First data HR Transformation story

1. 1|© Copyright 2011 | First Data Corporation © Copyright 2015 | First Data Corporation
Alison McGuinness HR Director
Lars Luedemann ERP Director
February 2015
Leveraging PeopleSoft
Technology to drive Global HR
Transformation

2. 2|© Copyright 2011 | First Data Corporation
Project Team
Global PeopleSoft Project Team
Alison McGuinness – Project Manager
• Based in Basildon, UK
• Over 15 years experience working with Global technology
companies including 9 years at First Data
• Experienced Project Manager and User of PeopleSoft
• Responsible for overseeing key project milestones from Discovery
Phase through to deployment PLUS payroll transition to SymBPO
Alison McGuiness
Lars Luedemann – Time & Labor Track lead, Project Manager HR
Portal, HR Technology Governance process Owner
• Based in Frankfurt, Germany
• Joint FD 6 years ago as Senior Reporting specialist
• Previously worked as Business Analyst with a Global technology
business implementing HR Software
• Responsible for leading the Time & Labor Track from Discovery
through Deployment

3. 3|© Copyright 2011 | First Data Corporation
Company Overview

4. 4|© Copyright 2011 | First Data Corporation
• First Data Corporation is a global payment technology
solutions company headquartered in Atlanta, Georgia, United
States. We are a provider of electronic commerce and
payment solutions. The company's portfolio includes merchant
transaction processing services; credit, debit, private-label,
gift, payroll and other prepaid card offerings; fraud protection
and authentication solutions, credit reporting agency services;
electronic check acceptance services; as well as Internet
commerce and mobile payment solutions.
• First Data has a global footprint of 6 million merchants, the
largest in the payments industry. The company handles 45%
of all U.S. credit and debit transactions.
First Data Overview
Lars Luedemann

5. 5|© Copyright 2011 | First Data Corporation
• First Data has grown quite aggressively though
acquisitions
• We are now operating out of 40 countries around the
world covering all continents, with approximately 24,000
employees
• First Data was acquired by the private equity firm
Kohlberg Kravis Roberts & Co. in 2007. Since then the
organisation has undergone significant change and the
Company is constantly looking to transform its processes
to be more efficient
First Data Overview
Lars Luedemann

6. 6|© Copyright 2011 | First Data Corporation
The PeopleSoft Project

7. 7|© Copyright 2011 | First Data Corporation
”Leveraging PeopleSoft Technology to drive Global HR
Transformation”
This session will share the First Data journey so far, how
implementing PeopleSoft 9.1 has helped shape policy
harmonisation, business process re-engineering, vendor
management and Self Service tools to change the minds and
culture of First Data across its global business.
Introduction
Alison McGuinness

8. 8|© Copyright 2011 | First Data Corporation
Project Connect & HR Transformation
Alison McGuinness

9. 9|© Copyright 2011 | First Data Corporation
Enabling our Transformation – Data View
Sources of Operational data
…
Canned reporting
Ad hoc reporting
• One- off analytics
• Drop-drag parameters
Revenue Production by Team
0
10
20
30
40
50
60
70
80
90
100
Revenue Production by Team
0
10
20
30
40
50
60
70
80
90
100
Sales Distribution
Sales Distribution
Q1 Q2 Q3 Q4
Quarterly Sales
Q1 Q2 Q3 Q4
Quartery SalesPeopleSoft
HR Analytics
•No single “source of truth” for employees and contractors
•Data integrity issues
•Focus on reporting data rather than providing business analytics
•Highly manual data collection and mining efforts
•Transform fragmented
data into actionable
information
•Better linkage to
financial data
•Visibility into true
employment costs
•Enable manager self-
service reporting
Current State:
Future State:
• Standard reporting
package
• Read-only capability
Lars Luedemann

10. 10|© Copyright 2011 | First Data Corporation
Enabling Our Transformation – Process
View
• Consistent employee and manager experience
• Consolidated and standardized processes and
technologies across geographies
• Process owner accountability & appropriate controls
• Robust self-service tools
2211 33
Standardize tools, core
business processes and
policies and realign across
geographies
rather than by
geographies
Implement appropriate process
ownership, governance, and
ongoing monitoring process
Deploy integrated talent
management
technology with self
service capabilities
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• Disjointed employee & manager experience
• Inconsistent business processes not properly
integrated with corporate systems
• No true process owners or accountability
Current State:
Future State:
Payroll Processing
Greece JapanUS
Lars Luedemann

11. 11|© Copyright 2011 | First Data Corporation
PeopleSoft 9.1 at First Data
Global Payroll Project
includes:
• Global Payroll
• Time & Labour
• Absence Management
• Base Benefits
• Self Service
Lars Luedemann

