Compensation Management: Resetting Employee Data

Resetting employee data is a critical step that occurs at the end of a compensation planning cycle. This process allows administrators to clear outdated data, archive key records, and prepare the system for fresh inputs in the next cycle.  

This guide outlines the complete process, including essential pre-reset steps and configuration tips.

In this article:

Phase 1: Preparation and Archiving
Running Reports
Archiving Data
Phase 2: Resetting Planning Data
Resetting Data (Close Cycle Reset)
Configuring Reset Properties
Phase 3: Refreshing Employee Data
Preparing Employee Files
Uploading and Verifying New Data
Error Handling
Inactivating Prior Cycle Records
Finalizing and Review
File Feed Method (Automated)
Phase 4: Post-Refresh System Updates
Verify Hierarchy
Update Business Rules (if necessary)
Recalculate System
Open Cycle to Planning
Accessing Compensation Planning
Resetting Employee Data: Key Notes Per Phase
Additional Resources

Phase 1: Preparation and Archiving

Running Reports 

Before performing any reset, admins should ensure that important compensation data is documented and preserved.

The main recommended report is the Admin – Comp Recommendations Into Excel.

Archiving Data 

Archiving data takes a static snapshot of the system data on a set date. This archived data remains available for Admin reference on the Employee Admin tab.

To archive data, follow these steps:

1. Go to the Company Admin tab and select Archive Data
2. Click the Archive Data button, and a copy of the data from that point in time will be saved.
3. Once the archive has been created, employees can view data as of the “archive date” on Employee Admin > View Archive Data.

Phase 2: Resetting Planning Data

Resetting data clears out input and planning fields from the previous cycle, preparing the system for new input in the next cycle.

Resetting Data (Close Cycle Reset) 

During implementation, your Comp Management IPM configures the Reset Data fields based on the planning screen layout. If there are changes to any input fields, they must be added/deleted from the reset configuration.

1. Go to Sys Admin > Configure Close Cycle Reset Data.
2. From the Close Cycle Configurations page, click on the Reset Config Values button.

3. A pop-up will appear; click Proceed to continue, or click the X to cancel.

   

4. The system requires a second authentication step: an OTP (One Time Password) will be emailed to the Admin processing the request.
5. In the next pop-up window, enter the following information:
   • OTP: One Time Password emailed by the system.
   • Reset Type: This should match the reset type defined on the configuration page. The options are:
     • All (Default)
     • Close Cycle
     • Test Data
   • Take Backup: Checking this box takes a backup of the system when it is reset. Selecting this option will overwrite and replace prior backups with the new backup.
   • Clear Logs: Checking this box will clear the Show Log of all data (the transactions log that records what changes were made to employee records, by whom, and on what date). If checked, the system will delete ALL LOGS.

 

Configuring Reset Properties

If you need to add properties to the Reset Data Configuration, use the Data Map feature:

Managing Reset Properties (Optional)

• Navigate to Sys Admin > Data Map Search and search the Employee Field Description.
• Navigate to Sys Admin > Configure Close Cycle Reset Data and click the + Reset Config button.
• Select the property you want to add from the dropdown.
• Is Null or Default Value:
  • Select Is Null to clear or blank out the data stored in the selected property.
  • Choose Default Value if you want to overwrite the existing data with a specific value.
  • Example: If resetting the CanLogin property (values: Y or N), uncheck Is Null and enter N in the Default Value field to set all users to CanLogin = N.
• Ensure the Reset Type (e.g., All, Close Cycle, or Test Data) aligns with the already selected reset type.

Note

To delete a property, select the Trash Can icon next to the property you wish to remove from the Reset Config.

Phase 3: Refreshing Employee Data

Refreshing employee data (uploading a full employee census file) is necessary to pick up changes such as new hires, terminations, and manager reassignments. It's best practice to perform the full employee census upload at least 10 to 14 business days prior to rolling out the tool to work out data issues.

Preparing Employee 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. Verify File Before Upload
   • Before proceeding to the next step, run a test import to confirm your employee file is formatted correctly.
   • Navigate to Sys Admin > Import Data > Verify and upload the file to check that all columns and field mappings align with the import template.
   • This step validates your file without executing the import.
   • After verifying, wait to Apply Changes until the inactivation process is complete.

Best Practice

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

Uploading and Verifying 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
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

Error Handling

• The system will flag rows with missing or invalid values (e.g., eligibility codes, department names)
• Click Export Errors to download a report which will identify the errors so you can address them
• Re-upload and verify again until errors are resolved

Timing Tip

Complete this upload immediately after inactivating prior records. Do not log out between steps to avoid lockouts.

 

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.

File Feed Method (Automated)

If your organization uses a file feed instead of a manual upload, follow these steps:

1. Go to: Sys Admin > Data Feed
2. Locate the relevant feed and ensure the Enabled box is checked.
3. Click Run to process the import.

• A green success message confirms the feed ran without issues.

• A red error message indicates problems in the file.

  • Click to download the error report.
  • Correct the issues in your source system or feed file.
  • Re-run the feed.

Once the feed runs successfully, uncheck the Enabled box to prevent unintended future updates.

Phase 4: Post-Refresh System Updates

After employee data is uploaded, system configurations—including verifying the hierarchy and updating business rules (such as comparison dates or target percentages)—must be finalized.

Verify Hierarchy 

Access Compensation Recommendations by navigating to Your People > Comp Recommendations. 

Verify that the reporting structure is correctly set by reviewing the Manager dropdown list. 

