary loss of connectivity is managed and on restoration you are able to continue from where you were before losing connectivity. Does Fairsail Mobile store any data on my device for access offline? No. Fairsail Mobile needs to be connected to Fairsail for up to the minute data. No Fairsail data is stored on your mobile device. Fairsail

128 Fairsail WX Mobile ios Implementation and Deployment How do I configure Fairsail to support Fairsail Mobile ios? In summary: Configure the Fairsail Connected App. Check Profile settings. Set a checkbox on each Fairsail WX process you want to use on Fairsail Mobile. If you are using push notifications, set up a push notification alert message for each Action Event you want to use. Full information is available in the Fairsail Mobile Configuration Guide for your mobile operating system: Fairsail Mobile ios Configuration Guide How do I make a WX process available through Fairsail Mobile? Process availability is controlled by a configuration option. Ask your Fairsail administrator to check the Show in Mobile checkbox on the WX Process Edit page (see page 120). Fairsail Mobile must be refreshed to show any changes made to process availability while you are connected. Pull to refresh is supported in Fairsail Mobile. How do I deploy Fairsail Mobile to employees? Download Fairsail Mobile ios from the Apple App Store. The follow the procedure in Getting Up and Running (see page 123). Fairsail

129 Fairsail WX Mobile ios How can I see who is accessing Fairsail Mobile? 1. Go to Setup > Administration Setup > Manage Apps > Connected Apps. There are separate Apps for ios and Android. 2. On the Connected Apps page, select a Master Label for either App version - both give you access to the same usage statistics page: 3. On the Connected App Detail page, scroll down to the OAuth policies section and select the View OAuth Usage link: The Usage page includes a User Count column, giving the total number of users accessing each app you have configured for your org: Fairsail

130 Fairsail WX Mobile ios 4. Select the User Count for the App you want to check. Fairsail displays the detail page for the app, including: o User Names o Date and time of initial connection o Date and time of last use o Total number of uses How does accessing Fairsail through Salesforce1 differ from Fairsail Mobile? Salesforce1 is a mobile app giving you standard Salesforce access to the Fairsail Administrator Portal; it does not give you access to Fairsail WX. By contrast, Fairsail Mobile gives you access to full Fairsail WX functionality and not to the Fairsail Administrator's Portal. How do I make different Fairsail processes available to different groups of users through Fairsail Mobile? You can control Fairsail Mobile access to processes through Fairsail Policies. All users assigned to a Policy have access to the processes switched on in that Policy; if those processes also have the Show in Mobile checkbox set on the WX process, they are visible in Fairsail Mobile. How are updates to Fairsail Mobile ios deployed? Fairsail Mobile ios updates are posted to the App Store as soon as they are available. You are notified if you have notification selected. You can then download and apply them in the normal way. To access the latest Fairsail functionality through Fairsail Mobile, ensure that your org has the latest version of HCM installed. Fairsail

131 Fairsail WX Mobile ios Functionality How do I know which parts of Fairsail are available through Fairsail Mobile? Fairsail Mobile can be set up to access all WX processes, with your Fairsail Policy and individual WX process settings enabling processes to be switched on or off. For Fairsail Mobile, all processes are supported except those listed in Processes Out of Scope (see page 120). You can see all processes available to you through the Fairsail Mobile Navigation Bar select the hamburger: Fairsail

132 Fairsail WX Mobile ios Are all WX processes supported by Fairsail Mobile? Yes. The few that use iframes, such as Timesheets, to embed the process in WX do not resize to fit the mobile display and you must scroll horizontally and vertically to view. All features available through WX are available in Fairsail Mobile. All processes are supported except those listed in Processes Out of Scope (see page 120). Fairsail

133 Fairsail WX Mobile ios How does Fairsail Mobile differ from Mobile Web View? Fairsail Mobile includes passcode access control and push notification - features that are not available in Fairsail Mobile Web. Fairsail Mobile view is identical to Fairsail Mobile Web view for most operations. In a few cases - covered here - Fairsail Mobile offers an enhanced view. Fairsail

134 Fairsail WX Mobile ios Logout and Help options moved to the bottom of the Navigation bar: Fairsail

135 Fairsail WX Mobile ios New Selection Bar added: Fairsail

136 Fairsail WX Mobile ios Show Team option added: Language Selector available through Settings: Fairsail

137 Fairsail WX Mobile ios How does Fairsail Mobile view differ from WX Desktop view? Logout and Help links move from top right to bottom of Navigation bar: Service Bar options become drop downs: Actions present single arrow buttons instead of text buttons, and links to Team Members are underscored names instead of buttons: Fairsail

138 Fairsail WX Mobile ios Org Chart displays as a single column of team members: Fairsail

139 Fairsail WX Mobile ios Can I access Fairsail administration pages through Fairsail Mobile? No. Fairsail Mobile enables you to access WX processes. You can use Salesforce1 to access Fairsail administration pages on your mobile device. Do push notifications show on my device if Fairsail Mobile is not running? Yes. Accepting a notification takes you to the Fairsail Mobile home page. If Fairsail Mobile is running, accepting a notification takes you directly to the related item. Does Fairsail Mobile support Pull to Refresh? Yes. To load the latest content, drag down within the app to trigger a refresh action. Does Fairsail Mobile display the old style Collaboration Portal? No. Fairsail Mobile is designed to display Fairsail WX, which offers a fully responsive, mobile-device friendly interface. Fairsail Mobile displays Fairsail WX pages even if a Policy has the WX is Active checkbox unchecked. How do I add or replace a Team Member photo? When you use the Take Photo or Select File options from the Edit Work Details view to load a photo, Fairsail Mobile opens the camera. Select the front facing - selfie - camera. The front facing camera has a lower resolution and keeps the file size down and within the 200KB limit. Fairsail

140 Fairsail WX Mobile ios Branding Can I change the icon for the Fairsail Mobile app? No. Fairsail Mobile is identified by the Fairsail icon. You can change the Fairsail logo as it appears at the top of the page when using Fairsail Mobile - for more information see the Fairsail WX Configuration Guide. How do I use my own logo on Fairsail Mobile? Fairsail Mobile displays the logo set up for WX. The logo is held as a Static Resource and controlled through two configuration options accessible to your Fairsail administrator: To specify a default logo for your organization - on the HCM Configure page, in the WX Setup section, Company Logo field, enter the name of the Static Resource holding the logo. To specify a logo for users of a specific Policy - on the Policy - in the WX section, WX Logo field enter the name of the Static Resource holding the logo. For more information see the Fairsail WX Configuration Guide. How do I change the colors used for Fairsail Mobile? Fairsail Mobile displays the colors set up for WX. The color is controlled by two configuration options accessible to your Fairsail administrator: To specify a default color for your organization - on the HCM Configure page, in the WX Setup section, Wx Base Color field, enter the hex value of the RGB color code you want to use, or use the color picker. To specify a color for users of a specific Policy - on the Policy - in the WX section, WX Color field, enter the hex value of the RGB color code you want to use. For more information see the Fairsail WX Configuration Guide. Fairsail

