103240-The-New-Way-of-Thinking-Our-Implementation-experience-with-Oracle-HCM-Cloud.pdf
- 1. Session ID: Prepared by: Remember to complete your evaluation for this session within the app! 103240 The New Way of Thinking - Our Implementation experience with Oracle HCM Cloud April 24, 2018 Rajesh Arangi Senior Consultant DAZ Systems, Inc.
- 2. Abstract Cloud Implementation is not a new technology implementation. It's a new way of thinking with right mind set. Successful Implementation of HCM Cloud is possible only when Vision, Planning, Coordination and Change Adoption go hand-in-hand. Here we talk about the key considerations and proactive approaches to aid a successful and timely implementation. In the process, would like to share our experiences and learning through this implementation journey. • Objective 1: This presentation details about various processes that need to be adhered to, overcoming challenges, best approaches/practices for the successful Implementation of HCM • Objective 2: This presentation also covers new capabilities in HCM and provide you a better insight towards HCM implementation
- 3. Agenda About Me About DAZ Systems Inc. DAZ- Implementation Methodology DAZ- Success Mantras for Successful HCM Implementation Summary References Q&A
- 4. About Me Rajesh Arangi Senior Consultant, DAZ Systems, Inc. • 6+ years of work experience in implementing , upgrading and administering HRIS Systems • Certified Professional – Global HR, Compensation & Talent Management • Global Implementation Experience • Expertise in Business Analysis and Functional Design https://www.linkedin.com/in/rajesh-arangi-0b1929112/
- 5. Vertical Focus Big Firm Power + Boutique Touch Oracle Cloud ERP/EPM & HCM Partner 380+ Consultants 22+ Implementing Oracle Applications Years DAZ Systems: At a Glance… 500+ Implementations --------- 70+ Cloud Implementations
- 6. DAZ: Oracle’s Top Cloud Partner for FY15, FY16 and FY17
- 7. DAZ is CEI Certified across 15 SaaS modules for North America SCM • Procurement • Pricing • Planning Central • Order Management • Manufacturing • Inventory • Cost Management ERP • Financial Management - General Ledger • Financial Management - Payables • Financial Management - Receivables and Collections • Project Costing & Accounting (PFM) EPM • Enterprise Planning and Budgeting HCM • Human Resources (Core HR) • Payroll • Benefits Copyright © 2017, DAZ Systems. All rights reserved. DAZ is 1 of 31 partners in North America DAZ is 1 of 58 partners Globally DAZ is the only partner that has CEI established for SCM Cloud DAZ: Certifications
- 8. Implementation Methodology 8 Formation Design Configuration Test (CRP2 & UAT) EUT/ Go Live
- 9. Implementation Methodology Formation Design Configuration Test (CRP2 & UAT) EUT/ Go Live Identify Core Team Engage with Oracle Success Manager Initiate Provisioning with Oracle Team Roster Project Plan Created Rolling Two Week Schedule Reviewed with Customer Finalize Project Plan & Kickoff Meeting Validate Requirements Conduct Design Sessions / Identify any Product Gaps Business Process Mappings Define and Prep Data Conversion Source FSM Setup Tasks / Set-up Staging (Test) Instance Conduct CRP1 Testing (DAZ) DAZ resolves any Issues from CRP 1 Testing Initiate Core Team Training/Customer creates Test Script Conduct CRP 2 Testing with Customer Team Functional and Process Validation with Customer Data Conversion Loads and Validation by Customer DAZ updates Setups as required Customer Review of CRP Test Plan Daily Migrate Set-ups to Production from final staging using FSM Tool Continue End User Training Final Data Conversion Loads / Interfaces To Production Finalize Post Go-Live Plan Readiness Review & Cutover Plan Initiate Data Conversion/Interface Development Finalize CRP Test Plan CRP 2 Test Score Card finalized and published Cutover to Cloud ERP/HCM Interface development completed
- 10. Formation – Key Activities DAZ • Review the project scope, objectives and approach with Customer/Client’s Project Manager and core team • Finalize project staffing • Work with Oracle and Customer/Client to provision Cloud PODs • Prepare the initial Project Plan working with Customer/Client’s project manager • Finalize the two-week rolling schedule working with Customer/Client’s project manager • Finalize Project Kick-Off presentation working with Customer/Client’s project manager Customer/Client • Identify and finalize internal core team • Establish project infrastructure • Work with DAZ and Oracle to provision Cloud PODs • Distribute two-week rolling schedule to the core team • Project kick-off Deliverables DAZ ➢ Initial Project Plan ➢ Team Roster ➢ Two-week Rolling Schedule ➢ Kick-Off presentation Customer/Client ➢ Project kicked off ➢ Cloud PODs provisioned and ready for implementation Formation Design Configuration Test UAT/ Go Live
