Renew Employee Self-Service

(ESS) Processes with a

Consumer-Grade Experience

May 15, 2013 Michelle Ganino, Paul Koukeyan

and Rachelle Nickell

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Existing Employee Self Service Functionality

See why we needed to update our services

Hear about the challenges we had along the way

Our ‘Renewed’ Self Service functionality

Lessons we learned

How you can benefit from our experience

Our Story

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Why would The Walt Disney Company need ESS?

Enable Human Resources to be strategic rather than administrative

Empower employees to maintain personal data

Provide information and guidance for diverse workforce

Develop intuitive services that don’t require instruction

Ensure content is relevant, dynamic and current

Why Employee Self Service (ESS)?

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How do I update my personal data?

Cinderella Tremaine Cinderella.Tremaine@disney.com

First employees have to access the Company Intranet…

Then the ‘Personal’ tab…

You can access the page to make

changes to personal data as well as

access our Benefits site

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Once the Personal Information

page opens, there are multiple

links for various pieces of data

Each link opens a new

window with collateral

surrounding the transaction,

and even a step by step

guide – a bit overwhelming

Updating Personal Data

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How many clicks does that take?

Once in the transaction, it’s

two more windows to create

or update an address and

Emergency Contact

This is all just to

update an address…

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You can see why we needed to update our services

Eliminate confusing and cumbersome navigation

Give just the right amount of information and retire difficult to maintain collateral

Re-engage our workforce to keep their data accurate

And always seal it with a KISS…

Keep

It

Super

Simple

Can we update our services?

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Where we’ve been

When updating or upgrading functionality, you

have to know where you’ve been to make sure

you choose the right path

Implemented ESS with our initial implementation in

2002

Many ESS functions relied on ITS technology

Upgraded from 4.6c to SAP ECC 6 in 2008, but did

not activate the new PC-UI (People-Centric User

Interface) framework Made no functional changes to ESS during the upgrade.

Disney traditionally held a n-1 approach to SP and new functionality

Data ghosts from the past would come back to

haunt us

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Project Approach

Iterative design, develop, and deploy

Target high value ESS transactions

And those using legacy technology (i.e., ITS)

Leverage SAP’s delivered Personal Profile as the

framework for the employee experience Added custom functions such as Veteran Status, Prior

Employment, and Prior Education

Launch Pad (Landing Page) – allows for a consolidated presentation of all employee centric functions – SAP and non-SAP Enter Time (SAP), Benefits (non-SAP), content/informational links

Where we want to go

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Project Development

Installed EhP5 in Dec 2011

Installed EhP6 in July 2012 In production Dec 2012

Prototyped new ESS in sandbox environment and built business and technology case for project Activated the People-Centric User Interface framework (PC-UI)

HR Renewal introduced (Sept 2012) Immediately applied to our Development environment and later

to production with our Dec 2012 release

With all the latest components delivered and installed the stage was set to begin our development

How we got there

Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul

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Activate/Build Wave 1

Test/Deploy W1

Design/Build W2

Test/Deploy W3

Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul

Activate/Build Wave 1

Test/Deploy W1

Design/Build W2

Test/Deploy W2

Design/Build W3

Test/Deploy W3

Project Timeline (planned):

Project Timeline (realized):

Bumps along the road

Test/Deploy W1 & W2

Design/Build W3

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Our Renewed ESS

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Our Renewed ESS

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Our Renewed ESS

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Lessons we learned

Our project team realized there were steps we

could have taken to avoid a few road delays

Correct known data errors prior to activating the new

People-Centric UI (PC-UI)

Review ‘shared’ infotypes, and validate that they really

should be shared

Run programs to activate PC-UI

Shifted from a deferred to progressive adoption of new functionality

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Benefit from our experience

All journeys have a lesson for the traveler…

Leverage the lessons we learned when

beginning your journey

Clean data makes for a smooth road ahead

Have your project team do comprehensive

testing prior to bringing in users for their testing

And always remember, it’s about the user and

how they will use and perceive the system –

adoption is key, otherwise your story will never

be heard

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Thank You!

THANK YOU FOR PARTICIPATING

Michelle Ganino: Michelle.Ganino@disney.com

Paul Koukeyan: Paul.Koukeyan@disney.com

Rachelle Nickell: Rachelle.Nickell@disney.com

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Pipeline SAP SP Stack Level

SAP SP Stack Level

as of

December 2012 Release

SAP ECC

(SAP R/3: ERP)

SAP ERP 6.0 SPS19 with

EHP5 SPS05 +

SAP NetWeaver 7.02 SPS10*

SAP ERP 6.0 SPS21 with

EHP6 SPS03 +

HR Renewal 1.0

SAP NetWeaver 7.03 SPS04

(ABAP : NW 7.31 SPS04

Java : NW 7.02 SPS11) ** Dual Stack

SAP NetWeaver Portal SAP EHP2 for

SAP NetWeaver 7.02 SPS10

SAP EHP2 for

SAP NetWeaver 7.02 SPS11

(Java : NW 7.02 SPS11)

Appendix: Environment & Release Levels

SAP Environment with Release levels

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Magnitude of data issues did not materialize during prototyping or development PERNR Grouping errors seen in Development environment did not reveal the broader extent of

data errors we would later see in our QA environment

Steps and programs to enable new framework and convert existing data:

Activate PC_UI flag Activates the People-Centric User Interface framework

Required for new version of ESS

Run RPUFACECPRFN Updates table T582G “in accordance” to the entries of table T582A

IMPORTANT: Review and update your shared infotypes or data may be deleted

Run RPUFACEVIEKN Updates field VIEKN ("Infotype View Indicator") of infotype 0003 ('Payroll Status') in

accordance to the value returned by feature IVWID ('Infotype view indicator')

Run RPUPAV00 Regeneration of additional infotypes for view. Primarily for international infotypes

Didn’t work for all countries. SAP provided a couple fixes

Run RPUFIXDS Corrects infotype records which have data sharing inconsistencies

Performance and Data issues surfaced

Appendix: Steps in the Process

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Issues with performance

RPUFIXDS – running at 7 hours per groupings of 50,000 Central Person records for infotype 0006

With over a 1 million Central Person records we were looking at 125 hours just for infotype 0006

Inconsistencies in data

RPUFIXDS revealed 7 distinct data error types

Most data errors pointed to the inconsistencies created over 10 years ago from conversion programs or custom interfaces

Appendix: Issues Identified

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Resolving those issues – both technical and data Received 9 corrective Notes throughout the resolution

process Performance improvements received from SAP that slashed the

runtime of RPUFIXDS to 5% of the original runtime! Received additional Notes that addressed other errors generated

from RPUFIXDS SAP created a ‘wrapper’ program to facilitate grouping of

employees for RPUFIXDS

Developed custom program to normalize data issues… …for the largest volume of data errors (Time constraint for infotypes) …data errors which couldn’t be manually corrected (Sequence

number 001 not permitted)

Manually corrected remaining errors

Determined that some of the shared infotypes no longer need to be shared (IT0009/IT0094). This was driven by the way we do concurrent employment And some infotypes we thought were shared (IT0207/IT0210) that

were not

Appendix: Issue Resolution