ennVee

Enterprise

Oracle Performance Management – Goals, Feedback & Performance

About the Customer

SCHWING Stetter India 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 of 5 production plants.

Workforce: 800 staff employees and 1500 contract workers.

Technology Status

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 sheet for multiple reports.

Business Challenges

The in-house application’s utility was confined to basic functionalities and was not streamlining their human resource functions.

Their key focus is performance system, and the on-premise system was not able to respond to the organization’s extensive performance management objectives.

One of the key challenges with the existing system for performance was that system could not support the upload of large amount of performance evaluation data of 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.

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Why Oracle HCM?

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 to 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.

Oracle HCM Modules Implemented

The company has implemented Oracle Core HR and Oracle Performance Management.

ennVee Solution – 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 document and associating questionnaires to the roles.

Performance_Management_Process

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 system will not accept, displaying error.

This feature was enabled on the calculation logic developed by ennVee. The customer has been using a logic and pattern for evaluation. Multiple case scenarios were used to come to this unified calculation logic.

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 the Oracle’s workflow to support these rating approach. 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.

Looking at the customer’s processes, ideally a PaaS system could be designed to respond to each of these requirements, which could be integrated to Oracle. This is because enabling self-service concepts to such extent would be best supported with a PaaS solution since it would need extensive validations and provisions to store values.

However, ennVee developed and offered multiple customizations, instead of resorting to a PaaS solution. All these workarounds were built as separate report and then incorporated in the same page.

Below mentioned are some major customizations that were offered.

  • The rating process was so designed that if the report gives a score of 4, then the score would be compared to sub-sets like role criticality and other parameters. Post this, the score has to be compared to the margin. This is then followed with the Manager providing the rating based on the system suggested range.
  • Based on the multiple logic patterns to ratings that the customer needed, there were close to 178 different permutations and combinations. These were summarized based on commonalities and termed as achievements. They wanted the score to be a corresponding value from the range based on the specific criterion. This feature was not in the Oracle performance management system.
  • ennVee incorporated this customization in the same page using a record feature. However, when the logic is chosen, the number is taken. But there was no place in Oracle to evaluate these entries. With OTBI report, this logic was placed as a global variable for all the 178 logics.
  • As per their processes, they followed a common goal name instead of having a goal identification. Because of this approach, if two people had the same goal, then same results would be shown. ennVee offered a solution where descriptions were used to restrict, without complicating the entries.
  • The customer further wanted dates to be added since their present process had dates of achievement being imported. The same logic combinations and solution were applied to the requirement of date entries.
  • Configurations were modernized using descriptive flexfield concept. Whenever they select, they will only see dependent variables. No other fields will be visible based on the inherent logic.
  • A dashboard report was designed to show this career progression. This data was provided in excel by the client.

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 modern practice. To this end, ennVee had designed an extensive training program to help users get aligned with the changes.

Rather than simply pursuing ‘train the trainer’ program, ennVee took special initiatives in training the most part of the user base. ennVee offered a batch wise approach to training where users were teamed into clusters based on roles. These trainings involved an in-depth explanation and hand holding of the tool.

Business Outcomes

There were close to 40-45 processes as part of the performance management process that are 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 system to Oracle Fusion HCM 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 of 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.

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