first data hr transformation story

1| © Copyright 2011 | First Data Corporation © Copyright 2015 | First Data Corporation

Alison McGuinness HR Director

Lars Luedemann ERP Director

February 2015

Leveraging PeopleSoft Technology to drive Global HR Transformation

2| © Copyright 2011 | First Data Corporation

Project TeamGlobal PeopleSoft Project Team

Alison McGuinness – Project Manager

• Based in Basildon, UK

• Over 15 years experience working with Global technology

companies including 9 years at First Data

• Experienced Project Manager and User of PeopleSoft

• Responsible for overseeing key project milestones from Discovery

Phase through to deployment PLUS payroll transition to SymBPO

Alison McGuiness

Lars Luedemann – Time & Labor Track lead, Project Manager HR

Portal, HR Technology Governance process Owner

• Based in Frankfurt, Germany

• Joint FD 6 years ago as Senior Reporting specialist

• Previously worked as Business Analyst with a Global technology

business implementing HR Software

• Responsible for leading the Time & Labor Track from Discovery

through Deployment


Company Overview


• First Data Corporation is a global payment technology solutions company headquartered in Atlanta, Georgia, United States. We are a provider of electronic commerce and payment solutions. The company's portfolio includes merchant transaction processing services; credit, debit, private-label, gift, payroll and other prepaid card offerings; fraud protection and authentication solutions, credit reporting agency services; electronic check acceptance services; as well as Internet commerce and mobile payment solutions.

• First Data has a global footprint of 6 million merchants, the largest in the payments industry. The company handles 45% of all U.S. credit and debit transactions.

First Data Overview

Lars Luedemann


• First Data has grown quite aggressively though acquisitions

• We are now operating out of 40 countries around the world covering all continents, with approximately 24,000 employees

• First Data was acquired by the private equity firm Kohlberg Kravis Roberts & Co. in 2007. Since then the organisation has undergone significant change and the Company is constantly looking to transform its processes to be more efficient

First Data Overview

Lars Luedemann


The PeopleSoft Project


”Leveraging PeopleSoft Technology to drive Global HR

Transformation”

This session will share the First Data journey so far, how

implementing PeopleSoft 9.1 has helped shape policy

harmonisation, business process re-engineering, vendor

management and Self Service tools to change the minds and

culture of First Data across its global business.

IntroductionAlison McGuinness


Project Connect & HR Transformation

Alison McGuinness


Enabling our Transformation – Data View

Sources of Operational data…

Canned reporting

Ad hoc reporting

• One- off analytics

• Drop-drag parameters

Revenue Production by Team

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Revenue Production by Team

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Sales DistributionSales Distribution

Q1 Q2 Q3 Q4

Quarterly Sales

Q1 Q2 Q3 Q4

Quartery SalesPeopleSoft

HR Analytics

• No single “source of truth” for employees and contractors

• Data integrity issues

• Focus on reporting data rather than providing business analytics

• Highly manual data collection and mining efforts

• Transform fragmented

data into actionable

information

• Better linkage to

financial data

• Visibility into true

employment costs

• Enable manager self-

service reporting

Current State:

Future State:

• Standard reporting

package

• Read-only capability

Lars Luedemann


Enabling Our Transformation – Process

View

• Consistent employee and manager experience

• Consolidated and standardized processes and

technologies across geographies

• Process owner accountability & appropriate controls

• Robust self-service tools

221133

Standardize tools, core

business processes and

policies and realign across

geographies

rather than by

geographies

Implement appropriate process

ownership, governance, and

ongoing monitoring process

Deploy integrated talent

management

technology with self

service capabilities

Custom Project Translation

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Automated Project Labor Consumption

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Custom Project Translation

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Pro

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• Disjointed employee & manager experience

• Inconsistent business processes not properly

integrated with corporate systems

• No true process owners or accountability

Current State:

Future State:

Payroll Processing

Greece Japan US

Lars Luedemann


PeopleSoft 9.1 at First Data

Global Payroll Project

includes:

• Global Payroll

• Time & Labour

• Absence Management

• Base Benefits

• Self Service

Lars Luedemann


Alison McGuinness


Spreadsheets

Paper Records

Manual systems

Local

Absence

Tools (OOO)

