HR Related Slides Fedex

Reducing your administration by
implementing PeopleSoft HRMS
•Janny Ekelson , Manager IT

Applications & Architecture
• Lydia Berben, Senior HRIS Analyst
© 2009 Federal Express Corporation. All rights reserved.

Agenda
Introduction
PUMA project ‘an overview’
Employee Self Service
Manager Self Service
Job aids
Results
Lessons learned
Next steps
Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

FedEx EMEA
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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

FedEx EMEA
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Introduction: About FedEx
About FedEx Corp
– Over 38 Billion USD

– Daily Over 7 Million shipments
– Over 290.000 team members worldwide
– Includes Express, Freight, Ground, Office, Custom Critical and Services

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Introduction: About FedEx
About FedEx Express
– World's largest express transportation company

– Revenue: over 24 Billion USD
– Serving over 220 countries (375 airports)
– Serving 3.4 million packages per day
– Over 670 airplanes and 44000 vans
– More than143.000 employees at FedEx Express, approximately 13.500
employees in Europe, Middle East, Africa and Indian Sub-continent (EMEA)

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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

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Project - Phases
Pre-Project (complete)
1. PUMA: PeopleSoft Upgrade to Move Ahead

2. Project Scoping - Charter
3. Request for Proposal
4. Selection Systems Integrator - Oracle
5. Funding of project
6. Approval from Business teams

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Project - Phases
Phase 1 (complete)
1. Technical upgrade HCM 8.3 to 8.9 (off-site) with re-application of

selected customisations (On-site)
2. Technical upgrade PeopleTools 8.21 -> 8.48 (Off-site)
3. Vanilla implementation new modules e-Profile and e-Development
4. Rollout Manager and Employee Self Service (phase 1)
5. User Productivity Kit (UPK) implementation for training and manuals

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Project - Phases
Phase 2 (complete)
1. Rollout Manager and Employee Self Service (phase 2)

2. Implementation Administer Training – Self Service
3. Implement customised module for Tuition Assistance – Self Service
Phase 3 (to start)
1. Vanilla implementation (pilot) new module e-Performance

2. Implementation of Absence management

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Project – Methodology & Approach
Based on Compass Methodology of Oracle
• Workshops to explain ‘vanilla’ modules

• Functional specifications for identified customisations
• Programming and technical specifications
• IT testing on development & test database
• User Acceptance testing by HR Services and Management
• Training & job-aids

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Project – Methodology & Approach
Compass Methodology linked to FedEx GDP Process
• GDP: Global development process

• Standard process used for IT development
• Use of standard toolset
• Including workflow approvals
& SOx compliance for move to production process

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Project Organization
Project Team
Fedex
Steering Committee
Program Management
Fedex & Oracle Project Managers
Component Project Teams Component Project Teams

Oracle technical Consultants Oracle Functional Consultants
Fedex Technical resources Fedex Business Users

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Project Follow-up
Monthly Steering committee including

– HR director
– IT director
– Project managers
Weekly project manager meeting
Quarterly update to IT and HR Vice-President

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Technical Architecture - Production
PROPOSED HRIS PeopleSoft Architecture - Production

KNO BRU (Brussels
(Melsbroek) Downtown)
Content Switch Module
Webserver + Report
Server Webserver + Report
HP DL380 (2 * Server (DR)
3.4GHz,4GB RAM, 4*72 HP DL380 (2 *
GB Disk) FAILOVER Process 3.4GHz,4GB RAM, 4*72
Linux RedHat 4.0(32b) Scheduler(Crystals + App GB Disk)
Engines) Linux RedHat 4.0(32b)
HP DL380 (2 *
3.4GHz,4GB RAM, 4*72
GB Disk)
Windows 2003
Application Server
HP DL380 (2 *
3.4GHz,4GB RAM, 4*72
GB Disk)
Linux RedHat 4.0(32b)
Process Scheduler(Crystals
+ App Engines) Application Server
HP DL380 (2 * 3.4GHz,4GB HP DL380 (2 * 3.4GHz,4GB
RAM, 4*72 GB Disk) RAM, 4*72 GB Disk)
Windows 2003 Linux RedHat 4.0(32b)
Production
Oracle 10G DB Server Failover Production
Process Scheduler Gollum
(SQR,Compiled C) + Oracle 10G DB Server +
Rp3440 4 CPU/8 GB Process Scheduler
RAM (SQR,Compiled C)
New Server 4CPU/ 8GB RAM
HP-UX 11.23 Veritas Global Cluster HP-UX 11.23
Server Server
EMC Disks EMC Disks
SRDF DR = Disaster Recovery

