QUEST COLLABORATE 08 Session

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QUEST COLLABORATE 08Session 33120PeopleSoft
EnterpriseEmployee Manager Self ServiceCase
StudiesBrian McIntyre, President Melinda
Broome, VP, Business Development WorkStrategy,
Inc.
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Agenda

• Industry Trends
• 8.9 and 9.0 Enhancements
• Self Service Technology Enhancements
• Case Studies
• Q A
• Follow-up with Brian and/or Melinda
• brian.mcintyre_at_workstrategy.com 410.707.3760
• melinda.broome_at_workstrategy.com 404.895.8084

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WorkStrategy Profile

• HR Management firm based in Maryland
• Certified Oracle Implementation Partner
• Specializations
• PeopleSoft Implementation and Upgrades
• Employee and Manager Self Service
• HR Process Improvement
• PeopleSoft Training
• ePerformance, Recruiting Solutions, Learning
  Management,
• eComp, Benefits Admin
• Remote Lab Services and Outsourcing Solutions
• Customers Span a Variety of Markets and Industries

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Customer Upgrade Cycle
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Customer Survey Results

• Implementing or Upgrading
• Most 8.X to 9.0
• Adding to 8.8 foundation
• 9.0 options
• Improving Underlying Processes
• Streamlining Costs
• Deploying e-Apps
• Key Focus Areas
• Talent Management
• Performance Management
• Compensation Management
• Learning Management
• Manager Self Service
• Empower managers and staff

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Define Objectives Upfront
Recruiting
Onboarding
Time Attendance
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Closing the Gap with Self-Service

• Quick Hits!
• Integrated HCM
• Employee self-service
• Notifications and alerts
• Third party integration
• Basic analytics, metrics
• Longer-term
• Integrated Talent Management
• (Performance, recruiting, comp planning,
  development)
• Manager self-service
• Event-driven workflow
• Enterprise portals
• Business process improvement
• Business line scorecarding

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Self-Service Sophistication Where are you?
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PeopleSoft HRMS 9.0

• Key functional enhancements
• Person Model (new)
• Benefits
• Profile Management
• SmartHire
• I-9 Compliance
• Mass Update
• Global HR enhancements
• Technology
• Minimum 8.48 PeopleTools
• New WF Approval Engine
• Improved web services
• Improved integration

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Top Customer Priorities

• Upgrading
• Most moving to PS 8.9, 9.0
• Integrating
• Building Common Foundation
• Streamlining Costs
• Eliminating Bottlenecks
• Consolidating OD Function
• Talent Management
• Performance Management
• Compensation Management
• Learning Management
• Enabling
• Manager Self Service
• Automating via Workflow

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PeopleSoft Enterprise Landscape
Workforce Rewards
Workforce Planning
Align
HRMS Warehouse Scorecard
HelpDesk for Human Resources
Sales Incentive Management
Learning Management
ePerformance
Manager Desktops
HRMS Portal Pack and Portal
Deploy
TAM
eProfile
eCompensation
Candidate Gateway
Streamline
Time Labor
BenefitsAdmin
StockAdmin
PensionAdmin
Core HR
Payroll Interface
NA Payroll Global Payroll
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PeopleSoft Self-Service Modules

• Assess-Design-Develop
• eDevelopment
• ePerformance 9.0!
• Workforce Planning
• Learning Management
• HCM Warehouse
• Workforce Performance Solutions
• eDevelopment
• ePerformance 9.0!
• HCM Warehouse
• Learning Management
• Workforce Planning
• Plan-Incent-Reward
• Benefits Administration eBen 9.0!
• eCompensation / eCompensation MD
• Workforce Rewards

• Optimize-Track-Monitor
• ePay
• eProfile / eProfile MD 9.0!
• HelpDesk for Human Resources
• HRMS Portal Pack
• Time Labor
• Plan-Attract-Onboard
• Candidate Gateway 9.0!
• HCM Warehouse
• Services Procurement
• Talent Acquisition Manager 9.0!
• Workforce Planning

