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The Necessity of an HRIS SystemTracking Employees Training in SAPBy Jordan GreeneSAP Training Module Project

Why This Project?In my current position of HR Generalist at MAHLE Filter Systems, I saw an immediate need for a better way to keep up with employees training records. When asked by ISO and TS auditors which employees had received what training and / or certifications, there was no effective and efficient way to answer those questions.We were buried in piles of paperwork. There were tons of training log sheets kept in files, only separated / sorted by training heading.

About MAHLE GroupThe MAHLE Group is one of the 30 largest companies in the automotive supply industry worldwide.

The Groups key data are: Over 110 production locations on four continents 7 research and development centers Over 65,000 employees and sales of approximately 5.3 billion Euros (USD 7 billion) in 2010MAHLE Murfreesboro

Parts We Make

TS16949 / ISO14001What is TS16949?TS 16949 is the International Quality Management Standard specifically written by the Automotive Industry.No CertificationNo automotive customersBecause MAHLE manufactures automotive parts, MAHLE is required to have both these certifications in order to conduct business with customers. What is ISO14001?ISO14001 is an Environmental Management System that helps reduce the negative impact our plant has on our environment.

TS16949 and ISO14001 AuditsQ: What are the auditors looking for?A: Auditors are looking for evidence that we are adhering to our customers requirementsthat we are doing what we say were doing.

Employees training plays a huge role. Auditors want to see evidence that employees have been trained on the TS16949 and ISO14001 policies and associated procedures.

MAHLE struggled to retrieve the documents in a timely fashion for the auditors. In some cases, the documents could not be located, resulting in audit non-conformances.

TS16949 and ISO14001 Audits

Passing both the TS16949 and the ISO14001 audits is imperative to stay in business, so the deficiency in providing training records became a TOP priority for MAHLE. Whats the solution?There were two options:Purchase a separate HRIS system to electronically house all our training records, or Utilize the organizations current ERP system, SAP, to maintain all the data.Since SAP was already being utilized throughout the MAHLE organization and had the capability to maintain the training documents and to successfully mine data, this option was chosen for MAHLE Murfreesboro.

Technology!

Technology Takeover

Our world is more connected now than its ever beenall due to the presence of technology. Globalization is undoubtedly here to stay and information in the global workforce is maintained, shared, and transmitted electronically. As a result, human resources departments must be able to retrieve information at a moments notice to keep and sustain a cutting edge for their organizations.

ItsIn hr

ERP and HRIS DefinedHRIS can be purchased separately as stand alone programs or they may be part of a larger ERP system. ERP is an acronym for Enterprise Resource Planning. It is a large-scale software program designed for modern businesses. HRIS is an acronym for Human Resources Information Systems. They are designed to electronically manage mass amounts of employee data and processes related to employment.

Some examples of the tasks that HRIS can perform are as follows:

Employee attendance Performance management Benefits administration Payroll processing Recruitment and applicant tracking Training and development

i.e. HRIS

Why HRIS and ERP?Utilizing an ERP is the best way for organizations as a whole to manage all its applicable data Utilizing an HRIS is the best way for HR departments to

Streamline HR processes and reduce administrative burdens. Reduce HR administration and compliance costs Compete more effectively for global talent Improve service and access to data for employees and managers. Provide real-time metrics to allow decision-makers to spot trends and manage the workforce more effectively, and to Enable HR to transform so it can play a more strategic role in the business.

SAP (Systems, Applications, and Products in Data Processing)SAP is the ERP system that MAHLE utilizes, and the choice for the creation and implementation for what would become the SAP Training Module, an HRIS portion that would maintain MAHLE Murfreesboros training documents and training program. Some key facts about SAP:

The Corporation is based in Germany. SAP has locations in more than 100 countries, including the United States. Its software applications include 34 currencies and languages. Users can track compliance with more than 80 local regulations.

SAP has just over $6B in total ERP software revenue in 2012, leading the worldwide market with 24.6% market share.

Talk about the other things we use SAP for benefits, payroll, time and attendance, tracking vacations, employees on leave, FMLA, 11

SAP Training ModuleWhat did I want to know???

S

So, I had to.MYAnd the research questions were.How can the functions of the HR portions of the SAP ERP be best utilized to maximize organizational performance, specifically the Training Module transactions?What are the benefits to an organization of effective utilization of an HRIS system?How much improvement can be made in TS and ISO audit scores due to the successful implementation of the Training Module?

ITS

Research Methodology Consultations Discussions Trial and Error Q / A Focus Groups Interviews and Surveys*

participated? All Department Managers at MAHLE Murfreesboro The HR staff of MAHLE Murfreesboro The Training Coordinator at MAHLE Morristown Two IT Specialists at MAHLE Morristown*Interviews and surveys will be conducted after project implementation.

to be completed after project implementation with IT Specialists, HR Managers, and a Training Coordinator.

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What Exactly Can the SAP Training Module Do If Utilized? It can store and maintain the training Qualifications (needs) and Proficiencies (scores) of employees within SAP. It can also aids with defining which Qualifications are required for each particular Job. Due to the link between employee and Job, the Qualifications of each Job are automatically inherited by the employee assigned to that Job. As training is completed by an employee (Qualifications are met), the results of the training, such as Proficiency and completion date, are stored in the Training Module. The SAP HR Training Module can also provide reporting to aid with the selection of candidates for other Jobs. Based on the Qualifications required for the Job and the Qualifications accrued by employees, an analysis can be made to assist with determining the best candidates within the organization.

