Allen & Overy: Delivering Business Value from Our PeopleSoft HCM 9.2 Investment - Chris Pannel, Allen & Overy

© Allen & Overy 2016

Delivering value from PeopleSoft

HCM 9.2Chris Pannell

3rd March 2016

© Allen & Overy 2016 22

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


Background to PeopleSoft at Allen & Overy


527Partners

2,680Lawyers

4,949People

44Offices

31Countries

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


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


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


Our approach to upgrades and maintenance


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


Four steps to moving beyond compliance

discussions


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


Our self service home page changed

11


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


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


Step 4 – Developing a case that links system

changes to business benefits is crucial to

acceptance. Emerging thinking on future direction

at Allen & Overy


The hire process in our HR SSC is largely

manual and risks data qualityCurrent 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

ProcessHow 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


The management of trainee data does not

promote our advanced brandCurrent 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

ManagementHow 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?)


Our approvals matrix for terms & conditions

changes is manual and leads to repetitionCurrent 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

ProcessesHow 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


We can surface measures of data quality to

help improve the validity of our analysisCurrent 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 QualityHow 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


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.

Allen & Overy means Allen & Overy LLP and/or its affiliated undertakings. The term

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

equivalent status in one of Allen & Overy LLP’s affiliated undertakings.