9.0 new or upgraded functionality!
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PeopleSoft 9.0 Achieving BPI

• Improved UI and navigation
• Re-designed pages
• 360 views of data
• Custom navigation
• New Approval Engine
• Talent Acquisition
• ePerformance
• Absence Management
• Improved self-service
• eProfile
• eProfile Manager Desktop
• Direct Report Management
• Significant functional enhancements

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Self Service Upgrade Considerations

• Technical database upgrade
• Elimination of customizations..
• Workflow impact
• Additional functionality added for ROI
• Processes
• Reporting
• Knowledge transfer to the support teams
• Streamlining business processes
• Both Functional AND Technical buy-in
• Proper training for HR admin, analysts, end-user
  community, IT team
• Communication to executive sponsors
• Staying within the timeline budget!!!

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SmartHire Overview

• eProfile Manager Desktop
• Access for Managers
• Ability to configure hiring pages according to
  org. practices.
• Ability to configure Templates for specific jobs,
  users, countries, locations, worker types or
  industries.
• Configuration options
• field and page layout, security and automatic
  updates.
• Field attribution features
• ability to default and hide values
• override defaulted values
• require fields at the user interface level.

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Person Model Enhancements

• Improved flexibility to support contingent
  workers
• Modified the contracts area to include
  subcontracts
• Can track workers at a high-level contract and
  individual tasks of the overall contract
• Replaces Job Summary with Workforce Job Summary
• Automated notification process that checks when
  badges, security clearances, job assignments,
  contracts and task orders will expire
• Enhanced deletion batch process for deleting
  Employee IDs to support the deletion of specific
  Employee Records
• Additional types of non-workers who can be paid
  or receive benefits have been added (surviving
  spouses or former dependents). Increases the
  flexibility to provide these benefits internally.

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I-9 Compliance

• Better compliance with the US Immigration and
  Nationality Act to collect and store all I-9
  Information
• Workflow-driven self-service functionality to
  complete I-9 information, with the ability for
  employers to complete and submit the required
  sections
• Will eliminate some approval levels with increase
  management awareness
• Reporting and processing functions including
• To provide notification of upcoming or past-due
  expiration dates
• Store, print, and archive I-9 forms as required
  by law and corporate policy

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Employer I-9 Management
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eProfile Manager Desktop

• eProfile Manager Desktop leverages the common HCM
  framework for the approval of employee transfers,
  promotions, and change of reporting managers.
• The Approval Workflow Engine (AWE) provides
  capabilities for creating, running, and managing
  the approval processes.
• The common approvals management framework enables
  customers to create flexible rules around
  routing, levels and exceptions.
• Approvals for all transactions are available to
  the user for review and action in one central
  location.
• Users can delegate their approval
  responsibilities as needed.

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Talent Acquisition Manager

• Generate recruitment letters online (XML
  Publisher)
• Autosave capability for searches containing job
  openings
• New interview notes with attachments
• New report to identify considered applicants
• Associated with job openings within the system
• Associated with job openings who were withdrawn
• Associated with job openings who did not pass the
  first level of screening
• Considered in searches for a job opening who were
  not linked

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Recruiting Offer XML Templates
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ePerformance

• Integration with Learning Management
• Managers and employees have real-time insight
  into ALL completed and planned learning for the
  individual
• Completion of learning can be incorporated into
  individuals overall performance rating
• Customer-driven enhancements
• Description fields have been expanded from 254 to
  1325 characters
• Proficiency descriptions added to support numeric
  rating
• Printing PDF or Word doc (XML Publisher)
• Document Cloning

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ePerformance and XML Reporting
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Other New XML Reports
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Oracle/PS Implementation at RG

• HRMS 8.8 Go Live Q42005
• HR/Benefits Administration
• Payroll Interface to ADP PayForce
• Attendance Tracking
• Time Labor Time Entry
• Integrated with Benefits Leave Accrual
• Custom RG Process Based Training
• Self-Service Roll Out November 2006
• eProfile Employee Personal Updates
• ePay View Paycheck Data using ADP Import
• eBenefits for 2007 Annual Enrollment
• Just Completed HRMS 8.9 Upgrade
• eDevelopment Live
• eProfile Mgr Desktop Year-end!

