TCS Talent Management Solution

Compensation Management User Manual Release

3.1
Platform Solutions www.tcsprocesscloud.com

TCS Internal and Confidential | Copyright 2014 Tata Consultancy Services Limited
1
 Contents

Compensation Planning Process

Roles
Define Period
Budgeting
Compensation Group
Eligibility
Increment matrix
Promotion Eligible employees
Salary Survey
Salary Planning
Bonus planning
Assign Templates
Generate Letters
Dashboard
Reports

2
Compensation Planning-Process

6. Salary and
1. Define Period Bonus planning 7. Assign
(under Administration) (under Salary and Templates (under
Bonus screens) Administration )

2. Assign &
5. Salary Survey
Allocate Budget (under Administration) 8. Generate Letters
(under Budget screen) (under Administration)

3. Create 4. Define Eligibility,

Compensation Increment and
Group (under Promotion rules
Administration) (under Administration)

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 Roles involved in Compensation management

Functionality Sub Functionality Comp Admin

Administrator Workbench Compensation Group Yes

Administrator Workbench Compensation Period Yes

Administrator Workbench Eligibility Yes

Administrator Workbench Increment Matrix Yes

Administrator Workbench Promotion employees Yes

Administrator Workbench Letter templates Yes

Administrator Workbench Generate letters Yes

Budgeting Assign budget Yes

Budgeting Allocate budget Yes

Budgeting Modify Budget Yes

Compensation planning Salary Planning Yes

Compensation planning Bonus Planning Yes

Reports & dashboards Dashboards Yes

Reports & Dashboards Reports Yes

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Compensation - Entry

5
 Login Page

Use the URL hhttps://apps900.tcsprocesscloud.in/HCMDEV/

Enter login
credentials

6
 Home Page

As the employee logs in the application, below home page will appear.

Click on
Compensatio
n
Click on Organization &
People

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Compensation - Budgeting

8
 Define Period (1/3)

The period for Budget and Compensation planning is defined here.

Click on
Administratio
n

Below are the budget periods in active status

Click here to create

new budget period

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 Define Period (2/3)

The components that will be displayed while defining a new period for budget are shown in the
following table:
Fields Description

Country Select from dropdown

Populated as per country selected (back-end

Currency Type
configuration)

Free text (can enter logical name for example (FY

Budget Period
2016-17)

From date
Select from calendar (for example 01.04.2016 and
31.03.2017 will be selected for doing planning for
To date period FY. 2016-17)

A snapshot of Create budget period to follow in next slide

10
Define period (3/3)

Click here to
submit budget
period

11
 Budget Assign Budget (1/6)

Budgeting is done to assign and allocate monetary amounts for compensation to a particular company,
department, division and section.

values come from Click to

periods already assign
defined in Define budget
Period screen under amount
administration

A snapshot after clicking on Continue button to follow in next slide

12
 Budget Assign Budget (2/6)

Comp admin On submit,

can save it will ask
budget as for approval
draft to use it
at later stage

A snapshot after clicking on Submit button to follow in next slide

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 Budget Assign Budget (3/6)

If comp admin click on YES, then budget will go for approval to higher authority and on clicking
NO , budget will be assigned directly.

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Budget Assign Budget (4/6)

To modify the budget, comp admin has to first search for all budgets which have been created in
Create Budget

Click here to
modify budget

Click here to
search for
budgets

A snapshot after clicking on Search button to follow in next slide

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Budget Assign Budget (5/6)

Comp admin
can select
budget which
is to be
modified

A snapshot after selecting the particular budget to follow in next slide

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Budget Assign Budget (6/6)

Comp admin can modify the Budget type, Budget Amount with appropriate comments and submit the
budget, after which it will ask for approval.
On clicking YES it will go for approval to higher authority and on clicking NO", it will be submitted
directly.

On submit, it
will ask for
approval

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 Budget - Allocate Budget (1/4)

Details available to Managers for employees who are

Comp admin has part
to search for the budgets
of their team which is to be allocated further to company, department,
division and section.

