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Transcript of Hr Related Slides Fedex
© 2009 Federal Express Corporation. All rights reserved.
Reducing your administration by implementing PeopleSoft HRMS
•Janny Ekelson , Manager IT Applications & Architecture
• Lydia Berben, Senior HRIS Analyst
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
Janny Ekelson & Lydia Berben FedEx EMEA
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
Janny Ekelson & Lydia Berben FedEx EMEA
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Tuesday, April 07, 2009
Introduction: About FedEx
About FedEx Corp
– Over 38 Billion USD – Daily Over 7 Million shipments
– Over 290.000 team members worldwide– Includes Express, Freight, Ground, Office, Custom Critical and Services
Janny Ekelson & Lydia Berben FedEx EMEA
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Tuesday, April 07, 2009
Introduction: About FedEx
About FedEx Express
– World's largest express transportation company– Revenue: over 24 Billion USD
– Serving over 220 countries (375 airports)– Serving 3.4 million packages per day – Over 670 airplanes and 44000 vans
– More than143.000 employees at FedEx Express, approximately 13.500 employees in Europe, Middle East, Africa and Indian Sub-continent (EMEA)
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
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Tuesday, April 07, 2009
Project - Phases
Pre-Project (complete)
1. PUMA: PeopleSoft Upgrade to Move Ahead2. Project Scoping - Charter3. Request for Proposal 4. Selection Systems Integrator - Oracle5. Funding of project6. Approval from Business teams
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Tuesday, April 07, 2009
Project - Phases
Phase 1 (complete)
1. Technical upgrade HCM 8.3 to 8.9 (off-site) with re-application of selected customisations (On-site)
2. Technical upgrade PeopleTools 8.21 -> 8.48 (Off-site)3. Vanilla implementation new modules e-Profile and e-Development4. Rollout Manager and Employee Self Service (phase 1)5. User Productivity Kit (UPK) implementation for training and manuals
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Tuesday, April 07, 2009
Project - Phases
Phase 2 (complete)
1. Rollout Manager and Employee Self Service (phase 2)2. Implementation Administer Training – Self Service3. Implement customised module for Tuition Assistance – Self Service
Phase 3 (to start)
1. Vanilla implementation (pilot) new module e-Performance2. Implementation of Absence management
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Tuesday, April 07, 2009
Project – Methodology & Approach
Based on Compass Methodology of Oracle
• Workshops to explain ‘vanilla ’ modules• Functional specifications for identified customisations• Programming and technical specifications
• IT testing on development & test database• User Acceptance testing by HR Services and Management• Training & job-aids
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Tuesday, April 07, 2009
Project – Methodology & Approach
Compass Methodology linked to FedEx GDP Process
• GDP: Global development process• Standard process used for IT development• Use of standard toolset
• Including workflow approvals & SOx compliance for move to production process
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Tuesday, April 07, 2009
Project Organization
Project Team
Component Project TeamsOracle technical ConsultantsFedex Technical resources
Component Project TeamsOracle Functional Consultants
Fedex Business Users
Program ManagementFedex & Oracle Project Managers
FedexSteering Committee
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Tuesday, April 07, 2009
Project Follow-up
� Monthly Steering committee including– HR director– IT director
– Project managers
� Weekly project manager meeting� Quarterly update to IT and HR Vice-President
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Tuesday, April 07, 2009
Technical Architecture - Production
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KNO (Melsbroek)
BRU (Brussels Downtown)
Application ServerHP DL380 (2 * 3.4GHz,4GB
RAM, 4*72 GB Disk)Linux RedHat 4.0(32b)
Failover ProductionGollum
Oracle 10G DB Server + Process Scheduler(SQR,Compiled C)4CPU/ 8GB RAM
HP-UX 11.23
Webserver + Report Server
HP DL380 (2 * 3.4GHz,4GB RAM, 4*72
GB Disk)Linux RedHat 4.0(32b)
Application ServerHP DL380 (2 *
3.4GHz,4GB RAM, 4*72 GB Disk)
