Rd-011 Future Process Model HCM v1.0 Delta

OUM
RD.011 FUTURE PROCESS MODEL

NATIONAL WATER COMPANY
RIYADH
SAUDIA ARABIA
Human Capital Management

(HCM)
Author: HCM Integration Team
Creation Date: Dec 20, 2020
Last Updated: Jan 1, 2021
Document Ref: NWC_HCM
Version: 1.0
RD.011 Future Process Model Doc Ref: NWC_HCM
Approvals:
<Approver 1>
<Approver 2>
Human Capital Management (HCM) Document Control ii

1 Document Control
1.1 Change Record
5
Date Author Version Change Reference

20-Dec-20 HCM Integration Team 1.0 No Previous Document
1.2 Reviewers
Name Position
Arun Samal HCM Track Lead (TCS)
Madhusudan Jakkam Program Manager (TCS)
Mahesh Sahoo Program Director (TCS)
Human Capital Management (HCM) Document Control iii

Contents
Contents
1 Document Control ..................................................................................................... iii
1.1 Change Record ........................................................................................................... iii
1.2 Reviewers .................................................................................................................... iii
Introduction ..................................................................................................................................... 6
1.3 Core Human Resource ................................................................................................. 7
1.4 Self Service Management ............................................................................................ 7
3. Event Catalog for Human Capital Management ...................................................... 8
4 Business Actors for Human Capital Management .................................................. 9
5 Process Descriptions for Human Capital Management ....................................... 10

5.1 Process Step Catalog: Core Human Resource .......................................................... 11
5.1.0.1 NWC_HCM_L3.1.2.2: Employee Qualification Update ........................................... 12
5.1.1 NWC_HCM_L2.1.3: Absence Management ............................................................. 15
5.1.1.1 NWC_HCM_L3.1.3.1: Manage Leave of Absence .................................................. 15
5.2 Process Step Catalog: Self Service Management ..................................................... 17
5.2.1 NWC_HCM_L2.2.1: Employee Self Service ............................................................. 18
5.2.1.1 NWC_HCM_L3.2.1.7: Employee Medical Insurance .............................................. 18
5.2.1.2 NWC_HCM_L3.2.1.8: Employee IBAN Change ...................................................... 20
5.2.1.3 NWC_HCM_L3.2.1.9: Employee Document of Record ........................................... 24
5.2.2 NWC_HCM_L2.2.2: Manager Self Service ............................................................... 26
5.3 Alternate Process Scenario ........................................................................................ 26
6 Process Flow Diagram for Human Capital Management ...................................... 27
7 Open Discussion Points .......................................................................................... 28
8 Inflight Projects ........................................................................................................ 29
9 Open and Closed Issues .......................................................................................... 33

9.1 Open Issues ............................................................................................................... 33
9.2 Closed Issues ............................................................................................................. 33
10 Naming Conventions and Standards ..................................................................... 34
11 Glossary of terms ..................................................................................................... 35
Human Capital Management (HCM) Document Control iv

Human Capital Management (HCM) Document Control v

Introduction
The Future Business Process Model document is to describe the detailed process design for each level 3
process. This document specifically focuses on the following human capital management areas:
 Core Human Resource

 Self Service Management
 Performance Management
 Payroll
This document is intended to provide a holistic view of all the key elements of the future process design. This
document is a key output of the global design phase and is intended to support the system configuration and cluster
rollouts.
Human Capital Management (HCM) Introduction 6 of 30

1.3 Core Human Resource

Core HR module provides the functionality of managing employee life cycle effectively.
The employee life cycle includes:
 Mange Work Structure Human Resource

 Workforce Management
 Absence Management
1.4 Self Service Management

Oracle Self-Service Human Resources allows employees and managers to update personal and professional
data online using easy to use web based interface.
The Self Service Management includes:
 Employee Self Service

 Manager Self Service
Human Capital Management (HCM) Introduction 7 of 30

3. Event Catalog for Human Capital Management
L1 L2 L3
Manage Work
L3.1.1.1 Maintain Organization Hierarchy
Structure
L3.1.2.1 Manage New Hire
L3.1.2.2 Employee Qualification Update

