Webinar – Transition Your Organization


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Webinar – Transition Your Organization
- Introduction to the Panel
- Definition of Transition
- Transformation at Microsoft
- Transition Methodology
- People and Transitioning
- Executive Sponsor Role
- Keys to Success

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Webinar – Transition Your Organization

  1. 1. How to successfully transition your organization to multi-country HR BPO Webinar – Transition Your Organization 4 February 2010
  2. 2. Agenda <ul><li>Introduction to the Panel </li></ul><ul><li>Definition of Transition </li></ul><ul><li>Transformation at Microsoft </li></ul><ul><li>Transition Methodology </li></ul><ul><li>People and Transitioning </li></ul><ul><li>Executive Sponsor Role </li></ul><ul><li>Keys to Success </li></ul>
  3. 3. Introduction to the Panel Andre Rampat Director, CorporateLeaders Patrick Nolot 
 Global Program Director, ADP Moderator: Barbara Paterson Director, Paterson Consultancy ltd. Bonnie Skelly
 PMP, Director International Payroll, GPO - Finance Operations
 Microsoft Finance
  4. 4. Transition – A Definition <ul><li>Project/change managers perspective </li></ul><ul><li>Sponsorship must be continuously managed and confirmed throughout the lifecycle of the project. </li></ul><ul><li>Transition of an Organization must include strong considerations and Plans for Process and Change Management </li></ul><ul><li>Employees perspective </li></ul><ul><li>The passage of time and participation in activities that move you from the old, comfortable way of doing things to new ways of doing things. </li></ul><ul><li>“ What will happen to me?” “When will I know?” and “can I help” - transition for employees increases anxiety and fear levels surrounding their future. </li></ul><ul><li>Provider Perspective </li></ul><ul><li>Implementation of a standardised service </li></ul><ul><li>Transfer of responsibility by a client to an external supplier </li></ul>
  5. 5. Transformation at Microsoft <ul><li>The Finance 3.0 Vision </li></ul><ul><li>“ Best in class Finance functions, enabled by process standardization, solid internal controls, and effective performance management. Achieved by hiring & developing the best people and using integrated applications that showcase Microsoft technology.” </li></ul><ul><li>OneFinance Drivers </li></ul><ul><ul><li>Powerful business insight and performance management </li></ul></ul><ul><ul><li>Process standardization, reduced complexity and outsource non-strategic activities </li></ul></ul><ul><ul><li>Efficient compliance processes that improve control environment </li></ul></ul><ul><li>OneFinance Transformation </li></ul>Transactional Accounting As-Is End State “ Business Insight” Transactional Accounting “ Business Insight”
  6. 6. Transformation Drivers at Microsoft <ul><li>ADP GlobalView – single global payroll vendor </li></ul><ul><li>Consistent global use of tools </li></ul><ul><li>Ability to standardize common systems </li></ul><ul><li>40 + existing local payroll vendors </li></ul><ul><li>Fragmented processes & many systems, varying by country </li></ul><ul><li>HR dual data entry into local payroll system & Headtrax </li></ul><ul><li>RESULTS: </li></ul><ul><li>Weak internal controls </li></ul><ul><li>Inconsistent employee experience </li></ul>RESULTS: Future State Current State
  7. 7. Payroll Operations at Microsoft with ADP GlobalView The payroll processing actions will vary by subsidiary, based on country regulations and company policies. MS Sub – GSS PREPARATION MS Employees Microsoft HR/Finance ADP Payroll Services Team <ul><li>Processes payroll data </li></ul><ul><li>Provides call centre support </li></ul><ul><li>Manages statutory controls </li></ul><ul><li>Data exceptions manually processed by Global Data Services </li></ul>PROCESSING PAYMENTS REPORTING Global Pay Source Enters employee data into MS tools Auto-upload to ADP GlobalView Employees view pay slips online Common Reporting Structure HR
  8. 8. Transition Methodology <ul><li>Managing the transition involves dealing with three main tasks (or streams) </li></ul><ul><li>at the same time: </li></ul><ul><li>Process conversion </li></ul><ul><li>Service implementation </li></ul><ul><li>Change management and communication </li></ul><ul><li>These three tasks/streams need to be managed carefully according to proven </li></ul><ul><li>methodology in each country where you transition to HR outsourcing. </li></ul><ul><li>But even more challenging is the integration of the human dimension that is </li></ul><ul><li>related to any international transition project. You want to be sure not to leave </li></ul><ul><li>critical players on the sidelines. </li></ul>
  9. 9. Managing the Transition Streams Streams Phases
