A Multinational electricity and gas utility company migrates to Oracle cloud replacing SAP
The customer had a massive data volume on their SAP. Examples of such data groups are employee profiles, past performance details of employees, training and learning materials, etc., for more than 5500 employees.
We used our value-added tool SAP Accelerate Migration for a faster and more accurate result and to deliver the solution with much better performance.
1. Learning system
2. Data warehouse: SnowFlakes, MS Power BI
3. Call centre solutions
4. Contract Management
5. Finance: SAP
6. Expenses: Concur
7. Background Check
8. External Agencies
9. Pension Provider
10. Flexible Timing
11. HMRC – Payroll
12. Banks – Payments
Data Migration Approach
Hence, while implementing Oracle Cloud HCM Payroll, we checked whether its output matches the legacy systems. This process of testing Payroll is called Payroll Parallel Reconciliation. The idea was to
1. Run both the processes – legacy and the new Payroll system, and then compare the outputs.
2. If there is any discrepancy, identify the problem and update the configuration of the Oracle Payroll system.
3. Repeat step 2 for every discrepancy.
Date and duration from contract award to completion of migration
We followed the following timeline to achieve the objective and meet the deadlines
1. Project Duration: 6 Months
2. Migration Period: 3 Months
Details of the approach, key milestones, and key deliverables
Moreover, the Payroll implementation best practices suggest that the payroll reconciliation process should be run for two consecutive months (two payroll parallel runs) for the customer.
Most Payroll implementations fail because the methods used during payroll parallel runs are inaccurate. The data from both the new Payroll and the Legacy systems are brought to excel sheets and then matched using several VLOOKUP. These methods are prone to error, and the limitations of Excel make the processing extremely slow. Also, comparing elements, balances and payments takes much attention and manual work.
As per Payroll Implementation best practices, Payroll had to go live in 3 months. If this time limit were not met, the implementation resource requirement and cost would significantly increase.
Solution and Approach
The automation tool manages to overcome all the difficulties faced in parallel runs regarding comparisons, tolerance and processing. Here are its main features.
1. Risk Mitigation by automating the process of identifying discrepancies
2. Extra Information for Earning/Deduction and Gross to Net Pay data from legacy can be secured in the HCM Cloud and can be purged on a need basis
PCL Payroll Parallel Reconciliation Tool helped reduce the validation time by over 80%. It also improved the accuracy of the process, which means that every discrepancy was quickly identified and required rectification was subsequently performed.
Moreover, there was no additional license cost incurred by the client, as the entire comparison was made in SaaS only.
Time & Effort:
Hence, the Payroll Parallel Reconciliation process was executed at a low cost (low manpower and time requirement), much more efficiently, with low effort (high automation), in lesser time, and with better accuracy than the usual methods. It also ensured the payroll process’s error-free implementation and helped it go live in the target of 3 months.
BGC Partners overcame payroll issues with an integrated, end-to-end Oracle Cloud HCM resulting in significant time savings, allowing focus on strategic initiatives.
The Riverside Group is one of the UK’s leading registered social housing providers, with over 3500 employees and over 75,000 homes