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Technical Architecture – Dev & UAT
P R O P O S E D H R IS P e o p le S o ft A rc h ite ctu re –
D e ve lo p m e n t, T e st, A c c e p ta n c e
KNO
(M e lsb ro e k)
D e ve lo p /T e s t/A cc e p ta n ce
P e o p leS o ft W e b S erv e r +
D e ve lo p /T e s t/A c ce p ta n ce A p p lic a tio n S e rv e r + R e p o rt
P ro ce s s S c h e d u le r (P S N T ) S e rve r
N e w S e rve r N e w S e rv e r
H P D L 3 8 0 (2 * 3 .4 G H z,4G B H P D L 3 8 0 (2 * 3 .4G H z,4 G B
R A M , 4 *7 2 G B D isk) R A M , 4 *7 2 G B D is k)
W in d o w s 2 0 0 3 L in u x R e d H a t 4 .0 (3 2 b )
D e ve lo p /T e st/
A cc e p ta n ce
P ro ce s s
S ch e d u le r(P S U N X ) +
D e m o /S ys O ra cle 1 0 G
P e o p le S o ft W e b S e rve r + D a ta b a se S e rve r
A p p lic a tio n S e rve r + R e p o rt F a ra m ir
S e rve r H P 1 1 .1 1
re m b ra n d t
VM W ARE
L in u x R e d H a t 4 .0 (3 2 b )
S e rve r
D e m o /S ys
P ro c e ss S ch e d u le r (P S N T ) E M C D isk s
fid o
H P D L 3 8 0 (2 * 3 .4 G H z ,4 G B
R A M , 4 *7 2 G B D isk )
W in d o w s 2 0 0 3

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Phase 1 Technical upgrade
Mar May Jun Jul Aug Sep Oct
Re-
Technical upgrade TMP
Upgrade apply G
SSI 1
phase U o
s -
TMTP TMT
UAT e L
2 P3
Train r i
Fit - Set- v
New Project Build
Gap up e
Modules Team
Database Oracle Db and Oracle Off-Site (SSI)

OS migration
Migration
FedEx
TMTP = Test Move to Production
UAT = User Acceptance Testing
Oracle On-Site

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Phase 2 – Functional rollout
Timelines:
Analysis: March to May 2008
Development: May to June 2008
IT Testing: July 2008
– Defects logged in Mercury QC: 129
UAT across HR teams in EMEA: August 2008
– Defects logged in Mercury QC: 17
Training (by HR Services) and prepare MTP:
September / October 2008

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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

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Employee Self Service (ESS)
– Goals
Rollout full use of eProfile (with update capabilities for employees)
Review, add, update, or delete personal information
Available in multiple languages (English, Italian, Dutch, Spanish,

German, and French)
Additional functionality and changes required when the vanilla

workflow did not reflect the actual process at FedEx

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– Customisations
HR approval needed to be replaced by Manager approval: e.g.

“Name Change” and “Address Change”
Additional notifications were required to HR, Payroll and

Compensation & Benefits: e.g. “Marital Status Change” and
“Dependent Data”
Extra fields needed to be added: e.g. Home/Work distance &

transportation mode

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– Overview functionalities
Data that the employee can view and change :

– Phone Numbers
– Emergency Contacts
– Email Addresses
– Marital Status
– Dependent Data
– Professional Training
Data that the employee can view and change if approved by mgr :
– Name
– Home and Mailing Address
– Training Enrollment
– Tuition Assistance Request

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– Process
The Employee updates their own data
If an approval is required, the Manager receives an email with a link

to the approval page or they can go via the MSS menu to the
approval page
If the Manager approves, the database is updated
Notification emails are sent
If the Employee has no access to a PC, updates can be done by the

