Welcome to the HR Stream

Sponsored by:

Kane Millward and Martin Penrose

SAP-Novell

• Knowledge-sharing

• Free conference pass

Purpose

• About the University

• What was Wrong

• Business Drivers

• Scope & Plan

• Architectural Strategy

• Technical Insight

Content

• Business Process Re-engineering

• Benefits

• Lessons Learned

• Questions

“Proud to be London Met”

• Rich history with strong educational roots dating back

to 1848

• Created in 2002

• City and North campuses

TV Studios and recording facilities

Sir John Cass Art,

Architecture and Design

(The Cass)

Newsroom

Sir John Cass Art,

Architecture and Design

(The Cass)

Mock Court Room

Faculty of Business and Law

Trading Rooms

Faculty of Business and Law

Languages – Interpreting Suite

Faculty of Social Sciences

and Humanities

Science Centre

Faculty of Life Sciences and

Computing

IBM Suite

Faculty of Life Sciences and

Computing

What was Wrong

• Security

What was Wrong

• Paper

What was Wrong

• Delay

Business Drivers

0

500

1000

1500

2000

2500

3000

Jan-05 Jan-06 Jan-07 Jan-08 Jan-09 Jan-10 Jan-11

Sta

ff N

um

ber

London Met Headcount

Permanent

Temporary

Business Drivers

Business Drivers

Business Drivers

Scope, Schedule

& Cost Planned

Actual

System

Landscape - past

System

Landscape - present

System

Landscape - future

Technical Insight

Why Novell (NET IQ)?

• Lynchpin of the University’s

strategic ‘hub and spoke’ paradigm.

• Not a green field site – prohibitive

replacement costs.

• Novell IDM – best of breed.

• SAP Connectivity.

Multiple Contracts

= Multiple UserIDs

• If you have multiple houses you

will also have multiple sets of keys.

•IDOC technology treats employee

contracts as individual.

•Security - Different rights/access

privileges/terms and conditions.

•Effort/Simplicity (Less than 2.6% of

Employees > 1 Contract).

Driver Overview

“IDoc (Intermediate

Document) is a

standard SAP

document format.

IDocs enable the

connection of

different application

systems using a

message-based

interface.”

Personnel Actions

IDOC’s produced for:

•New Entrant

•Re-Hire

•Leaver

•Contract Extension

•Change of Appointment

•Change of Employee Name

•Multiple Employment

IDOC’s – WE02

•Traffic Light Status

•Selectable Date

(Created)

•Time IDOC created

•Drill down option

IDOC Segments

•Drilled down IDOC.

•All IDOC Infotypes.

•Note ZZDEPT –Custom

LMU addition.

•Additional Custom

fields.

IDOC Filtering

• Changes of HR data

result in IDOC

generation

• 100’s of IDOC’s

created!

• Filtering on Employee

Group and Action Type

IDOC Filtering

•BADI -

HRALE00OUTBOUND_IDOC

•ZHRALE00OUTBOUND is

the LMU Custom

Implmentation

IDOC Filtering

•BADI -

HRALE00OUTBOUND_IDOC

Infotype 0105

Inbound IDOC -

•Communication User

required - IDMPRD

•System User Name

•E-Mail Address

SAP User Creation

•SAP SU01 – Automated User

creation.

•All required parameters set.

•Access provided to HR Employee

Self Service and E-Rec. (ESS)

•Access provided to HR Manager

Self Service (MSS) for Management

positions.

E-Mails

•Confirmation E-Mails

•Generated by Novell.

•Sent to all affected parties.

•For all action Types

Monitoring

•IDM checks for errors.

•Check ST22 daily logs in SAP.

• Monitor Job Overview Status in

SAP (SM37).

• Check iDocs List (WE02) against

New Starters query.

• Identity Management team also

have various monitoring tools.

