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XEROX GEMS CLOUD JOURNEY – ORACLE HCM GLOBAL IMPLEMENTATION

02 October 2017

© 2017 KBACE, A Cognizant Company2

Introductions


Presenters

Craig B LockwoodBusiness Relationship Manager

Amit Pabbathi Onshore Program Manager, PMO

Rekha NagarajOffshore Program Manager, PMO


Oracle’s Cloud and other technologies play a critical role in supporting your digital transformation initiatives

• We are a long term, award winning Oracle partner.

• A proven leader in digital transformation.

• More than 200 successful projects using the Oracle Cloud.

• We have the end-to-end, best practice services, backed by deep industry expertise needed to deliver successful solutions for our clients across: Oracle HCM, ERP, SCM, CX, PaaS and IaaS.

Welcome to OOW ’17 - About Cognizant-KBACE

Agenda

Company Overviews Who is Xerox? Who is KBACE, A Cognizant Company?

Program Overview Business Case and Benefits of HCM Cloud at

Xerox Background on Xerox’s Phased

Implementation Approach, Major Challenges

Methodology and Governance Program Roadmap Questions


Company Overview: Xerox and KBACE, A Cognizant Company


The New Xerox

2 million+devices managed, half of them non-Xerox.

$11 billionglobal business with the most comprehensive portfolio in the industry.

35,000+ employees and 5,000 partners serving customers in 160 countries.

>1,000patents awarded in 2016 with our partner Fuji Xerox.

Highest rankingsfrom industry analysts for manage print and content services worldwide.

10 yearson Ethispheremagazine’s list of the world’s most ethical companies.


KBACE, A Cognizant Company Overview

Experience - 100+ Projects Each Year; 750+ Customers across all Industries; Globally in 90+ countries

Consulting Advisory Services Human Capital Management Enterprise Resource Planning Advanced Technology

Support Services Managed Support On-Demand Support Managed Hosting AMS and BPS Database and System

Administration

Products KBX (Data Management) Catalyst (Education) KBI (Business Intelligence) Mentor (Subscription EBS) Integration Services Cloud Central

Education Assessments Standard / Customized Content Training Courses

History Founded in 1998 Privately Held until January 21, 2016 Currently operating autonomously as Oracle Cloud practice for Cognizant

1998

2004Philosophy Focus Exclusively on Oracle Relationship Driven Scale Services to Meet our Customers’ Needs

People 650+ Employees Former Line of Business Practitioners 300+ Oracle Certified Professionals Full-Time Employees, not Contractors


Program Overview


Program Overview – What is Global HCM (GEMS)A Global HCM is a system that enables…

• A single global person record for each Xerox employee, contractor, agent or contingent worker

• Self-service capabilities for employees, managers and the HR community to make changes to employee records

• Employee life cycle management• Automation of business workflow and approvals

• Support of multiple work relationships that employees may have with multiple legal employers, multiple assignments or individual contract agreements

• Global formatting of names and address, local currencies, time zone support, localized regulatory compliance, and translations

• Predictive analytics and dashboards • Workforce modeling and support of complex global transfers

• Single source of data• Effective Centralized Management Reporting• Automated systems• Data Integrity• Reduced Cost and Maintenance• Operational Consistency• Platform to support Complex Technical Integrations

• Core HR• Absence Management • HR Self Service• Workforce Compensation• Oracle Learn – New initiative• Time & Attendance – Nordic countries

Oracle HCM Cloud implementation includesBenefits(These benefits are listed out by the Sponsor to the Business User in their GEMS Newsletter)


Program Overview – Project Tracks

Benefits: • Stay Ahead on EBS &

Oracle Databases• Oracle’s Early Adopter

on EXADATA for EBS platform

• Upgrade EBS databases to 11g

• Early to adopt SOA 11G for Client’s DGE project and successful in rolling it out

