TheCollegeOfNewJerseyOracleCloudImplementation

HumanCapitalManagementProjectKickoffNovember15,2018

Agenda

Who’sWho?

HowDidWeGetHere?

WhereAreWeGoing?

What’sthePlan?

What’sYourRole?

What’sNext?

Who’sWho?

1

Introductions

ExecutiveSponsors ProjectManagementOffice

HuronTeam OracleTeam

ExecutiveSponsors

LloydRickettsVicePresidentandTreasurer

SharonBlantonVicePresidentforInformationTechnology&CIO

GregoryPogueVicePresidentforHumanResources

ProjectManagement- TCNJ

JenLaMarshFinanceProjectManagement

AllisonLengyenITProjectManagement

KimberlyWoodsHRProjectManagement

LarissaChomytsFinanceProjectManagement

OurPartners- Huron

TedSimpsonManagingDirector

NewtonAdkinsProjectManager,HCMLead,Recruiting&OnboardingLead

DannyWynnTechnicalLead

SusanGarlandSeniorDirector

KamrynKlawitterPayrollLead

MatthewShanleyChangeManagement&PerformanceSME

OurPartners- Oracle

ChrisWandlingHigherEdSalesExecutive

TimFergusonCustomerSupportManager

SomHuchappaswamyImplementationSupportManager

HowDidWeGetHere?

2

JourneytotheCloud

TheBusinessTransformationandTechnologyModernizationInitiative willimprovetheHumanCapitalManagementprocessesandtheunderlyingtechnology acrossallfinancial,administrative,andresearchfunctionsatTCNJ.

Thisinitiative isconsistentwiththeCollege’sstrategicprioritiestobuild,operate,andmaintainasafe,sustainable,andaccessiblephysicalandtechnologicalinfrastructurethatsupportshigh-caliberlearningandasustainablefinancialmodel.

JourneytotheCloud:Past,Present,andFuture

•Finance•Grants•HumanResources•Planning&Budgeting

•Travelandexpense•Studenthousing•Alumnianddevelopment•Academiclabs•Studentrelationshipmanagement

•Email•Filesharing•Helpdesk•Projectmanagement•ResearchAdministration•Absencemanagement•Careerservices•Policedispatch•Employeerecruitment•Collegewebsite

TCNJhasalreadybegunandwillcontinuethejourneytoimproveadministrativeprocessesandtheunderlyingtechnologybymovingtothecloud.

PlannedInProgressActive

JourneytotheCloud:CurrentStateThemes

+ Challengingtointegratewithexistingtechnologies

+ Numeroushomegrownsystemsandboltonshadowsystemsrequiredtoclosefunctionalitygaps

+ Difficultyintrainingusersandapplicationsupportstaffonmultipleplatforms

+ Systemupgradesarelengthyandcomplex

+ Processesandpracticesareinconsistentacrossbusinessunits

+ Theneedtoreconciledataacrosssystemscausedelaysintrendanalysisandreporting

+ Manualproceduresprevent timelycompletionadministrativetasks

+ Verylimitedmobilecapabilities

+ Lossofinstitutionalknowledgeasstaffretire,anddifficultyrecruitingnewstaffinlegacyenvironment

+ Outdatedandsometimesunsupported technologies

COMPLEXITY INEFFICIENCY RISK

WhereAreWeGoing?

3

JourneytotheCloud:VisionfortheFuture

+ “Future-proofing”– minimalintegrationswithasingleadministrativeplatform

+ Abilitytoleverageallenterpriseresourceplanning(ERP)functionalitytoenhanceself-serviceuserexperienceforstaffandfaculty

+ Comprehensiveviewofdatatoaccessreal-timeinformationinauser-friendly,taskorientedinterface

+ Increasedefficiencyandeffectiveness–improvedpolicies/proceduresandlesstimeon transactions

+ MigratingtotheCloudwillallowustodecreasestafffocusonbackendtechnicalissueandreallocatethattimetomoremissioncentrictasks

+ RealtimeinformationtosupportmanagementandstrategicdecisionmakingacrossTCNJ

+ Moreintuitivesysteminterfacesenablefasterstafftraining– acrossendusersandsupportstaff

+ Reducedadministrativeburdenallowingmorebalancedworkloadsforstaff,andincreasingcapacity

+ AlignmentofamodernERPplatformandworkforcerecruitingopportunities

MODERNIZATION OPTIMIZATION SUSTAINABILITY

JourneytotheCloud:WhatWillTheFutureLookLike?

