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Implementing SuccessFactors Employee Central: Decision Making, Business Drivers, Challenges, Benefits and Lessons Learned
Speakers: Sven Ringling and Jyoti Sharma
In This Session• Learn the key features from the latest releases of Employee Central
that make it the most desirable global core HRIS solution
• Discuss the most widespread business drivers that are prompting organizations to transition to a cloud HRIS, and understand the next steps when your CIO decides to implement Employee Central
• Learn how to determine people and process readiness when preparing for a Employee Central implementation
• Learn why you need to prepare for and not plunge into an Employee Central implementation
• Learn how to build your ideal project team
• Hear how an Employee Central implementation differs from an on-premise implementation – understand how to overcome the project risks and challenges
Introduction
• Where is your organisation in the decision making / cloud transition process?
• What are your drivers to look into SuccessFactors and into Employee Central in particular?
• Which improvements would you expect from a cloud HRIS solution?
• What are your questions, concerns or problems?
Setting the Scene: What’s cloud?
SaaS?
Cloud Computing?
On-Demand?
SaaS (software)
PaaS (platform)
IaaS (infrastructure)Cloud
Your Context
Cloud vs. on-
premise
SAP “go-forward
solutions”
Hybrid scenarios
Biased stake-
holders
Mature custom
solutions
Data privacy
Flexibilty vs. main-
tenance
What We’ll Cover
• Employee Central Features as of Aug 2014
• Business drivers for Employee Central
• Decision Making & Role of Change Management
• Preparing for an Employee Central implementation
• Real life business cases of Employee Central implementations and lessons from the ground
• Wrap-up
Understanding the Framework
Employee Central Features as of Aug 2014
Key Employee Views & Portlets
• Employee Central views
– The application provides you with various views to store information for employee records, e.g., Personal Information, Employment Information, etc.
• Employee Central portlets
– Each employee view consists of one or more portlets that are defined areas containing similar information, e.g., National ID, Work Permit, Dependent Info, etc.
• We will discuss some commonly used Employee views and portlets
Personal Information View
• National ID Card
• Personal Information
• Addresses
• Person Info
• Work Permit Info
• Contact Information
• Personal Contacts
• Dependents (Personal, Biographical, National ID, Address)
• Payment Information (Payment Method, Direct Deposit)
Employment Information View
• Job Information – Position info, Organization info, Job info, Time Off
info, EEO info
• Employment Details
• Job Relationships
• Compensation Information
• Eligibility for Advances (needs implementation of Advances)
• Spot Bonus
Talent Profile View
This view contains information related to the employee’s talent profile and is
utilized by the Talent solutions such as Performance Management, Total Goal
Management, and Succession Management
Benefit View
This view contains information on benefit plans and dependents and is the
portal to your benefit provider, if benefit integration has been implemented
Payroll View• This view contains payroll related information
• The links below launch the Employee Central payroll instance to maintain
employee information in the respective infotypes
Payroll Information (Custom View)• This custom view contains other payroll related information such as federal,
state, local taxes that can be maintained in Employee Central and replicated
to Employee Central payroll
Metadata Framework• The Metadata framework functionality of SuccessFactors allows you to
extend the object model, rather than modifying the objects themselves and
empowers you to create customer-specific objects called Generic objects
• Generic objects can be attached to rules and workflows
• Create custom profile views and insert portlets through the OneAdmin UI
commonly called Admin tools
Useful OneAdmin Shortcuts• Configure Object Definition
– Create your custom generic object
• Manage Data– Create an instance of your generic object
• Manage Configuration UI– Create a custom UI (custom portlet) for your generic object
• Configure Employee Files– Create a custom view
– Link the custom UI to your custom view
• Manage Permission Roles– Permission the custom view and objects
Employee Central Transactions• The following events are delivered in Employee Central
• Additional Job
• Assignment• Assignment Completion• Job Change
• Completion of Probation• Data Change• Demotion
• Furlough• Hire• Job Reclassification
• Leave of Absence• Pay Rate Change
Employee Central Transactions
(Contd)• The following events are delivered in Employee Central
• Position Change
• Probation• Promotion• Rehire
• Return from Disability• Return to Work• Suspension
• Termination• Transfer• Add Global Assignment
• End Global Assignment• Start Pension Payout
Role Based Permissions• Role security and authorizations in Employee Central are
maintained through a highly flexible and agile Role-Based Permissions (RBP) framework
