The customer is an established manufacturer and supplier of construction equipment. The company caters to more than 30 countries and presently has more than 10,000 customers. They have multiple branches. This implementation was done for the Chennai unit, which comprises 5 production plants.
Workforce: 800 staff employees and 1500 contract workers.
Scripts Used
The customer was using SAP enterprise solution. However, they moved to Oracle HCM Cloud for its extensiveness and depth of features.
They were using an in-house built on-premise solution. It was a simple forms-based application. They were using excel sheets for multiple reports.
Business Challenges
The in-house application’s utility was confined to basic functionalities and was not streamlining its human resource functions.
Their key focus is the performance system, and the on-premises system was not able to respond to the organization’s extensive performance management objectives.
One of the critical challenges with the existing system for performance was that system could not support the upload of large amounts of performance evaluation data from more than 800 employees. There were instances of the system crashing, whenever their employees would log in in high numbers.
The customer has a very elaborate quantitative approach-based performance appraisal system. Their measurement criteria and rating process is defined and set. Even Oracle has the provision to select a rating from a list-down value. However, the customer wanted a provision for a value to be entered.
The customer was yet to use a self-service portal. HR function was responsible for managing all data.
The customer wanted Oracle HCM Cloud Performance Management to modernize and automate their performance management process while being able to get actionable insights into performance progressions and alignment with organizational objectives.
However, they also wanted a system that could offer configurable performance evaluation templates that can accommodate their organization’s well-serving performance processes.
The company has implemented Oracle Core HR and Oracle Performance Management.
Oracle Performance Management Implementation, Enhancements & Customizations
Setups
Competencies and qualifications required for performance management were defined. These employee objectives are aligned with the business strategy and goals.
Performance Roles
Roles were defined, descriptions added, roles made available for performance documents, and associating questionnaires to the roles.
Appraisal Workflows and Workarounds: A self-service-based appraisal system was configured where employees would do a self-rating. This rating was not to exceed a certain system-recommended range. In case it exceeded, then the system will not accept it, displaying an error.
Customization
The customer had a very defined approach for employees to rate themselves and the manager to allocate ratings subsequently. They wanted workarounds to be done in Oracle’s workflow to support these rating approaches. The process requirement was such that there were rating ranges configured for each role based on defined parameters like criticality and non-criticality of the role. Every employee’s self-rating would be subjected to this configured range.
Training
As part of the change management initiative, it was important for the users to be enabled to adopt the transformed process. This was a major transition for the users to move from using their in-house application to Oracle's modern practice. To this end, ennVee had designed an extensive training program to help users get aligned with the changes.
Rather than simply pursuing a ‘train the trainer’ program, ennVee took special initiatives in training most parts of the user base. ennVee offered a batch-wise approach to training where users were teamed into clusters based on roles. These training involved an in-depth explanation and hand-holding of the tool.
Delivered Benefits
There were close to 40-45 processes as part of the performance management process that is now streamlined with automation, replacing efforts involved in manual entries. The former setup was burdened with multiple logic in the system. It is now replaced with a unified logic.
The customer has moved from a legacy to Oracle Fusion Cloud with a master record, that not only holds the current record, but also the historical data covering assignment data, grades, career progression, employee personal data, and others.
Managers can view performance task completion, rating distributions, and manager ratings. The customer is able to manage their entire employee data for performance appraisal in Oracle, whilst retaining their present preferred practice.