Manager

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– Overview approvals & notifications
Update Approval Notification

Personal Information
1) Change name Empl Mgr Payroll, HRS
2) Change home/mailing addressEmpl Mgr Payroll, HRS, C&B
3) Change phone numbers Empl Mgr
4) Change emergency contacts Empl Mgr
5) Change email address Empl Mgr
6) Change marital status Empl Payroll, HRS, Mgr
Dependent data Empl Payroll, HRS
Learning and development
Professional training Empl Mgr
Training enrollment Empl Mgr

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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

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Manager Self Service (MSS)
– Goals
Possibility to update the personal data, dependent data, emergency

contacts for the direct reports
Maintain additional job related data: e.g. Identification Data, Driver’s

License, Company Property, Awards
Previous FedEx customisations needed to be kept: Manage

Vendors, Manpower Requisitions (eMPR), Performance Reviews,
Variable pay (MBO/PBO & Purple Promise)

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– Customizations
Possibility to update the Professional Training for their employee
Existing transactions were customised: additional fields for salary

changes, data checks, attachments, automatic update of position
AND job data
Some completely new transactions were added: “Career

Progression” and “Job Reclassification/Job Title Change”
All notifications and approval emails needed to go to the Manager

level above if Manager position was not filled

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– New functionalities
Transactions that the Manager can do directly in the system :

– Career Progression
– Promotion/ Demotion /Lateral job change
– Job Title change / Job Reclassification
– Reporting change
– Change of Working Hours or FT/PT status
– Termination
Improved MSS menu

– Easier to navigate for the Manager in the new menu
– Link added to the hard copy forms remaining

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– Process new transactions
The Manager of the Employee (Originator) starts the

transaction
– The Manager needs to enter the date the transaction will take effect. They will
be able to process only those employees that report to them as of this date.
Select the Employee, enter the transaction details and submit
– Checks are done on data entered by the Manager to prevent errors (new salary
between minimum & maximum of salary scale, valid job codes, etc.)
– The Manager can attach documents for certain transactions

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In case of Promotion/Demotion/Lateral job change or

Reporting change the new Manager of the Employee (New
Supervisor) needs to give their approval
– If the new supervisor is the same as the current Manager, the Manager needs
to enter their own name and a link will appear enabling them to complete the
required information
Local HR approves/denies the transaction and updates the database
if required
– Upon approval by HR all data entered by the Manager will be automatically
updated in the system (provided effective date is > last row in the employee’s
job data)

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A notification email is sent to the Originator with the approval/denial

of their request and comments from HR
– The new supervisor is in copy of the HR approval/denial email

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– Overview approvals & notifications
Additional Approval
Job and Personal Information Update Request Approval & Update Notification
Personal Information
1) Change name Mgr Payroll, HRS
2) Change home/mailing address Mgr Payroll, HRS, C&B
3) Change phone numbers Mgr
4) Change emergency contac ts Mgr
5) Change email address Mgr
6) Change marital status Mgr Payroll, HRS
Dependant data Mgr Payroll, HRS
Identification data Mgr
Employee Drivers License Mgr
Company property Mgr
Career progression Mgr HR Mgr
Job Title Change/Job Reclassification Mgr HR Mgr
FT/PT Status - Working Hours Mgr HR Mgr
New Originator, New
Promotion/Demotion/Lat job change Mgr Supervisor HR Supervisor
New Originator, New
Reporting change Mgr Supervisor HR Supervisor
Terminate employee Mgr HR Mgr
Learning and development
Employee Awards Mgr
Professional training Mgr
Training enrollment Mgr Mgr

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– Example paper copy CareerProgression

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– Example transaction CareerProgression

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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

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Online Job Aids
Accessible via the ‘Job Aids’ menu in PeopleSoft HR

Can be viewed in 4 playback modes of User Productivity Kit

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Online Job Aids

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Online Job Aids

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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

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Results
– General
FedEx works with a supported version of PeopleSoft HR
Employees have the possibility to update their own information via

