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Digital Transformation – Opportunity ECM in HR
OpenText Extended ECM for SAP SuccessFactors
Thomas Demmler
Director Produc...
OpenText Confidential. ©2016 All Rights Reserved.
Agenda
Digital Transformation – Opportunity ECM in HR1
Extended ECM for ...
OpenText Confidential. ©2016 All Rights Reserved. 3
Trends in HR Transformation
Move from systems of records to systems of...
OpenText Confidential. ©2016 All Rights Reserved. 4
Challenges with HR Documents
HR is more than Employee
Employee
30%
App...
OpenText Confidential. ©2016 All Rights Reserved. 5
Recruitment &
Onboarding
Payroll &
Compensation
Benefits
Health &
Welf...
OpenText Confidential. ©2016 All Rights Reserved. 6
… and lead to a massive effort
Recruitment &
Onboarding
Payroll &
Comp...
OpenText Confidential. ©2016 All Rights Reserved.
Digital Transformation – Opportunity ECM in HR
What Customers Achieved
S...
OpenText Confidential. ©2016 All Rights Reserved.
Digital Transformation – Opportunity ECM in HR
Our Experience…
 High cr...
OpenText Confidential. ©2016 All Rights Reserved.
Digital Transformation – Opportunity ECM in HR
Our Solution…
 Resource ...
OpenText Confidential. ©2016 All Rights Reserved.
Agenda
Digital Transformation – Opportunity ECM in HR1
Extended ECM for ...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM
ECM
+ ECM
Deep Integration with
Business Applications
Infor...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Concept of a Business Workspace
DATA...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Integration Overview
Extended ECM fo...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Anatomy of the Integration
Business ...
OpenText Confidential. ©2016 All Rights Reserved.
1-3 year Migration
Global Implementation
Shared Service Center
Complex s...
OpenText Confidential. ©2016 All Rights Reserved.
Employee Workspace
Third Party Applications
Recruiting Payroll Benefits ...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
On-Premise or in the Cloud – Your Ch...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Certifications and Standards
U.S. Do...
OpenText Confidential. ©2016 All Rights Reserved.
Agenda
Digital Transformation – Opportunity ECM in HR1
Extended ECM for ...
OpenText Confidential. ©2016 All Rights Reserved.
Easy Employee Collaboration
 Seamless UI Integration
 Easy Access
 Ou...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
UI Integration: Employee Home Page
H...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
UI Integration: Employee Profile
Emp...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Backend Integration: Employee Synchr...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Backend Integration: Employee Synchr...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
360-Degree View of Employee
 Employ...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Employee Workspace Structure View
HR...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Dossier Viewer
The dossier view allo...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Reports on HR Documents
Track the do...
OpenText Confidential. ©2016 All Rights Reserved.
The employee can use document self-service to upload documents. HR Staff...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Document Onboarding: HR View
 HR St...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Document Onboarding: Document Valida...
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Full Text Search
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Document Creation in Employee Central
OpenText Confidential. ©2016 All Rights Reserved.
Extended ECM for SAP SuccessFactors
Authentication: Single-Sign-On
 Sec...
OpenText Confidential. ©2016 All Rights Reserved.
Agenda
Digital Transformation – Opportunity ECM in HR1
Extended ECM for ...
OpenText Confidential. ©2016 All Rights Reserved.
Easy Employee Collaboration
 Seamless UI Integration
 Easy Access
 Ou...
Extended ECM
for SAP
SuccessFactors
Your gain.
Guaranteed
governance
Reduced HR
administrative
costs
Fast
implementation
R...
OpenText Confidential. ©2016 All Rights Reserved. 38
Thomas Demmler
Director Product Management
Extended ECM Applications
...
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Extended ECM for SAP SuccessFactors - Digital Transformation with ECM in HR

Have a look at the new OpenText Extended ECM for SAP SuccessFactors. Leveraging ECM in HR is a crucial aspect of digital transformation in HR.

