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Building and Managing OM structures using Winshuttle Transaction Jeff Burnett | BP
Winshuttle User Group | San Diego 2013
Agenda
• Introduction
• OM CoE
• What is Organizational Management?
• How BP utilizes Winshuttle:
• Business as usual Support
• New Country Deployments
• Re-Organizations
• Projects
• Q&A
Winshuttle User Group | San Diego 2013
Introduction
Jeff Burnett
• Americas & Asia-Pac Organizational Management Lead
• Houston Texas
• Organizational Management Center of Excellence (OM CoE)
• Contact information: [email protected]
Niranjan Yedam
• OM Technical Specialist
• Houston Texas
• Organizational Management Center of Excellence (OM CoE)
• Contact information: [email protected]
Winshuttle User Group | San Diego 2013
OM Center of Excellence
Winshuttle User Group | San Diego 2013
OM Center of Excellence
• The OM CoE is part of Global HR Operations, and have teams based in three countries
• US Houston Team consists of 7 team members
• UK Sunbury Team consists of 8 team members
• Kuala Lumpur Team consists of 2 team members
• All changes to the Organization Management structure are executed by a centralized team of data analysts in BP’s OM CoE
• Our current SAP HCM scope includes 54 countries (57,000 employees)
• The standard SLA for completing a Service Request is 3 working days.
• We currently handle approximately 3,000 OM Service Requests per month.
• Approximately 90% of these are completed within 3 days.
Winshuttle User Group | San Diego 2013
OM CoE Service Offerings
Advise and support Global HR teams on OM strategy & best practices
Manage changes to all SAP OM related data
• Business as usual OM transactional changes
• OM deployment to new countries
• Re-organizations
• Projects
• Acquisitions
• Divestitures
• Data Clean Up
Winshuttle User Group | San Diego 2013
OM CoE
The OM CoE is responsible for maintaining all OM data on SAP
This includes creating and maintaining:
• Organization Units • Positions • Jobs • Qualifications • Relationships • Business Structure Tags • Delegations • Finance master data set-up • Enterprise Structure • Personnel Structure
Winshuttle User Group | San Diego 2013
What is Organization Management?
Winshuttle User Group | San Diego 2013
What is Organization Management (OM)?
• Organization Management is the ‘data backbone’ of the entire SAP HR system.
• OM models the functional structure of the organization (for example, the department hierarchy). Amongst other things this:
• Provides the framework which makes Workflow possible;
• Allows line managers to view details of their direct and indirect reports;
• Allows HR Advisors to view the client groups they support;
• Enables ‘at a glance’ organizational reporting;
• Supports global reporting (eg headcount);
• Integrates with other non-HR SAP modules and 3rd party systems – eg Successfactors, Cornerstone; eExpenses,etc.
Winshuttle User Group | San Diego 2013
OM - the building blocks
• Organizational Management houses the building blocks (objects) that provide the foundation for the entire structure of SAP HR:
− Organization Units i.e., Business Unit, Team
− Jobs i.e., Analyst, Administrative Assistant, Trader
− Positions i.e., CEO, Segment VP, HR Assistant
− Persons includes actual employees
Relationships - Link objects together e.g. person to position
Winshuttle User Group | San Diego 2013
SAP Organizational Structure View
Org unit
Chief Position
Positions in
this Org Unit
SAP Transaction: PPOSE/PPOME
Winshuttle User Group | San Diego 2013
Winshuttle for BAU Support
Winshuttle User Group | San Diego 2013
BAU Support
Business Scenario: • Allows BP to manage over 25,000 BAU OM data updates per month
while maintaining key SLAs around data quality and turnaround times
Examples: • Create mass Organizational Units: (IT1000 & Cost Center
assignment)
• Create mass Positions: (IT1000 inclusive of 10 position attributes)
• Create Cost Center overrides (IT1018/IT0027)
• Mass Position title changes
• Mass Position moves
• Mass Promotions (example scenario)
Winshuttle User Group | San Diego 2013
Mass Promotions
How Winshuttle is used: Promotion cycle
• Mass updates to Exempt and Non-Exempt employee records
• Approximately 24,000 processed globally
• Utilize Winshuttle to change attributes on the employee’s Position to reflect a promotion
• Non-Exempt - Hourly pay rate increase requires update to Planned Compensation (IT1005) on the Position and a Position title change (IT1000)
