Best Practices for a Successful SaaS Implementation Joseph H. Aston, Oracle Project Lead Velocity Technology Solutions September 18, 2015

About the Presenter: Joseph H, Aston, PHR  Oracle Project Lead, Velocity Technology Solutions, Inc.  Certified Implementation Specialist for Oracle HCM R12 and Oracle Fusion HCM solutions  17 years in HRIS, 15 years in consulting providing service to clients across various industries.

Setting the Stage You are evaluating options for your next HCM solution There are many factors to consider  Cost  Time to Implement  Training  Cutover and Maintenance In an attempt to make the best decision for all involved, you are also considering Software as a Service, or “SaaS”

Traditional or “Software as a Product”  You buy the license  Install on your hardware (or a hosting provider’s hardware)  You are responsible for implementation and maintenance  Greater control of data  More flexibility in implementation.

What is SaaS?  “Software as a Service”  A vendor hosts the software  Software provided to the user for a fee  Typically delivered over the internet  Think “Cloud”

SaaS Advantages  Simplified Administration  Consistency  Rapid Deployment  Cost  Little to no hardware cost  Little to no hardware maintenance  Potential tax advantages?

SaaS Challenges  Data housed outside your network  Little or no customization or personalization  Data Integration  Strict upgrade and patching schedule  Dependency on internet  Faster implementation timeline

Recipe for SaaS Success

 Avoid the common pitfalls  Know your Company  Understand the methodology  Staffing  Project management  Vendor/ partner selection

Common SaaS Pitfalls  Lack of SaaS Knowledge  Lack of Qualified Resources  Using Traditional Methodologies with SaaS  Project Management  SaaS Adverse Culture

Know your Company Are we SaaS Adverse?  IT/ Technology  Data Security and Availability  Maintenance and Backup  Ownership  HR  Headcount  Training and Skills  “We are highly specialized and unique”

SaaS Methodology A Traditional “Fit/Gap” Methodology Will Not Work.  Need a new point of view  Understand the delivered solution  Adapt your business processes to meet the application functionality  Alter your project management functionality  Customizations may be possible, but at a cost to your budget and timeline

Staffing Resources Constraints  Physical Resource Lack: “Do we have the bodies available for this?”  Mental Resource Lack: “How much time can our resources dedicate to the implementation?”  Education and Training: “Do we have the right skills?”  Transitioning to post-implementation

Staffing (cont.) Resolving Resource Constraints  Physical Resource Lack:  Cross Training  Task Reassignment  Staff Augmentation  Mental Resource Lack:  Any of the potential solutions for the physical resource lack  “Hide” the resource  Need management’s assistance  Education and Training: Develop and execute a training plan

Staffing (cont.) SaaS Education for All Involved:  Know what SaaS means  Try to eradicate preconceived notions  “Know your role”  SaaS Partner/Implementer  Executive Team  Project Management  Team

Project Management  SaaS value is the shortened duration between start up and go live.  Must be fast and flexible  Flexibility is Key  Customization is not an option  Decisions need to be made quickly

Vendor & Partner Selection  Document and Execute a Selection Plan  Software Selection  Vendor/Partner Selection  Integration and Compatibility  Security  SLAs

Stay Connected  User Groups: Global, Regional, Local  Others with vendor  IHRIM