A company has set itself the goal of evaluating the introduction of SAP SuccessFactors (SF) as part of its SAP strategy. With an existing on-premise system based on SAP Human Capital Management (SAP HCM) and various connected solutions, the focus is on testing the added value of a SuccessFactors implementation. We will show you our approach using a customer example.
The existing SAP HCM system runs on-premise and maps essential HR core processes and areas such as organizational management, time management and billing. It should remain as a core system for the next few years. In the current system landscape, various systems are already connected to the core system. This includes IT solutions for processes such as applicant management.
The evaluation of the SF implementation includes all relevant modules and associated HR processes. The focus is on clarifying to what extent essential internal requirements and framework conditions can be mapped through standard processes and functionalities of SAP SuccessFactors. The added value of implementing the various modules should be examined and a prioritization for a chronological sequence should be shown.
SAP SuccessFactors is to be connected to the SAP HCM core system via standard integration and to obtain and exchange master data and, if necessary, other data. Furthermore, SF should be connected to other relevant systems if necessary. If the introduction of the system replaces other existing IT solutions, a migration of data must be examined.
The core of the evaluation are demo workshops in which SAP SuccessFactors are presented and the mapping of the company's requirements is discussed. The resulting results are recorded in documentation, which can be used for further decision-making.
The aim of providing advance information is to provide the best possible preparation for the preliminary discussion that precedes the actual workshop.
This includes information that describes an initial overview of the current and target situation from the customer's perspective. These can cover, for example, the following subject areas:
- Overview of current processes and systems
- professional/technical requirements for the new system
- current actual and a possible target system architecture
- Information about the planned system introduction (e.g. locations or user numbers)
The aim of the preliminary discussion is the basic exchange of information that enables focused preparation for the workshop.
Essentially, relevant content for the demo workshop should be defined and a common understanding of basic professional and technical requirements as well as relevant framework conditions should be achieved. To do this, an overview of the goals pursued and the professional and technical actual and target situation is necessary. This includes, among other things, the rough representation of the current and planned system architecture in order to be able to discuss possible hybrid scenarios in the workshop. All information should be on a more high-level level. The participants of the planned workshop should also be determined in the preliminary discussion.
The aim of the workshops is to check whether the company can sensibly cover its essential professional and technical requirements with the cloud solution SAP SuccessFactors.
The workshops will include a system demo in which standard processes and functionalities will be shown. This is intended to determine to what extent the company's essential requirements are covered by the system. Further topics will also be discussed, which will be defined together in the preliminary discussion. A detailed agenda will be coordinated with the customer's managers after the preliminary discussion.
The relevant workshop participants and therefore the number of people depend on the defined topics and HR role responsibilities. We recommend that at least one person responsible for the subject participate in all preliminary discussions and workshops. This is intended to ensure an optimal overview and good coordination for overarching topics.
Documentation of results
The aim of the documentation is to record the workshop results in a structured manner so that they can be used internally as a basis for decisions on how to proceed and, if necessary, for coordination with relevant stakeholders and committees.
The documentation is based on the workshop results and therefore fundamentally depends on the content for the demo workshops defined in the preliminary discussions. It includes a summary of the advantages and disadvantages of each module as well as a conclusion and a recommendation for further action.
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Imke Niehaus is Head of Human Capital Management at CONET Business Consultants GmbH with a focus on SAP SuccessFactors.