gajah annual report 2015 | 1 business process management meghan atkins lohith bangalore omprakash...

GAJAH ANNUAL REPORT 2015 | 1

Business Process

ManagementMeghan Atkins

Lohith Bangalore Omprakash

John Doyle

Rebecca Mazur

CONTENT

SECTION 1 : BUSINESS REQUIREMENTS

SECTION 2 : DESIGN & INTEGRATION

SECTION 3 : PORTALS & FLOW DESIGN

SECTION 4 : IMPLEMENTATION


BUSINESS REQUIREMENTS

By Rebecca Mazur

GLOCO BPM | Team 3 | 4

CLIENT

Moderately-sized medical device manufacturing

company

Growing dramatically

CONSULTANT FIRM

Consulting firm specializing in HR technology solutions

INTRODUCTION


INTRODUCTION

INCONSISTENT hiring process

ENFORCE best practices

PROCESS management

Problem

Solution

POOR hiring results


EMAIL. PHONE POST-IT-TO-SOCIAL-MEDIA-AND-CROSS-

YOUR-FINGERS

DEDICATED RECRUITERor

STRICT CHECKLIST

EXISTING BUSINESS PROCESS

GLOCO doesn’t have one; it has dozens!


MUST Enforce a basic process framework

REQUIRED FUNCTIONALITY

MUST Allow for individual office and division variations within the framework

MUST Allow changes to be made on the fly by a business user

MUST Automate the process whenever possible

MUST Integrate with the existing payroll system


EXISTING BUSINESS PROCESS


PROPOSED BUSINESS PROCESS


BUSINESS BENEFITS JUSTIFICATION

GLOCO

Needs to grow by 20% each year for the next 5 years

Experiencing 18% turnover in new staff

Spends $27,000 in turnover costs for each lost employee

Spends $7,000 on each new hire

Spends $590,000/yr on all the disparate recruiting systems currently in use

~$34,000,000 expected to be spent on this problem next year alone, most of that due to turnover costs


DESIGN &INTEGRATION

By Lohith Ompra


ARCHITECTURALAPPROACH


KRONOSWORKFORCE

READY

ORACLE EMPLOYEE DATABASE

BADGING SYSTEM

INTEGRATION

GLOCO’S current recruiting process is paper based, so there are a limited number of existing systems to integrate:


INTEGRATION ORACLE


INTEGRATION KRONOS


INTEGRATION BADGE SYSTEM


INTEGRATION

CUSTOM INTEGRATION

14 Generic Connections - Medium Change -

Self Supported -

TOOL PROVIDED INTEGRATION- Fast to Implement- High Quality- 3rd Party Supported- Minimal Invasiveness

MANUAL PROCESSLong Term Strategy

Candidate for Decommission


PORTALS &FLOW DESIGN

By Meghan Atkins


SOFTWARE SOLUTION

A rules engine used to execute business rules at runtime

PEGA 7


RULES

A “rule” defines a single aspect of an application such as a piece of business logic or styling of the UI


APPLICATION Rule B

RULE C

Rule A

RULE D

Pega 7 provides the ability to build fully-featured applications from rules without writing any code


RECRUITERPORTAL

RECRUITING MANAGERPORTAL

HIRING MANAGERPORTAL

END USER PORTALS

ACCESS GROUP RULES: Created for each type of user and mapped to one of the three portals:

User interfaces for the portals will be created using section rules


UI

Flow

Configuration


INTERVIEW FLOW


ONBOARDING FLOW


IMPLEMENTATION

By John Doyle


DELIVERABLES

Kronos Workforce Ready

Integration

Oracle Employee

Database

Tomcat Webserver

Pega 7

Oracle Meta DB

zLinux Server

Recruiting Manager

Portals

Hiring Manager

Recruiter Job Posting

Automated

Onboarding

Interviewing Wrap-Up

Documents

Post-Mortem


DEVELOPMENT METHODOLOGY

REVIEW & RETROSPECTIVE

UPDATED BACKLOG.

SPRINT PLANNING

DAILY CYCLE

PRODUCT INCREMENT

SCRUMPROCESS


PLAN

PHASES

DOCUMENT• Business Reqs• Technical

Reqs

DEPLOY• Dev

Environment• QA

Environment• Prod

Environment

INTEGRATE• Kronos

Workforce• Badge System• Oracle

BUILD• Flows• Portals• QA Testing• Bug Fixes

TRAIN• Central HR• Education

Team


TIMELINE


2015DIVISION ROLLOUT

MANUFACTURING & HR

SALES & SERVICES

BIZ TECH

DISTRIBUTION

Phase 1

Phase 2

Phase 3

Phase 4


OPERATIONAL READINESST3

TRAININGTrain GLOCO’s Education Team to be Pega 7 System Architects

SUPPORTSupport the portals for 6 months

and the servers for 12 months after go live, fixing bugs and resolving integration issues

ENHANCEMENTSCan be contracted out to create

new flows


OPERATIONAL READINESSGLOCO

TRAININGTrain the users of the system in

each division. Additional training given to Recruiting Managers

SUPPORTProvide face to face support to

each division as the transition to the new system occurs

ENHANCEMENTSRecruiting Managers can modify existing flows, GLOCO can create

new flows


HIGHMITIGATION STRATEGY

INTEGRATION issues

CONTINIOUS DEPLOYEMENT and integration

Problem

Solution

USER RESISTANCE to Change and Acceptance

STAKEHOLDER buy in and support

TRAINING materials and user sessions

PHASED rolled out


MEDIUMMITIGATION STRATEGY

CONTINUOUS changing requirements

ITERATING the gathering of requirements

Problem

Solution

COORDINATION and communication issues

SIGN-OFF by the business owners

INVOLVE IT and Central HR throughout

PHASED rolled out


SUCCESS METRICS

Reduced Turnover

TurnoverFrequency of

employees leaving and joining Faster Hiring

Rate

Better Descriptions

40%

15%

35%

TimeTime between the

requisition open date and a new hire

DescriptionHow often a job

description is revised

POSITIONREPOSTING

RATE

Reduced: 90%

Timeline: 1 Year


SUCCESS METRICS

Actual vs Requisition

Expectations3 month feedback

from employee’s

Faster Hiring Rate

Better Descriptions

10%

NEWEMPLOYEETURNOVER

Reduced: 10%

Timeline: 3 months


SUCCESS METRICS

Automated

IntegratedTime difference between the HR

Employee DB updated and each

system Faster Hiring Rate

Reduced Errors

30%

20%

Manual ErrorsReduced updates to

each system

ONBOARDINGTIME

Reduced: 50%

Timeline: 9 months

Please Don’t Hesitate.

QUESTIONS?

?

For Your Precious Time and Attention.

THANK YOU

gajah annual report 2015 | 1 business process management meghan atkins lohith bangalore omprakash...

Documents

gloco bpm team

implementation slide

ui slide

code slide

integration oracle slide

integration kronos slide

integration badge system

meghan atkins slide