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