Setting Up a Retention Strategy

To set up a retention strategy, use the WA_RM_FACTR_DFN.GBL, WA_RM_RISK_RULE.GBL, WA_RM_VAL_RULE.GBL, WA_RM_CST_RULE.GBL, and WA_RM_DECISION_RUL.GBL components.

This section discusses how to:

Set up workforce groups.
Define retention factors.
Define employee retention risk rules.
Define employee retention value rules.
Define employee turnover cost rules.
Set up decision rules.

Pages Used to Set Up a Retention Strategy

Page Name	Definition Name	Navigation	Usage
Retention Factor	WA_RM_FACTR_DFN	select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Retention Factors, then select Retention Factor	Define retention factors and group them within retention factor types.
Risk Rule	WA_RM_RISK_RULE	select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Risk Rules, then select Risk Rule	Define retention risk rules and assign a weight to each rule.
Value Rule	WA_RM_VAL_RULE	select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Value Rules, then select Value Rule	Define a rule that assigns a value to retaining employees, based on criteria such as competencies, revenue generated, customer satisfaction, and so on.
Cost Rule	WA_RM_CST_RULE	select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Cost Rules, then select Cost Rule	Define rules for assigning costs to losing an employee. This may include recruiting, replacement, lost revenue, or any other cost.
Decision Rule	WA_RM_DEC_CRITERIA	select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Decision Rules, then select Decision Rule	Create your decision rules, and define the selection criteria applied to the retention assessments of risk, value, and cost.

Setting Up Workforce Groups for Retention Strategy Management

The first step in setting up your retention scenario is to define groups of employees based on data in the Operational Warehouse - Enriched (OWE) using the Workforce Groups component.

Define one overall group for which you are going to do a retention analysis. For example, all active employees, or all employees in the western region, or all employees with an engineering job code.
Define smaller groups within that overall group to which you can apply specific retention rule s. For example, all employees with service less than five years, or employees with no training in the last year, or all employees who have a critical competency.

The Workforce Groups pages are described in the PeopleSoft Workforce Analytic Applications

Retention Factor Page

Use the Retention Factor page (WA_RM_FACTR_DFN) to define retention factors and group them within retention factor types.

Navigation

select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Retention Factors, then select Retention Factor

Image: Retention Factor page

This example illustrates the fields and controls on the Retention Factor page. You can find definitions for the fields and controls later on this page.

A retention factor is anything that influences whether an employee is inclined to leave or stay at their job. Later you use retention factor codes when you set up risk rules.

Select a Retention Factor Type from the available options. You must associate each factor with a factor type that places it in one of the four quadrants of total rewards. You can have multiple factors within each factor type. This one-to-many relationship enables roll up and drill-down analysis of the risk assessment and enables you to be as detailed as you require in your analysis. You use the retention factor in the risk rule definition. The retention factor types that are available and some examples of retention factors that fit into each type are:

Compensation

Base compensation, bonus compensation, stock options

Benefits

Child care, health and welfare, ESPP, 401(k)

Learning & Development

Training, key competencies, mentor, key projects

Workplace Environment

Manager, team, commute, activities, culture

Other

Other factors you identify

In the Retention Strategy module, there is a hierarchical structure for retention risk assessment: from risk rule code to retention factor code to retention factor type. This hierarchical structure enables roll up and drill down analysis of this dimension in the system.

Risk Rule Page

Use the Risk Rule page (WA_RM_RISK_RULE) to define retention risk rules and assign a weight to each rule.

Navigation

select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Risk Rules, then select Risk Rule

Image: Risk Rule page

This example illustrates the fields and controls on the Risk Rule page. You can find definitions for the fields and controls later on this page.

Use the Risk Rule setup page to define a retention risk rule, and assign a weight to the rule. Later you use risk rules in the model definition.

Compile

Click this to have the system build, or compile, the underlying SQL.

Retention Factor Code

Select a Retention Factor Code from the available options. You create retention factors on the Retention Factor setup page. Select the one that best relates to the retention risk rule you are creating. In the Retention Strategy module, there is a hierarchical structure for retention risk assessment: from risk rule code to retention factor code to retention factor type. This hierarchical structure enables roll up and drill down analysis of this dimension in the system.