• Exempt – Promotion to next Grade level, requires change to the Job Code associated with the Position (Relationship B007)
• HR Service Provider executes PA40 to update the employee’s PA record (IT00, IT01, IT08)
Winshuttle User Group | San Diego 2013
Winshuttle for New Country Deployments
Winshuttle User Group | San Diego 2013
SAP HR Country Deployments
Business Scenario: • OM CoE is responsible for performing the OM structure build:
• To correctly reflect the line management structure of the organization • Support accurate corporate reporting • Ensure compliance with OM template and data standards
• Prior to Winshuttle:
• Previously had to rely upon IT department • ABAP programmers were required to develop data conversion programs • Development effort was expensive and time consuming
• With Winshuttle:
• OM Data Analysts are able to develop their own Winshuttle scripts • Winshuttle script development is dynamic and can be done on the fly • Able to complete mass OM structure builds (example scenario)
Winshuttle User Group | San Diego 2013
SAP HR Country Deployments
How Winshuttle is used: Deployment to Germany
• Utilized Winshuttle to build mass OM structures
• Ability to replicate the same OM structures across multiple SAP test environments and final Production environment
• Ability to load in “dual language” English and German
• Overall 46,000 OM Objects and Relationships were created
Build for Germany OM structures: Run Shuttles
Record Volumes
Create Organizational Units (IT1000) 880
Create Reporting Org Unit reporting Relationships (A002) 880
Create Positions and Position Attributes (IT1000) 5100
Create Relationships between Position and Org Units (A003/A012) 5740
Create Qualifications 4370
Create Qualification Relationships (A030/A032) 12265
Create Health Exams (IT1009) 6914
Dual Language maintenance 9851
Winshuttle User Group | San Diego 2013
Winshuttle for Re-Organizations
Winshuttle User Group | San Diego 2013
Re-Organizations
Business Scenario:
• BP undergoes a number of organizational changes each year
• These range in size and complexity from small departmental changes to enterprise wide reorganizations
• The OM CoE works with global HR to advise on and facilitate the organizational changes in SAP:
• Develop OM structures compliant with BP OM standards and best practices
• Capable of handling high volume organizational changes ranging in complexity
• Provide accelerators to jump start project and reduce overall effort
• Provide organizational design prototyping and proof of concept modeling
• Perform all OM transactional changes in SAP
Winshuttle User Group | San Diego 2013
Re-Organization
How Winshuttle is used: • Utilize Winshuttle to model potential OM structure changes in various
test environments
• Allows agility and flexibility to quickly represent business changes to the OM structures
• Once reviewed and signed off by the business, the shuttle is then executed in the Production environment
Examples:
• Create new Org Units
• Create new Positions & Position Attributes
• Mass Reporting line changes: (IT1001 relationships A012, A003, A008, etc.)
• Depending on size of Re-org, transactional volumes range from 10,000
to 30,000 OM changes
Winshuttle User Group | San Diego 2013
OM integration Project
M O P R J E C T T H E
Winshuttle User Group | San Diego 2013
OM Integration Project: Business Scenario
Single Global OM
Merging separate organizational structures into a single OM hierarchy which provide a unified representation of the Global BP organization and a single solid reporting line.
OM Structure Merge International Rotator Enhancement Global Leave Approval
People Manager Accountabilities
Provide & clearer & more differentiated representation of people management accountabilities..
Task object
People Tagging
Extend organization Tagging (BST) to include organizational entities which have been implemented since SAP went live.
Winshuttle User Group | San Diego 2013
OM Integration Project: Business Scenario
Consolidate SAP organizational structure hierarchies to deliver a unified view of the Global BP organization and a single solid reporting line.
Single Global OM…
“Lack of a Global, Solid Line Reporting Structure in SAP results in compromised HR business processes.”
US / UK (Global Template)
Most of World (Global Sub-Template)
Single Global Hierarchy & Reporting Line
• Line managers will see all direct reports in one view & receive SAP time approval requests from employees in UK,US & MoW.
