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Copyright Winshuttle 2016

Automate core SAP HR processes with Winshuttle

Chris Coleman Divya Kaiwar

8th November 2016

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Reduction in Manual Effort

PresenterPresentation NotesTypical transactional example Could we effect your invoice process? What could it mean to the business?

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David Ulrich Business Partner Model HR Strategy

Performance Enhancement

Transaction

Administration

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David Ulrich Business Partner Model

Performance Enhancement

HR Strategy

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Top 3 SAP HR Transactions

• PA30 Maintain Personnel Actions – 79% productivity gain

• PO13 Maintain Position – 80% productivity gain

• PA40 Personnel Action – 86% productivity gain

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POLL #1

Please describe your role and responsibilities as they relate to SAP HCM business processes at your company.

(Please select one)• HR Business Analyst• HR Line of Business Management• Information Technology Programmer, Developer, or Analyst• IT Line of Business Management• Other

PresenterPresentation NotesPoll #1 Please describe your role and responsibilities as they relate to SAP HCM business processes at your company. (Please select one)HR business analyst HR line of business managementInformation technology programmer, developer, or analystIT line of business managementOther (please describe)�

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Engie UK

Jonathan Heslop – Process Improvement Manager

How ENGIE UK Shared Service Centre has adopted Winshuttle to fundamentally improve the management of its employees’ data in SAP

Jonathan HeslopProcess Improvement ManagerENGIE UK – Shared Service Centre

SHARED SERVICES ROADMAP

Excel

Phase 5

• All UK entities as SSC customers

• E2E Process Ownership

Consolidate

Phase 1 Phase 2

Co-Locate Co-Manage Lift and Shift Sustain BAU Quick wins

Coupa Mentor-SAP CIPHR-SAP Standardise

accounting practices and reporting

Stabilise

• North Tyneside -SSC integration

• Optimise SAP• Optimise E2E

processes• Customer service

consistency• Consolidation

planning• INCOME embed

StandardiseConsolidate

2014 2015 2016 2017

Phase 3 Phase 4

• Home Energy• Migrate UK entities• ISO 9001• Institute of

Customer Service• Investors in People• INCOME excel

2018

SHARED SERVICES PROVIDED

300,000Payslips

500,000Supplier invoices

£1 BillionCash allocated

100,000IT requests and incidents

250,000Callshandled

15,000HR Administration requests

Self Serve

Education

Leverage single SAP ERP platform

Operate Lean Processes

Strategic Objectives

Deliver Outstanding Customer Service

Channel Shift

Compliance

Process Ownership

Improvement Enablers

Mobilisation

IntegrationPurchase to Pay

Hire to Retire

Log to Resolve

Order to Cash

Record to Report

Processes

Control Environment

IMPROVEMENT STRATEGY

Data Input Automation

THE NECESSITY FOR AUTOMATION IN HR ADMIN

PresenterPresentation NotesStandard LSMW tool limitedWord documents sent via email to the teamNeeds to be compatible with SAPNeed control within the business and not in ITProven track record for providing ROIDedicated team to delivering our needsUser friendly system and easy support accessPreviously used by our Director at other SSCs using SAP so knows the benefits

WHY DID WE CHOOSE WINSHUTTLE?

ENGIE UK investment into a single ERP solution and Winshuttle is a SAP Partner

Winshuttle has a proven track record with Shared Services and our Leadership team have used it in previous companies

Allows the business to manage the process without the need for IT to manage interfaces, build solutions, etc.

It’s easy to use and supported by knowledgeable technicians

WORKSHOP WITH HR ADMIN

Improved data collection

Embedded data validation

Reduced data entry time

Mass data loads

Improved data quality

Reduced rework

HR ADMIN

HR ADMIN FORMS PILOT

X Replaced uncontrolled word forms with validation heavy excel forms with guidance notes on how to complete the form and the process

Pilot sample identified, communicated with and live from June - July 2016

Issue identified with users being on different Excel versions. Forms redesigned in Excel 97-2003 so all compatible

Support provided to a few testers on how the form works but most required no additional support to the guidance notes on the form

Added macros and VBA to forms to further enhance the user experience; passed testing and given green light for go live

EXCEL FORMS RESULTS AND BENEFITS

No rework required

No errors on forms

No forms rejected

100% success rate so far…

DATA LOAD BENEFITS REALISATION

Initially experimented with a few contract type changes and location corrections

Realised true savings in time and accuracy so started on a organisation restructure in SAP

More and more master data cleanse and uploads managed on behalf of the business enabled a wider service to be provided by the SSC

Introduced a new overtime sheet for submission by the business resulted in huge savings for the Payroll team

RESULTS OF DATA LOADS ACTIVITY

Overtime Sheet26k Transactions

107 Days

Organisation Restructure10k Transactions

19 Days

Master Data Management32k Transactions

34 DaysMass Data Uploads102k Transactions

210 Days

CURRENT PLANS TO EMBED AND EXPAND

Pilots underway in Transactional Services and Accounting Services

A further 45 opportunities already identified in Employee Services

Create a centralised SSC support team

WHAT DOES THE FUTURE HOLD?...

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Demonstration

Divya Kaiwar – Principal Solution Engineer

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Winshuttle Capabilities

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Excel and web forms to simplify UI Native SAP security and functionality

Workflow automation Governance and control

PresenterPresentation NotesKey functionality of Winshuttle for HR and how we address these challengesExcel & Web Forms: Simplify UI so core data operations are fast and accurateNative SAP security and functionalityWorkflow for process automation – collection and approval with end to end process visibility – including all process participantsSharePoint based tools for governance and control: auditing, libraries for script and template management, enhanced security

No programming approachFast, easy way to improve and standardize core HR

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Many Records – Many Screens

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Demonstration

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Data Amendments – Routine / Seasonal

Extract

Changes Update

PresenterPresentation NotesThree step process

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Demonstration

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New Employee is requested

Manager reviews

Uploads to SAP

Payroll Audit review

HR and Line Manager review

and approve

Flexible process flows

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PresenterPresentation NotesWhen we talk to companies about how they manage SAP HR we find that a lot of them have some interesting manual process flows

to gather the information, to get people to contribute to the transaction and often there is a manual update to SAP at the final step…..