Click here
to allocate
budget

Click on
search

A snapshot after clicking on search button to follow in next slide

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Budget - Allocate Budget (2/4)

Comp admin can select particular budget out of approved budgets to allocate further to Company,
department, division and section

Step 1:
Select
budget to
allocate

A snapshot after selecting the particular budget to follow in next slide

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Budget - Allocate Budget (3/4)

Selected
budget

Step 3: Click on
continue to
allocate budget
after selecting
Step 2: From here, organization type
comp admin can
allocate budget to
company,
department, division
or section

A snapshot after clicking continue button to follow in next slide

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 Budget - Allocate Budget (4/4)

If comp admin selects department, division or section in organization type, then parent organization to
which that department, division or section belongs has to be filled to continue further.

On clicking
continue,
budget will
Values will come get allocated
from
organization
structure in OPM

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Compensation - Administration

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Process Flow

The following have to be defined under Administration prior to Salary and Bonus Planning .

Administration

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 Administration - Creating Compensation Group (1/2)

Compensation group is a logical grouping of the rules and guidelines to be defined for Salary and Bonus Planning. A unique
compensation group name which will be used for Salary Planning and Bonus Planning to be created. Eligibility, Increment Matrix
and Salary Surveys which will be subsequently configured for the compensation planning will be tagged to compensation group .

Click here to
submit the
compensation
group

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 Administration - Creating Compensation Group (2/2)

The components that will be displayed while creating the Compensation group are shown in the following
table:
Fields Description
Compensation Group Name Free Text(can enter logical name for example Compensation Group 2016)
Status o Draft: By default, the Comp Admin should keep the Compensation Group in
Draft, till all other rules and guidelines such as eligibility, increment matrix,
salary surveys are defined
o Released: Once all the rules and guidelines are defined and Compensation
planning is ready to be done, the comp admin changes the status to
released. Once it is in released status, the Compensation Group name will
appear in the drop down in Salary Planning screen for selection
Financial Year To be selected from drop-down. The values will be pre-populated based on
budget periods entered in Define Period setup mentioned above
Country To be selected from drop-down. The values will be pre-populated based on
budget periods entered in Define Period setup mentioned above
Budget Period To be selected from drop-down. The values will be pre-populated based on dates
selected in From Date and To Date in Define Period setup mentioned
above
Organisation Type Company, Department, Division and Section
Budget Category Dropdown list with values - Salary, Bonus, and Long term Incentives. To be
selected to tag with Compensation Group
Budget Type Dropdown list with values service increment, promotion increment, market
adjustment
Select Appraisal Period Appraisal Period to be selected as defined in Performance Appraisal Module and
which is to be included in salary and bonus planning
Calculation Months Will depend on organisation( it will affect the calculation of fields - annual salary
without market adjustment and market survey amount during salary planning)

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 Administration Eligibility (1/5)

Only those employees configured in this screen would be eligible for compensation and would appear in
:Salary Planning

Click on
submit

Values in above fields to be explained in next slide.

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 Administration Eligibility (2/5)

Employees eligible for compensation planning are configured as per the following parameters:

Job Level (values derived from OPM)

Job Grade (values derived from OPM)
Employee Category (values derived from OPM)
Work Time Status (values derived from OPM)
Performance Rating (values derived from Performance Appraisal Module)
Employee Status (values derived from OPM)
Earlier than Hire Date (employees who have joined after the date entered here will not appear in the salary
planning sheet)
Earlier than Separation Date (employees who have separated after the date entered here will not appear in
the salary planning sheet)

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 Administration Eligibility (3/5)

Important points:

Multiple eligibility criteria can be created for a Compensation group, however system will not allow to
create criteria with similar parameter values. For example: If for a compensation group, user has already
defined the criteria for Job Level M, the same Job Level cannot be used to define another set of eligibility
criteria for the same Compensation group.
Multiple selections of values for each parameters are allowed
Any one Compensation category will be allowed to be tagged to a Compensation group while defining
eligibility
Any employee not eligible as per the parameters defined above can be selected individually and included
in salary planning as an exception ( screenshot for this to follow in next slide)

28
 Administration Eligibility (4/5)

While defining the eligibility, there would be few employees not included for increments , those
employees can be viewed in a list on clicking this button and can be added as an exception.