12. 12|© Copyright 2011 | First Data Corporation
Alison McGuinness

13. 13|© Copyright 2011 | First Data Corporation
Spreadsheets
Paper Records
Manual systems
Local
Absence
Tools (OOO)
Current State
Employee Manager
Local Payroll
System and/or
Spreadsheet
Typical admin transactions
• Change of address
• Overtime request
• Holiday request
• Supervisor Change
• Change to work pattern
PeopleSoft
captures HR
Core Data
Time & Labour
Tools
Self Service
Tools (PDMT)
Alison McGuinness

14. 14|© Copyright 2011 | First Data Corporation
PeopleSoft 9.1
PeopleSoft 9.1: Future State for all countries
ESS MSS
PeopleSoft
Global
Payroll
PeopleSoft
Core HR
PeopleSoft
Time &
Labour
PeopleSoft
Absence
Management
PeopleSoft
Base
Benefits
Alison McGuinness

15. 15|© Copyright 2011 | First Data Corporation
Project Phases
Switch
Payroll
FINISH
PS 9.1
Design
PS 9.1
Discovery
PS 9.1
Build
PS 9.1
Test
PS 9.1
Deploy
Payroll
Discovery/
Design
Payroll
Test/Build
Payroll
Deploy
START
Part 1 – PS deployment
Part 2 – Payroll Outsourcing
Lars Luedemann

16. 16|© Copyright 2011 | First Data Corporation
Typical journey to complete a country
For each track (Global Payroll, Time & Labour, Absence Management, Base Benefits and Self Service) we have to
do the following:
8 months
Lars Luedemann

17. 17|© Copyright 2011 | First Data Corporation
Program Structure
Lars Luedemann

18. 18|© Copyright 2011 | First Data Corporation
Rollout Name Countries included PS Modules Payroll Outsourced Status
GP1 Hong Kong, Malaysia,
Singapore
Self Service
Absence Mgt
Global Payroll
Yes LIVE
June
2013
GP2 Australia, Serbia,
New Zealand,
Self Service
Absence Mgt
Global Payroll
Time & Labour
Australia Outsourced LIVE
May
2014
GP3 China, Italy, Korea Self Service
Absence Mgt
Global Payroll
Time & Labour
China & Korea
planned for Q3
Go Live
April
2015
GP4 Greece, India Self Service
Absence Mgt
Global Payroll
Time & Labour
India in scope Go Live
Q4 2015
GP5 – GP10 EMEA, Latin America
Approx. 27 countries in
scope
Self Service
Absence Mgt
Global Payroll
Time & Labour
TBD no
later than
end 2016
Program Schedule
Alison McGuinness
Project Start – March 2011

19. 19|© Copyright 2011 | First Data Corporation
Challenges
Alison McGuinness
• Resource (SME’s/IT/Project Team) -
availability/burnout
• Language capability of In Country SME’s
• Project Duration – Start/Stop, Ageing
Requirements
• Remoteness/Lack of Face to Face
opportunities
• Access to Developers

20. 20|© Copyright 2011 | First Data Corporation
Feedback from Serbia

21. 21|© Copyright 2011 | First Data Corporation
PeopleSoft Implementation - Serbia
• Manual, time consuming, paper based
processes
• Employees completed paper based forms,
managers approved absences & signed hard
copies, approved overtime, prepared work
schedules for shift employees
• HR Ops manually prepared different files for
absences, overtime payment, calculated working
hours for shift employees on a monthly basis
• Lots of queries received on absences: remaining
days, carry over days
• Manually prepared payroll report to send to
payroll provider
• A lot of time spent on administrative tasks, such
as archiving, distributing forms, collecting
approvals, answering queries
• Online, automated, simplified processes
• One database, all data at one place
• Less time is spent on administration
• Historical data, everything is recorded in the system
• Ready reports with visible approval for HR records
• Availability to export standard reports to send to
payroll provider with eliminated risks for errors
• Increased Manager core responsibility, self
dependency
• Higher levels of security: the risk of loss is
minimized and confidentiality is better protected
• ESS: correct & accurate data, timely update
HR Ops time spent on
payroll activities has been
reduced by at least 30%
Population: 80 employees
Average Age: 35
Average Years of Service: 6
years
Alison McGuinness

22. 22|© Copyright 2011 | First Data Corporation
Feedback from Employees/Managers
We’ll do
HR work!
It will take
up a lot of
my time
I don’t
know how
to use it!
System is
very slow!
What does it
mean for
me?
Why change
the current
processes?
I’m sure it
will not
work
Like my job
wasn’t
complicate
d enough!
How can
this make
my life
easier?
Alison McGuinness

23. 23|© Copyright 2011 | First Data Corporation
Feedback From Employees/Managers
It feels great not
to use hard
copies!
Everything is
automated!
I have access to
my team’s data
any time!
It was difficult to
use in the
beginning, but
testing and training
has helped
The system can
be really slow at
times
Fast Approval
flow!
It’s easy to use!
I can find all my
data at one
place!
It’s great to use
advanced
technology!
Alison McGuinness