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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 黑料网吃瓜爆料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 HR via laptop or desktop, many modules will also be available for mobile devices. This flexibility ensures that you can manage your HR tasks conveniently, whether you鈥檙e at your desk or on the go.

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. Please refer to the Cutover information for further details. 

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! 

Navigate here to review a summay of foundational and module specific training & resources. We encourage our teams to bookmark this page and regularly check for new offerings as the project continues. 

Training will continue to be socialized in communications, on the website, and with Change Ambassadors & HRBPs. 

Discovery Sessions for learning about the reporting features in Oracle HR will be offered during training offerings in preparation for the system go-live. We will announce when those sessions are available for sign up. Please check-in on the Training & Resources page for updates. 

There will be avenues to request specific access within Oracle HR. Those with job duties requiring access to Oracle HR are expected to retain access.

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 

Employees who have historically had to complete a timecard will need to clock in and out. For salaried employees, no timecard is required. 

When an employee makes a punch through the web clock, their line manager will receive a notification. If an employee forgets to punch out for the day and tries to punch in the next day, they may be unable to do so until the missing punch is resolved.

Corrections can be made in Oracle Time and Labor for up to 90 days. Employees can review their time cards the next day for punches captured the prior day. Once the time card is approved by the line manager, any changes will need to be requested and resubmitted by the employee. Therefore, it is recommended to approve the time card at the end of the pay period to allow employees to review and submit their time accurately.

Employees will request leave within Oracle using the Absence Management module, similar to how time is submitted in GEMS or Alt. These absences will automatically feed into the employee鈥檚 timecard, ensuring accurate and up-to-date records.

Employees who do not have access to a computer can use either a shared computer or their personal mobile device to capture their time in Oracle. However, it is important to note that we cannot require employees to use their personal mobile devices.

Departments that prefer not to have employees use their personal devices must provide an alternative method for time capture, such as a laptop or iPad, for their staff鈥檚 use. Please contact Robin Davis for further details surrounding alternative method of time capture. 

All time capture in Oracle will be done through web punches, eliminating the need for physical time clocks and punch cards. Employees can use a shared computer or their personal mobile device to record their time. However, we cannot require employees to use their personal mobile devices. Departments that prefer not to have employees use their personal devices must provide an alternative method for time capture, such as a laptop or iPad, for their staff鈥檚 use.

All time capture in Oracle will be web-based. Employees will log in to the Oracle application and use the interface to clock in and out, eliminating the need for physical time clocks, swipe cards, or biometric systems. This can be done on a shared computer or potentially on their personal mobile device.

However, we cannot require employees to use their personal mobile devices. Departments that prefer not to have employees use their personal devices must provide an alternative method for time capture, such as a laptop or iPad, for their staff鈥檚 use.

Minutes will be rounded according to the guidelines outlined in the (Hours of Work > FLSA > Timesheets). Specifically:

• If the time is 7 minutes or less, it will round down.
• If the time is 8 minutes or more, it will round to the nearest quarter hour.

This method is consistent with the current practice.

Administrative employees who are salaried will continue to receive their salary without needing to clock in and out, just as they do now. However, they are responsible for recording their absences in the Oracle Absence Management module when they are not present.

Yes, on-call pay will be tracked in Oracle HR, along with shift differentials, absences, holidays, and other related items. 

If employees are at sea and without internet connection, their line manager can enter their hours. Additionally, if the employee has access to a cell phone, they can record their hours offline. Once they regain internet connection, they can upload and submit the recorded hours.

In Oracle HR, managers and designated personnel will be responsible for ensuring the accuracy of the time being approved. While we are still refining the process to ensure accuracy, including the roles of coordinators and HR Business Partners (HRBP) in connection with Oracle Absence Management, there will be several safeguards in place:

• Notifications: Managers and designees will receive notifications and messages indicating that there is time that needs to be approved. They can click directly into these notifications to approve the time.
• Responsibility: It will be the responsibility of managers to ensure that the time entered is correct.
• Process Review: We are still reviewing the process to ensure that the time being approved is accurate and to determine how the roles of coordinators and HRBP will integrate with Oracle Absence Management.

This approach ensures that the time entered is accurate and reconciled properly, even as the specific roles and processes are being finalized.