141 Benefits Enhancements Benefits Enhancements A range of enhancements supporting the Open Enrollment process, including: A new Benefit Enrollment object linked to the Employment Record to store all benefit sets offered to a Team Member over time, offering an alternative to the existing Benefit Enrollment fields on the Employment Record (see page 163). The new object includes an Enrollment Start Date field: o Setting a past date triggers immediate enrollment. o Setting a future date triggers enrollment by the Benefit Calculation Daily Batch when the date is today. A new Start Date field for Benefit Cost, triggering costs associated with a benefit to start from that date, enabling re-use of a Benefit Plan if costs are the only variable that has changed (see page 159). Benefit Cost Start Date has an associated Cost Effective Date Method picklist on the Benefit Plan, enabling you to select from a range of dates for the Start Date trigger including Effective Date, Cover Start Date, and Today (see page 146). The ability to link one Benefit Plan to a Cost Table on another Plan. The nominated Cost Table overrides the costs on the calling plan, enabling you to use one Plan to set costs for one or more others (see page 146). Cost Tables now reflect negative costs, that is, payments. A set of fields on the Benefit Plan enabling you to offset cover start or effective dates by a number of months or days. Offsets can pre-date or post-date cover (see page 146). A pair of fields on the Benefit Plan enabling you to offset the start date for deductions by a number of months or days (see page 146). The ability to specify that a benefit can be selected without having to enter beneficiaries for insurance cover. Has Open Beneficiary also enables the beneficiaries to be edited at any time. Total allocated beneficiaries must account for either 0% or 100% of available cover (see page 146). Benefit Plans can now be cloned using Export and Import options (see page 161). Fairsail

142 Benefits Enhancements Creating and Managing Benefits for Team Members Fairsail enables benefit creation and management for Team Members through: Benefit Enrollment Employees use Fairsail WX to select the elements of their own benefits package, choosing from the range of benefits made available by their organization. Widely used as an annual Open Enrollment event, Benefit Enrollment is fully supported by Fairsail (see page 143). Automated assignment Using default benefits and clearly defined eligibility rules you can run an automated batch to assign benefits to eligible Team Members, and close benefits when Team Members cease to be eligible. Direct Benefit Administration Your HR team can use the Benefit Admin link on Team Member Employment records to access and maintain current and pending benefits through a single page. Activate or deactivate individual benefits, maintain start and end dates, and drill down to benefit details. Key supporting features are: Centralized set up and maintenance of all benefit sets, plans and options (see page 144). Clear presentation of selectable benefits through WX, with access to plan comparisons, full instructions and all supporting forms and documents. The ability to create, store, and display Team Member enrollment history. Extensive options for managing start dates for enrollment, costs, cover, and deductions. The option to share cost tables across multiple benefit plans, and to clone complete benefit plans. Effective management of cut-off dates. Passing selected benefit details to benefit carriers Integrating benefit deductions with the payroll process. Clearly presenting current benefits to all employees, including costs. Direct, single page HR edit access to all benefit records for each Team Member. Fairsail

143 Benefits Enhancements Benefit Enrollment Benefit Enrollment generates a new set of benefit records for each Team Member as they enroll. Use one of the following methods to manage Benefit Enrollment for Team Members through their Employment Records: Benefit Enrollment History Benefit Enrollment is a separate object that stores the history of all Benefit Sets offered to the Team Member. Displayed in a Related List on the Employment Record, Benefit Enrollment builds over time to provide an easy to view history. The object includes an Enrollment Start Date field to trigger an automatic update of the key enrollment fields on the Employment Record. If you use Benefit Enrollment History, do not use the Benefit Enrollment fields on the Employment Record to update the Team Member's enrollment details. Benefit Enrollment fields A set of fields directly on the Employment Record enable you to link employees to Benefit Sets and specify control dates. Benefit Enrollment History is not created. You can identify current benefit records from their start and end dates. If you use the Benefit Enrollment fields on the Employment Record, do not use Benefit Enrollment History. Fairsail

144 Benefits Enhancements Setting Up Benefits The outline process for setting up Benefits is: 1. Create Benefit Supplier records for all carriers. 2. Create Benefit Plan records, including costs, calculations, and comparisons, and make associated documents available (see page 146). 3. Create Benefit Sets for employee groups with different entitlements. For example, a new hire set, an open enrollment set, a senior management set. Each set contains one or more Benefit Types. 4. Create Benefit Options to link Benefit Plans to Benefit Types. 5. Complete either of: o The Benefit Enrollment fields on the Benefit Enrollment object to create a new entry in the Team Member's Benefit Enrollment History (see page 163). o The Benefit Enrollment fields in Team Member Employment Records to link employees to Benefit Sets and specify control dates. (see page 165) Use one or the other, not both. Fairsail

145 Benefits Enhancements To clarify the relationships between the main Benefit objects, here is some sample data showing partial information on the components of two Benefit Sets, Open Enrollment and New Hire. There are two Benefit Suppliers: Bedrock Financial Supplies multiple insurance related benefit plans. Thistle Pensions Supplies a single 401K pension plan. Benefit Supplier Benefit Plan Benefit Type Benefit Option Benefit Set Bedrock Financial Short-term Disability Disability Insurance BO0044 Open Enrollment BO0075 New Hire Long-term Disability Disability Insurance BO0062 Open Enrollment Basic Life/Accidental Death & Dismemberment Insurance Supplemental Life Insurance, Employee Supplemental Life Insurance, Employee, New Hire Supplemental Life Insurance, Children Supplemental Life Insurance, Domestic Partner Supplemental Life Insurance, Spouse BO0076 New Hire Life Insurance BO0061 Open Enrollment BO0077 New Hire Life Insurance BO0066 Open Enrollment Life Insurance BO0046 New Hire Life Insurance BO0065 Open Enrollment BO0079 New Hire Life Insurance BO0052 Open Enrollment BO0088 New Hire Life Insurance BO0064 Open Enrollment BO0078 New Hire Thistle Pensions 401K Plan Pension BO0099 Open Enrollment Fairsail

