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: s.ringling@iprocon.com• Twitter: @svenringling• Linkedin: uk.linkedin.com/in/svenringling/• SAP Community Network: http://scn.sap.com/people/sven.ringling

Jyoti Sharma:• email: Jyoti.Sharma@hrizons.com• Twitter: @jyotisharma20• Linkedin: www.linkedin.com/in/jyotisharma1/• SAP Community Network: http://scn.sap.com/people/Jyoti.sharma3