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Move and Improve- Migrating from On Premise to Oracle EPBCS and Implementing Workforce Planning

This company develops system-level solutions that optimize its customers’ applications. It’s market-leading products in radio frequency, high performance timing, memory interface, real-time interconnect, optical interconnect, wireless power, and smart sensors are among the company’s broad array of complete mixed-signal solutions for the communications, computing, consumer, automotive and industrial segments. The company has design, manufacturing, sales facilities and distribution partners throughout the world. They were founded in 1980 and employ approximately 1,700 employees worldwide.

Challenge

The Finance team has historically used on premise Oracle® Hyperion Planning™ for detailed revenue and P&L planning. Generating planning expenses related to personnel had been a highly manual and fragmented process typically done in Excel by a just a handful of corporate users. With business operations in over 50 legal entities around the world, getting a consistent, clear view of salary and headcount forecasts in a timely manner had been challenging. Furthermore, internal controls related to salary and bonus data limited access to only a handful of planners. The majority of planners responsible for workforce expenses did not have access to the salary and bonus information for their employees.

The company required a workforce solution that would allow quarterly forecasting by named employee and related expenses, calculated at the GL account level and integrated into their existing planning application. Most of their users would not be given access to detailed salary and related accounts by named employees, but would still be responsible for the results in aggregate at the cost center level. The application would need to be refreshed with data for 1,700 employees on a quarterly basis using a source file requiring only very limited ETL and calculate data at the level of granularity required for management reporting.

The company selected a Cloud based solution, Oracle Enterprise Planning and Budgeting Cloud Service (EPBCS), for their new financial statement reporting and revenue and workforce planning system and chose Key Performance Ideas, the nation’s leading implementer of EPM Cloud solutions, as their implementation partner.

Solution
Partnering with Key Performance Ideas, the company chose to move their on premise Revenue and Reporting Planning application to the Oracle EPBCS and enable the EPBCS Workforce Planning module. EPBCS is a planning, budgeting and forecasting solution which includes best practice, prebuilt frameworks for Financials, Workforce, Capital, and Project Planning. Based on Hyperion Planning, the EPBCS solution provides the needed sophisticated modelling and analytic capabilities the company’s users require (and are accustomed to) with the added capabilities of pre-built frameworks for rapid implementation of additional detailed models.

Key Performance Ideas migrated the existing Planning application using “move and improve” techniques for moving from on premise to the cloud and improving their forecasting processes by implementing the Workforce Planning module within EPBCS. The company wanted to leverage the best practice prebuilt elements provided by Oracle in the Workforce Planning module, but also had several custom enhancements which Key Performance Ideas tailored to their requirements.

Necessary customizations included replacing the process to load data to use source system-derived files instead of the pre-defined templates. Calculation logic was modified for employee bonus payments, as well as new employee expenses. These modifications were integrated into EPBCS calculations, processes, and user interface. Additionally, the resulting data was copied into the existing reporting application with a greater level of detail than natively supplied by the Workforce Planning module. Finally, the user interface was updated to shield detailed salary and bonus information from most Workforce users.
The company also engaged Key Performance Ideas’ System Maintenance And Remote Troubleshooting (S.M.A.R.T.) team to provide managed services and administration of their EPBCS environment. The S.M.A.R.T. team of Oracle certified, US-based administrators reduces the company’s operational risk and minimizes interruptions to core organization planning and reporting exercises.

Benefits Achieved
The Finance team is responsible for preparing plans and forecasts for financial statements drawn from detailed models for revenue and workforce expenses. With the implementation of EPBCS, they are able accomplish all related activities in a single application. The new Workforce Planning module implementation achieves the following benefits:

  • Best practice, named headcount workforce engine provides the majority of detailed headcount calculations
  • Annual and monthly drivers are readily accessible and tailored to the company’s requirements
  • Snapshots from the HR source system are readily loadable into the application with minimal alterations
  • Detailed account reporting requirements are fulfilled outside of the underlying Workforce engine, allowing future updates from Oracle to be patched into the application with minimal disruption.
 

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