Top University moves from iRecruitment to Oracle HCM Cloud...

Presenter: Austin Reason – Director of Cloud Services

Top University moves from iRecruitment to Oracle HCM Cloud Talent Acquisition

EiS Technologies (Enterprise Integration Solutions)

GROAUG Conference - February 10th 2017

Presentation Abstract

Many Universities see the value in expanded system capabilities in HCM Cloud vs EBS iRecruitment. They are always looking for lower costs and more flexible ways to improve processes and operational efficiencies. Students and Staff expect to access services quickly and continually, both important components that drove their Cloud Approach. In this presentation, we will look at the project completed with our client, as well as discuss the Business Drivers and IT Drivers for this phased implementation of Oracle HCM Cloud

www.eistech.com www.splashbi.com

Agenda• Presenter Backgrounds• EiS Overview• Why Migrate from EBS to HCM Talent

Acquisition Cloud• What Applications and Processes were

migrated to Cloud• Strategy for Migration• Implementation & Integrations• Go Live & Lessons Learned


About the Presenters / Audience

• Austin Reason – Director of Cloud Solutions• 18 years experience with Oracle TechnologiesOracle Volunteering• President of Gulf Region OAUG• OHUG Co-Founder and Past Executive Board of

Director for 11 years

• Currently using Taleo Enterprise Edition / HCM Talent Acquisition Cloud?• Currently using Taleo Business Edition / HCM for Small Business?• Currently Implementing Taleo Enterprise or Business?• Thinking of implementing Taleo Enterprise or Business• Thinking of migrating from iRecruitment to Taleo

Audience:


Founded in 2001 160+ Clients – Reach all business objectives, on time,

within budget 500,000+ Hours spent delivering value based

solutions to our satisfied clients 50+ Certifications in the Oracle Fusion / Cloud space Core Competency – Oracle Human Capital

Management Over 185 Full-time resources Offices in US (Atlanta), UK (London), and India

(Hyderabad)Oracle’s full suite of products including Cloud Services, Fusion Middleware, Taleo, PeopleSoft, E-Business Suite

Overview


EiS Consulting Services Portfolio


Why Migrate from iRecruitment


HCM Cloud Customer Journey


Why Migrate from EBS to HCM Talent Acquisition Cloud

• Replace iRecruitment with a more robust

Talent Acquisition System

• Functionality / Compatibility Issues

• Single Sign On

• External Job Board Posting issues

• Custom Qualifying Questions

• Resume Review

• Workflows

• Automation of Messages

• Customization of Messages

• Mobile Capabilities


Oracle HCM Cloud

Why

Oracle EBS HR

Time to Value – HCM Cloud• On-Premise vs SaaS?

• A SaaS deployment delivers value much faster than a comparable On-Premise deployment. 6-8 month Implementation of Recruit and Onboarding with Integration to EBS.

• Benefits of Oracle HCM Cloud • Configurable business process templates and setup wizards guarantee a fast

start for your migration to Oracle Cloud Applications

• Easy data migration gets your current and historical HR data into Oracle HCM Cloud Applications quickly

• Product updates / upgrades - means you can start benefiting from new functionality as soon as it’s available


Cost Savings / Efficiency

Oracle HCM Cloud Applications and Taleo are available on a subscription, pay-as-you-go, pricing model. With no hardware to buy, software to manage or upgrades to conduct, you can drastically reduce the cost of implementing and running a new HR and Payroll platform –and achieve ROI much faster.

• No Hardware Investment – servers, hardware

• No IT consultants to “Install” system

• No in-house application maintenance or upgrade costs


What Applications and Processes were migrated to Cloud


What Applications and Processes were migrated to Cloud?

OLD• Oracle EBS iRecruitment for Recruiting

• No Onboarding Application• Limited Reporting Capabilities

NEW• Oracle HCM Talent Acquisition Cloud

• Recruiting • Onboarding• OBIEE Reporting


Oracle Talent Acquisition Cloud / Taleo

Recruiting

Onboarding

Learn

Social Sourcing


Oracle HCM Talent Acquisition Cloud - Recruiting

• Applicant Tracking• Assessments and Screening• Requisition Management• Interview Management• Offer Management• Mobile Capabilities• EE/EEO Reporting & Compliance


Oracle HCM Talent Acquisition Cloud - Onboarding

• Forms Management (NDA, i9, W4) • Direct Deposit• Employee Personal Data• New Hire Orientation• Retirement


Strategy for Migration


Strategy for Migration – Change Management

Complete an Organization Assessment• Identify Stakeholder Groups• Interview Stakeholders –Discovery Sessions (Process Team)• Validate Results (impacts/benefits, resistance, risks)

Establish Communication Management Approach• Identify Communication Strategy defined for each group• Determine timing and frequency of communication• Determine communication mediums for targeted groups• Create Content• Execute Communications

