Building a Global Master People Database - Jeff A. Carlsen, Reyes Holdings, L.L.C.
Building a Global Master People Database Jeff Carlsen, Senior Vice President and Chief Human Capital Officer Reyes Holdings, L.L.C.
IntroductionReyes Holdings - $20B holding company with expertise in logistics anddistribution3 Business Units • Reyes Beverage Group • Martin Brower • Reinhart Foodservice
SituationBefore 2012: • Gl b l span – 6 countries i N th A Global t i in North America, S th i South America & Europe (Ireland only) • Languages - 4 • Multinational formatAfter 2012: • Global span – 16 countries in North America, South America, Europe and APMEA • Languages – 7 with multiple English and French dialects • Global format
Challenges/Concerns• Current HRMS Environment - limited capabilities in p processing p y g payroll ( (North America Only) y)• No Visibility - HR Data outside of North America • Largest Line Item Costs – Employee related items• Reporting Complexity - numerous data sources and time zones• Limited Controls Environment - adding new employees to HR data base/payroll • Potential for Ghost Payroll• Limited Controls - Compensation Management• Encumbered Ability - transferring employees between countries/Business co ntries/B siness Units
Goals & ObjectivesThe Goals of this project: • To provide an easy way to maintain basic human p y y resources data for employees across the globe • Require specific approvals before data can be added or edited in the Master People Database ( p (MPDb) ) • To maintain the data integrity through proper validation and auditing.The Objectives of this project: • To design a simple, intuitive web-based application; with, • An approval process that provides proper notification, and • A workflow that tracks th progress th kfl th t t k the through th approval h the l process
System OverviewUses: • The Global HR Workflows application will allow selected users to maintain the HR data for their company or location • Will allow users to get new employees added into Reyes Holdings’ HR systems • Maintain existing employee data, and process terminations efficientlyFeatures and/or Design focus included: • Ease of use • Streamlined administration • Real-time data retrieval capabilities from the Kronos database • User authentication and access permissions ( p (security) y) • Multi-language capabilities • Notification process • Application is a new .NET web application using a SQL Server pp pp g database
Statement of ScopeBeta: to provide a solution for Martin Brower UK to maintainhuman resources data for each employee. The scope involvedthe following tasks: • Define Database (MPDb) - Create a database that provides the structure required for the Global HR application (defined set of data fields) • Database design included consideration for future multi- language requirements • Web application - Develop a new web application (Global HR Workflows) to provide a data interface for HR p p professionals in the UK
Statement of Scope The Web Application included the following 9 pages: 1) Login page for authenticating users and to select a different language 2) Home page for selecting an appropriate workflow 3) Add Employee page to enter newly hired employees and submit for approval 4) Edit Employee Data page to make changes to existing employee data and submit for approval l 5) Terminate Employee page to process an employee termination 6) Approve New Employee page to view and process (approve or cancel) the request for adding a new employee 7) Approve Changes page to view and process a request for changing data for an existing employee 8) Select Employee pop-up for the users to easily locate and select an employee for the edit or termination workflows 9) Security page to allow system administrators to control which employees users have access t to
Statement of ScopeWorkflow/Dataflow Requirements: • Develop a system with workflows to alert approvers and submitters during the approval process • Develop programs to automatically update and maintain the data between the GlobalHR database and the Kronos database - Ensures that changes which are fully approved within the Global HR application will get updated in the Kronos database quickly and accurately • Duplicate existing data interfaces between Kronos and other critical HR Systems in real time to assure data consistency
Login Page The web application will be accessed after proper authentication on a Login page. After navigating to the web site, a user will enter his/her login ID and password to access the application Once in the application. application, the user will be limited to employee data that is defined in the security tables
Home Page • Allows users to process approvals • Initiate new workflows • Track the workflows they have submitted • The home page is divided into three sections: 1. Requesting your Approval 2. Initiating a Workflow 3. Tracking Approvals
Section 1: Requesting your Approval 1. Displays the workflow type: • ADD = Add Employee • EDIT = Edit Employee Data • TERMINATE = Terminate Employee T i t E l 2. Indicates the company, location and employee for which the workflow has been submitted for approval 3. Displays up to 3 approvers and whether or not they have approved the workflow pp
Section 2: Initiate a Workflow 1. To submit a new workflow, the user selects from the 3 choices (buttons): ( ) • Add Employee- After selecting the Add Employee button, a new browser window will open and display the Add Employee page. • Edit Employee Data - When a user selects the Edit Employee Data button a new browser window will button, open and display the Edit Employee Data page • Terminate Employee And when a user chooses the Employee.. Terminate Employee button, a new browser window will open and display the Terminate Employee page
Section 3: Track Approvals 1. After a user submits a new workflow it will appear in this section • After it is either fully approved or cancelled by anyone, it will continue to appear for two additional weeks after the date of the last approver (or after it has been cancelled) 2. Users may click the View link to preview the workflow y p
Add Employee PagePurpose: This page appears in a new window when a user selects theAdd Employee button on the Home page. It is used when an employee ishired.The page consists of 3 sections: 1. Approval Routing Information – This is the first section at the top of the page After selecting the Hiring Company and Hiring Location the page. Location, user can then select the appropriate approvers. 2. Employee Information – This section includes the personal information that will be maintained for the employee employee. 3. Job Information – This section includes the job-related information that will be maintained for the employee.When thWh the user has completed filli out th f h l t d filling t the form, as required b th i d by thevalidation rules on the page, the Submit button is selected. This saves thedata in the GlobalHR database so it is available to be viewed on the Homepage by the User and the selected Approvers Approvers.
