Practical approaches and experiences learned from trying to make the most of our core HR technology investment with flexible resourcing at Allen & Overy LLP.

1. © Allen & Overy 2016
Delivering value from PeopleSoft
HCM 9.2
Chris Pannell
3rd March 2016

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Agenda
1. Introduction
2. Background to PeopleSoft at Allen & Overy
3. Our approach to upgrades and maintenance
4. Four steps to moving beyond compliance discussions
5. Emerging thinking on future direction at Allen & Overy
6. Questions

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Background to PeopleSoft at Allen & Overy

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527
Partners
2,680
Lawyers
4,949
People
44
Offices
31
Countries
People systems are critical at a global firm
like Allen & Overy
†All figures represent the financial year 2014/15
Geographic split by total number of lawyers † People systems landscape

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PeopleSoft HR has been at the centre of our
people systems platform for 13 years
HR 8.8
Tools 8.43
2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016
ELM 8.8
Tools 8.45
HR 9.0
ELM 8.8
Tools 8.49 Tools 8.53
HCM 9.2
ELM 8.8
Tools 8.54
A brief history of PeopleSoft tools and applications
– Core HR
– Self service
– Global partner payroll**
– UK staff payroll**
– Local payroll interfaces
– Joiners, changers, leavers
– Performance reviews
– Absence request / approval
– Course administration
– Online learning
– Training history
– CPD tracking
– Certification
– Training materials
PeopleSoft HCM Modules PeopleSoft ELM Modules
SENTIMENT

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The HR Systems team incorporates
functional, technical and reporting skills with
first line support in the Belfast SSC
London Team
Functional Technical Reporting
PeopleSoft Specialist PeopleSoft
Technical Specialist
Business Intelligence
Manager
Information Analyst PeopleSoft
Technical Specialist
HR Reporting Specialist
Functional specialist
(contractor)
Belfast Team
Helpdesk
Information Analyst
Information Analyst
* All roles permanent unless otherwise stated

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Our approach to upgrades and maintenance

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Our commitment to PeopleSoft payroll has
driven the maintenance schedule and
application upgrades
There is an
argument
for
delivering
more value
from our
HCM 9.2
investment
Opportunities
offered by the
application
offer so much
potential to
address real
business
problems
But it is a
significant
investment to
simply
achieve
compliance
Our HCM 9.2
upgrade was
driven by
need to be on
a supported
platform for
payroll
The risk of not
paying staff or
partners is a
persuasive
argument!
We have used a coordinated approach to moving the discussion around
PeopleSoft HCM beyond issues of compliance

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Four steps to moving beyond compliance
discussions

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Step 1 – Identifying opportunities to improve
the status quo at upgrade time drives early
buy-in
– We realised early on that payroll support
isn’t visible or exciting to stakeholders
– We looked for opportunities to bring
about positive change in addition to the
core deliverables
– We were careful to select high-impact
but relatively low effort opportunities
– Used global business assurance group
as sounding board
– We used the opportunity of the project
to make sensible technical changes that
had been outstanding for some time
Our approach
– Delivered a new home page with added
functionality
 My details
 To do list
 Recently used
– Dropped custom branding during
application
– Splash screen
– Moved to self-service reporting framework
for payslips (reduced DB size by about
100Gb, 62.5%)
– Move to asynchronous email improved
responsiveness of one of our most used
parts of the system
Things we changed during the upgrade

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Our self service home page changed
11

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Step 2 – Framing your plans for PeopleSoft
within an overall HR systems strategy
provides context for discussion
12
Remove inefficiencies by giving people the right tools to execute their roles effectively
‒ Fix fundamental issues in HR system administration that result in an industry of manual workarounds
‒ Eliminate the need for offline repositories of data by delivering compelling solutions on our core HR system
‒ Maximise the value of investment in new systems by building robust integrations
Our vision is to build a trusted, efficient and advanced platform of global HR technology and process that supports our high
performance culture by delivering an environment of data-driven decision making.
Build an advanced and scalable HR platform
‒ Provide decision makers with easy access to the right information at the right time
‒ Empower our people by removing the need to be at their desk to take action
‒ Develop better systems integrations to help automate our employee lifecycle processes
‒ Support the move to cloud solutions for specialist functional HR areas
Ensure the business has access to accurate, timely and reliable data
‒ Standardise HR processes to ensure consistency and repeatability
‒ Eliminate errors and reduce training time by using intelligent systems to guide our administrators
‒ Reduce the complexity of administering the HR system by cleansing and simplifying our reference data
Trusted
Efficient
Advanced

