The client is noted in the construction equipment manufacturing and supply domain. With a presence in more than 30 countries, the company has more than 10,000 customers. The company has multiple branches.
Workforce: 800+ staff employees and 1500 contract workers
The customer has a very defined approach to all their HR processes which have been hitherto followed. They wanted Oracle Cloud HCM to support this approach by way of customizations, whilst primarily pursuing the Oracle process designed around global best practices.
The challenges faced by the business with regard to the HR processes were,
The customer has been using the SAP enterprise solution. However, they decided to move to Oracle HCM for its in-depth features. They have been using an in-house built on-premises solution to manage their HR functions. Since this was a simple forms-based application, its utility was confined to basic functionalities and could not serve the business’s needs to streamline its core HR processes.
Oracle HCM Modules Implemented - Oracle Performance Management and Oracle Core HR.
Oracle HCM Cloud Core HR Implementation, Enhancements & Customizations.
A data upload of 2000 odd employees through HDL format was enabled while ensuring complete control and access to HR.
There were close to 20 self-service requirements for requirements such as mobile reimbursement, travel reimbursement, Mediclaim intimations, petrol allowances, and others. In absence of a standard solution approach for such requirements, ennVee offered a customized solution using a workaround with a document of records.
In the document of records, documents were uploaded that could be accessed by employees and admin. There were close to 35-40 fields that were created for each document. As and when needed, these documents could be downloaded. Multiple document requests were done under this requirement.
Workflow and Validation
Subsequent to the above-mentioned documents upload enablement, the customer needed a workflow and validation process. Multiple restriction criteria were deployed to this end.
The company had a salary record of more than 1.18 lakh records, which was uploaded to the system in a noticeably short time. The records needed to be aligned and then uploaded. Excel is not equipped to support a database of this size. A unique solution was designed for this concern. Data were loaded in a custom table in the EBS system. Then using a stored procedure, alignment was done. The data did not have end dates for the salary record since Oracle would not offer the same in the case of salaries, as it does for other records. These end dates were again validated through a stored procedure. Each employee record was grouped, and compared with start dates, and end dates were validated in relation to the previous record.
Report on Employee Lifecycle
The customer wanted to track the employee lifecycle. They wanted to be able to check and analyze the employee journeys over their entire lifetime with the organization. A detailed report was built to display the career progression and employee journey. There were close to 25 other customized reports created.
Transfer and Promotion Request
There was no automation in this area. The process was marked with a series of email trails exchanged between business heads and HR. A solution was offered for the same. Now Line Manager and HR can assign the transfer, and send the same for approval, which automatically gets updated in the employee record in effect from the scheduled date. Reports were built to support analysis of the same.
Probation & Training
The customer was depending on email communication for probation-based processes, where HR would send an email to employees due probation confirmation, a questionnaire needs to be filled up, responses would be analyzed, necessary approvals sought and then the status would be updated manually in the system. With ennVee’s customized solution, HR will trigger the evaluation. The line Manager shall conduct the evaluation, and give recommendations on the confirmation, extension, or termination. And this status gets automatically updated for the employee.
Employee Salary & Compensation
The customer needed the compensation structure with a break-up to be auto-added to the offer letter. This needed customization since this feature is not part of the standard Core HR module. Using the Oracle payroll functionality, an approach was designed to accommodate this requirement. The customer now has to add just the basic, all other subsequent values are auto-generated, which then get added to the offer letter.
The absence management feature, part of Oracle Cloud HCM is also implemented to effectively manage employee absenteeism.
Additional employee engagement workarounds like welcome letters being sent at joining, auto-scheduled birthday greetings with notification to the employee department, and others were offered to the customer.
Users were supported with extensive training to transition to HCM Cloud from their existing in-house on-premises application.