Linux RedHat 4.0(32b)
DR = Disaster Recovery
Server
PROPOSED HRIS PeopleSoft Architecture - Production
EMC Disks
SRDF
EMC Disks
Server
ProductionOracle 10G DB Server
Process Scheduler(SQR,Compiled C) + Rp3440 4 CPU/8 GB
RAMNew Server
HP-UX 11.23
Webserver + Report Server (DR)
HP DL380 (2 * 3.4GHz,4GB RAM, 4*72
GB Disk)Linux RedHat 4.0(32b)
Veritas Global Cluster
Content Switch Module
Process Scheduler(Crystals + App Engines)
HP DL380 (2 * 3.4GHz,4GB RAM, 4*72 GB Disk)
Windows 2003
FAILOVER Process Scheduler(Crystals + App
Engines)HP DL380 (2 *
3.4GHz,4GB RAM, 4*72 GB Disk)
Windows 2003
Tuesday, April 07, 2009
Technical Architecture – Dev & UAT
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Server
E M C Disks
D evelop /Tes t/AcceptancePeopleS oft W ebS erver +
App lica tion S erver + R eport Server
N ew ServerH P DL380 (2 * 3 .4G H z,4G B
R AM , 4*72 G B D isk)L inux R edHat 4 .0(32b)
D evelop/T est/Acceptance
Process S cheduler(PS UN X) +
O racle 10 G D atabase Server
Faram irH P11.11
D evelop/Tes t/AcceptanceProcess Scheduler (PSN T )
N ew ServerH P DL380 (2 * 3 .4G H z,4G B
R AM , 4*72 G B D isk)W indow s 2003
P R O P O S E D H R IS P eop leS oft A rch itecture – D eve lopm ent, T est, A cceptance
K N O (M e lsbroek)
D em o/S ysPeopleSoft W ebServer +
App lica tion Server + R eport Server
rem brandtVM W AR E
Linux RedH at 4 .0(32 b)
D em o/SysProcess S cheduler (PS NT )
fidoHP D L380 (2 * 3 .4G H z,4G B
R AM , 4*72 G B Disk )W indows 2003
Tuesday, April 07, 2009
Phase 1 Technical upgrade
Mar May Jun Jul Aug Sep Oct
Upgrade
NewModules
Database Oracle Off-Site (SSI)Migration
FedEx
Oracle On-Site
TMTP = Test Move to ProductionUAT = User Acceptance Testing
Technical upgrade SSI
TMP 1
Re-apply phase
Train Project Team
Fit -Gap
Set-up Build
TMTP 2
TMTP 3 UAT
User
Go-Live
Oracle Db and OS migration
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Tuesday, April 07, 2009
Phase 2 – Functional rollout
Timelines: � Analysis: March to May 2008� Development: May to June 2008� IT Testing: July 2008
– Defects logged in Mercury QC: 129
� UAT across HR teams in EMEA: August 2008– Defects logged in Mercury QC: 17
� Training (by HR Services) and prepare MTP: September / October 2008
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
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Tuesday, April 07, 2009
Employee Self Service (ESS) – Goals
� Rollout full use of eProfile (with update capabilit ies for employees)
� Review, add, update, or delete personal information
� Available in multiple languages (English, Italian, Dutch, Spanish, German, and French)
� Additional functionality and changes required when the vanilla workflow did not reflect the actual process at FedE x
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Tuesday, April 07, 2009
Employee Self Service (ESS) – Customisations
� HR approval needed to be replaced by Manager approv al: e.g. “Name Change” and “Address Change”
� Additional notifications were required to HR, Payro ll and Compensation & Benefits: e.g. “Marital Status Chang e” and “Dependent Data”
� Extra fields needed to be added: e.g. Home/Work dis tance & transportation mode
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Tuesday, April 07, 2009
Employee Self Service (ESS)– Overview functionalities
� Data that the employee can view and change and change :– Phone Numbers– Emergency Contacts– Email Addresses– Marital Status– Dependent Data– Professional Training
� Data that the employee can view and change if approved by mgr :– Name– Home and Mailing Address– Training Enrollment– Tuition Assistance Request
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Tuesday, April 07, 2009
Employee Self Service (ESS)– Process
� The Employee updates their own data
� If an approval is required, the Manager receives an email with a link to the approval page or they can go via the MSS men u to the approval page
� If the Manager approves, the database is updated
� Notification emails are sent
� If the Employee has no access to a PC, updates can be done by the Manager
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Tuesday, April 07, 2009
Employee Self Service (ESS)– Overview approvals & notifications
Update Approval Notification
Personal Information
1) Change name Empl Mgr Payroll, HRS
2) Change home/mailing addressEmpl Mgr Payroll, HRS, C&B
3) Change phone numbers Empl Mgr
