Jeff A. Carlsen, Reyes Holdings, L.L.C. - Speaker at the marcus evans HR Technology Summit 2012, held on Las Vegas, NV, delivered his keynote presentation entitled Building a Global Master People Database

1. Building a Global Master
People Database
Jeff Carlsen, Senior Vice President
and Chief Human Capital Officer
Reyes Holdings, L.L.C.

2. Introduction
Reyes Holdings - $20B holding company with expertise in logistics and
distribution
3 Business Units
• Reyes Beverage Group
• Martin Brower
• Reinhart Foodservice

3. Situation
Before 2012:
• Gl b l span – 6 countries i N th A
Global t i in North America, S th
i South
America & Europe (Ireland only)
• Languages - 4
• Multinational format
After 2012:
• Global span – 16 countries in North America, South
America, Europe and APMEA
• Languages – 7 with multiple English and French dialects
• Global format

4. Challenges/Concerns
• Current HRMS Environment - limited capabilities in
p
processing p y
g payroll (
(North America Only)
y)
• No Visibility - HR Data outside of North America
• Largest Line Item Costs – Employee related items
• Reporting Complexity - numerous data sources and time
zones
• Limited Controls Environment - adding new employees to
HR data base/payroll
• Potential for Ghost Payroll
• Limited Controls - Compensation Management
• Encumbered Ability - transferring employees between
countries/Business
co ntries/B siness Units

5. Goals & Objectives
The Goals of this project:
• To provide an easy way to maintain basic human
p y y
resources data for employees across the globe
• Require specific approvals before data can be added or
edited in the Master People Database (
p (MPDb) )
• To maintain the data integrity through proper validation and
auditing.
The Objectives of this project:
• To design a simple, intuitive web-based application; with,
• An approval process that provides proper notification, and
• A workflow that tracks th progress th
kfl th t t k the through th approval
h the l
process

6. System Overview
Uses:
• The Global HR Workflows application will allow selected users to
maintain the HR data for their company or location
• Will allow users to get new employees added into Reyes Holdings’
HR systems
• Maintain existing employee data, and process terminations efficiently
Features and/or Design focus included:
• Ease of use
• Streamlined administration
• Real-time data retrieval capabilities from the Kronos database
• User authentication and access permissions (
p (security)
y)
• Multi-language capabilities
• Notification process
• Application is a new .NET web application using a SQL Server
pp pp g
database

7. Statement of Scope
Beta: to provide a solution for Martin Brower UK to maintain
human resources data for each employee. The scope involved
the following tasks:
• Define Database (MPDb)
- Create a database that provides the structure required
for the Global HR application (defined set of data
fields)
• Database design included consideration for future multi-
language requirements
• Web application
- Develop a new web application (Global HR Workflows)
to provide a data interface for HR p
p professionals in the
UK

8. Statement of Scope
The Web Application included the following 9 pages:
1) Login page for authenticating users and to select a different language
2) Home page for selecting an appropriate workflow
3) Add Employee page to enter newly hired employees and submit for approval
4) Edit Employee Data page to make changes to existing employee data and submit for
approval l
5) Terminate Employee page to process an employee termination
6) Approve New Employee page to view and process (approve or cancel) the request for
adding a new employee
7) Approve Changes page to view and process a request for changing data for an
existing employee
8) Select Employee pop-up for the users to easily locate and select an employee for the
edit or termination workflows
9) Security page to allow system administrators to control which employees users have
access t
to

9. Statement of Scope
Workflow/Dataflow Requirements:
• Develop a system with workflows to alert approvers and submitters
during the approval process
• Develop programs to automatically update and maintain the data
between the GlobalHR database and the Kronos database
- Ensures that changes which are fully approved within the
Global HR application will get updated in the Kronos database
quickly and accurately
• Duplicate existing data interfaces between Kronos and other critical
HR Systems in real time to assure data consistency

10. Login Page
The web application will be accessed after proper authentication on a
Login page. After navigating to the web site, a user will enter his/her
login ID and password to access the application Once in the
application.
application, the user will be limited to employee data that is defined in
the security tables

11. Home Page
• Allows users to process approvals
• Initiate new workflows
• Track the workflows they have submitted
• The home page is divided into three sections:
1. Requesting your Approval
2. Initiating a Workflow
3. Tracking Approvals

12. Section 1: Requesting your Approval
1. Displays the workflow type:
• ADD = Add Employee
• EDIT = Edit Employee Data
• TERMINATE = Terminate Employee
T i t E l
2. Indicates the company, location and employee for
which the workflow has been submitted for approval
3. Displays up to 3 approvers and whether or not they
have approved the workflow
pp

