How to Manage Your Cloud Implementation The Right Stuff: How to Manage Your Cloud Implementation Oracle Open World

Vanderbilt University Our Strategic Priorities Undergraduate residential Experience TRANS-INSTITUTIONAL PROGRAMS Education technologies Healthcare solutions Offer students a rich and diverse intellectual community that educates the whole person and cultivates lifelong learning  Advance discovery and learning, through providing cutting-edge immersion experiences for students Embrace new education technologies that foster innovation in learning, teaching, and discovery Refine health-related initiatives and inventory existing health-related interdisciplinary centers and institutes at Vanderbilt 

Vanderbilt’s Tremendous Growth WHILE FINANCE AND HR SYSTEMS REMAINED Stagnant Endowment Unrestricted Operating Revenue Faculty and Staff Administrative Systems 1988 2014

Project Catalysts VU/VUMC Separation Assurance Risk Mitigation Strategic Evolution Lagging Technology Lost Productivity

Lagging Technology Lost Productivity

Processing FedEx® charges shouldn’t look like this.

New Business Objects Application Concur BI Launch Pad    New Business Objects Application Concur   Vanderbilt Employee Reimbursement C2HR Connect to HR DMS  Departmental Management System eDog  General Ledger Data ePac   Personnel Action Change eProcurement   Purchase Requisitions Exempt Time Off  Exempt Time Off e-Timesheet   Electronic Timesheet Kronos   Electronic Time and Attendance System NCOA   Narrative Chart Of Accounts Pcard   Procurement Card PM   Privilege Management Taleo   Employee Recruiting WALDO   Labor Data

Mission statement Support Vanderbilt University’s academic mission by modernizing its financial, administrative and research support systems.

Project Guiding Principles SkyVU Overview Project Guiding Principles Simplification & Standardization Forward Focus Accountable Governance Transparency & Inclusion Measurable Results Vanderbilt University

Upgrading legacy systems Leapfrogging two generations of technology 1980s 1990s Two Generations 2000s 2016 Mainframe Client-server Web SaaS/Cloud Where we were Where we are now

Build vs. Buy

Build vs. Buy Requirements Driven Solution Driven Assumed Customization Scope Creep Solution Driven Drives Improvement Quicker delivery to the user

Looking Forward

New Business Objects Application Concur BI Launch Pad    New Business Objects Application Concur   Vanderbilt Employee Reimbursement C2HR Connect to HR DMS  Departmental Management System eDog  General Ledger Data ePac   Personnel Action Change eProcurement   Purchase Requisitions Exempt Time Off  Exempt Time Off e-Timesheet   Electronic Timesheet Kronos   Electronic Time and Attendance System NCOA   Narrative Chart Of Accounts Pcard   Procurement Card PM   Privilege Management Taleo   Employee Recruiting WALDO   Labor Data

Oracle Business Intelligence Go-Live Ready SkyVU Timeline FY16 FY17 FY18 Go-Live Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Today Configuration Validation Transition Realization Business Processes & Oracle Applications Cloud Oracle Business Intelligence Configuration & Business Process Mapping Grants, Finance, HRCM CT-1 ERP CT-1 HCM Config and Process Mapping Grants, Finance, HCM, + Projects: Capital, Cores, Faculty Funds, Gifts & Endowments CT 2 Prep: Data Conversion CT-2 ERP & HCM Config and Process Mapping Grants, Finance, HCM, Projects + Work-group Solutions CT-2.1 Grants w/ Data Re- Converted Non-Grants PPM Workgroup Solutions Testing System Integration Test: II.I: Late Bloomers & Wallflowers SIT Prep SIT 1 Oracle to SIT 2 External Vendors & Internal Systems Release 12 upgrade & User Acceptance Production Build, Mock Conversion & Testing Community Readiness & Training Payroll Parallels Workgroups: Workflow & Security, Labor Distribution, Fringe, Faculty Pay, PeopleSoft Student Systems Planning & Budgeting Planning Design Configuration/Build Train/Test Rollout: Capital, Budgeting, Forecasting Operational Reporting Analysis Operational Reporting Test & Dev. BI Author & Consumer Training BI Apps Roadmap Cloud Reporting Security BI Apps Implementation Historical Reporting: inventory, move data to warehouse, add BI Tool access Oracle Business Intelligence Suite (On-premise) - Academic, DAR, Gen Counsel, Research Cutover Deadline: 4/30/2018 Endowment FunDriver Implementation & Initial Testing Testing (SIT 2) Go-Live/ Conversion/ Cutover Activities eMarketplace Aquiire eMarketplace Implementation & Initial Testing Testing (SIT 2) Effort Certification ecrt Process, Data Mapping, Conversion System Configuration & Data Integration Design ecrt Testing Integrations In Scope Integrations Testing (SIT 2) IDM/MDM IDM & MDM (person data: EPI replacement) Implementation Cutover target: 5/31/18 Research Research Systems Replacement Assessment Research Systems Replacement Planning Vendor Demos and Selection w Faculty Facilities Facilities Systems Assessment

