Judy Miller, Human Resources Project Manager at Xerox Corporation, shares how with HRTMS Jobs, she was able to create continuity between job descriptions, establish a searchable and archived job description repository, use multi-language features to meet Xerox’s global needs, and integrate their job descriptions with their recruiting, performance, and other systems.

1. The Xerox Story:
How Job Descriptions Drive Talent Management
Judy Miller – HR Project Manager
Judy Miller currently holds the position of HR Project Manager at
Xerox Corporation.
For eight years, Ms. Miller was involved with Leadership &
Management Development for Xerox Europe working on the
identification and development of future managers and leaders.
During that time, Ms. Miller also led a global team that designed and
developed a system to assess employees against defined
competencies and role profiles that would subsequently provide a
gap analysis and offer development suggestions linked to Xerox’s
LMS system.
In February 2011, Ms. Miller joined the corporate HR team responsible for the development and
deployment of a suite of HR systems and programs. Within that team, she has been
responsible for the development of the Global Job Library, working to meet the overall HR
Roadmap requirements and goals.
Prior to joining Xerox, Ms. Miller worked for International Computers Ltd., now Fujitsu where
was an HR Manager. She also holds a degree in Humanities, plus professional HR
qualifications as a Member of the Chartered Institute of Personal and Development.
Xerox Confidential

2. Case Study
The Xerox Story: How Job Descriptions
Drive Talent Management
Judy Miller – HR Project Manager

3. Who we are
With sales of $22 billion, we are the
world’s largest enterprise for business
process and document management
• Employees: 136,000 worldwide
• History: Founded in 1906 as The
Haloid Company; named Xerox in
1958 and Xerox Corporation in
1961; acquired Affiliated Computer
Services in 2010
• Headquarters: Norwalk, CT
• Chairman and CEO: Ursula M.
“We operate our businesses in
ways through which economies Burns
grow, societies benefit and the FORTUNE magazine's annual ranking
environment is protected. Some of the World’s Most Admired
call it the triple bottom line. Companies places Xerox at the No. 4
We call it the best thing for position in the computer industry.
Ursula M. Burns, Chairman and CEO
our business success.”
Xerox Confidential

4. Xerox Corporation Capabilities
Document Technology Services
Office Document
Systems Outsourcing
Production IT Business Process
Systems Outsourcing Outsourcing
Xerox Confidential

5. Xerox – Human Resources
In the past:
Decentralised HR function, processes
and systems
• Different systems = different data
structures
• Many local systems to maintain /
develop
• 136,000 employees worldwide
• Duplication of resource and cost
• 160 countries: Europe, USA,
• Challenge to assemble global data Canada, Developing Markets
Xerox Confidential

6. Xerox – HR Roadmap
Global Employee Global Global Decision
Data Compensation Support
Performance & Global Succession
Talent Acquisition
Goals Planning
Market Global Job Global
Reference Library Hierarchies
Xerox Confidential

7. Job Descriptions
Historically:
• Duplication of effort
• Potentially out-of-date descriptions
• Lack of consistency
• Variable quality
• Little integration with other systems &
• 136,000 employees worldwide processes
• 160 countries: Europe, USA,
Canada, Developing Markets • No central repository
• Some regional systems
Xerox Confidential

8. Global Job Library – desired state
One central repository for all key job
descriptions
Consistent, concise and easy to
update
Multiple languages
“The failure to have a clear and
Foundation element for global HR unequivocal perception and
systems definition of what work is, is the
source of inordinate confusion and
a costly waste of effort.”
Elliott Jaques – Requisite Organization
Xerox Confidential

9. Foundation Data
Talent
Acquisition
Global
Performance
Global Data Job
Management
Library
Succession
Planning
Xerox Confidential

10. Opportunities
Short term:
• Gather existing job descriptions
into one place, in one format –
accessible globally
• Consolidate multiple descriptions
• Simplify maintenance
Long-term
• Integrate with HR systems Global Job Descriptions enable
consistent hiring and management
practices.
Xerox Confidential

11. Requirements and Resources
Internal systems
Google search
Professional bodies: Corporate
Leadership Council; Institute of
Personnel & Development
• Centralised Global Purchasing support
• Easy to maintain
• Multiple Languages
• Integration with other systems Narrowed the field to 4 suppliers
Xerox Confidential

