GAJAH ANNUAL REPORT 2015 | 1 Business Process Management Meghan Atkins Lohith Bangalore Omprakash John Doyle Rebecca Mazur

CONTENT SECTION 1 : BUSINESS REQUIREMENTS SECTION 2 : DESIGN & INTEGRATION SECTION 3 : PORTALS & FLOW DESIGN SECTION 4 : IMPLEMENTATION

GAJAH ANNUAL REPORT 2015 | 3 BUSINESS REQUIREMENTS By Rebecca Mazur

GLOCO BPM | Team 3 | 4 CLIENT Moderately-sized medical device manufacturing company Growing dramatically CONSULTANT FIRM Consulting firm specializing in HR technology solutions INTRODUCTION

GLOCO BPM | Team 3 | 5 INTRODUCTION INCONSISTENT hiring process ENFORCE best practices PROCESS management Problem Solution POOR hiring results

GLOCO BPM | Team 3 | 6 . PHONEPOST-IT-TO-SOCIAL- MEDIA-AND-CROSS- YOUR-FINGERS DEDICATED RECRUITER or STRICT CHECKLIST EXISTING BUSINESS PROCESS GLOCO doesn’t have one; it has dozens!

GLOCO BPM | Team 3 | 7 MUST Enforce a basic process framework REQUIRED FUNCTIONALITY MUST Allow for individual office and division variations within the framework MUST Allow changes to be made on the fly by a business user MUST Automate the process whenever possible MUST Integrate with the existing payroll system

GLOCO BPM | Team 3 | 8 EXISTING BUSINESS PROCESS

GLOCO BPM | Team 3 | 9 PROPOSED BUSINESS PROCESS

GLOCO BPM | Team 3 | 10 BUSINESS BENEFITS JUSTIFICATION GLOCO Needs to grow by 20% each year for the next 5 years Experiencing 18% turnover in new staff Spends $27,000 in turnover costs for each lost employee Spends $7,000 on each new hire Spends $590,000/yr on all the disparate recruiting systems currently in use ~$34,000,000 expected to be spent on this problem next year alone, most of that due to turnover costs

GAJAH ANNUAL REPORT 2015 | 11 DESIGN & INTEGRATION By Lohith Ompra

GLOCO BPM | Team 3 | 12 ARCHITECTURAL APPROACH

GLOCO BPM | Team 3 | 13 ARCHITECTURAL APPROACH

GLOCO BPM | Team 3 | 14 KRONOS WORKFORCE READY ORACLE EMPLOYEE DATABASE BADGING SYSTEM INTEGRATION GLOCO’S current recruiting process is paper based, so there are a limited number of existing systems to integrate:

GLOCO BPM | Team 3 | 15 INTEGRATION ORACLE

GLOCO BPM | Team 3 | 16 INTEGRATION KRONOS

GLOCO BPM | Team 3 | 17 INTEGRATION BADGE SYSTEM

GLOCO BPM | Team 3 | 18 INTEGRATION CUSTOM INTEGRATION 14 Generic Connections - Medium Change - Self Supported - TOOL PROVIDED INTEGRATION - Fast to Implement - High Quality - 3 rd Party Supported - Minimal Invasiveness MANUAL PROCESS Long Term Strategy Candidate for Decommission

GAJAH ANNUAL REPORT 2015 | 19 PORTALS & FLOW DESIGN By Meghan Atkins

GLOCO BPM | Team 3 | 20 SOFTWARE SOLUTION A rules engine used to execute business rules at runtime PEGA 7

GLOCO BPM | Team 3 | 21 RULES A “rule” defines a single aspect of an application such as a piece of business logic or styling of the UI

GLOCO BPM | Team 3 | 22 APPLICATION Rule B RULE C Rule A RULE D Pega 7 provides the ability to build fully-featured applications from rules without writing any code

