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Oracle is a database management system that helps users see data in new and simple ways. The Oracle Cloud HCM solution will allow users to transform HR, using systems and business processes that are simple and intuitive to use. Oracle is focusing on market leading development to ensure capabilities evolve at an unprecedented pace and enable institutions to meet their needs.

Oracle Cloud HCM is a complete cloud solution offering everything you need, including a best-in-class employee experience, cloud-native infrastructure, and continual innovation, which leads to a more productive workforce and happier clients.

Our employees will have a more intuitive and digitally-enabled working experience, with access to the type of technology many are accustomed to in their daily lives.

Our managers and HR Partners will have the space to effectively manage their teams, build enduring capability, inspire others and create an environment where leaders of tomorrow can develop and thrive.

Our leaders will be able to make more informed, data-driven decisions about their business and the people within it鈥�.

Our HR Community will deliver greater value, improved services and employee support as we continuously evolve and as a result, provide more fulfilling careers鈥�.

Ability to create digitally enabled, and personalized employee experiences from application to career development, empowered leadership making more informed, data-driven decisions, and an inspired HR community delivering greater value to 哔咔漫画 strengthening employee connections and creating a more sustainable system.

According to the current implementation schedule, employee availability will begin in 2025. Please refer to the timeline and updates page for more details.

In addition to accessing Oracle HCM via laptop or desktop, many modules will also be available for mobile devices. 

You can share questions, concerns, feedback by . Someone from the Project Drive Team will follow-up with you accordingly. 

GEMS will not be accessible upon implementation of Oracle. We will have access to the data, but all GEMS users will lose access to GEMS once Oracle goes live.

The Project Drive site is your go-to resource for helpful videos and impact statements that summarize what Oracle brings to USF. Use this information to explain the 'why' to your audience!
 

Oracle Time and Labor is a time management application that helps businesses record and manage time for their employees and contingent workforce. It's part of Oracle's Human Resources Management System (HRMS) and is integrated with other Oracle applications, including Global Human Resources, Absence Management, Global Payroll, and Project Costing.

Here are some features of Oracle Time and Labor

• Time entry interface: A calendar-based interface that can handle both simple and complex time recording needs  
• Time card layout: A fully configurable time card layout  
• Rule templates and real-time rules engine: These tools can validate time entries and automatically apply pay rules, such as overtime calculations  
• Mobile timecards: Employees can track their time using a smartphone or tablet  
• Web clock: A configurable web clock that can help ensure the authenticity of time capture  
• Compliance alerts and attestations: These tools can help determine if employees are complying with time policies and regulations 

There will be a notification to the line manager for punches made through the web clock. Additionally if someone did not punch out for the day and tries to punch in for the next day they may not be able to because that missing punch would need to be resolved first. Corrections can be made in Oracle Time and Labor for up to 90 days. The time card can be reviewed the next day for punches captured the prior day. Once the time card is approved by the line manager the employee will need to request changes and resubmit so the practice will be to approve the time card at the end of the pay period to allow the employee to review and submit their time.

Yes, employees will request leave with Oracle through the Absence Management module, similiar how time may be submitted in GEMS or Alt. Those absences feed over into the timecard on the payroll side of the Oracle Time and Labor module. 

Employees who do not have computers will have the option of using a computer or their personal mobile device. We cannot require an employee to use their personal mobile device. Departments who choose not to have employees their personal device will have to have an alternate method for their time capture - ie laptop/ipad, etc. for their staff's use.

It will all be web punch, there will be no physical time clocks, so you won鈥檛 see an actual punch card.

It'll be a web based, so you'll see the Oracle application and the employee will log in and be presented with this interface for clock in and clock out so there won't be any swipe card biometric anything like that. It'll be on an actual computer, or potentially on their phone.

Everything is going to be rounded as is noted in the (Hours of Work > FLSA > Timesheets). So for example, if it鈥檚 7 minutes or less, it rounds down. If it鈥檚 7 minutes or more, it rounds to the nearest quarter hour, which is primarily how it is done today. 

