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.
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 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.
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