Business Context
Digital transformation changing the way businesses function today, it is essential for companies across the globe to swiftly digitalize to drive efficiency and deliver unparalleled customer experience.
As a pioneer in the business lines of workplace innovation since 1960, Viking is today the leading provider of workplace products and services in Europe. Employing around 6,000 associates, it supports customers in their transition towards developing workspaces and solutions that are dedicated to a greener and more sustainable future. Post its acquisition in November 2021, the company is now part of the RAJA Group, Europe’s largest packaging distributor, and a market leader for workplace supplies, equipment, packaging and solutions for a modern and future-proofed organisation.
Project Summary
Arcadis HR team needed to evolve its work structure to support the company’s growth strategy and become future-ready. They wanted to move away from coordinating their HR functions in Excel sheets and chose Oracle Cloud as the solution. Oracle Cloud offers comprehensive functionality, high performance, and flexible integration capabilities aligned to the requirements of Arcadis. Mastek was chosen as an implementation partner following our successful collaboration and delivery on past projects.
We decided to replace the Workday HCM functionalities for Core HR, Compensation, Benefits, Recruitment, Absence, Learn and Talent with Oracle HCM functionalities, because it offers our employees and managers a better customer experience and simplified our processes…
Mastek supported us in a very professional and customer friendly way throughout the complete journey.
–Sandra Vogels
HR Director, Viking
We decided to replace the Workday HCM functionalities for Core HR, Compensation, Benefits, Recruitment, Absence, Learn and Talent with Oracle HCM functionalities, because it offers our employees and managers a better customer experience and simplified our processes…
Mastek supported us in a very professional and customer friendly way throughout the complete journey.
– Sandra Vogels
HR Director, Viking
The Situation
A call to upgrade legacy HR systems
The legacy ERP solution from Workday that Viking had been using for its HR-related operations needed to be better aligned with HCM best practices, and made user-friendly for both employees and managers, This was critical to maintain accurate employee data for administrative and payroll efficiency, improve communication and reporting, and provide an open and transparent organisational view.
Further, with Workday solution nearing its expiration, continuity of support needed to be maintained. It was thus imperative that Viking migrated to a new HR system before the license expired.
Earlier, Viking had implemented Oracle Cloud Financials for their Order-to-cash and Procure-to-pay processes, and they were impressed by Oracle Cloud Applications’ ease of use, agility, and reduced operating costs. The organisation was thus keen to leverage the Oracle Cloud system for unifying their business processes.
The Challenges
They had to invest a lot of manpower to execute various processes, given the number of properties they owned and managed across the country, without any centralized system in place.
Using, tracking, and managing multiple Excel sheets was becoming increasingly difficult. This impacted negatively on their budget planning and bank statement reconciliations.
They wanted to establish a new property bookkeeping system to help them plan and manage budget consolidation of their various hotel group branches.
Simplify the existing complex process flow, along with increased data security.
They needed to enable a self-service procurement cycle with adequate financial and statutory reporting systems in place.
They were looking to integrate multiple POS systems with the ability to capture statistical information with dollar values in AP invoices.
They did not have any data normalization across all their properties. This led to different properties maintaining different data standards with a cumbersome COA structure that lacked scalability to meet diverse business needs.
They had to invest a lot of manpower to execute various processes, given the number of properties they owned and managed across the country, without any centralized system in place.
Using, tracking, and managing multiple Excel sheets was becoming increasingly difficult. This impacted negatively on their budget planning and bank statement reconciliations.
They wanted to establish a new property bookkeeping system to help them plan and manage budget consolidation of their various hotel group branches.
Simplify the existing complex process flow, along with increased data security.
They needed to enable a self-service procurement cycle with adequate financial and statutory reporting systems in place.
They were looking to integrate multiple POS systems with the ability to capture statistical information with dollar values in AP invoices.
They did not have any data normalization across all their properties. This led to different properties maintaining different data standards with a cumbersome COA structure that lacked scalability to meet diverse business needs.
A UK government department has a back-end tidal protection system, built using accurate and reliable data from the UK’s largest network of tidal stations. They need to make this prediction capability available as an API to developers across the UK using a subscription (paid and free) model.
About Client
The client is headquartered in New Zealand and invests in natural disaster research, education, and providing insurance to property owners for the damage caused by natural disasters like earthquakes, landslides, volcanic eruptions, hydrothermal activity, and tsunamis. They are committed to reducing the impact of natural disasters on people and communities.
The Challenge
Mastek’s project team was professional and friendly to interact with. Our teams worked very well together and were able to get to know each other on a bit of a personal level as we worked through open issues. The team was responsive to questions and issues as they arose and worked closely with Oracle to resolve open questions, keeping us updated along the way.
– Melissa Lighthall
Global People Project Director, Digital People Solutions at Arcadis U.S., Inc.
There was no mechanism to interact with enterprise data. Store associates did not have a way to look up customer profile, purchase history, loyalty points, rewards, coupons, offers, etc.
