Reducing your administration by implementing PeopleSoft HRMS

•Janny Ekelson , Manager IT Applications & Architecture • Lydia Berben, Senior HRIS Analyst

© 2009 Federal Express Corporation. All rights reserved.

Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Introduction: About FedEx

About FedEx Corp
– – – – Over 38 Billion USD Daily Over 7 Million shipments Over 290.000 team members worldwide Includes Express, Freight, Ground, Office, Custom Critical and Services

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Introduction: About FedEx

About FedEx Express
– – – – – – World's largest express transportation company Revenue: over 24 Billion USD Serving over 220 countries (375 airports) Serving 3.4 million packages per day Over 670 airplanes and 44000 vans More than143.000 employees at FedEx Express, approximately 13.500 employees in Europe, Middle East, Africa and Indian Sub-continent (EMEA)

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Project - Phases

Pre-Project (complete)
1. 2. 3. 4. 5. 6. PUMA: PeopleSoft Upgrade to Move Ahead Project Scoping - Charter Request for Proposal Selection Systems Integrator - Oracle Funding of project Approval from Business teams

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Project - Phases

Phase 1 (complete)
1. Technical upgrade HCM 8.3 to 8.9 (off-site) with re-application of selected customisations (On-site) 2. Technical upgrade PeopleTools 8.21 -> 8.48 (Off-site) 3. Vanilla implementation new modules e-Profile and e-Development 4. Rollout Manager and Employee Self Service (phase 1) 5. User Productivity Kit (UPK) implementation for training and manuals

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Project - Phases

Phase 2 (complete)
1. 2. 3. Rollout Manager and Employee Self Service (phase 2) Implementation Administer Training – Self Service Implement customised module for Tuition Assistance – Self Service

Phase 3 (to start)
1. 2. Vanilla implementation (pilot) new module e-Performance Implementation of Absence management

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Project – Methodology & Approach

Based on Compass Methodology of Oracle
• • • • • • Workshops to explain ‘vanilla’ modules Functional specifications for identified customisations Programming and technical specifications IT testing on development & test database User Acceptance testing by HR Services and Management Training & job-aids

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Project – Methodology & Approach

Compass Methodology linked to FedEx GDP Process
• • • • GDP: Global development process Standard process used for IT development Use of standard toolset Including workflow approvals & SOx compliance for move to production process

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Project Organization

Project Team
Fedex Steering Committee

Program Management Fedex & Oracle Project Managers

Component Project Teams Oracle technical Consultants Fedex Technical resources

Component Project Teams Oracle Functional Consultants Fedex Business Users

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Project Follow-up

Monthly Steering committee including
– HR director – IT director – Project managers

Weekly project manager meeting Quarterly update to IT and HR Vice-President

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Technical Architecture - Production
KNO (Melsbroek)
PROPOSED HRIS PeopleSoft Architecture - Production Content Switch Module
Webserver + Report Server HP DL380 (2 * 3.4GHz,4GB RAM, 4*72 GB Disk) Linux RedHat 4.0(32b)

BRU (Brussels Downtown)

FAILOVER Process Scheduler(Crystals + App Engines) HP DL380 (2 * 3.4GHz,4GB RAM, 4*72 GB Disk) Windows 2003

Webserver + Report Server (DR) HP DL380 (2 * 3.4GHz,4GB RAM, 4*72 GB Disk) Linux RedHat 4.0(32b)

Application Server HP DL380 (2 * 3.4GHz,4GB RAM, 4*72 GB Disk) Linux RedHat 4.0(32b)

Process Scheduler(Crystals + App Engines) HP DL380 (2 * 3.4GHz,4GB RAM, 4*72 GB Disk) Windows 2003

Application Server HP DL380 (2 * 3.4GHz,4GB RAM, 4*72 GB Disk) Linux RedHat 4.0(32b)

Production Oracle 10G DB Server Process Scheduler (SQR,Compiled C) + Rp3440 4 CPU/8 GB RAM New Server HP-UX 11.23

Veritas Global Cluster

Failover Production Gollum Oracle 10G DB Server + Process Scheduler (SQR,Compiled C) 4CPU/ 8GB RAM HP-UX 11.23

Server

Server

EMC Disks SRDF

EMC Disks DR = Disaster Recovery

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Technical Architecture – Dev & UAT
P R O P O S E D H R IS P e o p le S o ft A rc h ite ctu re – D e ve lo p m e n t, T e st, A c c e p ta n c e