Extended ECM for SAP SuccessFactors - Digital Transformation with ECM in HR

  1. 1. Digital Transformation – Opportunity ECM in HR OpenText Extended ECM for SAP SuccessFactors Thomas Demmler Director Product Management, OpenText
  2. 2. OpenText Confidential. ©2016 All Rights Reserved. Agenda Digital Transformation – Opportunity ECM in HR1 Extended ECM for SAP SuccessFactors – Functionality3 Summary4 Content Enriched HR Business Process – A new Approach2
  3. 3. OpenText Confidential. ©2016 All Rights Reserved. 3 Trends in HR Transformation Move from systems of records to systems of engagement Improve Employee Experience & Team Culture From HR Administration to Strategic HR Workforce Management and Talent Insight Migration to cloud and mobile apps Reduce number of HR systems Adapt to cloud & re-think HR processes
  4. 4. OpenText Confidential. ©2016 All Rights Reserved. 4 Challenges with HR Documents HR is more than Employee Employee 30% Applicant 20% Contingent 5% Learning project 20% Succession project 10% HR project 15% HR Documents Customer Example Source: OpenText Customer Survey on Workforce Documents. 2015. DAY-TO-DAY OPERATIONS  High creation, discovery, & archiving costs  Difficult access for employees and managers PAPER HANDLING & STORAGE  Secure transportation of employee documents  High costs for print, copy, mail, and archive (in-house + external) COMPLIANCE  Keeping up with ever-changing regulations  High effort and risk during audits LEGAL RISK & SECURITY  Loss due to fire, water damage, theft  Fines and lost litigation cases
  5. 5. OpenText Confidential. ©2016 All Rights Reserved. 5 Recruitment & Onboarding Payroll & Compensation Benefits Health & Welfare Performance Management Learning & Development Separation / Retirement • Offer Letter • Job Description • Background Check • References • I-9 • NDA • EEO • Welcome video • Employee Handbook • Forms • Incentive Plan • W-2 • W-4 • Direct Deposit • Garnishments • 401 (k) • Beneficiaries • Bonus Plans • Pension Plans • Stock Options • Executive Plans • Beneficiaries • Verify Dependents • FMLA docs • STD docs • Direct Deposit • Fitness Reimbursement • ACA (Affordable Care Act) • Performance Review • Reference Letter • Disciplinary Letter • Promotion Letter • Transfer Letter • Expat Docs • Job Analysis • Certifications • Sexual Harassment • Trainings • OSHA Training • Professional Memberships • Videos • Resignation Letter • Term Letter • Exit List • Un-Employment • Vacation Payout • Legal Document • Retirement Plans • COBRA • Beneficiaries “HR Processes begin and end with Documents…”
  6. 6. OpenText Confidential. ©2016 All Rights Reserved. 6 … and lead to a massive effort Recruitment & Onboarding Payroll & Compensation Benefits Health & Welfare Performance Management Learning & Development Separation / Retirement • Offer Letter • ... • Incentive Plan • … • Beneficiaries • … • Performance Review • … • Certifications • … • Resignation Letter Massive scale of HR documents 30-50 unique HR documents per employee 7-30 years document retention time 2 transactions per doc. per year 1 Human Capital Institute study (2012) with 274 respondents 3 - 5 Mio. unique HR documents 6+ Mio. annual document transactions Volume of HR documents and related transactions is massive 100,000 employees (at ca. 15% turnover rate)
  7. 7. OpenText Confidential. ©2016 All Rights Reserved. Digital Transformation – Opportunity ECM in HR What Customers Achieved Simplify processes Reduce costs Reduce risk, increase compliance 4.5 min Call handling time avg.1,800 – 2,000 call per day 89%HR Document Generation 1 day vs. 5 days. Improved compliance and reduced errors. 4,200hrs. Saved over 4,200 hrs. of processing, filing, sorting, and document retrieval time 95%Reduction in Document Duplication 20,000Hours saved per Year Finding Records 360ºView of Employee Files
  8. 8. OpenText Confidential. ©2016 All Rights Reserved. Digital Transformation – Opportunity ECM in HR Our Experience…  High creation, discovery and archiving costs  Manual nature of paper files, such as posting, copying, and moving files, requires HR staff that could be more efficiently used elsewhere HR Admin Efficiency  Difficult access for employees and managers  Records are often stored in different locations Employee and Manager Efficiency  High costs for printing, copying, mailing and archiving  Secure transportation of employee documents  Significant physical storage space required and difficult to apply access restrictions required for regulatory compliance Employee File and Storage Cost  Keep up with ever- changing regulations  High effort and risk during audits  Uncertainty relating to missing documents and incomplete HR files result in legal fines, ambiguity, and poor decision-making  Secure archiving and data protection Compliance and Risk Management  Generic document communications do not inspire and hold staff fully engaged or provide easy access to information Employee Engagement … shows that paper-based employee files are error-prone, costly to maintain, and often non-compliant with privacy and data sovereignty regulations
  9. 9. OpenText Confidential. ©2016 All Rights Reserved. Digital Transformation – Opportunity ECM in HR Our Solution…  Resource optimization through process improvements and cycle time reductions  Reduction of admin time by Employee Self Service  Automated Document Generation  Improvement of document management (tracking, versioning, audit, security)  Improved decision making with full transparency  Reduction of processing and handling errors HR Admin Efficiency  Process acceleration through online and mobile access  Fast Access to all relevant documents belonging to one business transaction  Better decision and less errors due to consistent documentation Employee and Manager Efficiency  Reduction of space required for physical storage of files (office or archive space)  Elimination of paper archiving facilities (lockers, paper file storage, access control systems)  Elimination of transport- related expenses (postage, internal transport)  Reduction of paper and printing cost Employee File and Storage Cost  Improved compliance and control of access to personal data and documents  Unique compliance with complex legal requirements for data retention and security  Lower cost of fines and losing litigation cases  Minimization of risk through fire, theft, water damage, loss, and elimination of consecutive damage caused by such events Compliance and Risk Management  Higher motivation due to state of the art user experience  Mobile Access  Social Media Engagement Employee Engagement … allows to transform all aspects of HR in your organization
