HCM Stabilization and
Modernization Project
Information Technology Services
June 2, 2015
Dr. Josh Mackey, SPHR, PMP
Carl Ward, CSGPM, M.Ed.
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Agenda
1.
2.
3.
4.
5.
6.
What is the HCM project?
Why is it necessary?
What are the project’s objectives?
When will the project occur?
How can I learn more about it?
How will this impact me?
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What is the HCM Project?
What is
HCM
= HCM?
HRMS
Human Capital Management (HCM), is the Oracle platform for unified Payroll, Time & Labor,
Absence Management, Benefits, Core HR, Recruiting, and Performance Management
Payroll
Time & Labor
Benefits
Absence Management
Core HR
Recruiting
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Why do we need the HCM Stabilization and
Modernization Project?
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What - HCM Project - Goals and Objectives
1. Fix Payroll Production issues and Department Restructuring
2. Implement Absence Management to remove customizations from Time and Labor
•
Streamline and standardize organization wide Absence Management rules
3. Reduce customizations and move to a more ‘vanilla’ environment
•
•
Utilize delivered functionality and business processes
Reduce complexities with maintenance and upgrade
4. Standardize business processes and create consistency across the organization
•
Reduce complexities with maintenance and upgrade
5. Consistently enforce Data Governance standards and practices.
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When - HCM Project Timeline
Spring
2015
HCM
Project
Starts
We
Are
Here
HCM Project
Kick Off
Winter
2016
Fall
Summer
Release 3
Benefits
Benefits
Administration
Release 1
Payroll
Go-Live
Release 2
Time & Labor
Absence
Management
Summer
2016
Spring
2016
Releases 5 – 8
Performance
Profile
Recruiting
Learning
Release 4
Core HR/Base
Compensation
Migration to
Cloud
More information about each of the HCM Releases can be found here.
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HCM Stabilization and Modernization
Phased Deployment
Payroll - Release 1 - Summer 2015
Absence Mgmt/Time & Labor - Release 2 - Fall 2015
• Improved reporting and approved processing of time
and leave
• Better tracking and calculation of shifts, schedules, and
leave
• Improve forecasting capabilities; resource planning and
scheduling
• Attach documents electronically and process requests
online; reduce paper processing
• Enhanced workflow for approvals and routing
• Implement delivered functionality that improves
accuracy of payroll calculations for earnings and
deductions
• Extend functionality for shifts, garnishments, child
support orders, tax levies, bankruptcy orders, and wage
assignments
• Process retroactive calculations, reconcile employee
changes, and adjust balances
• Improve audit reporting to track employee changes
• Improve year end processing
• OMCS Production Support (Help Desk)
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How will this impact me?
We will see some changes in Payroll and Time & Labor
• Compensatory Time will continue to be capped at 120 hours but will not expire
• Non-exempt employees may request payout of comp (as overtime) on an ad-hoc basis.
• Employees transferring within or leaving Maricopa will be paid out on all comp time
• Positive Time reporting
• Shift Differentials
• Overtime
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What might that look like?
Short, focused useful instruction
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What is the FMS Project?
FMS = CFS
The FMS project will replace our current College Financial System (CFS) with
the PeopleSoft Financial Management System (FMS).
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FMS Benefits
How will the new FMS system help me?
1. Online Travel Authorizations and Reimbursements,
including professional growth!
2. Smarter workflow for Requisitions and Travel.
3. One look and feel for FMS, SIS and HCM.
Chart of Accounts
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FMS Timing – Next Steps
1. System Integration Testing was completed last week
2. User Acceptance Testing (UAT) was held in May
and has been very successful.
3. FMS training will begin in June
Training
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FMS Training - Details
• Training for the current District Office Requisitioners will start the first week in June.
• Training is for Requisitioners only. It is NOT for Approvers.
• This training invitation is being sent to a specific list of attendees (all current CFS users). Please do not
forward this invitation.
• A second training session will be opened to all employees starting July 6th.
• Training consists of 2 classes: Requisitions and Travel & Expenses. Each class is expected to be 1.5 hours
long.
• Attendees will be required to watch the "Requisition Process Video" and the "Travel & Expense Process
Video" before participating in those respective training classes.
These videos will be available on May 26th. Links to these videos will be distributed soon as soon as they
videos are finalized.
• The District Office FMS Training Schedule is attached at the end of this presentation.
Please register for FMS training in HRMS.
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HCM Communication – Frequent & Honest
Roadshows
Newsletters
We will be communicating with the entire Maricopa community about the HCM project.
Our goal is to inform and educate all stakeholders about the project’s progress and prepare
them for each release with ongoing training activities.
Webinars and
On demand videos
Town Hall Events
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Stakeholder Engagement – May 20, 2015
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How can you help?
You can help this project to succeed by providing your:
1. Input
2. Feedback
3. Suggestions
Tell us how we can improve our
communications.
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HCM and FMS Updates
How can we learn more about these projects?
• All of the latest information about the HCM and FMS projects
can be found on the HR and website (HR.Maricopa.edu) here
and on the FMS website (business.Maricopa.edu) here.
• This page will be updated several times each month with news
about the project, presentations and additional details about
both the contents and the benefits of each of the HCM releases.
https://hr.maricopa.edu/hcm-project-frequently-asked-questions
https://business.maricopa.edu/fms-frequently-asked-questionsfaq
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HCM Project Website
1
2
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How you can help!
Awareness
Please help us by informing your
college about these projects.
Let them know that changes will be
coming to Payroll, Time & Labor.
