38Quotas

This chapter contains the following:

Overview of Sales Quotas

You set annual quotas for your sales organization from the top down. Effective top-down planning with bottom-up assessments ensures that quotas relate to corporate goals. After the sales plan is deployed for the year, sales executives can then monitor and track sales performance by comparing forecasts with sales and with quotas.

Features

Here are some key features:

  • Assign territory quotas to territories and resource quotas to people.

  • Create sales goals such as number of sales calls.

  • Review quotas assigned to you by your senior manager and allocate quotas to your salespeople.

  • Compare quota to revenue, pipeline, forecast, and other metrics using business intelligence.

  • Use formulas to calculate territory quotas using measurements of historical data and future potential.

  • Add adjustments to your quota to cushion against attainment risk.

  • Track current quota achievement compared with quota targets.

  • Manage seasonal variations in sales by distributing the revenue quota among several calendar periods using seasonality guidance.

  • Send notification to Incentive Compensation with new and changed individual quota assignments for all sales goals.

  • Use a round trip export, update, import of quotas to add bulk quotas from spreadsheets.

Quota Components

Quotas are a reflection of sales targets you set for individuals in your sales organization. You distribute quotas to child territories through the sales territory hierarchy until all territories and their owners have quotas.

This chart shows a sales quota plan with several territories, each assigned a quota. Territory quota formulas compute projected quotas based on historical sales information and metrics such as forecasts and market potential. The projected quotas appear as default territory quota amounts. A spread formula allocates quota based on the contribution of each of the territories. Individual resources also receive quotas.

Sales Quota Plan Components

Territories

You can create more than one sales quota plan, each for one year. Active territories become part of the new quota plan, and you can add territory proposals to allow the setting of quotas for proposed territories. The plans are inactive until you activate one for the year. You can designate only one plan to be used for tracking quotas for the year.

When sales administrators or sales managers create new proposed territories, such as for a territory realignment, they can enable the setting of quotas for the proposed territories by selecting Eligible for Quota. If you then associate the proposals to your quota plan, you see the proposed territories within the current active territory hierarchy, and salespeople will be able to assign quotas to the proposed territories.

Territories and the resources assigned to them change frequently. You should schedule the Synchronize Quotas process to run daily so that current and future quota plans that are active will use the latest territory hierarchy.

Plan Options

Setting the available options for the quota plan isn't required. You can select an adjustment threshold, a territory quota formula, and a seasonality factor group to apply to all or to individual territories. Territory options override sales quota plan options. For example, the territory quota formulas and seasonality factor groups selected for individual territories override those set at the quota plan level. You can also set a threshold percentage for adjustment amounts that managers often add to quotas.

This chart illustrates splitting the quarterly quota over each month through seasonality factors that raise or lower quota amounts according to seasonal fluctuations.

Seasonality Factors Applied to Quotas

A sales goal determines how quota is measured and defines what you want to measure. You set sales goal quotas for a resource, not for a territory. You use Sales Revenue Goals to set salesperson targets for revenue achievement in their respective territories. Allocating a quota for a sales revenue goal is required, and optionally quotas can be allocated for additional sales goals. Create your own sales goals, such as number of units sold.

This chart shows the components of a sales goal. A sales goal supports a particular objective. You can use any unit of measure for your sales goal and specify what to measure, for example, number of units sold. The provided units of measure choices are amount and quantity, but you can also define your own unit of measure. Each sales goal contains only one measure. You can also focus the sales goal on one or more product groups.

Components of a Sales Goal

The unit of measure can't be changed after you create the sales goal. The provided Sales Revenue Goal has a unique value for Goal Number: GOAL_1000. While quotas can be allocated to sales goals which have associated product groups, there are no rollup reports available to compare these quotas against actual sales.

Note: Do not make changes to the sales goal object using Application Composer.

Multiple Quotas for One Resource

You can assign multiple quotas to one or more sales goals for a resource.

This chart shows multiple quotas assigned to a salesperson within the current active quota plan year. The salesperson owns a territory and therefore has a Revenue Goal quota plus the two quotas manually assigned by the salesperson's manager.

Salesperson with three quotas

A resource can have only one quota per sales goal for the year. You can assign new quotas only for active sales goals. Inactivating a sales goal doesn't affect existing quotas for that sales goal. When you submit notifications to compensation, quotas for all sales goals for the resource are included in the notification.