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Demonstration

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POLL #2

Which of these business drivers are most critical to you and your company?

(Please select one)• Reducing HR manual transaction processing• Better integration of disparate HR operations & systems• Streamlining employee and manager self-service• Other

PresenterPresentation NotesPoll #2 Which of these business drivers are most critical to you and your company? (Please select one)Reducing HR manual transaction processingBetter integration of disparate HR operations & systemsStreamlining employee and manager self-serviceOther

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Customer Case StudyHave used SAP HR Module since 2009

Challenges:Constantly Changing WorkforceTime intensive administrative processesData quality issues

With Winshuttle:Removed manual interventions

- More accurate data- Standard Template for BPO Partner

Streamlined processes - Shortened SLA with BPO partner- Fewer people involved - team of a dozen

handle all OM changes globally

PresenterPresentation NotesBP use a BPO provider for a lot of their transactional data entryDeployed Winshuttle based templates to provides standardization and shorten timeframe – resulting in improved SLAs

BP central OM Team support global changes – using Winshuttle circa 20K month

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Customer Case StudyLeading International University

Have used SAP HR Module since 2001

Challenges:Time intensive administrative processesReliance on IS SAP support teamData quality issues

With Winshuttle:Removed manual interventions

- More accurate dataStreamlined processes

- Significant time savings- Fewer people involved

HR team more self sufficient – no in depth technical SAP knowledge required

PresenterPresentation NotesStreamline administration processesPressure to incorporate more work within current resourceTime intensive processes place pressure on data quality

Gain better control of our dataNo skills within HR to perform LSMW Reliance on IS SAP support team to upload large volume changes to data using LSMW

Improve data qualityIdentify and fix data issues / remove manual interventionsRespond to changes quicker (new data requirements / infotypes)

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POLL #3

Which of these use case scenarios would benefit your company the most?

(Please select all that apply)• HR Data Entry and Workflow• HR Data Maintenance• HR Data Extraction• HR Data Integration• HR Data Migration

PresenterPresentation NotesPoll #3 Which of these use case scenarios would benefit your company the most and help you transcend from tactical to strategic HR? (Please select all that apply)HR Data Entry and WorkflowHR Data MaintenanceHR Data ExtractionHR Data IntegrationHR Data Migration

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About Winshuttle

Founded in 2003

SAP & Microsoft Certified

Customer Satisfaction Score Award Winning

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Our customersWinshuttle has thousands of enterprise customers in more than 60 countries and in almost every industry.

Apparel & Footwear

Oil & Gas

Food & Beverage

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Upcoming Events• Webinars:

– Finance Webinars – all at 4pm• General Ledger, 9th November• Fixed Assets 15th November• FICO for IT, 17th November

– SAP Data Migration made easy, 10th November – 10am– Improve your Material Change Requests with Winshuttle, 16th November – 10am

For further information & to register: see Winshuttle Webinars

• Tradeshows: – UKI SUG Conference 20th – 22nd November, Birmingham ICC – Stand G3

• Jonathan Heslop, Process Improvement Manager, Engie• How ENGIE UK Shared Service Centre has adopted Winshuttle to fundamentally improve the management of its employees’ data

in SAP

• David Price-Cooper, Operations & Maintenance Manager UK, E.On / Uniper • Find out how Uniper Improved data loading time from 6-8 weeks to minutes in SAP PM by using Winshuttle

PresenterPresentation Notes58. Up and coming events – would you be interested in speaking?

http://www.winshuttle.com/events/webinars/

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winshuttle.com

Case StudiesDemosWhite Papers

Contact us

Set up a 30 minute personalized demo

UK: +44 (0) 208 879 5400

WSSales-UK@Winshuttle.com

Let’s continue the conversation…

PresenterPresentation NotesCheck out our website for case studies, customer testimonials, and more. We’ve got a number of upcoming regional events and welcome you to join us – these are listed under Events and Workshops on our website. You can also give us a shout to schedule a tailored 30-minute demo where we can learn more about your specific challenges and where Winshuttle could add value.

We’ll also be at the UK & Ireland SAP User Group Connect 2016 in November in Birmingham.

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Thank youVisit winshuttle.com for more information.

Slide Number 1Slide Number 2Slide Number 3Slide Number 4David Ulrich Business Partner Model David Ulrich Business Partner Model Top 3 SAP HR Transactions Poll #1Engie UK ��Slide Number 10SHARED SERVICES ROADMAPSHARED SERVICES PROVIDEDIMPROVEMENT STRATEGYTHE NECESSITY FOR AUTOMATION IN HR ADMINWHY DID WE CHOOSE WINSHUTTLE?WORKSHOP WITH HR ADMINHR ADMIN FORMS PILOTEXCEL FORMS RESULTS AND BENEFITSDATA LOAD BENEFITS REALISATIONRESULTS OF DATA LOADS ACTIVITYCURRENT PLANS TO EMBED AND EXPANDWHAT DOES THE FUTURE HOLD?...Demonstration��Winshuttle Capabilities Many Records – Many ScreensDemonstration��Data Amendments – Routine / Seasonal Demonstration��Slide Number 29Demonstration��Poll #2Customer Case StudyCustomer Case StudyPoll #3About WinshuttleOur customersUpcoming EventsLet’s continue the conversation…Thank you� Visit winshuttle.com for more information.