The College Of New Jersey Oracle Cloud...
Transcript of The College Of New Jersey Oracle Cloud...
TheCollegeOfNewJerseyOracleCloudImplementation OracleCloudProjectKickoff
August20,2018
Agenda
Who’sWho?
HowDidWeGetHere?
WhereAreWeGoing?
HowWillWeGetThere?
What’sYourRole?
What’sNext?
Who’sWho?
1
Introductions
ExecutiveSponsors ProjectManagementOffice
HuronTeam OracleTeam
ExecutiveSponsors
LloydRickettsVicePresidentandTreasurer
SharonBlantonVicePresidentforInformationTechnology&CIO
GregoryPogueVicePresidentforHumanResources
ProjectManagement-TCNJ
JenLaMarshFinanceProjectManagement
AllisonLengyenITProjectManagementKimberlyWoodsHRProjectManagement
LarissaChomytsFinanceProjectManagement
OurPartners-Huron
TedSimpsonManagingDirector
ChuckRiceProjectManager
MattBonnettCoAandFunctionalLead
SusanGarlandSeniorDirector
TomFeustelCoAandFunctionalLead
RebeccaOvertonProcurementLead
DannyWynnTechnicalLead
OurPartners-Oracle
ChrisWandlingHigherEdSalesExecutive
TimFergusonCustomerSupportManager
SomHuchappaswamyImplementationSupportManager
HowDidWeGetHere?
2
JourneytotheCloudTheBusinessTransformationandTechnologyModernizationInitiativewillimprovebusinessprocessesandtheunderlyingtechnologyacrossallfinancial,administrative,andresearchfunctionsatTCNJ.ThisinitiativeisconsistentwiththeCollege’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
+ Manualprocedurespreventtimelycompletionadministrativetasks
+ Verylimitedmobilecapabilities
+ Lossofinstitutionalknowledgeasstaffretire,anddifficultyrecruitingnewstaffinlegacyenvironment
+ Outdatedandsometimesunsupportedtechnologies
COMPLEXITY INEFFICIENCY RISK
WhereAreWeGoing?
3
JourneytotheCloud:VisionfortheFuture
+ “Future-proofing”–minimalintegrationswithasingleadministrativeplatform
+ Abilitytoleverageallenterpriseresourceplanning(ERP)functionalitytoenhanceself-serviceuserexperienceforstaffandfaculty
+ Comprehensiveviewofdatatoaccessreal-timeinformationinauser-friendly,taskorientedinterface
+ Increasedefficiencyandeffectiveness–improvedpolicies/proceduresandlesstimeontransactions
+ MigratingtotheCloudwillallowustodecreasestafffocusonbackendtechnicalissuesandreallocatethattimetomoremissioncentrictasks
+ RealtimeinformationtosupportmanagementandstrategicdecisionmakingacrossTCNJ
+ Moreintuitivesysteminterfacesenablefasterstafftraining–acrossendusersandsupportstaff
+ Reducedadministrativeburdenallowingmorebalancedworkloadsforstaffandincreasedcapacity
+ 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
HowWillWeGetThere?
4
2018 2019 2020
1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q 1Q 2Q 3Q 4Q
Planning/Pre-Implementation• SelectHR/Payroll&FinanceImplementationPartner• ChartofAccountsRedesign
Finance&ReportingAnalyticsImplementation
HRandPayrollImplementation
BusinessProcessesRedesign
Budgeting,Planning&Forecasting
ProjectManagement
ChangeManagementandCommunication
ImplementationKickoff
Financewillbeginin2018andbecompletedin2019
HR/Payrollwillbeginin2018andbecompletedin2020
FinanceImplementationCompleted
HR/PayrollImplementationCompleted
Activity Milestone
Budget,Planning&ForecastingImplementationCompleted
PostGo-LiveActivities
OurProject:Timeline
OurProject:CloudImplementation
+ Businessprocesstransformation+ Configurationnotcustomization+ Iterativedesignandtesting+ Earlyandongoingknowledgetransfer
CloudImplementationDifferentiators
KeyComponents
SystemConfiguration
ChangeManagement
ProgramManagement
PerformanceImprovement
ProcessRedesign
OurProject:GuidingPrinciplesProcesseswillbedesignedbasedonhighereducationindustrybestpractices
Simplification&Standardization
Allbusinessprocesseswillbe"onthetable"andtheCollegewillfocusonthepossible
ForwardFocus
Creatingadynamicenvironmentthatembracesongoing,meaningfulchangeAccountable
Governance
CommittedtomakinginformationaboutthisinitiativeavailabletotheCollegecommunity.