146 Benefits Enhancements Adding a New Benefit Plan Benefit Plans contain the details of the benefits made available to Team Members through Benefit Options. They can be full plans, such as those for health care or pensions, or a simple record of an available benefit such as a car allowance or a cell phone. Benefit Plans are provided by Benefit Suppliers, and much of the detail is typically provided by the suppliers following discussion and agreement with your organization. A wide range of options for assessing eligibility is available. If you set more than one condition, all conditions must be met for eligibility. Many of the fields are not displayed by default and must be added to the page layout; if a field is described in the field description table and not displayed on screen, check the page layout and add the field. You can create more than one version of a Benefit Plan - typically used to support price changes in a plan between enrollment periods. You can also set a start date for the Benefit Costs associated with a Plan, so if costs are the only element of a Plan that is changing, you can continue to use the same Plan with a new Benefit Cost table running from the date the costs change (see page 159). Before you can create a Benefit Plan, the Benefit Supplier hosting the plan must be available on the system. To add a new Benefit Plan: 1. Click the Benefit Suppliers tab. Fairsail displays the Benefit Suppliers Home page. 2. Click the name of the Benefit Supplier hosting the new Plan. Fairsail displays the Benefit Supplier Detail page, with all existing Benefit Plans available from that supplier displayed in the Benefit Plans related list: Fairsail

147 Benefits Enhancements 3. Click New Benefit Plan. Fairsail displays the Benefit Plan Edit page. 4. Complete the fields as follows: Field Description Information section Benefit Plan Name Cost Table Benefit Supplier Version Prior Plan Description The name by which the plan is known. By default the plan name is displayed to Team Members in WX when they work through the benefit selection process. The plan name is also often included in Payflow files - avoid changing the name once set to avoid errors. The name of another Benefit Plan with a Benefit Cost table you want to use for this Plan. If selected, the Benefit Costs from the nominated Plan are used and any Benefit Costs associated with this Plan are ignored. Select Cost Table Lookup costs. to find and select the Benefit Plan you want to supply the The name of the supplier making this plan available. Defaults to the name of the Benefit Supplier you selected at the start of this procedure. If you need to change the supplier, click Benefit Supplier Lookup to find and select the correct supplier. A text label for this version of the Plan. To easily distinguish between versions created for different enrollment periods, use a year as a version label. Version is not displayed by default and must be added to the page layout. The Benefit Plan from the previous enrollment period used to set the values for this enrollment. Use in conjunction with Version when versioning Benefit Plans. Use Prior Plan Lookup to find and select the Plan. Prior Plan is not displayed by default and must be added to the page layout. A description of the plan. The description is displayed to Team Members through WX as Plan Details, and should contain enough information to enable a Team Member to select between plans. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want. Website The url for a site providing more information about the plan. This is often a page on the Benefit Supplier's website. Enter the url in full starting with or You can also include website links in the Description by clicking Link. Fairsail

148 Benefits Enhancements Field Description Benefit Field Values section Detail for the benefit supplied by the Benefit Plan Benefit Type Start First of Month Deduction Code Picklist. Select the Benefit Type to which this plan is linked. Benefit Types are the Record Types set up for the Benefit object and indicate the type of Benefit record created when this plan is selected by a Team Member. Checkbox. If checked, Fairsail checks the Start Date, and if Start Date is not the first of the month, the benefit start date is moved to the first day of the next month. If unchecked, the benefit starts on the Start Date. The Benefit Deduction Code for this Benefit Plan. The Deduction Code is passed to your payroll system, typically for use on salary advice and internal finance documentation. Policy Number Text, up to 64 characters. An identifier for this Benefit Plan. Policy Numbers are typically allocated by suppliers. Fairsail

149 Benefits Enhancements Field Description Eligibility section Not displayed by default: add an Eligibility section to your page layout to group eligibility fields. All conditions set must be met for eligibility. Eligibility Calculation Eligibility Value Age Determination Method The name of the Benefit Calculation used to establish if the primary beneficiary is eligible for this Benefit Plan. Enter the Benefit Calculation Name or use Eligibility Calculation Lookup to find and select the calculation. The value or values that must be matched by the value returned by the Benefit Calculation named in Eligibility Calculation for the primary beneficiary to be eligible for this Benefit Plan. Enter the value as a string, with multiple permitted values comma separated. If the primary beneficiary is not eligible for the Plan, the Plan is removed from the hosting Benefit Set to prevent manual or automatic selection. The date at which the primary beneficiary's age is assessed to determine eligibility for the Benefit Plan. Age can be used to check compliance with minimum or maximum age requirements and in rate tables. Select the picklist and choose from: Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Period Start Date From Start Date The start date of the first Age Determination Period following the Benefit Start Date. Set Age Determination Period and Age Determination Base Date values. Period End Date From Start Date The end date of the first Age Determination Period following the Benefit Start Date. Set Age Determination Period and Age Determination Base Date values. Effective Date The benefit enrollment effective date at the time the benefit was selected. Period Start Date From Effective Date The start date of the first Age Determination Period following the benefit enrollment effective date. Set Age Determination Period and Age Determination Base Date values. Period End Date From Effective Date The end date of the first Age Determination Period following the benefit enrollment effective date. Set Age Determination Period and Age Determination Base Date values. Fairsail

150 Benefits Enhancements Field Age Determination Period Description Used in conjunction with Age Determination Method Period dates. Select the picklist and choose from: None Yearly Monthly Semimonthly Biweekly Weekly Age Determination Base Date Age Minimum Daily The date used as a starting point to calculate start dates for Age Determination Periods. Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic age determination. The youngest a person can be to be eligible for the Plan. Age Maximum The oldest a person can be to be eligible for the Plan. Maximum Child Age Number of years. The maximum permitted age of a child that can be covered under this Benefit Plan. The Maximum Child Age field is not displayed by default and must be added to the page layout. Fairsail

151 Benefits Enhancements Field Service Determination Method Description The date at which the primary beneficiary's length of service is assessed to determine eligibility for the Benefit Plan. Select the picklist and choose from: Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Period Start Date From Start Date The start date of the first Service Determination Period following the Benefit Start Date. Set Service Determination Period and Service Determination Base Date values. Period End Date From Start Date The end date of the first Service Determination Period following the Benefit Start Date. Set Service Determination Period and Service Determination Base Date values. Effective Date The benefit enrollment effective date at the time the benefit was selected. Period Start Date From Effective Date The start date of the first Service Determination Period following the benefit enrollment effective date. Set Service Determination Period and Service Determination Base Date values. Service Determination Period Period End Date From Effective Date The end date of the first Service Determination Period following the benefit enrollment effective date. Set Service Determination Period and Service Determination Base Date values. Used in conjunction with Service Determination Method Period dates. Select the picklist and choose from: None Yearly Monthly Semimonthly Biweekly Weekly Service Determination Base Date Service Minimum Months Daily The date used as a starting point to calculate start dates for Service Determination Periods. Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic service determination. The minimum length of service in months required for the primary beneficiary to be eligible for the Plan. Hours Worked Minimum The minimum number of hours worked for the primary beneficiary to be eligible for the Plan. Hours worked is taken from the value entered in the Hours Worked field on the Employment Record. Fairsail

