Extended ECM for SAP SuccessFactors - Digital Transformation with ECM in HR

Digital Transformation – Opportunity ECM in HR
OpenText Extended ECM for SAP SuccessFactors
Thomas Demmler
Director Product Management, OpenText

OpenText Confidential. ©2016 All Rights Reserved.
Agenda
Digital Transformation – Opportunity ECM in HR1
Extended ECM for SAP SuccessFactors – Functionality3
Summary4
Content Enriched HR Business Process – A new Approach2

OpenText Confidential. ©2016 All Rights Reserved. 3
Trends in HR Transformation
Move from systems of records to systems of engagement
Improve
Employee
Experience & Team
Culture
From HR
Administration to
Strategic HR
Workforce
Management and
Talent Insight
Migration
to cloud and
mobile apps
Reduce
number of
HR systems
Adapt to
cloud & re-think
HR processes

Challenges with HR Documents
HR is more than Employee
Employee
30%
Applicant
20%
Contingent
5%
Learning
project
20%
Succession
project
10%
HR project
15%
HR Documents
Customer Example
Source: OpenText Customer Survey on Workforce Documents. 2015.
DAY-TO-DAY OPERATIONS
 High creation, discovery, & archiving costs
 Difficult access for employees and managers
PAPER HANDLING & STORAGE
 Secure transportation of employee documents
 High costs for print, copy, mail, and archive (in-house + external)
COMPLIANCE
 Keeping up with ever-changing regulations
 High effort and risk during audits
LEGAL RISK & SECURITY
 Loss due to fire, water damage, theft
 Fines and lost litigation cases

Recruitment &
Onboarding
Payroll &
Compensation
Benefits
Health &
Welfare
Performance
Management
Learning &
Development
Separation /
Retirement
• Offer Letter
• Job Description
• Background
Check
• References
• I-9
• NDA
• EEO
• Welcome video
• Employee
Handbook
• Forms
• Incentive Plan
• W-2
• W-4
• Direct Deposit
• Garnishments
• 401 (k)
• Beneficiaries
• Bonus Plans
• Pension Plans
• Stock Options
• Executive Plans
• Beneficiaries
• Verify Dependents
• FMLA docs
• STD docs
• Direct Deposit
• Fitness
Reimbursement
• ACA (Affordable
Care Act)
• Performance
Review
• Reference Letter
• Disciplinary Letter
• Promotion Letter
• Transfer Letter
• Expat Docs
• Job Analysis
• Certifications
• Sexual
Harassment
• Trainings
• OSHA Training
• Professional
Memberships
• Videos
• Resignation Letter
• Term Letter
• Exit List
• Un-Employment
• Vacation Payout
• Legal Document
• Retirement Plans
• COBRA
• Beneficiaries
“HR Processes begin and end with Documents…”

… and lead to a massive effort
Recruitment &
Onboarding
Payroll &
Compensation
Benefits
Health &
Welfare
Performance
Management
Learning &
Development
Separation /
Retirement
• Offer Letter
• ...
• Incentive Plan
• …
• Beneficiaries
• …
• Performance
Review
• …
• Certifications
• …
• Resignation Letter
Massive scale
of HR documents
30-50
unique HR
documents
per employee
7-30 years
document
retention time
2
transactions
per doc.
per year
1 Human Capital Institute study (2012) with 274 respondents
3 - 5 Mio.
unique HR
documents
6+ Mio.
annual
document
transactions
Volume of HR documents and
related transactions is massive
100,000
employees
(at ca. 15%
turnover rate)

What Customers Achieved
Simplify processes
Reduce costs
Reduce risk,
increase compliance
4.5 min
Call handling time avg.1,800 –
2,000 call per day
89%HR Document Generation
1 day vs. 5 days. Improved compliance
and reduced errors.
4,200hrs.
Saved over 4,200 hrs. of
processing, filing, sorting, and
document retrieval time
95%Reduction in Document
Duplication
20,000Hours saved per Year Finding
Records
360ºView of Employee Files