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eBenefits at Ropes Gray

• Objectives
• Online Confirmation of Benefit Elections
• Maintenance of Dependent/Beneficiary Designations
• Communication of Benefits Plans and Policy
• Employee Driven Benefits Enrollment
• 2007 Open Enrollment
• Ongoing Events (HIR, FSC, FPC) January 2007
  Forward
• Single Source for All Benefits Inquiries/Transacti
  ons
• eBenefits Assessment Functionality,
  Deliverables Project Plan
• Coordination with Other RG eApplications
• eProfile Employee Personal Updates
• ePay View Paycheck Data

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eBenefits
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Lessons Learned at RG

• Understand Oracle/PS Applications
• Use Delivered System When Possible
• Be Willing to Explore Alternatives
• NetworkWho has Experience?
• Get Examples to Understand the Existing Process
• Plan.Allow Sufficient Time for Changes
• Involve Users/Vendors as Soon as Possible
• Status Meeting by Process rather Function
• Meet with Vendors to Clarify Requirements
• Provide Process Documentation/Training

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eProfile

• Manager Self Service
• View Employee (Direct Report)
• Request Reporting Change
• Approve Reporting Change
• View Reporting Change Status
• Request Employee Transfer
• Approve Transfer
• View Transfer Status
• Request Employee Promotion
• Approve Promotion
• View Promotion Status
• Request Location Change
• Request Full/Part-time Change
• Request Employee Retirement
• Request Employee Termination

• Employee Self-Service
• View Personal Data
• Update Name
• Update Address(s)
• Update Phone Number(s)
• Update Email Address(s)
• Update Emergency Contact(s)
• Update Marital Status

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Learning Management/eDevelopment - Case study

• Manual Management via Excel
• Employees would call the administrator to enroll
• Implemented Learning Management eDevelopment
• Training Administrators (Learning Mgmt)
• Set up courses and sessions (50 courses)
• Employees (eDevelopment)
• Can sign up for course sessions
• Implementation took 3 months
• Fit/Gap (1-2 days)
• Configuration Testing (6-8 weeks to create
  courses and sessions)

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Learning Management eDevelopment

• Budgeting
• Cost Analysis
• Tuition Reimbursement
• Course Management
• Courses and Sessions
• Training Summaries
• eDevelopment (ESS/MSS)
• Requests, Approvals
• Enrollments and Waitlists
• Resource Management
• Instructor Management
• Reporting

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Training Enrollment
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Course / Session Lists
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Manager View
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Employee Competency Ratings
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Licenses, Education, Languages
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eComp Case Study

• 10,000 total employees managed in HR shared
  services
• 5,000 on compensation and WorkStrategy eComp
• Salary management and variable compensation
• 1st year tool used to manage the planning and
  allocation process

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What is eComp?

• Designed and developed by WorkStrategy
• Supports merit, bonus, stock, and other VC plan
  management
• Add-on module delivering true manager self
  service
• Compensation and HR managers
• Corporate leaders
• Front-line managers and business unit executives
• Imbedded with workflow approvals and
  notifications
• Flexible spreadsheet-style design
• Can be implemented for single or multiple budget
  cycles
• Standard and configurable reporting
• Supports most organizational hierarchies

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eComp from WorkStrategy
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PeopleSoft HCM and eComp
eComp
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eComp Process Flow
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PS HCM Page Flow
Merit
Bonus
Stock
Reports
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Data Integrity and Guidance
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Real-time eComp Console

• Group Status
• Open
• In Progress
• Submitted
• Approved
• Denied
• Ready

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Analytics and Currency Conversion
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New 8.48 XML Publisher Reports
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Implementation Roadmap

• Project Team Training 3 day session
• Process Analysis Fit/Gap 2-3 weeks
• Configuration 3-4 weeks
• Conversion (3rd party) 2-3 weeks (optional)
• Testing 1-2 weeks
• End-User Training 4hr, 8hr courses
• Comp Analysts
• Line/Dept Managers
• HR Management
• Overall 2-3 months
• Feb 2008

