Compensation Management: Phase 2 - Refreshing Employee Data

This article focuses on refreshing employee data within the Compensation Management cycle. While this step can be performed independently, it typically follows the preparation and archiving phase to ensure data continuity. 

In this stage, administrators prepare and verify the employee census file, upload current information, and manage inactivations to ensure that hierarchy, eligibility, and compensation data are fully up to date.

In This Article:
Preparing Employee Files
Inactivating Prior Cycle Records
Verifying and Uploading New Data
Error Handling
Finalize and Review
Additional Resources

Refreshing Data

Preparing Employee Files

Before beginning the refresh, admins should prepare accurate, up-to-date employee data files.

1. Export Data from HRIS or Payroll System
   • Include fields such as Employee ID, Name, Manager ID, Department, Eligibility, and Status.
   • Format should align with the current import template structure.
2. Download Import Template
   • Navigate to: Sys Admin > QuickStart Setup > Select Import Data from the sidebar
   • Select the template (typically Employee Data Import)
   • Download the Current Template File

   

3. Paste New Data Into Template
   • Open the template in Excel or similar
   • Paste data using "Values Only" to remove formatting and formulas
   • Ensure all required columns are present and aligned
   • Avoid extra rows or unused cells at the bottom of the file
4. Uploading Employee File
   • Click Select File and choose your Excel (.xlsx) file.
   • Click Add/Update to upload it to the system.
   • Note: CSV files may be selected but will not populate data

Best Practice

Even if you've worked with the file before, always start fresh from the latest template to avoid format or formula issues.

Verifying and Uploading New Data

Once prior data is cleared and the new file is ready, it can be uploaded into the system.

1. Go to: Sys Admin > QuickStart Setup > Import Data
   • Select the import template (e.g., Employee Data Upload)
   • Click Select File
   • Select Add/Update

   • Choose and upload the new file. You may drag and drop if desired

     

2. Click Verify to validate the file before changes are applied

   

Error Handling

• The system will flag rows with missing or invalid values (e.g., eligibility codes, department names)
• Click Export Errors to download and fix the file
• Re-upload and verify again until errors are resolved

Inactivating Prior Cycle Records

To prevent legacy data from carrying over, all prior employee records should be marked as inactive. Follow these steps to inactivate prior cycle records:

1. Navigate to: Sys Admin > Mass Update to Employee Data
2. Search and select TC_Status
3. Set values:
   • Old Value = Active
   • New Value = Inactive
   • Check the box to exclude self from the mass edit
4. Click Mass Update

Finalizing and Review

Now you can upload your employee data file.

1. Go to: Sys Admin > QuickStart Setup > Import Data
2. Select the import template (e.g., Employee Data Import)
3. Select Add/Update
4. Choose and upload the new file
5. Click Verify to validate the file before changes are applied.
6. Click Apply Changes to finalize the upload.
7. Navigate to: Employee Admin > Edit Employee to confirm updates
   • Check reporting structures
   • Review eligibility fields and department settings
8. Update individual records as needed

Note

The new hierarchy should now be visible on the planning screen. If not, re-check the uploaded file for manager IDs and run the import again.

Refreshing Employee Data F.A.Q.

Why do I need to refresh employee data?

Refreshing data ensures the compensation planning tool reflects current headcount, reporting lines, and eligibility values. Without it, outdated or terminated employee data may carry over into the new cycle, leading to planning errors or misalignment.

How far in advance should employee data be refreshed?

Best practice is to refresh employee data at least 10–14 business days before launching a compensation cycle. This allows time to resolve any data errors and confirm reporting structures.

What if I need to correct only a few employees after importing?

You can make one-off updates using the Edit Employee page under Employee Admin. There’s no need to re-upload the entire file unless you are correcting many records at once.

Do I need to re-upload performance ratings with employee data?

No. Performance ratings can be uploaded separately, either before or after the cycle begins. They can also be edited manually if needed.

What’s the difference between a template file and a data file?

The template file is a blank structure with column headers, used for fresh uploads. The data file includes all current employee data in the system and is useful for comparing or making selective updates.

Additional Resources

Compensation Management Getting Started
Compensation Management Overview
Compensation Management Phases Overview
Compensation Management: Phase 1 - Preparing & Archiving Data
Compensation Management: Phase 3 - Post-Refresh System Updates