Business Process Re-engineering

2.5.12. Update

Staff Directory

entry

(Appointee)

staff_directory_update

2.5.1. Produce

Starters

Report &

Disseminate

(HR Ops)

2.5.2. Return

new email

addresses &

network IDs

(LDAP Admin)

2.5.5. Input

email

addresses and

Network Ids

(HR Ops)

O

2.5.6. Setup SAP

user & Sync. with

e-Recruiting

(SAP Sys Admin)

2.5.13.Transmit

Starters info –

P45/46 – to

HMRC

(Payroll Officer)BACS

sent

Month End

Batch

SAP HCM

Master Data

starters_report

2.5.4. Add starter to

online Staff

Directory

(White Pages

Admin)

starters_report

updated_

starters_report

Staff Userid

Database

(SUD)

Staff

Directory

staff_directory_

starter_details

SUD_lookup_details

LDAP

SAP HCM

Master Data

Month End Process (P5)

EMIS

Database

2.5.3. Check if

new starter in

EMIS (ID Card

Admin)

X

X

2.5.8. Check if

request for

contact data

was sent (ID

Card Admin)

2.5.9. Send email

to new starter

requesting

contact details (ID

Card Admin)

2.5.7. Validate

new starter

record in EMIS

(ID Card

Admin)

2.5.10. Send

back contact

details to ID

Card Admin

(New Starter)

SUD_lookup_details

In EMIS

Not in EMIS

EMIS

Database

2.5.11. Add

new starter

details in EMIS

(ID Card

Admin)

Request send

Request

not send

EMIS_starter

Staff Userid

Database

(SUD)

EMIS_starter

2.5.9. Update

Staff Directory

entry

(Appointee)

staff_directory_update

2.5.1. Produce

Starters

Report &

Disseminate

(HR Ops)

O

2.5.10.Transmit

Starters info –

P45/46 – to

HMRC

(Payroll Officer)BACS

sent

Month End

Overnight

Batch

2.5.3. Add starter to

online Staff

Directory

(White Pages

Admin)

starters_report

Staff Userid

Database

(SUD)

Staff

Directory

staff_directory_

starter_details

SUD_lookup_details

SAP HCM

Master Data

Month End Process (P5)

EMIS

Database

2.5.2. Check if

new starter in

EMIS (ID Card

Admin)

X

X

2.5.5. Check if

request for

contact data

was sent (ID

Card Admin)

2.5.6. Send email

to new starter

requesting

contact details (ID

Card Admin)

2.5.4. Validate

new starter

record in EMIS

(ID Card

Admin)

2.5.7. Send

back contact

details to ID

Card Admin

(New Starter)

SUD_lookup_details

In EMIS

Not in EMIS

EMIS

Database

2.5.8. Add new

starter details

in EMIS (ID

Card Admin)

Request send

Request

not send

EMIS_starter

Staff Userid

Database

(SUD)

EMIS_starter

‘As Is’ ‘To Be’

X

X X

Hiring: Month End Processing

overnight

batch

2.6.1. Extract new

staff userids & FTP

(Luke script)

2.6.2. Cron job –

interrogate existing

email addresses,

create new emails

addresses & FTP

(Magpie2 script)

staff

userid

info

Staff Userid

Database

(SUD)

new_staff_userids

2.6.4. Create

LDAP account

(FSMD01 service)

new_staff_userids_e

mails

LDAP

existing email

addresses

new LDAP

accounts

2.6.3. Create

Weblearn account

(script)

Weblearn

Database

new Weblearn accounts

2.6.5. Extract staff

card access

details & rebuild

card-file table

(script)

staff card

access details

Building Entry

Barriers

Database

Staff Mail

server

Overnight

Batch (P3)

ESi

Database

staff

card access

details

card-file

table

2.6.6. Update

access control

units with changes

to card access

details

(script)

new email

addresses

staff

card access

details

Business Process Re-engineering

‘As Is’ ‘To Be’

