Important considerations to keep in mind for any EC Implementation – Big or Small
SuccessFactors Employee Central is the Core HR cloud system which is innovative, evolving and flexible solution that provides a unique value proposition to its customers to “start anywhere and go everywhere” and meet the business requirements of Organizations of all shapes and sizes.
Delineated below are some of the Important points to consider for EC Implementation:
- A clear understanding of the customer Organizational Structure:
Getting a proper and thorough understanding of client Org Structure is imperative for any new implementation of any size. They might be using different terminologies to identify their Organizational Structure elements and so getting that clarity is important to start with as we are laying the foundation for later module/s implementation as well with EC, and it is needed to be done as EC is the Core HRIS from which other modules draw information. So, Org Structure in EC should be consistent and include Legal Entity, Business Units, Divisions, Departments, Locations & Cost Centre. And also, it is important to identify any additional layers to the Org Structure needed so that can be planned to be done through MDF functionality.
2. Optimum Role Based Permission:
It is very important to focus on the design and only have minimal permissions needed for the customer, clear identification and segregation of roles is needed before starting the Implementation. If the customer has too many accesses/permissions, we need to recommend using whatever is essential and not have everything as it could cause maintenance issues, complaints later down the road, i.e., Post Go-Live.
3. Have Comprehensive Job Catalogue:
We need to ensure that we have complete details/list of all the Jobs/positions in the order of hierarchy with Grades, Levels from which we can get the reporting structure. A decision has to be made beforehand that they will use only the Jobs or they would like to have positions as well, as we need to decide whether or not to activate Position Management functionality as well for meeting this requirement.
4. Use of Standard Workflow:
If the customer Organization is global having presence in multiple country locations, it is recommended to use Standard Workflows at the High-Level Events such as Hire, Termination, pay rate change, etc. so that it will reduce the maintenance issues later in the project life cycle. And in the process will help in the formulation of the Global HR process in the Organization as well as help in streamlining Reporting side also.
5. Have Standard Naming Convention:
It is suggested to use the naming conventions which are standard in EC so that it can bring down the translation costs and the effort for getting the translation done.
6. Minimalistic Approach:
We need to educate and convince the customer to keep and use standard functionalities as much as possible for easier maintenance post-go-live and help in being self-sufficient and dependent on Implementation Partner for getting the changes to customized items. All efforts should be made to take advantage of the “Out of the box” functionalities.
7. Identification of Globalization requirements:
We need to assess and identify the Localization and Globalization (Country-specific requirements) like National Id, Address formats, Job Info fields, Picklists, Validations, etc., and analyze if there are any Reporting requirements before finalization of all the requirements from the customer side and making configuration decisions. Thus, use the global standardization whenever possible come up with a Global Template for later use as well.
8. Understand Outbound Integrations:
It is imperative for us to define, identify and understand the external systems (like Benefits, Payroll, Time, etc.) that will be integrated with Employee Central. Thea means we need to make an effort to understand which systems need to interact with each other now and also in the future and also take into consideration if there is any plan for any of the current systems to be sunset in future. And if there any plan to deploy any other systems in the future. It is also important to identify most suitable Middleware/resources for getting this integration setup done beforehand.
9. Check for Future Road Map:
We need to ascertain and see if there is any future roadmap (vision) to implement any other SF module down the line like Recruitment, Onboarding, Succession, etc., so that we can start using Position Management functionality in Employee Central and help in making some other important configuration related decisions as well.
10. Skilled client HRIS Resource (Business User/Expert):
Identification and On-boarding of a skilled HRIS resource/s on the client side from the start of the Implementation are very important to educate the Implementation team in understanding the client Business process and have a clear vision about the future desired a state of EC. The customer resource/s should also be adept in supporting complex efforts of Data Migration from Legacy HR systems.
11. Identify Reporting Requirements:
We need to cross check if there are any specific Legal/Statutory/Regulatory/Country specific Reporting client requirements like EEO for the USA and consider them for design and configuration considerations.
12. Early Identification of Super Admin:
If we can identify and assimilate the Super Administrator into Implementation right from the start and involve them in design, configuration and integration decision making it would provide great exposure to them and help to get accustomed with the system and help them become experts going forward post go live.
Implementation Partner must take into consideration and come up with the training plan for Admin, Security Admin, Managers, Employees, Local HR, HRBP/ HR Managers, etc.; The training should not only familiarize them with the system and with a business process to be followed after go-live. This will prepare to smoothly transition from Legacy HR systems to EC without much fuss.
14. Change Management:
The introduction of the new system should not come as a ‘culture shock’ for both Employees and Managers, on the whole, all efforts need to be made to convey the message about the new system, benefits derived by Implementing. Convince employees about Business Process restructuring, Automation of HR activities and Communication of new change should be precise, well time and at the same time show them the long-term advantage to the Organization as a whole.
The purpose/intent of this article is to help in an optimal Employee Central implementation of any size, big or small.