Eliminatingmanualprocess

Singleintegratedplatform

Simplifiedinterfaceminimizestraining

needs

Realtimedata

Employeesandstudentsbuildmarketableskills

Stewardshipofresources

Continuousqualityimprovement

ModernInfrastructuresupportsTCNJ’sMissionandStrategicGoals

Raiseyourhandifyouhavereceivedanappupdateonyoursmartphoneinthelastmonth

CloudTechnology:TheBasicsCloudsystemsautomaticallypushthelatestandgreatesttechnologythroughongoingupdatesbringingthebestinplatformandoperationstoTCNJ.

OracleCloud:Preview

OracleCloud:QuantifiableBenefitsTheCloudnotonlyprovideslong-termbenefitstotheinstitutionbutalsoemployeesduetobetteraccesstodataandimprovedprocesses

FutureProofEnterpriseSystems

IncreasedUserSatisfaction

EnhancedOnboardingandTrainingEfforts IncreasedInnovation

ImprovedAccesstoInformation

ImprovedAccuracyandDecisionMaking

What’sthePlan?

4

2018 2019 2020

1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q

Planning/Pre-Implementation• SelectHR/Payroll&FinanceImplementation Partner• Chart ofAccounts Redesign

Finance&Reporting Analytics Implementation

HRandPayrollImplementation

BusinessProcessesRedesign

Budgeting,Planning &Forecasting

ProjectManagement

ChangeManagementandCommunication

ImplementationKickoff

Financewillbegin in2018andbecompletedin2019

HR/Payrollwillbegin in2018andbecompletedin2020

FinanceImplementationCompleted

HR/PayrollImplementationCompleted

Activity Milestone

Budget,Planning &ForecastingImplementationCompleted

PostGo-LiveActivities

OurProject:Timeline

FamiliarizationSessions

BusinessProcessMapping1(BPM1)

ConferenceRoomTesting1(CRP1)

CRP2andBPM2

SystemsIntegrationTesting(SIT)

ParallelPayrollTesting

UserAcceptanceTesting(UAT)

Go-Live!

What’sthePlan?ASolutionDrivenApproach

SOLUTION DRIVEN(Package-Enabled)

StandardizeTCNJbusinessprocessestomeetthe

solution

CRP3

SIT2

What’sthePlan?SystemFeatures

ThenewHCMSystemwillhelptostreamlineHRsystemsandstandardizeHRpracticesacrosscampus.Inaddition,severalnewmodulesandfeatures,suchasself-serviceoptionsandtransactionalreports,willprovideelevatedinsightintothehealthofTheCollegeofNewJersey.

Recruiting Onboarding Performance

Payroll Benefits AbsenceManagement

OurProject:CloudImplementation

+ Businessprocesstransformation+ Configurationnot customization+ Iterativedesignandtesting+ Earlyandongoingknowledgetransfer

CloudImplementationDifferentiators

KeyComponents

SystemConfiguration

ChangeManagement

ProgramManagement

PerformanceImprovement

ProcessRedesign

What’sthePlan?ChangeManagement,Training,&You

• DevelopQuickReferenceGuides

• DevelopTrainingCoursesspecific totheuser

Training

• DevelopChangeImpact Inventoryforallbusinessprocesses

• AssistintheDevelopmentofTraining

• Deliverpresentationstocampus

ProjectTeam

• SendCommunications• PlanCampus

Presentations• MaintainWebsite

ChangeManagement

Theprojectteam- functional leads,subjectmatterexperts,and

technicalteamwillworkinunisonwiththeChangeManagementandTrainingteamstopreparecampus

fortheOracleCloudHCMImplementation.

OurProject:BusinessProcessApproachBusinessprocessmappingoccursinunisonwithconfigurationguidedbysubjectmatterexpertparticipation.

ConfigurationSystemtransactionwalk-throughs to

discussandidentifyvaluesforall

configurable fields

ProcessDesignBrainstormingandwhite-boardingofactors,steps,and

decisionswithineachfuture business

process

OurProject:BusinessProcessApproach

TheguidingprincipleofChangeManagementistoensureallimpactedaudiencesareengagedandpreparedforthechangingprocessesandtechnology.Thegoalistominimizedisruptionwhileequippingalluserswiththeappropriatelevelofreadinessthroughouttheproject.