No, administrative employees who are salaried, they're going to get paid their salary just like they do now without a time clock, but they are responsible for keeping in their absences and the Oracle Absence Management module when they're not there.

Absolutely! On call pay, shift, all absences, holiday, etc. All those things have been set-up and we鈥檙e testing them now.

Absolutely. Their line manager can enter time for that, or depending how long at sea, they may be able to use their phone. If the cell phone is used, then an employee can save it offline and then when the employee is back online, it can be uploaded and/or submitted.

There will be a responsibility on managers and designees to ensure that the time that is being approved is accurate. We鈥檙e still looking at the process to ensure the time being approved is accurate as well as still looking at the process for coordinators and HRBP and how it connects to Oracle Absence Management. There will be notifications and plenty of messages that they will receive that says there is time that needs to be approved. They can click right into the notification that it鈥檚 approved. It isn鈥檛 a lengthy process but it鈥檚 going to be back on the managers to ensure that the time entered is correct.

We aim to avoid this by having training in place to clearly portray the responsibilities required for these steps. We have relied on triple checks, and you know somebody sitting around double-checking what managers should be doing/not doing, it is going to be a training issue. We are really going to bulk up Time and Labor & Absence when we train everyone, so they understand what their responsibilities are within the system.

There will be notifications of errors or warnings of timecards. That will go to the line managers. It won鈥檛 be an HR blast like it is now that everyone is notified of every error and every warning. Line managers will need to resolve. Line managers will have a page where it showcases their team, and they can clock on individual and select it by day and by person. It will show you each timecard and its status (approved, submitted, error, incomplete). The line manager can act on that if it鈥檚 not in the submitted status.

Yes. They will approve the hours like they do now per pay period.

An employee can request an adjustment and it goes through a workflow. They鈥檒l need to provide a reason either a missed punch or something like that. There will be a list of five reasons that we have gotten guidance from legal on.

Holidays will show up automatically in Oracle. 

No, WhenToWork is going to be a stand-alone system since that scheduling system is not able to integrate into Oracle. We partnered with Marie Bowen and we did have access to the system and saw how it worked. We鈥檙e continuing to look for a solution 鈥�

Marie Bowen: Specific for team, since WhenToWork is not going to be able to integrate with Oracle, we will still need to do the duplication for scheduling purposes. We鈥檒l still follow the same process: we would enter it in WhenToWork first and then transfer it to Oracle. It will be a double step unless we find a scheduling system that does integrate with Oracle.

Qualtrics cannot be integrated into Oracle. We had talked about that with the standardized patients and we鈥檙e reviewing options. I know we presented to you guys, so we must go back and present other options to you guys because I know you have the folks who can be physically unable to clock in/out as well as multiple locations for your patient portrayal.

No, due to audit concerns. A line manager can submit time on behalf of an employee on their team if they are unable to.

We are finalizing our end-user enablement plan at this time. Once it is prepared, it will be communicated to the masses around when to expect training, demo, etc.

We will not be able to report time prior to their hire date similarly to how we do this now.

Rules are in the system around this but the line manager should be monitoring the hours worked for accuracy.

The Oracle Time and Labor Admin will be part of the CHR Payroll team.

This will be part of the costing discussion at a later date. 

There will be an indicator on the MyUSF page to access Oracle, but we have not created that tile yet and are working with IT currently. The mobile app is available as an app in the app store.

The deadlines will be communicated and it is a huge change for the university to have an official Oracle Time and Labor system so it will take a little bit of a learning curve. 

The Payroll Team believes so based on then when the update is made.

Once the rules are finalized, and our first iteration of testing is done and we are confident that everything is completed, we will be doing specific demos to units.

If they do not punch out for lunch, their time worked will be overstated unless that is not factored into their schedule. For example, 8 am - 5 pm = 9 hours working hours

Yes - this will be part of the costing discussion at a later date but there are chart fields that are available on the timecard.

At the moment, there will be a full list of approvers who can be delegated to. USF and Oracle are reviewing the organization and departments to align approvers. 