Retention Score Calculation

Select a Retention Score Calculation option from the list of valid values. This is the method the system uses to calculate the total retention risk score for this rule. The available options are:

Score Only: A constant, fixed amount applied to each employee subject to this rule. For example, use this method to create a rule linked to employees with a highly desirable competency and give it a score of five. Each employee with the given competency gets a score of five added to their total retention risk score. Since the given competency is valuable, it adds to retention risk. When you select this option the system displays the Retention Score field.
DataSet Amount: A calculation resolved for each employee subject to this rule, based on a Constraint. When you select this option the Constraint Code, Dimension, and Measure fields appear on the page.
Resolved KPI Amount: A calculation based on a resolved KPI amount for each employee subject to this rule. The resolved KPI amount is the calculated value of the KPI. When you select this option the KPI field appears on the page.
Assessed KPI Amount: A calculation based on an assessed KPI amount for each employee subject to this rule. The assessed KPI value is a numeric value for the assessment, or scoring, of a KPI. The KPI is scored when the system calculates the KPI and compares it to its target value. When you select this option the KPI field appears on the page.

The Retention Score depicts the relative weight you think this rule has as a retention risk. Set up multiple rules with varying weights if you believe there is a different weight for different groups of people. For example, assume your organization does not offer child care, and believes this is a concern for all employees with children, but a larger concern for females. Then you may have a group of males with child dependants whom you relate to a risk rule with a score of 1x. You may then have a group of females with child dependants whom you relate to a different risk rule with a score of 2x. Enter a negative number to decrease a retention risk score.

The Constraint Code field is available if you selected a Retention Score Calculation of DataSet Amount. Constraints are collections of filters you use to define business rules for processing, and return desired data from a given DataMap. Select a constraint for the system to use to calculate risk values for every employee to which the rule is applied. This field prompts values from constraints you define with the Constraint component. The prompt values for the Constraint Code field are from the PF_CONSTR_DEFN table.

Note: The system only allows the selection of constraints based on WA_JOB_S00 or JOB_F00. That is, the constraints must reference a DataMap that uses a TableMap whose primary table is WA_JOB_S00 or JOB_F00. If you want to include simulated employees (from Workforce Simulation process) in your group, create or select a constraint based on a TableMap with WA_JOB_S00 as the primary table. If you don't want to include simulated employees, then create or select a constraint based on a TableMap with JOB_F00 as the primary table.

The KPI (Key Performance Indicator) field is available when you select a Retention Score Calculation of Resolved KPI Amount or Assessed KPI Amount. Select the KPI to use in the risk rule. You create KPIs using PeopleSoft Scorecard. KPIs provide a common definition of strategy goals, rules, data sources, and performance measures. They link to data within the data warehouse tables, and provide a high-level measurement of how well a group or organization is doing in achieving its goals. They are used to calculate values that provide a measurement of business data associated with a critical success factor or a strategic initiative.

You can only use the KPI (key performance indicator) related options if your implementation includes Scorecard. Workforce-specific KPIs are delivered with Workforce Scorecard, which supplements Scorecard. If your implementation includes Workforce Scorecard, you can use those KPIs on the Risk Rule page in Workforce Rewards.

The Dimension field appears in display-only mode when you select DataSet Amount in the Retention Score Calculation field. The Dimension is set for Employee, and is not available for input.

The Measure field appears when you select the Retention Score Calculation option DataSet Amount. Each dimension has associated facts, or measures. The prompt values for the Measure field are from the WA_DM_MEAS_VW table.

Value Rule Page

Use the Value Rule page (WA_RM_VAL_RULE) to define a rule that assigns a value to retaining employees, based on criteria such as competencies, revenue generated, customer satisfaction, and so on.

Navigation

select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Value Rules, then select Value Rule

Image: Value Rule page

This example illustrates the fields and controls on the Value Rule page. You can find definitions for the fields and controls later on this page.

