During a feedback webinar with Groupama, we received Nicolas Chambron, HRIS Manager, as well as Christelle Régibier, Project Owner, who presented their approach to enriching, processing and using employee data using to the Cegid Talentsoft tool and the Shortways assistant through their 26 entities.
What was the context of this project?
Nicolas Chambron: We had a tool on which we did our annual interviews and which crystallized discontent. This tool was aging for several reasons.
First, because the enrichment of employee data was manual, by manual import file, therefore with problems at the time of the annual interview of the hierarchical connection, of their personal data, etc.
Then, our entire HRIS environment was compartmentalized. That is to say that our annual interview tool did not communicate with any other tool, therefore could not benefit from data enrichment from training, payroll systems, recruitment and other HRIS systems.
And finally, we deployed this project at the time of confinement, and at that time we deployed what we called the “Digital Collaborative Space” project, the Microsoft Office 365 suite.
So the whole challenge was also to respond to the increasingly digital behaviors of our employees.
We therefore decided to replace this aging, off-market tool.
To rationalize the HRIS by creating connections between our different tools and by automating the link between the tool and the payroll systems, to have the most recent hierarchical employee data and organizational structures possible, i.e. a refresh daily.
Thirdly, we took the opportunity to deploy new processes that were not addressed in our company, I am thinking in particular of everything related to Career Management and Skills Management. So of course we did staff reviews, but using Word and Excel, so we decided in terms of employee experience, to use a more modern tool.
Finally, to have consistency and a link with the Office 365 suite.
What was the project scope of this project?
Nicolas Chambron: The scope of the project was first of all what we called the Performance scope, that is to say all the interviews: annual interview, HR interview, professional interview, etc. and the entire career management part therefore review of personnel and skills management with the integration of a skills framework, both standardized and dynamic.
The second part of this project which has not yet been addressed, which we will probably work on in 2024-2025, is the merger of HR IS environments and HR IS applications. In this case, everything that is Performance that I have just spoken to you about and Recruitment is the same publisher, it is Cegid Talentsoft, but on two different environments. We migrated them to the same server, now we have to merge them so that there is only one portal and we can achieve higher functionalities.
At the entity and employee scope level, Groupama is a regionalized Group also with subsidiaries. Half of the regional funds (Groupama Rhône-Alpes-Auvergne, Groupama Centre-Atlantique, Groupama Grand-Est, etc.), and subsidiaries which will speak to you, such as the Gan Assurances brand which is a subsidiary of Groupama. In total, this represents 26 entities, 25,000 employees (permanent, fixed-term, work-study students), so this is the French scope, excluding the international subsidiary (5 or 6,000 employees would need to be added, not integrated into the project at the moment).
Why did you choose Cegid Talentsoft?
Nicolas Chambron: We chose Cegid Talentsoft because we already knew them. They worked with us for the recruitment part.
Then, and I think this is one of the main arguments, it is a French publisher so in terms of data protection, and employee data is valuable data, in terms of GDPR, in terms of protection of personal data, This seemed more reassuring to us with servers in France from French publishers, in Paris and Marseille. It is a publisher which is labeled Microsoft and which allowed us to achieve superior functionalities and to be in line with our digital strategy.
It is a portal which is for us more ergonomic, user-friendly and above all customizable by entity, and we have 26 of them.
And then this employee data is systematically up to date. I had a question from an HR manager who asked me “But what are we going to do if the managers change within us?” and there is no problem since the hierarchical attachment data is updated every evenings and there are very easy one-click possibilities to delegate the form.
But if the environment is ergonomic, our processes are not always. This is why we wanted to guide employees in their navigation, and in this sense we chose Shortways as a priority partner to at least support the understanding of all our processes.
What approach was favored to facilitate the adoption of the tools?
Christelle Régibier: We had an objective and issues of adherence to this new tool since it was a new career management tool.
With the aim of ensuring optimal handling of all the tools put in place, and in particular when there is a change of entire system, it is particularly important to put in place several means to facilitate the conduct of the change, and this at all levels of the organization.
Here are some examples:
We have of course put in place a whole bunch of training to support them regularly, and have created user clubs.
Finally, Groupama chose Shortways, notably by introducing step-by-step instructions to guide employees through the tool. These step-by-step instructions are accompanied by video content to ensure the best possible handling. These step-by-step steps have also been personalized so that each employee sees only what is necessary for them and thus avoids communicating information that is not relevant to the adoption of the tool.
The use of FAQs was also an important point of the approach implemented in order to always improve the information available to employees and improve content step by step. The reporting tool completes these implementations by encouraging users to report problems in the tool that prevent a good understanding of the tools.
Christelle Régibier: There are many reporting tools integrated into Shortways which allow us to know the number of interactions, what are the most frequent searches, etc. This allows us to know the needs in terms of help and content to be created , and adjust content already created.
The real benefit for our employees, our business administrators and our HR community was also to gain autonomy on their side. Not to go looking elsewhere on another SharePoint site for answers to their questions, but to have the FAQ directly integrated into the tool.
Nicolas Chambron: What we have put in place is that our internal customers can contact us as administrators through a ticketing system and ask us a lot of questions. And when we receive a question which has not been answered until then or which requires an update, we systematically have an Excel file which brings together all of our questions, and very regularly Christelle makes new imports to the FAQ in order to have answers that are always up to date and permanently completed.
I believe we have exceeded 500 questions and we are between 500 and 600 questions and answers today.
Thank you Christelle and Nicolas for your feedback
