CAREER MANAGER, CAREER MANAGER SENIOR LEADER, VP OR PARTNER, HR TALENT CONSULTANT AND EXCEPTION APPROVER

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1 CAREER MANAGER, CAREER MANAGER SENIOR LEADER, VP OR PARTNER, HR TALENT CONSULTANT AND EXCEPTION APPROVER SALARY PLANNING (PROPOSE AND APPROVE MERIT, MSA, MERIT LUMP SUM INCREASES) Career managers with compensation responsibility (Senior Associate, Chief Engineer/ Scientist/ Technologist/Technical Specialist level or higher), HR Talent Consultants, and Exception Approvers use this job aid for guidance during the Salary Planning process to propose and approve Merit Increases for employees (i.e., Merit, Market Salary Adjustment/MSA, and/or Merit Lump Sum increases). Depending on their level of responsibility, a career manager may perform multiple manager roles during salary planning (e.g. propose increases as well as approve increases). Below is the propose and approval flow for the salary planning process. Propose Merit Career Manager (Levels SA, Chief E/T/S/TS and above) Approve Merit Management Approval Chain Approve Merit HR Talent Consultant Approve Merit Exception & Senior Staff Approver (CSO/ISO/ESG Partner level) Click the role you are being asked to perform in the salary planning process to be moved to the appropriate section of this Job Aid. To view instructions on using the Compensation Dashboards, click the link below. Initiating Career Manager (Sr. Associate, Chief Engineer/ Scientist/ Technologist/ Technical Specialist or higher level) Approver (Career Manager Senior Leader, VP or Partner, HR Talent Consultant and Exception and Senior Staff Approver (ESSA)) Compensation Dashboards 1

2 INITIATING CAREER MANAGER ROLE INITIATE AND PROPOSE MERIT INCREASE 1. Once the salary planning process has been launched, managers with salary planning responsibility receive an Outlook notification and Workday Inbox Action (titled Propose Merit) DATA IS ILLUSTRATIVE NOTES: Compensation career managers receive just one Workday Inbox Action titled Propose Merit Action to use for all US based employees. If you are a MENA compensation manager with employees in the International Cohort, you will receive an Outlook notification and a Workday inbox action titled Propose Merit: Cohort. 2. Click Propose to enter the proposed increases for your individual employees. If you have multiple supervisory organizations, you also have the option to Propose increases for all your employees at the same time by clicking Propose All. 2

3 3. Review and input information on the Propose Awards: Merit page. Scroll down and across the entire Merit grid to make sure that all required fields are completed. The amount of the increase will be automatically deducted from the Remaining Merit Pool and/or the Remaining Additional Adjustment Pool. If the Remaining Merit Pool and the Remaining Additional Adjustment Pool stay green, you are at or below your budget. If the figures turn red, you are above the budget. NOTES: Remaining Merit Pool refers to the merit budget and is managed at the account level Remaining Additional Adjustment is the MSA budget. These adjustments were previously managed at the firm level, but are now at the account level. This means that teams need to manage their MSA within this budget. DATA IS ILLUSTRATIVE NOTE: The Autofill option above the Merit grid takes the merit target and autofills it for everyone in the supervisory organization. On the right of the Merit grid is the Smart Panel. This panel shows information specific to the employee that you have highlighted for review. In this box, the Merit Target Range (Merit Increase Guidelines) will auto-populate. If the compensation ranges reflect as zero, the employee for which you are proposing a merit increase has recently transferred and the manager receiving the action does not yet have full access rights to the employee s data. Contact your HR Talent Consultant for further guidance. NOTES: Smart Panel 3

4 If you go over the Merit Target Range, you need to add a merit justification You can propose a Merit and MSA increase together OR Lump Sum increase and MSA together. You should not propose Lump Sum with a Merit Increase or MSA. All Lump Sum Increases and MSAs require justification. Lump Sum Increases over 2% and MSAs over 7% are considered exceptions and require detailed justifications. In the Merit grid, a Comp-Ratio of 1 means you are at the midpoint. The Total Increase Amount and the Total Increase % capture merit and MSA. Bonus rank information, if applicable to your employee, is calibrated and is not editable. 4. Once you have entered all necessary fields on the proposal page, click Continue to move to the Summary Merit page 5. Review the information on the Organization Summary Merit page. Click Propose if you need to go back and make edits. Click Submit if the information is correct and you will move to the page that shows a summary of the proposed increases and lump sums by supervisory organization. DATA IS ILLUSTRATIVE 6. Review the information on the Finalize Compensation Review Merit page. Add any comments necessary. Once you have reviewed the information to confirm that it is correct and added comments if needed, click Submit. If you are not ready to submit, click Save for Later. 4