13. Section 2: Initiate a Workflow
1. To submit a new workflow, the user selects from the 3
choices (buttons):
( )
• Add Employee- After selecting the Add Employee
button, a new browser window will open and display
the Add Employee page.
• Edit Employee Data - When a user selects the Edit
Employee Data button a new browser window will
button,
open and display the Edit Employee Data page
• Terminate Employee And when a user chooses the
Employee..
Terminate Employee button, a new browser window
will open and display the Terminate Employee page

14. Section 3: Track Approvals
1. After a user submits a new workflow it will appear in
this section
• After it is either fully approved or cancelled by
anyone, it will continue to appear for two additional
weeks after the date of the last approver (or after it
has been cancelled)
2. Users may click the View link to preview the workflow
y p

16. Add Employee Page
Purpose: This page appears in a new window when a user selects the
Add Employee button on the Home page. It is used when an employee is
hired.
The page consists of 3 sections:
1. Approval Routing Information – This is the first section at the top of
the page After selecting the Hiring Company and Hiring Location the
page. Location,
user can then select the appropriate approvers.
2. Employee Information – This section includes the personal
information that will be maintained for the employee
employee.
3. Job Information – This section includes the job-related information
that will be maintained for the employee.
When th
Wh the user has completed filli out th f
h l t d filling t the form, as required b th
i d by the
validation rules on the page, the Submit button is selected. This saves the
data in the GlobalHR database so it is available to be viewed on the Home
page by the User and the selected Approvers
Approvers.

18. Edit Employee Page
This page appears in a new browser window when a user selects the
Edit Employee Data button on the Home page. It is used to change
the data for a current employee.
The page consists of 4 sections:
1. Select Employee – The user must first select the employee that
needs to be updated. This section includes a button titled Find
Employee. Once an employee is selected his/her data is displayed
on the form.
2. Approval Routing Information – In this section, the user enters
the Effective Date of Change and selects the appropriate
approvers.
3
3. Employee Information – The use ca ed t t e data in t s
p oyee o at o e user can edit the this
section, as needed, before submitting the workflow for approval.
4. Job Information – The user can edit the data in this section, as
needed, before sub tt g t e workflow for app o a
eeded, be o e submitting the o o o approval.

20. Terminate Employee Page
This page appears in a new browser window when a user selects the
Terminate Employee button on the Home page. It is used to process
an employee termination. It is a simple process that requires no
termination
approvals.
The page consists of 2 sections:
1. Select E l
1 S l t Employee – Th user must first select the employee that
The t fi t l t th l th t
is to be terminated. This section includes a button titled Find
Employee. Once an employee is selected his/her data is displayed
on the form
form.
2.Termination Information – In this section, the user enters the
Termination Date and selects a Termination Reason.
When th
Wh the user has completed filling out th f
h l t d filli t the form, th S b it b tt i
the Submit button is
selected. This saves the data in the GlobalHR database so it is
available to be viewed on the Home page by the User.

21. Terminate Employee

22. Approve New Employee Page
This page appears in a new window when a user selects the Process or
View link on the Home page for an Add Employee workflow (ADD). The
data can be reviewed and processed from this page, but the data cannot be
edited.
Features:
• The page consists of the same 3 sections as the Add Employee
workflow, but all the data is read-only
• In addition to previewing the data a user can process the workflow
data,
from this page. If the user is an Approver and has not yet approved
the workflow, the Approve and Cancel buttons will appear at the
bottom of the page for processing

24. Approve Edit Page
This page appears in a new window when a user selects
the Process or View link on the Home page for an Edit
Employee Data workflow (EDIT) The data can be
(EDIT).
reviewed and processed from this page, but the data
cannot be edited.
Features:
• The page consists of the same 4 sections as the Edit
Employee Data workflow but all the data is read only
workflow, read-only.
• In addition to previewing the data, a user can process
the workflow from this page. If the user is an
Approver and has not yet approved the workflow, the
Approve and Cancel buttons will appear at the bottom
of the page for processing.
processing

26. Security
All users must be set up with access to the employees they need.
Users can be restricted to employees in a specific Company or
Location, and access to specific employees can be explicitly included
or excluded.
Features:
• Accessible only to users that have been granted Administrator
rights. If a user has Administrator rights, a drop-down menu will
appear on the Home page next to the Sign Out link at the top of
the page.

27. Security
After selecting the Security menu item, the Security page will display.

28. Accomplishments
• Removes obstacles/barriers in processing payroll globally
• Full Visibility
F ll Vi ibilit - HR D t outside of N th A
Data t id f North America
i
• Reporting Simplicity – using SQL Reporting Tool
• Strong Controls Environment –
• Creates Audit Trail
• Integrated Compensation Management Process
g p g
• Rolls Up to WHQ in Chicago
• Unencumbered Ability - transfer employees between
countries/Business Units
t i /B i U it