This button is
to add
exceptional
employees

This button is
to view or edit
the eligibility
defined

Snapshots after clicking the view and exception buttons to follow in next slides

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Administration Eligibility (5/5)

On clicking view
button, following
fields will appear

This button is
to edit the
eligibility
defined

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 Administration Increment Matrix (1/4)

Performance based matrix can be defined for each compensation category and type along with
proration rules.

On clicking this, a
Click on continue
window will open to to go to next
add rounding rules
screen

Values in above fields to be explained in next slide.

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 Administration Increment Matrix (2/4)

Employees for defining the increment matrix are configured as per the following
parameters:

Employee Category (values derived from OPM)

Work Time Status (values derived from OPM)
Job Level (values derived from OPM)
Job Grade (values derived from OPM)
Performance Rating (values derived from Performance Appraisal Module)
Increase by (figure by which the salary is to be increased)
Increase Parameter (whether the figure mentioned above is amount or percentage)
Increase on (if the Increase Parameter is percentage, then the component on which
percentage to be calculated)
Round off (rounding off rule) (to follow in next slide)
Proration Proration rules, if any to be set for the increment amount (to follow in
next slide)

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 Administration Increment Matrix (3/4)

Comp admin can add rounding rules to round off the values of increment (percentage).

Click here to
submit the
rounding
rules

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 Administration Increment Matrix (4/4)

Proration factor: Comp admin can set the proration rules here , if any for increment amount . It
can be events or completion of a defined tenure of service.

Calendar Setting: Comp Admin can select the calendar date up to which the above proration
rule needs to be applied. For example: If the employee completes the defined tenure of service
on 12th of the month, then would that month be included or excluded for increment calculation.

Click here to
submit the
increment
matrix

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 Administration Promotion eligibility

Employees eligible for promotion will be pulled from the Performance Appraisal Module. These
employees pulled form Performance Appraisal Module will get tagged to a defined Compensation group
for including the employees in the salary planning sheet

Click here to
import employees
from performance
appraisal module

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 Administration Salary Survey (1/11)

Various Market surveys can be maintained in the system to benchmark employees salary with
that of the Market during the Salary planning process. The pre-requisite is that the company
has already done the job evaluation with the consultant and tagged the jobs with the Analysts
level.
The system will have the ability to store the survey.

The market survey is uploaded as per the following steps:

1. Add Market Analyst

A unique name of the analyst is to be added. The compensation group can be tagged along
with it or at a later date.

Validations for adding market analyst :

. The analyst name should be unique.

. Multiple compensation groups can be tagged to one analyst
. A compensation group cannot be tagged to more than one analyst.

A snapshot for adding Market analyst to follow in next slide

36
 Administration Salary Survey (2/11)

Click here to edit

the compensation
group tagged Click here to
with market delete the
analyst market analyst
added

A snapshot after clicking Create Market Analyst to

follow in next slide
37
Administration Salary Survey (3/11)

Step 2: Enter
Step 1:
the Step 3: Click
Enter the
compensation here to
market
group submit
analyst

38
 Administration Salary Survey (4/11)

2. Match Jobs:

The jobs identified for Market survey within the company are to be matched with the analysts
job name or job level.

Validations for matching jobs:

Analyst job level can be matched with multiple job level or job name of organization.
One job level or job name cannot be tagged to more than one analysts level.

A snapshot for matching the jobs to follow in next

slide

39
 Administration Salary Survey (5/11)

Step 1:
Click here
to match
job levels

Step 3: This row

Step 2: This would contain the
row would job levels or names
contain the job within the
levels specified organization
in market matching with
analysts data analysts job level

Step 4:
Click here Click here to
to add submit the
more levels
levels entered

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 Administration Salary Survey (6/11)

3. Pay Type:

Pay type such as Total Fixed Pay, Total Cash Compensation and Total Variable Pay to be
added.

