building and managing om structures using winshuttle ... · pdf filewinshuttle user group |...

Building and Managing OM structures using Winshuttle Transaction Jeff Burnett | BP

Winshuttle User Group | San Diego 2013

Agenda

• Introduction

• OM CoE

• What is Organizational Management?

• How BP utilizes Winshuttle:

• Business as usual Support

• New Country Deployments

• Re-Organizations

• Projects

• Q&A


Introduction

Jeff Burnett

• Americas & Asia-Pac Organizational Management Lead

• Houston Texas

• Organizational Management Center of Excellence (OM CoE)

• Contact information: [email protected]

Niranjan Yedam

• OM Technical Specialist

• Houston Texas

• Organizational Management Center of Excellence (OM CoE)

• Contact information: [email protected]

mailto:[email protected]

mailto:[email protected]


OM Center of Excellence


OM Center of Excellence

• The OM CoE is part of Global HR Operations, and have teams based in three countries

• US Houston Team consists of 7 team members

• UK Sunbury Team consists of 8 team members

• Kuala Lumpur Team consists of 2 team members

• All changes to the Organization Management structure are executed by a centralized team of data analysts in BP’s OM CoE

• Our current SAP HCM scope includes 54 countries (57,000 employees)

• The standard SLA for completing a Service Request is 3 working days.

• We currently handle approximately 3,000 OM Service Requests per month.

• Approximately 90% of these are completed within 3 days.


OM CoE Service Offerings

Advise and support Global HR teams on OM strategy & best practices

Manage changes to all SAP OM related data

• Business as usual OM transactional changes

• OM deployment to new countries

• Re-organizations

• Projects

• Acquisitions

• Divestitures

• Data Clean Up


OM CoE

The OM CoE is responsible for maintaining all OM data on SAP

This includes creating and maintaining:

• Organization Units • Positions • Jobs • Qualifications • Relationships • Business Structure Tags • Delegations • Finance master data set-up • Enterprise Structure • Personnel Structure


What is Organization Management?


What is Organization Management (OM)?

• Organization Management is the ‘data backbone’ of the entire SAP HR system.

• OM models the functional structure of the organization (for example, the department hierarchy). Amongst other things this:

• Provides the framework which makes Workflow possible;

• Allows line managers to view details of their direct and indirect reports;

• Allows HR Advisors to view the client groups they support;

• Enables ‘at a glance’ organizational reporting;

• Supports global reporting (eg headcount);

• Integrates with other non-HR SAP modules and 3rd party systems – eg Successfactors, Cornerstone; eExpenses,etc.


OM - the building blocks

• Organizational Management houses the building blocks (objects) that provide the foundation for the entire structure of SAP HR:

− Organization Units i.e., Business Unit, Team

− Jobs i.e., Analyst, Administrative Assistant, Trader

− Positions i.e., CEO, Segment VP, HR Assistant

− Persons includes actual employees

Relationships - Link objects together e.g. person to position


SAP Organizational Structure View

Org unit

Chief Position

Positions in

this Org Unit

SAP Transaction: PPOSE/PPOME


Winshuttle for BAU Support


BAU Support

Business Scenario: • Allows BP to manage over 25,000 BAU OM data updates per month

while maintaining key SLAs around data quality and turnaround times

Examples: • Create mass Organizational Units: (IT1000 & Cost Center

assignment)

• Create mass Positions: (IT1000 inclusive of 10 position attributes)

• Create Cost Center overrides (IT1018/IT0027)

• Mass Position title changes

• Mass Position moves

• Mass Promotions (example scenario)


Mass Promotions

How Winshuttle is used: Promotion cycle

• Mass updates to Exempt and Non-Exempt employee records

• Approximately 24,000 processed globally

• Utilize Winshuttle to change attributes on the employee’s Position to reflect a promotion

• Non-Exempt - Hourly pay rate increase requires update to Planned Compensation (IT1005) on the Position and a Position title change (IT1000)

• Exempt – Promotion to next Grade level, requires change to the Job Code associated with the Position (Relationship B007)

• HR Service Provider executes PA40 to update the employee’s PA record (IT00, IT01, IT08)


Winshuttle for New Country Deployments


SAP HR Country Deployments

Business Scenario: • OM CoE is responsible for performing the OM structure build:

• To correctly reflect the line management structure of the organization • Support accurate corporate reporting • Ensure compliance with OM template and data standards

• Prior to Winshuttle:

• Previously had to rely upon IT department • ABAP programmers were required to develop data conversion programs • Development effort was expensive and time consuming

• With Winshuttle:

• OM Data Analysts are able to develop their own Winshuttle scripts • Winshuttle script development is dynamic and can be done on the fly • Able to complete mass OM structure builds (example scenario)


SAP HR Country Deployments

How Winshuttle is used: Deployment to Germany

• Utilized Winshuttle to build mass OM structures

• Ability to replicate the same OM structures across multiple SAP test environments and final Production environment

• Ability to load in “dual language” English and German

• Overall 46,000 OM Objects and Relationships were created

Build for Germany OM structures: Run Shuttles

Record Volumes

Create Organizational Units (IT1000) 880

Create Reporting Org Unit reporting Relationships (A002) 880

Create Positions and Position Attributes (IT1000) 5100

Create Relationships between Position and Org Units (A003/A012) 5740

Create Qualifications 4370

Create Qualification Relationships (A030/A032) 12265

Create Health Exams (IT1009) 6914

Dual Language maintenance 9851


Winshuttle for Re-Organizations


Re-Organizations

Business Scenario:

• BP undergoes a number of organizational changes each year

• These range in size and complexity from small departmental changes to enterprise wide reorganizations

• The OM CoE works with global HR to advise on and facilitate the organizational changes in SAP:

• Develop OM structures compliant with BP OM standards and best practices

• Capable of handling high volume organizational changes ranging in complexity

• Provide accelerators to jump start project and reduce overall effort

• Provide organizational design prototyping and proof of concept modeling

• Perform all OM transactional changes in SAP


Re-Organization

How Winshuttle is used: • Utilize Winshuttle to model potential OM structure changes in various

test environments

• Allows agility and flexibility to quickly represent business changes to the OM structures

• Once reviewed and signed off by the business, the shuttle is then executed in the Production environment

Examples:

• Create new Org Units

• Create new Positions & Position Attributes

• Mass Reporting line changes: (IT1001 relationships A012, A003, A008, etc.)

• Depending on size of Re-org, transactional volumes range from 10,000

to 30,000 OM changes


OM integration Project

M O P R J E C T T H E


OM Integration Project: Business Scenario

Single Global OM

Merging separate organizational structures into a single OM hierarchy which provide a unified representation of the Global BP organization and a single solid reporting line.

OM Structure Merge International Rotator Enhancement Global Leave Approval

People Manager Accountabilities

Provide & clearer & more differentiated representation of people management accountabilities..

Task object

People Tagging

Extend organization Tagging (BST) to include organizational entities which have been implemented since SAP went live.



Consolidate SAP organizational structure hierarchies to deliver a unified view of the Global BP organization and a single solid reporting line.

Single Global OM…

“Lack of a Global, Solid Line Reporting Structure in SAP results in compromised HR business processes.”

US / UK (Global Template)

Most of World (Global Sub-Template)

Single Global Hierarchy & Reporting Line

• Line managers will see all direct reports in one view & receive SAP time approval requests from employees in UK,US & MoW.

• BFHR will have a single structural view of the organization they support.



Details of scenario: • Large scale global project

• 12 months duration

• High complexity

• High risk to existing OM & PA production data

• Required modifications to existing SAP development objects (WRICEF)

• Extensive degree of engagement with business stakeholders

• Data cutover was absolutely critical to get right

• Performed 4 Mock data cutovers


OM Integration Project (cutover)

Fr Sa

16 17

Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo

18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3

December

Week 1

OM Structure Merge (Winshuttle)

Technical Cutover

Business Validation

Chief Position Task Assignments (Winshuttle)

Week 2

Manual Tasks - BST - Rotator - Term - Z03 - Z10

Validation Reports Delegation Review

OM Data

Go-live

Validation Reports

Business

Validation

& Sign Off

Business

Sign Off

BST Pre/Post Compare

Pre-val

Planned OM Data Freeze (16 days)



Fr Sa

16 17

26


18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3

December

Week 1


Technical Cutover

Business Validation


Week 2



OM Data

Go-live

Validation Reports

Business

Validation

& Sign Off

Business

Sign Off


Pre-val

OM Enhancement using Winshuttle • Used to load new OM “Task” objects • Assignment of “Task” to Positions

OM Structure Merge using Winshuttle • Used to establish global reporting lines • Sequencing of Winshuttle loads was critical

1. Assign Cost Centers on Org Units 2. Establish A002 between GST and GT Org Units 3. Delimit custom cross country relationships 4. Delimit Alternate Line Managers 5. Assign BST Tags 6. Assign Z03/Z10



Fr Sa

16 17

27


18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3

December

Week 1


Technical Cutover

Business Validation


Week 2



OM Data

Go-live

Validation Reports

Business

Validation

& Sign Off

Business

Sign Off


Pre-val

Completed 80% of

OM data changes

using Winshuttle

95%

Merged 99%

Merged Actual OM Data Freeze (9 days)


OM Integration (data volumes)

OM Structure Merge: Run Shuttles Record Volumes

Cost center assignment on Position (A011) 8

Cost center assignment on Org unit (A011) 169

Move MoW Org units under UK/US Solid Line Org Structure (A002) 721

Move UK/US Org units under MoW Org units (A002) 156

Delimit Cross country reporting relationships (AZ15) 877

Amend Chief Relationships (A012) 46

Re-apply ‘broken’ structure tag relationships (Z05/Z09) 350

Re-apply ‘broken’ Z03 relationships 4500

Re-apply ‘broken’ Z10 relationships 391

OM Enhancement: Run Shuttles Record Volumes

Chief Task assignments (B007) 32514

How Winshuttle is used:


Overall Benefits

• OM Integration Project was made possible by automating the OM merge (minimizing the data freeze window and impact to business)

• Reduced number of resources required to manage data cutover efforts for ongoing SAP HR country deployments

• Reduced dependency on ABAP Development for custom load programs (costly and long development cycles)

• Winshuttle script development can be done by existing functional team members

• Allowed us to reduce design to deploy timelines for reorganizations

• Winshuttle scripts can be used across different SAP environments. No transports required

• Created a repository of Winshuttle scripts that can be utilized across various functional teams


Questions?

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