October 16-17

HCM Use Case

• Robert Jamerson

– Programmer with US Sugar:

• 1 of 2 supporting ECC installation

– Responsible for Winshuttle Workflow • Installation and configuration, implementation

• Workflow Administrator, Support, Training, etc.

Topics

Overview of US Sugar and Subsidiaries

US Sugar, Winshuttle Workflow, and HCM

New Hire / Rehire Forms and Workflows

Questions

US Sugar Corp.

– US Sugar harvested 5.63 million tons of sugarcane during the 2010-2011 season, yielding approximately “620,000 tons of raw sugar and 38 million gallons of molasses.”

– Operating more than 300 days each year, our 12-story, 300,000-square-foot Clewiston Refinery regularly sets refined sugar production records.

• >1200 of employees. • 4 payroll areas

– weekly, bi-weekly, and 2 types of monthly pay employees

• 27 active Work Schedules in use • 80+ paying wage types

– Redesigned check form to legal layout... too many overflows.

• Diverse Employee Classifications – Employee Groups, Subgroups, &Work Contracts

Consolidated 8 Payroll Areas: * Groves Pickers H2A 1 * Citrus Monthly Exmpt * Groves Weekly * Groves Pickers * Groves Monthly Exmpt * Citrus Weekly * Citrus Monthly NE * Groves Monthly NE

US Sugar / Southern Gardens Citrus Modules utilized

- module not being utilized

*HCM module last implemented *Blueprint released 5.13.10. GO-Live: 1.1.11.

Personnel Actions

• In 2011, between US Sugar Corp and its subsidiaries Southern Gardens Citrus and South Central Florida Express,

The following HCM actions occurred:

– over 1000 employees were hired or rehired – over 600 employees transferred areas – 985 employees were terminated – over 200 miscellaneous status changes (benefits’ plan, leave

and return, std/ltd, etc.) were processed.

These are annual occurrences from being an Ag. Operation Cyclical numbers.

How US Sugar uses Winshuttle New hire / Rehire process streamlined through Winshuttle: •Central/Server - Forms & Workflows •Direct, Query, Transaction

SAP ‘actions’ in the HCM module consist of : • Hiring, Rehiring, and Job transfers These Actions have been constrained in our organization by the process of routing information for approval to the appropriate persons.

Sugar Objectives

• Relating to Workflow, the goal of US Sugar with Winshuttle Workflow was to streamline business processes thereby driving efficiency and maximizing the benefits of the ERP system beginning with SAP ‘actions’ in the Human Capital Management (HCM) module.

• Speed up the process • Add Process Visibility • Monitoring and Metrics • Fix issues relating to Rehires: incorrectly hiring [rehire] employees as new hires

Architecture

New Hire/ Rehire Approval Process

• Validate: – Client-side – Server-side

• Approval Process:

– Rejection (including concurrent) end all tasks and route to the Originator to correct / cancel

• Submission:

– WF Log Fields (1 or many >= webservices) – Match(LogField, "ERR.. Record Created... – Timeout and unlimited loop submission protection

Validation

Client & Server side • Client-side

− Rules, Conditional Formatting

− Pattern Matching (sharevis controls)

− Javascript

• Server-side

− SSN

• Exists in SAP?

-present to user for correction... or

-confirm, end new hire workflow & launch rehire.

Form Overview

• Over 80 Input and 3 Output fields

• Over 150 supporting fields to get workflow and form functioning to specifications (validation controls, form controls, query controls, logging, etc.)

• Data sources reading Cached SAP data -from SQL Server

NEW HIRE: Microsoft Infopath® Form

Form Views (22 in total) • 2 Participant Views:

• Originator and HRD_View

• 2 Approval Views • Approver View, PayrollApproverView

Read only restrictions;

Reduced web services;

Different views have different required fields

• CorrectSSN_View Special view: terminates current workflow and launches new

workflow if employee is a REHIRE

(SSN exists in SAP… not by user form typing error)

• Z#_Name: error handling views Truncated form view with data applicable to webservice errors only.

Improved User Experience

• Rules

• Conditional Formatting

• Data Validation Controls

Positions.. Open/Filled?

• Filled Position

• Open position

Open position search by description or number default. All positions by desc and/or number (filled or open) Positions belonging to cost center

Infopath form capabilities

SAP Infotypes

• Cumbersome challenge of the Rehire Workflow is presenting the user with all the rehire data (all those SAP infotypes) and doing so efficiently.

SAP Infotypes

• Cumbersome challenge of the Rehire Workflow is presenting the user with all the rehire data (all those SAP infotypes) and doing so efficiently.

Rehire Solution

• Creation of custom RFC to supplement SAP (non RFC) BAPI_EMPLOYEE_GETDATA

– One web service to execute… to retrieve all HCM infotypes

– Add’s enhanced features:

• Search capability by name and/or personnel number. Wildcard % / *

• Formatting on the retrieval (dates, telephone numbers, )

Winshuttle Direct

• Prior to client-side checks (Pattern Matching)

-Javascript stripping incorrect formats (spaces).

the SAP field dictionary length is the value that gets returned to form. SSN length in SAP is 12. end up with 9 digit SSN followed by 3 spaces. problem preventing form submission blank dates (id fields, disability start dates, union start, etc) return 00000000

Winshuttle 'Wise' Javascript Example Configured?.. Infopath Alt+shift+f11 test

-does not launch MS Script Editor... not configured..!