Benefits
Demonstrations and training sessions for the
new HCM system will begin in May. These
sessions will focus on showing how the changes
to the system will benefit us by improving how
we carry out our major HR activities.
Knowledge
We want the training sessions to be effective and a
productive use of everyone’s time.
Please let us know:
a) What types of training work best for your teams, and
b) If you will host a training session at your college.
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FAQs?
• Updated weekly with answers to the questions that you submit to us.
If you have a question, send it in!
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Questions?
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Contact Us
Dr. Josh Mackey, SPHR, PMP
District Director
Center for HR Innovation, Strategy, & Planning (CHRISP)
phone | 480-731-8270
email | josh.mackey@domail.maricopa.edu
Carl Ward, CSGPM, M.Ed.
Maricopa County Community College District
District Director of Business Applications and Compliance
Phone: 480-731-8869
Email: carl.ward@domail.Maricopa.edu
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Additional Details
Scheduled functional capabilities of HCM releases 1 through 8
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HCM Stabilization and Modernization
Phased Deployment
Payroll - Release 1 - Summer 2015
Absence Mgmt/Time & Labor - Release 2 - Fall 2015
• Improved reporting and approved processing of time
and leave
• Better tracking and calculation of shifts, schedules, and
leave
• Improve forecasting capabilities; resource planning and
scheduling
• Attach documents electronically and process requests
online; reduce paper processing
• Enhanced workflow for approvals and routing
• Implement delivered functionality that improves
accuracy of payroll calculations for earnings and
deductions
• Extend functionality for shifts, garnishments, child
support orders, tax levies, bankruptcy orders, and wage
assignments
• Process retroactive calculations, reconcile employee
changes, and adjust balances
• Improve audit reporting to track employee changes
• Improve year end processing
• OMCS Production Support (Help Desk)
Copyright © 2015, Oracle and/or its affiliates. All rights reserved. |
HCM Stabilization and Modernization
Phased Deployment
Benefits and Benefits Admin - Release 3 -Winter 2016
• Improve accuracy of job transactions reducing
downstream processing exceptions
• Improve HR Security and access to data
• Extend capabilities for compensation calculations for
salary ranges vs. steps
• Enable online self-service reporting and improve
approval workflow
• Attach documents electronically and process requests
online; reduce paper processing
• Improved reporting for compliance and performance
Core HR and Comp - Release 4 - Winter 2016
• Improve accuracy of deduction calculations for multiple
jobs and coverage premiums
• Improve benefits administration and life event
maintenance tracking; reduce manual processing
• Extend capabilities for domestic partner, flex credit,
and wellness incentives
• Process Family Medical Leave Act (FMLA) eligibility
/entitlement , Continuation of Coverage or COBRA,
Affordable Care Act (ACA), Health Insurance Portability
and Accountability Act of 1996 and improve benefit
billing and reporting
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HCM Stabilization and Modernization
Phased Deployment
Comp and Class Analysis - ~ TBD
Recruiting - Release 5 – Summer 2016
• Prerequisite – Maricopa to engage Management
Consulting Firm to define the details sufficient for
Oracle to scope the implementation of Comp and Class
• Complete Comp and Class Discovery and Analysis
• Provide Comp and Class Implementation Proposal
• Improve on-line job candidate experience and capture
data for tracking competencies and skills for future
jobs; streamline hiring and on-boarding process
• Improve recruiter experience and gain efficiency with
automation
• Extend capabilities for email posting for friends and
internal/external job postings
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HCM Stabilization and Modernization
Phased Deployment
ePerformance - Release 7 - Fall 2016
eProfile - Release 6 – Fall 2016
• Enhance business process and extend capabilities to
improve succession planning and performance tracking
• Employees can self report and maintain changes to
name, address, phone number, marital status, and date
of birth; reducing administration costs
• Improved HR Security
• Improved workflow and delegation capabilities for
managers
• Enhance business process and extend capabilities to
improve succession planning and performance tracking
with goals, development targets, and meeting
objectives
• Improve employee and manager experience working
with performance documents
• Leverage Profile Management functionality
• Electronically sign-off on performance documents
• Improved workflow and approvals for managers
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HCM Stabilization and Modernization
Phased Deployment
Learning Management - Release 8 - ~ TBD
•
•
•
•
Maricopa to validate ownership
Maricopa to review procurement options
Secure funding for project
Implement recommendations
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Project Approach and Scope
Inception
• Project Kickoff
• Core Team
Orientation
• Conduct
Analysis
• Align
requirements to
scope
• Build initial
Timeline
• Develop a
Project Plan
• Communication
Plan
• Update PMP
Elaboration
• Business
Process
Analysis
• Consolidate
Solution
Requirements
• Conceptual
Designs
• Security Design
• Finalize Scope
• Prototype
• Compile
Feedback and
Iterate
Construction
• Configure
Foundation and
Setup Tables
• Configure
Transactions,
Integrations, and
Reports
• Refine Security
• Retire CEMLIs
• Unit testing
Testing
Deployment
• System
Integration Test
• Cutover
• User Acceptance
Test (UAT)
• Contingency Plan
• Production
readiness review
• Communications
• Change
Management
Tasks
• Prepare for
Production
cutover
• Update
Contingency Plan
• Communications
• End user training
conducted
• Cutover to
Production
• Post Production
Support Plan
executed
• Project /Release
closure
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Where can I learn more?
All of the documentation for the HCM project is stored on the HCM
Project site in SharePoint.
• The SharePoint site can be accessed using this link.
• Simply use your MEID credentials to log into SharePoint.
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