• Fulfilling HRMS functional demands

Launch

Jul 14

Accelerate6 Months

Oct 15

Phase 114 Months

Jan 16

GCPA8 Months

Feb 17

GCPA Comp Cycle5 Months

Phase 1 Payroll Vendor Changes6 Months

Mar 17 Talent Migration6 Months

Jun 17Separation12 Months

Oct 17

Phase 213 Months

Nov 17

Phase 314 Months

Quarter 2 2018

Oracle Learn12 Months

Quarter 3 2018

Managed Support36 Months

Cloud Central Reporting36 Months

Dates


Business Case and Benefits of HCM Cloud at Xerox


Drivers and Business Benefits

Reduction in compensation processing errors

Compensation Accuracy

Eliminate manual processes

HR, Manager & Employee Efficiency

Payroll Governance & Control

Visibility to $5B of resource cost

General Business Management

Decision support and effectiveness measurement

Enablement of Right Shoring

Real-time view of budget vs. planned increases

Compensation Budget Excess Avoidance

Source of data to and ability to report on pay transactions

Reduced Cost of Restructuring

Stringent controls, reporting & audit enablement

Data Privacy Protection & Legal/ Regulatory Compliance

Reduction in spend due to consistent & accurate personnel data for Corporate program projects

Reduction in 3rd Party Consulting Program Spend - Accelerated Decision

Making

Enablement of redeployment & predictive analysis of cost/benefit impacts


Why did Xerox start Cloud JourneyThe journey is to address a Global Common HR Model for the New Xerox

• All Employees – trusted single source of quality person data

• All Contractors – trusted source that manages network access

• Top talent• Performance

• Geographic legislation impact on pay

• Modeling and Cost impactPay Changes

Legislation

Talent

Data

• All commission payments• All Bonus payments• Total Earnings

• Cost, impact and causals

• Changes by employee, contractor, role, geo and causals

• As % of revenue• Differential by role, geo & LOB• Change causals by cost center, geo & LOB Labor Cost

Headcount

Turnover

Earnings

Transparency to:

Abili

ty to

Man

age Ability to M

anage


Background on Xerox’s Phased Implementation Approach


Timeline: 3 - Phased GEMS Approach

2014 2015 2016 2017 2018

Go-Live Global HR Phase 3Q2 2018

Kick-off Phase 3

Q1 2017


Kick-off Phase 2 Q4 2015


Kick-off Phase 1Q3 2014

Global Design AcceptanceQ2 2014

Kick-off – AccelerateQ1 2014

Countries

62Employees

155K+Languages

12

Global Scale Phase 1 Phase 2 Phase 3

22 Countries 21 Xerox Countries and 26 Conduent Countries 13 Xerox Countries


Major Challenges with Global Program

ComplexityData

Methodology & Governance

Delivery Partners

Risk Governance

• Corp/Local HR • IT Plan• IT Build• Identity Management• Enterprise Arch• + 3 External

• Legal• Regulatory• Regional• PII• Safe Harbor• SOX

• Oracle OUM• EPMO + Coherence

• Quality• Availability• Access• Integrations

Risk GovernanceData

Methodology & Governance Delivery Partners


Methodology and Governance


OUM Implementation MethodologyInception Elaboration Construction Transition Production

Activ

ities

Project Manager Project Manager, Consultants Project Manager, Consultants Project Manager, Consultants, Support team

Support team

Update Project Planning Business Solution Workshops Fit-Gap Solution Design –

Process Updates Key Structure Definition

Configuration and Conversion Functional & Tech Test Script

updates Test script Remediation To-be Process Review Training Documentation

Configuration and Conversion Integrated test scripts Test script Remediation Finalize to-be Process Training Documentation

Configuration and Conversion Support User Acceptance Test Train User Population Finalize Documentation Migration to Production

Go Live Production Support Resolve Production Issues Stabilize

Deliv

erab

les

Integrated Project Plan Preconfigured Instance Kickoff Meeting Global Workshops Business Process Workshops Deployment Strategy and

Instance Plan

Future Process Models Requirements Definition, Map

& Gap Resolution Integration Test Scenarios Change Management Plan

User Learning Plan Application Setups System Test Scripts Integration Test Scenarios Conversion Procedures Security and Control Strategy

