The second year and beyond that you use SecureSheet to support your process(es), the previous year's SecureSheet is the starting point.  In successive years, changes may be made to the structure of your SecureSheet, e.g., you may decide to add additional columns.  Highly likely, you will have changes in your users.  The steps in this process guide you through the updates you will need to make to get ready for your next cycle.  Our goal is to enable administrators to perform as many administrator functions in SecureSheet as possible by partnering with you for success.  Should any additional special security considerations or process changes need to be considered, the SecureSheet support team will assist with determining the best approach and making any advanced updates.


Find a PDF of the SecureSheet Year 2 and Beyond Process here.


NOTE:  You will need a PDF viewer in order to open this file. If you do not have a PDF viewer or are unsure or unable to download one, please check with your organization's technical support team for assistance.

Year 2 and Beyond Process

Step


Description

 Expected Timeframe

Team  Responsibility

Help Topic Links

1.0

Getting Started

Client reviews any necessary updates to the structure of their prior year's compensation planning SecureSheet.

Week 1

Both


1.1


Export Previous Year to Excel

Export the previous year's sheet three ways:  a full export to Excel (including Cell History), export the views, and export sharing.

Week 1

Client

1.2


Make Copies

Make a copy of your previous year's compensation SecureSheet and the Users-Views SecureSheet.

Week 1

Both

1.3


Hide SecureSheets

Move both SecureSheets to the Hidden area of your site.

Week 1

Both

1.4


Rename Current Cycle Copies

Rename both SecureSheet copies for the current cycle, and update the Group Name.

Week 1

Both

1.5


Archive Previous Year and Delete Unused

Archive the previous year's SecureSheet (both your compensation SecureSheet and the Users-Views SecureSheet). Delete any unused additional SecureSheet(s).

Week 1

Both

2.0

Set Up the SecureSheet Structure for the Current Cycle

Ensure the structure of SecureSheet matches any updates you plan to make to the column structure for the current cycle. If you have security considerations or process changes, consult the SecureSheet support team to review any advanced updates.

Week 1

Both


2.1


Structure Changes

If you are adding to and/or deleting column(s) from your data model, first insert and/or delete the column(s) online in SecureSheet before importing an excel file with a different column structure. This preserves the setup that was already done during the previous cycle.

Week 1

Client

2.2


Export New Structure

Export your compensation SecureSheet with the newly inserted / deleted column(s).

Week 1

Client

2.3


Refresh Data

Refresh data (as much as possible) in Excel. Remember that you may import as often as needed before opening up SecureSheet to planners.

Week 1

Client

2.4


Update Compensation Statement(s)

Note any column mapping changes on the statement tab(s) in Column M or beyond.  Do not make notes in any other column as logic is likely built in throughout the cells in the statement. Make wording updates and highlight any text changes or additions. The SecureSheet Support Team will refresh the statement logic as needed.

Week 1

Both

2.5


Import Updates

Import your updated compensation spreadsheet to SecureSheet.

Week 1

Client

2.6


Adjust Views

Adjust the Views by setting any inserted columns to locked, unlocked, or hidden, and adjust the columns per view to accommodate being able to see any inserted columns in addition to those already set to see in the View. Audit the Add Row(s) view to ensure column changes are accurately reflected (only value-based columns should be unlocked in this view - all others hidden).

Weeks 1 and 2

Both

2.7


Update View Security Filters and View Locking

Adjust the filters #emailxref and #emailruxref filters (e.g., if columns shifted, and the Users tab reference number (if there is a new Users-Views SecureSheet, not the prior year's just updated), adjust lock dates on views, take Print Options out of the Export Options field until ready to communicate this year. Check Row Locking, if applicable (e.g., if columns were columns inserted, then ROW-S may be different).

Weeks 1 and 2

Both

3.0

Refresh Sharing

Sharing profiles need to be updated to only current cycle end users.

Week 1 and 2

Client


3.1


Export Current Users-Views

Export the Users-Views SecureSheet.

Week 1 and 2

Client

3.2


Remove Past User Sharing

Remove Sharing for all users in the previous cycle (except Administrators). This ensures sharing is refreshed from scratch for your next cycle. Use the export of your prior Users-Views to get the list of users to remove.

Week 1 and 2

Client

3.3


Update Users and View Permissions

Refresh the Users tab by removing any users who no longer need access to SecureSheet and adding any new users, and check view assignments.

Week 1 and 2

Client

3.4


Import User Tab Updates

Import the updated Users-Views spreadsheet to SecureSheet.

Week 1 and 2

Client

3.5


Update Sharing

Refresh Sharing based on your refreshed Users tab, sharing secured views for the start of the cycle and setting the default view.

Week 1 and 2

Client

3.6


Refresh Impersonation

Refresh the Impersonation List SecureSheet as needed. Most clients refresh their existing impersonation list cycle-over-cycle. However, if you choose to copy your impersonation list, tell your SecureSheet Support contact so the impersonation list setting may be updated on your site (only the SecureSheet Support Team may do this).

Week 1 and 2

Client

4.0

Clean Up Email (User) Administration

Year-over-year, SecureSheet users will change. These steps ensure the most up-to-date user information is in SecureSheet by removing user emails who no longer need access to SecureSheet.

Week 1 and 2

Both

5.0

Test Your Updates and Prepare for Go-live

Validate the setup for your cycle.

Weeks 2, 3 and 4

Client

5.1


Impersonate End Users

Impersonate all end user roles and validate security set up and view set up (column settings and data entry per view).

Weeks 2, 3 and 4

Client

5.2


Validate Statements

Export each statement variation (cover all logic scenarios as applicable) and validate statement mapping accuracy.

Weeks 2, 3 and 4

Client

5.3


Refresh Training

Refresh training documents. If you keep the same pdf file name, replace the file in File Attachments; the link(s) to it will remain the same. If you change the pdf file name, any link to it will have to be replaced.

Refresh the demo SecureSheet if needed.

Weeks 2, 3 and 4

Client

5.4


Prepare for Go-live

Complete Go-live checklist.

Weeks 2, 3 and 4

Client

6.0

Continuous Improvement Process

Client identifies future revisions based on user feedback after Go-Live.

After Go-Live

Client

6.1


Project debrief

SecureSheet supports project debrief as desired to capture insights and lessons learned for future cycles.

Typically 3 weeks post Go-Live

Both