Implementing SAP SuccessFactors, particularly the Employee Central module, involves careful planning and execution to avoid risks and inefficiencies. One of the primary concerns for any company is choosing the right HR and Payroll Systems integrator (SI) partner. We’ve drawn on our experiences from various large-scale implementations, to outline a few key lessons that businesses should consider during SI partner selection:
Master data systems integrator strategy
Properly integrating your HR system is vital. One of the first priorities in choosing an SI partner is ensuring that they understand your master data integration strategy. This helps avoid unnecessary data replication as your data to moves downstream, from HR to payroll or finance. A good SI partner will also ensure your data integration respects data privacy regulations (e.g., GDPR), transferring only necessary data to ensure compliance.
Lesson: Select an SI with experience in integration design and data privacy, ensuring streamlined data exchange models that comply with relevant data protection laws.
Data configuration and validation
An experienced SI partner should focus on accurate field configurations and implement automated data validation to catch errors early. Ensuring data integrity during implementation is paramount to avoiding problems down the road. Errors such as default values being set incorrectly for critical fields (e.g., an “Ok to Hire” flag defaulting to “No” when it should be “Yes”) can lead to business process breakdowns.
Lesson: Choose an SI with strong expertise in data validation configuration to ensure smooth business operations post-go-live. Automated checks and error detection should be part of the initial design.
Alignment with downstream systems integrator
Misalignment between the new HR system and other existing systems, like payroll or finance, can cause data flow issues. Integration points, such as picklists and field formats, should be compatible across all systems from the outset. A quality SI will work closely with downstream system owners early in the process to map out these requirements and avoid issues later.
Lesson: Ensure your SI partner involves stakeholders from all relevant systems from the beginning to guarantee smooth integration and alignment of data structures.
Role-based permissions (RBP)
Poorly defined roles and permissions can lead to unauthorized access or mishandling of sensitive information. A robust Role-Based Permissions (RBP) model is essential to maintaining system security and data integrity. The SI partner must carefully define and align permissions across all integrated systems based on the principle of least privilege.
Lesson: A reliable SI partner will have a clear, methodical approach to defining RBPs that fit your organization’s needs and ensure system-wide security.
Avoid over-customization
While it may be tempting to replicate legacy system functionalities in your new SuccessFactors deployment, this can lead to unnecessary customizations that increase complexity and future maintenance costs. A good SI partner will encourage you to use standard functionalities where possible and will advise against excessive customizations unless absolutely necessary.
Lesson: Choose an SI that promotes best practices and encourages the use of native SuccessFactors functionalities, helping to reduce unnecessary complexity and long-term technical debt.
Early engagement on systems integrator
Late identification of integration requirements can result in project delays and increased costs. Your SI partner should proactively engage with stakeholders early to fully understand all integration needs between the SAP SuccessFactors module and any external systems (e.g., Kronos or payroll systems).
Lesson: Ensure that your SI partner takes an early and collaborative approach to mapping out all integration requirements and avoids leaving key technical details for the later stages of the project.
Detailed and sequential project planning
Poor planning or lack of detail can lead to missed deadlines and untracked tasks. A comprehensive and sequential project plan is crucial for tracking progress and managing dependencies. Your SI partner should develop a detailed project roadmap that outlines tasks, dependencies, and timelines in a clear manner, allowing both the functional and technical teams to align on project objectives.
Lesson: Choose an SI partner that delivers a well-defined project plan and incorporates ongoing reviews to adjust for scope changes or resource constraints.
Cross-functional collaboration
Functional decisions during the project must be effectively communicated across all workstreams, including data migration and system integration. Lack of collaboration between these teams can lead to misalignment and delays. A competent SI will implement cross-functional workshops and ensure decisions are shared across workstreams.
Lesson: Select an SI that emphasizes strong communication and collaboration among all project teams, ensuring workstreams remain aligned throughout the project lifecycle.
Documentation and architectural mapping
A lack of clear architectural and data flow diagrams can result in confusion about system dependencies and integration points. From the beginning, your SI partner should provide detailed architectural documentation that illustrates data movement and system dependencies.
Lesson: Ensure your SI partner provides comprehensive documentation, including architectural diagrams and integration flows, to clarify system architecture and avoid misunderstandings.
The success of your SAP SuccessFactors implementation relies heavily on selecting the right SI partner. By ensuring early stakeholder engagement, minimizing unnecessary customizations, and maintaining data integrity and security, the right partner can help your business avoid common pitfalls and maximize the value of the new system. When choosing an SI, prioritize those who bring strong expertise in integration, project planning, and best practices in SuccessFactors deployments.
