Stephen Doune from Plan International talks about the challenges of streamlining projects and delivering the best services for communities when you are a non- profit organisation. The case study details how they trained employees around the world on new SAP systems quickly, consistently and cost effectively.

1. Stephen Doune
HRIS Project Manager
Plan International

2. Content
1. About Plan International
2. The Challenge
3. The Vision
4. About Assima
5. The Projects
6. The Timeline
7. Partner Selection
8. Key 1st Stage – Training Needs Analysis
9. Training Solution
10. Advantages of this Approach
11. Example Deliverables
12. TTT & Cascade Approach
13. Solution Demonstration
14. Success Factors
15. Lessons Learned
16. Q&A

3. About Plan International
Plan aims to achieve lasting improvements in the quality of life of
deprived children in developing countries, through a process that unites
people across cultures and adds meaning and value to their lives, by:
• Enabling deprived children, their families and their communities to
meet their basic needs and to increase their ability to participate in
and benefit from their societies
• Building relationships to increase understanding and unity among
peoples of different cultures and countries
• Promoting the rights and interests of the world's children
In 2013, Plan reached 78 million children in over 90,000 communities
With and income of 678 million Euros spending 704 million Euros

4. Plan International in action:
Commemorating One Year After Typhoon Haiyan in the Philippines

5. The Challenge
Multiple outdated Finance and HR legacy systems at locations around the world
Need to streamline processes globally
No real time view of global operations available
10,000 end users impacted
53 countries and 275 locations
Training solution required in English, French & Spanish
Low bandwidth and unreliable system access
Mix of users to cater for – Core, Self-service, Occasional
Mix of IT skill level and PC literacy
Limited budget to build, deliver and maintain training solution

6. The Vision
Systems Integration Project (SIP)
• Replace the three legacy systems with SAP to increase efficiency, reduce
support risks and improve functionality.
• Centralise systems to provide a more accurate, real-time view of global
operations for senior managers
HRIS Project (HRIS)
• Replace disparate HR Systems, implementing global HR processes.
• Enable standard and global reporting, with real time information that will
improve PLANS response during disaster situations.

7. About Assima
Assima’s Cloning solutions are used as a true
alternative to a training client that enables the
creation of training content in parallel with
application development.
Assima’s solutions support large scale, business
critical IT change projects delivering measurable
return on investment through increased user
performance and business efficiency.
In business for over 11 years, Assima has direct operations in 12 countries in Europe, North
America and Africa and strategic partnerships extending its reach in the Middle East and Asia.

8. The Projects
Multiple Go-Lives starting June 2012 through 2015
SAP modules in scope to lower IT costs and improve process efficiency :
SIP PROJECT
• SAP Portfolio and Project Management
• SAP Financial Management
• SAP Procurement
HR PROJECT
• SAP HR
• SAP Employee Self Service (ESS)
• SAP Manager Self Service (MSS)
• SAP Success Factors

9. 14/11/2012
Contracts Signed
26/11/2012
Formal Project Kick-Off
HRIS Timeline
01/11/2012 01/12/2012
24/12/2012
First Pass Base System
2012
01/10/2012 31/12/2012
Jan-13
Design
Workshops
Feb-13
2nd Pass
Base System
Mar-13
3rd Pass
Base System
May-13
Pilot IH
Go Live
Jun-13
NO’s Phase 1 HR
Sep-13
Roll-Out
Phase 1 Begins
Phase 1 Complete
Jul-13
Roll Out Phase 1
Test x 2 Locations
Admin, Org
Man,
Appraisals,
ESS , MSS
Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13
Dec-13
Roll-Out
01/01/2013 31/12/2013
Apr-13
UAT & Training
Aug-13
2nd Phase Design
& Config Begins
Phase 2 Starts
Feb 14
3rd Phase Design
& Config Begins
Jul 14
Roll-Out
Phase 2 Complete
Aug 14
Roll-Out
Phase 3 Starts
Dec 14
Roll-Out
Throughout
Talent &
Succession
Planning,
Comp
Learning
Solutions
Recruitment
Feb 14 Mar 14 Apr 14 May 14 Jun 14 Jul 14 Aug 14 Sep 14 Oct 14 Nov 14 Dec 14
Jan 14
Roll Out
2015
2013
2014
01/01/2014 31/12/2014

10. Partner Selection
• Plan had little expertise or experience in delivering large
scale, global, multi-lingual training solutions
• Tender process undertaken in 2011 to select partner for a 4
year programme
Assima selected as only organisation able to provide:
• Global software and services capability
• 25 year track record of SAP training solution provision
•Multi-lingual capability – services and software
•Unique and innovative e-learning software
•Multiple excellent client references

11. Key 1st Stage – Training Needs Analysis
How many training sites?
What are the project dates?
What are the objectives of the project?
When is the Go-Live date?
What training approach will work for the users?
What courses / modules will be offered?
What are the solution streams?
How many users in the business?
What standards are in place?
What documentation is required?
How many people on the training team?

12. Training Solution
SAP overviews /
introductions via change
and communications
‘SAP Basics courses’
(navigation) via eLearning as
pre-requisite
Classroom/workshop training
for core, heavy users – Group,
Regional and Country Finance
Managers, HR Managers, HR
Administrators
eLearning clones to replace
SAP training client for training
delivered via classroom courses and
for post training self access
Train the Trainer (TTT)
approach to enable cascade training
to multiple Programme Units
Classroom and eLearning
deliveries supported by slide
packs, participant workbooks,
help cards and course quizzes
eLearning for 10,000
Employee and Manager
Self service audience

13. Advantages of this Approach
Customised materials that document Plan’s businesses processes and system functionality
Ensures end users are capable of performing their job roles
Support materials available online 24/7 to all employees
Elimination of need to build and maintain costly, unreliable SAP training instances
Ease of translation of eLearning into multiple languages
Ease of maintenance of eLearning materials – single source file for all language versions and
cloning editing capabilities
Courses available for self-study and reference post Go-Live

14. Course Catalogue
Example Deliverables
HRIS Course Outline

15. Example Deliverables
User Guides
Help Cards

16. TTT & Cascade Approach

17. Solution Demonstration
• Plan’s eLearning content

18. Success Factors
Thousands of globally distributed
employees trained on new SAP
systems and processes
Training times and costs minimised
‘Hard to reach’ employees gained
the skills they need
Training delivered in three different
languages: English, French, Spanish
Training support solution available
24/7
Training solution easy and cost
effective to adapt and update over 4
year implementation programme

19. Lessons learned
• Classroom training, provide access to process and e-learning
materials prior to instructor led sessions.
– Check that attendees have at least viewed training using the
demo mode.
• Training in French and Spanish allow additional time for
discussions to ensure understanding
– We used simultaneous translations
• Plan for delivery, but expect the unexpected
– Remain flexible

20. Questions
Thank you for your time and attention