152 Benefits Enhancements Field Description Cover Dates section Not displayed by default: add a Cover Dates section to your page layout to group cover date fields Cover Period The minimum period for which cover is available. Click the picklist and select from: None Monthly Semimonthly Biweekly Weekly Cover Base Date Cover Starting Daily The date used as a starting point to calculate start dates for Cover Periods. Often set to coincide with the payroll base date. Click the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic calculation of Cover Periods. The date used to set the start of cover. Click the picklist and select from: None Effective Date The benefit enrollment effective date at the time the benefit was selected. Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Cover Period Start Date The starting date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period. Use a past date to backdate cover, or a future date to ensure cover starts at the same time as a future cover period. Cover Start Pre Offset Months Cover Start Pre Offset Days Cover Start Post Offset Months Cover Start Post Offset Days Next Cover Period Start Date The start date for the first cover period starting after today. A number of months you want to add to the start date or effective date of the benefit to postpone the Cover Start Date. Can be used as well as Cover Start Pre Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset. A number of days you want to add to the start date or the effective date of the benefit to postpone the Cover Start Date. Can be used as well as Cover Start Pre Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset. A number of months you want to add to the cover date after it has been calculated, to postpone the start of cover by an additional period. Can be used as well as Cover Start Post Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset. A number of days you want to add to the cover date after it has been calculated, to postpone the start of cover by an additional period. Can be used as well as Cover Start Post Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset. Fairsail

153 Benefits Enhancements Field Cover Ending Description The date used to set the end of cover. Click the picklist and select from: None Employment End Date The End Date entered for the Team Member on their Employment Record. Start Date Cover Period End Date The end date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period. A specific date when benefits using this plan are to start. When specified, Start Date is used for all benefits using this plan selected by Team Members, except: For Team Members with an Employment Record Start Date that is later. In that case, the Employment Record Start Date is taken as the Start Date for the plan. When Start First of Month is checked. In that case, when Start Date is not the first of the month, the start date for all benefits based on this plan moves forward to the start of the next month. When Start Date is blank, the start date for benefits using this plan is taken from: The Start Date for the Benefit Set. End Date Deduction Start Date Deduction Start Offset Months If Benefit Set Start Date is blank, the date the employee selects the benefit. The date when the benefit is to end. If blank, the benefit ends on the end date of the Benefit Set hosting the Benefit Option linked to this Plan. The date on which payments for the benefit are to start being deducted from Team Members. If blank, deductions start on the Start Date. A number of months you want to add to the calculated benefit start date to set the start date for deductions to be made from the employee's salary. Can be: A positive value, to delay the start of deductions until after the benefit has started. Deduction Start Offset Days A negative value, to make deductions before the benefit has started. Can be used as well as Deduction Start Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset. A number of days you want to add to the calculated benefit start date to set the start date for deductions to be made from the employee's salary. Can be: A positive value, to delay the start of deductions until after the benefit has started. Deduction End Date A negative value, to make deductions before the benefit has started. Can be used as well as Deduction Start Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset. The date on which payments for the benefit are to finish being deducted from Team Members. If blank, deductions finish on the End Date. Fairsail

154 Benefits Enhancements Field Active Deductions Per Month Description Checkbox. If checked, benefit records created from this Plan are created as active. If unchecked, benefit records created from this Plan are created as Inactive. Picklist. The number of payroll deductions to be made each month for this Plan. Select the picklist and choose from: All Payrolls Deductions are taken from every payroll made during the month. For biweekly payrolls this can be up to 3. 1, 2, 3, or 4 Deductions are made from the specified number of payrolls each month. If the number selected is less than the number of payrolls in the month, deductions are taken from the earlier payrolls, leaving those later in the month deduction free. If left blank, Deductions Per Month defaults to All Payrolls. Where a Plan specifies a cost for a period longer than the payroll period, the deductions are calculated by division. For example: An annual cost to be met from a biweekly payroll by deductions from All Payrolls: The annual cost is divided by 26 to calculate the per-payroll deduction. An annual cost to be met by 2 payroll deductions per month: The annual cost is divided by 24 to calculate the per-payroll deduction. A semi-annual cost to be met by 1 payroll deduction per month: The semi-annual cost is divided by 6 to calculate the per-payroll deduction. Active On Submit Checkbox. Ensure Active is unchecked if you want to use Active On Submit. If checked, and Active is unchecked, benefit records created from this Plan are not activated until submitted to HR. If unchecked, benefit records created from this Benefit Plan follow the setting of the Active checkbox. Fairsail

155 Benefits Enhancements Field Description Options section Is Declined Cost Selector Calculation Cost Effective Date Method Checkbox. If checked, coverage for this Benefit Plan is not applied. Use Is Declined to define an option for a Team Member to waive a benefit. When selected by a Team Member, Fairsail generates a benefit record enabling you to see that the benefit was waived. The name of the benefit calculation that determines which value to use from the cost table for this plan. Picklist. The method used to set the cost start date used for the Benefit Cost table. Select the picklist and choose from: Effective Date Cover Start Date Effective Date or Today If After Cover Start Date or Today If After Has Open Beneficiary Today Checkbox. If checked: Benefits can be selected without adding the beneficiaries of insurance cover. Has Life Cover Life Cover Approval Method Beneficiaries can be edited at any time. If beneficiaries are added or edited, the total of allocated benefit must always be 100%. Checkbox. If checked, the Benefit Plan supplies or requires life cover and the Team Member is prompted to specify the amount of life cover required. If unchecked, the Team Member is not prompted to specify the amount of life cover required. Picklist. The method used to set the pre-approved amount of life cover. Select the picklist and choose from: Fixed Amount Use the amount set by the Maximum Approved Life Calculation, or, if no calculation is specified, the amount given in Maximum Approved Life Cover. If both Maximum Approved Life Calculation and Maximum Approved Life Cover are given, the Calculation is used and Maximum Approved Life Cover is ignored. Previous Amount Use the amount set for the previous plan. Has Life Cover Additional Fixed Amount Then Previous Amount For the first implementation of life cover under this Plan use the amount set as defined for the Fixed Amount option, then use that amount as the Previous amount for subsequent implementations. Checkbox. If checked, the Benefit Plan supplies or requires additional life cover and the Team Member is prompted to specify the amount of additional life cover. If unchecked, the Team Member is not prompted to specify an amount of additional life cover. Fairsail