  10. 10. OpenText Confidential. ©2016 All Rights Reserved. Agenda Digital Transformation – Opportunity ECM in HR1 Extended ECM for SAP SuccessFactors – Functionality3 Summary4 Content Enriched HR Business Process – A new Approach2
  11. 11. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM ECM + ECM Deep Integration with Business Applications Information-Fueled Business Processes = Improve business productivity by connecting content to leading business applications Improve regulatory compliance by managing content through its lifecycle AssetEmployee Finance Product CustomerSupplier
  12. 12. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Concept of a Business Workspace DATA CONTENT TASKS PEOPLE Employee Workspace A business workspace represents a meaningful entity in your organization, e.g. an employee, a candidate, a succession project.
  13. 13. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Integration Overview Extended ECM for SAP SuccessFactors Employee Workspace Candidate Workspace Job Requisition Workspace HR Project Workspace Learning Project Workspace Succession Project Workspace CaptureCreate Retention Search View Reports … Data & Process Integration D A T A CONTENT T A S K S P E O P L E Business Workspace User Interface Integration
  14. 14. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Anatomy of the Integration Business Object SAP SuccessFactors Data, Roles, Structure, Relations, RM Classifications, Native AttachmentsDATA CONTENT TASKS PEOPLE Workspace Template Trigger Event DATA CONTENT TASKS PEOPLE Business Workspace Template-Based Creation Extended ECM Platform Content in Context Workspace User Interface (Widgets)
  15. 15. OpenText Confidential. ©2016 All Rights Reserved. 1-3 year Migration Global Implementation Shared Service Center Complex scattered landscape Country by Country Module by Module Hybrid operation Extended ECM for SAP SuccessFactors Paradigm Shift – OpenText Supports your Journey HCM Extended ECM for SAP SuccessFactors One Single Source of Truth
  16. 16. OpenText Confidential. ©2016 All Rights Reserved. Employee Workspace Third Party Applications Recruiting Payroll Benefits … Extended ECM for SAP SuccessFactors Combine Several HR Business Applications HCM
  17. 17. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors On-Premise or in the Cloud – Your Choice Extended ECM for SAP SuccessFactors On Premise Extended ECM for SAP SuccessFactors In OpenText Cloud
  18. 18. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Certifications and Standards U.S. DoD 5015.02-STD v3 The National Archives Electronic Records Management Systems certification – UK Governments Australian Victorian Electronic Records Strategy VERS ISO 15489 compliance U.S. FDA 21 CFR Part 11 U.S. Section 508 compliance SEC 17a-4 MoReq2010
  19. 19. OpenText Confidential. ©2016 All Rights Reserved. Agenda Digital Transformation – Opportunity ECM in HR1 Extended ECM for SAP SuccessFactors – Functionality3 Summary4 Content Enriched HR Business Process – A new Approach2
  20. 20. OpenText Confidential. ©2016 All Rights Reserved. Easy Employee Collaboration  Seamless UI Integration  Easy Access  Outlook / Office 365 Integration Extended ECM for SAP SuccessFactors Best in Class HR Content Services Efficient HR Administration  Self-Service  Document Generation  Document Onboarding  HR Reporting & Workflows  SAP HCM integration  Scanning Centralized Content Management  Employee File Integration  Role Based Permission (RBP) Integration  Document Types  Permission & Control  HR Workspaces  Dossier View  Search Global Information Governance  Lifecycle Management  Document Retentions  Regional Compliance  Completeness Check  Audit & Activity Log Extended ECM for SAP SuccessFactors
  21. 21. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors UI Integration: Employee Home Page HR Professional Regular Employee HR Inbox with Tickets Employee Workspaces My Employee Workspace HR professionals and regular employees will have different home pages (role based landing pages)
  22. 22. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors UI Integration: Employee Profile Employee Workspace
  23. 23. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Backend Integration: Employee Synchronization Three Layer Synchronization  Employee record is synchronized on the Business Workspace Level  SuccessFactors’ roles, rules and groups are synchronized on the Business Workspace Level  SuccessFactors’ documents stored in database can be replicated into Business Workspaces (Planned) Employee Records SuccessFactors‘ Roles, Rules, Groups SuccessFactors‘ Documents Employee WorkspaceEmployee Record
  24. 24. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Backend Integration: Employee Synchronization Three Layer Synchronization (Technology)  Employee record: On demand or batch report  SuccessFactors’ roles, rules and groups: background report  SuccessFactors’ documents: triggered by Document Management Service (Planned) Employee WorkspaceEmployee Record Scheduled Batch Report & On-Demand Permission Synchronization Report SuccessFactors‘ Document Management Service
  25. 25. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors 360-Degree View of Employee  Employee Data has been synchronized from the SuccessFactors into Employee Workspace  The Completeness Check alerts the HR Admin of any missing and/or outdated documents
  26. 26. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Employee Workspace Structure View HR staff can manage and control employee content in a structured way- sorting, filtering and searching required documents anytime from the centralized location
  27. 27. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Dossier Viewer The dossier view allows easy visual access to all employee documents.