You can use territory quota formulas as default territory quota amounts in the sales quota plan. They calculate territory quota based on historical sales information and metrics such as forecasts and market potential.

You can change parameters for formulas and set each formula to active or inactive. The formulas execute a Multidimensional Expressions query on the territories Oracle Essbase cube.

Predefined Formulas

Here are a few of the predefined territory quota formulas with examples:

  • Scale a measure from a past period by a percentage

    Total the amounts for a selected measure for the past selected year. Calculate the stated percentage of the total and add it to the total.

    For example, 110 percent of closed bookings for the prior fiscal year.

  • Percentage change in a measure value over 2 consecutive periods

    Subtract the total amounts for a selected measure for one year from the total amounts for the subsequent year. Divide the difference by the total of the first year to determine the percentage of change. Calculate the percentage of the total value of the second year and add the result to the year's total.

    For example, closed bookings for 2019 minus closed bookings for 2083 divided by 2018 total gives the rate of change as 8 percent. Calculated quotas are 108 percent of the 2019 closed bookings.

  • Percentage change in a measure value over 2 named time periods (current and past)

    Subtract the total amounts for a selected measure for a selected year from the total amounts for the current year. Divide the difference by the total of the earlier year to determine the percentage of change. Calculate the percentage of the total value of the current year and add the result to the year's total.

    For example, closed bookings for 2018 minus closed bookings for 2011 divided by 2011 total gives the rate of change as 7 percent. Calculated quotas are 107 percent of the 2018 closed bookings.

How To Create Formulas

Use the Essbase MDX Script Editor to create your own territory quota formulas. When you define a formula that includes a metric, use a parameter for the metric name, rather than defining the metric name as part of the formula expression.

For more information about MDX functions and queries, see Oracle Cloud Technical Reference for Oracle Analytics Cloud - Essbase.

A spread formula calculates the distribution of an amount among selected child territories. For example, a spread formula takes the variance between the parent territory quota and the sum of the quotas for the child territories, and spreads it to the child territories.

The formula calculates the ratios to use for the child territories through the use of the metric defined for the selected spread formula. The formula examines each territory contribution of the metric value for a period, and compares it with the total value of the same metric for all the territories combined, to determine the percentage to apply to each territory. When a spread formula has no metric selected, it distributes the amount evenly across the child territories.

Quota Administration

In this example you're the sales administrator and it's a month before the start of the fiscal year. You start the sales quota planning process by creating a new sales quota plan for the coming year.

Create a Spread Formula

This spread formula calculates the ratio of closed bookings among the child territories, and applies the ratios to the quota amount a sales manager wants to spread among the child territories.

  1. In the Setup and Maintenance work area, go to the Manage Sales Quota Spread Formulas task:

    • Offering: Sales

    • Functional Area: Quotas

  2. Click Add Row to add a new spread formula.

  3. Enter these values:

    Field Value

    Name

    Closed Revenue

    Description

    Spreads the source based on the ratio of closed revenue for the selected year.

    Metric

    Closed Revenue

  4. Click Save and Close.

Create a Seasonality Group

Create a new group for summer products for the new year.
  1. In the Setup and Maintenance work area, go to the Manage Sales Quota Seasonality Groups task.

  2. Click Create.

  3. Enter these values:

    Field Value

    Name

    Summer

    Year

    2021

  4. Click OK.

  5. In the Seasonality Factors region, enter these factor percentages for time periods:

    Time Period Factor Percentage

    Quarter 1

    15

    Quarter 2

    40

    April

    5

    May

    15

    June

    20

    Quarter 3

    35

    Quarter 4

    10

  6. Click Save and Close.

Create a Quota Plan

  1. In the Setup and Maintenance work area, go to the Manage Sales Quota Plans task.

  2. Click Create.

  3. Enter the sales quota plan information:

    Field Value

    Name

    Fiscal Year 2021 Sales Plan

    Description

    Corporate Sales Quota Plan for Fiscal Year 2021

    Year

    2015

    Calculate Default Territory Quota

    Select. If selected, the application calculates the quotas for each of the territories using the default territory quota formula.

    Track

    Deselect. Only one plan can track quotas for the year.

    Copy Quotas From

    If quotas have largely remained unchanged from the previous year, then use the Copy Quota Plan option to move quotas from the previous year to the current year.

    Creating a quota plan automatically takes a snapshot of active territories.

