Merit & Bonus Campaign Readiness check list for Workday Advanced Compensation. Merit Cycle Compensation Teams support

1. ClouDevOps
Workday Support, HR Transformation & Cloud Advisory Professionals Services
Workday Advanced
Compensation
1

2. 2
Agenda
Compensation Review Process Overview
Risks and Mitigations
Before, during & after launch to do’s
Lessons Learned
Compensation Campaign Support Structure
Communication Considerations

3. 3
PRIOR TO LAUNCH
Plan Assignment Review / Rollout
Budget and performance factors review
Merit campaign scope and output
Adjust Business Process and Dashboard
Maintain Currency conversion
Adjustment to existing reports / create new
reports
DURING CAMPAIGN
Manage special situation (Leave)
Merit statements/Parallel event setup
Freeze transactions
Manager Support
Monitor campaign progress
Access Support roles
AT LAUNCH
Configure population to include
Align / Train users
Load Data (Scorecards, Performance
review)
CLOSING CAMPAIGN
Pull forward and finalize
Communicate results
Issue merit statement
Update check list next campaign
Overview – Compensation Review process

4. 4
1
3
2
1st time running the merit campaign after the initial deployment.
Risk: missing dashboards for process monitoring and missing reports
Mitigation: Configure standard dashboards for customers
Workday Compensation data is not integrated with local payroll.
Risk: Workday Compensation data might not be 100% updated.
Mitigation: Data validation and outbound integration in Workday
Comp & Ben Subject Matter expert has changed since last campaign.
Risk: Little knowledge on way of working and issue
troubleshooting/Repeating mistakes despite lessons learnt from previous
campaign
Mitigation: Mock runs and end to end testing before actual campaign.
Sample Risk and Mitigation

5. Decisions Before Campaign
Bonus Stock Process
• Plan Configuration /
Changes to existing
configuration
• Rounding rules
• Waiting period
• Proration rules
• Inclusion / Exclusion of
population based on
plan assignments
• Profile target changes
Merit
• Plan Configuration /
Changes to existing
configuration
• Rounding rules
• Waiting period
• Proration rules
• Inclusion / Exclusion of
population based on
plan assignments
• Profile target changes
• Performance factors
• Scorecard changes
• Matrix related configs
• Plan Configuration /
Changes to existing
configuration
• Rounding rules
• Waiting period
• Proration rules
• Inclusion / Exclusion of
population based on
plan assignments
• Profile target changes
• Vesting Schedules
• Expiration rules
• Grant options
• Shared participation
configuration
• Grid Config changes
• Participation rule sets
for parallel and
termination events
• Validation rules inside
the process
• Compensation review
statements
• Process Reviewers and
Approvers
5

6. Prior to Process
Launch
Award Exception
• Are there any
exceptions to the
effective date of
the Award? If so,
for whom?
• Inclusion of
historical fields
(Last year
increase)
• Calculated field
updates
• Lump sums
• Additional
adjustments
• Promotions
Perform mock runs
in sandbox few
weeks before actual
launch
• Tranches Percent
• Deferred Bonus
payments
calculations
Performance review
impacts on compensation
review process
• Score card results
• Employee Review
Ratings
• Statutory
minimum Percent
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7. Launching the Process
Step 1: Initiation
Initiate the compensation review process by selecting correct process dates
Ensure appropriate grids are selected and correct plans are included in the process
Compensation review options to include participation rule sets
Stage 2: Manage Impacted Employees
Send out notification to awaiting person inbox
Cancel selected events
Step 3: Configure Pool
Manage Pool Controls(Holdback/overage/remaining pool display)
Choose Lumpsum/promotion/additional adjustment pool
Distribute pool amount
Step 4: Launch and Review
Launch the process and track the progress of process using reports
Include or exclude employees in the process
Finalize the process and complete process review
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8. During Campaign
Compensation Admin
• End to end Process
management
• Pull forward and finalize
• Release merit statement
Managers
• Receive inbox item
• Provide appropriate merit
increase
• Submit the process
Manager’s Manager
• Provide appropriate merit
increase for their team
• Process bottom level sup orgs
• Approve/ Send back / Deny
bottom level award proposal
• Complete on behalf of for
orgs below
• Submit the process for next
level approval.
HR Partner / Comp partner
• Review the process
• Modify the awards if required
• Communicate with managers
on reward related queries
• Update or follow up on award
changes
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9. Closing Campaign
Communication
of outcomes /
Issue merit
statements
Monitor Payroll
Integration for one
time payment /
increase updates
Promotions
including job
change to be
successfully
completed
Document
checklist for
next Campaign
• Deferral bonus to be paid
at appropriate timelines.
• Convert stock grant to
shares.
• Stock grant for board
approval.
• Future Payment plans &
True up Process.
Monitor items
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10. 10
Lessons Learned
X
Complex configuration
(Deferred stock/
progressive calculation/
Tranches) leading to
loading the results instead
of finalizing the process.
Fix: Create new bonus
plan that pays out a
portion of total bonus as
cash and remaining as
stock based on
progressive calculation.
Organization with same
level leading to infinity
loop resulting in inability
to finalize the process.
Fix: Creating dummy
top sup org with comp
admin as manager will
enable the orgs with
same level to submit the
process.
01 02

11. 11
Compensation Campaign Support Structure
Partner
Company
(i.e..
ClouDevOps)
Compensation Consultant
Reporting Consultant
Integration Consultant
PM & Test Manager
Client
Company
(Workday
Customer)
HRIS Team
HR Partners
Compensation SME’s
1st Line Managers

12. 12
Communication Considerations
Inform in advance
your managers and/or
HR partners regarding
the upcoming
campaign.
Like this, they will
have time for
questions and other
arrangements.
During the process,
send out
mail/notification to
awaiting person’s
inbox to complete
any in-progress
transactions that
impacts employee's
compensation review
process.
Trigger Workday
notification to
required roles when
the process is
initiated.

13. Thank you!
13
Contacts
Frédéric Rousseaux
Sales Managing Director
+ 32 477 678 361
frederic.rousseaux@cloudevops.eu