Making the Puzzle Pieces Fit: How to Ensure Your Workplace Technology Implementation is a Success. The Panel s Perspective

Transcription

1 Making the Puzzle Pieces Fit: How to Ensure Your Workplace Technology Implementation is a Success The Panel s Perspective

2 Agenda New Technologies Into the Cloud? Making Strategic Decisions Implementation Strategies Experience Highs and Lows Q and A

3 New Technologies: Into the Cloud? Brian Clendenin SuccessFactors Copyright All rights reserved.

4 The Nexus of Forces

5 Top HR technology trends Cloud/SaaS Mobile Process Flexibility Social Integration Data and Analytics July 2012 Embrace Future Trends To Deliver HRM Business Impact

6 What is Cloud Computing?

7 Cloud Computing: Multiple Perspectives, Multiple Origins Focus on "the Cloud" Focus on "Computing" Web 2.0 and Mashups Subsidized Applications Googleplex Web Platforms Global-Class Consumer Applications SaaS Internet Web Connectivity Cloud Information and Browser UI Services and Web API/Arch Data Center Pressures Virtualization Grid Real-Time Infrastructure Utility Models Management Discipline From the Web From the Enterprise Definition: cloud computing is "a style of computing where scalable and elastic ITenabled capabilities are provided 'as a service' to external customers using Internet Technologies."

8 5 Attributes that support outcomes Definition of Cloud Computing and the Critical Attributes of Cloud Services Gartner defines cloud computing as "a style of computing where scalable and elastic IT-enabled capabilities are provided 'as a service' to external customers using Internet Technologies." 1 Service Based Consumer concerns are abstracted from provider concerns through service interfaces Scalable and Elastic Shared Metered by Use Internet Technologies Services scale on-demand to add or remove resources as needed. Services share a generalized pool of resources to build economies of scale. Services are tracked with usage metrics to enable multiple payment models. Services are delivered through use of Internet identifiers, formats, and protocols.

9 Keystone Myths for Cloud Computing: Going Against Commonly Misunderstood Depictions Industry Myth Effect Gartner's Insight "Clouds" are hardware-based services offering compute, network and storage capacity Everything needs to be in the cloud Fear Lock-in! Not Ready! "Cloud" is a euphemism for an abstraction. It cannot be touched, bought, or sold A hybrid model will and should dominate for the next 10 years All remote computing or offpremises hosting is cloud computing False Advertising! Cloud computing is a service delivery and consumption model with multiple attributes Cloud Computing will always save you money You Had Better Deliver! It might save you money but not if used just to replicate onpremises work off premises

10 Evolutionary and Revolutionary: Two Fundamental and Dissimilar Benefits Cost Economies of scale: Management, procurement, operations, simplified transactions, simplified development, "leverage" Pay as you go Cost savings, real and perceived Convenience Capability Create new solutions that were not technically and/or economically feasible without the use of cloud services New applications

11 Four Things You can Do About Cloud Computing Today Action Outcome Step 1: Savings Step 2: Portfolio Step 3: Migrate Step 4: Use Compare your cost of capital expenses to cloud providers Find three workloads with which you can experiment Wrap existing applications to place into the cloud Consider Cloud Talent Management & Social collaboration Determine potential savings or cost increases Determine usage Scenarios Jump-start your efforts, but do not stop here Immediate impact and feedback

12 The Human Capital Management Cloud Ecosystem Mobile Succession Recruiting Onboarding Reporting & Analytics Payroll Core HRIS Learning Social Compensation Goals Performance Workforce Planning

13 Making the Strategic Decisions What do you need to consider in choosing a new piece of technology

14 MindField Group delivers markedly improved hiring of hourly employees. Sourcing and recruiting services for Canada s hourly employers. Private & Confidential--Property of Coast Capital Savings Credit Union

15 Our Reach & Domain Expertise Fully bi-lingual service capabilities Coast to coast delivery capabilities We currently work with over 2,800 store managers Candidate send to hire average of 2.31 Forecast of 18,000 hires in 2013 We assist in a hire every 6 minutes Private & Confidential--Property of Coast Capital Savings Credit Union