CORE Workforce
HR Management
L3.1.2.3 Manage Separation
L3.1.2.4 Manage Exit Interview
L3.1.2.5 Manage Separation Clearance
Absence
L3.1.3.1 Mange Leave of Absence
Management
L3.2.1.1 Escalation Request
L3.2.1.2 Resignation Request
L3.2.1.3 International/Local Mission Request
Employee Self- L3.2.1.4 Employee Transfer Expense

Service
L3.2.1.5 Permission Request
Self- L3.2.1.6 Ticket Request
Service L3.2.1.7 Employee Medical Insurance
L3.2.1.8 Employee IBAN Change
L3.2.1.9 Employee Document of Record
L3.2.2.1 Employee Transfer
L3.2.2.2 Training Request
Manager Self-Service L3.2.2.3 Overtime Request
L3.2.2.4 Requisition Request
L3.2.2.5 Offering Request
Human Capital Management (HCM) Event Catalog for Human Capital Management 8 of 30
4 Business Actors for Human Capital Management

1. Recruitment Specialist
2. Employee Self Service Specialist
3. HR Manager
4. Payroll Specialist
5. Organization Development (OD) Department
6. Shared Services VP
7. Division Manager
8. Cluster GM
9. Direct Manager
10. Employee Services Head
11. City Leaves Team
Human Capital Management (HCM) Business Actors for Human Capital Management 9 of 30
5 Process Descriptions for Human Capital Management

The Future Business Process Model document is to describe the detailed process design for each level 3 process. This document specifically focuses
on the following human capital management areas:
 Core Human Resource

 Self Service Management
 Performance Management
 Payroll
This document is intended to provide a holistic view of all the key elements of the future process design and is a key output of the global design
phase and is intended to support the system configuration and cluster rollouts. Business Process Model for HCM Processes are depicted in the
diagram below which gives an overview of L1 to L3 level processes.
Human Capital Management (HCM) Process Descriptions for Human Capital Management 10 of 30
5.1 Process Step Catalog: Core Human Resource
Core HR module provides the functionality of managing employee life cycle effectively which includes:
 Mange Work Structure Human Resource

 Workforce Management
 Absence Management
5.1.0.1 NWC_HCM_L3.1.2.2: Employee Qualification Update
ID Description Frequency
1.2.2.1 Submit a request through Self Services to update qualification information On Request
Notes Automation
Employee will submit a request to update his/her qualification information from employee self- System Assisted
service responsibility.
Output ID Title Type
1.2.2.2 Review the Request and approve
1.2.2.2 Review the Request and approve the same. On Request

Notes Automation
This is a decision making point. Employee Services specialist will review the request raised System Assisted
by the employee and verifies the details prior to approval. If request is approved, there will be
system update else reject notification will be triggered for employee.
1.2.2.3 If employee has chosen primary qualification, previous qualifications become

secondary
Employee is notified of request rejection
1.2.2.5
1.2.2.3 If employee has chosen primary qualification, previous qualifications become On Request
secondary
Notes Automation
System validates and checks if the request is for primary qualification, previous qualifications System Assisted
become secondary.
1.2.2.4 Employee is notified of personal information update.
1.2.2.5 Employee is notified of request rejection On Request

Notes Automation
If request is rejected, employee is notified of request rejection as a self-service notification. System Assisted
Process ends
1.2.2.4 Employee is notified of qualification information update On Request

Notes Automation
Once Self-service specialist approves the request, employee is notified of qualification System Assisted
request approval.
Process ends
5.1.1 NWC_HCM_L2.1.3: Absence Management
5.1.1.1 NWC_HCM_L3.1.3.1: Manage Leave of Absence
List of applicable leaves for seconded employees.

