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Scope of WorkHCM Implementation Requirements Objective The goal is the successful and timely implementation of Oracle HCM for Talent Management, Learning, Benefit Enrollment, Recruitment, Onboarding and Employee Self Service. The initial goal of this release will be focused on Core HR, Cloud Recruiting, Performance Reviews, Goal Management, Learning, Benefit Enrollment and Employee Self Service. Each module will be implemented linearly, in the following order- 1) Core HR 2) Cloud Recruiting (Targeted by start of march) 3) Performance Management 4) Benefits (Need to be able to enter new enrollments by July as testing for October) 5) Learning The work will include performing technical tasks required for implementation, identifying, organizing and importing required data, helping evaluate and structure business processes as they relate to the system, and providing guidance and support in using the system. For integrations: If possible, provide a best estimate with hours and resources identified. Alternatively, provide a cost for scoping the integration, with actual cost to be determined after scoping. Please quote both the estimated number of hours and a price that is Not To Exceed for all deliverables. Deliverables  All modules (5) in a functional state meeting the requirements outlined below  All integrations running through entirely vendor supported processes  Editable Word Document User guides for city-wide training of each module  Video training material for common processes Assumptions  All processes will be designed to fit within the standard HCM workflows and business process mechanics  All Users will be City of Denton employees with an active record in JD Edwards and a valid Office 365 account  All payroll related functions will continue to be carried out utilizing JD Edwards  The working product developed from the implementation will either be fully supported by Oracle or at a cost covered by ongoing maintenance (no unsupported customizations)  Items listed below are key business requirements and not intended to represent all work required to implement these systems.  Position and necessary budgetary data will be kept in sync with JD Edwards. Any other budgetary or related system will integrate with JD Edwards, not directly with HCM. Requirements Required Data and Integrations Employee Documents Ability to track documents related to an employee, attached to an individual record and their performance review. Department Data Track all active Departments with the following information:  Department Name  Department Code  Department Head* *Department Head is not tracked in JDE and therefore would be maintained in HCM Business Unit Data Track all active Business Units with the following information:  Business Unit Code  Business Unit Name  Parent Department Job Code Data Track all active Job Codes with the following information:  Job Code  Job Name/Description  Pay Plan Employee Data In addition to date already tracked for Taleo (Name, Email, Personal Email Address, Employee ID), HCM will track the following employee information:  Current Compensation  Benefit Eligibility Start Dates three different start dates—basic life/AD&D and LTD on date of hire; FSA, Supp life/AD&D, Dep Sp/Ch life/AD&D, and STD on date of enrollment; and, medical, dental, and vision, first of the month following enrollment)  Employment Start Date  Anniversary Date in current position  Current Business Unit  Current Department  Address  Phone number(s)  Emergency Contact Reporting Structure Track the current reporting structure of all employees. Listing who each employee reports to in a manner that can be traced from any individual contributor to the level of council. Reports should include being able to display and/or print the org chart for departments, divisions, and teams. Core HR JDE Integration Initially the following base data will integrate with JDE. The data will be overwritten to match JDE data on a nightly basis. As functionality is added to HCM to maintain this data, the integration will change directions and update JD Edwards.  Reporting Structure  Employee Data  Job Code Data  Department Data  Business Unit Data  Employee’s review cycle (updated to match in the event of a position change)  Provisioning of Supervisor Role (based on if the user has direct reports)  Position Code Creation Position codes are currently created in JDE by HR. These codes should automatically feed into Oracle HCM whenever the data feed is set to occur. Cornerstone Talent Management required constant manual update of the feed files. If the files were not updated, the system would error out and lock employees out of some functions if their position code was not known. Any additional data, processes or workflows will be maintained in HCM. JDE New Hire Integration Update data in JD Edwards that results from a new employee being hired. Information to be transferred to JD Edwards JDE Benefit Enrollment Integration Update data in JD Edwards that results from a new enrollment or benefit change due to Qualifying Event. JDE Supervisor Self-Service Integration Update data in JD Edwards that results from supervisor self-service actions: Position changes, pay changes, reporting structure changes JDE Employee Info Changes Update data in JD Edwards that results from a change to existing employee information and new employee being hired. JDE Self-Service Integration Update