Presentation Slides - UK and Ireland SAP User Group
Presentation Slides - UK and Ireland SAP User Group
Presentation Slides - UK and Ireland SAP User Group
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<strong>SAP</strong> runs AQDB@<strong>UK</strong>I <strong>SAP</strong> <strong>User</strong> <strong>Group</strong> Conference Manchester 2012Rocco Giuliano / SQM SSC EMEA HR OperationsNovember 19th, 2012© 2012 <strong>SAP</strong> AG. All rights reserved. 1
Agenda• Helping the world run better – about <strong>SAP</strong>• <strong>SAP</strong> runs AQDB because…• How <strong>SAP</strong> runs AQDB…• Template management• Individual letter generation• Proven business case! ESS Scenario for Germany• Mass letter generation• Event triggered letter generation• Best practices• Questions© 2012 <strong>SAP</strong> AG. All rights reserved. 2
Helping the world run betterAbout <strong>SAP</strong>Headquartered in Walldorf,Germany, with locations in morethan 130 countries, <strong>SAP</strong> AG isthe world leader in enterprisesoftware <strong>and</strong> software-relatedservices
Helping the world run betterAbout <strong>SAP</strong>The Shared Service Center EMEA,located in Prague, provides first classHR-services for approx. 25.000Employees across the region
Helping the world run betterAbout <strong>SAP</strong>To enable this bilateral services, <strong>SAP</strong>runs the newest technologies <strong>and</strong>collaboration tools. Such as theAccenture QuickDocument Builder -AQDB-
<strong>SAP</strong> runs AQDB because…• It helps us accelerating, automating <strong>and</strong> st<strong>and</strong>ardizing theprocess of correspondence generation• Of its direct integration into <strong>SAP</strong> HCM• Of its ease of use with the familiar Microsoft Word® environment• It comes with more than 600 preconfigured data fields from <strong>SAP</strong>HCM• Of a secure, auditable <strong>and</strong> comprehensive process• “With AQDB content management works more effectively”
How <strong>SAP</strong> runs AQDB…• 200+ active templates• 60 HR employees authorized <strong>and</strong> trained to use AQDB worldwide• 25.000 <strong>SAP</strong> employees using AQDB via ESS scenario• 300.000+ letters created via mass letter generation AQDB in 2011• 4 HR employees able to generate letters for the whole <strong>SAP</strong>population (approx. 54.000 employees) in 5 working days!• ESS scenario used in 24 company codes right now
How <strong>SAP</strong> runs AQDB…Detailed ViewAQDB ToolHR UsageEmployeeSelfServiceUsageTemplateManagementDocument CreationLetterGeneration“on the fly”IndividualLetterGenerationMass LetterGenerationTo be: EventtriggeredLettergeneration
Template ManagementEnables template managers to:• Predefine templates with…• Data coming from <strong>SAP</strong> HCM• Pictures• Freetext fields• Define archive storing• Enable documents for ESSusagePossible Templates• Document templates• E-Mail body templates• Text Module templates• Text Module Selection rules• Portfolios
Template ManagementMDR selectionPreviewDocumentCreation
Individual Letter GenerationCommunicate with your Employees withinsecondsAQDB ToolHR Document CreationEmployeeSelfServiceUsageIndividual LetterGenerationMass LetterGenerationTo be: EventtriggeredLettergenerationLetterGeneration“on the fly”
Individual Letter GenerationCommunicate with your Employees withinseconds• Letter Generation based on data maintenance in HCM• Possibility to print, archive or email letters directly to employees,HR colleagues & Managers• Possible use cases• Amendments based on HR Service Requests• Benefit statements• Certificates• …
Individual Letter GenerationCommunicate with your Employees withinsecondsDocument CreationTemplate Mgmt
Proven business case!ESS Scenario for GermanyAQDB ToolIndividualLetterGenerationHR Document CreationMass LetterGenerationTo be: EventtriggeredLettergenerationEmployeeSelfServiceUsageLetterGeneration“on the fly”
Proven business case!ESS Scenario for GermanyFormer ProcessLog on To Portal &navigate to pageCreate EIC Ticket orstart request WFlowHRdirect Selectsticket or createsticket for WflowitemCreate letter withword <strong>and</strong> manualdata selection fromIPPPrint <strong>and</strong> send viapaper mailEmployee receivesletter to privateadress2 min 2 min1 min 11 min5 min3 days4 Days total Cycle TimeProcess with ESS scenarioLog on To PortalSelect statementPrint / Save statement2 min 3 min 1 min6 min total Cycle Time• Cycle time reduced from 4 days to 6 min• HR Effort savings: 143 person days / year• 0,6 FTE savings base vs. 1 time IT effort 25 – 40 days
AQDB ESS demoGet your letter in 5 clicks
AQDB ESS demoGet your letter in 5 clicks
AQDB ESS demoGet your letter in 5 clicks
AQDB ESS demoIndividualize your letter
AQDB ESS demoFinish your letter
AQDB Mass Letter GenerationThe way to address many!Generate, print <strong>and</strong>archive letters <strong>and</strong>provide Employeewith…Attachmentvia E-mailLink viaEmailSo called“Mini ESS”Linkcontains allhistoricaldocumentsarchived inthe samedoctype
AQDB Mass Letter GenerationThe way to address many!• Emails are HTML• Emails can be sent “private”• Generated document isimmediately archived• Only documents for the logged onend-user will be displayed• Printing is always possible for allmentioned optionsConditions• Only electronic scanned signaturepossible• Ideally limited number of templates• Limited possibility of adjustingtemplates during run• Data not available in HCM Systemhas to be added via Microsoft Excel• No download to file system
AQDB Mass Letter GenerationThe way to address many!Former Process – creating, printing <strong>and</strong> archiving of 100 lettersCreate Word Mass lettertemplateIdentify receivingemployeesRun <strong>SAP</strong> Ad hocquery to identifyneeded dataRun mass lettergenerationPrint lettersArchive letters60 min 10 min5 min 5 min10 min200 min230 min ~ 4 hours total cycle timeProcess with AQDB Mass Letter GenerationCreate AQDB templateIdentify receivingemployeesRun AQDB Massletter generationPrint & archive letters60 min 10 min 5 min10 min25 min total Cycle Time• Cycle time reduced from 4 hours to 25 min
AQDB Mass Letter GenerationThe way to address many!Select your template &define employees
AQDB Mass Letter GenerationThe way to address many!Select where your datashould come from &choose furtherprocessing
AQDB Mass Letter GenerationThe way to address many!Name, start & monitoryour letter generation
Event triggered LetterGenerationTo be started soon…AQDB ToolHR Document CreationEmployeeSelfServiceUsageIndividualLetterGenerationMass LetterGenerationTo be:Event triggeredLettergenerationLetterGeneration“on the fly”
Event triggered LetterGenerationTo be started soon…PrerequisitesTemplates per EmployeeLifecycle Event&Maintenance of eventsper Employee in HCMEvent occurs forcertain EmployeePossible use cases• Return from maternity leave• Reaching of retirement age• End of assignment• …Documentwill bereleasedautomatically
Best Practices• Define templates as easy as possible• Have a small, but well trained group of template managers• Train especially mass letter creators• Use Text Modules as often as possible• For Mass Letter Generations:• Test runs are essential!• It may needed to define more than one template for the whole population
Questions
Thank youContact information:Rocco GiulianoSQM SSC EMEA HR Operations<strong>SAP</strong> AG I Albert-Einstein-Alle 3 I 64625 Bensheim I GermanyT +49 6227 756510 I F +49 6227 78 43071 I M mailto:rocco.giuliano@sap.comwww.sap.com
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