Transparency&Inclusion
TransformedprocesseswillbemeasuredviaqualitativeandquantitativekeyperformanceindicatorsMeasurableResults
Streamlinedtechnologytodecreasecomplexity,increasescalability,andexpandusagewiththemostup-to-dateandsecuretechnologyavailabledeliveredthroughmoderndesktopandmobiledevices
ModernTechnology
OurProject:Scope
ChartofAccounts(CoA)Redesign
• UnderstandkeymanagementandreportingrequirementstobemetbytheFinancialManagementsystemandCoA
• Developprototypeaccount/segmentstructureandhierarchy
• CreateProofofConcepttoconfirmtheCoAstructuremeetsthefiscalmanagementneedsoftheCollege
• GeneralLedger• AssetManagement• CashManagement• AccountsPayable• AccountsReceivables
• Procurement• FinancialReporting• Integrationsanddevelopment
ProjectPortfolioManagement(PPM)Implementation
• Grants• CapitalProjects• Contracts
HumanCapitalManagement(HCM)Implementation
• CoreHR• Payroll• Benefits• AbsenceManagement
• Recruiting• PerformanceManagement
• Integrationsanddevelopment
Planning&BudgetingCloudSystem(PBCS)Implementation
• Budgeting• Forecasting• Financialmodelingwithdatafromsystemsacrosstheenterprise
EnterpriseResourcePlanning(ERP)Implementation
BusinessTransformationandTechnologyModernizationInitiative
OurProject:ConfigurationApproachSystemconfigurationisdevelopediterativelythroughouttheearlystagesoftheproject.Identifiedgapsareaddressedinlateriterationsthroughprocess/policychanges,reporting,orintegration.
• DevelopabasicunderstandingofOracledeliveredfunctionality
• Opportunityforprojectteamtobehands-oninthesystem
• PreviewtestscriptstobeusedinCRP1
• Demodeliveredfunctionalityforeachbusinessprocess
• Discussconfigurationoptions;documentdecisionsandkeybusinessneeds
• Alignprocesseswithhighereducationbestpractices&system
• Testbusinessprocesseswhilerefiningconfiguration
• Repeattestsusingincreasinglycomplexscenariosandconverteddata
• Updateconfigurationanddocumentation
• Testend-to-endflowsusingmultiplebusinessprocessesusinglatestconfigurationsandconverteddata
• Incorporateexternalinterfacesintotesting
• Updateconfigurationanddocumentation
FamiliarizationSessions
ConfigurationWorkshops
ConferenceRoomPilots(CRP)
SystemIntegrationTesting(SIT)
OurProject:IterativeDevelopment
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
2018 2019 2020
Finance Timeline
HR Timeline
Workshops UnitTesting End-to-EndTesting
Workshops UnitTesting End-to-EndTesting
Plan Design Configure Validate Deploy Stabilize
Plan Design Configure Validate Deploy Stabilize
Planning and Budget Timeline
Plan & Design Build Test &
Train Deploy
OurProject:BusinessProcessApproachBusinessprocessmappingoccursinunisonwithconfigurationguidedbysubjectmatterexpertparticipation.
ConfigurationSystemtransactionwalk-throughsto
discussandidentifyvaluesforall
configurablefields
ProcessDesignBrainstormingandwhite-boardingofactors,steps,and
decisionswithineachfuturebusinessprocess
OurProject:ChangeManagementApproach
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
ProjectGovernanceCloudImplementationGovernanceStructure
ExecutiveSponsors
Cabinet
Finance/ERPCoreTeam
FunctionalWorkstreams
TechnicalWorkstreams
HR/HCMCoreTeam
FunctionalWorkstreams
TechnicalWorkstreams
PMO
AdvisoryGroup
FinanceFunctionalWorkstreams
GeneralLedger(GL)
• GLSME• GLSME
• HuronResource• GLFunctionalLead
AccountsPayable(AP)
• APSME• APSME
• HuronResource• APFunctionalLead
EnterpriseResourcePlanning(ERP),ProjectPortfolioManagement(PPM)&PlanningandBudgeting(PBCS)
FunctionalTeam
ProjectManagementOffice(PMO)
ChuckRice
TCNJLead
HuronResource
TCNJSME
JenniferLaMarsh,AllisonLengyen,&LarissaChomyts
AccountsReceivables(AR)
• ARSME
• HuronResource• ARFunctionalLead
Procurement
• ProcurementSME
• HuronResource• ProcurementFunctionalLead
AssetManagement
• AssetManagementSME• AssetManagementSME
• HuronResource• AssetManagementFunctionalLead
FinancialReporting
• FinancialReportingSME• FinancialReportingSME
• HuronResource• FinancialReportingFunctionalLead
Budget&Planning
• Budget&PlanningFunctionalSME
• HuronResource• Budget&PlanningFunctionalLead
CashManagement
• CashManagementSME• CashManagementSME
• HuronResource• CashManagementFunctionalLead
PPM
• PPMSME–Finance• PPMSME–Grants• PPMSME-Projects
• HuronResource
• PPMFunctionalLead–Finance• PPMFunctionalLead–Grants• PPMFunctionalLead-Projects
Legend
HumanResourcesFunctionalWorkstreams
CoreHR
• GLSME• GLSME
• HuronResource• GLFunctionalLead
PerformanceManagement
• APSME• APSME
• HuronResource• APFunctionalLead
HumanCapitalManagement(HCM)&TaleoEE
FunctionalTeam
ProjectManagementOffice(PMO)
ChuckRice
TCNJLead
HuronResource
TCNJSME
KimberlyWoods&AllisonLengyen
Payroll
• ARSME
• HuronResource• ARFunctionalLead
Benefits
• ProcurementSME
• HuronResource• ProcurementFunctionalLead
AbsenceManagement
• FinancialReportingSME• FinancialReportingSME
• HuronResource• FinancialReportingFunctionalLead
Recruiting
• Budget&PlanningFunctionalSME
• HuronResource• Budget&PlanningFunctionalLead
Legend
ERP/HCMFunctionalResponsibilities
• Familiarizationsessions• BusinessProcessMappingandAnalysis• PartnershipwithTechnicalTeam• DataMappingandConversion
Validation• ConfigurationandTesting
FunctionalLead SME’S
You’llparticipatein…
You’llbeabletoanswerthesequestions…
• Familiarizationsessions
• BusinessProcessMapping
• PartnershipwithTechnicalTeam
• DataMappingandConversionValidation
• ConfigurationandTesting
• Areallconfigurationvaluescaptured?
• Areallreal-lifetestingscenariosdocumented?
• Istheconfiguredenvironmentmeetingbusinessprocessneeds?
• HowcanwemapcurrentdatatoOracleCloud?
• Doesdeliveredfunctionalitymeetcomplianceandregulatoryneeds?
• Howwillbusinessprocesseschange?
• Whatconfigurationwillmeetbusinessneeds?
• Whatdataneedstobeconverted?
• Howwillindividuals’jobresponsibilitieschange?
• Whatissuesorrisksneedtobeescalatedtoprojectgovernance?
ERP/HCMTechnicalWorkstreams
Integration
• HuronResource
• IntegrationDeveloperResource• IntegrationDeveloperResource
EnterpriseResourcePlanning(ERP),ProjectPortfolioManagement(PPM)&PlanningandBudget(PBCS)andHumanCapitalManagement(HCM)&TaleoEE
TechnicalTeam
ProjectManagementOffice(PMO)
ChuckRice
AllisonLengyen,JenniferLaMarsh,LarissaChomyts,KimberlyWoods
Legend
Conversion
• HuronResource
• ConversionLead-Financials
Cutover
• HuronResource
• CutoverLead
SingleSign-On(SSO)
• HuronResource
• SSOResource
Security
• HuronResource
• LegacySystemDecommissionResource
TCNJLead/Resource
HuronResource
Testing
• HuronResource
• LegacySystemDecommissionResource
ERP/HCMTechnicalResponsibilities
• Strategyforintegrations,conversion,security,andreporting
• Technicalarchitectureanddatamapping
• Design,development,technicalconfigurationandtestingsessions
• PartnershipwithFunctionalTeam
Lead
You’llparticipatein…
You’llbeabletoanswerthesequestions…
• Solutioningforbusinessprocessworkaroundsinvolvingtechnicalresolutions
• Design,development,technicalconfigurationandtestingactivities
• PartnershipwithFunctionalTeam
• Whichreportingtoolmeetsthebusinessneeds?
• Whattypeofintegrationtools/methodsbestmeetsthisbusinessneeds?
• Howcanwegeneratethedataextractsforconversion?
• Istechnicalarchitectureorproductfunctionalitysufficientforaspecificbusiness/technicalneed?
• Whattestingscenariosandscriptsareneededtotestnewlydesignedobjects?
• Istechnicalarchitectureorproductfunctionalitysufficientforaspecificbusiness/technicalneed?
• Howcanwearchitectsolutionsforgapsinthedeliveredfunctionality?
• Howcanwemeetcomplianceandregulatoryreportingrequirements?
• Howcanwedeliverrequiredintegrations?
• Howcanwedeliverrequireddataextractsforconversions?
Resource
What’sNext?
6
KeyAccomplishments
ProjectPlanning• CompletedNumerousProjectPlanningActivities• HeldDataConversionStrategyMeetings• HeldBusinessProcessInventoryWorkshops• HeldInitialDataCleansingStrategyMeeting
TechnicalActivities• CompletedRefreshofOracleEnvironments• EvaluatedPodsandExistingConfigurations• BeganSetupandConfigurationsforUpcomingFamiliarizationSessions
ChartofAccountsRedesign• HeldNumerousCoARedesignWorkshopswithCampusRepresentatives• BuiltCoAPrototypeandPresentedtoWorkshopParticipants• EstablishedongoingCoAMappingWorkshops
ImmediateNextSteps
• ChartofAccountsImplementationWorkshops:Ongoing
• DataCleanUpStrategyandPlanning:WeekofAugust27
• FamiliarizationSessions:WeekofSeptember5&WeekofSeptember10
• BusinessProcessMappingWorkshops:WeekofSeptember17&WeekofSeptember24
TCNJ’sRoadtoSuccess!
Planning
TestingCRP1,CRP2,CRP3
SIT,UAT
ChangeManagement Design
Configuration
Training Success!
Questions?
ThankYou!