TIMELINE March 2016 Summer Winter Spring Fall Spring Project Kick-Off Town Hall Change Champions Launched Research & Facilities Systems Assessments completed March 2016 Summer Winter Spring Fall Spring Initial System Configuration and Testing Chart of Accounts and Change Agents Role announced at Town Hall Business Process Reviews & 2nd System Configuration and Testing TIMELINE

ePAC & C2HR transactions end eProcurement & Concur transactions end Cutover Milestones ePAC & C2HR transactions end eProcurement & Concur transactions end Taleo Blackout Data Conversion from Legacy Systems Dec 1 Dec 6 Dec 15 HR Finance/Grants Expenses & Procurement Dec 22 Jan 6 Grants December Close Convert 14,000 Cost Centers to New COA Load 10,000 Employee Records 17mo. GL balances(14k cost centers) fixed assets, projects, AR-grants, 2k Awards & Grants Projects 2,000 Awards 4,000 Projects (manual updating) Dec. converted balances, PPM project costs, General AR, Project Balances 10,000 open POs 6,000 vendors data validation data validation data validation Jan 2 Jan 8 Biweekly Payroll Timekeeping Begins Weekly Payroll Timekeeping Begins Oracle Open • Purchasing • Expenses • HR Transactions Biweekly & Weekly Manager Time Approvals Due Oracle GL Opens Dec 17 Dec 25 Jan 3 2,000 employees 12/17–12/30, paid 1/5 500 employees 12/25–12/31, paid 1/5

CROSS-INSTITUTIONAL ENGAGEMENT Project Involvement CROSS-INSTITUTIONAL ENGAGEMENT

Sponsorship, Management, & Outreach Executive Steering Committee John Lutz Eric Kopstain Susan Wente Brett Sweet Barb Carroll Dennis Johnson SkyVU Project Financials Human Resources Grants Procurement & Disbursements Business Intelligence Research Change Management IDM & MDM Technical Schools & Departments Business Partners Change Network Larger Vanderbilt Community

Building a Strong Core Team Prioritizing business acumen over technical skills Expanding search outside of traditional IT staffing with strategic hires and partnerships Focus on Process Owners Internal External Vendor Consultant

Program Management Executive Sponsors Program Director Eric Kopstain (DofA) Brett Sweet (Finance) Audrey Anderson (General Counsel) John Lutz (VUIT) Susan Wente (Provost) Barbara Carroll (HR) Steve Kish (Huron – ex officio) Joanne Olsen (Oracle – ex officio) Susie Stalcup (DAR) Doug Horr (Internal Audit) Program Director Nicole Oeser Vivek Cherian (Huron) Kevin Owen (VU Technical Director) Deepesh Chugh (Oracle) Susan Garland (Huron) General Ledger Grants Michelle Vazin Huron Endowment Gena Cobble Assets Jana Blick AR Jana Blick Kristy Stone Julia Weiss Cash Trey Beasley Faculty Funds: Kurt Shepherd Capital Projects: Jana Blick, Debbie Janke Cores: Cathy Snyder Gifts & Endowments: Gena Cobble Projects - PPM (Non-Grants) Chuck Nicholas Jim McCarthy Procurement & eCatalog Keith Cribbs AP Tiffany Gregory Expenses Eric Bymaster Evelyn Galletti Kirk Stonecipher Budget Huron Mary Jo Louie, Matthew McGlasson Matthew McGlasson, Kimberly Emery Mary Jo Louie, Tony Grayson Dalana Robertson Oracle Kristie Hall HCM Core Huron Catherine Wood Terri Armstrong Benefits David O’Ferrell Time & Labor Catherine Wood Terri Armstrong Absence Management David O’Ferrell Payroll Stacy Hatten Taleo Amanda Jacob Business Intelligence Huron Kara Sundar, Amanda Roberts Change Management & Training Huron Josh Vincent Business Processes, Workflow & Security Huron Janiece Harrison Huron Research Kristie Hall, Kimberly Emery Jasen Ingram Data Conversion Dylan Platz IDM & MDM Andy Green, Kimberly Emery Integrations Oracle

