Delivering Successful Simplification at Speed - David Goren /Astra Zeneca

PowerPoint Presentation

Delivering Successful Simplification at SpeedDavid Goren HR VP & Workday Programme DirectorHR Tech World Congress 2015

Who are we?

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To push the boundaries of science and deliver life-changing medicines we need great peopleso our HR processes and systems have to be world class

Our HR systems in 2013:

Disparate, highly customisedNot intuitive nor mobile friendly,Annual rounds of HR activities (e.g. performance) via various systems

Our challenge3

MedIAZ

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Global implementation of a world leading , intuitive and mobile HR system (Workday) for our core HR informationLimited configuration, no customisation Address challenges in data consistency, accessibility and flexibilityCreate master source of HR data

Review related HR processesGlobal and LocalSimplify and make more consistentDetermine which should be done by Line Manager and which sit better with HR.

Sounds great , but we need it live in half the timeOur Solution (1/2)4AZ led team, with subject matter experts from the key functions (HR, IT & Finance), Central & In Country

Supported at global level by Workday recommended implementation partner - Deloitte

Flexible , with global reach, co locating as required

ProposalLean and agile

Think differently. Fail fast - regroup, review and resolveSeries of evolving prototypes -Test, test and test again

Expectation management, balancing When? with Now!

Approach

Our Solution (2/2)5Active programme of engagement key to securing delivery:

Senior leaders of key functions on Steering CommitteeFrequent face to face and written updates to SET and leadershipActive Change Network in each country, co-ordinated centrallyRegular formal and informal interaction with HR, IT and Finance functions (Townhalls, updates, roadshows)Employee and Line Manager (Just in Time) engagement via global (central team) and local channels (Change Network)

Opportunity to simplify by : Delivering easier to use technologyAdopting new technology to support programme e.g. JIRA (risks/issues)Simplifying integration landscape (Service Orientated Architecture Strategy): Reduce overall integrationsProvide master source of HR data to industry standard, enabling use of Workday and other vendor -provided integration toolsDriven by simplification eg manual where required

TechnologyStakeholders

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Overall Scope6

69 countries*

23 languages

9 Workday modules+

20 countries visited

11,865 JIRAs opened & closed

47 Training Guides Issued

1,828 attendees** All HR1,115 attendees** All IT

130+ Programme Team Members

10 Workshop Events#*Total number of countries includes France and France MC and Malaysia and Malaysia APS as separate countries** Total number of attendees across the series # Total number of workshops included 2 TTT events, 5 localisation sessions and global E2E workshops+ Human Capital Management (HCM), Self-Service (ESS/MSS), Mobile, Talent, Performance Management, Succession Planning, Absence Management, Payroll Interface and dashboards & reporting 200 comms pieces sent

600 workshops

Overall Activities7TestingData MigrationsIntegrations54** manual connector countries5 prototypes 2 third party suppliers 2 million legacy objects10**automated countries6 test cycles for data* 200,000 test scenarios run*2,000 test scenarios executed in country71 payroll integrations**68 non-payroll integrations116 retained integrations

500 automated scripts

51** rule books#

*10,000 unique test scenarios but many were executed multiple times**There is not a 1:1 relationship between countries and the number of payroll integrations. Many countries have multiple payroll interfaces and integrations# This was reduced from an original scope of ~357

Tuesday 28 April 2015 Workday successfully went live to HRMonday 11 May 2015 We went live to all AZ and Medi employeesBy 19 September 2015 Over 91% of our global population had logged into Workday

Recognised externally as one of the fastest and most successful implementations of Workday to date especially in view of the size and complexity of our organisation.Go Live8

UK

Spain

VietnamPhilippines

Hong Kong

US

Turkey

Portugal

Greece

Canada

HR get chance to look around and get to know live system update any data from cutover

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Post Go Live Hypercare Success9System stabilitySupport StabilityUser ExperiencePayrollIntegrationsDataTicket VolumesCore HR*

*Goals & Individual Development Plans

Period of Hypercare ( up to 6 months)Additional support and monitoring by Central team (to supplement business as usual)Aim to reduce disruption (and business impact)Each Country Exit to be against Agreed Exit criteria System stability - Final Payroll Posting/ First Payroll Quality; Connector Health Checks; Other Connectors; Integration stability; Data accuracy checks.Support stability - Performance against SLAs; P1, P2,(P3,P4,P5) ticket volumes; Ticket trend analysis ; Root Cause Analysis,(and fix) for key trends/issues; Aging ticket volumes User experience - User Engagement Survey; CSAT scores ; Major incidents

As at 28 August 58.65% of global population had entered goals (in progress, approved etc)As at 28 August 52.24% of global population had IDPs in WD (in progress, approved etc.)9

For our CompanyFor all our EmployeesFor our Managers Benefits delivered 10Our people information is more consistent, more accessible and easier to use

Leaders have access to consistent global information to make decisions about our business and our workforce

Other functions and projects have a master source of HR information.Single, easy to access place, to view and update all their teams HR data

Access to live and consistent HR data

Access to improved reporting and analytics

Specialised tasks now with HR

Less HR related emailsEasily accessible HR system including via mobile devices

Update own personal data and add photograph

Enter / Update career profile

Manage and build historic record of Goals

Searchable Dynamic organisation charts - photos

New joiners can begin onboarding ahead of their start date

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Employee Feedback End User Engagement Survey11It will help us to have reports and do analysis.Yes, system is much more user friendly Looking forward to have the system completely migrated into WorkdayIt is a clear improvementI was surprised with this process because, it will help me a lot in my day to day activities in fieldwork.Anything that will make things simpleWe will maximize the use of the new systemIt improves our HR processes.My expectation was a complicated system. This one surprised me.2 systems now still linking into AZe for PayrollI would have liked the entire HR suite of transactions to be moved to Workday.The system seems to be much more user friendlyI really like the processProcesses same like those of social media fbStill have to utilise the forms to hire a new person but the process itself seems a lot smoother.Self explanatoryWell communicatedThis tool will be useful and more practical for all employeesEasy to see direct reports and the information necessary.

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