Business Benefits
The Solution
End-to-end and integrated implementation of Oracle Cloud HCM
To enable Viking save on speed and costs, Mastek introduced process assessment in lieu of requirements gathering, and adopted a lean development strategy to directly convert processes and policies to Oracle HCM Cloud . This enabled us to identify key gaps in the ERP system design early on in the project, gave significant time to Viking to make decisions, and for us to provide effective solutions
Mastek implemented the following Oracle HCM systems across eight countries UK, Netherlands, Romania, Germany, Austria, Ireland, Switzerland, and Belgium.
Global HR
Absence management (NL, UK)
Benefits
Recruitment (UK, Netherlands and Romania)
Learning
Talent & Compensation management
Career Development
Performance management and Talent Review
Goal Management
Mastek used ADOPT (Advisory, Design, Orchestrate, Prepare, Transition) methodology for the Oracle implementation. This ensured an automated and seamless integration without errors and thus minimized rework, and customized roles and access for efficient reporting and inquiry access without incurring additional license cost.
Thirteen legal entities, covering 2000+ employees across the organization, were synchronised to go live in a short period of 30 weeks. 10000+ data records were migrated — and for easy and efficient data migration, the existing data was divided into multiple sets, and Mastek’s successful Oracle HCM Cloud transformation elevates HR’s profile to a strategic and efficient business partner for Viking Raja Group (Viking) separate entities were created for new employees, employee updates, and employee termination. This approach ensured easy data adaptation and eliminated data errors. All configurations for the post-design phase were done via standard migration tools, thereby reducing configuration timelines by 40 percent.
Data cleansing across functions was done to ensure accurate, seamless and efficient data migration. Detailed project task tracking ensured meticulous adherence to the challenging deadline, and a rigorous UAT plan was followed (using SpiraTest) to perform around v simultaneous test cases using multiple user groups across all countries involved in the migration. Effective debugging ensured timely UAT closure.
The Mastek team assured the client of on-the-ground availability with efficient communication systems and processes. This ensured on-time delivery with 100% effectiveness and accuracy. We also delivered appropriate training to all end-users, and this enabled an easy transition during the ‘go-live’ phase.
Viking opted for AES (Application Enhancement Services), and Mastek’s Oracle Cloud Managed Services to drive their business efficiency and unlock the true potential of their Oracle Cloud investment.
- Mastek helped HEI to design and implement a single integrated solution with Oracle Cloud solutions. We were able to integrate all their daily income journal solutions using industry-specific best practices.
- We provided a user-friendly Oracle ERP Cloud system with a customized bank statement upload solution ensuring an easier, faster, and efficient financial system.
The Solution
End-to-end and integrated implementation of Oracle Cloud HCM
To enable Viking save on speed and costs, Mastek introduced process assessment in lieu of requirements gathering, and adopted a lean development strategy to directly convert processes and policies to Oracle HCM Cloud . This enabled us to identify key gaps in the ERP system design early on in the project, gave significant time to Viking to make decisions, and for us to provide effective solutions
Mastek implemented the following Oracle HCM systems across eight countries UK, Netherlands, Romania, Germany, Austria, Ireland, Switzerland, and Belgium.
Global HR
Absence management (NL, UK)
Benefits
Recruitment (UK, Netherlands and Romania)
Learning
Talent & Compensation management
Career Development
Performance management and Talent Review
Goal Management
Mastek used ADOPT (Advisory, Design, Orchestrate, Prepare, Transition) methodology for the Oracle implementation. This ensured an automated and seamless integration without errors and thus minimized rework, and customized roles and access for efficient reporting and inquiry access without incurring additional license cost.
Thirteen legal entities, covering 2000+ employees across the organization, were synchronised to go live in a short period of 30 weeks. 10000+ data records were migrated — and for easy and efficient data migration, the existing data was divided into multiple sets, and Mastek’s successful Oracle HCM Cloud transformation elevates HR’s profile to a strategic and efficient business partner for Viking Raja Group (Viking) separate entities were created for new employees, employee updates, and employee termination. This approach ensured easy data adaptation and eliminated data errors. All configurations for the post-design phase were done via standard migration tools, thereby reducing configuration timelines by 40 percent.
Data cleansing across functions was done to ensure accurate, seamless and efficient data migration. Detailed project task tracking ensured meticulous adherence to the challenging deadline, and a rigorous UAT plan was followed (using SpiraTest) to perform around v simultaneous test cases using multiple user groups across all countries involved in the migration. Effective debugging ensured timely UAT closure.
The Mastek team assured the client of on-the-ground availability with efficient communication systems and processes. This ensured on-time delivery with 100% effectiveness and accuracy. We also delivered appropriate training to all end-users, and this enabled an easy transition during the ‘go-live’ phase.
Viking opted for AES (Application Enhancement Services), and Mastek’s Oracle Cloud Managed Services to drive their business efficiency and unlock the true potential of their Oracle Cloud investment.