Validations for adding pay type:

Pay type should not be entered in digits.

Duplicate entries of pay types are not allowed.

A snapshot for adding the Pay types to follow in next

slide

41
 Administration Salary Survey (7/11)

Step 1:
Click here to
view / edit
the pay
types
entered

Click here to
Step 2: Comp delete pay
admin will enter type
the pay type
Click here
which is to be
to add
benchmarked
more pay
types

Step 4: Click
here to
submit the
pay types
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entered
 Administration Salary Survey (8/11)

4. Percentile:

There are percentiles at which companies want to compare their salary with the market. For
example 25th, 50th, 65th, 75th, 90th percentiles are generally used by companies to know their
ranks in the market..

Validations for adding percentile:

Pay type should be entered only in digits.

Same percentile should not be entered again.

A snapshot for adding the Percentile to follow in next

slide

43
 Administration Salary Survey (9/11)

Step 1: Click here

to enter the
percentiles for
market analyst

Click here
to view the
percentiles
Step 2: added
Applicable Click here
percentiles to add
to be more
added percentiles

Step 3: Click
here to
submit
percentiles
added

44
 Administration Salary Survey (10/11)

5. Amount:

This tab enables the user to upload the amount in an excel template which is formed by the
system based on the jobs, pay types and percentiles defined above. The user downloads the
template from TCS Talent Management Solution compensation module and uploads it into
the system after entering the amounts.

These amounts will be reflected in Market Survey Amount field in salary planning screen
against each employee based on the job level / job name the employee is assigned to, thus
helping the user to benchmark individual employees salary

A snapshot for Amount to follow in next slide

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Administration Salary Survey (11/11)

Amount After performing all steps required to store the Salary

survey, the excel template after download, will look like
this:

46
Compensation Salary Planning

47
 Salary planning (1/8)

Annual Salary planning screen wherein compensation planning (including service increment, promotion
increment, market adjustments, compensation benchmarking) is done for each individual employee.

A snapshot after clicking continue to follow in next slide

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 Salary Planning (2/8)

Budget details for

particular Budget
type are
displayed.
Amounts change
as salary
adjustments are
done

Employee
details( employ
ee code, name,
etc.) will come
from OPM)

Since its a long sheet, it has been captured in parts and displayed

49
Salary Planning (3/8)

Promotion data will be

Increment( %age/
displayed here for employees.
amount) will come from
This can be directly integrated
the increment matrix
with PMS module. The
defined in administration
Increment amount would be
screen with an option to
defined in Administration
edit here as well
50 screen
Salary Planning (4/8)

Auto calculated fields

51
Salary Planning (5/8)

Market
adjustment/correcti Market Adjustments
on will be come can be done either
from Salary Survey by %age or Amount
stored in
Administration
screen.

Market index is
calculated to
compare the
salary(after
increments) with the
market payout.

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Salary Planning (6/8)

Final figures
calculated after all
increments and
adjustments
53
 Salary Planning (7/8)

Important Points:

Salary Planning will be done by Comp Admin

A period for compensation needs to be defined by the Comp Admin under Administration
Define Period.
Employees to be included in Salary Planning to be defined under Administration -
Eligibility by the Comp Admin based on certain parameters and rules for a certain
Compensation Category Salary.
Performance based increments can be pre-defined by the Comp Admin under
Administration Increment Matrix either via assigning a percentage or amount in the
Increment Matrix screen based on the certain parameters and rules.
Employees eligible for promotion will be pulled from Performance Appraisal Module table
by Comp Admin under Administration - Promotion eligible employees.
The percentage and amount fields for Service Increment, Promotion Increment and
Market Adjustment will be editable during Salary Planning.
If the utilized amount exceeds the allocated budget, the user will not be allowed to
submit salary planning.

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 Salary Planning (8/8)

Important Points (continued) :

Budgets associated with Salary Planning will get utilized for service increment, promotion
increment and market adjustments and the revised budget amounts will get reflected
during salary planning.

