Aviva, a 30,000 person FTSE 100 financial services organisation, had completed its UK acquisition of Friends Life, a 4,000 person business in April 2015. Aviva's integration team had five months to design and transition to a future integrated organisation in time for the deal closing. The aim was to crowdsource competency information to allocate employees with the best possible skills in a fair and transparent way to run the business forward. The team faced a range of challenges:
- How to co-ordinate and integrate plans across 22 work streams covering 12,000 people
- How to limit and set levels of access within the integration team in line with data confidentiality agreements with Friends Life
- How to perform standard analysis across two companies with different grade structures, job titles and performance metrics
- How to have a fair and auditable process for assessing and selecting large numbers of people in spite of gaps in historical on employee performance
- How to avoid security risks such as passing sensitive data on Excel across workstreams via email
dESIGNING THE ORGANISATION WITH CONFIDENCE
Given the scale of the challenge and the limited time available, the team recognised that they would need nimble software that could perform predictive analysis and produce organisation charts and scenarios in real time. Having turned to OrgVue, after only 10 days of initial support and training, the core HR MI team and HR integration team were adept in modelling and analysing the impact of future designs.
Liaising with Finance, Aviva analysed and modelled the organisation across 22 work streams regarding headcount, cost, location, spans, layers and management ratios. They produced As-Is and To-be analytics and org charts for each work stream to compare multiple organisational models with the expected synergies from the merger and make plans for each rolled-up area with confidence. As the project continued, the team also identified further areas where advanced analytics could drive further value for the business – including in activity-based costing and responsibility mapping.
dATA-DRIVEN and auditable ASSESSMENT AND SELECTION
Having modelled the future organisation Aviva needed to manage the transition, ensuring they placed and retained the best people in the most appropriate roles. By identifying areas where roles had similar key competencies and could be assessed in the same selection pools, the team simplified a complex process.
Using bespoke web forms sent directly from OrgVue they collected assessment data from managers across the organisation for their direct reports. Where available this was combined with information on recent performance. This meant the team could immediately start making fact-based decisions within each workstream, and could see areas that might have highly capable candidates not yet allocated to roles who could be available for redeployment/transfer. The result was an efficient, user-friendly, secure and auditable end-to-end solution for Aviva's entire integration.