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eComp for VC/Annual Merit
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Recruiting Solutions (TAM/CG)- Case study

• About 1,000 associates
• Subsidiary
• 8 recruiters animation, administration, film
  divisions
• Both requisition-based jobs and continuous
• Transitioning from Monster.com, HotJobs, etc.
• Implementation Team
• 25 Functional Analyst
• 25 Technical Lead
• 10 Recruiters - UAT
• 100 WorkStrategy Functional Lead/PM
• 50 WorkStrategy Technical
• Technical environment tools 8.46.12, oracle 9i,
  8.9 MP5

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Project Preparation

• Who is on the team?
• Functional Domain Experts Recruiters!
• Hiring Managers
• HRIS and IT Support
• Customer Project Manager
• Documentation, Tools, Approach
• Need a methodology!
• Fit/Gap definition
• Process analysis (and impact)
• Proven configuration
• Project Charter, Budgeting, and Success Criteria

Cost of hire Hire by source Reqs per
recruiter Job Req DO Onboarding time Employee
referral rate Diversity Performance Turnover by
source New hire/mgr satisfaction
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Preparation - PeopleSoft Red Papers!

• http//www.peoplesoft.com/corp/en/iou/red_papers/i
  ndex.jsphcm
• Recruiting Solutions 8.9 Sites
• Recruiting Solutions 8.9 Job Board Integration
• Recruiting Solutions 8.9 Pre-employment Check
  Integration
• Recruiting Solutions 8.9 Resume Extractor
  Integration
• Recruiting Solutions 8.9 Application Class
  Registry
• Recruiting Solutions 8.9 Approvals Framework
• Recruiting Solutions 8.9 Auto-screening
• Recruiting Solutions 8.9 Creating A New
  Transaction Group
• Recruiting Solutions 8.9 Data Mapping
• Recruiting Solutions 8.9 Globalizations
• Recruiting Solutions 8.9 Hire Integration
  Customization
• Recruiting Solutions 8.9 HRXML Mappings
• Recruiting Solutions 8.9 Integrations Setup
• Recruiting Solutions 8.9 Online Letter Generation
• Recruiting Solutions 8.9 Payroll for NA
  Integration Set Up
• Recruiting Solutions 8.9 Status Effects
• Recruiting Solutions 8.9 Technical Overview

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Implementation Roadmap

• Fit/Gap Analysis 3.5 weeks
• Implementation Team Training 1 day
• Prototype Build 3 days
• Configuration 6 weeks
• User Acceptance Testing 3 weeks
• End-user Training 2 days
• Overall 3-4 months

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Configuration - Setup Tables
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Additional Changes

• Change the field label from Minimum Pay to
  Current Pay
• Inactivate Personal and Both as a reference
  types
• Increase the size of the Terms Agreement
  section
• Hide Skills Family on Advanced Search for
  Applicants
• Remove Consider me for these Job Families
• Suppress Geographic Preferences
• Increase the number of attachments that are
  visible (up to five display)
• Inactivate Take Action options
• Route Applicant
• Forward Applicant
• Manage Applicant Contracts
• Pre-Employment Check
• Create Salary Package Model
• Evaluate Competencies

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Email Notifications
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The Recruiter Dashboard Mystery
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Setting Up the Dashboard
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New Approval Management (AWE)
Recruiting Manager Approves, Denies, or pushes
back with comments
Hiring Manager Submits Job Opening
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ePerformance Approach

• Build project schedule and charter (performance
  cycle)
• Assess performance program design / changes
• Define project team, manager training
• Analyze related processes and potential
  improvement
• Document fit/gap and use of delivered processes
• Configure tables and document templates
• Prototype using conference room pilots
• Develop feature and functionality wish list
• Identify impact on corporate culture, change
  management needs

Team Training
Fit/Gap Analysis
Configure
Test
Deploy
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ePerformance Case Study

• 8,000 employees
• Global HCM Platform
• Basic eProfile on
• Moving to more MSS functions
• Performance management high priority

