Raven Industries Employee Central Implementation Trina Page, Principal Consultant February 6 & 7, 2012 4/19/2011 © Copyright 2011. All rights reserved

© Copyright 2011. All rights reserved.

Raven Industries

Employee Central Implementation

Trina Page, Principal Consultant

February 6 & 7, 2012

4/19/2011

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AGENDA – Day 1Monday, February 6, 1:00pm - 5:00pm

Welcome / Introductions 1:00 pm 15 min.

Business Goals & Project Success Criteria 1:15 pm 30 min.

Team Structure 1:45 pm 30 min.

Empower Methodology 2:15 pm 30 min.

Project Phases, Sign-offs & Milestone Dates 2:45 pm 30 min.

BREAK 3:15 pm 15 min.

Technical Details 3:30 pm 30 min.

Integration / Reporting 4:00 pm 30 min.

Employee Central Overview 4:30 pm 30 min.

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AGENDA – Day 2Tuesday, February 7, 8:30 pm - 2:30 pm

Welcome / Agenda Review 8:30 am 15 min.

Employee Central Overview 8:45 am 2 hr. • What is Employee Central?• Foundation Tables• HR Data Management• Employee Self Service• Manager Self Service• Role Based Permissions

BREAK 10:45 am 15 min.

Global Process Design Workshop 11:00 am 2 hr. (total)

LUNCH 12:00 pm 1 hr.

Global Process Design Workshop (cont.) 1:00 pm 1 hr.

Wrap-up / Next Steps 2:00 pm 30 min.Questions

Introductions

NameRole within company and on teamWhat would you like to get out of today’s meeting?

Your two main priorities?Your favorite thing to do in your home town when

out of town guests visit

About SuccessFactors

Provider of Business Execution SoftwareHeadquarters in San Mateo, CaliforniaProvides Hosted software providing security, performance,

scalability, and one code base for all customersProvides cost effective solutions:

• Eliminates many fixed costs (hardware/software)• No customizations• No upgrade or conversion costs• Pay as you go – purchase seats as needed

Reduces demands on IT teamDelivers a “Learning platform” – best practices from extensive user

baseDelivers new releases quarterlyEnables a rapid implementation cycle

Meeting Purpose

Kickoff the implementation of SuccessFactors at Raven Industries

Confirm the business drivers and success criteriaDefine roles, responsibilities, and how we will work

togetherProvide information and gather requirements that will

allow us to complete 80% of the configurationDetermine high level target dates for the phases of the

project plan

Meeting Housekeeping

This is your meeting to learn as much as possible about SuccessFactors as you can

Interactive – please ask questions

If I don’t know immediate answers, I will find out and report back as quickly as possible

Business Goals and Success Criteria

Business Goals and DriversExamples:• Elimination of duplicate data entry • Improved systems access/security controls • Manager access to employee information and reporting on employee data • Global organization chart and employee directory • Paperless human resources transaction processing • Company and location data available for reporting • Employee skills and talent information readily available • Employee and manager self-service enabled • Ensure managers and employees are delighted with the Employee Central tool

and perceive it to be easy to use• Facilitates the ability to continually analyze, strategize and adjust to the “things

that matter most” in optimizing employee and business performance • Align goals throughout the entire organization to drive business results• Demonstrate a correlation between performance and compensation

Success Criteria

Success criteria specific to particular groups

Senior Management

Management

Employees

HR

Project Team

Success Criteria

Senior Mgmt Management Employees HR Project Team

- Consistency -Consistency

-Line of sight on progress

-Clarify and enforce guidelines

-Meet timeline

-Meet budget

Success Criteria – Why?

Focus on the business goals

Customization vs. Configuration Building a house vs. Moving furniture

Keys to Success

Our customers have identified these keys to success• Define the business process clearly before moving to the application

• Spend more time preparing the organization

• Over train and communicate

• Focus as much training on the process as you do on the application

• Keep process and application guides as simple as possible

Team Structure

Team Structure – Keys to Success

SuccessFactors Project team - Brings product expertise, our proven best practices, and a combination of HCM expertise and implementation experience.

<Customer's> project team - Understands their business drivers, project

objectives, and manages the business issues within their organization.

It is the combination of these skills and project roles that produces great results!

