Remuneration Ally has enabled Fuji Xerox to shorten its review cycle, engage managers and reduce workloads of HR staff. “Moving to Remuneration Ally has allowed us to identify that there are different needs within our business in terms of the types of information a manager requires. The tool has allowed us to capture and present information that suits all of them, which is fantastic.”

1. CAS E STUDY
Global business services
company streamlines
remuneration process
Back office automation experts
Fuji Xerox Australia is a wholly owned subsidiary of Fuji Xerox (Japan), and is part of a world leading
enterprise for business and document management services. Through its broad portfolio of document
technology, services, software and supplies, Fuji Xerox Australia streamlines and automates essential
back-office support that clears the way for customers to focus on their core business.
CUSTOMER: Fuji Xerox distributes Fuji Xerox and Xerox Corporation products and services throughout the Asia
Pacific region with operations in Japan, Australia, Korea, Taiwan, the Philippines, Thailand, New Zealand,
Global document and business
Singapore, Malaysia and Vietnam.
services organisation The organisation employs a diverse workforce of around 2,200 people across Australia, made up of both
full and part time permanent staff, and hourly paid casuals. As well as their own office locations across
BUSINESS ISSUES: the country, Fuji Xerox Australia also runs a number of print rooms for large corporates. With multiple
A cumbersome and inefficient organisational layers and levels of leadership, this unique and diverse workforce is one of their HR team’s
biggest challenges.
remuneration review process
Unwieldy remuneration process
SOLUTION:
Fuji Xerox Australia was using an Excel-based remuneration tool but, as HR Service Centre Manager,
Remuneration Ally to reduce Margaret-Anne Gilbert explains, it had become increasingly inefficient, restricted visibility and posed
review timeframes and meet the potential security issues.
differing needs of managers “With so many working locations and remote staff, enabling line managers access to such a remuneration
system was challenging. Our existing system did not have any live data. We also had issues with version
control and data security.”
OUTCOME: The generation of letters at the end of the review process was also a struggle, Margaret-Anne says. “Salary
Reduced workloads and review letters were produced at our head office and distributed to around 30 separate sites. It took a team
managers more engaged in of 10 people one day to print and check 1,300 letters, and then we would distribute them via courier to
various managers for signing and distribution to employees.”
process.
The HR team spent a lot of time chasing managers and making sure that they were on track with their
reviews. “My team would send spreadsheets with passwords out to reviewing managers. Every time a
new spreadsheet was produced, it would generate a new password that couldn’t be changed – it became
unwieldy to manage.”
Eventually, says Margaret-Anne, the company outgrew the tool and considered two options to move the
company’s remuneration process forward – the bolt-on of a customised remuneration tool to their existing
HRIS, or a specific standalone remuneration system.
“We needed something that gave everyone involved in the remuneration process more visibility.
Previously, we would send out the spreadsheets to managers so they could conduct their reviews but come
review completion date we had no idea if they had even opened the spreadsheet with their team’s data.
With around 190 reviewing managers to
oversee, this could be frustrating,” says
Margaret-Anne.

2. CAS E STUDY
Fuji Xerox Australia was looking for a remuneration system that would also incorporate their
performance grading system.
“Increased transparency in “We needed a system that could compare and match roles with the market as around 90% of our
the process also allowed roles are currently matched to market data. However, there are some staff for whom we set our own
us to clearly see the link guidelines as we’re the biggest employer in that sector; so we needed a system that was flexible
between performance and enough to accommodate our specific needs in this area.”
remuneration, which hasn’t
been so straightforward in Choosing an ally
the past.” Following discussions with consultants from global advisory firm Aon Hewitt, Fuji Xerox opted to
implement Remuneration Ally for the salary reviews of 1,300 non-enterprise agreement staff, rather than
Margaret-Anne Gilbert adopt a remuneration add-on tool to their existing HRIS.
HR Service Centre Manager. Margaret-Anne was able to conduct training on Remuneration Ally for managers throughout Australia
herself through virtual “lunch and learns.”
“Remuneration Ally is very intuitive. Managers found it really easy to use and required minimal training. I
About Pivot Software was able to explain how the system worked simply and easily over the phone rather than conduct formal
Pivot Software helps organisations training.”
use technology to improve their Before beginning their annual remuneration review process, Fuji Xerox first conducts performance
control over complex and often reviews and imports the results into Remuneration Ally. While in the past the company did conduct
emotional human resource processes. position matching and included performance ratings in remuneration reviews, Remuneration Ally has
Productivity, enhanced transparency made it much easier to see and analyse this data.
of outcomes and improved employee
engagement are just some of the Remuneration Ally has allowed Fuji Xerox Australia to reduce their review timeframes, and Margaret-Anne
positive impacts of implementing says managers have commented that their last review cycle was the best they had been involved with.
our technology. As human resource “Remuneration Ally allows us to print letters locally, allowing more time for managers to have individual
professionals, we understand how discussions with their employees before revised salaries go into their bank accounts.
well managed remuneration and
performance management policies “Remuneration Ally is all internet-based, which makes it a lot easier for people to use, rather than having
bring organisational values and to go through the company intranet. It has also made it easy to communicate with managers quickly e.g.
principles to life. tick a box to send a reminder to those managers who haven’t completed their reviews by the deadline.”
We enable HR interactions that “Moving to Remuneration Ally has allowed us to identify that there are different needs within our
are meaningful and beneficial. business in terms of the types of information a manager requires. The tool has allowed us to capture and
Conversations between managers and present information that suits all of them, which is fantastic.”
staff are supported, and not replaced,
using our solutions which are as easy
to use as a simple website. Doing a Fuji Xerox
Over 50 organisations across Remuneration Ally has enabled Fuji Xerox to shorten its review cycle, engage managers and reduce
Australia and New Zealand use workloads of HR staff, much like Fuji Xerox does with back office automation for their clients.
Pivot’s solutions, with the majority
“What was really attractive was the live data and being able to see exactly where we were at in the
coming from the energy, resources,
financial services and professional process at any time. Increased transparency in the process also allowed us to clearly see the link
services sectors. The HR policy and between performance and remuneration, which hasn’t been so straightforward in the past,” says
strategy needs of our clients are met Margaret-Anne.
using a secure, internet-based, highly “Pivot is very honest and delivers exactly what they say they will do; it has been the best and easiest
configurable software-as-a-service HR system implementation I’ve done. When we went live their helpdesk worked to our hours; they
model that fits within any corporate were very helpful and supportive. We’re not the easiest client and sometimes that makes things more
IT infrastructure. Our clients enjoy a difficult.”
time-saving solution designed for the
task; not a generic tool that is ‘made Fuji Xerox Australia has recently completed their first review cycle for 1,300 employees using
to fit.’ Remuneration Ally and plans to extend their use of the system to manage annual bonus payment
calculations in the near future.
“Adding the bonus calculation feature will be a big upgrade. It is currently handled by the finance
team and calculated on business performance over the year. This is a good opportunity for us to
expand Remuneration Ally as we believe our bonus process would fit perfectly within the system,” says
Want to Margaret-Anne.
know more? “Overall Remuneration Ally has worked really effectively for us. The HR department are very happy with
Email us today: how the review went and provided really great feedback.”
info@pivotsoftware.com
“Make the decisions regarding
Or visit our website: your people and we will take it
www.pivotsoftware.com
from there.”