Application Setups System Test Scripts Application Extension

Functional Design Application Extension

Technical Design Security and Control Strategy

Enhancement and Optimization Plan

System Support Plan

CRP 1Functional Test

CRP 2Unit Testing Systems Integration Testing (SIT) User Acceptance Testing (UAT)

Training and Knowledge Transfer

Project Governance / Change Management


Xerox Time To Market (TTM) Implementation Methodology

TTM 3.2Design

TTM 3.2Design

TTM 3.2 & 3.3Design & Demonstrate

TTM 3.4Demonstrate

TTM 3.5Deliver

TTM 3.1m/ TTM 3.1pInitiate / Propose

AccelerateCRP 0 Fusion System Review

InceptionCRP 1.1Functional Test

ElaborationCRP 2.0Functional Test

ConstructionCRP 3.0

Transition Production

LiveSIT – E2EUAT – E2E

Platform H/L DesignConversion Solution DesignInterface Solution Design

Global H/L Reqmts• H/L Reqmts• Key Business Decisions• Global Process Flows• Fit / Gap Analysis• Change Assessment

Interfaces• Phase 1 Country Interface

Inventory

Conversions• H/L key work structure

mapping

Cloud Build (KBACE)CRP0 “Day in a Life”

H/L Rqmts• Refined global design & flows• Refined Fit/Gap • Country reqmts, flows & fit/gap• Change Assessment• Test Scripts (3)

Platform Detail Design (Global)• Conversion ETL design• ODS design• DB designs• Platform ready

Conversions• Global & local maps• Co-supplier commitment

Interfaces• Interface AN100s (GEMS out)• Interface Inventory updates for local

requirements

Cloud Build Application config(global only)

Detail Reqmts• Application set-up document• Refined flows and Fit/Gap• Change Assessment• Test Scripts

Reporting• OOB Review

Conversions• Updates to mapping for local reqmts• SDDs• Development unit test cycles

Platform Build• Local ODS design• Dashboard design• Cloud integration

Cloud Build• Interfaces outbound• SSO Integration• Country config w/Security• Fast Formulas

Requirements• Test Scripts updated• Change Management

Requirements Related• Test Scripts updated• Change Management

Platform TestingConversion TestingInterface Testing

Reporting• Reporting Testing

Cloud Updates• Interfaces• Fast Formulas • Country config w/Security

Cloud Updates• Interfaces• Fast Formulas • Country config w/Security

Platform Bug FixConversionsInterfaces

Reporting• Local reporting reqmts

Interfaces• Interface AN100s• Co-supplier commitment

Platform Build• Production env.• Compliance updates

Conversions Updates to mapping for local reqmts• SDDs• Development unit test cycles

Interfaces• Build & Unit Test• Co-supplier commitment

Reporting• Report development


Integrated Project Management Process

SDLC Process

Governance Process (TTM) impacts and changes TBD

Project Management Process

Deliver3.5

Demo3.4

Develop3.3

Design3.2

Propose3.1p

InitiatePre-3.1p

Initiation Planning Execution CloseMonitor & Control

Project Start Baseline Commitments

Project Start Baseline Commitments

SDLC Plan

PMPSolution Proposal“FULL” Schedule

Reporting for Monitor & Control - - - - - - - - - - - - - - - - - - - Close

TransitionConstructionElaborationInceptionProject Startup Production

CharterBusiness Case

RequirementsMap GapConfigurationCRP1 Testing

DetailedDesign

Build and Unit TestCRP2 and CRP3 System Integration Test

UATTraining

Close

Project Start Initial Commitments Baseline Commitments

Go Live

Go Live

Go Live


Xerox Program Governance Structure

Legal Functional HR Governance Board

XIM Governance Board

Executive Sponsors

GEMS PMO

Functional HR Team Technical Team QA & Testing Team

Change Management

Team

Process Leads

Comm.Leads

TrainingLeads

Local Change / Comm. Leads


Project GovernanceProgram Capability Overview

ProgramGovernance

Program Management LeadershipDay-to-day operation of the program and management of critical path activities

Quality ManagementProgram quality and compliance standards, adherence audits, and testing management

Scope / Change ManagementComprehensive change/scope governance and execution to implement on time and within budget

Resource ManagementRecruiting, on-boarding, and training of staff with skills required for program deliverables.