Leave Type Details
Annual Leave  Job Grades (1-12): 30 Days
 Job Grades (13-15): 35 Days
 Job Grades (16-18): 40 Days
Emergency Leave 30 Days without Salary
Sick Leave  Full Salary for the first 30 Days
 ¾ Salary for the next 60 Days
 No Salary for the next 30 Days
Eid and National Day Holiday  6 Days For AlAdha Eid
 4 Days for AlFitr Eid
 1 Day for the National Day Holiday
Exams Leave Equivalent to the number of Actual Exam Days
Sick Leave due to Work Injuries During Recovery Period
Accompanying Leave 30 Days without Salary
Hajj Leave 10 Days once during secondment
Maternity Leave 10 Weeks + (one more month with full salary and an additional
month without salary, if needed)
Relatives Death Leave  5 Days for all employees
 4 months & 10 Days in the event of a Muslim female
employee’s husband death
 For Non-Muslim Females: 15 Days in the event of the

husband’s death
Marriage Leave 5 Days
Paternity Leave 3 Days
Leave Cancellation and Update
Employee can cancel and update the approved leave even after the leave start date. The approval flow remains the same as the original approval flow
(as per leave type) with an additional approver as City Leaves Team.
5.2 Process Step Catalog: Self Service Management
5.2.1 NWC_HCM_L2.2.1: Employee Self Service
5.2.1.1 NWC_HCM_L3.2.1.7: Employee Medical Insurance
2.1.7.1 Submit request through self-service to enroll/re-new/cancel dependent enrollment for On Request
medical insurance
Notes Automation
Employee submits request through self-service to enroll/re-new/cancel the dependent enrollment System Assisted
for medical insurance. For father and mother, employee has to choose the class of insurance. After
request submission it goes for approval to Medical Insurance Officer.
2.1.7.2 Review the request and provide approval.
2.1.7.2 Review the request and provide approval On Request

Notes Automation
Medical Insurance Officer reviews the request and do the needful whether to approve or reject the System Assisted
request.
2.1.7.3 Employee is notified of request approval.

2.1.7.4 Employee is notified of request rejection.
2.1.7.3 Employee is notified of request approval On Request

Notes Automation
Medical Insurance Officer if approves the insurance request, employee will be notified of request System Assisted
approval.
End of Process.

Notes Automation
Medical Insurance Officer if rejects the insurance request, employee will be notified of request System Assisted
rejection.
End of Process.
5.2.1.2 NWC_HCM_L3.2.1.8: Employee IBAN Change
2.1.8.1 Employee submits request for update in existing bank details On Request
Notes Automation
Employee submits request through self-service to update his account details which may include System Assisted
change in IBAN, Account No etc.
2.1.8.2 System checks for validations and allows if all criteria is met
2.1.8.2 System checks for validations and allows if all criteria is met On Request
Notes Automation
There are many validations that system checks as follows: System Assisted
 The Requestor will not be able to initiate the request if the flag Fixed has a value ‘Yes’
 Requestor will only able to update the existing IBAN. They cannot Create a new or Delete
an existing one
 The Account Number should be same as the last digits in the IBAN
 The Length of the IBAN field should be of 24 digits
 Attachment is Mandatory while submitting the Request
2.1.8.3 Review the request and approve.
2.1.8.3 Review the request and approve On Request

Notes Automation
Payroll manager reviews the account update request and takes necessary action. System Assisted
2.1.8.4 System updates employee account details with the new IBAN from previous period
pre-payment+1 day
Employee is notified of request rejection
2.1.8.6
2.1.8.4 System updates employee account details with the new IBAN from previous period On Request
pre-payment+1 day
Notes Automation
The Bank details should be changed in the system. The Bank details will get changed effective System Assisted
from the day+1 last prepayment completion date in the system. The Previous Bank details will be
end dated and stored as a history
2.1.8.5 Employee is notified of employee account update
2.1.8.5 Employee is notified of employee account update On Request

Notes Automation
Employee is notified of employee account update System Assisted

Process ends.
2.1.8.6 Employee is notified of request rejections On Request

Notes Automation
Employee is notified of request rejection System Assisted

Process ends.
5.2.1.3 NWC_HCM_L3.2.1.9: Employee Document of Record
2.1.9.1 Employee submits request for adding new documents with relevant details and On Request
attachments
Notes Automation
Employee submits request through self-service to add/update new documents. System Assisted
2.1.9.2 Checks for attachments and duplication of documents. Validation Check cleared?
2.1.9.2 Checks for attachments and duplication of documents. Validation Check cleared? On Request
Notes Automation
Employee submits request through self-service to add/update new documents System Assisted
2.1.9.3 Review the request and approve

Notes Automation
City Insurance custodian reviews the request through self-service and does the needful. System Assisted
2.1.9.4 System updates employee document of records