5 DATA IS ILLUSTRATIVE NOTES: This summary page will show a summary of the proposed increases by employee and then takes you to the Details and Process page If you select Save for Later, the Merit Action remains in your Workday Inbox as an Action until you Submit your merit plan. Once submitted, if you d like to review your submission, you may access it by clicking the Archive tab of your Inbox. If you used Propose All to recommend increases for your employees, you will see a Submit All button vs. Submit. On the next screen, you will be asked to Finalize Compensation Review for Multiple Organization by clicking OK or Cancel. If you click Cancel, the Action remains in your Inbox. 7. Review the Details and Process page. The Details tab shows an overview of the Merit Increase proposal, including Assigned To, which shows the next person in the process. The Process tab shows the overall process flow. Once you have confirmed that this information is correct, click Done. The process workflow will then move to your Inbox Archive. 5

6 DATA IS ILLUSTRATIVE NOTE: The Archive updates automatically to reflect the current workflow status during the entire process. Up Next: The Approve Merit Process begins NOTE: If a Senior Associate, Chief Engineer/Scientist/Technologist/Technical Specialist initiates the merit process, the next manager will review and approve. If a level above Sr. Associate, Chief Engineer/Scientist/Technologist/Technical Specialist initiates the merit process, the process moves to the appropriate senior manager for review and approval based on your supervisory organization hierarchy. APPROVER ROLE APPROVE MERIT PROCESS Approvers (Career Manager Senior Leaders, VPs and Partners, HR Talent Consultant and Exception and Senior Staff Approver (ESSA)) within the salary planning process receive an Outlook notification and Workday Inbox Action (titled Approve Merit: Merit Action) You have two options to review and approve the approved salary actions: 1. Compensation Review Analytics and Approval View lets you approve the salary plan at the supervisory level without reviewing individual employee increases 2. Review Employee Awards View lets you approve the salary plan once you have reviewed the individual employee increases for a supervisory organization 6

7 DATA IS ILLUSTRATIVE Embedded Analytics NOTES: You receive one Inbox Action for approve merit even if you are approving merit for multiple supervisory organizations. If you are a MENA compensation approver with employees in the International Cohort, you receive an Outlook notification and a Workday inbox action titled Propose Merit: Cohort. When you click on the Action, a window appears reflecting embedded analytics that are linked to the bar graph icon at the top right of the screen that show the following by supervisory organization. Remaining Merit Pool refers to the merit budget and is managed at the account level Remaining Additional Adjustment is the MSA budget. These adjustments were previously managed at the firm level, but are now at the account level. This means that teams need to manage their MSA within this budget OPTION 1: COMPENSATION REVIEW ANALYTICS & APPROVAL 1. Scroll down in the Inbox Action to the % of Pool Summary table to find the supervisory organizations awaiting approval 7

8 DATA IS ILLUSTRATIVE NOTE: Under the Ready for Approval column, if the supervisory organization says Yes, it is ready for your review and approval. If it says Partially, the full supervisory organization is not ready for approval some have been submitted and ready for approval, but not all. You may approve the supervisory organizations within the full supervisory organization that are ready for approval. If it says No, no one in the supervisory organization has been submitted or approved. NOTE: A Red Diamond icon place that team over budget. in the supervisory organization row means that the proposed actions 2. You may approve all supervisory organizations noted with a Yes in the Ready for Approval column without reviewing the grid detail that shows the individual employee increases. 3. Click Approve, and all supervisory organizations noted by Yes in ready for Approval will move to the Finalize Compensation Review for Multiple Organizations page where you can add a comment, if applicable. NOTE: Subordinate supervisory organizations that are ready for approval within the full Supervisory Organization noted as Partially will also move to the Approval stage when you click Approve 4. Once ready to submit, click OK and then click Done 8

9 DATA IS ILLUSTRATIVE See next page for Option 2 Review Employee Awards View that lets you approve the salary plan once you have reviewed the individual employee increases for a supervisory organization OPTION 2: REVIEW EMPLOYEE AWARDS VIEW 1. Scroll down in the Inbox Action to the % of Pool Summary table to find the supervisory organizations awaiting approval DATA IS ILLUSTRATIVE 9

