Global HRIS Project - Phase 1
Steering Committee
June 22, 2021
KKC HR / KKC ICTS / Accenture
Agenda
1. Executive Summary
2. Global Design Result
3. Risk / Action / Issue / Decision Situation
4. System Replacement Plan
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Agenda
1. Executive Summary
2. Global Design Result
3. Risk / Action / Issue / Decision Situation
4. System Replacement Plan
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國井さん
Executive Summary
 As Global Design Workshop, KKC and Accenture had 8 days / 40 hours workshop for determining Global
Design. For finalizing Global Design, KK and Accenture had 37 individual meetings (approx. 54 hours).
 As the result of the global design discussion, 4 challenging points which we found during Discovery
phase could be converged.
 In addition, we found 1 possible attention point of SuccessFactors Implementation during Global Design.
The point can be manageable with workaround.
 As the overall status, fortunately, it seems there is no issue for proceeding Iteration / Trainer’s Training /
User Acceptance Test from work effort perspective (excluding Global Data Hub Integration)
 After Phase 1 go-live, A AMS (Application Maintenance Support) will be needed. AMS discussion needs
to be completed by the end of August. B Phase 2 prioritization is also needed.
 Also, in the previous steering committee (the end of Discovery Phase), we received feedback regarding
“System Replacement Plan” and ICTS members will explain it today.
 Today, the project would like Murata-san / Hirose-san to update the latest. The next steering committee
will be around the end of August for reporting Trainer’s Training / User Acceptance Test.
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Ref) Proposal & Contracting Schedule for AMS / Phase 2
2021
Mar
Current Project
Delivery
(Phase 1)
A
AMS
B
Phase 2
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Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Discovery / Imple Phase 1
HOPE Integ
Contract
Discussion
Scheme Discussion w/ Rough
Estimation
Prioritization
of Module
Rough
Estimation
Contracting &
Transition
Application Maintenance Support
(Scheme / Duration should be discussed)
2
Need to discuss
whenPhase
is feasible
(Scope / Timing / Duration should be
discussed)
timing for the further
phase.
Official Estimation &
Contracting
5
小河さん
Executive Summary
Global Design Highlight – Challenging Point found in Discovery Phase
 During the discovery phase, we found 4 challenging points. As the result of Global Design
discussion, we recognized all points will not be critical.
Challenging Points (Discovery Phase)
Global Design Result
1. Almost no global alignments for the key
HR Data Items
(Job level, grading etc.)
1. Global Data Category (Portlet) and
Field could be determined.
Performance
& Goal
Management
1. Current 1st/2nd Layer performance
evals cannot be configured in
SuccessFactors (including Rating)
2. Performance will be evaluated only with
goals because competencies are not
aligned globally yet (miss to enjoy
SuccessFactors Functions enough)
1. 1st/2nd Layer performance evals
needs to be manual calculation in
SuccessFactors. But the design and
workaround could be concluded.
2. Performance/Goal Forms (w/o
competency) / Route Map (Workflow)
can be one global template.
Succession
Planning
1. Kyowa Kirin Succession Planning
Policies/Operation Rules(such as
Process Flow, detail criteria to refer data)
are not concrete enough to enjoy
SuccessFactors
1. Global Design for Succession Planning
is in progress.
Employee
Central
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小河さん
Executive Summary
Design Result – Challenging Point during Design Phase
 We discovered Kyowa Kirin Challenging Points during Design Phase. So, we need to
consider workarounds or more clarification/definition to manage the challenging points.
Baseline Assumption
1. Target go-live date will be on Sep 30.
HOPE
Integration
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Global Design Result
1. There is a possibility go-live date might be
scheduled on Oct 31. (No impact from
both business / system viewpoint)
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Agenda
1. Executive Summary
2. Global Design Result
3. Risk / Action / Issue / Decision Situation
4. System Replacement Plan
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里内
Weekly Implementation Phase 1 Schedule
 Weekly Schedule for Implementation Phase 1: Though September 30th, 2021.