2.1.9.6 Employee is notified of request rejection

Notes Automation
City Insurance custodian reviews the request through self-service and approve. System Assisted
2.1.9.5 Employee is notified of request approval
2.1.9.5 Employee is notified of request approval On Request

Notes Automation
Employee is notified of request approval. System Assisted
Process Ends

Notes Automation
Employee is notified of request rejection. System Assisted

Process Ends
5.2.2 NWC_HCM_L2.2.2: Manager Self Service
5.3 Alternate Process Scenario

Not Applicable
Process Flow Diagram for Human Capital Management
HCM process flows have been included in the Process Step Catalog section for Core Human Resource and Self Service.
Human Capital Management (HCM) Process Flow Diagram for Human Capital Management 27 of 30
7 Open Discussion Points
Human Capital Management (HCM) Open Discussion Points 28 of 30

8 Inflight Projects
Attached here with the inflight project items
The below list of inflight projects has to be considered for Central and Eastern cluster. These projects have been rolled out for NWC between 25
Jun 2020 – 03 Dec-2020. This is in alignment to list shared by EY.
Sl No Project Process Impact

1 SSE3 - Insurance and Contact Yes
2 enhancing the ticket requests to be linked with annual leave No
3 SSE2 - Education Allowance Enhancement Yes
4 Salary Confirmation Letter (‫)راتب تثبيت‬ No
Payroll En. - IBAN Change Maker/Checker (Approval needed for any new or update
5
IBAN entry). Yes
Payroll Enhancement: Salary Change Maker/Checker (Approval needed for any new or
6
update salary entry) Yes
7 Payroll Comparison Report No
8 Annual GOSI Report No
9 Buy Dept Letter No
10 Old transfer transactions cleansing No
11 Quick Retro Pay No
12 Payroll summary report by cost centre No
13 Employee Leave of Absence update and delete No
14 Leave Type Restriction No
15 Employee Contracts No
16 Talent Profile Dashboard and update. No
17 Documents of Record No
18 Resume for Employee No
19 Alert from Finance after any payment completed No
20 Retro Costing No
21 Payroll Dashboard No
22 EoS and Experience Certificate No
Human Capital Management (HCM) Inflight Projects 29 of 30

23 Showing number of days deducted in the Payslip No
24 Enhance the overlap validations for all transactions No
25 Employee Disability No
26 Employee Headcount Report No
27 Employee Loan Balance Report No
28 View Payslip by Administrator No
29 Mass Employee Assignment Update No
30 Employee Directory No
31 Timeout and Escalation Process No
32 SSHR Fund Availability by Department Report for managers No
33 Alert for connected 10 days of Absence or 20 days not connected No
34 Link the roles with resignation request No
35 Employee Qualification No
36 PMS - Mid-Year Review No
37 HR-PO Integration for annual tickets2020 (manual data upload) No
38 NWC - CPM Headcount Data View for Validation No
39 BEE Spreadsheet Upload No
40 Mass Employee Create WEBADI No
41 Mass Employee Qualification Created and Update WEBADI No
42 Final Settlement Report No
43 Reports for RPA Medical Insurance and GOSI processes No
44 Upload One Time Overtime for Mar'20 No
45 HRBP's -Create New Responsibilities for Notifications and Reports No
46 Solutions for NWC Internal Audit Findings Ref: 2020-H-IT-08 (Hajj Reward Validation)
No
47 Upload Contingent workers shared by HRIS No
48 Mass Employee Training upload using webADI No
49 Employee Retirement Notification No
50 Enhancements in Resignation report No
51 Changes in NWC HR Structure No