- 11. Some Key Formation To-Do’s Identify core team members – Plan to backfill them during the project Develop communication plan – Methods (E-Mail, Town Halls), Frequency, Messaging Project Logistics – Security Access, Meeting Rooms, Communication Equipment, etc. Setup document repository such as Sharepoint for project documentation Think through foundational areas such as – COA Design, Enterprise Structures, Reporting Requirements, Begin the process of identifying and gathering data – Cleanliness, Volume, Personnel Assignments Begin to think through data and attribution requirements/pain points Begin to identify current processes and pain points with area’s for improvement, while reviewing Modern Best Practice Flows Continue to build and refine risk and mitigation matrix Start documenting more specific and problematic business scenario’s for testing Plan for 3rd party interfaces – Are skills in house or are 3rd party’s required, plan for those resources
- 12. Design – Key Activities Formation Design Configuration Test UAT/ Go Live DAZ • Conduct sessions with Customer/Client’s core team to explain/walk through standard process flows within in-scope Cloud Applications modules • Document and distribute minutes of meeting for the design sessions • Identify any gaps in functionality and document solution options in Gaps Analysis spreadsheet • Gather configuration data and values • Document Critical Application Setups document for review and approval by Customer/Client’s core team • Discuss and document functional requirements for in-scope interfaces and reports Customer/Client • Provide inputs on any scenarios that may not work within the delivered standard processes • Review gaps and their related solutions options and finalize the go-forward solution option for each gap • Provide configuration data and values to the DAZ team • Review and approve Critical Applications Setups document • Review and approve Functional Requirements documents for interfaces and reports • Review and understand data conversion templates, data elements and validations performed by Oracle Deliverables DAZ ➢ Critical Application Design and Setup document ➢ Standard Oracle Process Flows for in- scope applications ➢ Gaps Analysis spreadsheet ➢ Functional Requirements document for in-scope interfaces and reports ➢ Data Conversion templates ➢ Updated Configuration Matrix
- 13. Design – Key Activities… Formation Design Configuration Test UAT/ Go Live DAZ • Discuss data conversion strategy and go over the data conversion templates and requirements (including data elements and validations) with Customer/Client’s core team • Assist Customer/Client team in updating Oracle’s Global Single Instance (GSI) Sizing Questionnaire • Log SRs with Oracle for sizing Cloud PODs (separate SR for each POD) and upload GSI Sizing Questionnaire • Walk through Customer/Client’s core team and project management the process of monthly patching, upgrades and other Cloud (SaaS) specific considerations, taking the assistance of Oracle’s designated Implementation Success Manager (ISM) Customer/Client • Update Oracle’s Global Single Instance (GSI) Sizing Questionnaire and list anticipated data volumes and user count with DAZ’s assistance • Understand the process and procedures around monthly patching, upgrades and other Cloud specific considerations from DAZ Project Manager and Oracle’s designated Implementation Success Manager Deliverables Customer/Client ➢ Configuration Data and Values ➢ Oracle GSI Sizing Questionnaire ➢ Document on Cloud (SaaS) specific processes and considerations reviewed and understood
- 14. Benefits of Modern Best Practice Flows in Implementation Ensures customers leverage best practices in their future state as a baseline in their design Decreases the length of time to complete the Requirements and Design phase, decreasing overall project time and cost As customers are more commonly following a common process, it reduces the number of unique configurations reduces SR’s and the resolution time of SR’s as these flows and requirements have already been proven Reduces the requirement for extensive training documentation creation by customers, as documentation exists for a larger percentage of what a customer is implementing based on the flows Reduces cost of upgrading as most customers stay close to existing process flows, which requires less testing upon upgrade cycles
- 15. Configuration – Key Activities Configuration Test UAT/ Go Live DAZ • Complete setups and configuration in DEV POD • Assist Customer/Client’s core team in coming up with unit testing and flow thru scenarios • Validate setups and functionality • Resolve any issues from validation and re- test the process • Test data conversions with sample data • Develop and test in-scope custom development • Train Customer/Client’s core team on basic scenarios identified early on this phase • Work with Customer/Client’s team to finalize CRP2 and UAT testing scorecard and schedule • Review converted data and work with Customer/Client’s team to resolve any issues with data Customer/Client • Provide conversion data to DAZ and resolve any reported issues with conversion data • Coordinate delivery of sample files or data for testing integrations with external systems or entities (for example, banks, benefits providers, etc.) • Verify and validate converted data and report any issues or discrepancies to DAZ • Finalize CRP2 and UAT testing scenarios and testing scorecard • Participate in core team training sessions and execute training scenarios using the training materials provided by DAZ Deliverables DAZ ➢ Configured and tested DEV POD ➢ Core Team training completed ➢ Data conversions tested and validated with sample data ➢ Integrations with external systems tested and validated with sample data and other custom development completed Customer/Client ➢ CRP2 and UAT testing scenarios and testing scorecard completed ➢ CRP2 testing schedule and agenda finalized and published Formation Design