Initiate Training• Determine the users to be trained• Assess End Users• Develop Training Content & Delivery method• Deliver Training


Implementation & Integrations


Implementation MethodologyPre

• Develop Charter

• Assign Resources

• Communications Plan

• Set up PM Tools

• Change Management Plan

• Testing Plan

• Training Plan

Discover

• Current State

• Detailed Requirements

• Pain Points

• New Items vs Eng

Design

• Design Future State

• Document Decisions

• Document Configurations

• Develop Content

• Compile Data

• Document Integration

Configure

• Knowledge Transfer

• Configuration of System

• Data Entry

• Develop Integrations

Test

• Unit Testing

• Validation

• UAT

• System Testing

• End to End Testing

Refine

• Data Entry

• Configurations

• Integration Fixes

• Documentation

Deploy

• Communications

• Zone Sync

• Deploy Integrations

• Training

• Go Live

Stabilize

• Support

• Document Problem Areas

• Refine System

• Troubleshoot

Optimize

• Re-Design

• Re-Configure

• Streamline

• Add New Functionality

Quality Control

Risk Identification & Mitigation

Monitoring & Controlling


Project Details

• Worked with a Defined Detailed Scope and Project Plan

• Conducted Remote Implementation, Configuration and Integration

Sessions 2x a week

• Built Configuration Workbooks

• Build Project Notebook detailing Agenda, Calendar, Meeting Minutes,

Project Issues, Actions and Decisions, and timeline.

• Minimal Customizations keep the Implementation on track


Align technology with business process• Configure technology to help you support your business & recruitment processes• Beware of OP + NT = EOP (Old Process + New Technology = Expensive Old Process)

Executive & Management Sponsorship & Change Management• Communicate changes and benefits throughout the implementation.

Project Management• Define objectives for the short and long term• Define “Success” through expectations, deliverables, and timelines

Line of Business Involvement• Involvement in decision-making from the beginning• Ensure testers are represented from the areas where the solution will be deployed


Implementation Optimization

Implementation Optimization


Training• Ensure users know how to use the tool to carry out business processes and strategy

Stabilization and Optimization• Maintain a stabilization period post implementation to ensure end user familiarity• After stabilization, re-visit business processes and optimize the system for future savings

Reporting enables decision making• Transform data into usable information that will help with decision making• Reporting and analytics should provide information that helps users make decisions at

the operational strategic levels

Phased Approach over Big Bang

• Not replacing on premise EBS HR system of record at this time

• Phased migration to Oracle Cloud – what will add immediate value and enhanced capabilities at minimal costs and

• Talent Acquisition Cloud was selected as initial move to HCM Cloud to gain the most value


Oracle HCM Talent Acquisition Cloud – Recruiting Implementation Timeline

Recruiting Timeline 30-Nov 7-Dec 14-Dec 21-Dec 28-Dec 4-Jan 11-Jan 18-Jan 25-Jan 1-Feb 8-Feb 15-Feb 22-Feb 29-Feb 7-Mar 14-Mar 21-Mar 28-Mar 4-Apr 11-Apr 18-Apr

Phases / Key Deliverables Work Week W0 W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12 W13 W14 W15 W16 W17 W18 W19 W20

Recruiting

Project Definition •Project Initiation Project Definition

Project Planning (1 Weeks) •Project Kickoff

Analysis & Design Analysis & Design

Core Data and Process Analysis &

Design

Content Analysis & Design

Website Design Zone Review

Prototyping

Full System Design Review

Deployment

Deployment Activities •Go Live

Training(3 Weeks)

Prototyping (UAT)

(3 Week)

Stabilization

No Sessions Core Team ValidationsAnalysis & Design

Zone Configurations

Deployment


Oracle HCM Talent Acquisition Cloud – Onboarding Implementation Timeline

Onboarding Timeline

Week 7-Mar 14-Mar 21-Mar 28-Mar 4-Apr 11-Apr 18-Apr 25-Apr 2-May 9-May 16-May 23-May 30-May 6-Jun 13-Jun

Project

Planning

Project Planning

Discover & Design Discover & Design

Process Design Onboarding

Solution Configuration Configurations

Content Design, Development and Activation

Content Configuration

Development Development

Data Mapping and Design for Integration Touch Points

(New Hire Export)

Testing Testing

Scripts Prepared

Scripts Executed

Adjustments

Deployment Deployment

Required Data Loads

End-User Training

Go Live June

Support Post Go Live Support

Post Go Live Support


Consulting Project Team

• Functional Lead – Recruit

• Functional Lead - Onboard

• Technical Project Manager

• Functional Configuration

• Technical Integration, Data Conversion, Reporting


Customer Project Team

• IT Project Manager

• Senior Employee Recruiter / Functional Lead

• Recruiter

• Human Resources Assistant

• Human Resources Manager

• EBS System Admin / Technical Lead

• EBS Team Lead / Technical backup


Integration – Taleo Connect Client TCC• Taleo Connect integrations provide a complete, open, and integrated

solution for building, deploying, and managing the transfer of basic data between Taleo, HR Systems (HRIS/ERP), data warehouses and other systems.

• The Taleo Connect Client (TCC) tool provides a Java based, client hosted tool; allowing for the import and export of data to and from Taleo. TCC can be used to design, build, test and monitor integrations using a simple drag and drop GUI. Along with pre and post processing transformation capabilities, it allows for rapid expansions to your integration workflow.

• Data can include information from Recruiting, Onboarding, plus foundational and User data.

• TCC integrations can be used in conjunction with, or in place of, Reporting.

Software: • need to install

TCC on Customer’s environment

Hardware: • need workstation

on Customer’s environment


Integrations to EBS HR completed• Integration mapping, with custom fields, development of TCC script,

unit testing, knowledge transfer and deployment support for each of the following integration(s):• EBS to Taleo EE: Organization Import

• EBS to Taleo EE: User Import

• EBS to Taleo EE: Job Templates

• EBS to Taleo EE: Candidate Import

• Data mapping, development of TCC script, unit testing, knowledge transfer and deployment support for the following integration:• Taleo EE to EBS: New Hire from Recruiting


Co-Existence Models – Oracle HCM CloudCoexistence enables you to integrate your existing Oracle Human

Resource (HR) applications (support Oracle PeopleSoft Enterprise

Human Resources 8.9, Oracle E-Business Suite Human Resources 11i and

Oracle E-Business Suite Human Resources 12.2) with specific Oracle

Cloud Human Capital Management (HCM) features so that you can

benefit from those features without migrating fully to Oracle Cloud

HCM. The interface between your source application and Oracle Cloud is

prebuilt, fully supported, and leverages Oracle's integration framework

and guidelines.


Oracle HCM Cloud Integration 1. From HCM to Taleo (Oracle Talent Acquisition)

• Exporting Work Structures and Worker Data to Oracle Taleo Recruiting Cloud Service

2. From Taleo (Oracle Talent Acquisition) to HCMCreating a job requisition using the data imported from HCM.

• Selecting candidates for a job requisitionHiring a candidate

• Importing candidate data from Oracle Taleo Recruiting Cloud Service

3. From HCM to TaleoCreating pending worker

• Converting pending worker to employee• Exporting changed data to Oracle Taleo Recruiting Cloud Service


EiS Integration Expertise

Our Expertise

• Providing full end-to-end integration services

• Assessing and designing enterprise integration architecture

• Taking agnostic approach to tools & methods:• Oracle Integration Cloud Services• MuleSoft Anypoint Platform• Jitterbit Harmony• SplashBI Integration Engine• Custom Point-To-Point

• Developing solutions for data migration and consolidation

• Maintaining integrations, applications and customizations

• Delivering integration hosting services

• Implementing effective, scalable integration solutions for Cloud and hybrid systems

Your Benefits

• Increasing Business Process productivity

• Reducing operational costs through automated integrations

• Creating the necessary agility to meet dynamic business needs

• Having scalability to meet business growth

• Having solutions developed and implemented in a timely manner

• Utilizing existing systems and people more effectively

• Maximizing user and customer satisfaction and increasing trust

• Focusing IT resources on processes that make your company unique


Reporting

• OBI – Oracle Business Intelligence• OBI Dashboards• OBI Reports

Other Reporting capabilities for Taleo • Splash BI


Go Live & Lessons Learned


Project GoLive & Lessons Learned

• Project duration is 8 months total from initial Kickoff meeting to go live

on Onboarding

• Recruiting was live within 6 months of Kickoff

• Worked with a Defined Detailed Scope and Project Plan

• Conducted Remote Implementation, Configuration and Integration

Sessions 2x a week

• Built and Maintained Configuration Workbooks

• Built Project Notebook detailing Agenda, Calendar, Meeting Minutes,

Project Issues, Actions and Decisions, and timelines.

• Minimal Personalization's keep the Implementation on track


Thank you Embry-Riddle Aeronautical University!!


Cloud Implementation Services

• HCM Cloud Implementation Services• Configuration• Data Conversion (Legacy and Historical Data)• Integration• Co-Existence with On-Premise Systems of Record (EBS, PeopleSoft, Lawson, etc) • Cloud Connectors

• ERP Cloud Implementation Services• Configuration• Data Conversion (Legacy and Historical Data)• Integration• Co-Existence with On-Premise Systems of Record (EBS, PeopleSoft, Lawson, etc) • Cloud Connectors


Questions?


EiS Professional Consulting Services for Oracle Cloud – How to engage

Austin ReasonDirector of Cloud & Professional [email protected] 678.430.3837Cell 561.252.3303


mailto:[email protected]

Top University moves from iRecruitment to Oracle HCM Cloud...

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