data in JD Edwards that results from self-service data changes, such as direct deposit changes , tax withholding changes (W-4), address, emergency contact, phone number(s) and email address (personal). OAG Reporting Provide data feed to OAG for new hire reporting. Laserfiche Integration Once completed, reviews will be filed under the employee record in Laserfiche. Most likely they will be downloaded from HCM and imported into the appropriate folder through a Laserfiche workflow. Also need to download employee documents required for Qualifying Events, dependent information, etc. Talent Management Implementation System Notifications Notifications will be sent to either the individual, the direct supervisor, the next level supervisor, or the department head at workflow points TBD. Events currently identified-  Review cycle started (to employee and supervisor)  Self Review completed (to employee and supervisor)  Manager Review Completed (to supervisor and department head)  Review completed (to shared HR email) Competency Library Desired competencies for employee reviews. These competencies will be rated on a scale, in addition to an overall rating value. Competencies can be weighted. A competency library will need to be created. However, the competency library should be used as a supervisor resource and not used to restrict the supervisor to just those competencies. There needs to be flexibility for adjusting competencies down to the position or even to a single employee. Question Library Track open ended questions to be used on performance reviews. The accumulate in the questionnaires that are defined as part the review process. Questions are tagged and sorted by job function/job description. Performance Reviews (Starting from launch) Performance review data from all reviews starting from the launch of the HCM Talent Management system will tracked, reviewable and reportable. Manager Review Process Direct supervisors will be assigned a task to rate direct reports and answer the performance questionnaire on a quarterly basis or more frequently for each direct report. There should be allowance for ongoing feedback on goals and work performance. It is not just an annual review. Next level supervisors should also have access to review and comment on ongoing performance. Department Head Sign-Off There will be a task or process for the department head to review the performance review in full for all direct and indirect reports, before signing off on completion. Done annually. Employee Sign- Off/Confirmation There will be a task or process for the individual to review the performance review in full, before signing off on completion. Also, to acknowledge acceptance of direction and new goals. Create 12 Monthly Review Cycles There will be 12 employee review cycles in the new system (roughly one for each month). The start and end date of each TBD. Reports  Supervisors should have the ability to have a dashboard or report available that can show goal and review progress and status for individual employees and their team.  Higher level managers in the chain of command should be able to drill down to individual employees to see the same information as the supervisor.  Report available to supervisors and upper managers showing reviews that are in danger of being late or that are late. This should be generated automatically several times a month. The current system, and Cornerstone Talent Management, required manually generated reports to remind supervisors and managers of review status.  Monthly report on all City employees summarizing how many goals completed and % of reviews completed on time.  Aging report for annual reviews not completed in the month due. Define Review Workflows Allow the ability to create and manage review cycle. Within each review cycle individual review processes will be defined. Custom review processes can be defined and assigned based upon job code(s). Example review process- 1. Self Review 2. Immediate Supervisor Review 3. Next Level Approval 4. Immediate Supervisor and Employee Discussion 5. Employee Sign Off 6. Incorporation of Docusign or automatic way for the signing of documents The workflow should be open for a full year with opportunities to create, update, and have supervisor/employee dialog on work and developmental goals. The above schedule is what was used in Cornerstone Talent Management and is not applicable for what is being proposed for Oracle HCM Talent Management. Develop Questionnaires Combinations of questions from the question library. These are associated to the Job Profile, along with competencies, to build the review. Develop Person Profile The Person Profile defines criteria and data that will be the same for ALL employees. This also impacts core HCM functionality regarding their homepage, visible information, employee directory etc. It would be nice if this could also show the employee’s date-in-position, position, pay grade, and supervisor. Develop Job Profiles (Review Form) Set up “Job Profiles” within HCM. These defines criteria and data that will be the same for a given job code. Initially these will be designed to match current Talent Management job profiles There may be a need to get more categories within the ones below. It may be best to be able to build profiles based on specific job descriptions or make the reviews customizable by supervisors. John Nelsen has hinted at this in some meetings. For example-  L = Labor  C = Clerical  P = Professional  T = Technical  X = Executive These will then be assigned in bulk to all job codes. Needs to be flexible so departments can choose from a library of the questions from the profile. Eventually more job profiles can be created to allow greater granularity in reviews based upon job. Set Up Goals Management Managers will be able to create, track and update the status of goals for their direct reports. These goals will be visible and updateable during the review process. Employees should also be able to provide goal updates and reactions to supervisor comments. Needs to be updateable at all times. Employees and leaders up the chain should also have access to set goals. Feedback Configuration Manager’s will be able to request feedback from additional city employees regarding a specific employee goal or competency. Typically referred to 360 degree reviews. Those supplying feedback should not be able to see other comments from other reviewers. Note: the feedback functionality is also available throughout the system and, if enabled, employee comments outside of the review process will also be visible during the review process. Corrective Actions Supervisors will be able to address behavior or performance concerns through a formal documented process to include the following options:  Written Reprimand  Suspension  Demotion Termination from Employment Performance Improvement Plan Supervisors will be able to address performance concerns through a formal documented process Recruitment Implementation Internal and External Job Boards There will be a branded and modernly styled job board for internal candidates and one for external candidates. The job board will be mobile compatible with ability to generate more boards as needed. Department job boards as well (PD, Fire, Parks, Interns, etc.) QR Code generation. There should be a separate job board for part-time and seasonal jobs. Custom Requisition Form There will be an electronic form to create requisitions with necessary fields; customized with additional fields required by the City of Denton. Needs to tie into position control and core to check vacancy and salary range. Job Requisition Templates Requisition templates for each unique job description, supporting multiple description per job code. Requisition Approval Process Submitted requisition will route for approval, based upon direct supervisor, second level supervisor and department manager, up to City Manager. Ability to change approval midstream. Job Posting Process HR will be able to review approved requisitions and post them to the appropriate job board. Setup ability to automatically post to job boards. Candidate Application Workflows Multiple workflows for candidates to follow when applying to a job positing, including set up for organization-wide questions. Denton will have to ability to create different application templates with required knock-out questions. Candidate Selection Workflows Multiple workflows for candidate selection; including automated qualification screening, hiring manager review, interviewing, extending offer and candidate preboarding. Post-Apply questions. Interview Communications Hiring managers will be able to email candidates to schedule interviews; with prebuilt templates available for the emails. Offer Extension Process The hiring manager will be able to draft an offer (desired fields to be determined) and the HR recruiter will be able to review this offer and extend the offer electronically to the candidate. Formatted Offer Letters Various offer letter templates will be available in system be automatically assigned based upon the job type and classification information. Editable on the fly. Offer letter approval process - Offer letters will automatically route through approval based upon offer letter values (such as if the offer amount exceeds a paygrade amount) - Including automatically routing for approval any additional agreements necessary to complete the offer (e.g., relocation or temporary housing agreements). - Incorporation of Docusign or automatic signing solution in the approval process Candidate Preboarding Track candidate screening up to processing their I-9/W4 after conditional offer letter acceptance with online form to submit and provide information. Showing current status to hiring managers and assignable parties. Need clarification on how this is done before they receive account access Incorporation of Docusign for consents and acknowledgements required (e.g., background and drug testing consent, etc.) Onboarding Checklist New hires will be receiving an account to access HCM and complete an onboarding checklist of tasks. Incorporation of Docusign for new hire forms that require employee’s signature (e.g., I-9, W-4, policy/handbook acknowledgements, etc) Can we do something similar to interview scheduling and schedule a time to come in and do I9/W4. Employee Self Service Implementation Self Service Forms Employees will be able to perform self-services functions (such as updating phone number, location, direct deposit information, emergency contact, address, tax withholding [W-4], email address, etc.) Supervisor Actions Supervisors will be able to initiate employee actions (such as transfer, pay increases, promote, change job class, request new job class) with approval flows for each and system logic to enforce policies. Learning Implementation Learning Functions Standard implementation of learning module