VMware Global HR Application in the Cloud. March 2012

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1 VMware Global HR Application in the Cloud March 2012

2 VMware HR System Replacement: Key Drivers for Change HR systems footprint was not optimized or scalable to support VMware s growth. Original core HR implementation built to optimize Finance business processes and not human-centric processes. HR systems footprint was eclectic and built over a short period of time with no architectural strategy. There were highly manual processes and data integrity issues. The system was unable to meet data tracking, auditing and reporting needs. The system did not meet role-based security or local regulatory compliance requirements. 2

3 Why a SaaS Solution? HR Systems landscape had matured enough to offer viable SaaS-based HRIS solutions Scalability Agility On-demand services Lower TCO Reduced dependencies on IT On-premise solution could not be upgraded or re-implemented in a way that delivered desired benefits 3

4 Implementation Overview: Target vs. Actual Scope Timeline Budget Deploy Workday HCM Oracle / Workday Integration Manager Self Service 49 Countries 11,500 Workers (FTE & AWF) Kick-off July 2010 Deploy December 2010 Target Budget Set Met all target requirements Plus 20+ custom reports Employee Self Service Cloud SSO (Horizon) Kicked off July 6, 2010 Deployed Core Oct 28, 2010 MSS Nov 2010 Update 11 Nov 2010 SSO & ESS Dec 2010 Delivered Under Budget Team Steering Committee: 6 Project Management: 3 Core Team: 15 Extended Team: 23 Key Stakeholders: 30+ Same team count as target Post -implementation Team: HRIS: 50% Mgt, 2 BAs, 1 PM, 33% Report Writer IT-HR: 2 BSAs, 1 Developer 4

5 Best Practices Supported Rapid Time to Benefit Strong project sponsorship and ownership by HR Push for sandbox sessions as part of the vendor evaluation process Empower team leads to make quick decisions Leverage internal talent over contractors in key roles (BSAs, PM, Developers) where used, internal IP of VMware s processes and systems allowed us to execute quickly, with quality Simplify scope where possible Be selective with data migration from legacy system Attempt to match Workday s best practice configuration and business process configuration Limit initial phase integrations Have a dedicated QA resource familiar with HR and preferably Workday Build strong Change Management & Communications plans 5

6 Success Criteria Manager Self-Service Adoption Goal: 90+% Actual: 60% after 1 mo.; 89% as of 3/12; 45% have entered a change Self-service has grown organically with no formal call to action; simply having the ability to run reports and view data seemed to support adoption. Adoption rose significantly when goal setting was launch Feb EE Self-service Adoption Goal: 70+% Actual: 30 % after 1 mos.; 63% as of 3/12 Used request to update address and ICE info as call-to-action Workday/Oracle Integration and Accuracy Goal: 100 % Actual: Achieved. Daily auditing in first month; now formal audits weekly 6

7 Key Benefits - Reduction in HR data entry - Reduction in report management - Increased data integrity - Avoided increase in HRIS headcount - HRIS became more strategic - Reduced IT Support by 1 FTE; focus on Integrations - Simplified architecture - Passing Compliance Audits Workday - Foundation for consolidating HR solutions (Performance Mgt), reducing 3 rd party license fees - Platform for one-stop-shop of HR services - Improved user experience through device flexibility & self service - Empowered managers with key reports & metrics

8 2011 VMware s Workday Functionality Implemented Area Project Delivered Workday Updates Update 13 - April, Update 14 - Aug, Update 15 - Dec Compensation New Job Profile Structures Q New Commission Job Structure Q Historical Corp Bonus Data Loaded Q Merit & Sales Market Adjustment Data Loaded Q Pilot Bonus, Equity, Merit, Promo Q Performance & Talent 2011 Goal Setting Q Decommission SuccessFactors & transfer data to Workday Q Launch 2011 performance reviews - Nov Talent Program including mgmt. dashboard Dec 2011 Time Off Tracking Launched in four countries including India with over 1,000 employees Reporting Created 40+ custom reports for various stakeholder groups, saving hundreds of hours of manual reporting time in Excel Integrations Workday to Enwisen - Q Workday to Kenexa - Q Confidential

9 2012 VMware s Workday Implementation Roadmap Area Projects to be Delivered Workday Updates Update 16 - April, Update 17 - Aug, Update 18 - Dec Moving from Paper to Online Onboarding for USA Q with more countries to follow in 2013 Electronic EE files for USA Time Tracking Launch Paid Time Off tracking for the USA (5,000+ EEs) Launch non-exempt timecards Compensation Load historical equity grant history in Workday Launch annual equity letter process in Workday Launch 2012 bonus program in Workday Performance & Talent Reporting & Dashboards Workday Integrations Development Plans Pilot / Review Succession Planning Functionality Improve existing Performance & Talent programs with new functionality Develop more complex reporting in Workday (leverage new functionality) Deploy new management dashboards including ipad dashboards ADP EV5 Q Varicent (new Commission System) Archibus (Facilities) E*TRADE (bi-directional) Active Directory Kenexa to Workday And more 9 Confidential

10 Solution Evaluation Process A rigorous RFP process was conducted. More than 10 vendors evaluated in just over as many days. Cross-functional team within VMware involved all stakeholders. Best practices and quick implementation were considered.

11 For More Information Alan Bianchi - Director IT Business Operations, Amy Gannaway Sr. Director, WW HRIS, 11 Confidential

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