156 Benefits Enhancements Field Maximum Approved Life Cover Maximum Approved Life Calculation Maximum Additional Life Cover Maximum Additional Life Calculation Cost Per Has Beneficiaries Has Percentage Contribution Maximum Percentage Contribution Maximum Employer Percentage Contribution Has Savings Plan Description The maximum financial amount of life cover available under this Benefit Plan. Used with a validation rule to restrict the maximum amount of cover an employee can request without evidence. The name of the Benefit Calculation used to provide the value of Maximum Approved Life Cover for this Benefit Plan. Enter the Benefit Calculation Name or use Maximum Approved Life Calculation Lookup to find and select the calculation. The additional financial amount of life cover an employee can request on top of the Maximum Approved Life Cover if evidence is supplied. Used with a validation rule to restrict the overall total permitted amount of life cover an employee can request: Maximum Approved Life Cover + Maximum Additional Life Cover. The name of the Benefit Calculation used to provide the value of Maximum Additional Life Cover for this Benefit Plan. Enter the Benefit Calculation Name or use Maximum Additional Life Calculation Lookup to find and select the calculation. The unit used to express the cost of the benefit. For example, if the benefit costs $2 for every $1000 of coverage, set Cost Per to $1000. Checkbox. If checked, the Team Member is prompted to supply a list a list of beneficiaries for this Benefit Plan. It is not mandatory to enter beneficiaries. If checked and the Benefit Plan is created automatically, it is created without beneficiaries. If unchecked, the Team Member is not prompted for beneficiary names. Automatically created Plans are created with Checkbox. If checked, the Team Member is asked for a percentage of salary contribution for this Benefit Plan. If unchecked, the Team Member is not asked for a percentage of salary contribution. The maximum percentage-of-salary contribution from Team Members for this Benefit Plan. The maximum percentage-of-salary contribution from Employers for this Benefit Plan. Checkbox. If checked, the Team member is prompted for the amount they wish to save per payroll period in this Benefit Plan. The amount is multiplied by the number of payroll periods in the current year and the total amount to be saved over the year is displayed. If checked, and Savings Plan Enter Annual Amount is also checked, the Team member is prompted for the amount they wish to save during the current year. If unchecked, the Team member is not asked for a savings plan amount. Fairsail

157 Benefits Enhancements Field Savings Plan Enter Annual Amount Description Checkbox. Works in conjunction with Has Savings Plan. Has Savings Plan must be checked for Savings Plan Enter Annual Amount to have any effect. Savings Plan Entry Method If checked, and Has Savings Plan is also checked, the Team Member is prompted for the amount they wish to save during the current year in this Benefit Plan. The amount entered by the Team Member is used to calculate the amount to be deducted from each payroll, using the value given in Deductions Per Month for this Plan. The per-payroll deduction is displayed Where the calculation results in a fraction of a currency unit for each deduction, the total amount is rounded down to the nearest value enabling whole units. For example, an entered annual amount of $5000 to be deducted from 26 biweekly payrolls is rounded down to deduct 26 amounts of $ to give an annual savings amount of $ If the Plan is selected and an annual amount entered part way through a year, the per-payroll deduction is calculated on the number of payrolls left in the year. If unchecked, and Has Savings Plan is checked, the Team member is prompted for the per-payroll amount. If both are unchecked, the Team member is not asked for a savings plan amount. Picklist. The method used to set the amount to be saved into the savings plan. Values are converted into amounts per pay period, taking into account the value set for Deductions Per Month. Select the picklist and choose from: Pay Period The Plan uses the savings amount as the amount to be deducted per Pay Period. Monthly The Plan uses the savings amount as the amount to be deducted per month. Fairsail converts the amount into an amount per Pay Period so that deductions can be made from pay checks. The value set for Deductions Per Month is included in the calculation. Fractional values are rounded down so that the specified amount is not exceeded. Yearly The Plan uses the savings amount as the amount to be deducted annually. Fairsail converts the amount into an amount per Pay Period so that deductions can be made from pay checks. The value set for Deductions Per Month is included in the calculation. Fractional values are rounded down so that the specified amount is not exceeded. Fairsail

158 Benefits Enhancements Field Description Enrollment section Enrollment Instructions The instruction for Team Members wishing to enroll in this Benefit Plan. By default, instructions are displayed in WX. Use the content editing tool bar to control the appearance of the instructions in WX. You can insert links and images if you want. 5. Click: o Save to save the Benefit Plan details. Fairsail displays the Benefit Plan Detail page ready for you to add further details for this plan such as Benefit Costs and Calculations. o Save & New to save the Benefit Plan details and display another Benefit Plan Edit page. o Cancel to discard your changes and return to the Benefit Supplier Detail page. Completed Benefit Plans can be cloned using Export and Import options. Fairsail

159 Benefits Enhancements Defining Benefit Costs A Benefit Plan can have one or more costs associated with it. For example, a medical insurance plan may have different costs defined for the: Employee Employee and children Employee and domestic partner Employee and family Employee and spouse Employee plus one, two, or three Each cost is separately defined and allocated a unique Benefit Cost number of the form BCnnnn. Cost tables can include negative numbers to represent payments to employees. Costs can have a start date, enabling you to add new costs for an existing Plan from a given date without having to re-create the Plan. Use the Cost Effective Date Method on the Benefit Plan (see page 146) to determine how the cost start date is set. To define a Benefit Cost: 1. Click the Benefit Suppliers tab. Fairsail displays the Benefit Suppliers Home page. 2. Click the name of the Benefit Supplier hosting the plan for which you want to define a Benefit Cost Fairsail displays the Benefit Supplier Detail page. 3. In the Benefit Plans related list, click the name of the plan for which you want to define a Benefit Cost. Fairsail displays the Benefit Plan Detail page. 4. Scroll down to the Benefit Costs related list. 5. Click New Benefit Cost: Fairsail displays the New Benefit Cost page. Fairsail

160 Benefits Enhancements 6. Complete the fields as follows: Field Description Information section Benefit Plan Coverage Employee Deduction Employer Cost Start Date The name of the plan hosting this cost. Defaults to the plan you selected earlier in this procedure. To choose a different plan, click Benefit Plan Lookup, find and select the correct plan. Picklist. The person or people covered by this cost. For example, Employee, Employee and family, Children only. Selecting Coverage other than Employee generates a prompt WX for the names of the dependants covered. Click the picklist and select the coverage. By default the picklist does not include options for Employee Plus Two or Employee Plus Three. You can add these values to the Coverage picklist in the Benefit Cost object. Ensure spelling and capitalization is exactly as given here. The cost of this benefit to the employee per pay period. The cost of this benefit to the employer per pay period. The date this cost table is to start. If blank, this cost table applies immediately. Age range cost applies to... section For example, the cost of supplemental life insurance for a spouse often varies by age band. Use these fields to define the minimum and maximum ages for each band. Leave this section blank if the cost applies to all ages. Minimum Age Maximum Age The youngest age at which this benefit cost applies. The oldest age at which this benefit cost applies. Selector value cost applies to...section Leave blank if this cost does not use a Cost Selector. Selector Value If using a Cost Selector Calculation (see page 146), the value resulting from the calculation that causes this Benefit Cost to be chosen. 7. Click: o Save to save the Benefit Cost details. Fairsail displays the Benefit Cost Detail page. o Save & New to save the Benefit Cost details and display another New Benefit Cost page. o Cancel to discard your changes and return to the Benefit Plan Detail page. Fairsail