  10. 10. Microsoft Change Strategy Change Intent Clarifying Purpose Pursuing Alignment Initiating Commitment Building Capability Reinforcing Change Creating Followership Leadership Planning the Change Preparation for moving the “As-Is” organization to the desired “To-Be” state in consideration of the potential impacts to the workforce. Development of skills, knowledge and behaviors people need to achieve and sustain targeted performance levels. Demonstrated sponsorship and reinforcement of the commitment to the change by key executives. Leadership Alignment Communications Training Organizational Alignment Clarifying and communicating throughout the life-cycle of the change period to keep people informed and involved. Planning
  11. 11. People and Transitioning <ul><li>Psychological Strategy : </li></ul><ul><li>Understanding individual emotional reactions to change </li></ul><ul><li>Internal communications </li></ul><ul><li>Leadership behaviors </li></ul>
  12. 12. People and Transitioning Listen, acknowledge feelings, encourage and support
  13. 13. Talk the Talk <ul><li>Devise a robust communications strategy. Decide how you want employees to feel and anticipate manager skill gaps </li></ul><ul><li>If people do not have answers to the questions “what is in it for me” and “how can I be involved” they are unlikely to take in any other information </li></ul><ul><li>Increase the frequency of communications. Don’t let rumours fill the gaps. </li></ul><ul><li>Listen and encourage two way conversations. Co-create messages, ask don’t tell. </li></ul><ul><li>Inform people about the rationale for change the “why” not just the “what” use stories and pictures. </li></ul><ul><li>Messages need to create a sense of belonging even for people “at risk” of leaving. They are the glue that hold people together in times of turmoil. </li></ul><ul><li>People need messages that support them to maintain their self esteem and reduce resistance. The organization can enhance its reputation as an employer who manages change well. </li></ul><ul><li>Be ready to adapt your strategy by understanding cultural sensitivities. </li></ul>
  14. 14. No place to Hide <ul><li>As a leader your behaviour is noticed by everyone. Employees look for positive role models. Leaders reflect the culture of the organization. </li></ul><ul><li>Impact on others is determined by your own self knowledge, your authenticity and your wisdom to choose the style and timing of your interventions. </li></ul><ul><li>Leaders who manage change effectively prioritise employee engagement – they recognize employees want a voice in shaping their futures. </li></ul><ul><li>Leadership skills training for line manages particularly needs to ensure coaching skills and handling uncomfortable conversations are on the agenda. </li></ul><ul><li>Good leaders know their workforce and their skills and understand the concepts of change management. </li></ul><ul><li>Good leaders also increase their level of interaction, give consistent messages and” walk the floor” </li></ul>
  15. 15. Executive Sponsor Role (Transition and Ongoing) <ul><li>Executive Sponsor Ongoing with ADP </li></ul><ul><ul><li>Act as the ultimate escalation point for the client executive, supporting the Global Relationship Manager if he/she needs help within ADP beyond the GlobalView scope and expanding the relationship with the client </li></ul></ul><ul><ul><li>Conduct/Participate in annual or semi-annual client steering committee meetings </li></ul></ul><ul><ul><li>Information point for clients with alignment of strategies and initiatives between the client and ADP </li></ul></ul><ul><li>Executive Sponsorship as part of Transition at Microsoft </li></ul><ul><ul><li>Sponsors from both HR and Finance (HR and Finance have a role in MSFT payroll) </li></ul></ul><ul><ul><li>Annual Performance Review includes OneFinance as a commitment </li></ul></ul><ul><ul><li>Supports Global Payroll Director involvement in World Wide Conference and Staff Agendas </li></ul></ul>
  16. 16. Keys to Success <ul><ul><li>Develop a transition methodology and framework that focuses on process conversion, service implementation, change management and communication </li></ul></ul><ul><ul><li>Have partner that is flexible to adapt their transition process to your needs </li></ul></ul><ul><ul><li>Strong leadership is essential </li></ul></ul><ul><ul><li>Plan to support your subsidiaries at the local level </li></ul></ul><ul><ul><li>Don’t ignore the psychological factors when dealing with people and change </li></ul></ul>
  17. 17. Thank you for Joining Andre Rampat Director, CorporateLeaders Patrick Nolot 
 Global Program Director, ADP Moderator: Barbara Paterson Director, Paterson Consultancy ltd. Bonnie Skelly
 PMP, Director International Payroll, GPO - Finance Operations
 Microsoft Finance
  18. 18. Contact Details <ul><li>For further information, please visit our websites: </li></ul><ul><li>www.adp.com </li></ul><ul><li>www.globalhrstudio.com </li></ul><ul><li>www.corporate-leaders.com </li></ul><ul><li>Or email us at: </li></ul><ul><li>Patrick Nolot: [email_address] </li></ul><ul><li>Andre Rampat: [email_address] </li></ul>