All Aboard to the My CareerTrak cloud!

Amtrak and its talent management implementation journey

Charles A. Bachman, PhD., Specialist Leader Deloitte Consulting

September 19, 2015

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Charles Bachman, PhDCharles is a Specialist Leader in Deloitte Consulting's Federal Human Capital practice. Charles has over twenty-five years of human resources consulting and human resources information systems implementation experience primarily focused in SAP-R/3 Human Capital Management (HCM) & Payroll applications and SuccessFactors BizX for Federal. Serving many clients across Life Sciences and Public (federal, state and local) sectors, his experience includes HR strategy, business process design, requirements definition, software selection, software development and test, system implementation, project management, organizational design, organizational change management and system sustainment.

Charles’ research is in ERP / SaaS HCM post go-live governance, sustainment and extension and workforce planning. Charles prefers to spend week-ends with his wife, Gail, and Irish setter, Theo, and our many cats working at their Blue Willow Animal Sanctuary located on their farm in Kent County, Delaware.

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“What’s measured, improves”

“Knowledge has to be improved, challenged and increased constantly, or it vanishes”

Peter F. Drucker

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Aligning to the Amtrak strategic, people and total rewards plans

Amtrak Owns Talent

Build Accountabilityon Strategy Execution

Address the Talent Needs

Promote the Brand

Amtrak Integrated Talent Management Philosophy & Principles

The ‘My CareerTrak’ implementation is the key functional and technical solution helping Amtrak achieve it’s integrated talent

strategy.

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My CareerTrak TimelineQ2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

8 months

8 months

6 months

8 months

6 months

2013 2014 2015

PHASE 1: Goals & Performance Management

PHASE 2 Wave 1:Talent Management & Succession Planning

PHASE 2 Wave 2: Workforce Planning & Analytics

PHASE 2 Wave 3: Compensation

PHASE 3: Onboarding & CDP Career Worksheets

Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

8 months

8 months

6 months

8 months

6 months

2013 2014 2015

PHASE 1: Goals & Performance Management

PHASE 2 Wave 1:Talent Management & Succession Planning

PHASE 2 Wave 2: Workforce Planning & Analytics

PHASE 2 Wave 3: Compensation

PHASE 3: Onboarding & CDP Career Worksheets

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My CareerTrak Functional Architecture

Phase ICompleted 3 Sept 13

Phase II – Wave 1Completed 1 Apr 14

Accurate Investigation

s

Monthly

Phase II – Wave 2Go-live 7 Jul 14 Phase II – Wave 3

Go-live 30 Sep 14

SAP Add-on 1.0(SFLHCM01)

Phase III Waves 1 & 2Go-live 30Sep 15

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Amtrak – My CareerTrak Phase I Overview

Amtrak initiated My CareerTrak Goals Management/Performance Management (GM/PM) project for 2,000 non-agreement personnel

Apr 2013

Amtrak requested Deloitte take over the project to provide transformational change management & training services in addition to configuration and technical integration using SAP Add-on integration 1.0 (Hybrid)

24th May 2013

Successful GM/PM go-live achieved3rd Sept

2013

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Amtrak – My CareerTrak Phase II - Wave 1

Wave 1 implementation (Recruiting Management, Recruiting Marketing, Succession Planning and Career Development Planning) initiated for 2,000 non-agreement and 19,000 agreement personnel

14th Sept 2013

Successful go-live achieved using SAP Integration Add-on 2.01st Apr

2014

The Power of Social Media

31-Mar

7-Apr

14-Apr

21-Apr

28-Apr

5-May

12-May

19-May

26-May

2-Jun

9-Jun

16-Jun

23-Jun

30-Jun

7-Jul

14-Jul

21-Jul

28-Jul

4-Aug

11-Aug

18-Aug

25-Aug

1-Sep

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

0 3,906 7,371 23,496 34,98938,80943,641 54,15558,28161,710 68,14672,833 82,67887,726 95,230 102,251

Total active Talent Commu-nity Members.

Total Visitors.

New Visitors.