161 Benefits Enhancements Exporting and Importing a Benefit Plan Exporting a Benefit Plan copies Benefit Costs and Benefit Calculations along with the Plan, but not Benefit Options or attached documents. Export/import uses a.fs file to enable copying within an org or between orgs. If you are copying a Plan to apply pricing changes, bear in mind that you can create a new Benefit Cost table with a start date to apply the new costs from that date to the existing Plan (see page 159). If the costs are the only part of the Plan that is changing, you do not then need to copy the Plan to apply the new costs. To export and import a Benefit Plan: 1. Select the Benefit Suppliers tab. 2. In the list of Benefit Suppliers select the Name of the Supplier hosting the Benefit Plan you want to copy. Fairsail displays the Benefit Supplier Detail page. 3. In the Benefit Plans Related List select the Benefit Plan Name for the Plan you want to copy: Fairsail displays the Benefit Plan Detail page. 4. Select Export: 5. When prompted, select to Save the.fs file. By default, the file is named using the form: <Benefit_Plan_Name>.fs For example: 401K_Plan.fs The file is saved to your Download folder. 6. Open the target org for the copied Benefit Plan. You can import the copy into the org hosting the original Plan, or into a different org. Fairsail

162 Benefits Enhancements The target org must have a defined Benefit Supplier with the same name as that hosting the Plan in the original org. 7. Select the Payflow Services tab. 8. On the Payflow Services Home page, select the All View and select Go to display the Payflow Services List View. 9. Select Import: 10. On the Import Data page, select Browse..., find and select the file, then select Import. Fairsail imports the Benefit Plan and attaches it to the Benefit Supplier with the same name as the Supplier hosting the Plan in the original org. Exporting and Importing copies the Benefit Plan as well as all associated Benefit Costs and Benefit Calculations. It does not copy Associated Benefit Options or attachments. Fairsail

163 Benefits Enhancements Creating Benefit Enrollment History 1. Open the Team Member's Employment Record to display the Employment Record Detail page. 2. Scroll down to the Benefit Enrollment History Related List. If the Related List is not displayed, add it to the Employment Record Detail page: a. Select Edit Layout at the top of the page. b. In the left panel, select Related Lists. c. In the list of Related Lists panel, select Benefit Enrollment History, drag and drop it into position on the page layout, typically below the Benefits Related List. Define the fields to display in the Related List: d. Select Properties e. In the list of Available Fields, select the fields you want to display and select Add to move them to the list of Selected Fields. Typically, in addition to the Benefit Enrollment number, include the fields displayed on the New Benefit Enrollment page: Enrollment Start Date Enrollment Close Date Benefit Set Effective Date Reason Enrollment Signed Date f. Select OK. g. On the Employment Layout page, select Save. Fairsail

164 Benefits Enhancements 3. Select New Benefit Enrollment. Fairsail displays the New Benefit Enrollment page: 4. Complete the fields as follows: Field Description Employment Mandatory. Defaults to the Employment Record for the Team Member hosting this Benefit Enrollment History record. Enrollment Start Date The date the Benefit Set is first offered to the Team Member. The Employment Record is automatically updated with the values set in the other fields on this page on the Enrollment Start Date. A past date results in an immediate update; a future date holds the update until that date is today. When Enrollment Start Date is today, the Benefit Calculation Daily Batch executes the update. Enrollment Close Date The date when benefit enrollment closes for this Team Member. The Team Member will not be able to enroll for benefits from this date. Benefit Set Effective Date Reason Enrollment Signed Date 5. Select: The name of the Benefit Set including the Benefit Option entitlement for this Team Member. The date used to calculate the benefit start date. Typically the date of the qualifying event. Picklist. The reason for the benefit enrollment, such as the start of the open period for Open Enrollment, a new hire, or the birth of a child. Select the picklist and choose the reason. The date the Team Member signed off the benefit enrollment as complete. o Save to save your changes and return to the Benefit Enrollment Detail page. o Save & New to save your changes and create another Benefit Enrollment. o Cancel to discard your changes. Saving your changes adds the Benefit Enrollment to the Benefit Enrollment History Related List as a new record. Fairsail

165 Benefits Enhancements Completing Benefit Enrollment Fields for Team Members The Employment Record for each Team Member includes a set of Benefit Enrollment fields. You must complete these fields so that Team Members have access to benefit enrollment through WX. To apply the same values to multiple Team Members - for annual open enrollment for example - use Mass Update on the Team Member Home page. This is the final step of the process to set up benefit enrollment. To edit an Employment Record for Benefit Enrollment: 1. Click the Team Members tab. 2. If the View shows current Employment Records for Team Members, click the Employment Record for the Team Member whose record you want to change. If the View just shows Team Member names, click Edit next to the name of the Team Member whose record you want to change, then click the Employment Record. 3. On the Employment Record Detail page, click Edit. Fairsail displays the Employment Record Edit page. 4. Scroll down to the Benefit Enrollment section. 5. Complete the fields as follows: Field Benefit Set Benefit Enrollment Close Date Benefit Enrollment Signed Date Post Employment Benefits Start Date Post Employment Benefits End Date Description The name of the Benefit Set that includes the Benefit Option entitlement for this Team Member. The date when benefit enrollment closes for this Team Member. The Team Member will not be able to enroll for benefits from this date. The date the Team Member signed off the benefit enrollment as complete. The date on which post employment benefits started or must start for the Team Member. This date may be determined by legislative requirements. The date on which post employment benefits cease for the Team Member. This date may be determined by legislative requirements. 6. Click Save. Fairsail

166 Benefits Enhancements Translation Workbench: Benefits Beneficiary Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Address 1 Formula (Text) Address 2 Formula (Text) Address 3 Formula (Text) Address City Formula (Text) Address Country Formula (Text) Address Postal Code Formula (Text) Address Region Formula (Text) Amount Benefit Currency (16,2) Beneficiary Address 1 Text (255) Beneficiary Address 2 Text (255) Beneficiary Address 3 Text (255) Beneficiary Address City Text (128) Beneficiary Address Country Text (128) Beneficiary Address Postal Code Text (16) Beneficiary Address Region Text (128) Beneficiary Date Of Birth Date Beneficiary Beneficiary End Date Date Beneficiary First Name Text (80) Beneficiary Middle Name Text (80) Beneficiary Phone Phone Beneficiary Social Security Number Text (32) Beneficiary Start Date Date Beneficiary Surname Text (80) Benefit Master-Detail (Benefit) Date Of Birth Formula (Date) Dependant Lookup (Dependant) Formula (Text) End Date Formula (Date) First Name Formula (Text) Gender Formula (Text) Middle Name Formula (Text) Fairsail

