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Oracle User Productivity Kit (UPK) Best Practices and Lessons Learned Philip Shontz AST Corporation August 26, 2014
Agenda § Background and Goals § Best Practices:
• Strategy and Planning • Training Development and Rollout • Post Go Live Support
§ Lessons Learned § Questions
Our Services Oracle Partnership Oracle Specialized • E-Business Suite
• Business Intelligence
• EPM-Hyperion
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• EBS Financial Management
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2013, 2011, 2009
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2012-2013 Inc. 5000 Fastest Growing Companies
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Specialized. Recognized. Preferred. The right partner makes all the difference.
Background – Projects § Presentation focuses on 3 recent projects:
• #1 – Rapidly growing VA County and School District o EBS, Hyperion, OBIEE o 3 phases, 36 months, ~10,500 users
Jan 2012 Dec 2014
Apr 2012 Jul 2012 Oct 2012 Jan 2013 Apr 2013 Jul 2013 Oct 2013 Jan 2014 Apr 2014 Jul 2014 Oct 2014
§ Financials § Procure to Pay§ Cash Management§ Budgets• Projects/Grants• Document Management Integration
Phase I (January 2012 – Aug 2013)
• Adv. Procurement (iSupplier, Sourcing)
Phase III (Apr 201 – Dec 2014)
§ HR/SSHR§ Benefits§ Time Entry§ Payroll§ iRecruitment§ Learning Management/iLearning
Phase II (Apr 2013 – Aug 2014)
FinancialsGo Live 07/01/13
HCMGo Live 07/01/14
Adv. ProcGo Live 11/01/14
Background – Projects § And…
• #2 – Densely populated FL County o EBS, OBIEE, Hyperion o 4 phases, 20 months, ~3,500 users
Background – Projects (Cont’d)
§ And… • #3 – Midsized Northern CA City
o EBS exclusively o 3 phases, 13 months, ~1,200 users
§ Presentation also considers other projects
Goals of This Presentation § Describe UPK best practices and lessons
learned § Help you leverage UPK for both training
and non-training activities
Training Goals § To make sure client staff can:
• Use the full functionality of the software to achieve needed business objectives
• Maintain and update training material on-going • Effectively maintain and support Oracle applications
and database environment • Maintain application configurations in the future
To Start § Adult learning: “I am always ready to learn, but I do not always like being taught.”
Sir Winston Churchill
§ Training strategy and plan – contents: • Training needs analysis • Audience identification • Training delivery methods • Training preparation and administration
Training Needs Analysis § Training questionnaire § Usage: Never (0), Occasionally (1), Daily (2)
• Beginner: 0.00 – 0.75 • Intermediate: 0.76 – 1.25 • Expert: 1.26 – 2.00
§ Goals: Establish training delivery methods & get 100% feedback § Identify active employees without access
to a computer
Audience & Delivery
Beginner
5%
Workshop
Intermediate
15%
Workshop / CBT
Expert
80%
CBT (Some Workshop)
§ Audience drives delivery methods
Audience & Delivery (Cont’d)
§ UPK supports multiple delivery methods: • Instructor-Led (Workshops) • Computer Based Training (CBT) • Quick Reference Cards (Job Aids) • Presentations • On-the-Job
Training Administration § Classroom venues and facilities § Notifications, registration and scheduling § Training material preparation and
distribution § “Training ready” classrooms and learners § Feedback and metrics collection § Scalability § Software and hardware availability
User Productivity Kit § Single, synchronized authoring session
• Multiple learning methods o See It! o Try It! o Know It? o Do It! o Print It!
• Published content • Full‐feature sound recording and editing
§ Application agnostic
User Productivity Kit (Cont’d)
UPK will record your navigation steps: • Mouse clicks • Keyboard actions
User Productivity Kit (Cont’d)
Doc
umen
tatio
n User Acceptance Test Scripts Process Guides (Non-Oracle Processes)
Trai
ning
Instructor-Led Web Based (CBT) Job Aids
Supp
ort Simulations
(CBT) Online Help Job Aids
UPK: Single content development and customization
Go Live
Training Environment § UPK folders, modules, sections and
topics in multi-user environments: • UPK Administrator to create and maintain
§ UPK standards: • Screen resolution • Initial UPK parameters • Content creation, editing and publishing standards
§ Training instance: • “Sandbox” created early on • UAT instance used for training on-going
Content Preparation § Define training
courses needed • Layout topics for each
course • Identify training data
§ Identify training objectives for a given Oracle module § Identify audience segments (role based)
Content Preparation (Cont’d)
§ Record each topic using UPK
§ Edit the training topics
UPK will record your navigation steps: • Mouse clicks • Keyboard actions
Content Delivery § Publish the training courses using UPK
§ Distribute the training material
as needed § Post content as appropriate:
• Post Training Guides as PDFs • Post CBT simulations at the
desired location
§ Provide “Training Effectiveness” sessions
Post Go Live Training § Training augmentation
• Drop-in sessions • Refresher training • Help desk tickets
Post Go Live Training (Cont’d)
§ New training • New training topics
• On-boarding training • On-going follow-up
Identify need for a new training topic
Create the topic and post to the intranet
Communicate the new topic to End Users
Maintaining Training Material § Roles
• Requestor • Functional expert • UPK expert • Trainer
§ Process
Lessons Learned § UPK usage: Can use UPK in
each project phase § UPK structure: Only by UPK Admin § UPK recording: Set screen resolution,
Record automatically § Training Guides: Post as PDFs § CBTs: Use working sessions
to fine‐tune § Know It! mode: Often not well received
Lessons Learned (Cont’d)
§ Post Go Live training: Think both augmentation and new topics § Content maintenance: Jointly by both
functional and UPK experts § Content author/editor: Consider
identifying as process owner for a given topic
Philip Shontz AST Corporation [email protected] www.astcorporation.com