10 2. Scroll down in the Inbox Action to the % of Pool Summary table to find the supervisory organizations awaiting approval NOTE: Under the Ready for Approval column, if the supervisory organization says Yes, it is ready for your review and approval. If it says Partially, the full supervisory organization is not ready for approval some have been submitted and ready for approval, but not all. You may approve the supervisory organizations within the full supervisory organization that are ready for approval. If it says No, no one in the supervisory organization has been submitted or approved. 3. Click on the Square or Arrow icon next to the supervisory organization you would like to review NOTE: The Square icon takes you directly to a page where you can view the proposed actions at the employee level. The Arrow icon in the first column indicates that there is more than one supervisory organization under that person. The Arrow icon will take you to a page where you can view all supervisory organizations. From this page, clicking on the Square icon next to any of those supervisory organizations will show you the proposed actions at the employee level. DATA IS ILLUSTRATIVE To edit comments at the employee level 10

11 Review the individual employees information, add comments, and edit details as necessary. Scroll down and across the entire Merit grid to be sure all required fields are completed for all employees. Click Approve or Send Back. Click Done after you Approve. NOTE: If you choose to Send Back the proposed merit action for an employee, you must add a reason otherwise you receive an error/alert message. You can send back the action to any of the managers that have been in the approval process to this point (i.e., proposing career manager or senior career managers who have reviewed). The action for the entire supervisory organization will be sent back, so the approver must include which employee the manager needs to update in the reason text box. The manager receiving the Send Back Action will receive an Action titled Propose Merit or Approve Merit, depending on who receives the send back action. Once the merit process gets fully approved, the proposing manager has access to view it in the employee record. Upon approval, the merit increase approval process routes to Compensation Administrator for additional review. COMPENSATION DASHBOARDS OVERVIEWS With your access to Salary Planning, you also have access to a manager Salary Planning Dashboard designed to provide reporting insight into key salary planning business processes. You can access Dashboards by navigating to the Home screen and clicking he Dashboards worklet. There are various Dashboards that Managers and Human Resources professionals can access depending on their level of security within Workday. Dashboards that are applicable to Merit Increases are: 1. Managers o Manager Salary Planning Dashboard 2. Human Resources o HR Salary Planning Dashboard- People Services o HR Salary Planning Dashboard NOTE: Only HR professionals who support the People Services team will have access to the HR Salary Planning Dashboard People Services Upon clicking the Dashboard title, you will see various graphical reports that show relevant data. The Dashboard consists of the following reports based on your security: Merit and MSA Spend Analysis: Illustrates the Merit and MSA spend against the salary budget 11

12 Promotion Spend Analysis: Provides insight into promotion spend that has occurred throughout a specified date range Advancement Step: Tracks changes to Advancement Steps for employees aligned to the Engineering & Science Professional Job Family Group and the Engineering Technical Support Job Family Group Compensation Analysis: Provides the Compa ratio by Supervisory Organization and Subordinates (Compa ratio reflects salary position against the salary range midpoint) HR Reports Promotion Nomination: Employees who are nominated for promotion via the Promotion Nomination form within a specified date range Change Job for Promotion: Employees promoted via the Job Change - Promotion action within a specified date range Navigating the Dashboards The top section of the screen shows the dashboard name and describes what the dashboard includes. You can click on View More to get further insight on the content of the dashboard. Clicking the Gear icon in top right of the blue section, will produce a list of different reports that are available within the Dashboard. Within the Dashboard is a Custom Reports section that will show you a list of Custom Reports that you can run by clicking on the report name NOTE: Running the Custom Report takes you out of the Dashboard. To return to the Dashboard click on the home button, back button or Workday logo. Each report has a Gear icon that you may use to refine your search. Click the Gear icon and select Edit Settings. The Edit Settings function will enable you to filter the analysis by Supervisory Organization, Group, Account Group, FSO, IMT and Cluster. Filter by Cluster by selecting All Organizations by Type > Location Hierarchy > All BAH Clusters. 12

13 When using the Supervisory Organization filter, you may need to enter the organization name or partial name for the field to populate. To include Subordinate Organizations within the selected Supervisory Organization, check the Include Subordinate Organizations box. NOTE: If you receive an error message, the report load has timed out and you will need to use Edit Settings to further filter your request. NOTE: Filters applied to the reports will remain until changed. You can either manually change or select Restore Default Settings to change the saved filters. The Gear icon also allows you to export results to Excel and PDF, by clicking on the available options. The data in the report is summarized in either charts or tables; you can click on the data to drill down to employee level information. View By option allows you to display the data in different views. View Details provides the employee level data for that metric. The chart icon next to the Gear will allow you to manipulate the layout of the report where applicable. 13