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OneHR Self Services – Lessons Learnt

Presented by Daniel Paul Nov 2011

COMPANY OVERVIEW

AMEY

Company

• If you live or work in the UK, there is a one in four chance that you come into contact with at least one Amey service on a daily basis.

• As one of the UK’s leading public services providers, we have the unique ability to connect the services that practically everyone relies on together

• Provide a diverse breadth of services with a fully integrated consultancy capability. This means that from facilities management to highways and rail services, we offer solutions from design through to delivery. We deliver either stand-alone services or bundled solutions across our three core markets – Built Environment, Local Government, and Inter-Urban.

• Use SAP for HR, Finance, Project Systems, Material Management, Business Intelligence and Business Objects.

OneHR Self Service Project

Project scope: SAP ESS/MSS; HR Process Re-engineering

Process covered: Personal Information; Working Time;

Expenses; Pay slip; Training and Qualifications

Management; Performance Appraisals; Leavers / Terms

and Conditions Changes

Implementation partner: EPI-USE, SAP

Rollout scope: All 11,000 employees in the UK workforce

System Status: EHP 4 and Business pack

OneHR SELF SERVICES

OBJECTIVE

• The business objectives for the project were at two levels – Financial, and Strategic

• Strategic – Aim to move the transactional components of HR away from practitioners ‘in the field’ to a direct channel – enabled by SAP ESS/MSS - between employees/managers, and a ‘OneHR’ shared service centre.

• Financial – Realignment of the HR to Employee Ratio; Reduction in the HR Resources; More effective Absence Management with Cost efficient processes supported by Self Services.

• Data transparency aimed at consistent accuracy across the business

Scope of ESS MSS functionality

Employee Self Service:

• Personal Information.

• Leave Request.

• Address, Bank details, Payslips, Emergency Contact details

• Leave Requests.

• Travel & Expenses / Business Mileage application.

• Training Requests and updating Qualifications.

• Performance Management - On-line appraisals.

Employee Self Services - Samples

Scope of ESS MSS functionality

Manager Self Service:

• Personal Information.

• Team Calendar, Reminder of Dates, Employee Search, Personnel Development, General Data.

• Approvals of Leave, Expenses, Training.

• Enter Employee Absences.

• Delegate / Substitute tasks on Inbox notifications.

• Organisation Structure through OrgPublisher.

• Performance Management - On-line appraisals.

• Reports.

• Work Schedule Changes – creating substitutions.

• Leavers & Changes to Terms and Conditions processes.

Manager Self Services – Sample Screen

Implementation Approach

• Dedicated Project Team following the ASAP Methodology with iterations during the Realisation stages.

• Workshops with Process Owners and Technical Team [SAP & EPIUse to scope the functional requirements for the business.

• Identified Key SMEs for the project team to own and manage the roll out through change management, user acceptance testing and preparation and delivery of training.

• Extensive Testing covering Unit, Integration, Security, Penetration [security] and Business Scenarios.

• Robust Change control process for the technical changes process sign offs.

• Phased Roll out to business units over 5 months.

Data

Key facts:

• Organisation Structure – All the reporting structures for all employees required to be validated and confirmed by the business units.

• Annual Leave - Quota and Leave year required validation and confirmation and signoff for the go-live date

• Data inconsistencies – Identified as numerical value error when

changing personal data such as Addresses, Details and Name. Run RPUFIXDS to overcome this. Care to read relevant OSS notes for Concurrent employment.

Lessons Learnt

People

Key facts:

• User Roles – Remap / Recreate Roles with Structural Authorisation and context solutions relevant to self services.

• User training – Classroom training and Webinar sessions for MSS training. Separate briefs / demos through drop in sessions for ESS users demographically located.

• Deployed Super-users to deliver further training and on going support.

• On line help, guides and FAQs made available through Intranet.

• Briefing Packs and Cascades of expected functionality to Business units through their executive teams.

Lessons Learnt

People – contd……

Key facts:

• Communication is vital – Service centre, Business Managers, Time Administrators in business units.

• Continuous engagement with the business and the technical specialists.

Lessons Learnt

System

Key facts:

• Clear understanding of precise business requirements / definitions.

• It is just not about HR – but think about the rest of the business functions that rely on Org Structures and Personnel Time.

• Work flow administration – an area that needs close monitoring and on going support.

• Thorough technical testing to cover all integrations with payroll, expenses processing, financial postings and external interfaces. Testing and Reiterations to cover all business scenarios.

• Testing of Authorisation of Roles – never underestimate the impact on existing roles

Lessons Learnt

System – contd…..

Key facts:

• User access to portal services outside company network – security and controls.

• Early consideration for HR Metrics in MSS.

• User access to Portals outside company net work – security and controls.

• Customised functional applications for Business Mileage Capture, Changes to Terms and Conditions, Changes to work schedules [creation of substitution]

• Scope Creep – lack of clear understanding of initial specifications.

Lessons Learnt

System – contd…..

Key facts:

• Impact Analysis – to provide full effect of functional changes on existing portal functions and related database changes

• Progressive Elaboration.

• Future proofing.

• Scope for Continuous Improvement

• Increased testing when changes made to HR Database that would influence the Portal. [ Support Packs for example]

• Single Sign on

Lessons Learnt

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Questions???