SimpleHR Employee and Position Management

Business Process Management Solution for HR process

A Web-Based Workflow-Enabled User-Friendly Front End to SAP HR

By TEKYOGI, LLC.Prasad Mavuduri

TEKYOGI, LLC. 2

Comparing the Playing Fields

Locations / Operating Entities

Customer 1 Customer 2

10 autonomous operating

entities

~700 K-12

~1500 total locations –

centralized structure

Employees

Customer 1 Customer 2

~6,300 certificated and

administrative

~80,000

~2,500 classified ?

~4,000 non-benefited high-

turnover hourly

?

~12,800 total ~100,000

Annual HR Assignment Actions

Customer 1 Customer 2

~5,000 certificated ?

~2,500 classified ?

~17,500 temp ?

~25,000 annual assmt actions ?

Enterprise Structure

Customer 1 Customer 2

~1,000 job codes (~500 active) ?

34 PSAs (~12 bargaining units) ?

5 EGs ?

26 ESGs ?

TEKYOGI LLC. 3

Simple HR

PCR / PCS Business Goals & Objectives

Reduce late and error pay – first and foremost

Strong motivation to reduce central HQ budget

Decentralize – empower campuses

Responsiveness – move processing closer to end user

Eliminate paper – create a chain of accountability

Enforce policies and procedures – eliminate local ‘interpretation’ of

rules

Reduce campus clerical labor – replace it with customer-facing

service workers to resolve assignment and payroll problems –

SPOCs

Provide easy to use central source of information

Create a central log of error diagnostics for process improvement

TEKYOGI, LLC. 4

History / Staffing

Dept

Secy or

Dept

Head

Initiates

Dean or

Intermediate

Approver

VP

Campus Pers Asst – HR Input

Specialist –

15 PAs handle

25,000 assmt actions and

troubleshoot local assmt and

payroll problems

SAP R3

Time &

AttendanceHR

GeneralistTypical Campus HR/Payroll Staff

PCR

Users

DEC HR/Payroll

SAP HR/Payroll

DEC HR/Payroll

Paper Assmt

Request

eRPA

(electronic request

for personnel

assmt and position

control)

PCR / PCS

Manual input by

campus pers. asst.

Campus

Department-level

Initiator

Campus HR

Specialist Manual

Input

Centralized

Processing

System

2006

2002

earlier

100%

Manual

Preaudit

at HQ

Central

District

Office

Campus-level HR staff converted from clerical data input

role to single-point-of-contact customer service agents

empowered to resolve payroll errors locally over 95% of the

time.

Headquarters data input staff now largely eliminated.

Direct SAP input now limited to a handful of the most senior

headquarters HR analysts when resolving the 2% to 3% of

the most difficult problems.

TEKYOGI LLC. 5

EasyHR - PCR / PCS Modules & Technical

Architecture

Z-PCR (holding for

in-process actions)

Portal

SAP WAS / BSP Engine

PCR Web User Interface

Workflow Engine

Email

noticeProduction R3 data

Changes in the

Z table

trigger workflow

SAP R3

Developed entirely with SAP

tools and functionality. Resides

directly within R3.

Maximum use of existing SAP

tables allowing update of PCR

simultaneously with any update

of SAP tables.

Utilizes a Z-table holding area

where actions are held

electronically until fully approved

and released to be paid.

Technology allows much

easier maintenance and updating

for HR and payroll rules changes.

PCR – Personnel Change Request System – an electronic RPA entry system with extensive rules and

workflow.

PCS – Position Control System – allows the creation and deactivation of positions, and the modification of

position attributes including funding source.

PCR and PCS Reporting – Extensive reporting capability for both basic users and process managers.

TEKYOGI, LLC. 6

Reduce Errors Made by Both Professional HR

Specialists and Occasional Users – Dramatically

Reduce Complexity

2.0 Assign

Employee

3.0 Change

Existing

Assignment

4.0 Separate

5.0 Leave of

Absence

29 Available SAP

Actions

9 Most Common

Actions

4 Intuitive PCR

Action Groups

PCR will produce an action that is SAP-legal in 97% of instances. The

remaining 3% of the most difficult problems are referred to senior

headquarters analysts for resolution focusing limited high-skill resources

on only high-value problems.

TEKYOGILLC. 7

Control Data Access and Actions – Gather Sufficient

Data to Get Assignments Paid Accurately and

Quickly

0.1 Select Campus0.2 Select

Department

1.1 Select “To” or

“Impacted”

Position

1.2 Select Action

2.0 Assign

Employee

3.0 Change

Existing

Assignment

4.0 Separate

5.0 Leave of

Absence

Seen only by

users with

district-wide

authority

Seen only by

users with

campus-wide or

multi-department

authority

Seen by all users

What users can see and do is largely controlled

by their SAP role and authorizations.

By design, PCR restricts access to the most sensitive info-types

(such as 0008) to a very limited number of authorized headquarters

employees. SAP-direct-entry now limited to very few high-skill

employees, further reducing input errors and errors of rule interpretation.

A separate read-only version allows several hundred additional users

to utilize both PCR and PCS for easy HR look-up and reporting. This

has almost completely replaced SAP direct look-up and is preferred by

users over BW for HR/Payroll and position information.

EB5C, LLC. 8

Simple Enough For An Occasional User With Only

Fundamental Knowledge Of District HR Rules

Wizard like –

maximize defaults –

minimize decisions

Few screens

No SAP acronyms or

jargon

On screen help,

hints, and warning

messages

Selections

dramatically limited

to legal choices by

tables and program

logic

TEKYOGI LLC. 9

Get Rid Of Paper – Speed The Process – Create A

Standardized Chain Of Accountability

Initiator (not a

chief)

Manager

(Chief)

Approver

Manager

(Chief)

Approver

Final

Reviewer

(Personnel

Asst)

Initiator (is a

chief)

Manager

(Chief)

Approver

Final

Reviewer

(Personnel

Asst)

Initiator (not a

chief)

Manager

(Chief)

Approver

Manager

(Chief)

Approver

Final

Reviewer

(Personnel

Asst)

Initiator (is a

chief)

Manager

(Chief)

Approver

Final

Reviewer

(Personnel

Asst)

Manager

(Chief)

Approver

Manager

(Chief)

Approver

2 Approvals 3 Approvals

CollegeAutomatic

EscalationApprovals

City 3 days 3 levels

DO 3 days 2 levels

East 3 days 3 levels

Harbor 5 days 3 levels

Mission 5 days 3 levels

Pierce 3 days 2 levels

So’west 3 days 3 levels

Trade 3 days 3 levels

Valley 3 days 3 levels

West 5 days 3 levelsA full history of all actions and approvals is recorded

directly in SAP including names, dates/times, and

specifics of field changes.

TEKYOGI LLC. 10

Eliminate Both Expert And Amateur ‘Interpretation’

Of Rules And Policy

PCR / PCS is

a rules engine

embedded

with hundreds

of HR rules,

policies, and

procedures via

tables and

program logic.If classified

total FTE > 1.0

If certificated

total FTE > 1.6

If unclassified

total FTE >

0.87

NO

Display error msg 1 and

redisplay page 2.4

Display error msg 2

and redisplay page 2.4

Display error msg 3 and

redisplay page 2.4

YES

YES

YES

FTE Test

Logic

Sum of all

assmt FTE

>1.85

Display error msg 4 and

redisplay page 2.4yes

Confirmation

Sum of 08XX

assmts >0.60

FTE

no

Display error msg 6

and redisplay page 2.4yes

Sum of regular

assmts >1.0

Display error msg 5

and redisplay page 2.4yes

Test for

summer/winter

adjunct assmts

Omit summer and

winter adjunct

assmts from

following tests

Summer

winter

Total

FTE

Test

Regular

Assmts

Test

Test by

LOS

omitting

Summer

/ Winter

Adjuncts

Adjunct

FTE

omitting

Summer

/ Winter

Adjunct

Assmts

TEKYOGI LLC. 11

Minimize Processing Delay – Reduce Late Pay

519 PCR Actions Initiated and Submitted 8/1/06 - 9/14/06

Calendar Days in Process

0.0%

2.0%

4.0%

6.0%

8.0%

10.0%

12.0%

14.0%

16.0%

18.0%

1 3 5 7 9 11 13 15 17 20 22 25 28 32 45

Calendar Days in Process

•30% in 3 calendar

days or less

•60% in 7 calendar

days or less

•90% in 14

calendar days or

less

Get employees paid on time (in the same pay period in which the work is performed).

Pay employees the correct amount – reduce or eliminate error pay and the need for subsequent correction.

TEKYOGI, LLC. 12

Contact Information

Prasad Mavuduri, President

TEKYOGI, LLC.prasad@tekyogi.com

408.828.9909