oracle human capital management

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Oracle Human CapitalManagement

©2021 Jade Global Inc. All rights reserved

Increase Productivity, ImproveData Security, StreamlineWorkflow and Reduce Costs:Oracle HRMS V. R12

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Executive Summary

Case Study Cortina Systems, Inc.

Challenges

Oracle HR Applications Implemented

Project Timeline

Benefits Achieved

Lessons Learned

Conclusion

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Table of Contents

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Executive Summary


Traditionally Human Resources (HR) Departments are paper based organizations which rely extensively on forms, spreadsheets and manual processes; often walking

paperwork through signature collections which can compromise data integrity and security. To achieve increased productivity, streamlined work-flows and

reduced costs, HR organizations must adopt automation and self service features inherent in Oracle HCM systems. HR staffs often manually manage compensation changes

and process benefits enrollment, keeping data on multiple spreadsheets, and walk paperwork through the approval process, compromising data integrity and security. HR

teams must manually enter employee election data, also compromising data integrity. Employees lack visibility to their current and prior elections, and managers lack

real-time data.

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Increase Productivity, Improve Data Security, Streamline Workflow and Reduce Costs with Oracle Advanced Benefits, Oracle Compensation Workbench and Self-Service HR.

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Case Study: Cortina Systems, Inc.


Industry: Industrial Measurement Devices, Semiconductor

Revenue: $50M

Employees: 411

Founded: 2001

Headquarters: Sunnyvale, CA (with offices globally)

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Cortina-Systems, Inc.

To illustrate the business challenges faced by many HR departments, we will review a case study based upon work done at Cortina Systems, Inc. Cortina is a leading supplier

of intelligent communication solutions for the Core, Metro, Access, Enterprise and Digital Home Network market segments. Their diverse product portfolio (300+ products),

with tens of millions of units shipped per year, is installed in the top 25 global networks.

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©2021 Jade Global Inc. All rights reserved3

Project Summary:

Oracle CRM: Sales

Oracle Financials

Oracle Supply Chain Management

Oracle Self-Service Human Resources – implemented on this project

Oracle Advanced Benefits – implemented on this project

Oracle Compensation Workbench – implemented on this project

Oracle E-Business Suite Footprint

For this project, Cortina-Systems rolled out Oracle Advance Benefits in the US only, with plans for other countries in 2010/11, starting with China. Currently they have a

population of 200 plus employees in the US. Cortina’s purpose is to have a structured benefits system that offers a self-service web based interface enabling employees to

update and review their own benefits data; at the same time improving how information is passed in between their carriers while reducing overall cost. They needed a

system that would allow for them to define benefits offerings in a hierarchical manner and having the support of a centralized enrollment by benefit administrators or web

based self enrollments.

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Challenges


Cortina had a need for a Single source of data for employee information globally.

Cortina’s primary challenges driving their Oracle HCM implementation are grouped into three categories: a lack of Consolidated Information; Problems Caused by Manual

Data Entry; Lack of Process Automation and Data Security:

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1. Lack of Consolidated Information

A. Employee data stored on multiple spreadsheets -- paper forms, third party payroll and benefit systems.

B. Human Resources or Managers lacked real-time access to vital business decision making information due to disjointed information storage.

C. Employees lacked visibility to their current and prior benefit elections.

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Manually entering and moving data from paper and spreadsheet sources to destinations like their Insurance Carriers’ systems posed this challenge.

2. Manual Data Entry

A. Compromised data integrity

B. Excessive time spent managing changes for Focal and Benefit Enrollment processing.

Manually entering and moving data from paper and spreadsheet sources to destinations like their Insurance Carriers’ systems posed this challenge.

2. Process Automation and Data Security

A. Manual paper-flow compromised data integrity & security

1. Most HR business processes were carried out using traditional paper based forms

2. Employees and managers walked forms through submission & approval process

3. Data security compromised by papers being left on copiers and desks

4. Cortina needed to have the ability to effectively record compensation and benefits information, while maintaining the rules that determine who receives

the compensation and how often it is paid

5. Unable to track employee performance measures to drive the planning, budgeting and approving of compensation, while having the ability to easily

manage compensation policies based on performance ratings and rankings.

B. Lack of process automation resulted in excessive time wasted

1. Excessive time spent managing changes for Focal and Benefit Enrollment processing.

2. Mid-cycle changes (salary, titles, departments, addresses, etc.) submitted manually on forms and time consuming, error prone for managers.

Overview of Oracle HCM Applications Implemented to Address Challenges

Oracle Self-Service Human Resources (HR) allows your workforce to update and use employee-specific information, online via a browser, that is personalized to an individu-

al's role, experience, work content, language, and information needs. Allowing managers and employees to access and manage information and transactions in a paperless

environment, you can streamline business processes, decrease costs, and improve service. With managers and employees empowered to update and maintain their own

information, HR professionals can now move from being transaction processors to being consultative partners.