Process / GovernanceProgram processes, procedure updates as

needed, training and continuous improvement

Stakeholder ManagementIdentify stakeholders and tailor specific communication

plans to meet stakeholders information needs.

Communications ManagementDelivery of timely communications specifically

crafted for unique needs of projects

Issues/Risk ManagementProcesses and tools to collect, analyze and

track resolution to program issues and risks.

Prebuilt governance tools, framework and artifacts with flexibility to adapt to customer’s existing PMO


Project Governance

Project Initiation Project Plan Project Organization Chart Resource Plan Travel Schedule Governance Model Testing Plan Training and Change Management Plan

Controls Pod Strategy Issue Tracking and Resolution Procedures Project Issues and Actions Tracking Risk Management Procedures Change Control Process Project Status Reporting Project Team Status Meetings Project Steering Committee Meetings

Established and documented governance structure that provides a cadence throughout the project

Key Governance Components


Project GovernanceCommunication Monthly Meetings

Communication Audience

Steering Committee Meetings

Steering Committee

Weekly Meetings


Status-Executive Summary Steering Committee, Project Sponsor

Status Reports (roll-up) SMEs, IT, Client PMO

Status Meetings SMEs, Analysts, Cognizant

Issues & Decisions Review Meeting SMEs, Analysts, Cognizant

Project Management Plan Client PMO, Cognizant PMO

Daily Meetings


Stand-up Project Meetings

Client PMO, Cognizant PMO

Meeting Minutes All Project Participants

SharePoint Project Portal Updates All Project Participants

Executive Oversight Committee

Steering Committee

PMO and Cross Functional Team(Decision-making, Impact Analysis)

Change Mgmt. Training Functional Technical

Project Track Level Communication Points

Status Issues / Prioritized Risks Change Control

Status Issues / Prioritized Risks Cross Functional Impacts

Feedback Risk Migration Decisions

Status Issues RisksActions DecisionsFeedback


Risk Management

Pursuit Contracting Initiation/ Transition Delivery

From deliverability assessment

From self assessment by

pursuit lead

From PMRs, reviews etc.

From self assessment by

PM

From delivery

team

Contract reviews

From contract management SSC

Audits

Risks Risks

Assign ownership Identify mitigation plan Act on mitigation plan Update the risk score

in the risk register

Integrated risk bus – common system of record for risks (On Mainspring tool)


Program Roadmap


Journey so far..

Oracle Upgrades

Completed Projects

2014 2017

Today

Nov 2015 Sep 2016 Jul Dec 2017

Oracle Cloud Release 911/21/2014




2014 201709 2015 05 09 2016 05 09 2017

Global Design AcceptanceSep 25

Phase 1 LaunchOct 23

GCPA ImplementationJan 29

Talent Migration Jan 16

GCPA Comp CycleFeb 23

Payroll Vendor Changes Mar 9


Road Ahead..

Upcoming Launches


Questions?


Jillian's San Francisco 175 Fourth StreetSan Francisco CA 94103415.369.6100

Join our leadership at our Digital Innovations Center @ JilliansRequest a meeting now at http://cogniz.at/oow17

Across from Moscone WestTo download this presentation visit this page after the show:https://nerva.cognizant.com/oow17/CON3731.php

Join us at Jillian’s and receive an Ebookversion of “What to do When Machines Do Everything”, by Malcom Frank, Ben Pring, and Paul Roehrig

http://cogniz.at/oow17

https://nerva.cognizant.com/oow17/CON3731.php

Thank You© 2017 KBACE, A Cognizant Company

THE COGNIZANT

DNAOur people are inspired by a culture

that combines an enterprising

innovative spirit with a passion for

solving client problems and growing

exceptional businesses.

IntegrityAct with integrity in every

decision we make

CollaborationWork together to achieve a

common goal

EmpowermentFigure out how to get things done

and make them happen

PassionCollective, ‘can do’ attitude with

the enthusiasm and commitment to go the extra mile

Customer FocusThe customer is our true north

TransparencySucceed through an open exchange of

information, both positive and negative

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