Integrated Team Responsibilities

Work together to define method of working (i.e. team meetings, plan updates, etc)

Determine regular meeting schedule and formatDiscuss contact points with other initiatives and the

larger Raven Industries launch project

Raven Industries Team Responsibilities

Team may be different module by moduleRaven Industries Team responsibilities:

• Manage project

• Manage project plan documents

• Manage internal Raven Industries communication

• Integrate with other Raven Industries initiatives

• Provide description of business processes

• Take and distribute meeting notes

Raven Industries Team

Resource Accountabilities Time

Required*

Project Manager Overall project coordination 20-60%

Project Sponsor Champion project Validate decisions Provide resources

5%

Technical Resource Coordinate data import file creation/testing 20%

Functional/ Businesses Resources

Define/redesign process and workflow Test product/process

20%

Client Representatives Input to/validation of process design As needed

Training Coordinator Define and coordinate user training As needed

* Time required is an estimate of the percent of time devoted to project during

configuration cycle and will vary based on project deliverables/timelines

SuccessFactors Team Responsibilities

Trina Page will be the primary point of contact.Coordinate collecting information and bringing in other

SuccessFactors professionals as needed depending on meeting topic or questions

Consulting and technical expertiseSystem configuration

SuccessFactors Customer Community and Empower Methodology

Getting Started with SuccessFactors

Find Answers and download resources using the KnowledgeBase

Share ideas and expertise via our Discussions Boards

View training course and upcoming releases on the Events Calendar

Participate in one of our “One Voice” Product or Advisory Board Programs

Share Feedback by completing a Customer Survey

Find information using Full Site Search

Keep up with the latest research on performance and talent management by reading one of our SuccessFactors Blogs

Get Started with SuccessFactors Empower Implementation Methodology

Customer Community Overview

Exclusively for SuccessFactors Customers

SuccessFactors Professional Services Team helps our customers get the most out of their SuccessFactors solution in the shortest amount of time by levering our Empower Methodology. Empower drives a:

Clear objectives and deliverables

Well defined teams and responsibilities

Process Gates to ensure product Quality

Proven model used with hundreds of customers

Smooth transition between Sales and PS and PS and Customer Success

SuccessFactors Empower Methodology

Online Review of Empower Methodologyusing the Customer Community Web Site

What you just saw online - Empower Overview

Project Phases, Sign-offs & Milestone Dates

Phase 1 – Initiate Phase 2 - Define

Phase 3 - Configure

Phase 4 - Transition

Phase 5 - Deploy

Implementation Phases


Phase 3 - Configure


Phase 5 - Deploy

SOWSign Off

ConfigurationWorkbook 1

Sign Off


Sign Off


Sign Off

ConfigurationSign Off

TestingSign Off

ProductionReadiness

Sign Off

1

2

3

4

5

6

7

Iteration 1

Iteration 2

Iteration 3

Close Up Look at Configuration


Phase 3 - Configure


Phase 5 - Deploy

SOWSign Off


Sign Off


Sign Off


Sign Off


TestingSign Off

ProductionReadiness

Sign Off

1

2

3

4

5

6

7

Seven Customer Sign Off Documents

SuccessFactors Configure &

Unit Test

JointlyReview

Configuration

CustomerProvide

Feedback

CustomerSign

Workbook

JointlyCreate

Workbook

Iteration 1


Unit Test

JointlyReview

Configuration

CustomerProvide

Feedback

CustomerSign

Workbook

JointlyUpdate

Workbook

Iteration 2


Unit Test

JointlyReview

Configuration

CustomerProvide

Feedback

CustomerSign

Workbook

JointlyUpdate

Workbook

Iteration 3


2

3

4

5

Configuration Iteration 3

Seven Customer Sign Off Documents

Summary of the text of each of the Sign Off Documents is included in the Customer Community

Project Scope

Portions of scope are bounded by the contractGoal is to agree on and document what will be accomplished at a

lower level of detailImportant to define the following:• What processes will be supported?• What data will be collected?• Which aspects of the process are currently well-defined and which will

require more work?• What types of business logic might be required to create the data file?

