LEHRN – Member ExchangeBe The Match

1

Nisha Topiwala, Senior HR ManagerTiffany Lyons, Senior Product Owner

AGENDA• About Us• Implementation Story

– Selection– Timeline– Learnings

• What’s Next• Q&A

2Operated by the National Marrow Donor Program®

BE THE MATCH

3Operated by the National Marrow Donor Program®

1,000 employees 200 contingent workers

Multiple locations throughout the US

20 HR team members

8/2017: Completed implementation of Oracle HCM Cloud

& ADP Payroll

HR ORGANIZATION (During Implementation)

4Operated by the National Marrow Donor Program®

CHRO

Senior Manager, HR

HRIS

Volunteer Mgmt

Talent Acquisition

Total Rewards (Benefits,

Compensation, Payroll)

Manager, HR

Strategic Business Partners

Manager, HR

Talent Mgmt

Executive Assistant

HR ORGANIZATION(AFTER IMPLEMENTATION)

5Operated by the National Marrow Donor Program®

CHRO

Senior Manager, HR

Volunteer Mgmt

Talent Acquisition

Manager, HR

Strategic Business Partners

Manager, HR

Talent Mgmt

Director, HR

HRIS

Total Rewards (Benefits,

Compensation, Payroll)

Executive Assistant

IMPLEMENTATION STORY

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• Develop Business Case• Selection Process

– Product– Implementation Partner

• Completed Accelerate Phase• Project Aladdin is born

WHERE IT ALL BEGAN…

7Operated by the National Marrow Donor Program®

On Premises & Cloud

Multiple Solutions/Integrations

Limited Analytics

Increased resource effort

BUSINESS CASE

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• Support our Employee Value Proposition in a competitive talent market• Improve access to talent information to improve business decisions• Increase effectiveness of headcount, compensation & benefits management

Engage & Empower Organization

• Increase efficiency & scalability across the organization• Increase compliance in a complex environment with numerous changes• Improve data integrations to internal and external customers

Lower Cost of HR Service

SELECTION PROCESS (SYSTEM)

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• Four – Three hour demonstrations • Two – Six hour demonstrations

– Invited stakeholders: HR, IT, Finance, Contracts• Selected Oracle HCM Cloud

– Integrations– Partnership– Cost– Met Requirements

SELECTION PROCESS (IMPLEMENTATION PARTNER)

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• Five – One hour introductions with HR & IT• Two – One hour onsite introductions with HCM Steering Committee• Conducted Reference Checks• Vote by HCM Steering Committee• Selected KBACE

– Partnership/Culture– Knowledge– Reference Checks

ACCELERATE PHASE

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Create SME Team

Define high-level requirements• One month commitment• First introduction to

KBACE team

Recommendation to Steering Committee• Timeline• Cost• Approach

PROJECT ALADDIN TIMELINE

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PROJECT SUCCESS FACTORS

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Project is delivered on time & on budget

Data is transmitted accurately through

integrations

Financial integrations and processes are

improved

Current automated functionality is

maintained

Automate identified manual processes:

Contingent Workers, Incentive

Compensation

Communication, Adoption & Training plans are followed

LAUNCH DAY

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IN THE END…

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BEFORE

•Vista – payroll and people management•Taleo Business Edition – Recruitment and

Performance Management•Benefits Focus – Benefits Management• Service Now – Payroll and People Management

changes• Spreadsheets – Contractor Management• Spreadsheets – Leadership Annual Incentive

Plans• Several manual processes to feed information to

all the systems

AFTER

•Oracle Cloud•Core HR•Compensation•Time and Labor•Talent Management•Recruit (OTAC)•Benefits

•ADP •Payroll

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AFTER LAUNCH…

Two Benefits Enrollment

Compensation Cycle (merit, bonus

& incentive)Performance

ReviewsGoal Planning

(Performance & Development)

Contingent Worker Tracking

New benefits vendor & process R12 Upgrade Hyperion Upgrade

Year-End Processes Timecard Updates Transitioned & Juggled TBE & TEE

LESSONS & LEARNINGS

17Operated by the National Marrow Donor Program®

Increased VISIBILITY

• Plan for more questions and added scrutiny

• Be sensitive to process timeline

• Keep in mind HR processes span the organization

• Create supportive team

Resource CAPACITY

• Examine resource capacity through out project

• Realize capacity includes more than time, but also

energy• Leverage partnerships

• Navigating new partnerships takes time

• Utilize Product Owner Role

SupportCHANGE

• Conduct Accelerate Phase• Whole New World

Approach• Evaluate capacity for

change and culture acceptance

• Utilize Organization Advisory Team

• Dedicate time to a united front

• War Room for Go-Live

LEVERAGING PARTNERSHIPS

18Operated by the National Marrow Donor Program®

INVITE

Internal Stakeholders•Advisory Team

• Implementation Team•User Experience Testing

•War Room

Implementation Partner•Product Demonstrations

•Launch Week

ASK

Product Partner•Vendor Partners

•When you are told no•New features

For the best

LISTEN

Implementation Partner•Trust the process

INVOLVE

Product Partner•Challenges

•Business Changes

User Community•Online

•Conferences

WHAT’S NEXT

System Stabilization

• Support Change• HR and organization are confident and

comfortable utilizing MySource

Determine Support Model

• Provide Exceptional Service• Key stakeholders are supported and service

expectations are met

Deploy System Functionality

• Develop & Retain Talent• MySource enables the successful execution of

talent management programs/processes

19Operated by the National Marrow Donor Program®

20

ORACLE HCM CLOUD USER GROUP

21Operated by the National Marrow Donor Program®

Looking to start a local user groupWe will have a table at the annual Expo

Please join us!Tiffany Lyons @ tlyons@nmdp.org