Change Network Roundtable September 21, 2017

Today Next Change Network Roundtable

3:00-4:00 pm

Kissam Multi-Purpose Room, C210

Thursday, October 19, 2017 3:00-4:00 pm

Kissam Multi-Purpose Room, C210

• 3:00-3:05–Welcome

Agenda • 3:05-3:15– Roles in Oracle Cloud

Josh Vincent

• 3:45-4:00–Questions & Wrap Up

• 3:15-3:25– Communication Strategy, Key Dates, & Blackout Dates

Josh Vincent

• 3:25-3:30– HR Line Manager Role Overview

Kara Sundar

• 3:30-3:45– Flight School, Learning Exchange Content, Next Steps Amanda Roberts

Roles in Oracle Cloud

Josh Vincent

Roles in Oracle Cloud

Approval

Group

Financial Unit

Manager

HCM

Specialist

Functional

Offices You

3

Key Players in Routine Business

Who initiates

___________ transaction?

Who approves ___________

transaction?

What about ___________,

who is involved today?

Where should I go

if I don’t know where

to start?

4

HCM Actions

5

HCM

Specialist

Key Player

Hiring an Employee

Categories of hiring

6

Approval

Business Unit Approval

Group Central HRIS

Functional Offices

Recruiters Student

Employment VTS

In your business unit

HCM Specialist Line Manager

Taleo

Staff

VTS

Non-Taleo

Faculty

Students & &

For Taleo Requisition

Financial Unit

Manager

New Positions

7

Approval

Business Unit Approval

Group Central HRIS

Functional Offices

HR Consultants

In your business unit

HCM Specialist Line Manager

Setting and Adjusting Compensation

From establishing the rate of pay

for a new hire to awarding one-

time or recurring compensation:

• Stipends (Undergraduate and

Graduate)

• Staff and Faculty Relocation and

other Bonuses

• Promotional Increases and

Raises

• Adjusting Funding Sources

8

Approval

Business Unit Approval

Group Central HRIS

Functional Offices

Student

Accounts

Student

Employment HR Consultants

In your business unit

HCM Specialist Line Manager

Time Entry / PTO / Leaves • Entering Time (“eTimesheet”

for non-exempt employees

• Requesting Time Off (PTO

Plans for Exempt Staff)

• Requesting Leaves (FMLA,

TMLA, etc.)

• Escalation: Timecards can be

approved centrally if a line

manager does not act timely

9

Approval

Line Manager Payroll / Central HR

Functional Offices

HR FMLA & Related

Leave Groups HR Consultants

In your business unit

You Line Manager HCM Specialist

Finance & Procurement Actions

10

Financial

Unit

Manager

Key Player

Expenses

• Expense reports are no longer

submitted using Concur

• To submit an expense report,

users must have a record in

Oracle HCM

• Escalation: 5 Days (to Financial

Unit Manager’s Line Manager)

11

Approval

Financial Unit

Manager Approval Group Expense Auditor

Functional Offices

HR Procurement &

Disbursements

In your business unit

You Line Manager HCM Specialist

Procurement • Receiving is handled by the

goods/services recipient

– Usually the procurement

requester

• Catalog requisitions issue Purchase

Orders directly to the vendor

• Non-Catalog Orders (using Smart

Forms in Oracle Cloud) move to

Buyers and Sourcing Officers in

Procurement & Disbursements

after departmental approval

• Escalation: 5 Days (to Financial

Unit Manager’s Line Manager)

12

Approval

Financial Unit

Manager Approval Group Vice Chancellor

Functional Offices

Procurement &

Disbursements Fixed Assets

In your business unit

Procurement Requester

Internal Transactions

• Intercompany Billing

• Journal Entries

• Revenue/Royalty Distributions

13

Approval

Financial Unit

Manager Approval Group Central Finance

Functional Offices

VU Providers Central Finance

In your business unit

Financial Unit Manager Approval Group

General Chart of Accounts Needs

• Selection/use of the correct

Chart of Account string

values

– Program or Activity

– Transaction Types:

• Procurement

• Expense Reports

• Labor Distribution

(e.g., grants funding)

14

Functional Offices

Central Finance

In your business unit

Financial Unit Manager Approval Group

Resources

Coming Soon!