Later you use value rules in the model definition.

Compile

Click this to have the system build, or compile, the underlying SQL.

Select an Amount Type from the available options. This is the method used to calculate the total value amount for employees subject to this rule. The available options are:

Fixed Amount

A constant amount applied to each employee subject to this rule. For example, use this method to create a rule linked to employees with a highly desirable competency and give it an amount of five. Each employee with the given competency gets an amount of five added to their total retention value. The given competency is valuable and adds to retention value. When you select this option the Amount field appears.

DataSet

A calculation amount resolved for each employee subject to this rule. For example, use this method to create a rule linked to employees who have taken training classes in the past year. You specify a multiple of one for each class taken. Employees who have taken five classes have an amount of five added to their total retention value. The greater the number of classes, the greater the retention value. When you select this option the Constraint Code, Dimension, and Measure fields appear.

Resolved KPI Amount

The resolved KPI amount for each employee subject to this rule. The resolved KPI amount is the calculated value of the KPI. For example, use this method to create a rule linked to employees in a sales department. You specify a multiple of one for each 1% increase in sales over the past year. Employees in a department with an increase in sales of 11% have an amount of 11 added to their total retention value. The greater the sales increase, the greater the retention value. When you select this option the KPI field appears.

Assessed KPI Amount

The assessed KPI amount for each employee subject to this rule. The assessed KPI value is a numeric value for the assessment, or scoring, of a KPI. The KPI is scored when it is calculated and compared to its target value. For example, use this method to create a rule linked to employees in a sales department. You assess each sales target rating giving it one point per rating. Employees in a department with a high KPI assessment, say ten, on sales targets met have a score of ten added to their total retention value. The greater number the sales targets met by an employee, the higher the retention value. When you select this option the KPI field appears.

The Amount field is available if you selected an Amount Type of Fixed Amount. Enter the amount assessed to every employee to which the rule is applied.

The Constraint Code field is available if you selected an Amount Type of DataSet. Constraints are collections of filters you use to define business rules for processing, and return desired data from a given DataMap. Select a constraint for the system to use to calculate value amounts for every employee to which the rule is applied. This field prompts values from constraints you define with the Constraint component. The prompt values for the Constraint Code field are from the PF_CONSTR_DEFN table.

Note: The system only allows the selection of constraints based on WA_JOB_S00 or JOB_F00. That is, the constraints must reference a DataMap that uses a TableMap whose primary table is WA_JOB_S00 or JOB_F00. If you want to include simulated employees (from the Workforce Simulation process) in your group, create or select a constraint based on a TableMap with WA_JOB_S00 as the primary table. If you don't want to include simulated employees, then create or select a constraint based on a TableMap with JOB_F00 as the primary table.

The KPI (Key Performance Indicator) field appears if you select an Amount Type of Resolved KPI Amount or Assessed KPI Amount. Select the KPI to use in the value rule. You create KPIs using Scorecard. KPIs provide a common definition of strategy goals, rules, data sources, and performance measures. They link to data within the data warehouse tables, and provide a high level measurement of how well a group or organization is doing in achieving its goals. They are used to calculate values that provide a measurement of business data associated with a critical success factor or a strategic initiative.

You can only use the KPI (Key Performance Indicator) related options if your implementation includes Scorecard. Workforce-specific KPIs are delivered with Workforce Scorecard, which supplements Scorecard. If your implementation includes Workforce Scorecard, you can use those KPIs in the Risk Rule page in Workforce Rewards.

The Dimension field appears in display-only mode when you select the DataSet option in the Amount Type field. The Dimension is set for Employee, and is not available for input.

The Measure field appears when you select the Amount Type option DataSet. Each dimension has associated facts, or measures. The prompt values for the Measure field are from the WA_DM_MEAS_VW table.

Cost Rule Page

Use the Cost Rule page (WA_RM_CST_RULE) to define rules for assigning costs to losing an employee.

This may include recruiting, replacement, lost revenue, or any other cost.

