Transforming University Financial Management:
Streamlining Costing, Distribution, and Certification with EPI-USE
An Overview
We had the privilege of partnering with a prestigious university that boasts a global ranking in the top 1%. With over 100,000 students and a faculty/staff strength of 17,000, the university faced a critical challenge during its migration to SAP S/4. They needed an innovative solution to fulfill their unique requirements for costing, distribution, and certification of salary and salary-related expenses for sponsored projects and grants.
After a rigorous selection process, EPI-USE emerged as the ideal choice, having submitted a compelling response to the client's RFP. Leveraging our HR and Payroll expertise and utilizing the power of a cutting-edge low-code platform called Mendix, we delivered a cost-effective solution that seamlessly integrated the cost objects in SAP S/4 with the HR/payroll data in Workday.
The Need for Transformation:
In each store, the recruitment and onboarding of new talent followed a transactional approach using SAP SuccessFactors. This ensured that new hires submitted the necessary forms and information, seamlessly synchronized with SAP GIS, the company's global ERP system. While the transactional aspect ran smoothly in SAP's solutions, the workflows, approvals, reminders, and communication between Store Managers, HR Talent Acquisition experts, Sales Administrators, and Data Administrators were fragmented. Vital information was being exchanged through emails, phone calls, and Excel spreadsheet trackers, leading to missed communications, delayed timelines, inaccurate pay configurations, untimely first paychecks, and numerous challenges.
Introducing the Game-Changing Mendix Application:
In collaboration with the enterprise, we designed, developed, and delivered a powerful Mendix application that revolutionized their onboarding process. By seamlessly integrating the new hire data from SAP SuccessFactors and GIS, the application established a unified record, allowing for streamlined tracking of each new hire's journey.
Enhanced Visibility and Control:
The application first empowers HR Talent Acquisition experts by providing a comprehensive view of new hires scheduled to onboard in the following week. They can effortlessly update records, modify training locations, adjust start dates, and address any discrepancies between the imported SuccessFactors and GIS records. This holistic view ensures accurate and up-to-date information, reducing errors and enhancing decision-making.
Streamlined Uniform Management:
Sales Administrators receive automated notifications regarding the uniform sizes needed for new hires. They can cross-reference the inventory and proactively plan for future uniform requirements, ensuring prompt shipment to training locations. This enhanced visibility optimizes inventory management and guarantees that new hires receive their uniforms promptly.
Efficient Documentation and Pay Configuration:
The application enables the Onboarding Facilitator to ensure that all necessary documents are completed by the new hires. They also collaborate with Store Managers to provide the new hires with timecard login information, ensuring seamless time recording. Additionally, the facilitator assists new hires in selecting their preferred payment methods, improving overall satisfaction and accuracy in payroll processing.
Seamless Workflow Coordination:
The application incorporates a series of workflow checks and balances, fostering seamless collaboration between HR and Operations leaders. These streamlined processes guarantee successful onboarding, replacing the previously fragmented Excel spreadsheets and confusing email threads. By eliminating manual inefficiencies, this innovative solution reduces delays in paying new hires accurately and promptly, minimizes offboarding due to misinformation, and significantly enhances overall satisfaction.
Embrace a New Era of Onboarding Excellence:
With our transformative application, the grocery enterprise anticipates a remarkable improvement in their onboarding process. They aim to eliminate delays in payroll, prevent offboarding mishaps, and elevate satisfaction across the board. Say goodbye to complex spreadsheets and fragmented communication, and welcome a streamlined, efficient, and satisfying onboarding experience.