For the majority of employee data changes, Managers no longer

have to use paper forms but only need to enter limited data online
via Manager Self Service
The status of a request can be traced via the PS menu or

notifications
The majority of data changes no longer needs to be updated

manually by HR in the system

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Results
– Figures (from 20/10/08 until 01/03/09)
ESS
– 241 Address Changes
– 47 Marital Status Changes
– 21 Name Changes
– 19 Training Enrollments
MSS
– 101 Career Progressions
– 72 Job Reclassifications/Job Title Changes
– 279 Working Hours Changes
– 238 Promotions/Demotions/Lateral Job Changes
– 621 Reporting Changes
– 289 Terminations

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Results
– Figures (from 20/10/08 until 01/03/09)
Training Administration
– 251 Tuition Requests
– 117 Training Enrollments

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Results
– Feedback from HR & Management
User friendly
No duplication of work
Less room for error
Very fast turn around of data changes
Easy overview in the menu
Notifications with links & comments
High reduction of time spent on administration
Big decrease in number of emails & paper work
Information is readily available to all parties concerned (no more
lost or illegible forms)

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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

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Lessons Learned
Spend enough time and effort explaining the new functionality to all
stakeholders (via demo’s, workshops) to ensure buy-in from the
business
Check requirements with all end users and obtain sign off on
functional specifications
Customisations that have a similar workflow and layout, should be

developed by the same developer to avoid rework
Extend the IT test period and have more end users involved (prior
to UAT testing), who can then see the result of the programming

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Lessons Learned
Request regular feedback from the business on developments that

are ready, to avoid programming changes after the go-live
Ensure enough focus is given to testing existing processes and not

only to the customisations
Build in extra time between end of IT test phase and UAT test phase
so that IT issues can be fixed before start of UAT, likewise between
the UAT and go-live
Plan sufficient time for the development of end-user training

material and job aids (can only be produced once all IT and UAT test
issues have been fixed)

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Agenda
Introduction
Job aids
Results
Lessons learned
Next steps

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Next steps
Set up additional transactions

– Retire
Competency Management
– Compency Models are being reviewed
ePerformance
– To replace customised Performance Review & Variable Pay systems
Absence Management
– To replace customised modules
– More focus on Employee Self Service functionality and reporting
PeopleSoft 9.1 ?

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Questions ?
Questions ?
Remarks ?
Feedback ?

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Reducing your administration by

implementing PeopleSoft HRMS

•Janny Ekelson , Manager IT

© 2009 Federal Express Corporation. All rights reserved.

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

About FedEx Corp

– Over 38 Billion USD

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

About FedEx Express

– World's largest express transportation company

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

1. PUMA: PeopleSoft Upgrade to Move Ahead

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

1. Technical upgrade HCM 8.3 to 8.9 (off-site) with re-application of

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

1. Rollout Manager and Employee Self Service (phase 2)

Phase 3 (to start)

1. Vanilla implementation (pilot) new module e-Performance

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Based on Compass Methodology of Oracle

• Workshops to explain ‘vanilla’ modules

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Compass Methodology linked to FedEx GDP Process

• GDP: Global development process

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Component Project Teams Component Project Teams

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Monthly Steering committee including

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

PROPOSED HRIS PeopleSoft Architecture - Production

EMC Disks EMC Disks

SRDF DR = Disaster Recovery

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Mar May Jun Jul Aug Sep Oct

Database Oracle Db and Oracle Off-Site (SSI)

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Rollout full use of eProfile (with update capabilities for employees)

Review, add, update, or delete personal information

Available in multiple languages (English, Italian, Dutch, Spanish,

Additional functionality and changes required when the vanilla

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

HR approval needed to be replaced by Manager approval: e.g.

Additional notifications were required to HR, Payroll and

Extra fields needed to be added: e.g. Home/Work distance &

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Data that the employee can view and change :

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

The Employee updates their own data

If an approval is required, the Manager receives an email with a link

If the Manager approves, the database is updated

Notification emails are sent

If the Employee has no access to a PC, updates can be done by the

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Update Approval Notification

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Janny Ekelson & Lydia Berben Tuesday, April 07, 2009

Possibility to update the personal data, dependent data, emergency

Maintain additional job related data: e.g. Identification Data, Driver’s