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HR Analytics Solution
Client : Home Office
Sector : Public Services

Project Overview

The Snapshot-based HR Analytics Solution has become one of VAAMG Consulting's premier projects, effectively tackling the complexities, inconsistencies, and challenges involved in managing large datasets. By implementing an advanced Oracle-based cloud solution and utilizing Oracle BI Publisher along with OAC Data Visualization, we successfully delivered our solution. This system was designed to require minimal maintenance and operational overhead, achieving a low incident rate and quick resolution times. The rollout of the HR Analytics Snapshot has led to significant performance improvements for the client compared to their previous legacy system.

Business Challenge

The Home Office's primary reporting tool, Fusion Transactional BI, faced performance challenges and lacked a snapshot feature, rendering it unsuitable for external reporting. This compelled the business to revert to offline reporting methods. The challenge encompassed not only technical delivery but also the need to foster confidence in Oracle technology while ensuring that all stakeholders were aligned with the project's objectives. Agile delivery was accomplished through collaboration with the Home Office Metis Data and Analytics, QAT, HR Tech Shared and Services, and Live Services teams, ensuring compliance with the Home Office governance process throughout the entire project lifecycle.

Innovation

By leveraging Oracle BI Publisher and OAC Data Visualization, HR Analytics Snapshot project enabled a significant shift in the collection, processing, and reporting of HR data, hence initiating and bringing in innovative solutions to client’s day-to-day operations. The inefficiencies of the legacy system, which included a lengthy two- to three-week data validation process, were replaced with an automated Oracle-based solution that reduced this timeframe to under two days. This remarkable increase in efficiency not only addressed the urgent need for timely and accurate data but also established a foundation for further advancements in data management and reporting.

This project fostered new thinking within the organization, highlighting the potential of cloud-based solutions to streamline operations and improve data accuracy. By integrating Oracle Data Integrator, we ensured seamless data integration that aligned with Oracle's roadmap, paving the way for future technological developments. The innovative application of OAC Data Visualization enabled dynamic and interactive data presentations, providing decision-makers with real-time insights, and promoting a culture of data-driven decision-making. Our approach was in line with the Home Office's future roadmap and facilitated the client's transition from BI Classic to Data Visualization.

Additionally, our strategy introduced a new working methodology that emphasized automation and precision in data handling. This transformation not only enhanced existing processes but also illustrated the value of modern cloud technologies in reshaping traditional business operations, encouraging the organization to pursue similar innovations in other areas.

Return on Investment

The HR Analytics Snapshot project significantly enhanced the client’s ability to meet its core objectives by improving the efficiency and accuracy of HR data processing. Automation of data collection and processing reduced the data validation time from two weeks to under two days, resulting in substantial time savings and a notable reduction in operational costs. This increased efficiency translated into direct financial savings, allowing for the reallocation of resources to other critical areas.Additionally, the project provided a competitive edge by enabling the Home Office to share HR Analytics Snapshot data with other government entities as part of regulatory requirements. The improved accuracy and reliability bolstered compliance with reporting standards and fostered greater trust in the data provided. Moreover, the project yielded several ancillary benefits. The reduction in manual workload and errors enhanced overall operational efficiency. The ability to reconcile data before publication ensured higher accuracy, further increasing the reliability of reports. These enhancements not only met but exceeded initial objectives, demonstrating a clear and substantial return on investment (ROI).

The solution, which was strategically led by Home Office Metis Data & Analytics team and delivered by VAAMG Consulting surpassed performance expectations across several key areas:

Design Principles Applied: Fixing Source Data: Our approach focused on addressing root causes rather than temporary fixes, ensuring that source data met quality and validation standards.

Data Reconciliation: We validated data throughout the pipeline to maintain consistency between source and target data.Agile Methodologies: Our value-driven process adopted agile practices, allowing us to prioritize high-value fixes first, track progress, and optimize performance.

Time to Market: The first iteration was completed in about 18 weeks from conception to production, while the second iteration took 24 weeks, ensuring timely delivery.

Capacity: The solution was rolled out to approximately 150 power users, providing robust access and usability throughout the organization.

Data Processing Efficiency: While transaction per second metrics are not recorded due to the analytical nature of this project, the extraction and loading of data is highly efficient, taking under one hour to process up to 400,000 records per month per snapshot.

This comprehensive approach illustrates how the HR Analytics Snapshot project not only achieved its goals but also delivered significant ROI through enhanced efficiency, accuracy, and operational improvements.

Quality Management

The HR Analytics Snapshot project exemplified effective project management, being completed on time and within budget. The deliverables not only met but exceeded the initial objectives, resulting in a robust, scalable, and reliable cloud-based HR analytics platform. The implementation was structured into multiple phases, with critical iterations delivered efficiently.The HR Analytics Snapshot solution was implemented in a notably shorter timeframe. The Home Office faced challenges due to rapidly changing customer requirements, regulatory updates related to data protection risks (DPIA), and unclear governance processes. With Home Office Metis Data and Analytics team leading the strategic analytics direction with stakeholders ,VAAMG streamlined the discovery and design phases for the Home Office, aligning with established design principles.

