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During the last decade, corporations have searched for ways to slice, dice and
chop costs from their operating budgets. One aspect that companies have been
examining closely is how to consolidate and streamline various support services in
order to gain efficiencies of scale and provide a higher level of service. Many
organizations have found that it’s possible to reduce administrative costs by
anywhere from 20% to 30% by identifying the most efficient way to deliver a
particular service and then creating a customer-oriented mind-set. Absa set itself
on this path when it took shared services up as part of a new operating model.
Sharing services is more than a method for cutting costs. The idea is to reduce
inefficiency and save money, but also improve customer service. The question is:
what is the most efficient way to get a task done, and how to understand the
value and costs associated with it?
Shared services are blowing apart the barriers that previously constrained
organizations. When done right, shared services allow an organization to
guarantee customers a specific service level, at a specific price, and find the least
expensive way to deliver the services. In other words, shared services allow an
organization to do the work where it should naturally be done.
Background
Reilly and Williams define three key dimensions that distinguish shared services
from other models:
At Absa, the shared services model was important for the following reasons:
Methodology
o The Case Researcher as Evaluator: All evaluation studies are case studies.
o The Case Researcher as Interpreter: The researcher has recognized a
problem, puzzlement, and studies it, hoping to connect it better with known
things.
Stake says that qualitative inquiry is subjective and new puzzles are produced
more frequently than solutions to old ones are provided. The contributions to
disciplined sciences are thus slow and tendentious; results pay off little in the
advancement of social practice; ethical risks are substantial; and the cost in time
and money is very high. Given this information, the reader should be cautious
when drawing conclusions. Yin supports this in saying that, for teaching purposes,
a case study need not contain a complete or accurate rendition of actual events;
rather, its purpose is to establish a framework for discussion and debate in order
to learn.
An effort was made towards validation, by means of “triangulation,” which Stake
(1995) describes as:
o Data source triangulation – see if the phenomenon or case remains the same
at other times, in other spaces, or as persons interact differently.
o Investigator triangulation – have other researchers take a look at the same
scene or phenomena.
o Theory triangulation – by choosing coobservers, panelists, or reviewers from
alternative theoretical viewpoints.
According to Reilly and Williams, a key issue that will determine what you put in
your shared services, is how much you retain within PM/HR and how much you
devolve to line or pass to employees under a self-service system. In Absa, the
following services were identified as being used by the whole Absa group (all the
business units): payroll, People Management contact center, employee wellness,
management services, PM systems and processes and Centers for PM. The
decision to include an item or not was determined by whether the work was
deemed straightforward (transactional and repetitive?) and whether cost was a
primary concern.
Reilly and Williams also state that at a more detailed level, there are questions to
answer on the number of staff to be employed; and whether the roles you create
in a shared services structure are specialist or generalist in nature. They conclude
(2003, p. 30) that if you introduce shared services the constraints experienced
will vary from organization to organization. Namely, the outcome of the design is
likely to be affected by the following intent:
Reilly and Williams also state that employee self-service or the broader concept of
e-PM refers to the electronic means by which staff can gain information, add data
to systems, and carry out transactions. In the most developed approaches, the
result is a fully integrated, organization-wide electronic network of PM-related
data, information services, databases, tools and applications, that are generally
accessible at any time by employees, managers and PM professionals. Corporate
intranets are the means by which this is done initially: the intranet is the
precursor to giving wider access to employee data. Line managers are given on-
line access to employee records. This is aligned with the B2E (Business to
Employee) portal and has as its foundation both ESS (Employee Self-Service) and
MDT (Manager's Desktop).
Ease of access to technology will be an important determinant of how far and fast
e-PM is launched, according to Reilly and Williams. In some organizations nearly
all employees have a desktop computer. Those that do not would be able to get
online through computer kiosks. Absa is conducting an intervention whereby all
employees will have access to technology. This intervention is referred to as LAN-
DP. Speed of progress within an organization will probably not be determined by
technological capability alone, but also by culture - how much is the organization
prepared to devolve responsibility to the line managers or employees?
Why consider e-PM options? Reilly and Williams list the following benefits:
o Cost savings - fewer people are needed to deal with queries or transactions as
they are managed online.
o Better quality information online as those with knowledge or expertise have
loaded the material.
o Improved management information based on better records.
o Higher levels of knowledge-sharing and collaborative working across
organizational boundaries.
o Greater proportions of the workforce are able to work remotely.
o More sophisticated and informed decision-making.
o Empowerment of staff so that they have more control over their lives;
providing them with easier access to information.
o Having staff in one place allows techniques like buddying, which helps with
cover and coaching.
o Improved learning can be achieved.
o Escalating problems to a higher level of expertise is easier.
The new PM operating model was the key influence on the design decision. The
idea is to staff the internal shared services division with people who are
generalists, but to expect them to develop an expertise in one subject. This is one
method of balancing the generalism/specialism tension.
The decision whether or not to outsource has to be taken. We had to settle not
only what to outsource, but also why and how to outsource a specific function.
Appoint Staff
Once the overall design of the structure was in place and specific roles described,
staff members had to apply. Reilly and Williams highlight a number of factors to
be considered when appointing staff:
o How many posts could be filled internally with little prior training - in
other words: how many people could be placed in positions with their
current competencies?
o How many jobs could be filled with good internal candidates but
substantial training will be needed before they can be fully operational?
o How many jobs offer no choice but to appoint external staff?
o Personal computer literacy is vital.
o The employees were faced with the following options:
o Apply for your current post if it falls within the scope of the new
operating model.
o Apply for another job if you feel that you could acquire the necessary
competencies needed to perform the job.
o Apply for another job in Absa and be redeployed.
o Be retrenched.
The above statements applied to both the roles available in the new PM operating
model as well as for the intended shared services function. Absa PM wanted to
emphasize continuity in their service delivery as well as customer knowledge and
familiarity. Most employees were re-deployed and the retrenchments amounted to
only 16.2 percent in total. There is a risk in any new model that the service
quality is likely to decline before it improves. Keeping some form of continuity
helped smooth the process with the customers and to reassure staff that the
implementation process was still a work in progress. Line liked having a single
name to contact during the transition period and liked still being served by a
person that they knew.
Since the start of this transition, there has been movement in the teams so as to
allow greater flexibility of deployment and to avoid too much narrowness in
attitude developing. The greatest movement was experienced in the shared
services function where a number of new appointments were made.
Reilly and Williams emphasize that the main aim is to ensure that, at the end of
the process, you have the right people in the right places as far as possible. This
means that you should recognize the distinct skill sets for different roles – not
just a question of level, but of type of work. The main aim is to try and balance
the benefits of bringing fresh blood with new ideas and experience, with the need
for organizational continuity - the knowledge of the organization, how it works, its
culture and its people. Another angle to consider is creating flexibility in your
resourcing mix.
The shared services function achieved this by appointing a number of new staff
members as well as making use of the services of an external, independent
consultant who operates as part of the core team. Continuity is achieved by
having the original team members in key roles. The flexibility and innovative
solutions and views thus come from the new members in the team.
Dennis Farrell
General Manager
People Management Shared Services
Absa
email: dennisf@absa.co.za
Dennis has 23 years of service with Absa, both business- and HR- (People
Management) related. Over the past 10 years, his focus has been on strategic HR
management and the positioning of People Management as a world class HR
organization. Dennis has now implemented an internal People Management
Shared Services function within Absa, which allows for flexibility to adapt to
change and be positioned to embrace external business opportunities.
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