Knowing that SAP SuccessFactors is among the leading technologies offering Human Capital Management (HCM) software solutions using Software as a Service model has created its own space today. Performance Management & Goals Management is one of the most important and essential areas for our client.
After gaining multitude of experience in implementing Performance Management and Goals Management projects involving industries such as chemicals, pharmaceuticals, education, manufacturing, mining, constructions, solar, electrical; I thought of sharing some tips on how the Performance and Goals Management Consultants can overcome challenges while implementations.
It is very important for the Consultants to understand how Performance and Goals Management goes hand in hand, as illustrated below:
Here we go with some Functional Tips:
Start your implementation with the PTO (Project Team Orientation) Training. This includes module overview, objectives, target audience, etc,
Reason : It gives the client immense satisfaction and understanding of the product and helps in proper requirement gathering.
During the Workshop try to understand the client’s requirement deeply covering all the aspects. If the client forgets a point which you think is important, raise the point.
Reason : This will increase the client’s confidence in you and would definitely highlight your strengths.
Since we have limited roles in Employee Profile, you should make optimum use of the available roles to map the stakeholders involved in their Performance process.
Reason : This not only aligns the process but also makes it smooth and reduce complexities. Stakeholders can be Manager, Matrix Manager, etc.
Never say ‘No’ immediately after listening the requirement you think is difficult to meet, note down the point and do research before going back to client in next meeting. I am sure you will find some or the other solution.
Reason : You will not only discover a work around for meeting additional requirements but also will learn for future projects.
Do not forget to show features that were not covered under the client’s requirement. Demonstrate features like Goal Execution in detail, Continuous Performance Management, Pods on the form, Stack Ranker, Team Overview, Notifications, etc.
Reason : Client may choose such features as a good add-on to their on going process and can also use them as globally accepted solution.
Apart from Workbook, document the process flow for both client and consultant to be on same page. This would definitely take 1-2 days effort but would avoid gaps (if any, in future).
Reason : While acting as a reference during iterations and other milestones of the project, process document creates transparency on agreed points.
During the Iterations, cover end-to-end process highlighting the change you made as per requirements from the client.
Reason : This way they can get actual glimpse of their to-be system and can help them relate it withe their process in much better way before considering the delta changes in the SuccessFactors system.
During UAT phase, ensure your presence with the client to ease their understanding of the technical aspects with you clubbed with their HR process.
Reason : Its always good to have an expert hand during such an important milestone.
Do provide the Admin Training covering all important topics under Performance and Goals Management. Once you are finished, let client demonstrate the same to you.
Reason : This ensures the level of clarity they have gained to run the system and address the user’s queries.
Create some Quick Reference Guides (QRG) for the client to use and circulate among users. Do not forget to add screen shots to the guide.
Reason : This will help the users to relate the document with the system. Moreover, step by step process will be easy to understand.
Provide proper post go-live support.
Reason : This leads to correct hand holding of the system by client and getting used to new product for performing day to day activities.
Now, we will focus on few Technical Tips:
While now Performance Management can also be configured using UI, if you still prefer XMLs then try to keep the configurations neat i.e. use proper Labels in languages enabled for the client, text-replacements, permissions. Make sure the Performance Form is configured in the correct language pack.
Reason : This will surely help in correct display for texts, competencies, goal library, etc on the user interface.
In Performance Management Form, if single person is occupying multiple positions in employee hierarchy, use owner-roles.
Reason : To avoid overlapping of the permissions. Scenario: Manager and HR is same for an employee.
Try to configure minimum Goal Plans / Performance Forms covering maximum requirements.
Reason : This would help in configuring system in more structured way and better product efficiency.
If you tend to use the Second Manager field, make sure it is not used in Compensation Module. And, if you are using it for Performance and Goal Management then Second Manager will not be updated on route map after Performance Form has been launched.
Solution : Either the form can be deleted and re-launched or the previous Second Manager can take Feedback from new Second Manager and post the same on the Performance Form.
Enable custom filters (in Succession Data Model) for filtering employees during Form Launch. Make sure the UDF (User Data File) contains the relevant data before you launch the form.
Reason : This can help to launch the form for specific employees based on the specific criteria. For instance, I used custom01 (Eligible for PM as below) field of User Data File to filter employees eligible for Performance Management.
Now you also have an option to upload User IDs for whom you want to launch the form using Upload CSV File.
Use texts for describing the route step name that would appear in the to-do section of the home page. This would help the employees to connect well in terms of what needs to be done on the form. For instance the first step is Employee Assessment, you may describe it as ‘Employee’s rating and comments on goal achievements’.
Reason : This gives good impression to the users using the system for the first time and this will be specific for the next action to be performed.
While creating Route Map / Rating Scale, name them using prefix like PM, PMGM.
Reason : This would help you to quickly identify the Performance and Goals Management related Route Maps and Rating Scales.
After Calibration Template / Session setup, make sure that proper Role Based Permission is assigned to the Owner/Participants.
Reason : This will give the complete list of Subjects to be calibrated.
Create reports capturing data (based on client requirements) like Goal Details, Form Status, Performance Form Details, etc. You may also refer to few standard reports from the Reports Centre.
Check the configurations well before moving to Production.
Reason : Its always good to be double sure.
To conclude, SuccessFactors assures the following advantages to client using its Performance and Goals Management tool
Nevertheless, a consultant’s motto is to fulfil all the requirements of client. So there could be multiple ways to do that even what i might have missed. You can share your ideas / experiences / tips to make it more smooth.
More inputs are always welcomed