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ePerformance Approach

• Build project schedule and charter (performance
  cycle)
• Assess performance program design / changes
• Define project team, manager training
• Analyze related processes and potential
  improvement
• Document fit/gap and use of delivered processes
• Configure tables and document templates
• Prototype using conference room pilots
• Develop feature and functionality wish list
• Identify impact on corporate culture, change
  management needs

Team Training
Fit/Gap Analysis
Configure
Test
Deploy
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Improve the Process
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ePerformance Functionality

• Structured and Non-Structured Reviews
• Annual, Periodic, Unscheduled Check-ins
• Performance Note Taking
• Ongoing Career Development Strategies
• Approval Workflow Management
• Notifications and Ticklers
• Flexible Design Structure and Templates
• Sections, Weightings, Ratings, Free Form Content
• Historical Archival
• Integration with Other Processes
• Compensation, Learning, Org Development,
  Competency
• Performance Management Guidance
• Language sensitivity, results writing,
  developmental tips
• Imbedded Analytics

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Online Forms Structure
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Analytics and Reporting
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Configuring Processes
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Document Interaction
Performance Document
Employee Document
Template PERF2007 (BU Management Staff)

• Mission
• Initiatives
• Goals
• Responsibilities
• Competencies
• Employee Ratings
• Employee Comments
• Summary Comments

Emp Notes
Doc Sections
Manager Document

• Mission
• Initiatives
• Goals
• Responsibilities
• Development Tips
• Competencies
• Employee Ratings
• Peer Ratings
• Manager Ratings
• Employee Comments
• Manager Comments
• Overall Rating

• Mission
• Initiatives
• Goals
• Responsibilities
• Competencies
• Items Subitems
• Comments

• Employee Ratings

Participant Rules

• Peer Ratings

Peer Document

• Competencies
• Peer Ratings
• Peer Comments
• Summary Comments

Approvals
Employee Comments
Peer Document

• Competencies
• Peer Ratings
• Peer Comments
• Summary Comments

Security
Peer Document

• Competencies
• Peer Ratings
• Peer Comments
• Summary Comments

Mgr Notes
Development Document
Template DEVL2007 (BU Corp Admin)
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Final Forms Design
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ePerformance Notifications
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Summary

• QA

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WorkStrategy, Profile WorkStrategy is an HR
technology management firm providing strategic
planning, vendor selection, ROI analysis, process
improvement, and application implementation
services. As an Oracle partner, we specialize
in PeopleSoft HCM application and HR management
services such as implementation upgrades,
process improvement, recruiting solutions,
compensation and performance management,
enterprise learning, benefits administration,
manager self-service, and portal deployment. Our
consultants are regarded as leaders in the Human
Resource Management field and possess a unique
reputation for exceeding customer expectations.
Our solutions are designed to maximize your
investment in technology and people. We
incorporate strategies for building culture and
removing roadblocks to workforce productivity in
each of our methodologies. WorkStrategy,
Inc. 5565 Sterrett Place, Suite 401 Columbia, MD
21044 workstrategy.com 410.715.1020 main
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About WorkStrategy

• WorkStrategy is an HR technology management firm
  providing strategic planning, vendor selection,
  process improvement, and software implementation
  services.
• As an Oracle partner, we specialize in PeopleSoft
  HCM and related HR management services such as
  project management, training, implementations,
  and application upgrades. WorkStrategy assists
  customers with cost/benefit studies, workflow
  design, and manager self service deployment.
• Our consultants are regarded as leaders in the
  Human Resource Management field and possess a
  unique reputation for exceeding customer
  expectations. Our solutions are designed to
  maximize your investment in technology and
  people. We incorporate strategies for building
  culture and removing roadblocks to workforce
  productivity in each of our methodologies.

Contact Melinda Broome VP, Business
Development 404.895.8084 Melinda.broome_at_workstrate
gy.com
WorkStrategy, Inc. 5565 Sterrett Place Suite
401 Columbia, MD 21044 workstrategy.com 410.715.10
20 main