GLOCO BPM | Team 3 | 23 RECRUITER PORTAL RECRUITING MANAGER PORTAL HIRING MANAGER PORTAL END USER PORTALS ACCESS GROUP RULES: Created for each type of user and mapped to one of the three portals: User interfaces for the portals will be created using section rules

GLOCO BPM | Team 3 | 24 UI Flow Configuration

GLOCO BPM | Team 3 | 25 INTERVIEW FLOW

GLOCO BPM | Team 3 | 26 ONBOARDING FLOW

GAJAH ANNUAL REPORT 2015 | 27 IMPLEMENTATION By John Doyle

GLOCO BPM | Team 3 | 28 DELIVERABLES Kronos Workforce Ready Integration Oracle Employee Database Tomcat Webserver Pega 7 Oracle Meta DB zLinux Server Recruiting Manager Portals Hiring Manager Recruiter Job Posting Automated Onboarding Interviewing Wrap-Up Documents Post-Mortem

GLOCO BPM | Team 3 | 29 DEVELOPMENT METHODOLOGY REVIEW & RETROSPECTIVE UPDATED BACKLOG. SPRINT PLANNING DAILY CYCLE PRODUCT INCREMENT SCRUM PROCESS

GLOCO BPM | Team 3 | 30 PLAN PHASES DOCUMENT Business Reqs Technical Reqs DEPLOY Dev Environment QA Environment Prod Environment INTEGRATE Kronos Workforce Badge System Oracle BUILD Flows Portals QA Testing Bug Fixes TRAIN Central HR Education Team

GLOCO BPM | Team 3 | 31 TIMELINE

GLOCO BPM | Team 3 | DIVISION ROLLOUT MANUFACTURING & HR SALES & SERVICES BIZ TECH DISTRIBUTION Phase 1Phase 2Phase 3Phase 4

GLOCO BPM | Team 3 | 33 OPERATIONAL READINESS T3 TRAINING Train GLOCO’s Education Team to be Pega 7 System Architects SUPPORT Support the portals for 6 months and the servers for 12 months after go live, fixing bugs and resolving integration issues ENHANCEMENTS Can be contracted out to create new flows

GLOCO BPM | Team 3 | 34 OPERATIONAL READINESS GLOCO TRAINING Train the users of the system in each division. Additional training given to Recruiting Managers SUPPORT Provide face to face support to each division as the transition to the new system occurs ENHANCEMENTS Recruiting Managers can modify existing flows, GLOCO can create new flows

GLOCO BPM | Team 3 | 35 HIGH MITIGATION STRATEGY INTEGRATION issues CONTINIOUS DEPLOYEMENT and integration Problem Solution USER RESISTANCE to Change and Acceptance STAKEHOLDER buy in and support TRAINING materials and user sessions PHASED rolled out

GLOCO BPM | Team 3 | 36 MEDIUM MITIGATION STRATEGY CONTINUOUS changing requirements ITERATING the gathering of requirements Problem Solution COORDINATION and communication issues SIGN-OFF by the business owners INVOLVE IT and Central HR throughout PHASED rolled out

GLOCO BPM | Team 3 | 37 SUCCESS METRICS Reduced Turnover Turnover Frequency of employees leaving and joining Faster Hiring Rate Better Descriptions 40% 15% 35% Time Time between the requisition open date and a new hire Description How often a job description is revised POSITION REPOSTING RATE Reduced: 90% Timeline: 1 Year

GLOCO BPM | Team 3 | 38 SUCCESS METRICS Actual vs Requisition Expectations 3 month feedback from employee’s Faster Hiring Rate Better Descriptions 10% NEW EMPLOYEE TURNOVER Reduced: 10% Timeline: 3 months

GLOCO BPM | Team 3 | 39 SUCCESS METRICS Automated Integrated Time difference between the HR Employee DB updated and each system Faster Hiring Rate Reduced Errors 30% 20% Manual Errors Reduced updates to each system ONBOARDING TIME Reduced: 50% Timeline: 9 months

Please Don’t Hesitate. QUESTIONS? ?

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