- 16. Test (CRP2 & UAT) – Key Activities Formation Design Configuration Test UAT/ Go Live DAZ • Perform data conversions in DEV and TEST PODs and work with Customer/Client to resolve any errors in conversions • Assist Customer/Client’s core team in executing CRP2 and UAT testing • Resolve any reported testing issues and re- test the process. Update setups and configuration in DEV and TEST PODs, as required Customer/Client • Validate and reconcile data conversions • Execute CRP2 and UAT testing and update testing scorecard with testing progress on a daily basis • Document test scripts for all identified test scenarios in the testing scorecard • Report and document all testing issues in Issues Log • Re-test all resolved testing issues and sign- off on CRP2 and UAT testing Deliverables DAZ ➢ Updated Testing Issues and Activity Log Customer/Client ➢ Data conversions completed, validated, reconciled and signed-off ➢ Testing Scorecard updated to record testing status ➢ CRP2 and UAT completed and signed off
- 17. CRP 2 - Scorecard DAZ brings to every implementation a CRP/Testing scorecard, this scorecard has base testing scenarios to be tested which are based upon the MBP flows. This ensures proper and thorough testing across the application reducing risk and variability in the project
- 18. End User Training/Go Live Cutover Formation Design Configuration Test EUT/ Go Live DAZ End User Training • Resolve any issues reported from end user training Cutover • Prepare go-live readiness review document • Work with Customer/Client’s team to finalize go-live cutover schedule and tasks • Assess go-live readiness with Customer/Client’s core team and steering committee • Prepare, finalize and review the go-live risk letter with Customer/Client’s core team and steering committee • Migrate setups to PRODUCTION pod • Perform data conversions and other go-live cutover tasks Customer/Client End User Training • Finalize and communicate end user training (EUT) schedule and agenda • Execute end user training • Re-test all resolved training issues Cutover ➢ Assess go-live readiness ➢ Provide inputs to DAZ to finalize go-live cutover schedule and tasks ➢ Communicate go-live cutover schedule and tasks Deliverables DAZ ➢ Go-Live Cutover Tasks, Plan and Schedule ➢ Go-Live Readiness Review document ➢ Go-Live Cutover Tasks and Schedule ➢ Go Live cutover tasks completed ➢ System ready for recording production transactions
- 19. End User Training/Go Live Cutover Formation Design Configuration Test EUT/ Go Live DAZ Cutover • Assist Customer/Client’s core team in reconciling converted data • Resolve any issues reported by Customer/Client’s core team or users • Transition issues log to Customer/Client’s Project Manager Customer/Client Cutover • Perform go-live cutover tasks owned by Customer/Client’s team • Communicate go-live and support plan • Record transactions in PRODUCTION pod and report any issues to DAZ • Maintain issues log Deliverables Customer/Client • Go Live Readiness Review document reviewed and signed off • Go Live Risk Letter reviewed and acknowledged • Go-Live Cutover Tasks, Plan and Schedule communicated to the core team and other appropriate personnel
- 20. Success Mantras for Successful HCM Cloud Implementation
- 21. Success Mantras for Successful HCM Implementation New Way of Thinking- Quit Traditional Way of Implementation Understand the Client business processes and Leverage Oracle Standard Business Processes Planning and Scheduling Risk Management People, Processes and Resources Coordination Prioritization- Critical to Success Vs Nice to have Educate the Customer Understand Cloud Framework Change Management Identify Potential Pit falls much in advance
- 22. New Way of Thinking- Quit Traditional Way of Implementation Cloud is a Mind-set, not just a technology Coordination with oracle for Upgrades/Patches, New Features Training and Documentation Focus on User Adaption of Modern Best Practices Upgrade Challenges Phased Approach Team Collaboration Be Realistic with the Project timeline
- 23. Understand the Client business process and Leverage Oracle Standard Business Processes 50% of Project Success rate is based on the understanding of Client Business Requirements Fit the Customer business process to the system not the opposite Get As Much as information from Customer- Questionnaire is Key Identify Areas that need Customer’s Business Process Change
- 24. Planning and Scheduling Stick to the timeline Identify Critical activities during project Planning stage Monitor Each Phase Identify the right Project Team Be ready for upgrades- Keep an Eye Monitor Project Tracker Customer Engagement Train-the-Trainer Approach Environment Refresh
- 25. Risk Management Risk falls into three major categories Scope: Product Scope: What are we building Project Scope: How are we building it Schedule: Is our timeline adequate Cost: Does the budget support the schedule and scope?
