Like other units of Metro AG group, Makro Cash & Carry Polska S.A. has been a user of SAP solution in finance and controlling. In personnel and payroll area each unit could choose its own software, which made reporting on the level of the corporation difficult.

In order to unify the management rules of personnel and payroll data and reporting according to standards required for all the corporation, Makro decided on implementing mySAP HR. The coordinating company in all international units is MGI, the main supplier of IT services for Makro. The aim of mySAP HR implementation according to the corporate Common Template in all the group’s units is to enable a homogenous HR policy and creating critical reports ‘on request’.

Poland was the first country to start the implementation according to the corporate concept. Due to the complexity of the project and the local specificity of personnel and payroll management the company supporting the project in Poland was BCC (since 2018 SNP Poland).

Iwona Kubzdela, project manager for Makro: ‘Among the arguments in favor of choosing SNP Poland, some more important were the participation of SNP consultants in implementation of SAP finance part in our company. The suggested methodology of implementation was of importance too. It consisted in knowledge transfer and this had already worked in our company.
The next advantage was SNP’s experience in implementing mySAP HR solution and highlighting the role of HR department as a user and the owner of the system’.

The scope of implementation

mySAP HR implementation is, in the intention of Makro, a long-term process. In its first phase the Project has covered the following functions:

  • personnel administration (HR-PA)
  • organizational structure planning (HR-PD)
  • payroll (HR-PY)

Since 1 January 2002 the above functionalities have been used by the personnel department in the headquarters, personnel departments in particular depots and finance departments in depots and in the headquarter.

All users work in one system, located In the IT center of MGI, in Germany. The first payroll in the new system will be settled in the last week of January.

After implementing the basic HR components (PA, PD and PY), Makro developed the system by recruitment  function (along with online recruitment).

Iwona Kubzdela: ‘Starting the PA, PD and PY functionalities marks the beginning of implementing HR solutions in our company. We are going to continue and implement next functionalities. For this year we have planned starting the recruitment module, and the next one: training management and personnel development, which are prepared as next corporate solutions and will allow us to handle those areas within all the concern. Another functionality we are also going to implement this year is time management’.

The course of the implementation

The implementation was carried out according to the standard five-phase SAP methodology. The basic difference in comparison with other such projects was the necessity to concern Makro corporate concept (the so-called Common Template).

This document defines administrative and organizational divisions to model in the system, some configuration settings necessary for reporting and the rules for configuring and documenting works.

Michał Szymaczek, HR project manager for BCC: ‘Due to the fact that Poland is the first country to implement mySAP HR according to Makro corporate concept, we managed to influence the final shape of this template. The implementation team, composed of Makro employees and BCC consultants, while configuring the standard mySAP HR, introduced some changes to the Common Template document, with regards to the Polish specificity in personnel and payroll areas’

Considering the geographical scattering of the groups of the system key users, mySAP HR implementation in Makro was a big logistic project, as installation and configuration of the end software and user training in 21 outlets required systematic planning and reserving resources.

Iwona Kubzdela: ‘The first payroll settlement in the new system was done in an unprecedented way: payroll specialists from all depots met in the headquarters to work together. This facilitated direct assistance from experienced users and consultants and helped to avoid an avalanche of repetitive phone inquiries’.

Because of the lack of a unified personnel and pay-roll data base in the system used so far, data conversion was a complex process. Files generated in many data bases (mainly in SIMPLE solution) had to be verified many times before and after their import to SAP system.

In terms of payroll settlement Makro has two basic personnel groups: employees paid by the hour and by the month.

mySAP HR makes calculations in two algorithmic paths, and for the employees paid hourly it is vital that their work time in the system be reflected very clearly.

Michał Szymaczek: ‘Connecting external applications of work time planning and registering (Makro RCP and Cerber) with a HR solution was the most difficult project task. We were considering a few alternative solutions.
As it turned out, the best of them was to leave work time planning to the department heads – they could do it in mySAP HR via Internet browsers (replacing Makro RCP with an Internet application) and transferring the function of positive evaluation of work time into SAP system’.

Innovative solutions

For the first time in Poland the project used the Internet technologies to exchange data between an end user and mySAP HR in such a wide scope. Up till then, work time had been planned by managers in an isolated application and the data were exported through batch files to RCP (Cerber) system and personnel and payroll applications (Simple).

Now the work schedules are introduced into mySAP HR by means of an Internet application and a user logs in through an Internet browser to SAP system to work with current data. This way the number of interfaces with external systems has been minimized while also achieving a high degree of consistency of the data processed.

Advantages of the implementation

When starting the project, three main aims were defined:

  • setting a standard for unified personnel and pay-roll administration in the whole company,
  • ensuring authorized people a direct and easy access to consistent and up-to-date personnel and payroll data in the whole corporation,
  • providing a tool supporting taking management decisions.

When speaking about the advantages that Makro obtained after implementing mySAP HR, the following should be mentioned:

  • data consistency and their recording one time  only (no redundant data in personnel and payroll data bases);
  • a possibility to model the organizational structure;
  • integrating work time administration system with an external system recording work time;
  • informational and functional integration with SAP financial areas for precise settlement of personnel costs;
  • maintaining an acceptable level of data confidentionality through strict authorization control (compliance with the provisions of the act on personal data protection and with internal rules of the security policy).

Makro Cash & Carry is a chain of depots for companies, business entities and institutions. Makro Cash & Carry Polska SA is the largest wholesale chain in Poland. The company has been present in the country since 1994. Now Makro is running 21 commercial outlets and employs about 7,000 people. Since 1998 Makro Cash & Carry Polska has been a part of Metro AG group, the biggest European trade concern.