  4. Click Save and Close.

  5. In the Details region, on the Options tab, enter these options:

    Field Value

    Adjustment Threshold

    10

    Territory Quota Formulas

    Scale a measure from a past period by x percent. Use 5% and select the prior year, 2020.

    Territory quota formulas require territory metrics that are enabled and have values.

    Seasonality Factor Group

    Summer

  6. In the Sales Quota Territory Options table on the Options tab, expand the Global territory and enter the options as shown in the table for the Global Consumer Sales territory.

    Column Value

    Allow Quota Edit

    Select

    Adjustment Threshold (%)

    8

    Territory Quota Formulas

    x percent growth of a measure over a 3 year simple moving average

    1. 3 percent

    2. Prior year 2020

    3. Closed Detail Revenue by Close Date measure

  7. Select Track for the quota plan.

  8. Click the Activate button and set the activation to right now to test. Upon activation, sales managers can go into the system to begin allocating quotas to their teams.

  9. Click Save and Close.

Copy Territory Quota to Resource Quota Options

When you copy territory quota to resource quota, period quotas for the territory also get copied to resource period quotas, if enabled. You can also enable copying both territory and period quotas to resource quotas automatically during publishing. You can set these profile options using the Manage Administrator Profile Options task in the Setup and Maintenance work area. This task is part of the Sales offering in the Sales Foundation functional area.

Enable Territory Quota Period Copy

When set to yes, you can copy territory quota period amounts to owner resource quota periods. The copy overwrites any existing resource period quotas. The annual resource quota amount must be zero, or the period quotas won't be copied to resource quota periods. Period copy applies to these actions:

  • Copy Territory Quota in the Edit Sales Quotas page

  • Copy Territory Quota in the Manage Sales Quotas page

  • Copy Child Territory Quota in the Manage Sales Quotas page

  • Publish territory quota, if the Enable Automatic Territory Quota Copy to Owner Quota on Publish profile option is also enabled

Enable Automatic Territory Quota Copy to Owner Quota on Publish

When set to yes, territory quota annual values are copied to owner quotas for the sales revenue goal when you publish territory quotas. You can also set the Enable Territory Quota Period Copy to yes. Then the territory quota period amounts are also automatically copied to owner resource quota periods during the publish process.

Schedule Quota Processes

Sales managers or administrators frequently make changes to active territories directly, using territory proposals, or through web services. Schedule synchronization to run frequently to provide the latest structure for allocating quotas.

  1. Click Navigator > Tools > Scheduled Processes.

  2. Click Schedule New Process.

  3. For the Type field, select Job.

  4. In the name field list, click Search.

  5. Search for Synchronize Quotas.

  6. Select Synchronize Quotas and click OK.

  7. In the Parameters region of the Process Details page, select the sales quota plan.

  8. Click Advanced.

  9. In the Schedule tab, select Using a schedule.

  10. Select the Daily frequency.

  11. Change the start date to when you want to start running the process, and select the time of day when you want it to run.

  12. Change the end date to a future date.

  13. Use the Notification tab to add notifications to specific people when the process completes.

  14. Click Submit.

Quota Validation

You can turn off the quota validation that occurs when sales managers publish quotas. The validation prevents assigning quotas prior to resource start dates (the same as employee hire dates) or territory quota start dates.

If an employee joins the company or a new territory is created midyear, then managers can't assign quotas for all of the year periods with validation turned on. To turn off validation, set the following profile option to no: Allow quota start date validation during publish.

Add Reports to Sales Quota Pages

You can change Quota UIs so your salespeople have the most useful reports and graphs. Create reports using Answers or Business Intelligence. Add them to the Quota Analytics tab. Salespeople select the report from the list of reports on the tab.

To add a report to your page:

  1. Create your Answers or Business Intelligence Publisher reports for quotas.

  2. In the Setup and Maintenance work area, use the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Standard Lookups

  3. Go to the lookup type ORA_MOT_QM)MSQ_REPORT for the Manage Sales Quotas page, or ORA_MOT_QM)ESQ_REPORT for the Edit Sales Quotas page.

  4. Add a new lookup code for each new report to be added on the page. For example, to add a second report to the Manage Sales Quota page, add the lookup code MOT_QM_MSQ_REPORT2. To add a report to the Edit Sales Quota page the lookup code would be MOT_QM_ESQ_REPORT3. For each additional report to embed in the page, increment the number used in the lookup code.