• All permission roles and groups are maintained through the OneAdmin UI
• Permission groups can be created based on standard or custom criteria such as Job title, Job code etc., and the system dynamically updates the members belonging to the permission group
• Permission roles have field level granularity
• Data imports, metadata framework, and HR actions are controlled by RBP
• RBP settings translate to the BizX mobile app
Understanding the Framework
Employee Central Demo – 15 min
Understanding the Framework
Employee Central Demo – 15 min
Implementing Employee Central
Business Drivers, Decision Making and
Change Management
Employee Central Business Drivers
• Need for operational strategy to be s2wift
– S2 – Smart and Streamlined
– W – Worker-Centric
– I – Intelligent
– F – Financially Viable
– T – Trend-Friendly
Employee Central Business Drivers
• Workforce mobility and crossover of business geographies have increased the eminence of standardization of business processes, employee lifecycle changes, HR practices, and the need for systems to support multidimensional employee roles at every level of the organization
• Productivity per employee is an amalgamated quotient of a multifaceted talent strategy
• Talent management is also goal management, performance reviews, and rewards and compensation
Perceived SaaS AdvantagesQuick and low cost deployment
Plug and play – no IT resources required?
Speed of innovation with little disruption
High scalability
Ease of access through Web applications (incl. mobile)
Perceived SaaS IssuesLack of flexibility
Difficulty with enhancements
Interfaces are more complex
Loss of control
Security concerns
Market maturity
Change Mgt: Typical Barriers
Investment in existing systems and know how
People losing jobs and influence
Loss of control/dependency
Deployment cost and time underestimated
Interfaces
Resistance to Process Change
• With on-premise ERP, there is almost always a way to change the system – for better or worse
• SaaS requires more change management effort
As a rule or thumb, cloud solutions require more process changes
• This can hold true only if the old process was really world class and is relevant for creating competitive advantage
Loss of competitive advantage is often brought up as an argument against cloud
Pro SuccessFactors
• Low resistance to process change
• Culture embracing “letting go” of non-core tasks
• You are struggling with SAP ERP HCM upgrades and have a backlog of HRIS projects
• Lack of resources on IT team
• Gaps in the current system
• Features in SuccessFactors are needed (most likely in Talent Mgt)
• Appetite for high speed of innovation
Pro SAP on-premise
• Current system is almost “perfect”
• Very peculiar security requirements
• Lack of trust towards vendors
• High customisation is required as a conscious business decision
• Custom development in HRIS considered to provide real advantage
• Highly skilled team in SAP HCM configuration and development
• HR highly integrated with payroll
Implementing Employee Central
Preparing for an Employee Central
Implementation
Prepare for your Employee Central
Implementation• Create awareness of the transition with the business
and IT community and end users– Don’t put change management into last gear
• Create a user group that fairly represents the organization and is entrusted to ensure the desired outcome
• Revisit your business processes, assess what needs to be shelved to introduce smarter ways of working
• Take the first step internally to harmonize business processes, consolidate those spreadsheets, and discard redundancy
• Revise business processes to share the accountability, empower employees and managers, and free up the HR department
• Prioritize your requirements into “Must Haves,” “Nice to Haves,” and “Can Wait” categories
Prepare for your Employee Central
Implementation• Plan your core project team proactively so they are
appropriately engaged and do not have workload that conflicts with the project
• Complete Project team orientation and foundation training courses prior to defining the requirements and designing the solution
• Engage your IT folks from the start to ensure a holistic IT landscape– They will ask questions that business won’t
• Utilize experts through social media, SCN blogs, LinkedIn groups, SAP Experts articles, etc.
• Trust your implementation partner, but verify
Implementing Employee Central
Methodology, Deployment Models, Real life
Use Cases, Risks and Mitigation
Execution Methodology
1. Organizational readiness is key and should be assessed prior to commencing project
2. The right execution strategy – phases, sequencing, audience segmentation, etc.
3. Internal Project Sponsorship and Program/Project Governance and Management are keys to success
4. Realistic timeframes for each stage of project
5. Professional consulting, knowledge transfer and training on best practices is part of our services
6. Change management is not to be underestimated
7. Invest in deployment to improve end-user-adoption and proficiency
Preparing for ExecutionThe right PROCESS design that drives efficiency, effectiveness, integration and role clarity.