KNO (M e lsb ro e k)
D e ve lo p /T e s t/A c ce p ta n ce P ro ce s s S c h e d u le r (P S N T ) N e w S e rve r H P D L 3 8 0 (2 * 3 .4 G H z,4G B R A M , 4 *7 2 G B D isk) W in d o w s 2 0 0 3 D e ve lo p /T e s t/A cc e p ta n ce P e o p leS o ft W e b S erv e r + A p p lic a tio n S e rv e r + R e p o rt S e rve r N e w S e rv e r H P D L 3 8 0 (2 * 3 .4G H z,4 G B R A M , 4 *7 2 G B D is k) L in u x R e d H a t 4 .0 (3 2 b )

D e m o /S ys P e o p le S o ft W e b S e rve r + A p p lic a tio n S e rve r + R e p o rt S e rve r re m b ra n d t VM W ARE L in u x R e d H a t 4 .0 (3 2 b ) S e rve r

D e ve lo p /T e st/ A cc e p ta n ce P ro ce s s S ch e d u le r(P S U N X ) + O ra cle 1 0 G D a ta b a se S e rve r F a ra m ir H P 1 1 .1 1

D e m o /S ys P ro c e ss S ch e d u le r (P S N T ) fid o H P D L 3 8 0 (2 * 3 .4 G H z ,4 G B R A M , 4 *7 2 G B D isk ) W in d o w s 2 0 0 3

E M C D isk s

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Phase 1 Technical upgrade

Mar

May

Jun

Jul

Aug

Sep

Oct

Upgrade

Technical upgrade SSI

TMP 1

Reapply phase TMTP 2 TMT P3 UAT

New Modules

Train Project Team

U s e r

Fit Gap

Setup

Build

G o L i v e

Database Migration

Oracle Db and OS migration

Oracle Off-Site (SSI)

FedEx TMTP = Test Move to Production UAT = User Acceptance Testing Oracle On-Site

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Phase 2 – Functional rollout

Timelines: Analysis: March to May 2008 Development: May to June 2008 IT Testing: July 2008
– Defects logged in Mercury QC: 129

UAT across HR teams in EMEA: August 2008
– Defects logged in Mercury QC: 17

Training (by HR Services) and prepare MTP: September / October 2008

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

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Employee Self Service (ESS) – Goals
Rollout full use of eProfile (with update capabilities for employees) Review, add, update, or delete personal information Available in multiple languages (English, Italian, Dutch, Spanish, German, and French) Additional functionality and changes required when the vanilla workflow did not reflect the actual process at FedEx

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Employee Self Service (ESS) – Customisations
HR approval needed to be replaced by Manager approval: e.g. “Name Change” and “Address Change” Additional notifications were required to HR, Payroll and Compensation & Benefits: e.g. “Marital Status Change” and “Dependent Data” Extra fields needed to be added: e.g. Home/Work distance & transportation mode

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Employee Self Service (ESS) – Overview functionalities
Data that the employee can view and change :
– – – – – – – – – – Phone Numbers Emergency Contacts Email Addresses Marital Status Dependent Data Professional Training Name Home and Mailing Address Training Enrollment Tuition Assistance Request

Data that the employee can view and change if approved by mgr :

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Employee Self Service (ESS) – Process
The Employee updates their own data If an approval is required, the Manager receives an email with a link to the approval page or they can go via the MSS menu to the approval page If the Manager approves, the database is updated Notification emails are sent If the Employee has no access to a PC, updates can be done by the Manager

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Employee Self Service (ESS) – Overview approvals & notifications

Update Personal Information 1) Change name Empl 2) Change home/mailing address Empl 3) Change phone numbers Empl 4) Change emergency contacts Empl 5) Change email address Empl 6) Change marital status Empl Dependent data Empl Learning and development Professional training Empl Training enrollment Empl

Approval Notification Mgr Mgr Payroll, Payroll, Mgr Mgr Mgr Payroll, Payroll, Mgr Mgr HRS HRS, C&B

HRS, Mgr HRS

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Manager Self Service (MSS) – Goals
Possibility to update the personal data, dependent data, emergency contacts for the direct reports Maintain additional job related data: e.g. Identification Data, Driver’s License, Company Property, Awards Previous FedEx customisations needed to be kept: Manage Vendors, Manpower Requisitions (eMPR), Performance Reviews, Variable pay (MBO/PBO & Purple Promise)

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Manager Self Service (MSS) – Customizations
Possibility to update the Professional Training for their employee Existing transactions were customised: additional fields for salary changes, data checks, attachments, automatic update of position AND job data Some completely new transactions were added: “Career Progression” and “Job Reclassification/Job Title Change” All notifications and approval emails needed to go to the Manager level above if Manager position was not filled

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Manager Self Service (MSS) – New functionalities
Transactions that the Manager can do directly in the system :
– – – – – – Career Progression Promotion/ Demotion /Lateral job change Job Title change / Job Reclassification Reporting change Change of Working Hours or FT/PT status Termination

Improved MSS menu
– Easier to navigate for the Manager in the new menu – Link added to the hard copy forms remaining

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Manager Self Service (MSS) – Process new transactions
The Manager of the Employee (Originator) starts the transaction
– The Manager needs to enter the date the transaction will take effect. They will be able to process only those employees that report to them as of this date.