Training I need based on my jobClasses / Trainings I have had and my related scores throughout my employment

employee

job

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What Did We Do? Modified our existing job codes and created new ones. Looked at other Training Matrices. Met with each Department Manager at MAHLE Murfreesboro to determine what training his or her employees needed or should have. Created our own Training Matrix in Excel for MAHLE Murfreesboro.

We

Example of a job code in SAPI = Initial (when employee is hired)A = Annual TrainingIA Initial and Annual

There are a total of 61 job titles at MAHLE Murfreesboro. Note:

Then We Created the qualifications (training needed) and qualification groups (e.g. maintenance, HR, safety) in SAP

Note: Three other MAHLE locations utilize the this same module. The line items in darker blue represent the qualification groups entered for Murfreesboro (taken from the matrix created). The line items in lighter blue represent the qualifications (needs / trainings) entered for each qualification group.Transaction: S_AHR_61003929)

Then We Entered training hours (how long training took or is estimated to take) This information is necessary to calculate the number of training hours spent over a certain time period for corporate reporting, training budget information, etc. It is also useful to employees, supervisors, and / or managers so they will know the amount of time to budget for training. Linked qualifications to jobs

Transaction: PP01

Transaction: PPPM

And Finally We Created e-mail links / notifications

Automatic e-mails are sent to employees supervisors as required training becomes due for those employees. When Qualifications are updated or added for a Job and new or additional training is required, the affected employees supervisors are automatically notified via e-mail.NoteThe supervisor must complete the training by the due date and turn the training log sheet into HR so that the completion of the training can be entered into the SAP Training Module. If the training is not completed a follow-up e-mail will be sent to the next level of authority.

Capabilities and ReportsThe SAP Training Module can: Link qualifications to multiple jobs. Some qualifications apply to more than one job. Example: Everyone in the plant is required to have annual sexual harassment training. Transaction: Z_HR_US_Q2C_UPDATE Enter proficiencies for multiple employees at the same time. In situations where multiple employees receive the same training at the same time, this transaction allows for a proficiency (or proficiencies) to be added to all of those employees via a mass update. Transaction: S_AHR_61003917 Compare job requirements to employee qualifications. Transaction: ZHR_MAHLE_PROFILE Compare an employees accrued requirements to a jobs requirements. This is a report used to compare an employees or employees accrued qualifications to any job requirements, thus aiding in the selection of candidates for a job. Transaction: PPPD

Job Requirements

Vs.Employees Qualifications

Training Module Key Concepts

1. Requirements (mandatory qualifications) are linked to jobs, not to employees.2. The employee link to a qualification and the entering of the employees proficiency for that qualification occur at the same time, using the same transaction (PPPM).3. Elective qualifications should not be linked to jobs. They are only linked to employees when the elective qualification proficiencies are added for those employees via PPPM.4. SAP determines if a requirement is outstanding for an employee by comparing the requirements linked to a job versus the obtained qualifications that are linked to the employee who has that same job. This comparison is the basis for the email notifications.5. Employees retain all qualifications (required & elective) indefinitely, even when they change jobs.

Elective QualificationsKeep those qualifications!

The ResultsMAHLE Murfreesboro achieved completion of the creation of the SAP Training Module; however, due to the current workload in an already understaffed HR department (adding headcount, both permanent and temporary), it was concluded that a training coordinator was needed. The training coordinator will be added to the HR staff beginning on January 1, 2015. The training coordinator will Have regular meeting with department managers to ensure current training requirements are being carried out and to assist with finding appropriate vendors. Assist with the creation and procurement of appropriate training materials. Maintain the SAP Training Module, and Become certified in Training the Trainer, teaching supervisors and leads how to train employees.

Further AnalysisFurther analysis will take place after the interviews and survey are given to the HR managers, IT specialists, and Training Coordinator in Morristown, TN.

Some of the questions will include.What is the greatest benefit of having an HRIS in place? The biggest drawback?How do you think ERP and HRIS will evolve in the future?How beneficial, in your opinion, is the SAP Training Module?How necessary are HRIS systems to HR departments?What is the biggest challenge organizations face in regards to the use of technology?

Further AnalysisIn addition, scores on the upcoming ISO14001 audit in October 2014 and the TS16949 audit in March 2015 will provide further evidence as to the effectiveness of the SAP Training Module.

Prove to me that Sally Employee was trained on your environmental policy last year.

Q: Can we do it???A: YES!!!!!Auditor!

With the SAP Training Module!

Further AnalysisOther means of analysis include employee attitude and performance due to the increase of and focus on training and development.

Throughemployees

Further Analysis

How well did we.Streamline HR processes and reduce administrative burdens? Reduce HR administration and compliance costs? Compete more effectively for global talent? Improve service and access to data for employees and managers? Provide real-time metrics to allow decision-makers to spot trends and manage the workforce more effectively, and to Enable HR to transform so it can play a more strategic role in the business?

Through the implementation of the SAP Training Module?What are theWhat is the