SCHWING Stetter India is a noted name in the construction equipment manufacturing and supply domain. With presence in more than 30 countries, the company has more than 10,000 customers. The company has multiple branches, and this case is pertaining to the Chennai branch. ennVee implemented Oracle Cloud HCM for the legal entity which includes all plants, one division with 5 production plants in Chennai.
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 largely pursuing the Oracle process designed around global best practices.
The challenges faced by the business with regards to the HR processes were,
Employee Data: A data upload of 2000 odd employees through HDL format was enabled, while ensuring complete control and access to HR.
Self – Service Portal: There were close to 20 self-service requirements for requirements such as mobile reimbursement, travel reimbursement, Mediclaim intimations, petrol allowances and such others. In absence of a standard solution approach for such requirements, ennVee offered a customized solution using a workaround with document of records.
In 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. With groovy script, multiple restriction criteria were deployed.
For instance, for self-service features like Mediclaim and children’s education, the employee will upload the respective document and ask for a claim. The validation support enabled would point out an error in case of entries that are not validated and are beyond permissible numbers. This validation was enabled for all the 20 self-service features.
Salary Record: 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 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 case of salaries, like it does for other records. These end dates were again validated through a stored procedure. Each employee record was grouped, compare 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 analyse the employee journeys over their entire lifetime with the organization. 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 series of email trails exchanged between business heads and HR.
A solution was offered for the same. Now Line Manager and HR can themselves assign the transfer, 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 analysed, necessary approvals sought and then status would be updated manually in the system.
With ennVee’s customized solution, HR will trigger the evaluation. Line Manager shall conduct the evaluation, give recommendation on confirmation, extension, or termination. And this status gets automatically updated for the employee.
Employee Salary & Compensation: The customer needed the compensation structure with break-up to be auto added to the offer letter. This needed a customization since this feature is not as part of the standard Core HR module.
Using the Oracle payroll functionality, a fast formula was used to accommodate the requirement. The customer now has to add just the basic, all other subsequent values are auto generated, which then gets added to the offer letter.
Absence Management: The absence management feature, part of Oracle Cloud HCM is also implemented to effectively manage employee absenteeism. This module is slated to be used in future by the customer.
Employee Engagement: Additional employee engagement workarounds like welcome letters being sent at joining, auto scheduled birthday greetings with notification to employee department and such others were offered to the customer.
Training Support: Users were supported with extensive training to transition to HCM Cloud from their existing in-house on-premise application.
Anand Kalidass