167 Beneficiary Object (HCM) Release Content Benefits Enhancements Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Percentage Benefit Percent (3,2) Phone Priority Social Security Number Start Date Surname Formula (Text) Picklist Formula (Text) Formula (Date) Formula (Text) Beneficiary Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Download Status Formula (Text) Benefit Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Effective Date Benefit Option Benefit Plan Benefit Plan Supplier Download Status Date Lookup (Benefit Option) Lookup (Benefit Plan) Formula (Text) Formula (Text) Benefit Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Checkbox CO2 Number (5,0) Code Text (32) Color Text (255) Cost Code Text (128) Coverage Description Text (255) Currency Lookup (Exchange Rate) Fairsail

168 Benefit Object (HCM) Currency Code Deduction Code Deduction End Date Deduction Start Date Release Content Benefits Enhancements Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Formula (Text) Picklist Deductions In Year Number (3,0) Effective Date Employee Deduction Currency (16,2) Employee Deduction In Year Employee Deduction In Year Reporting Date Date Date Formula (Currency) Formula (Currency) Employee Deduction Reporting Currency (16,2) Employer Contribution Code Picklist Employer Contribution Percentage Percent (3,4) Employer Cost Currency (16,2) Employer Cost Reporting Currency (16,2) Employment Record End Date End Date Entered Date Engine Size Number (5,0) Enrollment Status First Registered Date Fuel Master-Detail (Employment Record) Date Date Formula (Text) Date Picklist Group Number Text (64) Insurance End Date Insurance Start Date Last Currency Recalculation Date Date Date/Time Life Cover Currency (16,2) Life Cover (Additional) Currency (16,2) Linked Benefit Lookup (Benefit) Loan Amount Number (16,2) Loan Amount Reporting Number (16,2) Make Text (255) Maturity Date Date Model Text (255) Number Number (18,0) Percent Contribution Percent (3,4) Fairsail

169 Benefit Object (HCM) PHI Beneift Plan Policy Coverage Release Content Benefits Enhancements Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Checkbox Picklist Picklist Policy Number Text (64) Price Currency (16,2) Provider Reason Picklist Picklist Registration Number Text (16) Serial Number Text (255) Start Date Start Date Entered Date Team Member Trigger Currency Recalculation Type Use Salary Sacrifice Date Date Formula (Text) Checkbox Formula (Text) Checkbox Value Currency (16,2) Value Reporting Currency (16,2) Benefit Calculation Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Field Text (255) Benefit Plan Master-Detail (Benefit Plan) Default Text (255) Description Rich Text Area (32000) Display during Enrollment Checkbox HCM Expression Long Text Area (32768) HCM Field Text (255) HCM Object Picklist Order Number (5,0) Fairsail

170 Benefits Enhancements Benefit Comparison Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Master-Detail (Benefit Plan) Description Rich Text Area (32000) Order Number (5,0) Sub Plan Picklist Benefit Cost Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Master-Detail (Benefit Plan) Coverage Picklist Coverage Range Formula (Text) Employee Deduction Currency (12,6) Employer Cost Currency (12,6) Maximum Age Number (3,0) Minimum Age Number (3,0) Selector Value Text (255) Start Date Date Benefit Document Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Master-Detail (Benefit Plan) Description Rich Text Area (32000) Is Enrollment Checkbox Link URL (255) Order Number (5,0) Fairsail

171 Benefits Enhancements Benefit Enrollment Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Set Effective Date Employment Enrollment Close Date Enrollment Signed Date Enrollment Start Date Reason Lookup (Benefit Set) Date Master-Detail (Employment Record) Date Date Date Picklist Benefit Option Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Plan Master-Detail (Benefit Plan) Benefit Type Master-Detail (Benefit Type) Default Enrollment Checkbox Order Number (5,0) Benefit Plan Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Active Checkbox Active On Submit Checkbox Additional Fieldset Text (40) Age Determination Base Date Date Age Determination Method Picklist Age Determination Period Picklist Age Maximum Number (3,0) Age Minimum Number (3,0) Benefit Supplier Master-Detail (Benefit Supplier) Benefit Type Picklist Cap Currency (16,2) Fairsail

172 Benefit Plan Object (Payflow) Release Content Benefits Enhancements Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Cap Times Employee Amount Number (5,4) Cap Times Salary Number (5,4) Cost Effective Date Method Picklist Cost Per Currency (16,2) Cost Selector Calculation Cost Table Cover Base Date Cover Ending Cover Period Lookup (Benefit Calculation) Lookup (Benefit Plan) Date Picklist Picklist Cover Start Post Offset Days Number (5,0) Cover Start Post Offset Months Number (5,0) Cover Start Pre Offset Days Number (5,0) Cover Start Pre Offset Months Number (5,0) Cover Starting Picklist Deduction Code Text (80) Deduction Code With Salary Sacrifice Text (32) Deduction End Date Deduction Start Date Deduction Start Offset Days Number (5,0) Deduction Start Offset Months Number (5,0) Deductions Per Month Date Date Picklist Description Rich Text Area (32000) Eligibility Calculation Eligibility Value Text (255) Employer Contribution Code Text (80) Employer Contribution Code With Sal Sac End Date Lookup (Benefit Calculation) Text (80) Enrollment Instructions Rich Text Area (32000) Has Beneficiaries Has Life Cover Has Life Cover Additional Has Percentage Contribution Has Savings Plan Date Checkbox Checkbox Checkbox Checkbox Checkbox Hours Worked Minimum Number (3,2) Is Declined Checkbox Fairsail

173 Benefit Plan Object (Payflow) Life Cover Approval Method Matching Employer Contribution Multiple Maximum Additional Life Calculation Release Content Benefits Enhancements Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Picklist Number (3,4) Lookup (Benefit Calculation) Maximum Additional Life Cover Currency (16,2) Maximum Approved Life Calculation Lookup (Benefit Calculation) Maximum Approved Life Cover Currency (16,2) Maximum Child Age Number (2,0) Maximum Employer Percentage Contribution Number (3,4) Maximum Percentage Contribution Number (3,4) Policy Number Text (64) Prior Plan Savings Plan Enter Annual Amount Savings Plan Entry Method Service Determination Base Date Lookup (Benefit Plan) Checkbox Picklist Date Service Determination Method Picklist Service Determination Period Picklist Service Minimum Months Number (5,0) Start Date Start First of Month Date Checkbox Version Text (80) Website URL (255) Fairsail

174 Benefits Enhancements Benefit Set Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Closed Message Rich Text Area (32000) Continuous Enrollment Checkbox Description Rich Text Area (32000) End Date Date Instructions Rich Text Area (32000) Pay Base Date Date Pay Period Picklist Read Only After Close Date Checkbox Show Employer Coat Checkbox Start Date Date Submit Confirmation Message Long Text Area (32768) Benefit Supplier Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Description Rich Text Area (32000) Website URL (255) Fairsail