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17 What We Do

18 Our Customers Private & Confidential--Property of Coast Capital Savings Credit Union

19 Implementation Steps 1. Identify key stakeholders 2. Host a kickoff meeting 3. Build a plan 4. Business Requirements 5. The WHY 6. Objectives and success criteria. 7. Risk and Mitigation Private & Confidential--Property of Coast Capital Savings Credit Union

20 Retail / Multi-location HR Software Roll-out Selecting industry / company specific software square peg? Test stores preferably in a region where a strong leader oversees operations Build case study and proof points Make pilot users part of presentation team Ongoing support key to adoption Focus on the results vs. the system the WHY Communicate the value, over and over Private & Confidential--Property of Coast Capital Savings Credit Union

21 General Best Practices 1. Don t take the stakeholder analysis step lightly. 2. Technical systems need to support an operational need 3. Testing! Testing! Testing! 4. Support 5. Key messages 6. Ensure you are training the right people the right things 7. Gain buy-in 8. Don t forget about maintenance Private & Confidential--Property of Coast Capital Savings Credit Union

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23 Moving Into Implementation A Case Study in Multi-location program

24 Talent Acquisition Has Two Important Functions Talent External Internal Talent Generation Applicant Tracking

25 The Goal is to Maximize ROI ROI = (Gain from Investment Cost of Investment) Cost of Investment Cost of Investment = License Fees + Time & Cost of Implementation

26 Gain from Investment Expected Impact Alignment on what a successful solution looks like for ongoing review. Project Impact focus areas i.e.. Time/efficiency (recruiting / sourcing) 3 rd party vendor aggregation/cost Central database asset Talent community engagement Compliance Visibility Desired Impact on key talent acquisition metrics - Time to hire/quality/cost per hire Project Success/Adoption Metrics

27 Cost of Investment Choose the level of integration that is right for you Quick start Import and export candidates and jobs Spreadsheet and/or data formats Desktop/browser plug ins Delivers quick integration with any ATS Web Services connectivity - Automatically access and sync ATS to share candidates and jobs - Desktop/browser plug ins - Common web services API - Delivers tighter integration with ATS with less manual effort Deep system and user interface integration - Automatically connect to ATS to share candidates and jobs - Desktop/browser plug ins - Custom system and UI integration - Single Sign On - Delivers tightest automated integration for seamless recruiter experience Light Integration Tight Integration 27

28 Key Points to Consider Choose an implementation plan that will maximize your ROI It s okay to start small, generate quick wins, and gain buy-in We re special, we do things differently. Really? Private & Confidential--Property of Coast Capital Savings Credit Union

29 Making the Puzzle Pieces Fit: How to Ensure Your Workplace Technology Implementation is a Success Worksafe s Learnings

30 Case 1 - A Hard Lesson Looking for hosted Performance Management tool which would integrate into PeopleSoft HR Requirements scoped: Online form, integrated security and access, use existing PeopleSoft fielded data and Rapid Deployment needed Vendors reviewed, narrowed to one, reviewed against criteria, references checked, promised functionality checked with the vendor

31 Case 1 - A Hard Lesson Implementation started, issues arose: Functionality vs. documentation/promises All issues met with direction to deploy vanilla even where it did not meet the promised functionality outlined by vendor Ability to problem solve limited Escalation processes slow to respond if at all Documentation so bad that we ended up doing our own documentation from scratch

32 Case 1 - A Hard Lesson Lessons Learned Clearer on what is needed in a technical environment Better due diligence on tool (test actual versus promised in detail) Better reference checking re: details of environment, experience with problem solving and escalation and comparability with what we expect our process to be Watch for size and number of other users, avoid situations where user pool is small and your organization is small in comparison to the other users

33 Case 2 - Learning from Experience Upgrading our recruitment site, use delivered PeopleSoft functionality, resume parsing tool and searchable data base of applicants Basic requirements were developed however more focus given to our goals and limitations so that we could be open to alternative approaches

