Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Capitalize on an Enterprise-Wide Reorganization by Redesigning HR

See how a telecommunications company built a global HR organization from scratch in just 6 months across 50 countries in response to an organizational restructuring.

Learn how Alcatel Lucent Enterprise used SAP SuccessFactors solutions to simplify HR processes, enable self-service, and accelerate headcount reporting by 87% with Capgemini’s help.

Presented by Johannes Neumann, Alcatel Lucent, at SAPPHIRE NOW 2016.

  • Login to see the comments

Capitalize on an Enterprise-Wide Reorganization by Redesigning HR

  1. 1. 1 Capitalize on an Enterprise-Wide Reorganization by Redesigning HR SAPPHIRE 2016 Orlando Johannes Neumann – HR Project Manager Alcatel-Lucent Enterprise
  2. 2. 2 SAPPHIRE 2016 Agenda Who is ALE? !  Our Company: ALE !  The Spin-Off !  The HR Challenge SF Implementation - How did we do it? !  Before and After SuccessFactors !  Our SF Implementation Partner: Capgemini !  Selecting an HRIS !  The implementation Team & Timeline !  The Configuration !  The Roll Out !  Measuring the Roll Out Success Discussion and Q&A
  3. 3. Providing enterprise communications solutions from the office to the cloud Who is Alcatel-Lucent Enterprise?
  4. 4. Our Company About Us Our company is a leading provider of enterprise communications solutions and services, from the office to the cloud, marketed under the Alcatel-Lucent Enterprise brand. With communications, networking and cloud solutions for business of all sizes, our team of technology experts, service professionals, and 2900+ partners serves more than 830,000 customers worldwide, tailoring and adapting our solutions and services to local requirements.
  5. 5. 5 The Spin-Off !  October 1st 2014 Alcatel-Lucent completed the sale of its Enterprise business to China Huaxin !  15% minority stake held by Alcatel-Lucent " A new era for ‘ALE’ begins! !  The new company - Complex task of creating a new infrastructure to become an independent company: •  Creation of new legal entities and offices worldwide •  New IT/IS systems •  New financial infrastructure •  A new HRIS for all employees !  15 months down the road we are an independent, mid- sized business with strong existing assets in 50 countries.
  6. 6. 6 The HR challenge !  Become standalone in 3 months for 15 countries with over 2000 employees !  Become standalone in 15 months for all 50+ countries with 2700+ employees !  Build a global HR team from scratch in 6 months supporting all countries !  Implement payroll and benefits !  Design and implement basic global HR processes !  Change processes and mindset from a large multinational to a midsized company (from 60.000 to 2700 employees) SIMPLIFY, SIMPLIFY, SIMPLIFY !!
  7. 7. Providing seamless access inventing tailored solutions delivering tangible outcomes Implementing SF – How did we do it?
  8. 8. Before and After SuccessFactors !  October 2014: •  Multiple legacy HR tools for employee data management, performance management and recruitment. •  Dropping out of legacy tools quickly. •  Broken approval & workflows. •  Manual and resource-intensive workarounds: emails and Excel tables….no legal compliance !  October 2015: •  SuccessFactors implemented for all 2700 employees and 800 contractors. !  Recruitment !  Performance Management !  Employee Central for data mgmt and employee self service
  9. 9. 9 !  Understood our specific circumstances !  Open minded for alternative selection and implementation approaches !  Understood our need for forced simplification and for‚ keeping things light‘ !  Approach: self-service tool, light on maintenance, HR not being ‚the police‘‚ off the shelf‘ implementation with minimum configuration Our SF Implementation Partner
  10. 10. Selecting an HRIS !  Our comparison and selection process narrowed down to 2 major cloud-based applications: SuccessFactors Competitor User Interface ++ ++ Integration of modules + ++ ‚Fit‘ for ALE: flexibility of configuration ++ + Suitable Implementation Partners ++ + Overall ++ + !  ‚On-premise‘ solutions: too costly, too time-consuming and not ‚off the shelf‘ * This is our own and ‚subjective‘ perception when comparing the 2 tools & vendors
  11. 11. 11 The Implementation Team Employee Central Recruitment Performance Management ALE 2x IT, 3x HR and the ALE PM 1 HR and the ALE PM 1 HR and the ALE PM Capgemini Depending on phase: 1 Consultant and the Cap PM 1 Consultant and the Cap PM 1 Consultant and the Cap PM !  On the ALE side: a core team with a mix of HR, IT and Business Representatives. !  On the Cap side: a dynamic core team consisting of the Project Director, a PM, Consultants and additional resources depending on the project phase
  12. 12. 12 The Implementation Timeline GO-Live GO-Live JunMayJan Feb Mar Apr Jul 20152014 Nov Dec Solution selection Core HR – SF EC Sign Off 1st Configuration-WB Final Configuration Sign Off Technical GO-Live Big Bang Recruitment Mgt Goal Setting & Perf. Management Sign Off 1st Configuration-WB Final Configuration Sign Off Big Bang Global meeting 2 iterations First iteration Prepare Realise Verify Launch Iteration feedback Roll-out Legend Milestone Sign Off 1st Configuration-WB Final Configuration Sign Off Big Bang GO-Live 2 iterations Contracts & Project Planning
  13. 13. 13 !  Off the shelf (to the max. possible): our implementation partner advised us on the ‚lightest‘ approach to avoid too much configuration. !  Employee Central: no position mgmt, no absence mgmt, no global assignments and a simplified BU/BD structure !  Recruiting: simple and efficient requisition form, mostly pre-populated approval paths, standard career site !  Performance Mgmt: Goal Plan and Performance Mgmt. Module: minimal configurations !  No payroll integration via connectors (implementation too time-consuming and too costly) " All payroll relevant transactions are covered with workflows that include the payroll team: The Configuration - Summary Payroll team performs change in local payroll engine Change of payroll-relevant data in SF Payroll team (by country) included into workflow (as ‚approver‘) in SF Manager Employee HR
  14. 14. The Roll Out !  Big Bang! - All employees and contractors globally-All modules !  Multiple communication channels (emails to employees, intranet articles) !  Self learning for employees: variety of self produced 1 minute video clips !  Virtual training sessions for HR users !  Virtual training sessions for people managers: 8 alternative training sessions (30 min each) covering 300 out of 500 people managers (so far)
  15. 15. 15 Measuring the Success of the SF Roll - Out Before SF With SF " What has been improved HC reporting: creating snapshot and inflow/outflow reports 2 months 1 week maximum Saves ½ FT in Finance, ½ FT in HR and ½ to ¼ hct in Sales (Sales Operations) Employee data and payroll changes Multiple emails and phone calls Workflow via tool Managers and HR now have self-service - including approval by management and receipt/validation by HR / Payroll Recruitment Approval via email. Posting via multiple tools. Application of candidates via email Approvals and posting via SF, candidates via SF Self-service for managers to register requisition. Approval process via tool. Candidates via tool (no emails). Goal Setting and Performance Mgmt Excel forms or interim self- programmed tool. No monitoring of progress or reporting Process via SF including reporting Full visibility and reportability of goal setting and perf mgmt process by: ! Individual ! Team ! Country ! BU ! Manager
  16. 16. Discussion and Q&A
  17. 17. 17 Discussion and Q&A Implementing a new HR tool: a unique chance to revise and simplify your core HR processes!
  18. 18. Discussion and Q&A ‚Out of the box‘ – approach: implementing Successfactors Employee Central with 1 iteration only: realistic?
  19. 19. Small to mid-sized companies and cloud HR tools: over the top or perfect match? Discussion and Q&A
  20. 20. BPR: before, during or after the implementation? Discussion and Q&A
  21. 21. 21 Follow us on: THANK YOU!
  22. 22. !  1 iteration only !  originally 17 workflows only (3 had to be added in the meantime and the rest had to be re-worked, please see ‚Lessons Learned‘…) !  only 2 organisation levels (‚BU‘/‘BD‘) and 2 levels of job families (‚job function‘ /‘job function type‘) !  changes in around 40 data fields automatically trigger 10 different workflows (via ‚event derivation rules‘) !  5 languages enabled for manager and employee self-service - but so far only 2 languages (English and French) fully configured and all UDFs translated for EC, Performance Mgmt & Recruiting !  6 countries (China, India, Germany, France, USA, Russia) with individual data fields !  only current employee data – no historical data. Data import via standard import templates !  Standard reports !  basic configuration of Mobile app for all 3 modules APPENDIX: The Configuration – Employee Central
  23. 23. !  2 iterations !  Standard set up for req creation, approval path, posting and candidate management !  Requisition creation via manager self-service !  Only 2 req templates: internal and external recruitment !  Approval path partially autopopulated (depending on internal or external recruitment): •  User only needs to select his HR/Recruiter and his corresponding member of the ALE Excec committee. •  All other approvers including CFO and CEO (in case of external recruitment) are autopopulated !  Basic automated candidate correspondence !  Standard internal and external career site with minimum configuration only (ALE company presentation) !  We manually migrated re-approved requisitions from legacy tools into SuccessFactors before the launch APPENDIX: The Configuration - Recruiting
  24. 24. APPENDIX: The Configuration – Goal Setting & Performance Mgmt !  2 iterations !  Goal Setting module: !  with efficient configuration of Goal Template !  ‚Cascading‘ functionality enabled !  Goal name, Goal description, Goal measurement !  collaborative setting for both manager and employee to enter/edit goals at the same time !  Performance Management module: !  2 review phases: ‚Mid – Year review‘ and ‚Overall Year assessment‘ !  employee self assessment and manager assessment !  " we migrated 2015 goals of employees into SuccessFactors via file load
  25. 25. APPENDIX: Consultation Processes & Data Security Audits !  Information processes to worker representatives or authorities in a number of countries !  France: !  Consultations with local union representatives on all ALE sites in France !  Detailed demonstrations of all 3 modules to union representatives !  Q&A on data security and technical measures to protect access& data !  Germany: consultation and co-determination !  presentations to works council and signing of an agreement (‚Betriebsvereinbarung‘) for the SF usage !  data security audit with external consultant !  ‚data order processing contract‘ between French mother company (ALE International) and subsidy in Germany (ALE Deutschland GmbH) including list of technical and organisational measures to protect data security !  detailed grid explaining view and edit rights for each user role for all data field in all 3 modules
  26. 26. SuccessFactors HRIS Architecture at ALE ADP GlobalView ADP Streamline: multiple local payroll providers and tools ‘Employee Central’: MASTER SYSTEM (for hires, terminations, data changes etc) China: FESCO SLAVE SYSTEM (for basic payroll information uploaded into SF) PAYROLL TOOLS Cost Center Information IAM • Payroll tools produce flatfiles which will be uploaded into SuccessFactors regularly • No automated integration from SuccessFactors to Payroll tools! Performance Mgmt Module Recruitment Module SuccessFactors to payroll systems: payroll team included as ‚approver‘ in all payroll-relevant workflows USA: Insperity Expense Mgmt, employee communication, Travel mgmt
  27. 27. 27