Selecting The Right Technology For HR Analytics San Diego Deck

Presentation Title SOUTHERN CALIFORNIA EDISON®

SM

SOUTHERN CALIFORNIA EDISON®

SM

Selecting The Right Technology For HR Analytics

Workforce and HR Analytics Summit WestMarch 9, 2015

Presented by Michael L ManningPrincipal Manager, HR Shared Services

Southern California Edison(626) 302-5232

[email protected]

Group Name SOUTHERN CALIFORNIA EDISON

SMSM

SOUTHERN CALIFORNIA EDISON®

Bac

kgro

und


SMSM

SOUTHERN CALIFORNIA EDISON®Michael Manning - Selecting The Right Technology For HR Analytics

Disclaimer

This is a case study of what we did when selecting a WFP analytics solution

A lot was learned the hard way; it worked for us and I believe there are parts that could work for your company

Look for learnings called out in Red and Black boxes at bottom of slides (first time I have tried this – hope it helps)

Samples provided to illustrate what we did and tools are included to make the process easier


SMSM


Quick Poll: Your Thoughts?

The right technology should:

1. Meet the business need2. Value exceeds cost3. Actually get launched


SMSM


Topics

• Define the business need• Knowing where you are and where you want to go• Understand your constraints• Build or RFI or RFP• The selection parts typically overlooked • Q & A• Insights to take away


SMSM


Define the Business Need


SMSM


Tim

elin

e &

Maj

or S

teps


SMSM


Define the Business Need

It all starts with Business Need • Business needs the ability to: [Insert your needs here]

Our Samplefrom workforce planning

ACTION – Clearly capture business needs and use them in your statement of work…and in your communication plan


SMSM


ACTION – Get stakeholders involved upfront in requirements and if possible vendor selection and/or build blueprinting

Knowing where you are and where you want to go

Questions to consider

• What your stakeholders need from an analytics solution now• What they will need in the future

INSIGHT – Change management starts prior to buy or build decision

For us this involved • going out and having conversations with ~50 stakeholders• documenting the results• confirming ‘wants’ back with the stakeholders


SMSM



Shape stakeholder expectations• It was helpful to mock-up samples

of what final product should look like with end-users

• Chance for us to understand– how end-users would act on the

information – make recommendations on additional

info & remove unneeded info

INSIGHT – A picture is worth a 1,000 words…even when hand-drawn!


SMSM



Questions to consider:

1. What measures will the technology deliver?

2. Do you have data definitions in place? (Question for later - can a vendor accommodate your definitions?)

3. What is the frequency you will be delivering (daily, weekly, monthly)

4. Do you need drill-through to get to the underlying data or is chart/graph sufficient?

INSIGHT – Defined measures and drill through can change the conversation from data quality to what the data means


SMSM



Some important questions to consider:

1. Will you need to integrate data outside your HRIS or even data that is not in any system (external source)?

2. How will the solution be delivered? – Web-based internally, vendor hosted in cloud, reports emailed…?

INSIGHT – Know your company's ability to support single sign-on before opting for a cloud solution


SMSM



Some important questions to consider1. Will you be bringing in external benchmarking data for comparison to

your data?

2. What will user security need to be? Can everyone see everything – their area and the rest of company – or just their area?

3. How will user access be maintained when people change roles or leave the company?

INSIGHT – Enabling benchmark comparisons of a division to the whole company to external companies is very valuable


SMSM



Borrow from Six Sigma… Try a SIPOC Chart to map the solution once you have met with stakeholders

S supplier Where will the inputs come from?

I inputs What are the inputs to the process?

P process What is process to make outputs?

O outputs What do they need?

C customer Who are they?

ACTION – Document and confirm requirements in a SIPOC chart. Start with the Customer and work your way backwards


SMSM



Our sampleSIPOC

INSIGHT – Leverage 6 sigma tools - SIPOC chart can be used in Statement of Work


SMSM



Some of the pieces in our Statement Of Work (SOW)

• Business need• Solution requirements• Security• Availability of solution


SMSM


Avoid Internal Roadblocks

• Gain agreement on the steps in the buy or build process

• Involve folks who will be supporting the process – get their agreement on the path forward

Our sampleSelection and purchasing Process:

INSIGHT – A clear and agreed upon selection process makes passive resistance more difficult (that’s a good thing)


SMSM


• List the process steps from selection and purchasing process here

• Assign RACI to each team member

Team

mem

ber 1

Team

mem

ber 2

Team

mem

ber 3

Team

mem

ber 4

Team

mem

ber 5

Team

mem

ber 6

Team

mem

ber 7

Team

mem

ber 8

Team

mem

ber 9

1 Confirm money in budget to be spent in 2010 C A/R I I

2CCI build not viable due to time restrictions or functionality requirements I C C I I I

3 TRM grants approval to purchase externally I C C I I A/R C C

4 Gate 2 approval I I A/R I I R

5 Contact vendors and schedule meeting I I A/R I I I I I I

6Send Vendors pre meeting T&Cs, SOW, SIPOC and other docs I C C A/R C C

7 Attend vendor review Oct 27 & 28 R A/R R R R ? R R

8 Vendor can provide required service I R A/R

9 Vendor is financially sound I I I A/R I

10 Vendor will accept our contract language I I I A/R C

11 Vendors offering will work in our IT environment I I I C A/R

12Vendors offering complies with our security requirements I I I C A/R

Responsible - Those who do work to achieve the task. There can be multiple resources responsible. Accountable - (Also Approver) The resource ultimately answerable for the correct and thorough completion of the task. Consulted - Those whose opinions are sought. Two-way communication.

Informed - Those who are kept up-to-date on progress. One-way communication.

R responsible

A accountable

C consulted

I informed

ACTION – Define who will be making what decisions ahead of time – it pulls the politics out

Avoid InternalRoadblocks


SMSM


Understand your Constraints

Some constraints that will impact your technology decision

• Budget• Schedule• Culture• Resources

INSIGHT – Documenting what is needed and what is nice to have; it will help inform your decision


SMSM


Buy or Build?

• Based on our Statement of Work and our timeframe we decided to use an external vendor

• Market research: Know who is out there in this space

• RFI or RFP?

INSIGHT – Time bound decisions can help focus the team on a shared goal


SMSM


Important IT Considerations

• Know your company’s cybersecurity requirements (may determine whether or not you can use an outside provider)

• Know how your data will be transferred back and forth from the vendor, how it will be stored and backed up, location of backup facilities, and encryption requirements

• Know your IT department’s availability and capability to implement and support the solution


SMSM


Important Supply Chain Considerations

• Know your supply chain requirements for using your contract language versus the vendor’s contract language

• Decide on the level of support and consulting you may need – understand if that comes with the core package or if it is at an additional cost; work this into your selection criteria

• Do research and look ahead as there are many small and start-up vendors in this space –recommend pulling D&B and asking if there are any pending talks for potential M&A of their company

ACTION – At point of RFP provide your contract language and ask what part the vendor would not be able to accommodate


SMSM


Important Support Considerations

• Does the vendor have a user community and how active is the group? What are the benefits others have received from being group members?

• Have vendor provide names of implementation partners / support partners

• When doing vendor references ask for customer references who have worked with the team planned to support your company

ACTION – At RFP have the vendor provide you resumes and capabilities of the support team that will be assigned to you


SMSM


A final demo based on the vendor RFP response

• We brought back our top 3 vendors to show us how their solutions would meet our Statement of Work

• Had the same planned scenarios for each of the 3 finalist vendors to demonstrate

• Involved stakeholders and IT in the vendor demos

ACTION – Include time ½ way through each demo to send the vendor out of the room and discuss what they presented; identify unanswered and new questions to ask when the vendor is back in the room


SMSM


Sample data Technology 1 Technology 2 Technology 3

Pass Pass Pass

Pass Pass Pass

Pass Pass Pass

Pass Pass Pass

Pass Pass Pass

A 1 time set-up fee (vendor) $45,000.00 $100,000.00 $60,000.00

B Annual subscription fee (vendor) $90,000.00 $300,000.00 $100,000.00

CEstimated 1 time set-up fee (SCE)based upon CCI/IT quote $125,000.00 $125,000.00 $125,000.00

DEstimated annual fee (SCE)Based upon 20% of xxx (5 Years Maintenance Cost) $10,000.00 $10,000.00 $10,000.00

Estimated 2010 budget expense(assumes set-up fees and 1 year subscription,A+B+C) $260,000.00 $525,000.00 $285,000.00

Estimated 2011 budget expense(annual subscription fee for the follow ing year and SCE maint, B+D) $100,000.00 $310,000.00 $110,000.00

187 total points 172 total points 202 total points

E Core business requirement points 94 88 97

F Nice to Haves points 93 84 105

Bus

ines

sC

omm

erci

alTe

chni

cal

Acceptance of our T&C’s(Pass or Fail)

Match to business requirements(Total of Core requirements and Nice to Haves, E+F)

Vendor solution will work in SCE IT environment(Pass or Fail)

Vendor solution complies with SCE IT Security (Pass or Fail)

SCE can provide data points required by vendor solution(Pass or Fail)

Vendor financial stability(Pass or Fail)

Mak

e th

e Se

lect

ion


SMSM


Q & A


SMSM



Documents

Selecting The Right Technology For HR Analytics San Diego Deck