Adjusting Core Team Makeup Over Time Equal Parts Internal, Consultant, and Vendor Internal Core Team Takes on Increasing Responsibility Internal Core Team Assumes Majority of Core Responsibility Internal External Vendor Consultant time

Oracle Business Intelligence SkyVU Timeline FY16 FY17 FY18 Go-Live Ready Go-Live Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Today Configuration Validation Transition Realization Business Processes & Oracle Applications Cloud Oracle Business Intelligence Configuration & Business Process Mapping Grants, Finance, HCM CT-1 ERP CT-1 HCM Config and Process Mapping Grants, Finance, HCM, + Projects: Capital, Cores, Faculty Funds, Gifts & Endowments CT 2 Prep: Data Conversion CT-2 ERP & HCM Config and Process Mapping Grants, Finance, HCM, Projects + Work-group Solutions CT-2.1 Grants w/ Data Re- Converted Non-Grants PPM Workgroup Solutions Testing System Integration Test: II.I: Late Bloomers & Wallflowers SIT Prep SIT 1 Oracle to SIT 2 External Vendors & Internal Systems Release 12 upgrade & User Acceptance Community Readiness & Training Payroll Parallels Workgroups: Workflow & Security, Labor Distribution, Fringe, Faculty Pay, PeopleSoft Student Systems Planning & Budgeting Planning Design Configuration/Build Train/Test Rollout: Capital, Budgeting, Forecasting Operational Reporting Analysis Operational Reporting Test & Dev. BI Author & Consumer Training BI Apps Roadmap Cloud Reporting Security BI Apps Implementation Historical Reporting: inventory, move data to warehouse, add BI Tool access Oracle Business Intelligence Suite (On-premise) - Academic, DAR, Gen Counsel, Research Cutover Deadline: 4/30/2018 Endowment FunDriver Implementation & Initial Testing Testing (SIT 2) Go-Live/ Conversion/ Cutover Activities eMarketplace Aquiire eMarketplace Implementation & Initial Testing Testing (SIT 2) Effort Certification ecrt Process, Data Mapping, Conversion System Configuration & Data Integration Design ecrt Testing Integrations In Scope Integrations Testing (SIT 2) IDM/MDM IDM & MDM (person data: EPI replacement) Implementation Cutover target: 5/31/18 Research Research Systems Replacement Assessment Research Systems Replacement Planning Vendor Demos and Selection w Faculty Facilities Facilities Systems Assessment

Role of “IT” in a Cloud Implementation

Building a Strong Core Team Functional Leads (Process Owners) are empowered to make necessary and beneficial changes supported by the vendor, external consultants and internal resources Core Team

Engaging Business Officers Senior representatives from each school and administrative division Engaged early & often Develop decentralized buy-in Learn and take ownership of new processes Aide in local adoption efforts Unwinding existing systems and processes Core Team Business Officers

Reaching the Broad Community Self-selected and appointed decentralized end-users who can foster adoption efforts locally through early and consistent exposure to changes and beneficial consequences (structured change management program) Core Team Business Officers Change Network

Changing technology and processes

Process Redesign Overview Inventory Mapping Analysis

Process Redesign: Roles Project Managers Functional Leads Subject Matter Expert Core Teams Business Partners CROSS-INSTITUTIONAL ENGAGEMENT

Sample Business Process Inventory ERP – General Ledger Business Processes

SkyVU Business Processes Mapping BPM Analysis BPA Workshops to Map Processes Functional Lead Core Teams Huron BPM Consultants Oracle Consultants SkyVU Project Manager Analysis Sessions to Validate Maps Functional Lead Business Partners Huron BPM Consultants SkyVU BPA Lead