34 Case 2 - Learning from Experience Vendor Review Process was key focus: Aware of a couple of vendors and explored their options and limitations against our architecture Talked to many of their users of various sizes, found architecture similar to ours. Sought their experience on handling of unique problems, escalation paths, nature of partnership and experience with development approaches and strategies Detailed questioning and review of functionality and documentation for consistency and quality

35 Case 2 - Learning from Experience Implementation began and issues arose: Issues with our internal security structure, vendor had seen similar issues before and was able to provide suggestions and assistance on resolution Escalation paths and timelines established at outset and were met within the project. Solutions provided were tested on their end before being delivered Suggestions on future changes sought by vendor Documentation was good and where improvements needed the vendor provided them Great product/service and continues to get better

36 Case 2 - Learning from Experience Lessons Learned Be clear on the WHYS of the project and the limitations on the HOWS within your environment/architecture Be open to HOWS and WHATS that you might not have thought about to see if there is a better way Extensive Reference checking to make sure it is not a one trick pony and actually has all the flexibility and deliverables to do what is promised Set up partnership at outset to ensure enforcement of agreements and escalation path (getting higher up faster). Many suppliers have so many layers that it can be slow to navigate to a resolution

37 Making the Puzzle Pieces Fit: How to Ensure Your Workplace Technology Implementation is a Success Coast Capital Savings Perspective Private & Confidential--Property of Coast Capital Savings Credit Union

38 Fast Facts One of Canada s largest credit unions 52 branches in British Columbia $14 billion in assets under management 500,000 members and growing at 6% per year 1,900 employees 7% pre-tax profit invested in communities Private & Confidential--Property of Coast Capital Savings Credit Union

39 A Perfect Storm A merger of three Credit Unions in the early 2000 s Usd one banking system (in use since 1982 in the other two entities) Antiquated platform held together with a lot of customization and a few smart people Significant growth in 7 years (25K+ customers a year) with need to scale platform Vendor selected and team assembled to GO in Private & Confidential--Property of Coast Capital Savings Credit Union

40 SAM was born and it wasn t an easy birth! Out of box solution Made it real with an image (Simple and Multifunctional) Cross functional team asked them to park their titles Behind schedule and over budget Awkward governance structure and challenged decision making model Leadership challenge and an overall lack of confidence by the team SAM started to feel more like PAM (Pain and Misery!) Private & Confidential--Property of Coast Capital Savings Credit Union

41 What did we Do? Looked at things a bit differently starting with leadership Private & Confidential--Property of Coast Capital Savings Credit Union

42 What did we do? Applied Basic Leadership Behaviors to the Project Creating a culture of communication and transparency Empowering team decisions Demonstrating ok to make mistakes Roles that were not what they knew Recognition, flexible work time, contests, celebrations, weekly stand up huddles Development plans and feedback loops Private & Confidential--Property of Coast Capital Savings Credit Union

43 Team Effectiveness Lessons Learned A common goal is a great catalyst for change Everyone wants to be on a winning team confidence is important Respect the past but move into the future one step at a time Be comfortable with ambiguity and progress If you are a leader, listen to the troops when you are in a period of change and work with them to bring them along Wait until people are sick of talking about something to feel like your work is done in leading change If you are an employee, show some risk and bring issues up to be resolved, it shows courage and leadership Have a good laugh and celebrate the successes along the way Never underestimate the power of a group of people with passion to get over the finish line Private & Confidential--Property of Coast Capital Savings Credit Union

44 Where are we Now? Delivered critical milestones Engaged team with lots of trust New skills 40% will go into new roles in the organization Budget was basically met Organization is set up for success Private & Confidential--Property of Coast Capital Savings Credit Union

45 Project Implementation Lessons Learned Executive Support and Stewardship is paramount Simple and Effective Governance Structures are important IT systems have defects and there is only so much time for testing Communications and Change Management must be top priority Celebrate successes and acknowledge challenges transparency is key Progress is more important than perfection.. Private & Confidential--Property of Coast Capital Savings Credit Union

46 Thank you. Private & Confidential--Property of Coast Capital Savings Credit Union

47 What are key insights derived from this session and how can you implement them in your workplace?