Navigation

select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Cost Rules, then select Cost Rule

Image: Cost Rule page

This example illustrates the fields and controls on the Cost Rule page. You can find definitions for the fields and controls later on this page.

Later you use cost rules in the model definition.

Compile

Click this to have the system build, or compile, the underlying SQL.

Select an Amount Type from the available options. This is the method used to calculate the total cost amount for this rule. The available options are:

Fixed Amount

A constant amount applied to each employee in the related workforce group. For example, use this method to create a rule linked to the cost to recruit a new employee and give it an amount of ten. Each employee subject to this rule gets an amount of ten added to their total retention cost. There is a cost to recruit a new employee and this adds to retention cost. When you select this option the Amount field appears.

DataSet

A calculation amount resolved for each employee subject to this rule. For example, use this method to create a rule linked to employees to reflect the cost to train a replacement. You specify a multiple of ten for each 10% of market salary. Employees for whom it would cost 20% of their salary to train their replacement have an amount of 20 added to their total retention cost. The greater the cost to train a replacement, the greater the retention cost. When you select this option the Constraint Code, Dimension, and Measure fields appear.

Resolved KPI Amount

The resolved KPI amount for each employee subject to this rule. The resolved KPI amount is the calculated value of the KPI. For example, use this method to create a rule linked to the loss of sales for employees in a sales department. You specify a multiple of one for each 1% loss in sales when a position is not filled. Employees in a department where the loss of sales would be 15% have an amount of 15 added to their total retention cost. The greater the loss of sales, the greater the retention cost. When you select this option the KPI field appears.

Assessed KPI Amount

The assessed KPI amount for each employee subject to this rule. The assessed KPI value is a numeric value for the assessment, or scoring, of a KPI. The KPI is scored when it is calculated and compared to its target value. For example, use this method to create a rule linked to the decrease in customer satisfaction in a sales department when a position is not filled. You assess each customer satisfaction rating giving it one point per rating. Employees in a department with a customer satisfaction KPI assessment of ten have a score of ten added to their total retention cost. The greater dissatisfaction by customers because of an unfilled position, the higher the retention cost. When you select this option the KPI field appears.

The Amount field is available if you selected an Amount Type of Fixed Amount. Enter the cost amount assessed to every employee to which the rule is applied.

The Constraint Code field is available if you selected an Amount Type of DataSet. Constraints are collections of filters you use to define business rules for processing, and return desired data from a given DataMap. Select a constraint for the system to use to calculate cost amounts for every employee to which the rule is applied. This field prompts values from constraints you define with the Constraint component. The prompt values for the Constraint Code field are from the PF_CONSTR_DEFN table.

Note: The system only allows the selection of constraints based on WA_JOB_S00 or JOB_F00. That is, the constraints must reference a DataMap that uses a TableMap whose primary table is WA_JOB_S00 or JOB_F00. If you want to include simulated employees (from the Workforce Simulation process) in your group, create or select a constraint based on a TableMap with WA_JOB_S00 as the primary table. If you don't want to include simulated employees, then create or select a constraint based on a TableMap with JOB_F00 as the primary table.

The KPI (Key Performance Indicator) field appears if you select an Amount Type of Resolved KPI Amount or Assessed KPI Amount. Select the KPI to use in the cost rule. You create KPIs using the Scorecard. KPIs provide a common definition of strategy goals, rules, data sources, and performance measures. They link to data within the data warehouse tables, and provide a high-level measurement of how well a group or organization is doing in achieving its goals. They are used to calculate values that provide a measurement of business data associated with a critical success factor or a strategic initiative.

The Dimension field appears in display-only mode when you select an Amount Type of DataSet. The Dimension is set for Employee, and is not available for input.

The Measure field appears when you select an Amount Type of DataSet. Each dimension has associated facts, or measures. The prompt values for the Measure field are from the WA_DM_MEAS_VW table.

Decision Rule Page

Use the Decision Rule page (WA_RM_DEC_CRITERIA) to create your decision rules, and define the selection criteria applied to the retention assessments of risk, value, and cost.

Navigation

select Workforce Analytics, then select Retention Strategy, then select Setup and Process, then select Setup Decision Rules, then select Decision Rule

Image: Decision Rule page

This example illustrates the fields and controls on the Decision Rule page. You can find definitions for the fields and controls later on this page.

On this page you define the selection criteria applied to the retention assessments of risk, value and cost. Later you use decision rules to relate to track, retain, or reduce decisions in the model definition.

Note: There is an implied 'and' term between the three group boxes, or sections, of this page. If you enter criteria in each section, the resulting selection logic says, Select if their Retention Risk section is true, and if their Retention Value section is true, and if their Retention Cost section is true.

Enter an effective date, status, description, and any notes.

Retention Risk

Total Score

Retention Risk score you want to apply to this Decision Rule. You have the option to change the dimension of the score by selecting Less than or Equal to (<=), Greater than or Equal to (>=), or Equal to the Score (None). Changing the dimension is optional.

And/Or

Modify the Total Retention Risk Score. You have the option to include a Factor Code (And), use a Factor Code in place of the Retention Risk Score, (Or), or not modify the Total Score (None). Modifying the Total Score is optional.

Selection Type

Defines the grouping of the retention risk assessment on which you want to base your selection. Types available are: Retention Factor Code, Retention Factor Type, Retention Risk Rule, and None.

Factor Code

If you chose a Selection Type of Retention Factor Code, this field becomes available for input. Select a Factor Code from the available options.

Factor Type

If you chose a Selection Type of Retention Factor Type, this field becomes available for input. Select a Factor Type from the available options.

Risk Rule Code

If you chose a Selection Type of Retention Risk Rule, this field becomes available. Select a Risk Rule Code from the available options.

Score

If you chose a Selection Type of Retention Factor Code, Retention Factor Type, or Retention Risk Rule, select a score you want to apply to this Decision Rule. You have the option to change the dimension of the score by selecting Less than or Equal to (<=) or Greater than or Equal to (>=).

For example, you may define Select an employee for this decision if the Total Retention Risk Score is greater than or equal to 100, AND, using the Selection Type of Retention Risk Rule, the Risk Rule of HI COMMUTE is greater than or equal to 0.

Retention Value

Total Value

Retention Value you want to apply to this Decision Rule. You have the option to change the dimension of the value by selecting Less than or Equal to (<=), Greater than or Equal to (>=), or Equal to the Score (None). Changing the dimension is optional.

And/Or

Modify the Total Value. You have the option to include a Value Rule Code (And), use a Value Rule Code in place of the Total Value, (Or), or not modify the Total Value (None). Modifying the Total Value is optional.

Value Rule Code

If you chose to modify the Total Value, chose the Value Rule Code from the available options.

Value

If you chose to modify the Total Value with a Value Rule Code, select a value you want to apply to this Decision Rule. You have the option to change the dimension of the value by selecting Less than or Equal to (<=) or Greater than or Equal to (>=).

For example, you may define Select an employee for a decision if the Total Retention Value is greater than or equal to $70,000, AND the Value Rule Code of Web Development Skills is greater than or equal to $20,000.

Retention Cost

Total Cost

Retention Cost you want to apply to this Decision Rule. You have the option to change the dimension of the cost by selecting Less than or Equal to (<=), Greater than or Equal to (>=), or Equal to the Score (None). Changing the dimension is optional.

And/Or

Modify the Total Cost. You have the option to include a Cost Rule Code (And), use a Cost Rule Code in place of the Total Value, (Or), or not modify the Total Cost (None). Modifying the Total Cost is optional.

Cost Rule Code

If you chose to modify the Total Cost, select the Cost Rule Code from the available options.

Cost

If you chose to modify the Total Cost with a Cost Rule Code, select a cost you want to apply to this Decision Rule. You have the option to change the dimension of the cost by selecting Less than or Equal to (<=) or Greater than or Equal to (>=).

For example, you may define Select an employee for a decision if the Total Retention Cost is greater than or equal to $50,000, AND the Cost Rule Code of Recruiting Expense is greater than or equal to $30,000.