Edit Employee Page This page appears in a new browser window when a user selects the Edit Employee Data button on the Home page. It is used to change the data for a current employee. The page consists of 4 sections: 1. Select Employee – The user must first select the employee that needs to be updated. This section includes a button titled Find Employee. Once an employee is selected his/her data is displayed on the form. 2. Approval Routing Information – In this section, the user enters the Effective Date of Change and selects the appropriate approvers. 3 3. Employee Information – The use ca ed t t e data in t s p oyee o at o e user can edit the this section, as needed, before submitting the workflow for approval. 4. Job Information – The user can edit the data in this section, as needed, before sub tt g t e workflow for app o a eeded, be o e submitting the o o o approval.
Terminate Employee Page This page appears in a new browser window when a user selects the Terminate Employee button on the Home page. It is used to process an employee termination. It is a simple process that requires no termination approvals. The page consists of 2 sections: 1. Select E l 1 S l t Employee – Th user must first select the employee that The t fi t l t th l th t is to be terminated. This section includes a button titled Find Employee. Once an employee is selected his/her data is displayed on the form form. 2.Termination Information – In this section, the user enters the Termination Date and selects a Termination Reason. When th Wh the user has completed filling out th f h l t d filli t the form, th S b it b tt i the Submit button is selected. This saves the data in the GlobalHR database so it is available to be viewed on the Home page by the User.
Approve New Employee PageThis page appears in a new window when a user selects the Process orView link on the Home page for an Add Employee workflow (ADD). Thedata can be reviewed and processed from this page, but the data cannot beedited.Features: • The page consists of the same 3 sections as the Add Employee workflow, but all the data is read-only • In addition to previewing the data a user can process the workflow data, from this page. If the user is an Approver and has not yet approved the workflow, the Approve and Cancel buttons will appear at the bottom of the page for processing
Approve Edit Page This page appears in a new window when a user selects the Process or View link on the Home page for an Edit Employee Data workflow (EDIT) The data can be (EDIT). reviewed and processed from this page, but the data cannot be edited. Features: • The page consists of the same 4 sections as the Edit Employee Data workflow but all the data is read only workflow, read-only. • In addition to previewing the data, a user can process the workflow from this page. If the user is an Approver and has not yet approved the workflow, the Approve and Cancel buttons will appear at the bottom of the page for processing. processing
Security All users must be set up with access to the employees they need. Users can be restricted to employees in a specific Company or Location, and access to specific employees can be explicitly included or excluded. Features: • Accessible only to users that have been granted Administrator rights. If a user has Administrator rights, a drop-down menu will appear on the Home page next to the Sign Out link at the top of the page.
SecurityAfter selecting the Security menu item, the Security page will display.
Accomplishments• Removes obstacles/barriers in processing payroll globally• Full Visibility F ll Vi ibilit - HR D t outside of N th A Data t id f North America i• Reporting Simplicity – using SQL Reporting Tool• Strong Controls Environment – • Creates Audit Trail• Integrated Compensation Management Process g p g • Rolls Up to WHQ in Chicago• Unencumbered Ability - transfer employees between countries/Business Units t i /B i U it