1. Oracle Self-Service Human Resources

Oracle Self-Service Human Resources

2. Oracle Advanced Benefits

3. Oracle Compensation Workbench

A. Employee Self Service

B. Manager Self Service


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Oracle Advanced Benefits is a flexible, rules-based benefits administration application that enables improved benefits support and analysis, monitoring of benefits offerings,

while reducing overall costs through easy setup and process automation.

Oracle Advanced Benefits

Compensation Workbench allows managers and compensation professionals to plan, model, and allocate budgets and awards on a global basis across multiple currencies.

Users can distribute budgets and compensation based on guidelines; while having the capability to see a worksheet view of employees, their performance ratings, and total

compensation.

Oracle Compensation Workbench

Cortina’s HCM Implementation - Summary

• June 1, 2008: Rolled out Manager Self Service globally and deployed Compensation Workbench.

• End of 2008: Deployed Employee Self Service, Manager Self Service, and Oracle Advance Benefits.

A. 16 week timeline with some customization.

B. Team consisted of 2 Consultants, 1 Project Manager, and 1 internal employee.

C. Utilized both custom and out of the box reports.

D. Training: Delivered to HR Managers, Management Staff and Employees.

• User friendly, minimal training required.

E. User Acceptance Testing performed successfully.

F. First company to go live on V. R12 of Oracle Compensation Workbench.


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Benefits Achieved

1. Drastically reduced open enrollment from 2-weeks to 2-days

2. Reduced 60-70% of time spent by HR Management and staff

3. Improved benefits support and analysis

4. Streamlined work-flows

5. Increased productivity

6. Up to 99% reduction in data errors

7. Reduction in overall costs

8. Managers given real-time visibility to their team.

9. Approval process for compensation changes is now automated.

10. Human Resources and Management has ability to process built in

recommendations

11. An automated approval process using manager hierarchies in place

12. Employees and Managers provided a Total Compensation Statement providing an

online or paper statement outlining all of their rewards (salary, bonus, etc.).

13. HIPPA compliant -- confidential employee data now secure


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Lessons Learned

• Gather requirements and compile all benefits first before you start set up and remember how reports play into the set ups.

• Make sure you have the resources and knowledge to complete the project.

• Test, Test and more tests! This is a very critical step prior to deployment. Test the system multiple times before you go live. It can save you a lot of time and frustration later on.

• Make sure to document processes before conversion so that nothing is lost during this process.

• Think about where you want to be in 2 years, 5 years.

• Carefully choose your implementation partner.

• A good approach is to break down by module and understand what you want to capture.

• Properly prepare for the structure of your workflow.

• Make sure your company has all the necessary support staff.

• Get involved within your implementation, our Vice President helped with the compensation planning. Have the right amount of resources and in the right positions; having a

bigger and or taking your time is very valuable to the success of your project. Generate screen shots of your setups and create training material that supports the specifics

of your business.

Cortina provides significant recommendations on key information

to help make your Oracle HRMS implementation a success.


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Summary

Since the deployment of Cortina’s HRMS Solution, the system enables their organization to efficiently manage benefits and compensation and more, reducing or eliminating

errors from manual processing, significant time and labor savings, all from applications that are built on unified information architecture. This

information architecture provides Cortina with a single definition of their employees, suppliers, and products, and all aspects of their business. All of this is done within a

secure environment with a configurable notifications and approvals workflow.

Oracle Advance Benefits allows employees can view their current enrollments, add family members, designate dependents and beneficiaries, specify their benefits choices,

select their primary care providers, and print a confirmation statement at any time showing their full compensation, including salary, bonuses, etc. as well as initial health plan

cards with the use of Total Compensation Statements. The results of changes are applied in real-time.

Compensation Workbench allows Cortina to promote employees and give them new performance ratings and rankings. They can perform internal and external comparisons

with the use of analytics, statistical analysis, compensation history, and overviews of current budgets and allocations so managers can make decisions that support business

objectives.

Cortina can generate employee congratulation letters, employee compensation statements, and help communicate compensation changes timely with fair and accurate

views of their reports. Overall it has improved their ability to allocate compensation in accordance with enterprise, department and personal philosophies using rules-based

modeling, scenarios and analytics. Time has been reduced from the start of processing, down to awarding and distribution, and has improved overall retention.


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About Jade Global


Jade Global is a Cloud-focused IT services partner specialized in enterprise business application implementations, integrations, software product

engineering, consulting, technology advisory, testing, and managed services. Jade is an Oracle Platinum Cloud Select Partner, Salesforce Silver Partner,

Boomi Elite Partner, and Service Now Premium Partner. Our additional global alliances with NetSuite, Microsoft and Zuora allow us to design robust

solutions for a variety of industries and needs. We are headquartered in San Jose, California with East Coast headquarters in Philadelphia. Jade has been

recognized as one of the fastest-growing companies in North America by Inc. 5000 for 9 consecutive years. For more information, please visit

www.jadeglobal.com

www.jadeglobal.com [email protected]

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