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2011 02 28 Lee Gale V1

Lee Gale
Lee Gale

This document discusses streamlining HR processes through digital personnel files. It begins with introductions of the presenter and their experience. It then outlines the business case for digitizing personnel files, including quantifying costs of current paper-based processes and the operational benefits of going digital. These include improved access to files for HR and employees, faster processing, and compliance. The presentation then covers SAP and OpenText solutions for digitizing personnel files and integrating them with SAP HCM software. It provides an example customer case study of a large bank that improved HR processes and audit controls with a digital employee file management system.

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Streamline HR Processes with Digital Personnel Files Lee Gale SAP Solutions Director, Asia Pacific & Japan, Open Text Corporation
About the presenter Lee joined Open Text in 2009 managing the SAP Solutions business across Australia & New Zealand Prior to that: Lee was managing the SAP/Adobe partnership in Asia Pacific for the over 5 years. Before Adobe, Lee spent many years at a Systems Integration firm as a solutions architect working with customers spanning a wide range of industries including Public Sector, Telecommunications, Manufacturing, Consumer Packaged Goods (CPG) and Financial Services. Lee started his IT career working within Financial Services spanning retail banking, wealth management and investment banking. Throughout his entire IT career, Lee has been working with organisations in improving their business processes through the combination of technology and cultural change. Mastering SAP HR & Payroll 2011
What Ill Cover Introduction & Overview Quantifying the cost of the problem and the business case Evaluating the operational outcomes Key Points to Take Home Questions Mastering SAP HR & Payroll 2011
SAP Solutions Dedicated SAP Line of Business responsible for SAP Licensed/Support product strategy, GTM and alignment with SAPs SAP Archiving by Open Text technology and business strategy SAP Document Access by Open Text SAP Extended ECM by Open Text SAP NetWeaver is strategic platform for Open Text SAP Invoice Management by Open Text Significant Year over Year $ investments Optical Character Recognition for IM by OT dedicated to SAP related integration and on-going SAP Digital Asset Management by Open Text validation SAP Employee File Management by Open Text Joint product roadmap and product development SAP Document Presentment by Open Text with SAP Open Text Licensed/Support Part of the portfolio is sold directly through SAP Open Text Customer Information Mgmt Over +3,000 SAP clients Open Text Supplier Information Mgmt Open Text Transactional Content Processing Mastering SAP HR & Payroll 2011
SAP & OpenText Content-Enriched Business Processes Roles Transactions SAP Business Object Data Events Content Mastering SAP HR & Payroll 2011
Weaving Content into Business Processes The value of organizational content is greatly when its not managed in the context of the transaction it supports. The benefit of Enterprise Content Management is delivering the to the in the Mastering SAP HR & Payroll 2011
Introducing Barclays Major global financial services provider 150,000 Employees in over 50 countries Established more than 300 years ago Mastering SAP HR & Payroll 2011
Challenges Digital access to all personnel files Highly regulated industry, an audit showed that they were not records managing their HR documents correctly, no control or audit action Simplification and increasing of HR processes Efficient and faster handling of inquiries Higher Transparency Mastering SAP HR & Payroll 2011
SAP Employee File Management by Open Text SAP Employee File Management by Open Text is the strategic SAP solution for personnel digital files Key benefits of the EFM solution are: Complete management of all employee documents Employee documents Talent related documents Applicant documents Immediate availability of digital personnel files to all users Faster and more efficient work in HR Departments Complete and seamless integration into SAP ERP HCM complementing our HR solution offering Mastering SAP HR & Payroll 2011