Over 1M hits in 5 months

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Amtrak – My CareerTrak Phase II - Wave 2

Wave 2 implementation (Workforce Planning & Analytics) initiated. Five SF Metrics Packs in scope

Successful go live (Core Workforce & Mobility Metrics Pack) sourced from SAP HCM followed by monthly cascaded implementations of remaining 5 Metrics packs from August through November 2014

11th Jul 2014

5th Mar 2014

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Amtrak ECP

SAP ECC 6.0 HCM

Monthly

SF Metrics Packs

Compensation Planning

Core Workforce & Mobility

(Foundational)

Recruiting Management

Performance Management

SF Modules

Succession Planning

Analytics / Workforce Planning

Goals Management

1

2

3

5

4

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Data Exchanges for WFP / Analytics

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Attract

Onboard PM/GM/Career Planning

Develop Compensate Promote

Off-boardOff-boardOff-board Off-board

Amtrak Talent Flow using SF Workforce Analytics

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Time to Fill (Elapsed) per Hire

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Average Requisitions per Recruiter

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Percent of Cascaded Goals

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Number of Successors & Readiness

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Executive Metrics Dashboard (WIP)

Author: Darius X. Thompson/Amtrak Analytics Team

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Amtrak – My CareerTrak Phase II - Wave 3

Wave 3 implementation (Compensation) for 2,000 non-agreement personnel 23rd Apr

2014

Planned go-live using SAP Integration Add-on 2.030th Sept 2014

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Amtrak – My CareerTrak Phase III - Wave 1Wave 1 implementation (Onboarding) for all non-agreement and agreement new hires and internal transfers

23rd Apr 2015

Go-live using SAP Integration Add-on 3.0 underway!28th Sept 2015

Boardman Welcome Video

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Amtrak – My CareerTrak Phase III - Wave 2Wave 1 implementation (Onboarding) for all non-agreement and agreement new hires and internal transfers

22rdJul 2015

Planned pilot prior to full deployment30th Sept 2015

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PROSCI ADKAR and Deloitte’s CM Methodology

The Amtrak My CareerTrak approach to Change Management combined the Prosci ADKAR strengths with Deloitte’s CM methodology based on Kotter/Cohen ‘Heart of Change’. The result of this approach is one that focused on stakeholder engagement, tailored and frequent communications and top-down leadership advocacy in support of the initiative.

To Achieve Acceptance, Buy-in and Ownership

Prosci ADKAR® Deloitte’s Heart of Change Methodology

• Define Change Management strategy • Prepare the Change team • Develop sponsorship model

Phase I: Creating a Climate for Change

• Increase Urgency • Build the guiding

coalition • Get the vision right

• Develop Change Management plans • Take action and implement plans

Phase II: Engaging and Enabling the whole organization

• Communicate to buy-in

• Collect and analyze feedback • Diagnose gaps and manage resistance • Implement corrective actions, celebrate success

Phase III: Implementing and sustaining transformation

• Empower action • Create short-term wins • Don’t let up • Make it stick

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Key Lessons Learned

Achieving key executive leadership buy-in and support is instrumental in influencing change across the organization. Employees want to hear from their leadership and know that the initiative is supported from the top.

Partnership is key. Partnerships with executive committees, implementation partners, Human Capital, and IT can make or break the initiative. Having a trusted alliance enables the team to overcome roadblocks to ultimately celebrate success.

With an accelerated implementation schedule there will be activities that fall off the radar. Consistent dialogue and touch points with all impacted stakeholders enables the team to proactively plan for what may occur when tasks slip.

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Key Lessons Learned Cont…

The little things do matter! Never underestimate the impact of seemingly small activities because they can derail a plan or make all the difference in achieving goals and objectives.

Flexibility, flexibility, flexibility! The tool is often ahead of the process which creates many obstacles along the way. As our clients are experiencing growing pains, we too must adapt to changes in direction and sometimes scope.

Having the right team, with the right skills sets, committed to results encourages and sometimes ensures success.

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And some more Little Things…!

We don’t all think alike

Fast & Furious

Keep your HC friends close and your IT

friends closer

Test the app, fantastic!

Govern the stack

The Journey continues, quickly!

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For more information on this or any other HR technology topic go to:

http://core.ihrim.org

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Amtrak Success Story

Bachman, Charles, PhD., Specialist Leader Deloitte Consulting, LLP

Thank You!