- 26. People, Process and Resources Coordination People Process Resources Identify Right Project Team – Customer & Implementation • Qualified Project Team • Leverage Oracle Support • User Communities Follow the Right Methodology • Adapt Best Practice • Documentation is the Key Usage of Right Tools • Use right Integration Tools • Usage of Educational Resources Ensures Implementation Success • Decision Making Points • Product Requirements / Modules Required • Project Requirements (Training, Support, Documentation) • Resource Requirements (Manpower Availability) • Technical Components (Data, Integrations) • Identify What You Don’t Know • Speak with Others • Partners • User Groups • Conferences
- 27. Prioritization- Critical to Success Vs Nice to have Prioritization is the Key It’s not possible to Implement all the requirements at a time Concentrate on the core processes first Implement the Critical requirements first and then think about nice to have features Keep an Eye on budget
- 28. Educate the Customer Customer will have the challenges to use the new system so Training is KEY Plan the Customer training sessions well in advance in the project plan Customer Training is important to reduce the cost in production support Train Customer Progressively to take up the responsibilities Prepare User Guides for future reference Customer should be educated on: ✓ The needs of the project and product ✓ Potential Risks in the project and product implementation ✓ Product Functionality in relationship to the needs of the client and the potential risks A good partner spends much of their time teaching others
- 29. Understand Cloud Framework Don’t forget to leverage the inbuilt features Understand the activates required from oracle Should be familiar on oracle patching schedule and upgrade process Know-how to work with oracle support Know-how to manage PODs Quit traditional implementation Model- Adapt DAZ Implementation Frame Work Coordination of all resources are required- People, Process, Resources Quick Upgrades Data Maintenance and Access Personalizations Identify the critical activities well in advance
- 30. Change Management Team Members have to get out of the custom build methodology mindset Team Members have to spend time in the system to reduce “user panic” Adaption is the only path to success •Self-diagnosing / Self- solving of issues •Future phase enhancement participation Go Live support (Minimize) Change is Necessary .. It not an optional…
- 31. Identify Potential Pit falls Much in advance Understand Cloud Framework Underestimating complexity in integrations Data cleanliness Ignoring of Standard Business Processes Inflexibility around process and product requirements Discussion of Product functionality with customer Time constraint events Setting up project expectations Missed product requirements Missing Testing and User Participation Opportunities D A Z
- 32. Summary Plan for enough team member time before the project starts Focus on the benefit of the solution, not the solution itself There are many ways to solve a problem Be open to reviewing existing processes Don’t focus on the solution first , focus on the standard business process Empower the team to be part of the change management process Keep the team members engaged and in the system for the entire project Track Project Status on regular basis Entire team should be Educated including Customer core team Have progressive discussions with customer to understand the product features Adaption of product is important
- 34. Session ID: Remember to complete your evaluation for this session within the app! 103240 Q & A rarangi@dazsi.com Follow US: https://www.dazsi.com/ https://www.youtube.com/channel/UCSYFGuRZYy_p IJkDrk7ifvg https://www.linkedin.com/company/daz-systems- inc-/?originalSubdomain=in https://twitter.com/daz_systems?lang=en