Global HR Process and

SAP HCM System Integration

Kivala-HR was required to unify, standardize and
simplify HR processes and systems for a large
worldwide pharmaceutical organization.

Delivering HCM Expertise

www.kivala-hr.com

The
Challenge
As with many large global companies, the client had
IT and human resource functions that were largely split
between their main divisions. These silos meant that
affiliates often operated different HR processes on a
variety of different technical platforms. This disconnect
made it difficult to operate the system and services
landscape and led to a very high total cost of ownership.
The client was also faced with a plethora of other
challenges:
They were not in a position to implement global HR
strategies like succession and talent management
or consistent pay for performance easily
Managers were faced with the daunting task
of using different tools and processes for their
employees in different locations
Headcount and sustainability reporting was very
difficult and cumbersome to compile accurately
Consistent reporting on HR KPIs across the
organisation was nearly impossible
The lack of a common system and incongruities
between systems meant a huge amount of
inconsistent and redundant data
It was very difficult to comply with regulatory
requirements and internal standards
In 2008, the client launched an internal HR
re-alignment initiative with the objectives to unify,
standardize and simplify HR processes and systems
across the organization worldwide. By doing so, they
could focus activities and bundle resources for greater
efficiency and strengthen the customer and business
orientation of the HR function. As a consequence of
the HR re-alignment, a new global HR structure was
formed for the group. Initiatives were then started
to re-design and build truly global processes, where
possible, and to integrate the existing systems into one
global SAP system for HR.

Scope of the
engagement
The aim was to support managers, employees and
HR business partners around the world with globally
standardized and streamlined HR processes, as well
as support local HR processes for the larger affiliates in
Europe and North America. The project also aimed to drive
the efficiency of the service delivery on a hub basis and to
ensure the optimum integration and consolidation of the
HR systems.
The client engaged SAP Human Capital Management
(HCM) system experts Kivala-HR to design, build and roll
out the project. The scope included the full suite of SAP
HCM functionality including standardized global processes
such as organizational management, compensation and
performance management, succession and talent management and learning solutions. The scope also included more
localized core processes for personnel administration,
travel management, time evaluation, payroll and benefits.
The depth of functionality offered to affiliates varied
according to the size of the subsidiary. Smaller organizations
received the global functionality set combined with a
small amount of local functionality and the larger affiliates
received a more comprehensive set of functionality
including full personnel administration, payroll and time
management. This concept would be eventually rolled out
to over 150 affiliates in 120 countries and in 10 languages.

Harmonize global processes

Harmonize core data
Enable consistent reporting on HR statistics and KPIs
Establish a back-office HR platform

Working
together
Kivala-HR supplied a team of highly skilled and experienced
consultants equipped not only with their specialized businessprocess knowledge, but also with a deep understanding
of the SAP HCM platform. This unbeatable combination
enabled the team to design and build pragmatic, sustainable
solutions.
Kivala-HR consultants worked side-by-side with their
client counterparts at all levels of the project, augmenting
internal departments and taking the lead where beneficial or
necessary. The success of the project demanded a very close
level of collaboration and unparalleled commitment to the
outcome of the project.
Solutions needed to be pragmatic, useable and easily
serviced. Therefore, they needed to be designed to
accommodate minimal change effort for a global roll out.
In particular this meant finding the right balance between
globally imposed rules and processes and local needs.
Where necessary, the SAP system was enhanced to improve
usability and to ensure a good user experience with minimal
training. In addition, Kivala-HR provided expert consultancy
in the setup of the service centers and in the design of the
servicing processes and tools.

Kivala-HR, working together with the client and utilizing

their close partnership with SAP, delivered a successful HR
platform with:
Full back office HR and payroll system for
approximately 50,000 employees
Truly global learning, performance management, and
compensation management processes covering all
80,000 employees worldwide
Forty different portal scenarios for employees,
managers, business support administrators, experts
and HR business partners
Support for ten languages
44,000 e-learning courses, online tests and read-andunderstood courses
A wide range of reporting capabilities leveraging SAP
NetWeaver Business Warehouse, SAP BusinessObjects
and transactional reports
Five regional HR servicing and support hubs and
29 global IT help desks; including a wider scope of
the HR service center and the creation of a service
outpost
The servicing of 23,000 North American users
Compliant internal and external standards for security,
finance, audit and GxP learning solution (in this case,
good pharmaceutical practice)

The result was the full integration of

global HR functions into one global
HR system for the entire group.

Mission
accomplished
The client first went live with its European affiliates and
the North American division, followed closely by the
integration of other European countries and the head office
in Switzerland. Global executives and expatriates went
live at that time for global processes. The organizational
structure was then extended to include all affiliates
and mini-master records were created for employees
worldwide. This enabled the commencement of global
headcount and sustainability reporting and provided
a platform for the deployment of learning solutions,
performance management, compensation management
and talent and succession management functions. The
North American pharmaceutical division then went live
with a full roll-in including all core modules such as payroll
and time management. This coincided with the setup of a
consolidated cross-divisional North American servicing
hub.

Kivala-HR has been instrumental to

our success by delivering globally
standardized HR processes running
on a streamlined SAP HR landscape.
Their expertise, customer
orientation and commitment
have made a real difference.
Group Head of HR Systems and Services Management

Proven
benefits
The HR function is now in a position to serve its
client groups more effectively empowering HR
business partners with tools and accurate data
The system provides guidance to managers
when making key decisions about employees
Employees and managers have immediate
self-service access to detailed and accurate
information
The HR function is able to provide accurate
information on the number of employees in the
company, per country, per affiliate, per business
unit, across borders and boundaries and the
associated costs
The system facilitates accurate budget and cost
tracking measures across the group
The system enhances the consistency of
manager decision making through calibration
and comparison processes
Process and policy changes are easier to
implement on a global level due to the common
platform for HR data and processes
The process of integrating new businesses into
the group has been simplified

Through the collaboration with Kivala-HR, the

client now has a group-wide system that enables
global processes to be run consistently across
the group and provides reliable global data that
accommodates the transparency required for
global reporting on HR KPIs, sustainability and
headcount.

Kivala-HR is an international company offering a full range of HR and IT consulting services relating
to the SAP and SuccessFactors Human Capital Management environment. Our business is fully
focused on assuring the success of On-Premise implementations and On-Demand HCM solutions.

Switzerland Geneva
Kivala-HR SA
Chemin du Pont 5
CH-1258 Perly (Geneva)
T +41 22 77122 20
F +41 22 77120 1 1
E info.ch@kivala-hr.com

Germany Walldorf
Kivala-HR Deutschland GmbH
Industriestrasse 39C
DE-69190 Walldorf
T +49 622 7549933 10
F +49 622 7549933 29
E info.de@kivala-hr.com

Delivering HCM Expertise

www.kivala-hr.com

Germany Essen
Kivala-HR Deutschland GmbH
Stvestrasse 11
DE-45144 Essen
T +49 201 316551 67
F +49 201 316551 69
E info.de@kivala-hr.com

United States Denver

Kivala-HR US, Inc.
2000 West 120th Ave, Suite 14
Denver, CO 80234
T +1 303 99743 71
F +1 303 99745 49
E info.us@kivala-hr.com

United Kingdom London

Kivala-HR UK, Ltd
123 Pall Mall
London SW1Y 5EA
T +44 20 341636 26
E info.uk@kivala-hr.com