seagate technology automating user accounts doug bowman, director hrit may 2005 oaug hrms panel...
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Seagate TechnologyAutomating User AccountsDoug Bowman, Director HRITMay 2005OAUG HRMS Panel Discussion
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 2
Seagate: Disc Drive Category Leader
• Seagate is the world’s leading provider of hard disc drives
•Q3 FY2005*: 24.9M drives shipped; revenue of $1.97B
• Ownership and vertical integration of critical technologies: heads, media, motors, and printed circuit boards
• Workforce of approximately 45,000 worldwide
• Major operations and sales offices in 15 countries
* For fiscal quarter ended December 31, 2004.
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 3
Fremont, Milpitas, San Jose, Scotts Valley, CA
Oklahoma City, OK
Ang Mo Kio, Science Park & Woodlands, Singapore
Bangkok & Korat, Thailand
Minneapolis, MN
Penang & Senai, Malaysia
Wuxi, China
Longmont, CO
Springtown & Limavady, N. Ireland
Pittsburgh, PA Paris, France
Drives and Components
Regional HQ’s and Sales
Seagate’s Global Presence
Shanghai, China
Tokyo, Japan
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 4
Seagate EmploymentOctober 2003
ThailandSingapore China
MalaysiaU.S. Sales Offices
Employment Locations – SeagateAbout 45,000 Employees/Workers
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 5
Seagate Global HRMS
HRMS
11.5.9
Seagate
Systems
ERP
Non-HR
11.5.9
Salary
Focal
Performance
Ratings
Self-Service
Cost Centers,
Exchange Rates In
Employee Data Out
External
Payroll/US Ben
Production Servers Located in Singapore
Data Center
Single Business Group
19 Countries
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 6
HRMS Scope
• Oracle HRMS Supports core HR data for all workers
• HRMS live in 2001 at 11.5.3, Currently at 11.5.9
• Upgrade to 11.5.10 and Single Sign-on in progress
• Single Business Group
• About 400 HR/IT active user accounts
• Approx 20,000 self-service active user accounts
• Expect most workers to have account within 1 year
• E-mail or kiosk access required for HRMS account
• Global ID issued to all workers, controlled by HRMS
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 7
Automating Account Setup
HRMS
Add New
Self-Service
Users
Lotus
NotesData Hub
Corp
Approval
Workflow
User Accounts Initial Setup
ITOperations
Termination
Reports
Individual
Request
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 8
HRMS Access Configuration• One responsibility per country to connect worker with
legislation due to single business group
• Separate responsibilities for
• HR using salary data
• HR by major geographies
• Read-only (business partners)
• Special training (ADI, Transfer, etc.)
• Help Desk, Compensation, Security
• System configuration, administration
• Over 50 active responsibilities to govern HRMS
• About 20 “Roles” which use various combinations
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 9
HRMS Script using API:• Uses HRMS Data for active status and employee/manager
• Fax field from user record (not extensible) used for “role”
• Inactive user accounts hold responsibilities for a template, “role”, which is matched to the user fax field
• Manual update of fax field (plans to automate this as well)
• Daily Concurrent Job performs the following:
• Updates user responsibilities to template values.
• Updates users due to fax field value or template change
• Creates/modifies new users, ends terminated users
• Links the user to the related person/assignment record
• Maintains manager/employee role for non HR/IT users
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 10
Issues and Considerations• Multiple Business Groups would simplify greatly
• New versions of Oracle are addressing these issues
• Configuration of taskflows (screens) has overhead for salary and non-salary access
• Critical to have common ID in place for both user account and within the HRMS module person/assignment record.
• Daily job ignores records with no link to allow exceptions
• Extensive testing and close coordination is important
• Document this type of program in detail for SOX
• Errors in user account have been eliminated once a few bugs in program were resolved and date range adjusted.
• Allows easy audit of the non-linked user accounts
Seagate Technology Automating User Accounts in HRMS
May 2005 by Doug Bowman Page 11
Automating Account Setup
HRMS
Maintenance
For All Users
Data Hub
Corp
Approval
Workflow
User Accounts Final Setup
ITOperations
Individual
Request
“Role”
Update Only
ENDAutomating User AccountsDoug Bowman, Director HRITMay 2005OAUG HRMS Panel Discussion