The right job and competency CONTENT that scales to support all your talent management processes.
The right integrated TECHNOLOGY to enableyour solution designs and drive better execution.
The right ANALYTICS to support effective decision-making across your talent management processes.
Deployment Models
The Side-by-Side HCM deployment model is for customers who want to adopt SuccessFactors Employee Central as the cloud- based Core HR system for a subset of employees while retaining SAP ERP HCM as the Core HR system for another subset of employees.
Cloud
On-Premise
SAP ERP HCM
SAP ERP
Talent SolutionsWorkforce Planning & Analytics
Cloud Core HR
For Subsidiaries
For Headquarters
For All Employees
Side-by-Side HCM
Delivered and Maintained Integrations
Real Life Use Cases
• Replace SAP ERP HCM and local HR systems with one global system of record
• Use Employee Central as an overlay for your existing systems to allow HR to enhance reporting capabilities
• Consolidate disparate subsidiaries introduced through acquisition with one global core HR system
• Implement Employee Central as a foundation for the Talent suite and Employee Central payroll
• Global harmonization of existing SAP systems and replace local HR and payroll systems with Employee Central and Employee Central payroll respectively
Project Risks and MitigationProject Risk Risk Mitigation
Changing business requirements during the Realize phase
1. Prioritize requirements in the Prepare phase2. Validate a business requirement based on the
business case for the implementation
Quarterly product releases 1. Scope the implementation based on the product roadmap for the duration of the implementation
2. Base your implementation on the latest release however look to the Partner to advise on availability and soundness of features
Underestimation of effort in completing configuration workbooks
1. Ask for a walkthrough of the configuration workbook and assess the desired level of effort and participation of team members based on your requirements
2. Avoid requirements gathering in a piecemeal approach
Project Risks and MitigationProject Risk Risk Mitigation
Data extraction and migration effort 1. Plan for data extraction well in advance 2. Create a data import strategy and ask for a data
conversion guide3. Have a clear understanding of the level of support
from the partner4. Understand how configuration change impacts the
data import templates
Plan for test scenarios and execution 1. Do not underestimate negative testing2. The testers must comprise people who have been
involved in the prepare and realize phases as well as new users
3. If you are crossing a release cycle, plan for regression testing
4. Plan for testing in different browsers and mobile devices
Key Takeaways• Assess people and process readiness before embarking on an
Employee Central implementation
• A sound data governance strategy is key to a hassle free implementation; use the opportunity to embrace standardization and data compliance and leverage it for operational and analytical reporting
• Assess your existing system landscape and define which parts of business and technology need to be replaced and in which sequence
• Socialize the business case with the business and IT end users along with the C suite to get a more pragmatic understanding of the core issues
• Utilize the available portals of information about SuccessFactors
Where to Find More Information
• Amy Grubb, Luke Marson, and Jyoti Sharma, SuccessFactors for SAP ERP HCM (SAP PRESS, September 2013).– https://www.sap-press.com/successfactors-with-sap-erp-hcm_3702/
• http://scn.sap.com/docs/DOC-41539– Luke Marson, “SuccessFactors – Useful Resources and Documents”
• Luke Marson, “SAP and SuccessFactors – An Overview” (HR Expert, September 2013).
• http://youtu.be/IEAB2cMjA5c– SuccessFactors EC and Cloud HCM Kickaround (Luke Marson, Jon
Reed and Jyoti Sharma).
• www.linkedin.com/groups?gid=4278743– “SAP and SuccessFactors” LinkedIn group
Appendix: Application Screenshots
Home Page Tiles
Org Chart
Personal Information
Employment Information
Job Information
Self-Service
Benefits View
Admin Tools/OneAdmin Ui
Contact Your Speakers
Sven Ringling:• email: [email protected]• Twitter: @svenringling• Linkedin: uk.linkedin.com/in/svenringling/• SAP Community Network: http://scn.sap.com/people/sven.ringling
Jyoti Sharma:• email: [email protected]• Twitter: @jyotisharma20• Linkedin: www.linkedin.com/in/jyotisharma1/• SAP Community Network: http://scn.sap.com/people/Jyoti.sharma3