Tools > Options > Programming language to JScript; • ==ShareVisBeginScript== javascript functions ==ShareVisEndScript==

– Alert(notify user popup.)

– Extra operations not supported by Infopath

window.onbeforeunload=function() {

if(!SVFormSubmitted) {

return "Your form data will be lost if you do not submit the form before navigating away from this page.";

}

}

Winshuttle Query

• SQL data refreshed from Winshuttle query

Cached Data 28 Data sources linked to SQL db. Winshuttle Query (varying schedules for refreshing data nightly, weekly, monthly)

Query Schedule Overview • Daily beginning at 7pm, Weekly, or Monthly.

• *Frequency of schedule determined by rate of data change in ERP system

Approval

Originator

HRD

Department Head

Hiring Manager

Originator

Form Rejection

Final Approval • Approval routes back to originator.

– Replaces Email notification

– Function: Wait to submit.

SAP open, e.g. control record open, payroll is not locked?

SAP Submission Two choices for hiring employees are PA40 and PA30. PA40 is an info-grouping: -client configured, chained process of [PA30] infotypes Winshuttle transaction perspective…. Using PA40 over PA30 to hire employees in the SAP ERP system, results in 1 recording rather than many (SAP exclusive locks). For PA30, 1 recording for each infotype configured: up to 19 for US Sugar. No value for PA42 (Fast Entry)

New Hire Process Must update SAP Infotypes:

• IT0021 - Spouse & Emergency Contact Updates

• IT0105 - Reuse this infotype 4 times.

0001 0002 0021 0021 0006 0210 0007 0008 0009 0041

0040 0077 0094 0105 0105 0105 0105 0171 9002

Rehire Workflow must retrieve all these Infotypes

Foreground / Background Comparison

Foreground:

• Allowing the user to submit the data:

• Immediate feedback on the submission

• Faster submissions and therefore shorter running processes, e.g. system resource utilization/overhead.

• Timeouts and Errors do not have to be handled (coded) in the workflow.

Background:

Less user impact/interaction: no need to route additional tasks to the end-user, no buttons or decision making.

Error handling and no SAP login required: Bad data can be corrected externally of the ERP system and the workflow will resubmit the remaining data. Truncated view of the form data to simplify non user-friendly SAP error messages.

Choosing PA30. • We use PA30 for the benefits of submitting in the background.

Notes on PA40:

• If bad data is input, the single Winshuttle recording of PA40 will execute Infotypes inline until it hits the error… however this option results in the user having to exit the process. For this use case, this is not optimal

• Using Winshuttle to optimize PA30 presents a better approach than using PA40 in this use case because inline errors may be trapped – the error can then be corrected and then the process can continue.

Workflow, notes

• Tracking variables:

– workflow steps, manual changes

Populate Communication Form data

Error Handling

• Protection from:

– bad-data

– timeouts / connectivity

• unlimited submissions

– locked records

Winshuttle and US Sugar Corp HCM

• Enabling process automation & Streamlining HCM processes

• Workflows and forms present end-users better interaction while reducing or eliminating many manual activities

• Faster processing of HCM actions ensuring employees are paid correctly

• Form Visibility... and history showing bottlenecks

36

Thank-you

• Questions and Answers

• Robert Jamerson

• rjamerson@ussugar.com

US Sugar Corp. HCM Use Case • Robert Jamerson

Southern Florida agricultural operation founded in 1931. •More than 180,000 acres of farmland in Hendry, Glades, and Palm Beach counties •Country’s largest producer of cane sugar: 650,000-700,000 tons of raw sugar annually

US Sugar Corp. HCM Use Case • Robert Jamerson

During the 2010-2011 season, harvested 5.63 million tons of sugarcane. Our 12-story, 300,000-square-foot Clewiston Refinery regularly sets refined sugar production records operating more than 300 days each year.

Boilers: (1.44 million pounds per hour total steam capacity)

Like the Clewiston Factory, the refinery is powered by bagasse, the tough fibrous byproduct of sugar cane remaining after the juice is extracted.

The two milling tandems can grind up to 42,000 tons of cane per day or 1,800 tons per hour.

The raw sugar warehouses have a 360,000 ton capacity.

U.S. Sugar's state-of-the-art refinery

US Sugar Corp. HCM Use Case • Robert Jamerson

US Sugar Corp. Subsidiaries: Southern Gardens Citrus and S.C.F.E. (South Central Florida Express) -16,500 grove acres that annually produce 180 million gallons of juice.

US Sugar Corp. HCM Use Case • Robert Jamerson

US Sugar Corp. HCM Use Case • Robert Jamerson

Southern Gardens Citrus is one of the country’s largest orange juice producers with 16,500 acres of groves, comprising of 1.8 million orange trees; - More than 100 million gallons of orange juice annually - Largest supplier of private label not-from-concentrate orange juice in the United States

SCFE transports everything from grain to lumber.

In 2010, a total of 116,668 carloads were transported.

SCFE - South Central Florida Express -Railroard

Broad customer base includes local and national companies.

US Sugar Corp. HCM Use Case • Robert Jamerson