4) Change emergency contactsEmpl Mgr
5) Change email address Empl Mgr
6) Change marital status Empl Payroll, HRS, Mgr
Dependent data Empl Payroll, HRS
Learning and development
Professional training Empl Mgr
Training enrollment Empl Mgr
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
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Tuesday, April 07, 2009
Manager Self Service (MSS) – Goals
� Possibility to update the personal data, dependent data, emergency contacts for the direct reports
� Maintain additional job related data: e.g. Identifi cation Data, Driver’s License, Company Property, Awards
� Previous FedEx customisations needed to be kept: M anage Vendors, Manpower Requisitions (eMPR), Performance Reviews, Variable pay (MBO/PBO & Purple Promise)
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Customizations
� Possibility to update the Professional Training for their employee
� Existing transactions were customised: additional f ields for salary changes, data checks, attachments, automatic updat e of positionAND job data
� Some completely new transactions were added: “Caree r Progression” and “Job Reclassification/Job Title Cha nge”
� All notifications and approval emails needed to go to the Manager level above if Manager position was not filled
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Tuesday, April 07, 2009
Manager Self Service (MSS) – New functionalities
� Transactions that the Manager can do directly in th e system :– Career Progression– Promotion/ Demotion /Lateral job change– Job Title change / Job Reclassification– Reporting change– Change of Working Hours or FT/PT status– Termination
� Improved MSS menu– Easier to navigate for the Manager in the new menu– Link added to the hard copy forms remaining
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Tuesday, April 07, 2009
Manager Self Service (MSS) – Process new transactions
� The Manager of the Employee (Originator) starts the transaction
– The Manager needs to enter the date the transaction will take effect. They will be able to process only those employees that report to them as of this date.
� Select the Employee, enter the transaction details and submit– Checks are done on data entered by the Manager to prevent errors (new salary
between minimum & maximum of salary scale, valid job codes, etc.)– The Manager can attach documents for certain transactions
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Tuesday, April 07, 2009
Manager Self Service (MSS) – Process new transactions
� In case of Promotion/Demotion/Lateral job change or Reporting change the new Manager of the Employee (New Supervisor) needs to give their approval
– If the new supervisor is the same as the current Manager, the Manager needs to enter their own name and a link will appear enabling them to complete the required information
� Local HR approves/denies the transaction and update s the database if required
– Upon approval by HR all data entered by the Manager will be automatically updated in the system (provided effective date is > last row in the employee’s job data)
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Tuesday, April 07, 2009
Manager Self Service (MSS) – Process new transactions
� A notification email is sent to the Originator with the approval/denial of their request and comments from HR
– The new supervisor is in copy of the HR approval/denial email
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Overview approvals & notifications
Job and Personal Information Update Request
Additional
Approval
Approval
& Update Notification
Personal Information
1) Change name Mgr Payroll, HRS
2) Change home/mailing address Mgr Payroll, HRS, C&B
3) Change phone numbers Mgr
4) Change emergency contacts Mgr
5) Change email address Mgr
6) Change marital status Mgr Payroll, HRS
Dependant data Mgr Payroll, HRS
Identification data Mgr
Employee Drivers License Mgr
Company property Mgr
Career progression Mgr HR Mgr
Job Title Change/Job Reclassification Mgr HR Mgr
FT/PT Status - Working Hours Mgr HR Mgr
Promotion/Demotion/Lat job change Mgr
New
Supervisor HR
Originator, New
Supervisor
Reporting change Mgr
New
Supervisor HR
Originator, New
Supervisor
Terminate employee Mgr HR Mgr
Learning and development
Employee Awards Mgr
Professional training Mgr
Training enrollment Mgr Mgr
