In this blog, I have annotated the knowledge and learnings that we at NGA Human Resources have experienced when delivering major global SAP SuccessFactors cloud implementation projects.
The approach and learnings mentioned will apply to the test stage of any cloud HRIS implementation.
Setting the scene
Over the last few years, enterprise businesses have taken a fundamental change in approach by moving business applications from on-premise into the Cloud. For HR systems, the pioneering solution has been SAP SuccessFactors. It has not been plain sailing for all.
Large enterprises with established SAP HCM maintenance operations have faced significant challenges during the migration process, especially when integrating with SAP HCM / underlying legacy base and other interfacing environments, such as Payroll, Time & Attendance and Benefits.
This blog highlights the top 3 areas to focus on; those that have real impact during the testing of SAP SuccessFactors in the Cloud.
1. Establishing End-to-End Quality Assurance
The first focus area is end-to-end quality assurance. It is vital to set out a strategy than ensures successful SAP SuccessFactors + Payroll integration in Cloud.
The key element is around integrations between SAP SuccessFactors, middleware and third-party payroll systems. Specific to this, the section below highlights interface readiness planning and the set of checkpoints needed to be put in place before starting the test execution phase.
This diagram depicts the typical landscape of any cloud-based HRIS system under implementation
Aspects around interfaces
| a) | Time & attendance interface |
|---|---|
| - T&A data is critical for Payroll. Missing this will result in delays to payroll runs | |
| b) | Interface connectivity from middleware platform to local payroll systems |
| - Must be set-up and working properly so that payroll can be run smoothly with local interfaces | |
| c) | Field mapping between HRIS, middleware and downstream payroll systems |
| - Must be mapped effectively and aligned with all connecting systems to avoid interruption of data flow. | |
| d) | System Interfacing with other ticketing tools / case management tools |
Key Things to note:
| Checklist to be completed prior to starting SIT, to avoid later integration issues | ||
| a) | Organization management data and cost centers data load should be completed into SFSF EC from GHR | |
| b) | Confirmation needed from local implementation team (payroll) related to all payroll critical mandatory fields so that SIT team can maintain and validate these fields in EC for successful Payroll run | |
| ✔ | c) | Wage type / pay component catalogue |
| ✔ | d) | Field value mapping document reflecting all systems (HRIS – middleware - payroll system) |
| ✔ | e) | Freeze country solution workbook |
| ✔ | f) | All critical and complex interfaces including global and local interface readiness |
| ✔ | g) | Country specific changes and role-based permission |
2. Understanding Customer Business Processes
During global implementation of SAP SuccessFactors, it is crucial to understand each customer country process and configuration to be able to build the global layer with local country customizations and interfaces the specific systems talk to.
Below step up process, highlights some important aspects during the life cycle of the implementation.
Knowing the technical landscape and interaction between the upstream and downstream systems is critical during implementation.
Understanding the global vs. local set of business rules and impacts is crucial to laying down the right testing strategy and approach.
Another key consideration will be the data movement from the SAP legacy system to the new SAP SuccessFactors Employee Central and the levels of process and interfaces needed to be built to seamlessly move the data automatically rather than doing it manually.
From our experience, the automation of interfaces reduces the manual effort by between 70 and 80%.
System of record
Recognizing that SAP SuccessFactors EC is a system of record, the key organizational management and payroll related attributes must be looked at in terms of data movement and keeping the consistency. Here comes the important aspect of how the middleware platform will be built for the data movement from HRIS to middleware and middleware to downstream payroll systems.
3. Testing Program Governance
| The complexity is high around programs that include global country payroll implementations and involve multiple teams, such as: program management leadership, project team, SPOC from each entity, external vendor teams, payroll SME’s, SAP SuccessFactors support team plus business owners who provide final approval. |
Quick Summary
| ✔ | Client & Vendor Management |
| ✔ | Change Management communication - Single Source of Info |
| ✔ | Regular alignment calls with Program |
| ✔ | Clear understanding & communication between all the stakeholders on the scope of each phase to avoid any confusion in later stage. |
| ✔ | Freeze of all the requirements before starting SIT. |
This becomes another critical aspect in the overall implementation.
Taking a Global -to-Local approach when setting up teams will ease out communication barriers and make the ‘shift and lift’ activity of a SAP SuccessFactors implementation manageable.
The local SME’s play a pivotal role in managing their specific country implementation. They take the required support from the global layer SME’s and adapts the configurations and changes suiting to the local requirements.
On top of this, ideally there should be a global testing coordinator role whose key activity is to perform quality checks at various phases of the implementation and put in place a stringent mechanism of Go / No Go after satisfying the defined acceptance criteria.
In addition to this, validating test coverage, regression assessment and 100% completion of User Acceptance Tests, will be the need for important checks for Testing Governance team.
Lastly, the project retrospectives exercise must be done in timely manner, factoring in the lessons learnt and implementing best practices to ensure continuous improvement and to strengthen the testing services team.
Conclusion
For the successful delivery of a SAP SuccessFactors, or any HRIS implementation in cloud it is essential to establish a robust end-to-end quality assurance approach. This must include detailed understanding of the system architecture, proper integration between the different systems and a forming testing governance team.
From our experience, we have seen a 15 to 20 % saving in quality assurance effort simply by engaging the right set of best practices and processes during the implementation timeline.