52 Develop new views for BI Project No
53 Upload new contingent workers No
54 Update Company Stamp in HR Documents No
55 Transfer Issues (Include employees for transfer) No
56 New requirements MI & GOSI reports for RPA Project No
57 Change NWC Logo in ID Letter (Gross, without gross, without salary) No
58 Upload Medical Insurance deductions (Oct-Dec 2020) No
59 Upload Overtime (Eid-al-Fitr) for Apr, May-2020 No
60 Add new fields to Grievance OAF Page No
61 Validation for transfers between CBUs to be on first day of month No
62 New Validation for Grade 0 in Education Allowance No
63 Upload Overtime (Eid-al-Fitr) for Jun, Jul-2020 No
64 Enhancement of Timeout Escalation to exclude CEO & add terminate status No
65 Upload the attendance data of Sep 2020 No
66 Hiring request Validation No
67 Upload overtime for Aug (Eid-Al-Adha) No
68 Delete & Add Medical Insurance contacts No
69 Organization Chart No
70 SSHR invoice and vouchers for individual Training Payment No
71 Fixing and using the best practice for the Hierarchy No
72 Resignation Request No


9 Open and Closed Issues
9.1 Open Issues
ID Issue Resolution Responsibility Target Date Impact Date
Details attached in Section 7 NWC Business/E&Y Need these UAT Start

points
addressed
before UAT
9.2 Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date
Human Capital Management (HCM) Open and Closed Issues 33 of 30

10 Naming Conventions and Standards
Human Capital Management (HCM) Naming Conventions and Standards 34 of 30

11 Glossary of terms
Terminology Definition
Human Capital Management (HCM) Glossary of terms 35 of 30

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OUM

RD.011 FUTURE PROCESS MODEL

Human Capital Management

Human Capital Management (HCM) Document Control ii

Date Author Version Change Reference

Human Capital Management (HCM) Document Control iii

3. Event Catalog for Human Capital Management ...................................................... 8

4 Business Actors for Human Capital Management .................................................. 9

5 Process Descriptions for Human Capital Management ....................................... 10

6 Process Flow Diagram for Human Capital Management ...................................... 27

7 Open Discussion Points .......................................................................................... 28

8 Inflight Projects ........................................................................................................ 29

9 Open and Closed Issues .......................................................................................... 33

10 Naming Conventions and Standards ..................................................................... 34

11 Glossary of terms ..................................................................................................... 35

Human Capital Management (HCM) Document Control iv

Human Capital Management (HCM) Document Control v

 Core Human Resource

Human Capital Management (HCM) Introduction 6 of 30

1.3 Core Human Resource

The employee life cycle includes:

 Mange Work Structure Human Resource

1.4 Self Service Management

 Employee Self Service

Human Capital Management (HCM) Introduction 7 of 30

3. Event Catalog for Human Capital Management

L3.1.2.2 Employee Qualification Update

L3.2.1.3 International/Local Mission Request

Employee Self- L3.2.1.4 Employee Transfer Expense

4 Business Actors for Human Capital Management

5 Process Descriptions for Human Capital Management

 Core Human Resource

5.1 Process Step Catalog: Core Human Resource

 Mange Work Structure Human Resource

5.1.0.1 NWC_HCM_L3.1.2.2: Employee Qualification Update

1.2.2.2 Review the Request and approve

1.2.2.2 Review the Request and approve the same. On Request

1.2.2.3 If employee has chosen primary qualification, previous qualifications become

1.2.2.4 Employee is notified of personal information update.

1.2.2.5 Employee is notified of request rejection On Request

1.2.2.4 Employee is notified of qualification information update On Request

5.1.1 NWC_HCM_L2.1.3: Absence Management

5.1.1.1 NWC_HCM_L3.1.3.1: Manage Leave of Absence

List of applicable leaves for seconded employees.

 For Non-Muslim Females: 15 Days in the event of the

Leave Cancellation and Update

5.2 Process Step Catalog: Self Service Management

5.2.1 NWC_HCM_L2.2.1: Employee Self Service

5.2.1.1 NWC_HCM_L3.2.1.7: Employee Medical Insurance

2.1.7.2 Review the request and provide approval.

2.1.7.2 Review the request and provide approval On Request

2.1.7.3 Employee is notified of request approval.

2.1.7.3 Employee is notified of request approval On Request

2.1.7.4 Employee is notified of request rejection On Request

5.2.1.2 NWC_HCM_L3.2.1.8: Employee IBAN Change

Output ID Title Type

2.1.8.3 Review the request and approve.

2.1.8.3 Review the request and approve On Request

Output ID Title Type

2.1.8.5 Employee is notified of employee account update

2.1.8.5 Employee is notified of employee account update On Request

Employee is notified of employee account update System Assisted