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Step 3 – changing the resource model can
alleviate organisational constraints
‒ Getting more value from our
PeopleSoft investment
‒ Analysis and business caseA trusted Oracle Gold certified partner with
a proven track record in supporting our
PeopleSoft HR system.
HCM 9.2 Optimisation
Pre-configured solutions
‒ HR Administrator work centre
‒ New Hire Activity Guide
‒ Transfer Process Activity Guide
‒ Manager work centre
Through our master services agreement
with Cedar we have access to an industry
leading team of consultants that we can
call upon flexibly.
With Cedar we can deliver value added
activities independently of core platform,
BAU and project work. It offers an
alternative resourcing model for the future.
Fresh, external perspectives
‒ Cross sector experience
‒ Best practice
‒ Mobile applications

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Step 4 – Developing a case that links system
changes to business benefits is crucial to
acceptance. Emerging thinking on future direction
at Allen & Overy

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The hire process in our HR SSC is largely
manual and risks data quality
Current situation
– Users have 24 page instructional guide
– 45 hires per month @ 140 minutes per hire
– Smart Hire template not optimised
– Communications are largely manual
– No integration from current ATS duplicating effortHire
Process How can HCM 9.2 technology help?
– Smart HR integration with ATS
– New hire activity guide
– HR Administrator work centre
– Automated notifications
Business benefits
– 75-80% reduction in effort (approx.155 days p.a.)
– Process compliance
– Improved data quality
– Reduced training times

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The management of trainee data does not
promote our advanced brand
Current situation
– Spread sheet based administration; some contain
highly sensitive personal data
– Trainees asked for the information multiple times
– Inability to report
– Trainee experience not aligned the strategic aim
to be the world’s most advanced law firm.
Trainee
Management How can HCM 9.2 technology help?
– Trainee profile
– Trainee payment requests component
– External facing trainee portal
– BI publisher for mini-CVs
Business benefits
– Improved data quality
– Better reporting capability
– Improved audit / compliance / risk position
– Improved trainee experience (Fluid UI?)

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Our approvals matrix for terms & conditions
changes is manual and leads to repetition
Current situation
– Core HR transactions have 4-5 touch points
– Approval matrix is implemented manually
– Cases created separately in ServiceNow
– Audit trail is contained in ServiceNow
Core HR
Processes How can HCM 9.2 technology help?
– Manager self-service transactions
– Automated workflow and approval (AWE)
– Direct database update where possible
Business benefits
– Data changes are closer to HRMs who have
business context
– Improved audit / compliance / risk position
– Better reporting capability
– Better, faster outcomes for staff

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We can surface measures of data quality to
help improve the validity of our analysis
Current situation
– Data discrepancy reporting occurs in Cognos
reporting not in the PeopleSoft system where
errors are being made
– Monthly, retrospective exercise to clean-up
– No real-time view
– No analytics or trend reportingData Quality
How can HCM 9.2 technology help?
– Role-based data quality work centre
– Summary dashboard / analytics
– Actionable information close to source
– Data quality monitoring is “always on”
Business benefits
– Improved consistency and accuracy of data
– Identification of training needs
– Real time view can be shared with leadership

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Questions?
These are presentation slides only. The information within these slides does not
constitute definitive advice and should not be used as the basis for giving definitive
advice without checking the primary sources.
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partner is used to refer to a member of Allen & Overy LLP or an employee or
consultant with equivalent standing and qualifications or an individual with
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