Select the Employee, enter the transaction details and submit
– Checks are done on data entered by the Manager to prevent errors (new salary between minimum & maximum of salary scale, valid job codes, etc.) – The Manager can attach documents for certain transactions

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Manager Self Service (MSS) – Process new transactions
In case of Promotion/Demotion/Lateral job change or Reporting change the new Manager of the Employee (New Supervisor) needs to give their approval
– If the new supervisor is the same as the current Manager, the Manager needs to enter their own name and a link will appear enabling them to complete the required information

Local HR approves/denies the transaction and updates the database if required
– Upon approval by HR all data entered by the Manager will be automatically updated in the system (provided effective date is > last row in the employee’s job data)

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Manager Self Service (MSS) – Process new transactions
A notification email is sent to the Originator with the approval/denial of their request and comments from HR
– The new supervisor is in copy of the HR approval/denial email

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Manager Self Service (MSS) – Overview approvals & notifications
Job and Personal Information Personal Information 1) Change name 2) Change home/mailing address 3) Change phone numbers 4) Change emergency contac ts 5) Change email address 6) Change marital status Dependant data Identification data Employee Drivers License Company property Career progression Job Title Change/Job Reclassification FT/PT Status - Working Hours Promotion/Demotion/Lat job change Reporting change Terminate employee Learning and development Employee Awards Professional training Training enrollment Additional Update Request Approval Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr Mgr
Tuesday, April 07, 2009

Approval & Update

Notification Payroll, HRS Payroll, HRS, C&B

Payroll, HRS Payroll, HRS

HR HR HR New Supervisor New Supervisor HR HR HR

Mgr Mgr Mgr Originator, New Supervisor Originator, New Supervisor Mgr

Mgr

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Manager Self Service (MSS) – Example paper copy CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Manager Self Service (MSS) – Example transaction CareerProgression

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Online Job Aids

Accessible via the ‘Job Aids’ menu in PeopleSoft HR Can be viewed in 4 playback modes of User Productivity Kit

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Online Job Aids

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Online Job Aids

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

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Tuesday, April 07, 2009

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Results – General
FedEx works with a supported version of PeopleSoft HR Employees have the possibility to update their own information via Employee Self Service For the majority of employee data changes, Managers no longer have to use paper forms but only need to enter limited data online via Manager Self Service The status of a request can be traced via the PS menu or notifications The majority of data changes no longer needs to be updated manually by HR in the system

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Results – Figures (from 20/10/08 until 01/03/09)
ESS
– – – – – – – – – – 241 Address Changes 47 Marital Status Changes 21 Name Changes 19 Training Enrollments 101 Career Progressions 72 Job Reclassifications/Job Title Changes 279 Working Hours Changes 238 Promotions/Demotions/Lateral Job Changes 621 Reporting Changes 289 Terminations

MSS

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Results – Figures (from 20/10/08 until 01/03/09)
Training Administration
– 251 Tuition Requests – 117 Training Enrollments

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Results – Feedback from HR & Management
User friendly No duplication of work Less room for error Very fast turn around of data changes Easy overview in the menu Notifications with links & comments High reduction of time spent on administration Big decrease in number of emails & paper work Information is readily available to all parties concerned (no more lost or illegible forms)

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

Janny Ekelson & Lydia Berben FedEx EMEA

Tuesday, April 07, 2009

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Lessons Learned

Spend enough time and effort explaining the new functionality to all stakeholders (via demo’s, workshops) to ensure buy-in from the business Check requirements with all end users and obtain sign off on functional specifications Customisations that have a similar workflow and layout, should be developed by the same developer to avoid rework Extend the IT test period and have more end users involved (prior to UAT testing), who can then see the result of the programming

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Lessons Learned

Request regular feedback from the business on developments that are ready, to avoid programming changes after the go-live Ensure enough focus is given to testing existing processes and not only to the customisations Build in extra time between end of IT test phase and UAT test phase so that IT issues can be fixed before start of UAT, likewise between the UAT and go-live Plan sufficient time for the development of end-user training material and job aids (can only be produced once all IT and UAT test issues have been fixed)

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Agenda

Introduction PUMA project ‘an overview’ Employee Self Service Manager Self Service Job aids Results Lessons learned Next steps

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Next steps

Set up additional transactions
– Retire

Competency Management
– Compency Models are being reviewed

ePerformance
– To replace customised Performance Review & Variable Pay systems

Absence Management
– To replace customised modules – More focus on Employee Self Service functionality and reporting

PeopleSoft 9.1 ?

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Questions ?

Questions ? Remarks ? Feedback ?

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