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1 How to successfully transition your organization to multi-country HR BPO Webinar – Transition Your Organization 4 February 2010

Webinar – Transition Your Organization

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Webinar – Transition Your Organization - Introduction to the Panel- Definition of Transition - Transformation at Microsoft- Transition Methodology - People and Transitioning - Executive Sponsor Role - Keys to Success

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Page 1: Webinar – Transition Your Organization

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How to successfully transition your organization to multi-country HR BPO

Webinar – Transition Your Organization 4 February 2010

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Agenda

• Introduction to the Panel

• Definition of Transition

• Transformation at Microsoft

• Transition Methodology

• People and Transitioning

• Executive Sponsor Role

• Keys to Success

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Introduction to the Panel

Andre RampatDirector, CorporateLeaders

Patrick Nolot Global Program Director, ADP

Moderator:Moderator:

Barbara PatersonDirector, Paterson Consultancy ltd.

Bonnie SkellyPMP, Director International Payroll, GPO - Finance OperationsMicrosoft Finance

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Transition – A DefinitionTransition – A DefinitionProject/change managers perspective

• Sponsorship must be continuously managed and confirmed throughout the lifecycle of the project.

• Transition of an Organization must include strong considerations and Plans for Process and Change Management

Employees perspective

• The passage of time and participation in activities that move you from the old, comfortable way of doing things to new ways of doing things.

• “What will happen to me?” “When will I know?” and “can I help” - transition for employees increases anxiety and fear levels surrounding their future.

Provider Perspective

• Implementation of a standardised service• Transfer of responsibility by a client to an external supplier

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Transformation at MicrosoftThe Finance 3.0 Vision

“Best in class Finance functions, enabled by process standardization, solid internal controls, and effective performance management. Achieved by hiring & developing the best people and using integrated applications that showcase Microsoft technology.”

OneFinance Drivers• Powerful business insight and performance management • Process standardization, reduced complexity and outsource non-strategic activities• Efficient compliance processes that improve control environment

OneFinance Transformation

Transactional AccountingAs-Is

End State“Business Insight”

Transactional Accounting

“Business Insight”

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Transformation Drivers at Microsoft

ADP GlobalView – single global payroll vendor Consistent global use of tools Ability to standardize common systems

40 + existing local payroll vendors

Fragmented processes & many systems, varying by country

HR dual data entry into local payroll system & Headtrax

RESULTS: Weak internal

controls Inconsistent

employee experience

RESULTS:

Future StateFuture StateCurrent StateCurrent State

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Payroll Operations at Microsoft with ADP GlobalView

The payroll processing actions will vary by subsidiary, based on country regulations and company policies.

MS Sub – GSS

PREPARATION

MS Employees Microsoft HR/Finance ADP Payroll Services Team

Processes payroll data Provides call centre support Manages statutory controls Data exceptions manually

processed by Global Data Services

PROCESSING PAYMENTS REPORTING

HR

GlobalPaySource

Enters employee data into MS tools

Auto-upload toADP GlobalView

Employees view pay slips online

Common Reporting Structure

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Transition MethodologyTransition Methodology

Managing the transition involves dealing with three main tasks (or streams)at the same time:

• Process conversion

• Service implementation

• Change management and communication

These three tasks/streams need to be managed carefully according to provenmethodology in each country where you transition to HR outsourcing.

But even more challenging is the integration of the human dimension that isrelated to any international transition project. You want to be sure not to leavecritical players on the sidelines.

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Managing the Transition StreamsManaging the Transition StreamsSt

ream

sSt

ream

s

PhasesPhases

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Microsoft Change StrategyMicrosoft Change Strategy

Change Intent

Clarifying Purpose

Pursuing Alignment Initiating Commitment

Building Capability

Reinforcing Change

Creating Followership

Planning the Change

Preparation for moving the “As-Is” organization to the desired “To-Be” state in consideration of the potential impacts to the workforce.

Development of skills, knowledge and behaviors people need to achieve and sustain targeted performance levels.

Demonstrated sponsorship and reinforcement of the commitment to the change by key executives.

Leadership Alignment Communications

Training Organizational Alignment

Clarifying and communicating throughout the life-cycle of the change period to keep people informed and involved.

Planning

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People and TransitioningPeople and Transitioning

Psychological Strategy :

• Understanding individual emotional reactions to change

• Internal communications

• Leadership behaviors

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People and TransitioningPeople and Transitioning

Listen, acknowledge feelings, encourage and support

Listen, acknowledge feelings, encourage and support

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Talk the TalkTalk the Talk

• Devise a robust communications strategy. Decide how you want employees to feel and anticipate manager skill gaps

• If people do not have answers to the questions “what is in it for me” and “how can I be involved” they are unlikely to take in any other information

• Increase the frequency of communications. Don’t let rumours fill the gaps.

• Listen and encourage two way conversations. Co-create messages, ask don’t tell.

• Inform people about the rationale for change the “why” not just the “what” use stories and pictures.

• Messages need to create a sense of belonging even for people “at risk” of leaving. They are the glue that hold people together in times of turmoil.

• People need messages that support them to maintain their self esteem and reduce resistance. The organization can enhance its reputation as an employer who manages change well.

• Be ready to adapt your strategy by understanding cultural sensitivities.

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No place to HideNo place to Hide

• As a leader your behaviour is noticed by everyone. Employees look for positive role models. Leaders reflect the culture of the organization.

• Impact on others is determined by your own self knowledge, your authenticity and your wisdom to choose the style and timing of your interventions.

• Leaders who manage change effectively prioritise employee engagement – they recognize employees want a voice in shaping their futures.

• Leadership skills training for line manages particularly needs to ensure coaching skills and handling uncomfortable conversations are on the agenda.

• Good leaders know their workforce and their skills and understand the concepts of change management.

• Good leaders also increase their level of interaction, give consistent messages and” walk the floor”

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Executive Sponsor Role (Transition and Ongoing)

Executive Sponsor Ongoing with ADP

• Act as the ultimate escalation point for the client executive, supporting the Global Relationship Manager if he/she needs help within ADP beyond the GlobalView scope and expanding the relationship with the client

• Conduct/Participate in annual or semi-annual client steering committee meetings

• Information point for clients with alignment of strategies and initiatives between the client and ADP

Executive Sponsorship as part of Transition at Microsoft

• Sponsors from both HR and Finance (HR and Finance have a role in MSFT payroll)

• Annual Performance Review includes OneFinance as a commitment

• Supports Global Payroll Director involvement in World Wide Conference and Staff Agendas

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Keys to SuccessKeys to Success

• Develop a transition methodology and framework that focuses on process conversion, service implementation, change management and communication

• Have partner that is flexible to adapt their transition process to your needs

• Strong leadership is essential

• Plan to support your subsidiaries at the local level

• Don’t ignore the psychological factors when dealing with people and change

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Thank you for Joining

Andre RampatDirector, CorporateLeaders

Patrick Nolot Global Program Director, ADP

Moderator:Moderator:

Barbara PatersonDirector, Paterson Consultancy ltd.

Bonnie SkellyPMP, Director International Payroll, GPO - Finance OperationsMicrosoft Finance

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Contact Details

For further information, please visit our websites:

www.adp.comwww.globalhrstudio.comwww.corporate-leaders.com

Or email us at:

Patrick Nolot: [email protected] Rampat: [email protected]