We successfully navigated these challenges, completing both phases within four weeks. The HR Analytics project was divided into multiple phases, with two critical workforce iterations completed within the following timeframes:

Iteration 1: Workforce Analytics for Expenditure Staff - Delivered in 18 weeks (December 2022 - April 2023) with 18 defects.
Iteration 2: Workforce Movement Analytics - Delivered in 24 weeks (May 2023 - October 2023) with 12 defect

Despite the complexity of delivering a fully tailored solution, we completed these two workforce-related iterations significantly faster than expected, while also continuing enhancements for other business areas. Our estimated timelines were already shorter than what the client had anticipated, showcasing our efficiency and expertise.The implementation involved collaboration among VAAMG, the Home Office Data and analytics team (MDA), and the HR Technical Shared Service team (TSS). The MDA team produced all front-end reports, while TSS participated in user acceptance testing (UAT) and test scenarios to ensure comprehensive validation of the solution. This collaborative approach, combined with agile project management practices, facilitated a swift and effective implementation. Obstacles were overcome through a blend of creativity and adherence to the project's core objectives. The teamwork between VAAMG, MDA, and the TSS team ensured thorough testing and validation, resulting in high satisfaction levels.

This solution proved highly effective despite its complexities due to large datasets, multiple teams, key personnel involvement, and stakeholder engagement. Key lessons learned included:

The importance of clear communication and stakeholder engagement.
Flexible project planning to accommodate unforeseen challenges.
Running agile sprints collaboratively with Home Office and VAAMG members to foster shared ownership and accountability.
Conducting regular retrospective meetings to identify areas for improvement and implement lessons learned in future sprints.
Sharing sprint start and end plans with the wider team to enhance visibility and alignment among all stakeholders.
Utilizing agile methodologies and tools like JIRA and Confluence to streamline documentation and communication.
Promptly sharing SIT test results with QAT and UAT teams to ensure seamless integration and validation of deliverables.
Establishing a robust risk management framework to proactively address potential roadblocks.
Encouraging cross-functional team engagement to bridge gaps between technical and non-technical stakeholders for a unified understanding of objectives.
Maintaining a continuous feedback loop to dynamically adjust priorities in response to changing requirements.
Enhancing training sessions for end-users early in the project lifecycle to promote adoption and reduce resistance.

Outcome -Impact

The success of the HR Analytics Snapshot project was evaluated using several key metrics. Data processing time was reduced from two weeks to under two days, reduction in operational costs, and the system efficiently managed up to 400,000 records per snapshot each month. These quantitative measures underscored the project's significant impact on improving organizational efficiency. The project highlighted technology's crucial role as an enabler of organizational excellence, competitiveness, and quality of service. By providing timely and accurate data, the solution facilitated better decision-making and improved compliance with reporting standards. Enhanced data accuracy and reliability fostered greater trust among stakeholders, further validating the project's success.

The project's deliverables will continue to support future growth and change within the organization. The scalable and reliable cloud-based platform lays a strong foundation for further innovations in data management. Ongoing improvements and updates will ensure that the system remains aligned with evolving technological advancements, maintaining its impact and relevance.Our solution is designed for minimal maintenance and operational overhead while maintaining a low incident rate with rapid resolutions. Data was meticulously structured and validated to ensure high reliability. Production support and system administration are managed by other suppliers.

Our solution integrates seamlessly with existing technologies, requiring minimal administrative effort. Operational metrics indicate that support needs are minimal, with system incidents resolved swiftly and efficiently. This allows the client to benefit from robust data management without extensive additional resources. Our collaborative approach reassured other suppliers and business users that our team is readily available for assistance.In conclusion, VAAMG Consulting’s HR Analytics Snapshot solution has enabled the Home Office’s HR data processing capabilities, delivering substantial improvements in efficiency, accuracy, and cost savings. This successful implementation underscores VAAMG’s commitment to leveraging Oracle technologies for remarkable customer success while driving innovation in public sector operations.

Summary of Success

The HR Analytics Snapshot project, spearheaded by VAAMG Consulting for a leading UK government department, exemplifies excellence in cloud innovation and effective problem-solving. Confronted with the challenge of managing large, complex datasets for government reporting, the inefficiencies of the legacy system necessitated a robust solution. Our Oracle-based cloud platform, utilizing Oracle BI Publisher and OAC Data Visualization, transformed data processing from a cumbersome two-week task to a streamlined two-day operation, resulting in a notable reduction in operational costs.This initiative not only introduced advanced technology but also established a more efficient method for handling HR snapshot data.

The solution automated data collection and processing, ensuring timely, accurate, and reliable snapshots for workforce expenditure, FTEs, diversity metrics, and more. The system's capacity to manage up to 400,000 records per month highlights its robust design and capability for high-volume data management.Our solution was closely aligned with the Home Office's vision and future roadmap, yielding a profound return on investment through substantial cost savings, enhanced decision-making capabilities, and improved compliance with reporting standards.

The management of the project showcased effective collaboration, meticulous planning, and strategic execution, ensuring delivery within the established timeframe and budget. The seamless integration of Oracle technologies and the transition from OAC Classic to OAC Data Visualization further illustrate our commitment to leveraging the latest advancements for client benefit.In conclusion, the HR Analytics Snapshot project deserves recognition for its innovative approach, significant ROI, exceptional management, and transformative impact on public sector data processing. It sets a new benchmark for future projects in this domain.

HR Analytics Solution Client : Home Office Sector : Public Services