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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
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 ?