• BFHR will have a single structural view of the organization they support.
Winshuttle User Group | San Diego 2013
OM Integration Project: Business Scenario
Details of scenario: • Large scale global project
• 12 months duration
• High complexity
• High risk to existing OM & PA production data
• Required modifications to existing SAP development objects (WRICEF)
• Extensive degree of engagement with business stakeholders
• Data cutover was absolutely critical to get right
• Performed 4 Mock data cutovers
Winshuttle User Group | San Diego 2013
OM Integration Project (cutover)
Fr Sa
16 17
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo
18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3
December
Week 1
OM Structure Merge (Winshuttle)
Technical Cutover
Business Validation
Chief Position Task Assignments (Winshuttle)
Week 2
Manual Tasks - BST - Rotator - Term - Z03 - Z10
Validation Reports Delegation Review
OM Data
Go-live
Validation Reports
Business
Validation
& Sign Off
Business
Sign Off
BST Pre/Post Compare
Pre-val
Planned OM Data Freeze (16 days)
Winshuttle User Group | San Diego 2013
OM Integration Project (cutover)
Fr Sa
16 17
26
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo
18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3
December
Week 1
OM Structure Merge (Winshuttle)
Technical Cutover
Business Validation
Chief Position Task Assignments (Winshuttle)
Week 2
Manual Tasks - BST - Rotator - Term - Z03 - Z10
Validation Reports Delegation Review
OM Data
Go-live
Validation Reports
Business
Validation
& Sign Off
Business
Sign Off
BST Pre/Post Compare
Pre-val
OM Enhancement using Winshuttle • Used to load new OM “Task” objects • Assignment of “Task” to Positions
OM Structure Merge using Winshuttle • Used to establish global reporting lines • Sequencing of Winshuttle loads was critical
1. Assign Cost Centers on Org Units 2. Establish A002 between GST and GT Org Units 3. Delimit custom cross country relationships 4. Delimit Alternate Line Managers 5. Assign BST Tags 6. Assign Z03/Z10
Winshuttle User Group | San Diego 2013
OM Integration Project (cutover)
Fr Sa
16 17
27
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo
18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3
December
Week 1
OM Structure Merge (Winshuttle)
Technical Cutover
Business Validation
Chief Position Task Assignments (Winshuttle)
Week 2
Manual Tasks - BST - Rotator - Term - Z03 - Z10
Validation Reports Delegation Review
OM Data
Go-live
Validation Reports
Business
Validation
& Sign Off
Business
Sign Off
BST Pre/Post Compare
Pre-val
Completed 80% of
OM data changes
using Winshuttle
95%
Merged 99%
Merged Actual OM Data Freeze (9 days)
Winshuttle User Group | San Diego 2013
OM Integration (data volumes)
OM Structure Merge: Run Shuttles Record Volumes
Cost center assignment on Position (A011) 8
Cost center assignment on Org unit (A011) 169
Move MoW Org units under UK/US Solid Line Org Structure (A002) 721
Move UK/US Org units under MoW Org units (A002) 156
Delimit Cross country reporting relationships (AZ15) 877
Amend Chief Relationships (A012) 46
Re-apply ‘broken’ structure tag relationships (Z05/Z09) 350
Re-apply ‘broken’ Z03 relationships 4500
Re-apply ‘broken’ Z10 relationships 391
OM Enhancement: Run Shuttles Record Volumes
Chief Task assignments (B007) 32514
How Winshuttle is used:
Winshuttle User Group | San Diego 2013
Overall Benefits
• OM Integration Project was made possible by automating the OM merge (minimizing the data freeze window and impact to business)
• Reduced number of resources required to manage data cutover efforts for ongoing SAP HR country deployments
• Reduced dependency on ABAP Development for custom load programs (costly and long development cycles)
• Winshuttle script development can be done by existing functional team members
• Allowed us to reduce design to deploy timelines for reorganizations
• Winshuttle scripts can be used across different SAP environments. No transports required
• Created a repository of Winshuttle scripts that can be utilized across various functional teams
Winshuttle User Group | San Diego 2013
Questions?