Our Experience…
 High creation,
discovery and
archiving costs
 Manual nature of
paper files, such as
posting, copying, and
moving files, requires
HR staff that could be
more efficiently used
elsewhere
HR Admin
Efficiency
 Difficult access for
employees and
managers
 Records are often
stored in different
locations
Employee and
Manager Efficiency
 High costs for
printing, copying,
mailing and archiving
 Secure transportation
of employee
documents
 Significant physical
storage space
required and difficult
to apply access
restrictions required
for regulatory
compliance
Employee File and
Storage Cost
 Keep up with ever-
changing
regulations
 High effort and risk
during audits
 Uncertainty relating
to missing
documents and
incomplete HR files
result in legal fines,
ambiguity, and poor
decision-making
 Secure archiving
and data protection
Compliance and
Risk Management
 Generic document
communications do
not inspire and hold
staff fully engaged
or provide easy
access to
information
Employee
Engagement
… shows that paper-based employee files are error-prone, costly to maintain, and often non-compliant with privacy and
data sovereignty regulations

Our Solution…
 Resource optimization
through process
improvements and cycle
time reductions
 Reduction of admin time
by Employee Self Service
 Automated Document
Generation
 Improvement of
document management
(tracking, versioning,
audit, security)
 Improved decision
making with full
transparency
 Reduction of processing
and handling errors
HR Admin
Efficiency
 Process acceleration
through online and
mobile access
 Fast Access to all
relevant documents
belonging to one
business transaction
 Better decision and less
errors due to consistent
documentation
Employee and
Manager Efficiency
 Reduction of space
required for physical
storage of files (office or
archive space)
 Elimination of paper
archiving facilities
(lockers, paper file
storage, access control
systems)
 Elimination of transport-
related expenses
(postage, internal
transport)
 Reduction of paper and
printing cost
Employee File and
Storage Cost
 Improved compliance
and control of access to
personal data and
documents
 Unique compliance with
complex legal
requirements for data
retention and security
 Lower cost of fines and
losing litigation cases
 Minimization of risk
through fire, theft, water
damage, loss, and
elimination of
consecutive damage
caused by such events
Compliance and
Risk Management
 Higher motivation due
to state of the art user
experience
 Mobile Access
 Social Media
Engagement
Employee
Engagement
… allows to transform all aspects of HR in your organization

Extended ECM
ECM
+ ECM
Deep Integration with
Business Applications
Information-Fueled
Business Processes
=
Improve business productivity by connecting content
to leading business applications
Improve regulatory compliance by managing content
through its lifecycle AssetEmployee Finance
Product CustomerSupplier

Extended ECM for SAP SuccessFactors
Concept of a Business Workspace
DATA
CONTENT TASKS
PEOPLE
Employee Workspace
A business workspace represents a meaningful entity in your organization, e.g. an employee, a
candidate, a succession project.

Integration Overview
Employee
Workspace
Candidate
Workspace
Job Requisition
Workspace
HR Project
Workspace
Learning Project
Workspace
Succession
Project
Workspace
CaptureCreate Retention Search View Reports …
Data & Process
Integration
D A T A
CONTENT T A S K S
P E O P L E
Business Workspace
User Interface
Integration

Anatomy of the Integration
Business Object
SAP SuccessFactors
Data,
Roles,
Structure,
Relations,
RM Classifications,
Native AttachmentsDATA
CONTENT TASKS
PEOPLE
Workspace Template
Trigger Event
DATA
CONTENT TASKS
PEOPLE
Business Workspace
Template-Based Creation
Extended ECM Platform
Content
in Context
Workspace User Interface (Widgets)

1-3 year Migration
Global Implementation
Shared Service Center
Complex scattered
landscape
Country by Country
Module by Module
Hybrid operation
Paradigm Shift – OpenText Supports your Journey
HCM
One Single Source of Truth

Employee Workspace
Third Party Applications
Recruiting Payroll Benefits …
Combine Several HR Business Applications
HCM

On-Premise or in the Cloud – Your Choice
On Premise
Extended ECM for SAP
SuccessFactors
In OpenText Cloud

Certifications and Standards
U.S. DoD 5015.02-STD v3
The National Archives Electronic Records Management Systems certification – UK Governments
Australian Victorian Electronic Records Strategy VERS
ISO 15489 compliance
U.S. FDA 21 CFR Part 11
U.S. Section 508 compliance
SEC 17a-4
MoReq2010