Change Order Process

SuccessFactors and Raven Industries will work iteratively on the SOW and Project Plan to gain clarity on expectations and agreement

Should out-of-scope requirements be identified, work collaboratively to complete the change order documentation

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Project Milestones

Phase Milestone Owner Due Date

Initiate Kickoff Meeting SF 2/6/12

Sign SOW Raven 10/23/11

Define Begin Draft Communication Raven 3/12/12

Craft support strategy Raven 3/12/12

Configure Configuration 1 SF 3/26/12

Configuration 2 SF 4/10/12

Configuration 3 SF 4/26/12

Role-based Permissions Raven/SF 3/26/12

Transition Configuration sign-off Raven 4/30/12

Configuration Knowledge Transfer SF 5/11/12

Testing complete Raven 5/25/12

Deploy Production sign-off Raven 5/29/12

Go live Raven 6/1/12

High-Level Technical Details

Browsers

Certified Browsers with 128 bit encryption

Minimum Release Recommended Release

Microsoft Internet Explorer 6.0 8.0Firefox (Mozilla Corporation) 2.0 3.0

Certified Browsers

• Tested by SuccessFactors

Supported Browsers

• Safari, Firefox 4, Internet Explorer 9, Chrome

• SuccessFactors is testing and has users in these browsers

• There may be minor problems

• Report issues; SuccessFactors will address when we certify

General

Computer Access

• Does everyone have a computer who needs to access the system?

Flash Player required for some Succession module functions

• 9.0.45 or greater is required

• 9.0.115 or greater is recommended for the Org Chart

Internet Connection

• 56K or equivalent: but faster is better

SaaS (Software as a Service) Implementation

• All data stays on SuccessFactors servers

• Workflow and Business Rules control who can see forms and data

• Extract data into a flat file for importing to other systems

E-mail & Forms

How to ensure you receive the e-mail sent from the SuccessFactors system don’t get caught by your SPAM Filters

• White Listing: Modify the spam filter at the customer end to grant access (‘white list’) to emails coming from SuccessFactors specific email IP addresses

• Change “From” Email Addresses: Modify the apparent sender of the email so that it no longer spoofs the customer’s email address.

• To do this, modify the ‘FROM’ address for notification emails to [email protected] instead of an email address with a FROM address such as ‘[email protected]’.

• Successfactors sendmail relay servers can be configured to look for @customersdomain.com in the FROM address and rewrite it to [email protected]. Drawback with this option is users cannot reply to these emails.

Form Paradigm • Think Paper: once printed, you generally can’t change the ink

Data Import

Basic Demographic Data• SuccessFactors application receives data from HRIS

• 43 standard data elements that can be taken from HRIS

• Flat file interface (CSV format)

• System Administrator uploads via secure web session

• Test data file created to validate process

• Data is shared between all modules (except Employee Central)

Additional Employee Central Imports Required for Conversion

• Number of files depends on selected configuration

• Data will be mapped from Employee Central to Basic Demographic Data for use in other modules

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Integration / Reporting

Employee Central as System of Record

• Employee Central serves as system of record• Interfaces are built to integrate to other key systems:

Payroll, Time Management, Benefits, Other• Recommended approach

Integration PlatformSuccessFactors API Connectors

SuccessFactorsBusiness Execution Software Cloud

Integration Platform

Bi-Directional ConnectivityData Transformation

ManagementSchedulingWorkflow

3rd Party Apps

API

FilesFTP*

Purpose: “We Solve Your Integration”

Integration between any Combination of SaaS and On-Premise Applications

Powered by Boomi

*PGP Encrypted CSV Files Batched over FTP / SFTP

Next Steps for IntegrationNext steps to begin integration effort:

1. Get your integration resources signed up for the Boomi training program ASAP. The classes fill up fast, and your team will need to attend. http://marketing.boomi.com/BoomiHQTraining.html The next one is on 3/19/12 and in Philly.

2. SF added Brian Meyers as contact for Raven Boomi account.

3. One interface in scope - Payroll integration. Please contact your payroll vendor and request the payroll vendor’s integration spec as soon as possible so we can being designing the integration process. Also, please have someone assigned from your payroll vendor to handle any questions and setup any items required on the payroll vendor side.

4. Trina to setup an SF API user in test environment.

http://marketing.boomi.com/BoomiHQTraining.html

Standard Reports

Standard reports permissioned through Role-based Permissions

Available on demand

Ad Hoc Reporting

Multiple views of data available:

Employee Profile, Foundation Objects, Person and Employment Info (as of

Date), Job Information (Date Range) Recurring Compensation Information

(Date Range), Non-Recurring Compensation (Date Range) and more …

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Employee Central

Overview

What is Employee Central?

