Explore Data Organization

Learning Objectives

After completing this unit, you’ll be able to:

• Structure data effectively in Spiff Designer.
  
• Organize plans, rules, and payouts.
  
• List the best practices for maintaining a clear and logical data hierarchy.
  

Why data Organization Matters

Incentive compensation often involves complex data structures, including multiple plans, rules, and payout calculations. Without clear organization, managing these components can become complex, leading to errors and inefficiencies. Proper data organization ensures that plans and rules are easy to navigate and update, payouts are accurate and consistent, and simplifies audits and troubleshooting. Keep reading to explore the recommendations for organizing your data.

Organizing Plans

A plan is the overarching structure that contains the rules and conditions for calculating payouts. Use these best practices to organize plans effectively for clarity in data management.

• Use clear and descriptive names: Name your plans in a way that makes their purpose immediately clear. Include relevant details such as the time period or region. For example, instead of Q1 Plan, use Q1 Sales Incentive Plan-North Region.
  
• Group similar logic within the plan: In Spiff Designer, plans can act as folders. Place datasheets, worksheets, or quotas within a plan. If a quota table is used for one plan, place the quota within the plan folder. Use a consistent naming convention for plan components.
  
  

Regularly review and update plan names and folders to reflect any changes in business structure or strategy.

Organizing Payout Rules

In Spiff, payout rules contain calculated payouts for a rep. To access payout rules on a plan, click the plan name under the Plans column. Click New Payout Rule to add more rules.

Consider these recommendations to ensure payout rules are easy to manage and update.

• Categorize payout types: Separate your payout rules by type, such as deals, one time bonuses, or clawbacks. Ensure that a payout rule focuses on one type of commission for clarity and simplicity.
  
• Keep datasheets and payout rules together: A payout rule pulls its value from a field on a datasheet, or a calculation on a worksheet. Place datasheets and worksheets in the same plan folder to make it easy to verify which sheet contributes to a payout rule.
  
• Use effective dates and version control: Ensure payout rules have clear effective dates and track changes through version control to maintain accuracy over time.
  

Organizing Tables, Quotas, and Worksheets

Use lookup tables to manage variable data such as commission rates, thresholds, or tiered incentives. Organizing these tables effectively ensures accurate calculations and makes updates seamless. Keep these best practices in mind.

• Use clear table names: Name tables descriptively to reflect their purpose, such as 2024 Commission Rates or Quota Thresholds-North America.
  
• Group tables logically: Store related tables together with their respective payout rule or plan.
  
• Include key notes: Add notes or key pieces of information to the table’s note section, such as their purpose, edge cases, and any specific usage instructions.
  

Regularly review lookup tables for redundancy and ensure only the latest versions are active.

Organizing Quotas

Quotas define performance targets and play a vital role in determining commission payouts. Remember these points to ensure quotas are easy to manage and align with your business objectives.

• Standardize naming conventions: Use a consistent naming scheme such as Quarterly Quotas - Sales Reps or Annual Quotas - Enterprise Sales.
  
• Categorize by plan or payout rule: Group quotas by their specific payout rule or plan.
  
• Include key notes: Add notes or key pieces of information to the table’s note section.
  

Organizing Worksheets

You use worksheets for custom calculations and data processing. Proper organization ensures that worksheets are easy to locate, understand, and update. Here are a few recommendations.

• Name worksheets clearly: Use names that describe the worksheet’s function. If a worksheet is going to hold many different types of calculations, use a name such as General Worksheet or Main Worksheet to keep its ambiguity.
  
• Group by function: Store worksheets in plans if they are used for that specific plan and its payout rules. For example, worksheets that store calculations for one-time payout bonuses or count of qualified deals.
  
• Document worksheet logic: use comments or notes within the worksheet to explain its purpose and key formulas.
  
• Title each column: Worksheets are structured with rows and columns. Give each column a category label to help organize the types of calculations the worksheet stores. For example, use the column label Quotas and store all calculations that deal with quotas under that column.
  

Regularly audit worksheets for duplicates or outdated versions to maintain clarity.

Organizing Additional Data Components

In addition to lookup tables, quotas, and worksheets, consider these suggestions for organizing other data components.

• Validation rules: Group validation rules by the type of data they apply to. For example, Quota Validation or Payout Validation.
  
• Archived data: Use separate folders for archived data to ensure it doesn’t clutter active workflows while remaining accessible for audits.
  
• Global settings: For consistency across the organization, document and group global settings, such as default rates or currency conversions.
  

Flexibility in Data Organization

Adopt an organizational system that makes the most sense to your user and their workflow. Ensure the structure is intuitive and logical for all the team members who use or update data. Maintaining clear and descriptive naming conventions, proper documentation, and logical groupings enhances usability and efficiency.

The more intuitive and consistent your data organization is, the easier it is to maintain it over time. When data is well-structured, modifying a payout rule or adjusting a quota becomes significantly less cumbersome. A well-organized system is a time-saver and a safeguard against errors and miscommunications. Always prioritize clarity and consider the long-term impact of your organizational choices on teams and business operations.

Conclusion

Organizing data in Spiff Designer is essential for clarity, accurate payouts, and streamlined updates. Use clear naming conventions, logical groupings, and maintain a clear hierarchy. In the next unit, learn how to optimize Spiff logic for effective data calculations and payouts.