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!