• Published process

details

• Published local role

assignments

• Points of contact for

functional areas

15

Communication

Strategy, Key Dates, & Blackout Dates

Josh Vincent

Boarding

Early December

through

Early January

Check the SkyVU website for the most up

to date information!

Important

SkyVU

Transition

Dates

19

Cutover Prep Key Dates

Unrestricted Cost Center & Faculty Fund Cost Center Setups End

Sept 30

Cost Center Setup for Grants, Cores Nov 30

Complete HR changes needed this calendar year by the end of November as much as possible

Don’t process HR changes that aren’t effective or needed until January 1 or after. You will do those in Oracle starting in January.

Place December orders as early as possible!

Plan expense report processing to be complete by mid December. Includes OneCard approvals.

20

Cutover Prep Planning

21

Data Conversion

from Legacy Systems Dec

1

Dec

6

Dec

15

Dec

22

Convert 14,000

Cost Centers

to New COA

Load 10,000

Employee

Records

17mo. of converted

balances for 14k cost centers,

fixed assets,

projects, AR-grants

2,000 Awards

4,000 Projects

(manual input)

Biweekly

Payroll

Timekeeping

Begins

10,000 open POs

6,000 vendors

HR Finance Grants Expenses & Procurement

Dec

17

2,000 employees

12/17–12/30, paid 1/5

Weekly

Payroll

Timekeeping

Begins

Dec

25

500 employees

12/25–12/31, paid 1/5

Jan

6

Dec. converted balances,

PPM project costs,

General AR, Project Balances

Oracle GL

Opens

Jan

8

Oracle Open

• Purchasing

• Expenses

• HR Transactions

Jan

3

Jan

2 Biweekly &

Weekly Manager

Time Approvals Due

December Close

data

validation data validation

data

validation

expected milestone dates as of 9/14/2017

Taleo Blackout

eProcurement & Concur

transactions end

ePAC* & C2HR

transactions end

*excludes ePAC RDCs which

continue through Dec. close

December Close will occur as normal January 2 – 5.

All legacy systems will be used during the close: GL, PeopleSoft HR & APPO, ePAC RDCs, etc.

Read only access to Legacy systems will remain for a period of time after December close.

22

December Close & Systems Access

HR Line Manager Role

Overview

Kara Sundar

Line Manager

ALWAYS

• Direct Reports

• Exempt Time-Off:

Approve/Reject Requests

• Non-Exempt Timecards:

Approve/Reject

• Expense Reports: Receive FYI

notification

SOMETIMES

• Where a FUM is a direct report:

• Escalated Transactions (stale):

Approve / Reject

• Initiating HCM Transactions

(where designated as

appropriate by area/person)

• Initiate new hire and add non-

employees

• Initiate transactions for existing

employees within hierarchy

• As a hiring manager

• In Taleo, working with their HR

Specialist (same as current

state)

NEVER

• Facilitate Labor Distribution

(Employee Costing)*

• *HCM Specialists only

Learning Program

Update

Amanda Roberts

SkyVU Flight School Kick-Off

October 2-4, 2017

Student Life Center Ballrooms

Oct. 3

11 am – 3 pm Learning Fair

Breakout Sessions

Oct. 2 & 4 Invitational Sessions

First 300

people

receive a

FREE

t-shirt!