To minimize these issues, we will implement comprehensive training to clearly outline the responsibilities involved in these steps. Our approach includes:

• Training: We will provide extensive training on Time and Labor & Absence to ensure everyone understands their responsibilities within the system.
• Triple Checks: Historically, we have relied on multiple checks to ensure accuracy. This practice will continue to some extent, but the focus will be on training to reduce reliance on manual double-checking.
• Manager Responsibility: Managers will be trained to understand their role in approving time and ensuring accuracy.
• Notifications: The system will send notifications to remind managers and employees of pending approvals and entries.

By enhancing training and utilizing system notifications, we aim to ensure that time is accurately recorded and approved, reducing the likelihood of missed entries or approvals.

Notifications of errors or warnings on timecards will be sent directly to line managers, rather than an HR-wide notification. Line managers will be responsible for resolving these issues. They will have access to a page that displays their team members, allowing them to view and manage individual timecards by day and by person.

The status of each timecard (approved, submitted, error, incomplete) will be visible, and line managers can take action on any timecard that is not in the submitted status.

Yes, supervisors will continue to approve hours per pay period, just as they do now.

If there is a discrepancy in the hours entered by an employee, the employee can request an adjustment through a workflow process. They will need to provide a reason for the adjustment, such as a missed punch. There will be a list of five predefined reasons, which have been guided by legal advice, that the employee can select from.

Holidays will show up automatically in Oracle HR, so there鈥檚 no need for manual entry.

Unfortunately, Qualtrics cannot be integrated into Oracle. We have discussed this issue, particularly concerning standardized patients, and we are currently reviewing alternative options. We understand the unique challenges you face, such as individuals who may be physically unable to clock in/out and the need to manage multiple locations for patient portrayal. We will revisit this topic and present other viable options to address needs.

No, due to audit concerns, someone else cannot sign in for an employee. However, a line manager can submit time on behalf of an employee on their team if the employee is unable to do so.

No, similar to our current process, we will not be able to report time prior to their hire date in Oracle HR. This means that back pay for time before their official hire date cannot be processed.

Yes, the system has rules in place to monitor this. However, it is also the responsibility of the line manager to ensure that the hours worked are accurate and within the authorized limits.

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

Employees will be able to access Oracle HR easily through an indicator on the MyUSF page once it is available USF-wide. Additionally, there will be a mobile app called 鈥淥racle Fusion Apps鈥� that employees can download to access Oracle on their personal devices. Each user will be able to sign into Oracle HR using Company Single Sign-On, which will require authentication similar to how GEMS functioned.

To ensure the process of approving leave and signing timesheets supports employees effectively and to prevent any delays in payment, the following measures will be implemented:

• Clear Communication of Deadlines: Deadlines for submitting and approving time will be clearly communicated to all employees and supervisors. This will help everyone stay on track and avoid any last-minute rushes.
• Training and Support: Comprehensive training will be provided to both employees and supervisors to familiarize them with the new Oracle Time and Labor system. Please review the Training & Resources page for updates. This will help reduce the learning curve and ensure everyone understands their responsibilities.
• Automated Notifications: The system will send automated notifications and reminders to supervisors and employees about pending approvals and upcoming deadlines. This will help keep everyone informed and prompt timely actions.
• Accessible Resources: Resources such as user guides, FAQs, and support contacts will be made available to assist employees and supervisors with any questions or issues they may encounter.
• Escalation Procedures: In case of any issues or delays, there will be clear escalation procedures in place to address and resolve them quickly, ensuring that payments are not delayed.

By implementing these measures, we aim to support employees effectively and minimize any potential delays in payment.

Yes, it is required for hourly employees to sign out for lunch. If they do not punch out, their time worked will be overstated unless the lunch period is already factored into their schedule. For example, if their schedule is 8 am - 5 pm, it would show 9 hours of work unless the lunch break is accounted for separately.

Yes, departments will be able to modify pay distributions. This will be part of the costing discussion at a later date. There are chart fields available on the timecard to facilitate this process.

Currently, there will be a full list of approvers who can be delegated to. 黑料网吃瓜爆料and Oracle are reviewing the organization and departments to align approvers, so the delegation can be to a peer or someone up the chain of leadership, depending on the final approved list.

Yes, if a supervisor is unavailable and did not assign a delegate, an Oracle Time and Labor Administrator can assign delegation to ensure continuity.

In the new system, unpaid leave is categorized as an absence type. Line managers can enter this absence directly into the system to adjust the time for salaried employees taking unpaid leave.