  5. In the Meaning field, enter the report name, for example Quotas by Salesperson Report. The name doesn't need to match with the report name in the Business Intelligence catalog.

  6. In the Description field, enter the report absolute path, for example /shared/Sales/Analytic Library/Embedded Content/Sales Quota Management/MyBIPReport.xdo.

    • For Answers reports, find the absolute path in the properties of the report.

    • For BI Publisher reports, click the Copy Resource button to find the absolute path to the report.

  7. Set the display sequence. This determines the order of the reports shown in the Analytics tab. The report lookup code with the lowest display sequence number determines the report that's displayed by default.

FAQs for Quota Administration

When you activate a sales quota plan the status of the plan is changed to completed when the plan year ends. You can't make changes to a completed quota plan.

When you activate a quota plan a process carries out the activation. Another process runs when the quota plan year end date is reached, or if it has passed at the time of activation. The second process changes the status of the sales quota plan to Completed. You can't edit a completed sales quota plan.

Your selection of Calculate Default Territory Quota causes the application to compute the quotas for each of the territories when the sales quota plan is activated. The computations use the formula and parameters you selected to be the default in Manage Territory Quota Formulas.

You distribute annual quotas to shorter time periods, factoring in seasonal expectations in sales. This expectation is represented as a percentage factor, which reflects the share of quota for the season, or time period.

For example, your sales are typically higher the last quarter of the year and at their lowest the first quarter of the year for several of your product lines. You create a seasonality group named Retail to automatically distribute your annual quota and factor in the seasons.

  • 10 percent for the first quarter

  • 25 percent for the second quarter

  • 25 percent for the third quarter

  • 40 percent for the fourth quarter

When you assign quota to territories that include these product lines, you apply the Retail seasonality group to correctly distribute the annual quota amounts.

Territory quota start date and end date define a period when the sales quota target must be achieved. The territory quota dates must fall within the start and end dates of the quota plan, and usually match the sales quota plan start and end dates.

The resource quota start and end dates define a period when the quota must be achieved by the salesperson, and usually match the sales quota plan start and end dates.

Resource dates vary from the sales quota plan start and end dates when:

  • A territory is deleted. All resource quotas within the territory have the same end date as the territory end date. The sales quota plan end date isn't yet reached.

  • A territory resource is removed from a territory, and the resource is end dated.

  • Quota is assigned to a resource who will join the organization in future.

Sales managers often choose a salesperson or sales operations resource to assist with the quota setting and territory maintenance for the manager's branch of the territory hierarchy. Select the Administrator check box for a territory team member in your territory. Now that person can view your territory and modify all territories lower in your territory hierarchy. She can also assign sales quotas for you.

You must add the Territory Management Administration Duty to a security job role assigned to the resource in order for the Administrator selection to take effect. A user with the Sales Administrator security role can modify all territories and set all quotas.

How can I add period quotas prior to the resource start date or territory quota start date?

Your administrator can turn off the date validation that occurs when you publish quotas using the profile option named Allow quota start date validation during publish. The employee hire date is the same as the resource start date.

How can I publish quotas for a territory hierarchy?

As a sales administrator, you can bulk publish quotas by using the Publish action in the Publish or Revise Hierarchy Quotas process. Select the sales quota plan and the territory number that's at the top of the hierarchy you want to publish. The process publishes every territory within the hierarchy.

How can I set quotas to the Pending Revision status for a territory hierarchy?

After sales managers publish quotas, they can't revise them unless the status is changed to Pending Revision. As a sales administrator, you can schedule the Publish or Revise Hierarchy Quotas process, and choose the Revise action. Select the sales quota plan and the territory number for the top of the hierarchy you want to revise. The process changes the status for every territory within the hierarchy to Pending Revision.

Quota Assignment

When you complete assigning quotas to your directs, you publish the quotas to the owners and resources of your child territories. Child territory owners can then view their quotas for the territories they own. Publishing your quotas also sends notifications containing resource quota information to an incentive compensation analyst. The territory owner and your manager receive notifications that the quotas are published.

Allocate Quotas

You can allocate quotas in the Manage Sales Quotas page. Sales administrators can enter and edit territory, owner, and team member quotas for any territory quotas that aren't published. Sales managers can enter and edit child quotas that aren't published. For territory quotas that aren't published, you can also:

  • Enter or edit a quota for each period

  • Apply seasonality factors

Select a parent territory and click Details to use the Edit Sales Quotas page to enter or edit quotas. You can enter annual quotas, period quotas, and apply seasonality to any quotas not published. Assign resource quotas on the Resource Quota tab in the Details region. Besides the owner's resource quota, you can add and assign quotas to other team members.