• If the list appears empty, first log out and back in to refresh the hierarchy, then check the list again. 
• If it still does not populate, re-run the employee import to ensure all manager relationships are aligned.

 

Update Business Rules (if necessary) 

If your business rules rely on comparison dates (e.g., for prorations or years of service) or contain changing values (e.g., a target percentage for budget calculation), you must update these dates/values.

1. Navigate to Sys Admin > QuickStart Setup > Configure Business Rules – Excel (in the sidebar).
2. Locate the rules that require editing and click the blue edit pencil.
3. Update the necessary dates/years or properties (e.g., TargetRaisePct).
4. Click Submit to save the changes.

Recalculate System 

After uploading the data and making any necessary business rules updates, you must Recalculate the system to run through and effect the changes.

Navigate to Sys Admin > QuickStart Setup > Configure Input Screen > RECALCULATE ALL.

 

Open Cycle to Planning 

Once system updates are complete and managers are ready to access the tool, open the cycle to planning.

1. Navigate to Sys Admin > Configure Compensation Planning Cycles.
2. Locate the Active cycle (the bolded one with a checkmark) and click the blue edit pencil.
3. Scroll down to Comp Statement Print Date and change to a future date. This hides the download comp statement download button from all employees until you are ready.
4. Scroll down to Open Roles and check only the boxes for the user roles that should have access to the Compensation Planning tool. Typically, this should include IsMgr (and in some cases RegHR if applicable). Do not select All Employees or any of the other unused roles.
5. Click Submit to save your changes.

 

Accessing Compensation Planning

Managers who attempt to log in before their role is opened will receive a message that only certain people are allowed to log in at that time.

Attention

If using SSO (Single Sign-On): Inform your IT department that the tool is open so they can grant access. You need to communicate the specific URL to the population.

If using Direct Login:

• Employees who have logged in previously can use the credentials they previously created.
• New Credentials: New credentials are sent via Welcome emails. The Welcome email generates a one-time password and forces the user to set a new password and security questions. (If a user is stuck, resending the Welcome email password will refresh them and get them running again).
• Sending Welcome Emails: you can select specific groups, such as All Managers. Note that executing the welcome email clears the recipient's previous password and security questions, so be intentional about who receives it in a staggered rollout.

Resetting Employee Data: Key Notes Per Phase

Preparation & Data Reset

Data Preservation	Prior to resetting any data, run and save the Admin – Comp Recommendations Into Excel report in case the data is needed for reference during the relaunch process. Archiving data provides a static snapshot available for Admin reference on the Employee Admin tab.
Reset Authentication	Because the reset process clears out and resets large amounts of data, the system requires a second authentication step: an OTP (One Time Password) will be emailed to the Admin user processing the request.
Clear Logs Option	Be cautious when using the Reset Data configuration: if the Clear Logs box is checked, the system will delete ALL LOGS (the transactions log that records what changes were made to employee records, by whom, and on what date).
Take Backup Option	If you select the "Take Backup" option during the reset, the system will overwrite and replace prior backups with the new backup.
Reset Configuration	If there are changes to any input fields since the last cycle, you must add or delete those properties from the Reset Data Configuration using the Data Map feature.

Employee Data Refresh 

Timing/Best Practice	It is best practice to upload the full employee census file at least 10 to 14 business days prior to rolling out the tool. This allows time to work out data issues before managers need access. Avoid uploading the day before launch.
Data Cleanup Strategy	Inactivating all employee records first is the cleanest and most efficient way to ensure that employees who have terminated since the last cycle are removed, leaving only the actual current active headcount visible after the new upload.
Mass Update Limitation	The Employee Mass Edit function is for a one-to-one replacement (e.g., changing everyone's status from Active to Inactive). It cannot handle complex conditional updates.
File Preparation	When populating the employee data template, ensure you copy and paste values only into the columns. Do not upload formulas or funky formatting, as this can cause data issues.
File Access Requirement	The data file must be closed on your local machine in order for the system to access and import it.
Data Feed Usage	If running a File Feed, remember to uncheck the ‘Enabled’ box immediately after the feed runs successfully to prevent data from being refreshed during the subsequent planning period.
File Verification	Always run the verification step first to check for errors (download the upload report if errors occur) and correct them before clicking Apply Changes. This ensures a clean import.
Auto-Add Feature	The system will automatically add new unique values to the master tables for Region, Location, Department, and Organization if you provide both the code and the name in the upload file.
Delete Functionality	The "Delete Employees" option will only delete the records listed on the file. It will not automatically purge employees who are missing from the roster.

Post-Refresh and Cycle Opening

System Recalculation	After uploading data and updating any required business rules (e.g., dates for prorations or target percentages), you must Recalculate the system using RECALCULATE ALL to ensure changes are effected.
Access Control (Roles)	Managers who attempt to log in before their role is opened (via Configure Compensation Planning Cycles) will be stopped at the sign-in screen with a message that only certain people are allowed access.
Login Troubleshooting	If a manager cannot log in, check two things:  Are they flagged as isManager=true (do they have subordinates)? Is their Can Login flag set to Yes?
Direct Login & Welcome Email	For users accessing via Direct Login (non-SSO), the Welcome email generates a one-time password and forces the user to set a new password/security questions.
Welcome Email Warning	Executing the Welcome email clears the recipient's previous password and security questions and resets them as a new user. Be intentional about who receives it in a staggered rollout. It is recommended not to copy-paste formatted text directly into the email editor.
Performance/Rollout	If you have a large number of managers, consider staggering the communication about the tool opening to mitigate performance impact from everyone logging in simultaneously.

Additional Resources