175 Benefits Enhancements Benefit Type Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Benefit Set Close On Daily Batch Continuous Enrollment Create Default On Benefit Set Assignment Create Default On Daily Batch Default To Previous Selection Master-Detail (Benefit Set) Checkbox Checkbox Checkbox Checkbox Checkbox Description Rich Text ARea (32000) Is Required Checkbox Order Number (5,0) Recalculate On Daily Batch Required Plan Visibility Checkbox Lookup (Benefit Plan) Picklist Fairsail

176 Benefits Enhancements Dependant Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Address 1 Formula (Text) Address 2 Formula (Text) Address 3 Formula (Text) Address City Formula (Text) Address Country Formula (Text) Address Postal Code Formula (Text) Address Region Formula (Text) Date of Birth Date Dependant Address 1 Text (255) Dependant Address 2 Text (255) Dependant Address 3 Text (255) Dependant Address City Text (128) Dependant Address Country Text (128) Dependant Address Postal Code Text (16) Dependant Address Region Text (128) Dependant Dependant Phone Phone Disabled Checkbox Formula (Text) First Name Text (80) Gender Picklist Middle Name Text (80) Phone Formula (Text) Relation Picklist Smoker Checkbox Social Security Number Text (32) Surname Text (80) Team Member Master-Detail (Team Member) Fairsail

177 Action Event Condition Field Syntax Checker Action Event Condition Field Syntax Checker You can define conditions that must be met before an Action Event is triggered, and each condition must be entered as a formula using the correct syntax. Mistakes made in the syntax now generate contextual error messages, preventing you from saving the Action Event until the syntax is corrected. Action Event Conditions: Valid Content If the supplied range of triggers for Action Events does not offer the right level of control for your needs, you can enter a formula in the Condition field when creating an Action Event. Choose from the range of supported functions and operators to create the formula. A syntax checker validates the formula when you select Save for the Action Event and returns an error message if it detects an invalid condition. Supported operators Operators must be used inline, for example: A and B or C A && B C A && B or C D <> E D!= E Operator Description Logical and AND && or OR = Equals. <>!= Use to link two or more operands that must all evaluate to the defined value for the condition to be met. Not case sensitive. Use to link two or more operands, any of which must evaluate to the defined value for the condition to be met. Not case sensitive. Not equal. > Greater than. < Less than. >= Greater than or equal to. <= Less than or equal to. Fairsail

178 Action Event Condition Field Syntax Checker Numerical + Plus. - Minus. * Multiply. / Divide. ^ Power. Supported functions Function Description and syntax Date and Time DATE Returns a day of the month as a number from 1 to 31 for a given date with year, month, and day values. DATE(year,month,day) Where: year is a four-digit year month is a two-digit month day is a two-digit day TODAY Returns the current day as a date data type. TODAY() Fairsail

179 Action Event Condition Field Syntax Checker Informational BLANKVALUE Determines if an expression is blank and returns a substitute expression if it is. If the expression has a value, returns the value of the expression. BLANKVALUE(expression, substitute_expression_if_blank) Where: expression is the expression you want evaluated substitute_expression_if_blank is the value you want to replace any blank values. EVAL Evaluates a string and if the string represents an expression, returns the value of the expression. EVAL(string) Where: string is the character string you want to evaluate. ISNULL Determines if an expression is null and returns TRUE if it is. If the expression contains a value, ISNULL returns FALSE. ISNULL(expression) Where: expression is the expression you want to evaluate. NULLVALUE Determines if an expression is null (blank) and returns a substitute expression if it is. If the expression is not blank, returns the value of the expression. NULLVALUE does not support text fields. Use BLANKVALUE in new formulas; BLANKVALUE has the same functionality as NULLVALUE but also supports text fields. NULLVALUE(expression, substitute_expression_if_null) Where: expression is the expression you want to evaluate substitute_expression_if_null is the value you want to replace any blank values. Fairsail

180 Action Event Condition Field Syntax Checker Logical IF Determines if expressions are true or false. Returns a given value if true and another value if false. IF(logical_test, value_if_true, value_if_false) Where: logical_test is the expression you want evaluated value_if_true is the value you want returned if the expression is true value_if_false is the value you want returned if the expression is false NOT Evaluates an expression and returns FALSE if the expression is TRUE and TRUE if the expression is FALSE. NOT(expression) Where: expression is the expression you want evaluated. Math MAX Returns the highest number from a list of numbers. MAX(number1,number2,...number_n) Where: number1, number2,...number_n are the the fields or expressions you want evaluating to retrieve the highest number. MIN Returns the lowest number from a list of numbers. MIN(number1, number2,...number_n) Where: number1, number2,...number_n are the fields or expressions you want evaluating to retrieve the lowest number. Fairsail

181 Action Event Condition Field Syntax Checker Text ESCAPE Converts a text value to include characters compatible with HTML markup. Replaces... With... & & < < > > ESCAPE(text_string) Where: text_string is the text you want to escape to HTML markup. ISPICKVAL REPLACE UNESCAPE Determines if the value of a picklist field is equal to a text literal you specify. ISPICKVAL(picklist_field, text_literal) Where: picklist_field is the merge field name for the picklist text_literal is the picklist value in quotes. text_literal cannot be a merge field or the result of a function. Replaces old text with new text, when old text is found in the specified source. REPLACE(text,old_text,new_text) Where: text is the field or expression you want to search for the text you want to replace. old_text is the string you want to find and replace. new_text is the text you want to use to replace old_text in text. Converts a string containing HTML markup into the text equivalent. Replaces... With... & & < < > > UNESCAPE(text_string) Where: text_string is the text you want to escape from HTML markup. Fairsail

182 Improved Time Zone Visibility for Talent Acquisition Improved Time Zone Visibility for Talent Acquisition Fairsail Talent Acquisition displays time zone information for interviews and assessment events: For Applications, viewed by the Recruiter or Recruit Administrator: The Date field includes the time zone description for the user creating the interview or assessment event, typically the same as the time zone for the event. Fairsail

183 Improved Time Zone Visibility for Talent Acquisition For Candidates, viewed through the Candidate Portal: The Candidate Portal displays the time and time zone for the event, using the time zone of the user who created the event, not the time zone of the Candidate Portal. Fairsail

184 Improved Time Zone Visibility for Talent Acquisition Setting the Candidate Portal Time Zone 1. Go to Setup > App Setup > Develop > Sites Fairsail displays the Sites page. 2. In the list of Sites, select the Site Label for the Site for which you want to set the time zone: Fairsail displays the Site Details page. 3. Select Public Access Settings: Fairsail displays the Profile Detail page for the Site Guest Profile. 4. Select View Users: Fairsail displays the Users page for the Profile. Fairsail

185 Improved Time Zone Visibility for Talent Acquisition 5. Select the Full Name for the Site Guest User: Fairsail displays the User Detail page. 6. Select Edit: Fairsail displays the User Edit page. 7. Scroll down to the Locale Settings section: 8. Use the Time Zone picklist to select the time zone where the Candidate Portal is to be used. 9. Select Save. Fairsail