Institutional Validation & Engagement Approach July January April Design Configure Validate Realization Business Partner Validation Update Maps Update Maps Update Maps Update Maps Conduct SIT Sessions Update Maps Conduct Workshops Business Partner Validation Conduct Workshops Business Partner Validation BPM 2 BPM 3 Business Process Analysis Business Process Analysis Lead works with Business Partners to engage institutional stakeholders Operationalize Business Processes BPM 1

From Process Maps to Stories PURCHASE ASSET RECEIVE PAYMENT EXPENSE A TRIP

BPA2: Finance Three (3) representative stories covering decentralized (departmental) aspects of several business processes: Procurement Payables Expenses Asset Management General Ledger

BPA2: Finance Three (3) representative stories covering decentralized (departmental) aspects of several business processes: Procurement Payables Expenses Asset Management General Ledger

Engaging the end user How the layered approach to organizing project involvement drives end-user adoption

Change Network Change Champions Business Partners Communication wide influence | enable change | actively engaged Business Partners process redesign | context | business needs Communication MyVU | website | printed materials Training online | job aides | in person support Change Agents local influence | advocate change | direct feedback

Change Network Business Partners Change Agents Change Champions

Business Partners Aid in process redesign Provide context for “why” Support change from a business perspective Change Agents Change Champions

Business Partner Participation As central figures in their home areas, BPs ensure project success by involvement in Process Validation Communicating Changes to Home Areas Obtaining Area Feedback

Business Partners: Beyond Map Analysis Supporting the Business Partner Working Sessions Crowd-Sourcing Solutions to Implementation Challenges Solution Driven Approach Business Partner-led Change Dialogues Transferring Ownership / Responsibility to Local Leaders through planned communications by each to their stakeholders

Change Champions Participate actively and visibly Business Partners Participate actively and visibly Create positive expectations Coalition building Communication Support and reinforce project objectives Change Agents Change Champions

Change Champions Program Update Executive Steering Committee Bonnie Bielec Law Ella Butler Diversity Tana Hoffman Engineering Katie Stubblefield Internal Audit Angela Land-Dedrick Office of the Provost Heather Marabeti DAR Melanie Moran Public Affairs Norma Gandy Blair Bryan Ratliff Peabody Rich Germano VUIT Christy Hooper General Counsel Marie McEntire Divinity Dalana Robertson Finance Robin Carlson Caitlin Mullaney Owen Elizabeth Boyd Learning & Residential Affairs Anne Lara School of Medicine Stella Vazna Susie Archer Enrollment Affairs Becky Keck School of Nursing Crystal Laster Tiffany Giese Arts & Science Josh Brewer Leanne Meador Investments Laura Nairon Administration Shunta Curry Chancellor’s Office Leigh Shoup Darlene Bethke Bryn Evans Lori Hemmer Kim Mallory Mary Michael-Woolman Graduate School Judy Peterson Divinity & Libraries Candice Storey Lee Athletics Lindsay Burgener Lauren Kysar Dean of Students Executive Steering Committee

Change Agents Advocate for change via local interactions Business Partners Advocate for change via local interactions Clarify changes (nuts & bolts) & empower end users Reassure peers about project impacts Assist & support users in daily use Change Agents Change Champions

Change Network Change Champions SkyVU Teams Change Agents positional influence | enable change SkyVU Teams cross-institutional collaboration Change Agents personal influence | advocate change | direct feedback to SkyVU

Key Events, Impact, and Next Horizon Highlighting Milestones, Obtaining Feedback, and Evaluating Progress

Change Network Forum Attendees Project Motivations Major Changes Ongoing Learning Next Steps Leading during Change Interactive participation

“I’ve been through a few IT system conversions in my work life, but this is by far the best training and communication I’ve ever seen.  You all are to be congratulated!” Bart Brunk Managing Director, Operations Office of Investments

Expected Impact to Business Changes in Productivity When are benefits of our new system and changes to processes realized? How long before our performance returns to what it was in the old system? Business performance Go-Live How deep is the dip in business performance with the implementation of a new system? time Source: Gartner (July 2017)

Expected Impact to Business Changes in Productivity When are benefits of our new system and changes to processes realized? How long before our performance returns to what it was in the old system? Business performance How deep is the dip in business performance with the implementation of a new system? time Source: Gartner (July 2017)

Project Guiding Principles SkyVU Overview Project Guiding Principles Simplification & Standardization Forward Focus Accountable Governance Transparency & Inclusion Measurable Results Vanderbilt University

Governance Prevents Regression