Publish Quotas

When you finish allocating your quota, you publish the quotas to make them available to your directs. After publishing, you can't make changes to the quotas.

You can select one or more territories to publish. If you click Publish Child Territories, then the selected territories and their children are published. A sales administrator can publish a hierarchy of territories from the Actions menu. When you publish a territory, you publish the following, and the data becomes available for Business Intelligence:

  • Territory quota

  • Resource quotas for all sales goals for the selected territory

  • Resource quotas assigned to team members

  • Quotas assigned to finer time periods

If you didn't apply seasonality to quotas, then the publishing process applies the seasonality factor that was defined in the sales quota plan for the territory. If there are no seasonality factor groups defined, then seasonality factors aren't applied and there is no granular time period quota. Excluded territories can't be published. Publishing fails if the selected territory or any territory resource has no quota.

Tip: Save time entering period quotas. Seasonality gets applied automatically when you publish if you haven't manually entered period quotas.

Copy Territory Quotas to Resource Quotas

By setting two profile options, the administrator enables the automatic copying of quotas during publishing. Publishing does the following:

  • Copies the territory owner's annual quota for the sales revenue goal to the owner's resource quota.

  • If the owner's annual resource quota is zero, then publishing copies the territory period quotas to resource period quotas. It overwrites any existing resource period quotas.

Revise Quotas

Before you can revise published quotas, you must change the quota status to Pending Revision. The Revise action changes the status for your selected territory and its children. You can then revise territory quotas, and add, revise, or end date resource quotas. When you complete your revisions you can again publish the quotas and send notifications. The territory quotas change to the Published status and resource quotas change to the Submitted status.

When you revise quotas, the revised values aren't available in Business Intelligence until you republish the revised quotas.

The publish-by date is an indication to the territory owner that sales quotas need to be published by a certain date.

The date when the owner publishes the quota is the published date.

Compensation plans control how an employee is paid. Salespeople often get paid according to their performance. One tool used to measure performance is the establishment of a sales quota for the salesperson and then the comparison of actual sales for a time period with the salesperson's quota for that time period. The quota manager notifies the compensation analyst any time quota is published or changed.

This figure shows the sales manager publishing territory resource quotas. The publication sends a notification to the incentive compensation analyst.

Quota notification to compensation

Quota Changes

At the beginning of the year, sales management update their territory definitions and assign salespeople to territories. Senior managers assign quotas to their territories and child territories. The owners of those territories in turn assign quotas to the owners and resources of their child territories. When a manager publishes quotas, the quotas become available to the owners of the child territories. Also, a notification goes to the compensation analyst with the now published quota information.

During a quota plan period, changes occur in territory definitions, resource assignment to territories, and to quota assignments to resources (salespeople). Managers can choose to submit updated quota information to the compensation analyst in the form of a notification.

Sales Goals

A sales goal determines how quota is measured and defines what you want to measure. The sales goal used for a territory owner's revenue quotas is the Revenue Sales Goal. In order to assign multiple quotas to an individual salesperson or to assign quotas to salespeople other than territory owners, you must use a sales goal other than the Revenue Sales Goal. These are examples of sales goal definitions:

  • Number of customer visits

  • Number of service contracts sold

Notifications to compensation include quotas for each quota-carrying resource for all sales goals. For each salesperson, the notification contains all the annual resource quotas for all applicable goals as well as the period quotas.

Compensation Plan Updates

The compensation analyst creates compensation plans for a specific time period. The analyst uses quota notifications to keep the quota information in the plan correct and up to date. The analyst analyzes the provided information, performs any other research needed, and manually updates the quota plan or rejects the notification. The compensation plan quota status is set to complete when the compensation analyst completes updating the compensation plan.

Export Quotas to Incentive Compensation

You can export resource quotas and resource period quotas to send to incentive compensation for importing performance goals.

Use Export Management to export the object Sales Resource Period Quota.

The variance is the difference between the adjusted quota amount for the parent territory and the rolled up total amount from the child territory quotas. The variance can be spread, meaning it gets added to the child territories.

An adjustment is the amount that territory owners, or sales managers who have child territories, add to the territory quota assigned to the territory they own. The territory owner can then allocate the adjusted territory quota to child territories.