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example paper copy CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Manager Self Service (MSS)– Example transaction CareerProgression
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
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Tuesday, April 07, 2009
Online Job Aids
� Accessible via the ‘Job Aids’ menu in PeopleSoft HR � Can be viewed in 4 playback modes of User Productiv ity Kit
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Tuesday, April 07, 2009
Online Job Aids
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Tuesday, April 07, 2009
Online Job Aids
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
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Tuesday, April 07, 2009
Results – General
� FedEx works with a supported version of PeopleSoft HR
� Employees have the possibility to update their own information via Employee Self Service
� For the majority of employee data changes, Managers no longer have to use paper forms but only need to enter limi ted data online via Manager Self Service
� The status of a request can be traced via the PS me nu or notifications
� The majority of data changes no longer needs to be updated manually by HR in the system
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Tuesday, April 07, 2009
Results – Figures (from 20/10/08 until 01/03/09)
� ESS– 241 Address Changes– 47 Marital Status Changes
– 21 Name Changes– 19 Training Enrollments
� MSS– 101 Career Progressions– 72 Job Reclassifications/Job Title Changes– 279 Working Hours Changes
– 238 Promotions/Demotions/Lateral Job Changes– 621 Reporting Changes– 289 Terminations
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Tuesday, April 07, 2009
Results – Figures (from 20/10/08 until 01/03/09)
� Training Administration– 251 Tuition Requests– 117 Training Enrollments
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Tuesday, April 07, 2009
Results – Feedback from HR & Management
� User friendly� No duplication of work� Less room for error� Very fast turn around of data changes� Easy overview in the menu� Notifications with links & comments� High reduction of time spent on administration � Big decrease in number of emails & paper work� Information is readily available to all parties con cerned (no more
lost or illegible forms)
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
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Tuesday, April 07, 2009
Lessons Learned
� Spend enough time and effort explaining the new fun ctionality to all stakeholders (via demo’s, workshops) to ensure buy- in from the business
� Check requirements with all end users and obtain si gn off onfunctional specifications
� Customisations that have a similar workflow and lay out, should be developed by the same developer to avoid rework
� Extend the IT test period and have more end users involved (prior to UAT testing), who can then see the result of the programming
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Tuesday, April 07, 2009
Lessons Learned
� Request regular feedback from the business on devel opments that are ready, to avoid programming changes after the g o-live
� Ensure enough focus is given to testing existing pr ocesses and not only to the customisations
� Build in extra time between end of IT test phase an d UAT test phase so that IT issues can be fixed before start of UAT, likewise between the UAT and go-live
� Plan sufficient time for the development of end-use r training material and job aids (can only be produced once al l IT and UAT test issues have been fixed)
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Tuesday, April 07, 2009
Agenda
� Introduction � PUMA project ‘an overview’� Employee Self Service� Manager Self Service� Job aids� Results� Lessons learned� Next steps
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Tuesday, April 07, 2009
Next steps
� Set up additional transactions– Retire
� Competency Management– Compency Models are being reviewed
� ePerformance– To replace customised Performance Review & Variable Pay systems
� Absence Management– To replace customised modules – More focus on Employee Self Service functionality and reporting
� PeopleSoft 9.1 ?
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Tuesday, April 07, 2009
Questions ?
Questions ? Remarks ? Feedback ?
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Tuesday, April 07, 2009