to be scoped. Class Catalogue Employees will be able to browse, be assigned and be recommended various department hosted classes. Employee Enrollment Employees will be able to register for classes. A class roster can be produced for each class to verify and track attendance. Employee records will track classes attended. Supervisors and higher-level managers should be able to assign individual workshops or a training regimen to an individual employee or team. Instructor Access In-house instructor led training should allow the instructor to view class rosters, attach handouts, or to assign prework required for the workshop. Online Workshops The ability to subscribe to external online workshop libraries. These should be tracked in the system and be recorded on the employee’s training transcript. Ability to host in-house developed online workshops. Reporting  Reports showing training utilization broken down by learning type (online, instructor led, external provider). This should include the number of employees, the number of training hours, and number of unique training program registrations.  Metrics should also show popularity of workshops by registrations.  Workshop facilitators should be evaluated on their ability to clearly present the workshop content, facilitator knowledge of the topic, and class engagement.  Workshop participants should be able to rate their knowledge/skill/ability before the workshop and whether they gained knowledge/skill/ability by taking the workshop.  LMS admins should be able to have a report that summarizes the above metrics by individual facilitator and by the program as a whole.  Supervisors should be able to call up a report that shows all of their employee’s workshops taken and pending.  Supervisors should be able to call up the entire employee learning transcript. Benefits Implementation Benefits Implementation Standard implementation of benefit enrollment to be scoped. Management of Benefits HR Benefit administrator will be able to manage available benefits through HCM. Annual Open Enrollment Employees will be able to elect desired benefits once a year through an open enrollment process. Benefit Onboarding New hires will be able to select benefits during the onboarding checklist when hired. Integrate Docusign Qualifying Event Enrollment Employees will be able to submit Qualifying Event information with required supporting documentation and enroll in benefits after qualifying events. Integrate Docusign. JD Edward Integration Elected benefit elections will be integrated with JD Edwards Termination of employment benefits automatically terminate on appropriate date with all carriers required Benefit System Integration Elected benefit elections will be integrated with benefit providers (UHC, Delta Dental, Discovered Benefits, Symetra). ACA Form 1095C and 1094C Capabilities for set-up and mailing of Form 1095C, and set-up and prepare for e- file of Form 1094C to IRS. User Permissions and Account Provisioning Single Sign-On Users will be able to access the application using their city office 365 login. One of the problems we have with Cornerstone is which email address is picked up by the system. Sometimes, if an employee goes by another name (nickname, middle name, etc.), the system will pick up the employee’s legal name rather than their chosen name to create the email address. When this happens, single-sign-on does not work and the employee is locked out of the system. This needs to be resolved in the data feed update process between JDE and Oracle. Employee Role  Complete self-reviews  Define own goals  Update personal goal progress  Provide feedback as designed  Approve assigned requisitions  View and elect in benefits during open enrollment  View and submit request and supporting documents for Qualifying Events, dependent coverage information, etc  Ability to self-service update employee demographic info, tax withholding, etc Supervisor Role  Define goals of direct reports  View direct report self-evaluations  Request another employee’s feedback  Conduct manager reviews  Enter requisitions for approval  Submit job/position/pay changes for direct reports HR Admin Role  Perform administrative functions for all module that are part of this implementation  Maintain all data relevant the the modules that are part of this implementation  View all employee data that is relevant to the modules that are part of this implementation Reporting Needs Compensation Projections  Ability to run scenarios for compensation projections Compensation Analysis  Ability to compare employee’s pay within the same job code; Determine compression or equity concerns Talent Management  Reports:  Completion/Pending  Late  Scoring/Ranking Totals Ad Hoc Reporting  Ability to self-select multiple data points and run report by date range Turn Over Employee turnover report with ability to drill down by date range, job code/position, department, supervisor, department head, HBU, etc. Employee Promotions and Anniversaries  Ability to pull employee promotions, anniversaries, transfers by date range, department, HBU, etc. Spousal Surcharge  Ability to run a report to see all employees who are charged a spousal surcharge Employee Benefits Elections  Report to be able to see employee benefits election: o Total number of employees in each DBA code o Elections by employee  HIP vs NonHIP elections Recruitment  EOE  Sourcing  Turnover  Vacancy  New-Hire  FTE Report  Time to Hire