(Total Cost of Ownership)

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Employee Central Events

• Assignment Completion• Additional Job• Data Change• Transfer• Demotion• Assignment• Hire• Job Change• Job Reclassification• Leave of Absence• Furlough• Pay Rate Change• Position Change• Probation• Completion of Probation• Promotion• Return to Work• Rehire• Suspension• Termination

An event is any activity that will trigger or require the need for an HRIS transaction

A standard listing is provided

Events can be renamed, added or removed

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Example: Standard Event Reasons

• Early Retirement• Inv Attendance• Inv Termination - Fail To Report• Vol Termination - Compensation• Inv Termination- Misconduct• Death• Inv Termination - Extended LOA• Inv Termination - Dishonesty• Inv Termination - Divestment• Inv Termination - Insubordinate• Inv Termination Non-Performance• Inv Elimination of Position• Inv Termination - RIF• Inv Termination - Restructuring• Terminated With Benefits• Termination With Pay• Termination - Other• Normal Retirement• Vol Termination - Other• Vol Termination - Assignment• Vol Career Development• Vol Resignation to Competitor• Vol Termination - Early Retirement• Vol Termination - Health Reasons• Vol Termination - Marriage• Vol Termination - Personal• Vol Termination - School• Voluntary Separation Program• Vol - Work Life Balance

Event Reasons are identified for more granular detail, used for tracking and reporting

Example of standard Event Reasons for Terminations:

GM PM SM CDP RMCom WFA

X X

X X X X X X

X X X

X X X

X X X

X X

Hire

Promote

Address Change

Transfer

Job change

Leave of Absence Approval

Employee Separation

EC Core Actions

Employee Central – Core Actions and Module Integration

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Events & Workflows

Each event will trigger a specific workflow. Typically, workflows are only established when approvals will be required in Manager Self-Service.

Keep in mind that the more simplistic your workflow, the more efficient you will be in the processing of your transactions.

Overall EC Components

Approach for Project:

• Foundation Objects Overview

• Foundation Objects Detail

– Organization Structures

– Job and Pay Structures

• HR Data Management

– Employee Self-Service (ESS)

– Manager Self-Service (MSS)

• Role Based Permissions

• Reporting

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Foundation Objects Overview

Use Case Examples for Foundation Table Objects

Every employee in San Mateo office has the same business address, why do I have to enter the same address again and again?

Every employee in Department X is funded by Cost Center 123, how can I ensure that all employees in Dept X are funded by cost center 123?

How can I run a report for employees in West Coast, which contain SF office, LA office, Seattle Office, for EEO reporting?

How can I send the data for employees who are paid through ADP US to ADP US, while data for employees who are paid through SAP to SAP Payroll?

Foundation Table Objects (FO) Overview

A set of objects to capture the detailed information of company’s Organization, Job and Pay Structures

JobPay

Pay RangePay GradePay GroupPay ComponentPay Component GroupPay Calendar

Job ClassificationJob FamilyJob Function

Org Structure

Business UnitLegal EntityLocationLocation GroupGeo ZoneDivisionDepartmentCost Center

• Attributes in Employee Records will refer to foundation table objects, instead of picklists.

• Automatically propagate the information captured in foundation table objects to employee records

• Save the time for HR / Manager• Ensure data consistency

• Each object has standard fields and 70 customer-defined fields

Foundation Table Objects (FO) Overview – Cont’d

Each object can house country-specific fields to support the following use cases:

• For the same job code Engineering, the local Job Title in US is Engineering, but in UK it is called Developer

• For the same Job code,

– Need to house information like FLSA status, EEO category in US

– Need to house information like INSEE code in France

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Foundation Object Details Organizational Structures

Foundation Table Objects (FO)

Pay Structure


Job Structure

Job Classification(Job Code)Job Function

Org Structure

Legal Entity (Company)Business UnitDivisionDepartmentCost CenterLocationLocation GroupGeo Zone

Organization Structure Relationships

Legal Entity(Company)

Business UnitBusiness Unit

Division

Department

Geo Zone

Geographic

Division

Department

Location GroupsLocation

Groups

LocationLocation

LocationCost Center Cost Center

Legal Entity

• Legal Entity table stores all legal entities of a company, for example, SFSF USA, SFSF China. • A Legal Entity can not span across more than one country.• The country in legal entity determines the country of the employee• The Standard Hours field is used for FTE (Full Time Equivalent) calculation• Country-Specific Fields can be created; these are dependent on the Country drop-down value

• Business Unit table stores information of all operating units of a company

• One business unit record represents one operating unit

Business UnitName Code Status

SFSF Enterprise BU07 ACTIVE

SFSF SMB BU01 ACTIVE

SFSF Operations BU03 ACTIVE

• Division table stores information of all divisional units of a company• A Business Unit can be broken into multiple Divisions• By establishing an association to Business Unit, once a user selects a Business Unit for a user

record, the related Division options will be displayed in the Division drop-down list

Division

Department

• Department table stores all departments in a company,• For example: Professional Services, Sales, Engineering

• By establishing an association to Division, once a user selects a Division for a user record, the related Department options will be displayed in the Department drop-down list.

• Cost Center table stores all cost centers of a company• Generally Cost Centers are defined in the ERP Financial systems, and company simply loads cost

center info from Financial Systems

Cost Center

Location

• Location table stores address information of all physical offices of a company

• Supports international address formats

Location Group

• Ability to group multiple location in one location group• For example, location group North American Central contains locations:

Chicago, Dallas, Detroit• Location Group is primarily used for EEO Reporting in US

• Ability to run EEO report for employees in multiple locations

Geo Zone

• Ability to group multiple locations in one Geo Zone• For example, Geo Zone Europe West contains locations: France, UK, Netherland, etc.

• Adjustment Factor field indicates the adjustment % to the pay range for this geo zone due to different cost of living

• For example: Company decides that people in west coast are paid 10% higher than people in east coast are paid, so if the pay range for people in east coast is $100K - $110K, then pay range for people in west coast is $110K - $121K

• Common practice to use Geo Zone object in Pay Range Definition

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Foundation Table DetailsJob and Pay Structures

Foundation Table Objects (FO)

Pay Structure


Job Structure

Job Classification(Job Code)Job Function

Org Structure

Legal Entity (Company)Business UnitLocationLocation GroupGeo ZoneDivisionDepartmentCost Center

• Job Classification table stores all job codes defined in a company and information associated with job code

• The following are commonly used fields:

• Employment Type• Supervisor Level• Job Level• Regular / Temporary• Full / Part Time• Employee Class• Job Title• Pay Grade

• Country-specific fields can be defined:

• Local Job Title• EEO1 Job Category

Job Classification

Other Job Structure Foundation Objects

Job Function

• Used to group the jobs for reporting or other uses, especially across other organizational structures

• May have multiple levels with parent family used

• Example: HR Related Jobs

Pay Range

• The example defines that the min, mid and max pay is $100,000, $104,999 and $109,999, if an employee’s:

• Legal Entity is ACE USA• Pay Grade is not yet defined

and• Geo Zone is North America,

Central Region• Cost Center may also be associated• Pay Range is primarily used for the

calculation of Compa Ratio and Range Penetration

• Ability to define as many pay ranges as needed

• Pay Component Table stores all elements that company pays to employee, like:

• Base Salary • Performance Bonus• Car Allowance, etc.

• For each pay component, company needs to define:

• Recurring or one time pay• If Recurring, the frequency• Is it paid as an absolute amount or

percentage• If percentage, what is it based on• Is it an earning or deduction• Is it an actual pay or a target• Should it be visible by managers on

Manager Self Service• Is it used by Comp Planning module• Is it Taxable or Non-Taxable

Pay Component

• Multiple pay components can be grouped into one pay component group

• The amount of a pay component group is equal to the sum of the pay components it includes

• System automatically does annualization and currency conversion during the calculation

• In example, “Total Earning Opportunity” is a pay component group that has 3 pay components

Pay Component Group

Pay Calendar table stores all the pay periods within a year. For example, January 1 – January 15 2012 is one pay period.

Pay Calendar

Other Pay Structure Foundation Objects

Pay Grade

• Manages the Pay Grades used in the system.

Pay Group

• Used to manage pay groups for various payroll systems. This will be useful in pulling information based on specific payroll vendors, pay frequencies, etc.