Legend:
April
Kyowa Kirin HR
Both Kyowa Kirin /
ACN Activities
12
19
May
26
3
10
17
June
24
31
7
14
July
21
Steering Committee for Discovery Phase
ACN Activities
28
5
12
August
19
26
2
9
16
September
23
30
6
13
20
October
27
4
11
18
25
Steering Committee for Global Template
Steering Committee for TT/UAT
Iteration
Prep
WS
Workshop
Function
Data Migration
GDH
Iteration 1
(Global)
Iteration 2
(Local)
Explanation Extract Data
Design
Prep
TT
Data Valid
TT
(Trainer’s
Training)
Import
Extract Data
Design
Deployment
Data Valid
System Test Plan /
Execution
Build/Unit Test
Integration
HOPE
UAT
(User Acceptance Test)
Build/Unit Test
System Test Plan / Execution
To Be Contracted
Import
Deploy
Deploy
*Workshop / Each Meeting on Iteration / Data Migration / Trainer’s Training will be conducted in one particular timezone for
all regions.
*Summer vacation is not considered in this schedule.
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里内
Overall Status of Global Design
 Global Design Workshop was completed successfully. As the result of global design (incl
Integration Design), there are two attention items.
Function / Area
Status
Attention
Comment
EC
No attention item.
PMGM
1st/2nd Layer performance evals needs to be manual calculation in SuccessFactors.
But the design and workaround could be concluded.
SP
No attention item.
Data Migration
No attention item.
System
Function
HOPE
(Oracle
EBS)
Integration
GDH
(Global
Data Hub)
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There is a possibility the go-live date may be on Oct 31.
No attention item.
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中川さん
Attention: 1st / 2nd Layer Performance Form
Attention
Level
 Based on Kyowa Kirin policy, “Financial Goal” should not be included in “Total Revived
Score”. However, the auto-calculated “Total Received Score” will include “Financial Goal”
based on the current SuccessFactors specification. For that, box to manually input “Total
Received Score (Excluding Financial Score)” is also prepared.
1
Screen of Executive Performance
Assessment
Attention
Rating will be done in
each goal item.
2 Score Allocation (In total
100) is entered for each
goal item.
3 Rating will be reflected in
1
2
3
“Total Received Score”
and table. “Total Received
Score” is calculated by
summing up all the
Scores, including
Financial Goals.
4
“Total Received Score
(Excluding Financial
Score)” can be manual
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inputted.
Workaround /
Conclusion
1. In the form, “Total Received
Score” will be auto-calculated but
include “Financial Goal”.
2. For that, box to manually input
“Total Received Score (Excluding
Financial Score)” is also prepared.
3. HR will do double check with the
““Total Received Score (Excluding
Financial Score)” with
SuccessFactors report.
4
11
大木さん？
Attention: Go-live Timing for HOPE Integration
Attention
Level
* “HOPE”: Japan Oracle EBS
 Originally target go-live date for HOPE integration is Oct 1. But currently development
schedule is arranging with the related vendor. So, there is a possibility the go-live timing
for the integration might be on the end of Oct. (The go-live timing can be finalized around
early July)
Timeline:
April
12
19
May
26
3
10
17
June
24
31
HOPE
(Current Target)
Design
HOPE
(Possible Go-live Timing)
Design
7
14
July
21
28
5
12
August
19
26
2
9
Build/Unit Test
Build/Unit Test
16
September
23
30
6
13
System Test Plan / Execution
20
October
27
4
11
18
25
Deploy
System Test Plan / Execution
Deploy
Impact of go-live date change:
Type of Impact
Impact
Business
No
Japan HR can continue to access HOPE. Also Japan HR can access SF with data as of migration
timing. So, there is no impact for Japan HR from business perspective.
System
No
SF data coming from HOPE will be integrated from SF to Global Data Hub (GDH). But no system (excl
HOPE) will need to capture Japan HR data from GDH. So, there is no impact from system perspective.
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Reason of Impact Analysis
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Ref) Integration Figure related to SF/HOPE
Global HRIS
SF
SAP CPI
Blob
Storage
Global
Data Hub
Related
Systems
HR Hub
(人事Hub)
HOPE
(EBS)
SF
SFTP
SF Provisioning
SSO with E-mail
address
Azure AD
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Agenda
1. Executive Summary
2. Global Design Result
3. Risk / Action / Issue / Decision Situation
4. System Replacement Plan
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里内
Num of Risk / Action / Issue / Decision Item until Jun 18
 Totally, 414 RAID items were raised in this project. Highlighted items will be shown in the
next slide.
Status
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Risk
Action
Issue
Decision
Total
Open
4
56
1
-
61
In Progress
0
43
0
-
43
- On Plan
0
42
0
-
42
- Over Due
0
1
0
-
1
Pending
0
0
0
-
0
Withdrawn
0
0
0
-
0
Closed
4
164
0
142
310
Total
8
263
1
142
414
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Highlighted Risks / Issues for the Project
 As of now, totally 5 risks / issue are opened. And 2 risks will be highlighted in the following
table.