12. The Solution
Well developed product
Additional features
Expertise in the field
Flexible & highly configurable
• Product demonstrations
• Tender process
Competitively priced • Contracts signed June 2011
Shared our global vision
Xerox Confidential

13. Implementing the Solution
Understanding the system’s
capabilities
Consulting with stakeholders
Agreeing upon the approach
Building the Library structures Keeping an open mind
Learning from others
Adding content Investing time to understand
all options
Refining
Xerox Confidential

14. Implementation – Lessons Learned
Consultation with key users
• HR Business Partners
• Resourcing & Compensation
Communications
• Webinars
• Video overviews of the systems
Iterative process
Small project team Keep it simple
Data cleaning • Key / strategic jobs
Ongoing process • Scale up
• Expect revisions
Xerox Confidential

15. HRTMS Benefits to Xerox
Eliminate duplication Integration Multiple Languages
Xerox Confidential

16. Benefit to Xerox: Eliminate duplication
Task:
Compare Job Descriptions in order to
create Global Job Descriptions.
Tools:
• Job families
Eliminate duplication
Xerox Confidential

17. View Job Families
Xerox Confidential

18. Benefit to Xerox: Eliminate duplication
Task:
Compare Job Descriptions in order to
create Global Job Descriptions.
Tools:
• Job families
• Advanced search
Eliminate duplication
Xerox Confidential

19. Advanced Search
Xerox Confidential

20. Benefit to Xerox: Eliminate duplication
Task:
Compare Job Descriptions in order to
create Global Job Descriptions.
Tools:
• Job families
• Advanced search
Eliminate duplication
• Side-by-side view
Xerox Confidential

21. Side by side view

22. Benefit to Xerox: Eliminate duplication
Task:
Compare Job Descriptions in order to
create Global Job Descriptions.
Tools:
• Job families
• Advanced search
Eliminate duplication
• Side-by-side view
• Related jobs
Xerox Confidential

23. Related Jobs

24. Benefit to Xerox: Integration
Integrate with Talent Acquisition system
• Updated, accurate job & candidate
descriptions
• Reduced time to create job postings
Design
• Data extracted from key parts of the
job description
Integration - Position Description
- Scope & Main Responsibilities
- Candidate Description
• “Ready to export” flag
Xerox Confidential

25. Integration
Integration Process
• Consolidate Job Descriptions into an export file
• Daily feed to Talent Acquisition system
Job Posting
JD in Xerox
in Talent
HRTMS Firewall
Acquisition
Global Implementation Team
• Xerox / HRTMS / Talent Acquisition
Xerox Confidential

26. Benefit to Xerox: Multiple Languages
Requirements:
• One job description identifier – multiple
languages
• Facilitate process of translation and
validation
• Central file of translations for re-use Multiple Languages
• Reusable elements in Job Description
master
Xerox Confidential

27. Multiple Languages
Xerox Confidential

28. Multiple Languages
Translation is an expensive business
Consistency across job descriptions is
desirable
Reusable, standard statements are highly
beneficial
• Build into master template for all job
descriptions Reusable statements
• Offered as choices when building a job Translation costs
description

29. Reusable Standard Statements

30. Reusable Standard Statements

31. How is it going?
To date, we have:
• 300 jobs in our Job Library
• Started the process of consolidation
• Raised 40% of new job postings from
job description templates
Meeting our objectives
• Reduced the time to update job
descriptions in the Library after business
unit name changes
Xerox Confidential

32. Future Enhancements
Integrate with HR Roadmap systems
• Performance & Goals
• Succession Planning
Add Competencies
Define and improve workflow
• Approvals Continue to add value
• Translations
• Validations
Xerox Confidential

33. Final words
Best Practices:
• Consistent, simple, concise
• Discourage originality
• Guidance and training
• Holistic approach
• Maintenance and ownership
What can you do now?
Xerox Confidential

34. Questions for the Panelists
Xerox Confidential

35. How to contact us
Mitch Stephens
mitch@hrtms.com
Bill Rost
brost@hrtms.com
919.351.JOBS (5627)
www.hrtms.com
Xerox Confidential