Easy Employee Collaboration
 Seamless UI Integration
 Easy Access
 Outlook / Office 365 Integration
Best in Class HR Content Services
Efficient HR Administration
 Self-Service
 Document Generation
 Document Onboarding
 HR Reporting & Workflows
 SAP HCM integration
 Scanning
Centralized Content Management
 Employee File Integration
 Role Based Permission
(RBP) Integration
 Document Types
 Permission & Control
 HR Workspaces
 Dossier View
 Search
Global Information Governance
 Lifecycle Management
 Document Retentions
 Regional Compliance
 Completeness Check
 Audit & Activity Log
Extended ECM for
SAP SuccessFactors

UI Integration: Employee Home Page
HR Professional Regular Employee
HR Inbox
with Tickets
Employee
Workspaces
My Employee
Workspace
HR professionals and regular employees will have different home pages (role based landing pages)

UI Integration: Employee Profile
Employee
Workspace

Backend Integration: Employee Synchronization
Three Layer Synchronization
 Employee record is synchronized on the Business Workspace Level
 SuccessFactors’ roles, rules and groups are synchronized on the Business Workspace Level
 SuccessFactors’ documents stored in database can be replicated into Business Workspaces (Planned)
Employee Records
SuccessFactors‘ Roles, Rules,
Groups
SuccessFactors‘ Documents
Employee WorkspaceEmployee Record

Backend Integration: Employee Synchronization
Three Layer Synchronization (Technology)
 Employee record: On demand or batch report
 SuccessFactors’ roles, rules and groups: background report
 SuccessFactors’ documents: triggered by Document Management Service (Planned)
Employee WorkspaceEmployee Record Scheduled Batch Report &
On-Demand
Permission Synchronization
Report
SuccessFactors‘ Document
Management Service

360-Degree View of Employee
 Employee Data has been synchronized from the SuccessFactors into Employee Workspace
 The Completeness Check alerts the HR Admin of any missing and/or outdated documents

Employee Workspace Structure View
HR staff can manage and control employee content in a structured way- sorting, filtering
and searching required documents anytime from the centralized location

Dossier Viewer
The dossier view allows easy visual access to all employee documents.

Reports on HR Documents
Track the document activities to reduce the document compliance risk.

The employee can use document self-service to upload documents. HR Staff can
then process the document onboarding inquiry.
Document Onboarding: Employee View

Document Onboarding: HR View
 HR Staff access the Inbox to process the document onboarding inquires
 Pre-Filtering of tickets: HR Staff only sees the tickets from the employee which he is responsible for.
 HR Staff can also process the tickets directly inside the SuccessFactors Landing page without losing
the context of the Employee

Document Onboarding: Document Validation Rules
 Section C
o Roles: Defines which role can use the document type from the onboarding process.
 Section D:
o Validity: Enter the period of time the document should be valid in months.
o The calculation of the document validity is based on the value of attribute “Date of Original”.
 Section E:
o Select True if the document must be available. Select False if the document is not required.
o System will generate an alert that this document is missing

Full Text Search

Document Creation in Employee Central

Authentication: Single-Sign-On
 Security Assertion Markup Language 2.0 (SAML)
 SAP SuccessFactors is the Identity Provider. Users will be validated by SuccessFactors Credentials
 Single-Sign-On for SuccessFactors Users allows seamless access to Employee Workspaces
1. Request
SAP SuccessFactors
Identity Provider
2.RequestSSO
3.Response
4.Redirect
OpenText Directory Service with SAML 2.0
Authentication Handler
Employee Workspace

Extended ECM
for SAP
SuccessFactors
Your gain.
Guaranteed
governance
Reduced HR
administrative
costs
Fast
implementation
Reduced legal risk
and liability
Reduced service
center response
time
Reduced staff
communication
cycle time
Increased HR staff
productivity
Better employee
satisfaction
Reduced IT
administration and
storage costs

Thomas Demmler
Director Product Management
Extended ECM Applications
Email: thomas.demmler@opentext.com
Blog: thomasdemmler.wordpress.com
LinkedIn: de.linkedin.com/in/thomasdemmler
Slideshare: www.slideshare.net/thomasdemmler
Twitter: @thomasdemmler

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