If a supervisor is on unavailable and they did not assign a delegate, an Oracle Time and Labor Administrator can assign delegation.

Not automatically, but there are two ways to do that. The line manager themselves or the  Oracle Time and Labor Administrator can do the delegation.

If a supervisor is on vacation and they did not assign a delegate, an Oracle Time and Labor Administrator can assign delegation.

Unpaid is an absence type in the new/future world and that absence can be entered in by the line manager.

The line manager will be the primary approver of their direct report's timesheet - the line manager can delegate their approval authority to a delegate.

This is currently being worked on however we are planning on having a ticket system. 

Yes! The system will automatically send a notification. 

This would be approved by the line manager and then that time would be sent to payroll for processing.

The assignment is the person's job in Oracle Cloud - they have to select the assignment on the timecard if they use another pay type.

Yes! The line manager (supervisor) will be the primary approver where as if the line manager will be on vacation or unavailable, they can delegate their approval authority to someone with the appropriate authority.

Yes those deadlines will change and we do not have that processing schedule solidified yet as we are still finalizing the processes.

The time currently cannot be submitted in advance since the punches are being captured and the supervisor would have to delegate their signature approval to someone else.

There are fields on the timecard that allow for costing and can be entered by the line manager or delegate.

Yes rules are built into the absence and if the person is not eligible for the holiday it will not appear on their timecard.

The new delayed holiday option will be in effect with those rules.

The shift is defined as punches between 7pm and 7am which is the only shift time we are aware of that exists for shift premium at the university.

Yes, but it takes a process to 'pull/poll' the punches into a timesheet.

Yes - PEU paygroups/staff employees and any employee paid by the hour will be punching in and out via the Web Clock.

This is a costing question and it will be addressed at a later time.

Anyone who is paid by the hour will be required to use the Web Punch.

No - the line manager will be approving their direct report;'s time. We will no longer have a certifier/approver required after the paper timesheet is approved.

The shift differential rules are programed into Oracle Time and Labor and based on the punch time entered through the Web Clock - with rules for the 7pm - 7am shift.

Yes, we have to pay for all hours worked.

UPD and Standardized Patients are being addressed currently.

If the person is non-exempt or hourly they will have to use the web clock to punch in and out daily. The elapsed hours of 8 will not exist for hourly employees, they will have punches.

Those punches can be adjusted by the line manager for that purpose, or the employee can request those punches to be adjusted.

Yes, we are hoping to have that ability once all of the rules have been configured and we do actual training/testing.

Yes, we will have delagatory authority enabled so someone if they are out or on vacation can be escalated to or delegated to for approvals.

Our End-User Enablement leads are working to finalize our training plan for USF. You can keep up to date with the progression of it on our project website for now. Once it is prepared, it will be communicated.

They will be able to record their time via a mobile device or their laptop.

Unfortunately no, if they are paid by the hour they will be punching in/out on the Web Clock.

We are performing three parallel payroll tests which is why we have asked the departments on the CERTS list serv for hourly time for three prescribed pay periods.

The line manager will be the primary approver of the Web Clock entries on the timecard.

This will be covered in the training, how to adjust an employee's shift/work hours.

The line manager will be the primary approvers of their direct report's Web Clock punches.

There is a warning message when timecards are submitted where if the leave takes the employee into an overtime status the amount of leave has to be adjusted to correct this condition before it is approved.

There will be a delegation process that will be available for supervisors to delegate to peers/others.

If an employee has an FTE with 12 hours and they work 20 hours they will be paid 20 hours. That management of the hours worked will need to be controlled by the department scheduling and monitoring. We have to by law pay all hours worked.

Correct, the pay period that begins December 20, 2024, will be done in Oracle Time and Labor. No paper time sheets will be produced in a spreadsheet form by the Attendance and Leave employees.

Salaried employees will not be required to complete a time card.

This will be part of the training so that everyone knows how to assign a delegate. 

They will have to punch in/out for their hourly position, not their salary position.

There will be a delayed holiday rule in place where the employee will have the leave to use in the future.

