Pilot Site Selection:
- It is crucial to select the right mix of the pilot sites that drive the key factor for a successful global rollout.
- Grouping of pilot sites based on business availability and 3rd party dependency plays a vital role in conducting requirement workshops, demos and UAT and helps to arrive realistic project timeline for design sign-off, user training and pilot go-live dates.
- Perform incremental demos with business key stakeholders on global standards and localization requirements, this helps to identify the requirement gaps, scope creep, blockers and risks at the earlier stage of the project.
Assessment Phase:
- Module-wise complexity analysis across Geo’s.
- For heavily customised customers, deploy UKG WFM PRO in phases or clusters instead of deploying a big-bang approach. take into consideration as-is and basic features in phase i followed by enhancements.
- Identify the localization degree by module wise- Timekeeping, Accruals, Attendance, Activities, Leave, User Experience etc.
- Differentiate the global reporting requirements vs regional reporting requirements.
Stakeholder availability:
- It is a must to ensure all country's HR, Payroll and legal team participate in the global design functional and integration Workshop.
- It is always advisable to review the global design with the country specific stakeholders and perform a global design demo with country specific stakeholders and get their sign-off before getting into the local requirements. This avoids the gap in requirements understanding.
- Engage the right legal team for country-specific legal requirements.
Global Standards Design Framework
- Identify the commonalities, that include all the aspects of Global Integration framework design, access control framework, organizational policies, and non-localization requirements.
- Maintain the right balance of global Standards vs localization to support compliance with local regulations, EBA’s , policies and practices.
- Global Design of Business Structure and Labor Categories considering the Long-term goals and manager access Control requirements across multiple countries.
- Global Manager Access management: For International Managers, we need to enable the Global design with better access control, non-country time off Restriction, and Non-Country Paycode restrictions and the user delegation features with the right delegates are the key drivers for managing the non-country employees by global Notification to be triggered specific to the international manager Time zone.
- Be consistent throughout the configuration with your naming and code conventions.
Streamlining Process
- Streamlining Payroll Closure specific to geo groupings and automating wherever required. Always, drive the Payroll Closure with a combination of process + automation and not drive only based on Automation when it comes to Payroll.
- It is always a good idea to group the countries based on the Geos (ex: APAC, EMEA, US etc.) to have access control specific to geos for HR and Payroll flexibility.
- Act on the lessons learned from each country Go-Live. This helps to enhance the process in subsequent rollouts.
- User experience survey with HR and Payroll at the end of each go-live to understand the improvement and pain areas of the Application usage.
Multi-lingual Support:
- UKG Pro WFM provides standard translation of the application for many countries. Extensive use of user interface translation helps to translate and customize the user interface using a language or terminology that is familiar to your users.
- For custom Data views, BIRT Reports and Boomi Reports, translate the column header, notes, and Report name, provide country-specific translation of the known phrases of words.
- Utilize custom-tailored translation kits for languages that are not part of the standard language pack.
Integration Strategy:
- Global Design of People Import considering solutions for international transfers, re-hires, promotions and termination, and Global manager access management control.
- Use of control switches, process switches and profile switches using a site master CRT that controls the people load, profile assignment, payroll processing and go-live keys specific to countries.
- Country-specific interface log summary that always eases out the HR jobs in distinguishing the country-specific issue in People Import.
- Manage the Global Integration CRTs on the basis of HR grouping that helps them to make update to CRTs easier in the long run.
- For complex countries, maintain country-specific CRTs to eliminate impact to other countries.
Historical Corrections:
- Enable specialized business demos to HR and payroll team to highlight all the features of historical corrections with real time scenarios and edge case examples.
- Adhere to the UKG recommended process.
- Historical correction can be automatically enabled for all users with Pay rule setup or by individual employees using enable edits. It is up to HR and Payroll to choose the right process that fits in with the Organizational Policies and company process.
- For Timecard Totals-based API and Activities Timecard Total totals-based API, the correction date condition differs in Payroll. Be transparent on how historical data can be extracted in both the Timecard Totals and Activities Timecard Total.
- For Terminated, Re-hire, and International transfer, have a clean process defined to perform historical corrections.
One Time Go –Live Imports:
- Build Global design for One-time schedule Import, Punch import, Accrual balance Reset and Paycode Imports.
- Review the source file with country specific stakeholders to ensure that all requirements are covered.
- Enable switch options for one-time import to control the flow of data.
- Enable rollback option in one time import interface that add as well as remove the data as in required.
Train the Trainer:
- Engage the key trainers/ambassadors during the initial phase of projects and business demos.
- Training the Trainer plays a crucial role in the success of any global Rollout.
- Conduct role-based sessions.
- Add tips, short-cuts, FAQs for navigations and tricks for Quick apply process specific to each role.
- Create a one Pager navigation, banners and Popups for Managers and HR for Quick reference.
- Country-specific translation document and use the right country-specific phrase of words.
- Short videos for Managers and Payroll team on payroll closure process. (includes timecard, time off, LOA, managing long leaves, etc)
Choose the right Implementation Partner:
Choose a partner with considerations.
- Who has the motto as “Know your business, know your domain.” Who can ask the right question that are apt to each sites/country needs, conduct incremental short demos to help business to visualize the user experience.
- Empower with Industry knowledge across various domains in retail, healthcare, manufacturing, public sector, Media, and entertainment etc. and strong UKG Knowledge, ability to use right functionalities and resources for your implementation.
- Who can develop trust and reliability with customers by being transparent in communication, confident in decision making, calling out the roadblocks, assumptions, product limitations and future thinking aspect in the early stage of Project.
- Be up to date with the latest UKG releases, updates, and enhancements available in UKG Pro WFM to add best value to the customers.
- Client-driven solution for enhanced user experience and people first experience.
- Who has experience in building custom UKG extensions and custom workflows that can fit in unique client needs.
Conclusion
We understand each customer is unique and each customer requires a tailored UKG WFM PRO solution to cater their unique business needs. We strongly believe these recommendations helps you to drive a successful UKG WFM Pro Multi-country Rollout. To deep dive and discuss further details, please reach out to our customer success team
Blog written by Priya Pandian: WFM Consultant
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