SAP Employee File Management by Open Text Web Access for HR Capturing: Professionals, Manager & Scan, Barcode, Employee Self Service eMail, Mass Import SAP GUI Retrieval for HR Professionals Flexible SAP Employee File Folder Management by Open Text Structure Guest - User SAP Employee File Management Access HR Processes, Follow Up, Workflow Integration of SAP Documents and SAP Interactive Forms by Adobe* Secure Archiving Secure Deletion, Activity Logging Retention Management Mastering SAP HR & Payroll 2011
HR Document Process (Microsoft Word, PDF, and so on) HR Paper documents or digital Extraction documents Imaging Classification Start process New hire, many different and sometimes complex processes E-mail Forward documents to Payroll, for example, fitness membership and wellness reimbursement program Mastering SAP HR & Payroll 2011
Working with Employee Documents HR Business Partners Role Needs HR Professional Seamless integration into HR working inside Easy and fast access to all employee-related HR documents Shared Service Center Role Needs HR Clerk Workflow support working inside Share information the Shared Easy and fast access to all employee-related Service Center documents Employee and Manager Self Service Task management SAP Employee File Management Role Needs Manager or Easy to use interface Employee, Easy and fast access to all employee-related Casual user documents Mastering SAP HR & Payroll 2011
Characteristics of a Great Business Case: Key Questions Answered Why have we embarked on this initiative? What do we want to achieve? What challenges prevent us from getting there? What is the recommended solution & associated benefits and cost? How should we implement? Why? How do we ensure value delivery? Why Now? What? What are other similar case studies; How? Is our approach achievable? Proof Mastering SAP HR & Payroll 2011
Checklist for Success Clear statement of the problems Clear linkage between initiative and corporate strategy Realizable improvements & achievable goals Quantifiable benefits Passionate sponsorship & clear accountability Execution risks understood and addressed Execution plans well mapped and the organization is on-board Better returns than other investments Mastering SAP HR & Payroll 2011
Business Case Development: Process, Tools, and Template Discovery Business Case Executive Validation & Workshops and Analysis and Alignment Final Presentation Data Collection validation Tool: Value Lifecycle Manager (VLM) Template: Collaborative Value Assessment Mastering SAP HR & Payroll 2011
The Business Case for EFM Value Driver Parameters Document filing: Cost of external storage (e.g., Iron Mountain) Reduce paper handling costs Cost of retrieving documents from external storage Cost of internal storage Cost of internal copy, transport and publishing Document Filing: Time required to file personnel documents Reduce document filing cost Amount of documents to file Number of FTEs filing documents Improve work processes: Number of employees who perform value-add processes Number of hours per person requiring access to content in SAP HR business contexts per week spent on non-value Number of hours per person that are non-value adding adding activities (due to lack of due to lack of information accurate information) Average fully loaded cost per FTE Mastering SAP HR & Payroll 2011
Implementation Design Designed a generic approach to documents, involved key HR services Built a single picture view of the documents, folders, access, infotypes, retention Rebuilt reminders using either EFM or Infotype 19 HR Services mangers rebuilt processes that didnt involve paper Build and test Start with example document type Mastering SAP HR & Payroll 2011
Implementation Implementation (ongoing) 2 Phases: New documents; and Historical files Focus for new on change management, altered filing practices Focus on historical on what is necessary to retain, files cleaned prior to scanning 際際滷 19 SAP HR & Payroll 2011 Mastering
Evaluating the operational outcomes Happier HR Services Team Customer Service Improvements Reduced paper tourism and copying Reduced storage space and costs Business continuity internal audit passed Better audit trails Data Protection Act compliance Mastering SAP HR & Payroll 2011
Key Points to Take Home Understand the technology building blocks available to you and what is really driving your business case!! Gain access to the tools available to build your business case Turn administrative tasks into productivity & efficiency gains Mastering SAP HR & Payroll 2011
Resources Visit the website: www.digital-HR.com Mastering SAP HR & Payroll 2011
Questions Mastering SAP HR & Payroll 2011
Questions Mastering SAP HR & Payroll 2011
Premier Partners: Supported by: Produced by:

More Related Content

2011 02 28 Lee Gale V1

  • 1. Premier Partners: Supported by: Produced by:
  • 2. Streamline HR Processes with Digital Personnel Files Lee Gale SAP Solutions Director, Asia Pacific & Japan, Open Text Corporation
  • 3. About the presenter Lee joined Open Text in 2009 managing the SAP Solutions business across Australia & New Zealand Prior to that: Lee was managing the SAP/Adobe partnership in Asia Pacific for the over 5 years. Before Adobe, Lee spent many years at a Systems Integration firm as a solutions architect working with customers spanning a wide range of industries including Public Sector, Telecommunications, Manufacturing, Consumer Packaged Goods (CPG) and Financial Services. Lee started his IT career working within Financial Services spanning retail banking, wealth management and investment banking. Throughout his entire IT career, Lee has been working with organisations in improving their business processes through the combination of technology and cultural change. Mastering SAP HR & Payroll 2011
  • 4. What Ill Cover Introduction & Overview Quantifying the cost of the problem and the business case Evaluating the operational outcomes Key Points to Take Home Questions Mastering SAP HR & Payroll 2011
  • 5. SAP Solutions Dedicated SAP Line of Business responsible for SAP Licensed/Support product strategy, GTM and alignment with SAPs SAP Archiving by Open Text technology and business strategy SAP Document Access by Open Text SAP Extended ECM by Open Text SAP NetWeaver is strategic platform for Open Text SAP Invoice Management by Open Text Significant Year over Year $ investments Optical Character Recognition for IM by OT dedicated to SAP related integration and on-going SAP Digital Asset Management by Open Text validation SAP Employee File Management by Open Text Joint product roadmap and product development SAP Document Presentment by Open Text with SAP Open Text Licensed/Support Part of the portfolio is sold directly through SAP Open Text Customer Information Mgmt Over +3,000 SAP clients Open Text Supplier Information Mgmt Open Text Transactional Content Processing Mastering SAP HR & Payroll 2011
  • 6. SAP & OpenText Content-Enriched Business Processes Roles Transactions SAP Business Object Data Events Content Mastering SAP HR & Payroll 2011
  • 7. Weaving Content into Business Processes The value of organizational content is greatly when its not managed in the context of the transaction it supports. The benefit of Enterprise Content Management is delivering the to the in the Mastering SAP HR & Payroll 2011
  • 8. Introducing Barclays Major global financial services provider 150,000 Employees in over 50 countries Established more than 300 years ago Mastering SAP HR & Payroll 2011
  • 9. Challenges Digital access to all personnel files Highly regulated industry, an audit showed that they were not records managing their HR documents correctly, no control or audit action Simplification and increasing of HR processes Efficient and faster handling of inquiries Higher Transparency Mastering SAP HR & Payroll 2011
  • 10. SAP Employee File Management by Open Text SAP Employee File Management by Open Text is the strategic SAP solution for personnel digital files Key benefits of the EFM solution are: Complete management of all employee documents Employee documents Talent related documents Applicant documents Immediate availability of digital personnel files to all users Faster and more efficient work in HR Departments Complete and seamless integration into SAP ERP HCM complementing our HR solution offering Mastering SAP HR & Payroll 2011
  • 11. SAP Employee File Management by Open Text Web Access for HR Capturing: Professionals, Manager & Scan, Barcode, Employee Self Service eMail, Mass Import SAP GUI Retrieval for HR Professionals Flexible SAP Employee File Folder Management by Open Text Structure Guest - User SAP Employee File Management Access HR Processes, Follow Up, Workflow Integration of SAP Documents and SAP Interactive Forms by Adobe* Secure Archiving Secure Deletion, Activity Logging Retention Management Mastering SAP HR & Payroll 2011
  • 12. HR Document Process (Microsoft Word, PDF, and so on) HR Paper documents or digital Extraction documents Imaging Classification Start process New hire, many different and sometimes complex processes E-mail Forward documents to Payroll, for example, fitness membership and wellness reimbursement program Mastering SAP HR & Payroll 2011
  • 13. Working with Employee Documents HR Business Partners Role Needs HR Professional Seamless integration into HR working inside Easy and fast access to all employee-related HR documents Shared Service Center Role Needs HR Clerk Workflow support working inside Share information the Shared Easy and fast access to all employee-related Service Center documents Employee and Manager Self Service Task management SAP Employee File Management Role Needs Manager or Easy to use interface Employee, Easy and fast access to all employee-related Casual user documents Mastering SAP HR & Payroll 2011
  • 14. Characteristics of a Great Business Case: Key Questions Answered Why have we embarked on this initiative? What do we want to achieve? What challenges prevent us from getting there? What is the recommended solution & associated benefits and cost? How should we implement? Why? How do we ensure value delivery? Why Now? What? What are other similar case studies; How? Is our approach achievable? Proof Mastering SAP HR & Payroll 2011
  • 15. Checklist for Success Clear statement of the problems Clear linkage between initiative and corporate strategy Realizable improvements & achievable goals Quantifiable benefits Passionate sponsorship & clear accountability Execution risks understood and addressed Execution plans well mapped and the organization is on-board Better returns than other investments Mastering SAP HR & Payroll 2011
  • 16. Business Case Development: Process, Tools, and Template Discovery Business Case Executive Validation & Workshops and Analysis and Alignment Final Presentation Data Collection validation Tool: Value Lifecycle Manager (VLM) Template: Collaborative Value Assessment Mastering SAP HR & Payroll 2011
  • 17. The Business Case for EFM Value Driver Parameters Document filing: Cost of external storage (e.g., Iron Mountain) Reduce paper handling costs Cost of retrieving documents from external storage Cost of internal storage Cost of internal copy, transport and publishing Document Filing: Time required to file personnel documents Reduce document filing cost Amount of documents to file Number of FTEs filing documents Improve work processes: Number of employees who perform value-add processes Number of hours per person requiring access to content in SAP HR business contexts per week spent on non-value Number of hours per person that are non-value adding adding activities (due to lack of due to lack of information accurate information) Average fully loaded cost per FTE Mastering SAP HR & Payroll 2011
  • 18. Implementation Design Designed a generic approach to documents, involved key HR services Built a single picture view of the documents, folders, access, infotypes, retention Rebuilt reminders using either EFM or Infotype 19 HR Services mangers rebuilt processes that didnt involve paper Build and test Start with example document type Mastering SAP HR & Payroll 2011
  • 19. Implementation Implementation (ongoing) 2 Phases: New documents; and Historical files Focus for new on change management, altered filing practices Focus on historical on what is necessary to retain, files cleaned prior to scanning 際際滷 19 SAP HR & Payroll 2011 Mastering
  • 20. Evaluating the operational outcomes Happier HR Services Team Customer Service Improvements Reduced paper tourism and copying Reduced storage space and costs Business continuity internal audit passed Better audit trails Data Protection Act compliance Mastering SAP HR & Payroll 2011
  • 21. Key Points to Take Home Understand the technology building blocks available to you and what is really driving your business case!! Gain access to the tools available to build your business case Turn administrative tasks into productivity & efficiency gains Mastering SAP HR & Payroll 2011
  • 22. Resources Visit the website: www.digital-HR.com Mastering SAP HR & Payroll 2011
  • 23. Questions Mastering SAP HR & Payroll 2011
  • 24. Questions Mastering SAP HR & Payroll 2011
  • 25. Premier Partners: Supported by: Produced by: