Oracle Human Capital Management - Increase Productivity, Improve Data Security, Streamline Workflow and Reduce Costs: Oracle HRMS V. R12
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Cortina Systems implemented Oracle HRMS applications including Oracle Advanced Benefits, Compensation Workbench, and Self-Service HR to address challenges around lack of consolidated employee information, manual data entry processes, and lack of process automation. This implementation streamlined HR workflows, reduced errors, and improved data security and access. Key benefits included reducing open enrollment time from 2 weeks to 2 days, reducing HR staff time spent by 60-70%, and providing employees and managers with online access to compensation and benefits information.
Oracle Human Capital Management - Increase Productivity, Improve Data Security, Streamline Workflow and Reduce Costs: Oracle HRMS V. R12
- 1. Oracle Human Capital Management Increase Productivity, Improve Data Security, Streamline Workflow and Reduce Costs: Oracle HRMS V. R12 February, 2011 A Jade Global White Paper
- 2. Oracle HCM White Paper 1 Increase Productivity, Improve Data Security, Streamline Workflow and Reduce Costs: Oracle HRMS V. R12 – A Case Study of Cortina-Systems, Inc. Contents 1. Executive Summary 2. Case Study Cortina Systems, Inc. 3. Challenges 4. Oracle HR Applications Implemented 4. Project Timeline 5. Benefits Achieved 5. Lessons Learned 6. Conclusion 6. Author Biography Executive Summary Increase Productivity, Improve Data Security, Streamline Workflow and Reduce Costs with Oracle Advanced Benefits, Oracle Compensation Workbench and Self-Service HR. Traditionally Human Resources (HR) Departments are paper based organizations which rely extensively on forms, spreadsheets and manual processes; often walking paperwork through signature collections which can compromise data integrity and security. To achieve increased productivity, streamlined work-flows and reduced costs, HR organizations must adopt automation and self service features inherent in Oracle HCM systems. HR staffs often manually manage compensation changes and process benefits enrollment, keeping data on multiple spreadsheets, and walk paperwork through the approval process, compromising data integrity and security. HR teams must manually enter employee election data, also compromising data integrity. Employees lack visibility to their current and prior elections, and managers lack real-time data.
- 3. Oracle HCM White Paper 2 Case Study: Cortina Systems, Inc. To illustrate the business challenges faced by many HR departments, we will review a case study based upon work done at Cortina Systems, Inc. Cortina is a leading supplier of intelligent communication solutions for the Core, Metro, Access, Enterprise and Digital Home Network market segments. Their diverse product portfolio (300+ products), with tens of millions of units shipped per year, is installed in the top 25 global networks. Cortina-Systems, Inc. Industry: Industrial Measurement Devices, Semiconductor Revenue: $50M Employees: 411 Founded: 2001 Headquarters: Sunnyvale, CA (with offices globally) Project Summary: For this project, Cortina-Systems rolled out Oracle Advance Benefits in the US only, with plans for other countries in 2010/11, starting with China. Currently they have a population of 200 plus employees in the US. Cortina’s purpose is to have a structured benefits system that offers a self-service web based interface enabling employees to update and review their own benefits data; at the same time improving how information is passed in between their carriers while reducing overall cost. They needed a system that would allow for them to define benefits offerings in a hierarchical manner and having the support of a centralized enrollment by benefit administrators or web based self enrollments. Oracle E-Business Suite Footprint • Oracle CRM: Sales • Oracle Financials • Oracle Supply Chain Management • Oracle Self-Service Human Resources – implemented on this project • Oracle Advanced Benefits– implemented on this project • Oracle Compensation Workbench– implemented on this project
- 4. Oracle HCM White Paper 3 Challenges Cortina’s primary challenges driving their Oracle HCM implementation are grouped into three categories: a lack of Consolidated Information; Problems Caused by Manual Data Entry; Lack of Process Automation and Data Security: 1. Lack of Consolidated Information Cortina had a need for a Single source of data for employee information globally. A. Employee data stored on multiple spreadsheets -- paper forms, third party payroll and benefit systems. B. Human Resources or Managers lacked real-time access to vital business decision making information due to disjointed information storage. C. Employees lacked visibility to their current and prior benefit elections. 2. Manual Data Entry Manually entering and moving data from paper and spreadsheet sources to destinations like their Insurance Carriers’ systems posed this challenge. A. Compromised data integrity B. Excessive time spent managing changes for Focal and Benefit Enrollment processing. 3. Process Automation and Data Security Manually entering and moving data from paper and spreadsheet sources to destinations like their Insurance Carriers’ systems posed this challenge. A. Manual paper-flow compromised data integrity & security 1. Most HR business processes were carried out using traditional paper based forms 2. Employees and managers walked forms through submission & approval process 3. Data security compromised by papers being left on copiers and desks 4. Cortina needed to have the ability to effectively record compensation and benefits information, while maintaining the rules that determine who receives the compensation and how often it is paid 5. Unable to track employee performance measures to drive the planning, budgeting and approving of compensation, while having the ability to easily manage compensation policies based on performance ratings and rankings. B. Lack of process automation resulted in excessive time wasted 1. Excessive time spent managing changes for Focal and Benefit Enrollment processing. 2. Mid-cycle changes (salary, titles, departments, addresses, etc.) submitted manually on forms and time consuming, error prone for managers
- 5. Oracle HCM White Paper 4 Overview of Oracle HCM Applications Implemented to Address Challenges 1. Oracle Self-Service Human Resources • Employee Self Service • Manager Self Service 2. Oracle Advanced Benefits 3. Oracle Compensation Workbench Oracle Self-Service Human Resources Oracle Self-Service Human Resources (HR) allows your workforce to update and use employee-specific information, online via a browser, that is personalized to an individual's role, experience, work content, language, and information needs. Allowing managers and employees to access and manage information and transactions in a paperless environment, you can streamline business processes, decrease costs, and improve service. With managers and employees empowered to update and maintain their own information, HR professionals can now move from being transaction processors to being consultative partners. Oracle Advanced Benefits Oracle Advanced Benefits is a flexible, rules-based benefits administration application that enables improved benefits support and analysis, monitoring of benefits offerings, while reducing overall costs through easy setup and process automation. Oracle Compensation Workbench Compensation Workbench allows managers and compensation professionals to plan, model, and allocate budgets and awards on a global basis across multiple currencies. Users can distribute budgets and compensation based on guidelines; while having the capability to see a worksheet view of employees, their performance ratings, and total compensation. Cortina’s HCM Implementation - Summary • June 1, 2008: Rolled out Manager Self Service globally and deployed Compensation Workbench. • 16 week timeline with some customization. • Team consisted of 2 Consultants, 1 Project Manager, and 1 internal employee. • Utilized both custom and out of the box reports. • Training: Delivered to HR Managers, Management Staff and Employees. • User friendly, minimal training required. • User Acceptance Testing performed successfully. • First company to go live on V. R12 of Oracle Compensation Workbench.
- 6. Oracle HCM White Paper 5 • End of 2008: Deployed Employee Self Service, Manager Self Service, and Oracle Advance Benefits. Benefits Achieved 1. Drastically reduced open enrollment from 2-weeks to 2-days 2. Reduced 60-70% of time spent by HR Management and staff 3. Improved benefits support and analysis 4. Streamlined work-flows 5. Increased productivity 6. Up to 99% reduction in data errors 7. Reduction in overall costs 8. Managers given real-time visibility to their team. 9. Approval process for compensation changes is now automated. 10. Human Resources and Management has ability to process built in recommendations 11. An automated approval process using manager hierarchies in place 12. Employees and Managers provided a Total Compensation Statement providing an online or paper statement outlining all of their rewards (salary, bonus, etc.). 13. HIPPA compliant -- confidential employee data now secure Lessons Learned Cortina provides significant recommendations on key information to help make your Oracle HRMS implementation a success. • Gather requirements and compile all benefits first before you start set up and remember how reports play into the set ups. • Make sure you have the resources and knowledge to complete the project. • Test, Test and more tests! This is a very critical step prior to deployment. Test the system multiple times before you go live. It can save you a lot of time and frustration later on. • Make sure to document processes before conversion so that nothing is lost during this process. • Think about where you want to be in 2 years, 5 years. • Carefully choose your implementation partner. • A good approach is to break down by module and understand what you want to capture. • Properly prepare for the structure of your workflow. • Make sure your company has all the necessary support staff. • Get involved within your implementation, our Vice President helped with the compensation planning. Have the right amount of resources and in the right positions; having a bigger and or taking your time is very valuable to the success of your project. Generate screen shots of your setups and create training material that supports the specifics of your business.
- 7. Oracle HCM White Paper 6 Summary Since the deployment of Cortina’s HRMS Solution, the system enables their organization to efficiently manage benefits and compensation and more, reducing or eliminating errors from manual processing, significant time and labor savings, all from applications that are built on unified information architecture. This information architecture provides Cortina with a single definition of their employees, suppliers, and products, and all aspects of their business. All of this is done within a secure environment with a configurable notifications and approvals workflow. Oracle Advance Benefits allows employees can view their current enrollments, add family members, designate dependents and beneficiaries, specify their benefits choices, select their primary care providers, and print a confirmation statement at any time showing their full compensation, including salary, bonuses, etc. as well as initial health plan cards with the use of Total Compensation Statements. The results of changes are applied in real-time. Compensation Workbench allows Cortina to promote employees and give them new performance ratings and rankings. They can perform internal and external comparisons with the use of analytics, statistical analysis, compensation history, and overviews of current budgets and allocations so managers can make decisions that support business objectives. Cortina can generate employee congratulation letters, employee compensation statements, and help communicate compensation changes timely with fair and accurate views of their reports. Overall it has improved their ability to allocate compensation in accordance with enterprise, department and personal philosophies using rules-based modeling, scenarios and analytics. Time has been reduced from the start of processing, down to awarding and distribution, and has improved overall retention. Author Timothy Walsh, Consulting Director With functional and technical skills, Timothy has been implementing Oracle HRMS solutions for the past ten years and in the previous 20 years has had various technical positions in government and aerospace industries. Among his Oracle expertise includes methodologies that were used, including Oracle AIM, AIM Fast forward ORACLE Applications: Oracle Human Resources Management System, and Oracle Training Administration. SQL *Plus, Discoverer Administration and Reporting. Timothy is an innovative professional with proven ability to identify, analyze and solve problems to increase customer satisfaction and control costs. Having played both user role as well as implementer role, Timothy can easily understand and identify business issues, strategies, and priorities. He has been functional lead on numerous Oracle projects at top companies such as VMWare, Adobe Systems and similar. He has Bachelor’s degree in Business Administration with a concentration in Management Information Systems. Timothy can be reached at timothy.walsh@jadeglobal.com, 408-899-7245. Jade Global, Inc. Worldwide Headquarters 1731 Technology Drive Suite 350 San Jose, CA 95110 www.jadeglobal.com Northeast 1900 West Park Drive Suite# 280 Westborough, MA 01581 Pune, India
- 8. Oracle HCM White Paper 7 E-Space IT Park, A-3, 2nd Floor 102 D/E, Wadgaon Sheri Pune-Nagar Road, Pune 411-014, India New Delhi, India JMD Regent Square M.G. Road, Level 6 Gurgaon, Haryana 122002, India Worldwide Inquires +1-408-899-7200 pr@jadeglobal.com Copyright © 2011. All rights reserved. This document is provided for information purposes only and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchant ability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission.