Oracle

February 2024 | We are currently in PP2/E2E Phase

What has happened? The full project team just completed a productive, week-long series of focus group discussions to resolve outstanding design decisions for specific modules. In addition, Project Drive members are currently exploring and completing virtual learning opportunities from Oracle University to fortify their knowledge of Oracle Cloud HCM and baseline functionality—all in service of driving key decisions and meaningful contributions across this project. 

The team has also accomplished the following in recent weeks:

• Conducted deep dive sessions into the design to ensure it aligns with Oracle's best practices
• Continued preparations for End-to-End (E2E) Testing, which tests all business processes from start to finish and between system modules as they would transact in our day-to-day work
• Completed restaffing of the project (with new Oracle and USF teammates) and fully onboarded new personnel
• Created a new master calendar that provides one holistic view of all meeting schedules
• Established a new scheduling agenda and process for capturing meeting minutes 

Upcoming activities include:

The Oracle Change Management team is currently developing the Project Drive Enablement Plan, a comprehensive document that will provide system end users with the tools and resources they need to succeed in the cloud and to understand the new technology and ways of working. This is your preview of all the training resources that end users can leverage to thrive in their new environment and further our mission of making USF a great place to work! We will offer the following options based on stakeholder group, impact level, and overall training needs:

• Virtual Instructor Led Training (VILT), where end users can watch the trainer complete various transactions
• Instructor Led Training (ILT), where end users can run through step-by-step instructions on their own, with in-person trainer assistance as needed
• Job Aids: Documents that help end users complete transactions without live assistance 
• Self-Paced Online Training: Creation of a course or video to be completed
• Oracle Guided Learning: In-application guidance to help accelerate adoption
• Conceptual Training 

January 2024 | We are currently in PP2/E2E Phase conducting a Preliminary Design Review

What has happened? To ensure our HR transformation is fully aligned with USF's HR strategic vision, an essential step in our process involves the Project Drive team conducting a Preliminary Design Review. 

This critical assessment, designed to refine our strategy and ensure alignment, requires approval from the executive leadership team (ELT). With their green light, we will be poised to complete Phase Process Playback 2 (PP2) of the system development and transition smoothly into the End-to-End (E2E) Testing phase. This intentional review phase allows us to adjust and move forward with greater precision and alignment.

What is E2E? E2E Testing covers all business processes from start to finish within Prototype 2 as they would transact in our day-to-day work—ensuring they are functioning as designed and that data integrity is preserved between system modules. This activity was formerly known as System Integration Testing (SIT) but going forward we are referring to it as E2E Testing, since we are determining how business processes within modules affect other modules, rather than testing the integration builds themselves.

What’s next? As the project team prepares for the Preliminary Design Review, they are also conducting the activities below as we near the end of Process Playback 2 (PP2):

Discussing final PP2 functional data validation review and approval
Holding sessions to cover E2E test script creation
Beginning the initial technica lreview of Oracle Guided Learning (OGL) guides
Holding discussions to further understand payroll processes

 

December 2023 | We are currently in the Oracle True Cloud Method+ Design Phase

What has happened? The project team’s progress continues through Process Playback 2 (PP2) activities, specifically on integrations, reporting, and workflow builds. Oracle and USF teammates are holding joint sessions to make final design decisions and address any pending risks across Wave 1 modules.  

What is PP2? PP2 provides an expanded look at the system design in Oracle Cloud HCM and serves as an important progress check before going live by allowing the team to see the feedback from earlier Process Playback 1 (PP1) activities integrated into our solution.

What’s next? Once PP2 concludes, we will move into System Integration Testing (SIT). SIT is the phase of our cloud journey where the project team will verify that all modules within the prototype system design of our Oracle Cloud HCM solution are truly integrated and function properly with systems at USF. Before we move into SIT, we must complete ongoing integration and workflow builds.

The Change Management Team is planning to release a new edition of MOMENTUM (for HR practitioners), schedule continued stakeholder analysis interviews through January 2024 with university leaders, validate change impacts, and prepare change readiness survey questions. 

October 2023 | We are currently in the Oracle True Cloud Method+ Design Phase

Project Drive, the Oracle Cloud HCM Implementation at USF, is continuing through the Design phase of Oracle’s True Cloud Method (TCM)+ implementation methodology. The project team continues to hold Process Playback 2 (PP2) sessions; PP2 is an important progress check along our journey to go-live in that it allows the team to see system design feedback from earlier Process Playback 1 (PP1) activities integrated into our solution. The team is currently validating configurations made within the Oracle HCM Cloud system and testing business processes with an expanded set of data converted from our current system, PeopleSoft. 

The Change Management team will release a new edition of the MOMENTUM (resource for HR practitioners). The Change Management team is using our team stakeholder conversations to shape content for our Change Ambassador Network to help support enablement and adoption within their areas.

September 2023 | We are currently in the Oracle True Cloud Method+ Design Phase

Project Drive, the Oracle Cloud HCM Implementation at USF, is continuing through the Design phase of Oracle’s True Cloud Method (TCM)+ implementation methodology. By providing a second look at the system design in Oracle HCM Cloud, PP2 is an important progress check before go-live and allows the team to see the feedback from earlier Process Playback 1 (PP1) activities integrated into our solution.

During PP2 sessions, the project team will validate key solutions, build integrations and reporting, and move closer to completing configurations in order to build the second prototype (P2) of our system design. Being able to demo USF HR business processes in Oracle HCM Cloud is an exciting development for the end users at USF.

The Change Management team will release the new editions of the MOMENTUM (resource for HR practitioners) and VOYAGER (leadership newsletter) . The Change Management team is analyzing our team stakeholder conversations and continuing to engage with our Change Ambassador Network to help support enablement and adoption within their areas.

August 2023 | We are currently in the Oracle True Cloud Method+ Design Phase

Project Drive, the Oracle Cloud HCM Implementation at USF, is continuing through the Design phase of Oracle’s True Cloud Method (TCM)+ implementation methodology. Having concluded Process Playback 1 (PP1) activities, which gave us the first preview of the system design in Oracle HCM Cloud, the project team is now making preparations for Process Playback 2 (PP2).

Across multiple PP2 sessions, the Project Drive team will create the second prototype (P2) of our system design by conducting virtual walkthroughs of business processes, holding discussions of cross-functional touchpoints and developed integrations, and demonstrating these processes in Oracle Cloud HCM. Overall, PP2 will provide USF with an important progress check and allow us to see the feedback provided throughout PP1 sessions integrated into our solution. 

The Change Management team will release the third edition of the MOMENTUM resource for HR practitioners - featuring project updates, training resources, team profiles, and operational updates. The Change Management team is continuing Stakeholder Conversations with a wider audience of leadership and their respective teams to better understand unique communication channels in their units, hear about barriers to adoption, and build a roster of Change Ambassadors to help support enablement and adoption within their areas.

July 2023 | We are currently in the Oracle True Cloud Method+ Design Phase

Project Drive, the Oracle Cloud HCM Implementation at USF, is only a couple of months away from completing the Design phase of Oracle’s True Cloud Method (TCM)+ implementation methodology, with the Oracle team having recently concluded Process Playback 1 (PP1) activities. PP1 gave us our first glimpse of the system design in Oracle HCM Cloud, which helped the team confirm initial requirements, validate key design decisions, and refine the solution towards its next iteration.

Across multiple PP2 sessions, the Project Drive team will create the second prototype (P2) of our system design through conducting virtual walkthroughs of business processes, holding discussions of cross-functional touchpoints and developed integrations, and demonstrating these processes in Oracle Cloud HCM.

The Change Management team will release the second edition of the MOMENTUM resource for HR practitioners and VOYAGER newsletter for University Leadership - featuring project updates, training resources, team profiles, and operational updates. The Change Management team is continuing Stakeholder Conversations with a wider audience of leadership and their respective teams to better understand unique communication channels in their units, hear about barriers to adoption, and solicit a roster of Change Ambassadors to help support enablement and adoption within their areas. 

June 2023 | We are currently in the Oracle True Cloud Method+ Design Phase

Project Drive, the Oracle Cloud HCM Implementation at USF, continues to journey through the Design phase of Oracle's True Cloud Methodology (TCM)+. The Project Drive team is currently at the halfway mark of Process Playback 1 (PP1) activities, to be completed by the end of June.

PP1 provides us the first glimpse of our system design in Oracle HCM Cloud so we can confirm initial requirements while continuing to refine the solution and take it to its next iteration, which will get us closer to the final Oracle Cloud HCM system we will be using at USF at go-live and beyond. Across several PP1 sessions, teams will continue to validate future business processes, determine impacts to end-users, and begin crafting conceptual end user training.

The Change Management team released the first edition of the MOMENTUM resource for HR practitioners, featuring project updates, training resources, team profiles, and operational updates. The Change Management team is also beginning Stakeholder Conversations with a wider audience of leadership and their respective teams to better understand unique communication channels in their units, hear about barriers to adoption, and solicit a roster of Change Ambassadors to help support enablement and adoption. 

May 2023 | We are currently in the Oracle True Cloud Method+ Design Phase

Project Drive, the Oracle Cloud HCM Implementation at USF, is cruising along the Design phase of Oracle’s True Cloud Methodology (TCM)+. Currently, the Oracle functional team is executing on the design decisions made across familiarization sessions — having connected current USF business process to Oracle cloud best practices — to build the first prototype system for Process Playback 1 (PP1).

Kicking off in May and running through June, PP1 previews the first prototype of our system design in Oracle HCM so we can confirm initial requirements while continuing to refine the solution and take it to the next level. Across several PP1 sessions, teams will continue to validate future business processes, determine impacts to end-users, and begin crafting conceptual end user training.

The Change Management team released the second edition of the VOYAGER newsletter featuring project KPIs and highlights for USF leadership. The Change Management team is also capturing change impacts throughout the PPI previews for organizational alignment. The team has began the Enablement Planning process, which ensures business readiness across all user types.

April 2023 - We are currently in the Oracle True Cloud Method+ Design Phase

Project Drive, the Oracle Cloud HCM Implementation at USF, is traveling through the Design phase of Oracle’s True Cloud Methodology (TCM)+. In this phase, The Project Drive team continues to align upon key design decisions to create a deeper understanding of Oracle HCM’s out-of-the-box functionality and how the team can connect current processes at USF to cloud best practices.

Recently, we have completed familiarization sessions in Design for Wave 1 and are now rolling into Wave 2/3 familiarization sessions throughout April. The Oracle functional team is taking the design decisions and are building the first prototype system in preparation for Process Playback 1 (PP1) aimed for the beginning of May. PP1 provides us the first glimpse of our system design in Oracle HCM so we can confirm initial requirements while continuing to refine the solution and take it to the next level.

The Change Management team completed their Project Drive Discovery Sessions for Leaders, where Project Drive was introduced to Deans, Vice Presidents and other senior-level leadership. The team continues to meet with a number of executive leaders and HR partners to talk about the unique needs and expectations from their respective areas; these convesations are to ensure that networks of audiences across USF are engaged with the right information at the right time. The team is also working with workstream leads to complete user enablement planning around key training decisions and training timelines.

March 2023 - We are currently in the Oracle True Cloud Method+ Design Phase

The Oracle Cloud HCM Implementation officially kicked off in mid-January 2023. The project team is in the Design Phase of the Oracle True Cloud Methodology (TCM)+. During the Design Phase, the Project Team engages in sessions to deeply understand all of Oracle HCM’s out of box functionality and connect current processes to modern Cloud best practices. Oracle's cloud implementation methodology guides the project team to develop and view the solution as they work iteratively. A key part of this implementation is bringing the “fastest rising University” feel to all aspects of the employee experience through the modernization of HR practices and processes.

We are also in the Awareness Phase of our Change Management Strategy. During this phase we are focused on introducing the project to multiple layers of USF stakeholders  through various communications and Change Management activities.

October 10th, 2022 - We are currently in the Oracle Prep & Planning Stage

This stage includes the following activities:

• Conducting listening lounges
• Assembling the USF project team
• Reviewing job architecture 
• Identifying data clean-up needs
• Pre-project training
• Identifying highly complex foundational elements

During the next steps, the USF team will define the project parameters (Project Plan, Charter, Governance, etc.), continue to socialize and initiate the above activities and onboard the Oracle team. Oracle will establish a consulting team and the kick-off date will be finalized.