Current State

Employee Manager

Local Payroll

System and/or

Spreadsheet

Typical admin transactions

• Change of address

• Overtime request

• Holiday request

• Supervisor Change

• Change to work pattern

PeopleSoft

captures HR

Core Data

Time & Labour

Tools

Self Service

Tools (PDMT)

Alison McGuinness


PeopleSoft 9.1

PeopleSoft 9.1: Future State for all countries

ESS MSS

PeopleSoft

Global

Payroll

PeopleSoft

Core HR

PeopleSoft

Time &

Labour

PeopleSoft

Absence

Management

PeopleSoft

Base

Benefits

Alison McGuinness


Project Phases

Switch

Payroll

FINISH

PS 9.1

Design

PS 9.1

Discovery

PS 9.1

Build

PS 9.1

Test

PS 9.1

Deploy

Payroll

Discovery/

Design

Payroll

Test/Build

Payroll

Deploy

START

Part 1 – PS deployment

Part 2 – Payroll Outsourcing

Lars Luedemann


Typical journey to complete a countryFor each track (Global Payroll, Time & Labour, Absence Management, Base Benefits and Self Service) we have to

do the following:

8 months

Lars Luedemann


Program StructureLars Luedemann


Rollout Name Countries included PS Modules Payroll Outsourced Status

GP1 Hong Kong, Malaysia,

Singapore

Self Service

Absence Mgt

Global Payroll

Yes LIVE

June

2013

GP2 Australia, Serbia,

New Zealand,

Self Service

Absence Mgt

Global Payroll

Time & Labour

Australia Outsourced LIVE

May

2014

GP3 China, Italy, Korea Self Service

Absence Mgt

Global Payroll

Time & Labour

China & Korea

planned for Q3

Go Live

April

2015

GP4 Greece, India Self Service

Absence Mgt

Global Payroll

Time & Labour

India in scope Go Live

Q4 2015

GP5 – GP10 EMEA, Latin America

Approx. 27 countries in

scope

Self Service

Absence Mgt

Global Payroll

Time & Labour

TBD no

later than

end 2016

Program ScheduleAlison McGuinness

Project Start – March 2011


ChallengesAlison McGuinness

• Resource (SME’s/IT/Project Team) -

availability/burnout

• Language capability of In Country SME’s

• Project Duration – Start/Stop, Ageing

Requirements

• Remoteness/Lack of Face to Face

opportunities

• Access to Developers


Feedback from Serbia


PeopleSoft Implementation - Serbia

• Manual, time consuming, paper based processes

• Employees completed paper based forms, managers approved absences & signed hard copies, approved overtime, prepared work schedules for shift employees

• HR Ops manually prepared different files for absences, overtime payment, calculated working hours for shift employees on a monthly basis

• Lots of queries received on absences: remaining days, carry over days

• Manually prepared payroll report to send to payroll provider

• A lot of time spent on administrative tasks, such as archiving, distributing forms, collecting approvals, answering queries

• Online, automated, simplified processes

• One database, all data at one place

• Less time is spent on administration

• Historical data, everything is recorded in the system

• Ready reports with visible approval for HR records

• Availability to export standard reports to send to payroll provider with eliminated risks for errors

• Increased Manager core responsibility, self dependency

• Higher levels of security: the risk of loss is minimized and confidentiality is better protected

• ESS: correct & accurate data, timely update

HR Ops time spent on

payroll activities has been

reduced by at least 30%

Population: 80 employees

Average Age: 35

Average Years of Service: 6

years

Alison McGuinness


Feedback from Employees/Managers

We’ll do

HR work!

It will take

up a lot of

my time

I don’t

know how

to use it!

System is

very slow!

What does it

mean for

me?

Why change

the current

processes?

I’m sure it

will not

work

Like my job

wasn’t

complicate

d enough!

How can

this make

my life

easier?

Alison McGuinness


Feedback From Employees/Managers

It feels great not to use hard

copies! Everything is automated!

I have access to my team’s data

any time!

It was difficult to use in the

beginning, but testing and training

has helped

The system can be really slow at

times

Fast Approval flow!

It’s easy to use!I can find all my

data at one place!

It’s great to use advanced

technology!

Alison McGuinness