27

The Learning Fair SLC Ballrooms B&C

28

11:00 a.m. – Doors Open & Check-In Begins

FIRST 300 PEOPLE RECEIVE FREE T-SHIRT

11:15 a.m. – Welcome with Eric Kopstain

11:00 a.m.-3:00 p.m. – Visit Terminal Gates

• Preview content from subject matter experts at gates

• Sign up for in-depth training classes

• Light refreshments available

3:00 p.m. – Doors Close

The Learning Fair SLC Ballrooms B&C

29

Gate A5

Grants

Admin

Gate A4

Planning

&

Budgeting

Gate A3

Procurement

Gate A2

Expenses

Gate A1

COA & Fin

Reporting

Gate C1

Employee

Self-Service

Gate C2

Benefits,

Leave & PTO

Gate C3

Timekeeping

(non-

exempt)

Gate C4

HR Line

Managers

Gate C5

Hiring

Process

Gate B2

Students

Gate B1

Faculty

Check-In

table

snack

s Tra

inin

g

sign

-up

t-sh

irts

Th

e S

kyV

U T

erm

inal

30

11:30 a.m. – Expense Reports (Session A) with Tiffany Gregory

12:00 p.m. – Non-exempt timesheet preparation & approval (Session A) with Dave O’Ferrell

12:30 p.m. – Exempt PTO request & approval with Terri Armstrong

1:00 p.m. – Expense Reports (Session B) with Tiffany Gregory

1:30 p.m. – Non-exempt timesheet preparation & approval (Session B) with Dave O’Ferrell

2:00 p.m. – Procurement Initiation with Chuck Nicholas

Breakout Sessions SLC Ballroom A

See the premiere of the

SkyVU Testimonial Video!

31

Training Modules

Available

Preview learning modules

prior to Flight School!

To Locate:

Search “SkyVU Learning Program”

in the Learning Exchange and

enroll in “Information for

Vanderbilt Employees”

Learning Exchange Content Available

Search “SkyVU Learning Program” in the Learning

Exchange and enroll in “Information for Vanderbilt

Employees”

Next Steps

Flight School Kick-Off

• Invite your area to attend: October 3, 11-3, SLC

FY17 FY18

Feb Mar Apr May Jun Jul Aug Sept

Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan

Transition Realization

SkyVU

Timeline

Community Readiness

&

Training

Configuration Validation

Business

Processes

&

Oracle

Applications

Cloud

BI: Fin, P2P, HR,

PPM Grants &

Non

SIT 1 Oracle to Oracle

Process & Data Mapping

& Conversion

SIT 2

External Vendors & Internal Systems

Planning & Budgeting Planning Design

Operational Reporting

Test & Dev.

BI Apps Roadmap

In Scope Integrations

CT-2.1 Grants w/ Data Re- Converted

Non-Grants PPM Workgroup Solutions

Oracle Business Intelligence Suite (On-premise) - Academic, DAR, Gen Counsel, Research

SIT Prep

Configuration & Business Process Mapping

Grants, Finance, HRCM

FunDriver Implementation & Initial Testing

eMarketplace Implementation & Initial Testing

Train/Test

Research Systems

Replacement Planning

Facilities Systems

Assessment

Testing

Testing

Configuration/Build

Go-Live

Ready

Go-Live

Testing (SIT 2)

System Configuration & Data Integration

Design

Testing (SIT 2)

Testing (SIT 2)

FY16

CT-1 ERP

CT-1 HCM

CT-2 ERP & HCM

Config and Process Mapping Grants, Finance, HCM, + Projects: Capital, Cores, Faculty Funds,

Gifts & Endowm

ents

CT 2 Prep: Data Conversion

Release 12 upgrade &

User Acceptance

Payroll Parallels

IDM & MDM (person data: EPI replacement) Implementation Cutover target: 3/31/18

Vendor Demos and

Selection w Faculty

Rollout: Capital, Budgeting, Forecasting

Research Systems Replacement Assessment

Workgroups: Workflow & Security, Labor Distribution, Fringe, Faculty Pay, PeopleSoft Student Systems

Historical Reporting: inventory, move data to warehouse, add BI Tool access

Operational Reporting Analysis

BI Apps Implementation

Cloud Reporting Security

BI Author & Consumer Training

Go-Live/ Conversion/

Cutover Activities

Facilities

Research

IDM/MDM

Integrations

ecrt

eMarketplace

Endowment

Cutover Deadline: 4/30/2018

Config and Process Mapping Grants, Finance, HCM, Projects + Work-group Solutions