Yes, however that rule will be built into the Oracle Absence Management module for exempt employees.

Oracle Performance Management (OPM) is a collection of integrated applications that help organizations manage their performance in a variety of ways. OPM is part of Oracle Cloud Human Capital Management. It uses Oracle Business Intelligence (BI) and Oracle Fusion Middleware products to integrate data from multiple sources and provide dashboards, reporting, and analysis. 

• Objective setting and management: OPM allows organizations to set objectives, track them, and allocate them to individuals based on their roles.
• Appraisals: OPM helps organizations evaluate an individual's competencies and progress on their objectives.
• Questionnaire administration: OPM allows organizations to administer questionnaires. Performance conversations: OPM supports a range of performance conversations, from informal feedback to more structured reviews.
• Flexible performance processes: OPM provides a flexible, configurable template-driven setup that can be tailored to an organization's specific needs.
• Real-time communication: OPM enables real-time communication between managers and employees, including regular check-ins, goal updates, and coaching sessions.
• Goal alignment: OPM allows organizations to align individual goals with organizational goals and objectives.

Reporting in our future state is going to be very robust and will be generated to show completions. These reports will be shared with the unit leaders and the respective HR partners. It will clearly portray who鈥檚 doing it, who鈥檚 not, and we鈥檒l be able to address those individuals. 

Calibration ensures equitable performance evaluation, not tied to compensation. After calibration, leaders manage their budgets to determine merit increases. Compensation discussions occur post-calibration, allowing leaders discretion to reward individuals with higher visibility projects or responsibilities, despite similar performance ratings.

In budget management and merit-based employee movement, discretion plays a key role, especially when two employees share the same performance level. For instance, if both are rated at level three, but one has handled more responsibilities or high-profile projects, they may receive a slightly higher compensation increase. This decision is typically made outside of calibration discussions.

To ensure better compensation for high performers without changing budget allocations, we need to stop rewarding underperformers. Currently, some leaders inflate performance ratings to give everyone merit increases. By aligning merit with actual performance, we can allocate funds more effectively to reward true performance. This is why we are diligent in our calibrations to maintain equitable rating standards.

During the Oracle HCM Workforce Compensation merit planning cycle, all members of the Compensation team will be 100% fully dedicated to partnering with managers and business units with technical support, answering any questions, and overall guidance.  In addition, before Oracle HCM Workforce Compensation module is in a LIVE environment, and to accommodate busy work schedules, there will be multiple live training sessions on a multitude of dates and times. 

To ensure our eligible employee salaries and predetermined allocated budgets amounts remain unchanged, Central HR will adopt what are commonly referred to as 鈥淏lack Out Dates鈥�. Black Out Dates refer to a specific time period (normally 30 days) before the annual Workforce Compensation cycle is officially open for managers to plan, and then continues through a specific time period (normally 30 days) after the planning cycle has ended.  During this time period, Central HR and Compensation will communicate there will be no changes to base annual salary, stipends, bonus payments, etc.  To allow the business units ample time to prepare, Central HR will be communicating these dates months in advance to allow the business units time to prepare. 

In the current state, existing processes within divisions can continue as usual. However, with the implementation of Oracle, significant changes will occur, streamlining operations into a more electronic and transparent system. This will enhance visibility throughout the performance management process, with automated reminders for incomplete tasks, ensuring all steps are completed in a timely manner. There's no need to adjust current practices until the transition to Oracle is in effect.

In the new compensation model, executive leaders will have visibility of performance distributions. This transparency allows for realistic budget planning and merit increases, ensuring employees are rewarded fairly. The system also provides flexibility and accountability within organizational leadership, separating performance evaluations from compensation discussions.

The 9-box grid is a tool used to evaluate an employee's current performance and potential. It helps in determining compensation, identifying talent for succession planning, and guiding development discussions. This framework ensures equitable performance assessments and informs leadership discussions about talent placement and growth within the organization. Upcoming training sessions will provide further guidance on utilizing the 9-box grid effectively.