  28. 28. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Reports on HR Documents Track the document activities to reduce the document compliance risk.
  29. 29. OpenText Confidential. ©2016 All Rights Reserved. The employee can use document self-service to upload documents. HR Staff can then process the document onboarding inquiry. Extended ECM for SAP SuccessFactors Document Onboarding: Employee View
  30. 30. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Document Onboarding: HR View  HR Staff access the Inbox to process the document onboarding inquires  Pre-Filtering of tickets: HR Staff only sees the tickets from the employee which he is responsible for.  HR Staff can also process the tickets directly inside the SuccessFactors Landing page without losing the context of the Employee
  31. 31. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Document Onboarding: Document Validation Rules  Section C o Roles: Defines which role can use the document type from the onboarding process.  Section D: o Validity: Enter the period of time the document should be valid in months. o The calculation of the document validity is based on the value of attribute “Date of Original”.  Section E: o Select True if the document must be available. Select False if the document is not required. o System will generate an alert that this document is missing
  32. 32. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Full Text Search
  33. 33. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Document Creation in Employee Central
  34. 34. OpenText Confidential. ©2016 All Rights Reserved. Extended ECM for SAP SuccessFactors Authentication: Single-Sign-On  Security Assertion Markup Language 2.0 (SAML)  SAP SuccessFactors is the Identity Provider. Users will be validated by SuccessFactors Credentials  Single-Sign-On for SuccessFactors Users allows seamless access to Employee Workspaces Extended ECM for SAP SuccessFactors 1. Request SAP SuccessFactors Identity Provider 2.RequestSSO 3.Response 4.Redirect OpenText Directory Service with SAML 2.0 Authentication Handler Employee Workspace
  35. 35. OpenText Confidential. ©2016 All Rights Reserved. Agenda Digital Transformation – Opportunity ECM in HR1 Extended ECM for SAP SuccessFactors – Functionality3 Summary4 Content Enriched HR Business Process – A new Approach2
  36. 36. OpenText Confidential. ©2016 All Rights Reserved. Easy Employee Collaboration  Seamless UI Integration  Easy Access  Outlook / Office 365 Integration Extended ECM for SAP SuccessFactors Best in Class HR Content Services Efficient HR Administration  Self-Service  Document Generation  Document Onboarding  HR Reporting & Workflows  SAP HCM integration  Scanning Centralized Content Management  Employee File Integration  Role Based Permission (RBP) Integration  Document Types  Permission & Control  HR Workspaces  Dossier View  Search Global Information Governance  Lifecycle Management  Document Retentions  Regional Compliance  Completeness Check  Audit & Activity Log Extended ECM for SAP SuccessFactors
  37. 37. Extended ECM for SAP SuccessFactors Your gain. Guaranteed governance Reduced HR administrative costs Fast implementation Reduced legal risk and liability Reduced service center response time Reduced staff communication cycle time Increased HR staff productivity Better employee satisfaction Reduced IT administration and storage costs
  38. 38. OpenText Confidential. ©2016 All Rights Reserved. 38 Thomas Demmler Director Product Management Extended ECM Applications Email: thomas.demmler@opentext.com Blog: thomasdemmler.wordpress.com LinkedIn: de.linkedin.com/in/thomasdemmler Slideshare: www.slideshare.net/thomasdemmler Twitter: @thomasdemmler

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