Bridging the Gap to a Strategic Transformation Project. Cathleen Taylor Manager File Integrity HR Systems Pitney Bowes

Transcription

1 October 9-11

2 Bridging the Gap to a Strategic Transformation Project Cathleen Taylor Manager File Integrity HR Systems Pitney Bowes

3 Discover the challenges Pitney Bowes faced in rapidly implementing a policy change for New Hire/Rehire starting pay and how they used Winshuttle to bridge the gap. What We ll Cover Introductions Pitney Bowes Overview The Business Challenges The Business Task Solutions Considered The Winshuttle Solution Sample Spreadsheet Template IT Development Versus Winshuttle Other Winshuttle Uses Results User Acceptance Training Lessons Learned Benefits Realized

4 Introductions 13 Years of experience with the SAP HR module, 6 years with Pitney Bowes. Transitioned from the IT department at Pitney Bowes as a Project Manager 4 years ago into the HR Business Systems Group. SAP HR Module Experience: PA, OM, Benefits, Time Management, Self-Service and Payroll

5 About Pitney Bowes Pitney Bowes was started in 1920 by Arthur Pitney and Walter Bowes (90+ years old) went public in 1950 Creates, sells and services hardware, software and solutions that help its customers integrate physical and digital communication channels $5.6 billion company that employs 33,000+ worldwide and provides software, hardware and services that integrate physical and digital communications channels. Every connection is a new opportunity

6 About Pitney Bowes Pitney Bowes went live with the US SAP HR/Payroll modules in September of 2003 and is currently on SAP version 4.7c with ESS/MSS functionality. Currently upgrading to ECC 6.0 (HR On its own platform) Implemented the Canadian Payroll in January, 2007 (previously payroll was processed via an interface to a payroll provider) IT development outsourced January, 2004 Purchased Winshuttle in CY2006

7 2 Recent Business Challenges 1. Strategic Transformation 2. Custom ABAP Programs created for Uploading Data

8 Challenge 1: Strategic Transformation A a program that was put into place with a focus on changing the way we work and investing in our company to be more efficient and effective in growing the business. Workstreams were created with representatives from across the company who identified 110 projects and takes place now through 2012.

9 New Hire Program One project that has been approved and is being put into place for cost savings is for new hires in a portion of the company. The new hire set up in SAP will be different for the first three months of employment after the three months their records will be adjusted.

10 The Problem The program is to be implemented faster than the programming to automate this in SAP can be approved and configured. In order to have this work done in SAP it needs to be: Prepared and presented to a committee Cost estimated Time slated via priority of other projects This can take several months (even longer at the present time as we are in the process of preparing for an upgrade).

11 Potential Approaches Have the Employee Support Center manually key in the data. Implement the program when the automation is complete thus delaying the costs savings. Winshuttle

12 Winshuttle as The Solution The interim solution is to use Winshuttle to process the PA40 Action with the changes until we can analyze the cost savings and determine if the project should continue and be automated. Thus postponing potential costs from throw-away work.

13 Challenge 2: Custom ABAP Programs created for Uploading Data During implementation custom ABAP Programs were created for uploading data into SAP. After implementation the programs were passed on to the Employee Support Center to use for uploading mass data to Infotype 0014 Recurring Payments and Deductions and Infotype 0015 Additional Payments. Recently our Employee Support Center was relocated from Shelton, CT to Troy, NY resulting in turnover of staff and loss of knowledge.

14 Comparison 1. Process steps and documents with Custom Program 2. Process steps and documents with Winsuttle

15 Process Steps and documents with Custom Program Manager sends in Spreadsheet With Approvals Remedy Ticket is Created Spreadsheet is Processed Processed Spreadsheet is sent back to manager Consists of numerous documents (Original Spreadsheet, Remedy Ticket, Processed Spreadsheet and Instructional Document)

16 Process Steps and documents with Winshuttle Manager sends in Spreadsheet With Approvals Remedy Ticket is Created and logged on Spreadsheet Spreadsheet is Processed Processed Spreadsheet is sent back to manager Consists of One document (Original Spreadsheet has log file in it, remedy ticket number and instructional tab

17 Custom ABAP Program

18 The Infotype 0014 Replacement

19 The Instructions Tab

20 Training Minimal training needed for end user Excellent Technical Support Ease of Use for Testing New Functionality Able to troubleshoot by running script in foreground and see what is happening

21 User Acceptance of the Tool Security Review Sox Compliance Officer End Users Immediate - When can I have it/how do I get it completely accepted through out the organization costs were split between Human Resources, IT and Payroll

22 Benefits Uses existing user authorizations Does not require system transports Can be recorded in Development system and Immediately run in Production system Saves SAP messages audit trail Easy to correct data and reprocess only those records with errors

23 Other Winshuttle Use Cases Cleansing Data Prior to SAP Upgrade Replacing Custom ABAP Upload Programs Acquisitions Cleanup Employee Self Service entries (i.e. characters used in addresses can cause interface issues to outside vendors) Personnel Actions (i.e. New Hire, Transfer, Separation) New Custom Infotype for Loading Data Setting up Testing Data in Test Environment Table Updates

24 Lessons Learned Templates with drop downs significantly speed up form completion and reduce errors decreases number of templates (i.e. state tax form) Have business user verify results/another set of eyes Aids/Assists/Streamlines the testing process for User Acceptance Testing by loading data into test environments Minor changes in business processes are easy to update in Excel

25 Thank-you Questions and Answers