OurProject:College-WideParticipation

BusinessTransformation&

TechnologyModernization

Initiative

People&Culture

BusinessProcess

Technology

FunctionalAreas

• Mobilizekeypersonnel• Design&adoptnewbusinessprocesses

InformationTechnology

• Technicalsupport• Programmanagement• Qualitycontrol

CampusCommunity

• Promoteprojectvalue• Embracechange• Gatherfeedback

What’sYourRole?

5

OurTeam:ProjectInvolvement

Cross-InstitutionalEngagement

Roles&ResponsibilitiesHuronSubjectMatterExperts TCNJFunctionalTeam

Leaddiscussiononeachconfigurationtask.Showconfiguration

pages

Describehowvaluesdrivefunctionality

Gathervaluesforconfiguration

Configureenvironmentfortestingand

KnowledgeTransfertoTCNJ

Begindesigningfuture-stateprocesses basedonincreasingsystem

understandingDetermineconfigurationvaluesforCRP1andlearnhowtoconfigurethesystemthroughKnowledge

TransferIdentifychangesto

processes andoperations

Support andownfollow-ups

Engagestakeholdersoutside theteam

structureasnecessary

ProjectGovernanceCloudImplementationGovernanceStructure

ExecutiveSponsors

Cabinet

Finance/ERPCoreTeam

FunctionalWorkstreams

TechnicalWorkstreams

HR/HCMCoreTeam

FunctionalWorkstreams

TechnicalWorkstreams

PMO

AdvisoryGroup

HumanResources

CoreHR

• StephenGall

• Newton Adkins• KimberlyWoods, Colleen Ramos

PerformanceManagement

• StephenGall

• Newton Adkins,MatthewShanley• KimberlyWoods, Colleen Ramos

HumanCapitalManagement(HCM)&Taleo RecruitingandOnboarding

Functional&TechnicalTeams

ProjectManagementOffice(PMO)

Newton Adkins

TCNJLead

Huron Resource

TCNJSME

KimberlyWoods &AllisonLengyen

Payroll

• Tom Rakszawski• MaryJaneWall

• KamrynKlawitter• ErikLopez

Benefits

• SamanthaSzakacs• StephenGall

• TBD• KimberlyWoods, Colleen Ramos

AbsenceManagement/TimeandLabor

• SamanthaSzakacs

• TBD• KimberlyWoods

Recruiting/Onboarding

• AngieBaczyk• AmandaPuchon

• Newton Adkins• KimberlyWoods

Legend

• TBD

• SusanGarland,MatthewShanley• TBD

Security,Workflow

• DanielWynn• Sonal Kanaujia

ChangeManagement

Integration

• DanielWynn

• Robby Buonocore

Conversion

• DanielWynn

• Sonal Kanaujia

Testing

• Newton Adkins

• GeorgeWalker,AllisonLengyen

Cutover

• Newton Adkins

• AllisonLengyen

• Familiarizationsessions• BusinessProcessMappingandAnalysis• PartnershipwithTechnicalTeam• DataMappingandConversion

Validation• ConfigurationandTesting

FunctionalLead SME’S

You’llparticipatein…

You’llbeabletoanswerthesequestions…

• Familiarizationsessions

• BusinessProcessMapping

• PartnershipwithTechnicalTeam

• DataMappingandConversionValidation

• ConfigurationandTesting

• Areallconfigurationvaluescaptured?

• Areallreal-lifetestingscenariosdocumented?

• Istheconfiguredenvironmentmeetingbusinessprocessneeds?

• HowcanwemapcurrentdatatoOracleCloud?

• Doesdeliveredfunctionalitymeetcompliance andregulatoryneeds?

• Howwillbusinessprocesseschange?

• Whatconfigurationwillmeet businessneeds?

• Whatdataneedstobeconverted?

• Howwillindividuals’jobresponsibilitieschange?

• Whatissuesorrisksneedtobeescalatedtoprojectgovernance?

HCMFunctionalResponsibilities

HCMTechnicalResponsibilities

• Strategyforintegrations,conversion,security,andreporting

• Technical architectureanddatamapping

• Design,development,technicalconfigurationandtestingsessions

• PartnershipwithFunctionalTeam

Lead

You’llparticipatein…

You’llbeabletoanswerthesequestions…

• Solutioningforbusinessprocessworkaroundsinvolvingtechnicalresolutions

• Design,developmentoftechnicalconfigurationandtestingactivities

• PartnershipwithFunctionalTeam

• Whattypeofintegrationtools/methodsbestmeets thisbusinessneeds?