- Mastek helped HEI to design and implement a single integrated solution with Oracle Cloud solutions. We were able to integrate all their daily income journal solutions using industry-specific best practices.
- We provided a user-friendly Oracle ERP Cloud system with a customized bank statement upload solution ensuring an easier, faster, and efficient financial system.
Mastek’s project team was professional and friendly to interact with. Our teams worked very well together and were able to get to know each other on a bit of a personal level as we worked through open issues. The team was responsive to questions and issues as they arose and worked closely with Oracle to resolve open questions, keeping us updated along the way.
– Melissa Lighthall
Global People Project Director, Digital People Solutions at Arcadis U.S., Inc.
Benefits
Plug-and-play integration build for multiple POS such as Micros, Opera and Fosse made it possible to have a simplified cash overview process. It also helped with the analysis of revenue and cost for each service provided.
Established a catalogue-based procurement cycle (Punch Outs).
With the new Oracle ERP Cloud system in place, it was easy and secure to conduct an end-to-end tracking of expense reimbursements.
Oracle ERP Cloud system was customized and automated to generate auto-bank reconciliations; reports on revenue per available room (REVPAR), average daily rate (ADR), flow through which is operating profit % for additional revenue earned compared to budget; and tracking of fixed assets specific to location.
We built a customized interactive dashboard for budget vs actual analysis. They were also able to have a real-time financial statement generation.
Plug-and-play integration build for multiple POS such as Micros, Opera and Fosse made it possible to have a simplified cash overview process. It also helped with the analysis of revenue and cost for each service provided.
Established a catalogue-based procurement cycle (Punch Outs).
With the new Oracle ERP Cloud system in place, it was easy and secure to conduct an end-to-end tracking of expense reimbursements.
Oracle ERP Cloud system was customized and automated to generate auto-bank reconciliations; reports on revenue per available room (REVPAR), average daily rate (ADR), flow through which is operating profit % for additional revenue earned compared to budget; and tracking of fixed assets specific to location.
We built a customized interactive dashboard for budget vs actual analysis. They were also able to have a real-time financial statement generation.
The Outcome
Automated business processes in Finance and HCM-Payroll including Payslip distribution.
Eliminated manual work by using the excel upload of AP and AR transactions in the Finance Application.
Automated inter-branch (between regions) transaction of Receivable and Payable processes.
Centralized control of receipts and payments.
Eliminated paper work by using online forms in HR Self Services and its online approval process.
Online approval process for various employee transactions, such as employee expense approval, leave approval, and various other employee transactions as per SACC Policy.
With the updated region-wise system security implemented, we ensured data security and user security by region. It provided with an ability to process transactions and view data region-wise. It ensured that one region cannot view or transact another region’s transaction and data. Additionally, with user security, reports can be run only by the users of the respective regions.
Ensured reduce dependency on the parent company for Period Closing and other resources in the newly implemented system.
Achieved a rapid implementation through deployment of the Oracle Unified Methodologies and migrated SAP ERP on-premise to Oracle Cloud Services.
With the rapid implementation approach and preventative risk management, we were able to identify the risks to avoid delays in the project.
Provided solutions to create dynamic dashboards for interactive reporting, along with the business process automation.
Suggested a change in management as per internationally recognized standards and locally-required regulations.
The Results
Single source of truth for all global HR records for greater transparency and employee experience
Mastek’s Oracle HCM Cloud transformation enabled Viking to expand HR’s role as a proactive business partner by allowing the HR team to focus on strategic and value-adding initiatives. Other business benefits of the transformation include:
Empowerment of HR team to effectively respond to business needs and rapidly deliver global employee data insights at reduced operational cost
Higher levels of visibility into workforce performance and productivity, due to user-friendly Oracle HCM solutions and strong reporting capabilities
Efficiency in global recruitment due to transparent, flexible and robust business processes
Self-serve capabilities for easy access and management of information by employees and managers
In-depth knowledge of Compensation and HCM modules and the relevant expertise to develop the required customisations ensured on-point delivery and implementation.
Mastek’s bespoke training for ‘Super Users’ helped team Arcadis quickly understand the solution and its optimal usage.
For the first deployment, in a city that averages 60,000 violations per day with multiple images per violation – Volteo Edge’s solution relays over 100 alerts per day to Verra that would otherwise have been missed. The 14 people who had been tasked with image quality control were reassigned to more productive work. Due to its effectiveness, the solution is set to be expanded to Vera Mobility’s newly acquired business entities and customers as well.
In-depth knowledge of Compensation and HCM modules and the relevant expertise to develop the required customisations ensured on-point delivery and implementation.
Mastek’s bespoke training for ‘Super Users’ helped team Arcadis quickly understand the solution and its optimal usage.
The solution helped Intel to provide its employees with a more pleasant and productive work environment, from ensuring energy-efficient environmental controls to the avoidance of frustrations associated with parking and cafeteria queues or searching for workspaces, resulting in improved employee retention.
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