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HR Data Management

HR Data Management Overview HR Data Management features a set of database objects

Each store detailed information about employees’ Personal Information and Employment Information

Employment Info

Job InformationEmployment DatesComp InformationPayCompNonRecurringPayCompRecurring

Person Info

Person InformationContact InformationAddress InformationNational ID InformationEmergency Contact InformationDirect Deposit InformationBiographical Information

• Each object has a set of standard fields, 70 customer-defined fields and country-specific fields to house country-specific information

• Information can either be imported via csv files, or managed through Employee / Manager Self Service

HR Data Management Overview – Cont’d

Majority of information captured in employee HR Data Objects is effectively dated

All information captured in employee HR Data Objects is audited

All information captured in employee HR Data Objects will be fully integrated with the rest of SFSF modules, like Comp/PM

All information captured in employee HR Data Objects is reportable and exportable to csv file for integration

Customer can configure security access using Role Based Permission Framework to:

– Grant the read access to any piece of information to a group of people

– Grant the write access to any piece of information to a group of people

– Grant the reporting access to any piece of information to a group of people

Employee Self-Service (ESS)

Define what permissions to grant to employees to empower them to manage their own Personal Information independently :

• Person Info: Name, Ethnicity, Religion, Veteran Status

• Contact Information: Phone, Email, and Social Accounts

• Address Information

• National ID Information

• Work Eligibility

• Emergency Contacts and Dependents

• Direct Deposit Info

Manager Self-Service (MSS)

Define what actions are granted to allow Managers to initiate HR transactions to update employees’ Employment Info without HR involvement:

• Manager can initiate the HR transactions via Org Chart

• Manager is only presented with a single transaction – Update Employee Records

• System will figure out the actual type of the HR transaction from the information manager entered in the transaction, based on the event / change reason derivation configuration

Transaction initiated by Manager will go through the approval process before it is entered in the system

• Email notification will be sent out to the next approver and the initiator when the current approver approves the transaction

• Customer can define approval process through Workflow Configuration UI

• Support manager-based roles and dynamic assignments as approvers in the approval process

Allow Admin to add / remove approvers when transaction approval is in the progress

Manager Self-Service (MSS)

Configuration Workbooks

Foundation Objects Configuration Workbook

Configuration Workbooks

HR Management Configuration Workbook

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Role Based Permissions

Role Based Permissions Concepts

The role defines access to data and functionality

Roles are granted to groups of users (left circle)

Granted users may perform the role on target users (right circle)

Groups can be dynamic to automate assignment of permissions

Administrators can define many roles

GrantedUsers Role Target

Users


Example

• Role Name: HR Role

• Permissions:

– Initiate and approve transactions

– View employee information

USAEmployees

USAHR

Granted Users Permission Role Target Users

DEUEmployees

DEUHR

HR Role

HR Role


Example

• Role Name: Manager Role

• Permissions:

– Use Manager Self-Service

– View extended employee profile information including potential and succession information

Team,All Levels

USAManagers

Granted Users Permission Role Target Users

Team,2 Levels

DEUManagers

Manager Role

Manager Role

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Global Process Design Workshop(for Employee Central)

Current State Activities

Review project business drivers

High Level Current State Review

Map Current Process• High Level: Large scale processes and calendar timing,

identifies information that moves from one process to another• Task Level: Process Task and owners• Step Level: Step-by-step task navigation with decision points

Identify primary processes and linkage points

Identify sub-processes

Identify data and how it moves from one process to another

Identify process owners (permissions)

Identify what will be leveraged from current processes

Process Map – Overview

Future State Activities

Build future state process diagram based upon Employee Central Standard Events and Workflows• Primary processes and linkage points• Sub-processes• Data process flows• Process owners and permissions

Future State High-Level Process Map Exercise

Keep in mind your current state process

• What do you want to keep?

• What do you want to change?

Review process map

• Activities

• Timing

Adjust process map for your organization

Next step: Discuss SuccessFactors Modules Map

SuccessFactors Modules Map

Meeting Wrap Up

Wrap-up

How would you describe your comfort level?

Do you have a good sense of what it will take to implement?

What do you think needs to happen that we haven't already planned for?

Next Steps• Next meeting to occur on …• OthersOpen Items?