• Howcanwegeneratethedataextractsforconversion?

• Istechnical architectureorproductfunctionalitysufficientforaspecificbusiness/technical need?

• Whattestingscenariosandscriptsareneededtotestnewlydesignedobjects?

• Istechnical architectureorproductfunctionalitysufficientforaspecificbusiness/technical need?

• Howcanwearchitect solutionsforgapsinthedeliveredfunctionality?

• Howcanwemeet compliance andregulatoryreportingrequirements?

• Howcanwedeliverrequiredintegrations?

• Howcanwedeliverrequireddataextractsforconversions?

ITTeam

What’sNext?

6

January25,2019

30 60 90 120December January February March

ConversionsandIntegrationsDesign

ProgramManagementandOrganizationalTransformationActivities

BusinessProcess

Mapping1

Kickoff

ConfigurationSetup1forFamiliarizationSessions

What’sthePlan?30-60-90-120DayView

DataClean-upandDefineConversionScope

FamiliarizationSessions

PrepareforCRP1

January 25, 2019

30 60 90 120December January February March

Leads

Leads• Participate ininitial design

sessions• Participate ininitial dataclean-

upandconversion scopediscussions

• Participate indiscussions onTCNJ futurerequirements/needs andBusiness Process Inventory

• Beginthe firstround ofBusinessProcessMappingsessions

Leads• Participate ininitial design

sessions• Participate ininitial data

clean-up andconversionscope discussions

• AssistinConfiguration setupasneeded

Leads• Execute testscripts in

Familiarization Sessions• Participate inBPM1Sessions• Complete anyaction items

coming outofBPM1Sessions• Participate indiscussions on

configuration set-up andTCNJfuture requirements/needs

Leads• Participate indiscussions on

configuration set-up andTCNJfuture requirements/needs

• Prepare forConference RoomPilot testing 1(CRP1) includingthefinalizing ofCRP1 testers

• Prepare forcommunicationoutward totargeted TCNJmembers basedonFamiliarization Sessions

• ReviewInitial ReportingRequirements

HCMSMEsandPayrollSMEs

SMEs• Participate ininitial design

sessions• Participate ininitial dataclean-

upandconversion scopediscussions

• Participate indiscussions onTCNJ futurerequirements/needs andBusiness Process Inventory

• Beginthe firstround ofBusinessProcessMappingsessions

SMEs• Participate ininitial design

sessions• Participate ininitial data

clean-up andconversionscope discussions

• AssistinConfiguration setupasneeded

SMEs• Execute testscripts in

Familiarization Sessions• Participate inBPM1Sessions• Complete anyaction items

coming outofBPM1Sessions• Participate indiscussions on

configuration set-up andTCNJfuture requirements/needs

SMEs• Participate indiscussions on

configuration set-up andTCNJfuture requirements/needs

• AssistinConfiguration setupasneeded

• ReviewInitial ReportingRequirements

TechnicalTeam

Technical Team:• Develop Conversion Strategy• Develop Validation /Testing

StrategyforIntegrations andConversions

• FinalizeInstanceManagementStrategy

Technical Team:• Define Conversion Scope• Define Integration Scope

Technical Team:• Integration Framework Built• Conversion Initial Framework

Built

Technical Team• Security andWorkflow set-up

forCRP1 (will beout-of-the-boxandnot specific toTCNJbusiness needs’ forCRP1)

What’sthePlan?30-60-90-120DayViewCont.

UpcomingEvents

January25,2019

FamiliarizationSessions• When:February5– February14,2019• Objective:UnderstanddeliveredOraclefunctionality in

preparationforBPM1Sessions • Who:LeadsandSMEs

BusinessProcessMappingSessions#1• When:February20–March5,2019• Objective:Designinitial futurestatebusinessprocessmaps• Who:LeadsandSMEs

Planning• When:Now– February5• Objective:DefineConversionScope,Clean-upData,

ReviewStrategyDocumentsandDefineTemplates /Deliverables

• Who:Leads,SMEs,IT

TCNJ’sRoadtoSuccess!

Planning

TestingCRP1,CRP2,CRP3SIT1,SIT2,UAT

ChangeManagement

Design

Configuration

TrainingSuccess!

ParallelPayroll

Questions?