GLOBAL BANKING & INVESTOR SOLUTIONS DIVISION

CORPORATE & INVESTMENT BANKING, PRIVATE BANKING,

ASSET MANAGEMENT, SECURITIES SERVICES

3/7/2016

THE CLOCK IS TICKING:

Societe Generale Absence Management

3 March 2016

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Agenda

P.2

1. Introductions

2. Business Drivers

3. Goals & Objectives

4. Planning & Governance

5. Design

6. Page Layout & Testing

7. Metrics

8. Post-Mortem

9. Q&A

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Introductions

P.3

Duncan HartreePeopleSoft functional/technical expert with 15 years of HCM experience

Project role: Functional and technical design

Nidhi ShahHR PMO & Systems Associate with 11 years experience in the Investment Banking industry

Project role: Functional specialist and business analyst

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Business Drivers

Lotus notes being retired:

• Platform management moved to Paris

• Support scaled back

• Increasing costs

PeopleSoft absence management:

• Experience with existing user group suggested that current version was not fit for purpose

• Application upgrade required approval from Paris

1st of April is start of the new holiday year for SGCIB:

• Switch of absence system at any other time likely to cause more support issues and queries

• Newedge integration due to complete on the 1st of April

• Close to start of year for other entities

Global approach to absence management:

• Reduce costs of multiple systems

• Common approach helps simplify business processes

P.4

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Goals

Replacement of existing absence systems:

• Bespoke AMS in Lotus Notes (used by approximately 50% of population)

• Bespoke PeopleSoft solution (used by single entity - ALD)

• PeopleSoft Absence Management (used by all European entities)

• 3rd party off-the-shelf solution (Security Services)

Move responsibility of absence to employees and mangers:

• Lotus notes solution relied heavily on team based administrators

• ALD managed via spreadsheets sent to HR for entering into PeopleSoft

• PeopleSoft absence management, inherited configuration from Paris that was supported out of London

HR

• Security Services managed by HR

Create a common interface and approach for the management of absence:

• Standardisation of reports

• Single source of data

P.5

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Objectives

Build a solution in PeopleSoft self service using vanilla elements:

• Use prior experience of building a similar solution to define the key design elements

• Utilise work schedules and templates, vacation plans and holiday schedules

Provide a configurable solution:

• The solution should allow for the enrolment of additional entities with minimal code changes

• Solution must be flexible enough to allow for configuration changes but also intuitive for support

Self service must be simple to use and user friendly:

• Self service page must be in local languages (English, French, German & Polish)

• Graphical representation of annual calendar is required

• There must be a running total of balances

• Users must be able to see details of historical and future absences

HR must be able to deal with any exceptions:

• HR must be able to break the rules if and when needed

P.6

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Planning & Governance

Why did we end up with only under 4 months to complete the project?

Upgrade to version 9.2 put on hold

• Business decision taken in Paris and only communicated to project team early summer

Investigation into 3rd party applications

Extension to lotus notes production cycle

Purchase of bolt on module for PeopleSoft

In house development vs 3rd party consultancy

• Resources

P.7

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Design (Key Decisions)

Minimum absence resolution is half day

The approving manger is the reports to position in PeopleSoft:

• The team is defined as all those people that share reporting hierarchy

• The reporting hierarchy is defined as the reports to field on position data

Strict pro-rating of holiday based on formula

• (elapsed days/days in period) * total annual equivalent rounded up to nearest half day

No absence can span the end of the period

Changes to work schedules or holiday schedule that could result in changes to

duration calculations will be have to be processed manually

Delegations are team based and not on an individual basis

All absences will be stored in ABSV_REQUEST

Only one ABSV_ACCRAUL row can exist per person for a given period:

• Changes of company or empl_rcd are effectively a clean slate

P.8

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Page Layout (Company Absence Information)

P.9

All options specific to each company

held in a single place

Not all fields on this page were fully

realised at the start of the build

Email language is independent from the

login language

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Page Layout (Company Absence Type Configuration)

P.10

Divided into 3 logical areas:• Validations

• Interfaces

• Permissions

Absence type group• Logic only coded against groups - not

types

Validations only apply in self

service

Permissions apply in self

service and core

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Page Layout (Employee Self Service)

P.11

Links and legend are dynamic

Tool tips on calendar

Approvals are dynamically

calculated

Start of the period is defined

in company configuration

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Page Layout (Employee Self Service)

P.12

Only relevant balances display:• Possible balances are holiday, carryover, time in lieu, volunteering, child care, study leave and banked holiday

Logic rules determine if and when an absence can be edited or deleted

Balance is only updated for requests at a status of approved or pending delete

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Page Layout (Employee Self Service team view)

P.13

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Page Layout (Booking an Absence)

P.14

Content dynamic

Duration calculated based

on work schedule

Validations carried out

based on configuration

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Page Layout (Manager Self Service)

P.15

Action requests

Manage delegations

View wider population

Drill down into

organisation

View read only version of

employee home page

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Page Layout (Approving a Request)

P.16

Return to work:• Required when an employee didn’t enter the details of the request

• Absence rolls forward until completed

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Page Layout (Approving a Request)

P.17

Email sent to employees:• Simple calendar invite

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Page Layout (Delegations)

P.18

Delegations only ever active to one level

No request queue, all requests go to the current approver

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Page Layout (Core Component)

P.19

No emails triggered from

the core

No validation rules applied

to requests

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Testing

Phased approach to testing

• Based on criticality of module

P.20

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Metrics

Numbers at the time of go-live:

• 4,605 employee self service users

• In the first week 1,784 absence requests were raised

• Rolled out to 12 different Entities across Europe and the Gulf regions

• 128 different absence types created all with specific configuration requirements and business rules

• 46 different work schedules

• 93 vacation plans

Numbers to date:

• 5,991 self service users

• 71,000 requests raised to date

• Now used by 20 entities with more planned for 2016

• 159 absence types

• 68 work schedules

• 123 vacation plans

P.21

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Post-Mortem

Is this the ideal way to run a project?

Be very clear on what you aim to deliver

Prioritise all tasks and be ruthless

Each functional request must have a strong business case and there must be

benefits across multiple business lines

People with experience are critical when timing is tight

Additional 1,500 people added for the 1st of Jan 2016 with the only change being

the introduction of banked holiday

P.22

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ANY QUESTIONS?

P.23