How do I create this ad hoc report? How do I set up a new permission group? How can I enforce this employee mass change?
These are some of the common questions a customer system administrator is left to ponder after the Professional Services consultant has rolled out an Employee Central
(EC) project and the client has transitioned to customer support. The goal of an effective implementation process is to minimize the need for support post Go-Live.
As an Employee Central consultant, we must strongly encourage the merits of customer self-service in terms of up-skilling on the various components of EC such as Role Based Permissioning (RBP), Foundation Data maintenance and EC Reporting. Conversely customers must be committed and willing to dedicate sufficient resources in order to build up the necessary system proficiency.
How are these development objectives achieved?
Role Based Permissions-
- On weekly project calls have the customer demonstrate their ability to create and edit an actual permission group and role in admin tools and continue this until the customer has reached a sufficient expertise level in this area. This task will build the confidence of the system administrator in an area which some clients can find complex.
- To assure administrators are proficient in managing RBP, remove three sections and three fields from a test user role and have the system administrator troubleshoot to enable these fields to be visible or editable for the particular role again. Reinforce the View User Permission feature in Admin Tools that will assist the customer in the majority of RBP issues.
Foundation Data Updates- Post Go-Live, these updates will ordinarily be processed manually by the system administrator. The customer should demo minor updates in the test site during implementation to ensure they understand this product area.
EC Employee Reporting- Ensure that any customer reporting requirements are not built by the consultant but are created by the customer’s system administrator. An archetypal report would include an employee date range report with personal, job and compensation details.
EC Foundation Data Reporting- Ensure that the system administrator extracts three foundation data reports that match with import templates. e.g. Department, Job Classification , Pay Grade
Mass Changes –Ask the customer to demo a mass change for a batch of 5-10 test employees in Job Info and Compensation Information.
An Employee Central consultant can also provide valuable advice and direction to the customer during the roll out to the company population. This is an area that the customer project team could potentially miss in the rush to achieve the expected Go-live date.
Critical Aspects of a Customer Roll-out Strategy
- Is RBP set up in a very open style for employees to edit information? If so, you will need Employee Self Service (ESS) training sessions to educate staff in Employee Central functionality and sell to them the merits of the new approach to HR Data
- It is imperative that managers are comfortable utilizing the system. Dedicate internal Manager Self Service (MSS) 1 hour training sessions in the weeks approaching Go Live and emphasize the criticality of timeliness and accuracy in terms of managing employee data in the system. It is recommended that organizations involve a grouping of managers in the system testing phase. These training sessions can be continued post Go Live with the focus potentially shifting to Reporting within EC.
- Resistance towards change will exist to some level in every company. As a result of this, it is extra important to sell the usability and merits of the system. These messages should come from leaders within the organization most notably the HR Director or IT Director. To support this initiative further and to attain true employee “buy-in” to the project, other members of the senior leadership team need to communicate their commitment to the system such as the CFO or the CEO.
- While there is excellent generic EC documentation available on the Customer Community Portal, it is recommended that each customer create an EC Handbook detailing how the organization utilizes the module. This will certainly assist any new HR team member who will need to rapidly develop expertise in this area.
- Create a generic email address for internal EC support issues which will help capture any specific training needs regarding certain areas of the system e.g. reporting, ESS
An EC Consultant can suitably prepare the customer for all facets of system maintenance post Go Live. However, the customer must plan strategically for the post implementation phase and develop an appropriate skill set to successfully administer EC in a timely and efficient manner.
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