Comp Admin is allowed to store multiple market analysts surveys under the
Administration - Salary Survey. However, only one survey can be associated with Salary
Planning at any given period.

Comments field will be provided against each employee.

Once the Salary Planning sheet is saved, any change in the administration screen with
respect to the particular compensation group will not be reflected. If comp admin creates
a compensation group in administration screen, according to which salary planning is
executed and saved, then changes made in that compensation group will not be visible in
salary planning screen again.
.

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Compensation Bonus Planning

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 Bonus Planning

Important Points :

Bonus Planning will be done by Comp Admin

A period for compensation needs to be defined by the Comp Admin under Administration
- Define Period.
Employees to be included in Bonus Planning to be defined under Administration -
Eligibility by the Comp Admin based on certain parameters and rules for Compensation
Category Bonus .
Performance based increments can be pre-defined by the Comp Admin under
Administration - Increment Matrix either via assigning a percentage or amount in the
Increment Matrix screen based on the certain parameters and rules.
The percentage and amount fields for Variable Bonus Current Year will be editable
during Bonus Planning.
If the utilized amount exceeds the allocated budget, the user will not be allowed to
submit bonus planning
Comments field will be provided against each employee
Once the Bonus Planning sheet is saved, any change in the administration screen with
respect to the particular compensation group will not be reflected
.

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Compensation Template Assignment

58
 Assign templates

System has the ability to define compensation templates for different employee categories
and also the ability to configure the letter templates.

Step 2:
Click here
to upload
template

Click here
to delete
template

Step 1:
Click here
Click here
to assign Click here to to download
Click here
preview PDF
templates to
template download
template

59
Compensation Letter Generation

60
 Generate Letters

The letters will be generated as per the templates provided . The templates will be stored
by Comp Admin under Administration Assign Templates.

Important Points:

The letters will be generated by the Comp Admin once the Salary and Bonus planning is
submitted and approved
Letters can be generated and downloaded by the Comp. Admin
They will then be distributed to employees via email.

61
Generate Letters

Step 3:
Click here to Step 2:
select Click here to
employee search for
employees

Step 1:
Click here
to Step 4:
generate Select letter Step 5: Click
letters type from here to
here generate
letters for
employees

62
Compensation - Dashboards

63
 Dashboards (1/2)

1. Budget Analysis

Click here to
view
dashboards

Click here to
This shows
apply the
the Budget
desired
analysis on
results
yearly basis

64
 Dashboards (Continued)

2. Compensation analysis:

a) Compensation Trend

Click here to view the

compensation analysis

This shows
the
Compensatio
n trend on
yearly basis

Other two compensation analysis dashboards to follow in next slides

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 Dashboards (2/2)

b). Compensation Allocation c). High Performer Allocation

This shows the

This shows the
compensation
compensation
allocation with
allocation with
respect to the high
respect to the
performers and
compensation
others
type

66
Compensation - Reports

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 Reports (1/3)

The reports that will be available for Compensation Management are shown in the following
table:
Sr. Name of Description Input/Selection Output Fields
No. Report Fields
1 Compensation This report gives Financial Year Organisation Name
Budget report the detailed status Country Organisation Type
of the budget Budget Period Allocated Amount
allocated to the Company Utilized Amount
company and Budget Category Unutilized Amount
Organisation units. Budget Type Status

2 Compensation This report shows Compensation Headcount(of employees

Synopsis report the complete detail Group name in job level)
of the Budget Category Total SI ($)
Compensation in Job Level Total SI (%)
terms of Job levels Total PI($)
present in the Total PI (%)
company. Total MA($)
Total MA (%)
Total Increment($)
Total Increment (%)

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 Reports Compensation Budget (2/3)

This report gives the detailed status of the budget allocated to the company and Organisation
units

Click here
to export
the report
in excel file
Click here to
submit the
above fields to
generate
report

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 Reports Compensation Synopsis (3/3)

This report shows the complete detail of the Compensation in terms of Job levels present in the
company.

Click here to
export the
Click here to report in
submit the excel file
above fields
to generate
the report

70
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