X

X

X

overnight

batch

2.6.1. Extract new

staff userids with

email and

Account ID info

Staff Userid

Database

(SUD)

new_staff_userids_e

mails

LDAP

2.6.2. Create

Weblearn account

(script)

Weblearn

Database

new Weblearn accounts

2.6.3. Extract staff

card access

details & rebuild

card-file table

(script)

staff card

access details

Building Entry

Barriers

Database

Overnight

Batch (P3)

ESi

Database

staff

card access

details

card-file

table

2.6.4. Update

access control

units with changes

to card access

details

(script)

staff

card access

details

X X

Hiring: Overnight Batch Processing

New Starter

(from LMU SUBST Hire

TopLevel)

2.3. Notify SUD

Admin of new

starter

(HR Recruiter)

2.1. Auto-generate

the Contract of

Employment + ‘Start

Date’ letter (HR

Recruiter)

Personnel Files

filed contract

2.4. Add new

starter to SUD

&

SupportWorks

(SUD Admin)

2.7. Provide

passport photo,

check ID card form

details & return

(Appointee)

2.10. Lookup on

SUD

(ID Card Admin)

Appointee

commences work

staff

info for SUD record creation

sud_esi

starter

2.8. Sign

contract &

return

(Appointee)

2.9. File signed

contract

(HR Recruiter)

SAP HCM

Master Data

2.2. Contract with

ID Card form send

to Appointee

(HR Recruiter)

contractual

data

contract

ID card form

signed

contract

completed

ID card form

ESi

Database

ID card forms filefiled

ID card form

2.11. Enter ID

Card details/

Produce/

Despatch ID

Card & Update

SUD & ESI

(ID Card Admin)

ID card

Staff Userid

Database

(SUD)

If Month End

Printed Library

Barcodes

Employee

Hiring (P2)

2.12. Send email

to new starter

requesting

contact details

(ID Card Admin)

2.13. Send back

contact details to

ID Card Admin

(New Starter)

2.14. Add new

starter details in

EMIS (ID Card

Admin)

EMIS

DatabaseEMIS_starter

SUD_lookup_details

Building Entry

Barriers

Database

O

2.5. Month End

Process (P5)

+

2.6. Overnight

Batch

(P3)+

ID card form copy

S

Service Desk

SupportWorks

Supportworks

account Creation

staff card

access details

Business Process Re-engineering

‘As Is’

‘To Be’

X X

X

X

X

Employee Hiring

(from LMU SUBST

Hire TopLevel)

2.1. Auto-generate

the Contract of

Employment + ‘Start

Date’ letter (HR

Recruiter)

Personnel Files

filed contract

2.7. Provide

passport photo,

check ID card form

details & return

(Appointee)

2.10. Lookup on

SUD

(ID Card Admin)

Appointee

commences work

sud_esi

starter

2.8. Sign

contract &

return

(Appointee)

2.9. File signed

contract

(HR Recruiter)

SAP HCM

Master Data

2.2. Contract with

ID Card form send

to Appointee

(HR Recruiter)

contractual

data

contract

ID card form

signed

contract

completed

ID card form

ESi

Database

ID card forms filefiled

ID card form

2.11. Enter ID

Card details/

Produce/

Despatch ID

Card & Update

SUD & ESI

(ID Card Admin)

ID card

Staff Userid

Database

(SUD)

Employee

Hiring (P2)

2.12. Send email

to new starter

requesting

contact details

(ID Card Admin)

2.13. Send back

contact details to

ID Card Admin

(New Starter)

2.14. Add new

starter details in

EMIS (ID Card

Admin)

EMIS

DatabaseEMIS_starter

Building Entry

Barriers

Database

S

staff card

access details

SUD record added

successfully (From ‘Set

uo Employee’)

Hiring: New Starter Processing

Benefits

Lessons Learned

Lessons Learned

Lessons Learned

Lessons Learned

Lessons Learned

Lessons Learned

Questions ?