2011 02 28 Lee Gale V1

Premier Partners: Supported by: Produced by:

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 I’ll Cover

• Introduction & Overview

• Quantifying the cost of the problem and the business case

• Evaluating the operational outcomes

• Key Points to Take Home

• Questions


SAP Solutions
 Dedicated SAP Line of Business responsible for
SAP Licensed/Support
product strategy, GTM and alignment with SAP‘s 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


SAP & OpenText

Content-Enriched Business Processes
Roles Transactions
SAP
Business Object
Data Events
Content


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

Introducing Barclays

• Major global financial services provider
• 150,000 Employees in over 50 countries
• Established more than 300 years ago


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


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

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

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

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

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

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


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


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


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 didn’t involve paper
• Build and test
– Start with example document type


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

Slide 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


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

Resources
Visit the website:
www.digital-HR.com


Questions


2011 02 28 Lee Gale V1

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