#
Title
Description
Action Plan / Mitigation Plan
RISK- Difficulty on following Difficulty to keep focusing on the targetPassive Decision mindset : prefer to
0007 target agenda
agenda in a meeting because of less
say "not to say Decision, just Small
recognition of this global project
Decision
Design principal.
RISK- Request of module
0008 scope increased for
future phase
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In meeting, there are many requests of Future phase policy needs to be
adding module/function in
aligned with each region HR and
SuccessFastors such as mobile
module / function prioritization will be
function, recruiting, compensation etc. needed as a part of expectation
Need to have alignment when and
control.
what function/module exactly
implement.
16
Ref) RISK-0007 - Ground Rules of
SuccessFactors Quickness Priority Implementation Project (1/2)
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1
Use standard function of SuccessFactors, not to develop ad-on custom program
as much as possible (The more customization, the more cost will be required)
2
Develop “Global Template (Global standard process & system function)”
considering “To-Be HR Operating Model”. As-Is process shall not be the reason to
change the “Global Template” without specific reason
3
To meet local regulatory requirement and for requirement which has critical
impact on business in each country, only MUST HAVE country specific field,
region / local permission can be configured. Other local requirements should be
prioritized lower, and will be managed in the later phases.
4
Once “Global Template” is defined in Iteration 1, need to raise a request to obtain
approval from Project Management, before any change can be made
17
Ref) RISK-0007 - Ground Rules of
SuccessFactors Quickness Priority Implementation Project (2/2)
 The Implementation approach of this project will be “as minimum as possible” by utilizing
the Global Template (Fit to Standard). Only mandatory requirement such as Legal /
Regulatory items shall be considered as country specific configuration.
Governance
Global
Template
Standardization
Policy
Project
Management
Local
Requirem
ents
Global
Design
Global standard
process
Specific
requirements
of each
country/
company
Global common
functions and
configuration
Product Version up
Technology Evolution
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Agenda
1. Executive Summary
2. Global Design Result
3. Risk / Action / Issue / Decision Situation
4. System Replacement Plan
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HRIS System Function Allocation
The functions that are globally integrated into one system and the functions that should be
held in locally are organized as follows.
Global Scope
Acquisition & Recruitment
Local Scope
〇
〇
Recruitment & Deployment Transfer & Deployment
〇
Separation & Retirement
〇
Learning Delivery
Learning & Development
〇
Assessment & Certification
〇
Skill & Competency Management
〇
Career Management
Performance & Career
〇
Performance Review
〇
Succession Planning
〇
Core HR
Personnel Data Management
〇
HR Information
Organizational Data Management
Management
〇
HR Report
〇
Employee Self Service
Compensation
Compensation Management
Process Payroll & Incentive Pay
Process Pension & Retirement Pay
Expense & Reimbursements
Benefits
Health & Welfare
Housing
The legal requirements of each country are different and
Other Benefits
changing constantly, so that there is no benefit in global
Workforce Management
Labor Planning
standardization.
Time & Attendance In addition to legal requirements, payroll and attendance also
depend on local rules, such as allowances and public holidays,
and managing them globally would be complicated and
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unfeasible.
〇
〇
〇
〇
〇
〇
〇
〇
〇
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HRIS System Function Allocation
We will consider replacing them in the future.
Will be replaced or newly installed
Under consideration for replace
NA
Acquisition & Recruitment
Recruitment & Deployment
Greenhouse
→Icims.com
Transfer & Deployment
Separation & Retirement
Learning Delivery
Learning & Development
Assessment & Certification
EMEA
APAC
JP
Greenhouse
Excel
Cityray
saraminrecruiting sys.
Scratch
None
Linkedin
LearnUpon
Excel
Cityray
Scratch
Excel
Cityray
Jade System
Scratch
Excel
Linkedin
Linkedin
LearnUpon
Excel
Skill & Competency Management
Career Management
ADP
Performance & Career
Performance Review
Oracle EBS
SucessFactorsSuccess Factors
Succession Planning
Excel or Manual work
SucessFactors
Personnel Data Management
HRIQ
Organizational Data Management
SFFactors
Success
Core HR
HR Report
HR Information
Management
Employee Self Service
© Kyowa Kirin Co., Ltd.
ADP
Cascade
Cityray
Jade System
Scratch
Oracle EBS
Each local Core HR will manage only the information
necessary to run the local system.
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