If you encounter an error message or a function you should have permission to complete is not working, you can use the integrated HR Help Desk within Oracle HR. You can submit a help ticket through this system, and it will be directed to the appropriate team for assistance and resolution.

Yes! The system will automatically send a notification to employees if they forget to clock out.

Yes, the new process will streamline the workflow. The line manager will approve the timesheets, and then the approved time will be sent directly to payroll for processing. This change will eliminate the need for a separate preparer to submit the time, simplifying the overall process.

No, the assignment refers to the employee鈥檚 job in Oracle HR. Employees will need to select their assignment on the timecard only if they are using a different pay type. Otherwise, their primary assignment details will already be set up.

Certainly! Here鈥檚 a breakdown of the roles:

• Supervisor (Line Manager): The primary approver responsible for reviewing and approving time entries for their team. They ensure that the time entered is accurate and complies with company policies.
• Delegate: If the supervisor is on vacation or unavailable, they can delegate their approval authority to another person with the appropriate authority. The delegate will then take on the responsibility of reviewing and approving time entries during the supervisor鈥檚 absence.

This delegation ensures that the approval process continues smoothly even when the primary approver is not available.

Yes, the payroll deadlines will change with the implementation of Oracle. However, the new processing schedule has not been solidified yet as we are still finalizing the processes. Once the schedule is finalized, it will be communicated to all employees and supervisors to ensure a smooth transition.

In the new system, time cannot be submitted in advance because punches are being captured in real-time. If a supervisor will not be available to approve the timesheet later, they will need to delegate their approval authority to someone else who can sign off on the time entries during their absence.

The pay distribution amounts can be entered and verified by the line manager or a delegate. There are specific fields on the timecard that allow for costing, ensuring that the correct amounts are allocated.

Yes, the system has rules built into the absence management module. If a student employee is not eligible for holiday pay, the holiday will not appear on their timecard, ensuring they only receive normal pay for that day.

The new delayed holiday option will be in effect for exempt employees. This option will ensure that the rules for Special Compensation hours are applied correctly, even if exempt employees do not normally log their hours.

At the university, the shift differential rate applies to shifts defined as punches between 7 pm and 7 am. Therefore, employees working during this time frame are eligible for the shift premium. For example, if an OPS employee works from 5 pm to 12 am, only the hours worked between 7 pm and 12 am would qualify for the shift differential rate.

Yes, punched hours do pull into a timesheet, but it requires a process to 鈥榩ull/poll鈥� the punches into the timesheet. This ensures that all recorded hours are accurately reflected and processed.

Yes, PEU paygroups, staff employees, and any employee paid by the hour will be required to punch in and out using the Web Clock.

Anyone who is paid by the hour, including OPS employees, will be required to use the Web Punch to report their hours.

If rounding results in more or less than 40 hours for the week, employees will be paid for the exact hours worked. For example, if an employee works 40.25 hours, they will be paid for 40.25 hours.

For non-exempt or hourly employees, who must use the web clock to punch in and out daily, automated reminders can be beneficial. Since these employees will not have elapsed hours of 8 but will instead have punches, automated reminders can help ensure they remember to clock in and out at the appropriate times.

In such cases, the time spent discussing business-related items during lunch can be considered work time. Line managers can adjust the punches to reflect this meeting time accurately. Alternatively, the employee can request an adjustment to their punches to account for the time spent in the meeting. This ensures that the employee is compensated correctly for all hours worked, including business-related discussions during lunch.

Remote employees will be able to record their time via a mobile device or their laptop. There will be no geofencing restrictions preventing them from clocking in and out from their home.

Adjusting an employee鈥檚 shift or work hours in Oracle HR will be covered in the training sessions. These sessions will provide detailed instructions on how to make these adjustments to ensure that schedules are accurately reflected in the system. Please review Training & Resources page for updates on offerings. 

When timecards are submitted, the system will display a warning message if the leave entered causes the employee to exceed their FTE and enter an overtime status. In such cases, the amount of leave must be adjusted to correct this condition before it can be approved. The line manager or designated approver will be responsible for making these adjustments and ensuring the leave type used aligns with the employee鈥檚 FTE.

In this case, the employee will need to punch in and out for their hourly position, but not for their salaried position. This ensures that the hours worked for the hourly assignment are accurately recorded and compensated.

Yes, the system will have a delayed holiday rule in place. This means that employees who work on holidays, such as health employees and supervisors required to work when clinics are open, will be granted special comp leave to use in the future.

Yes, there will be a dashboard in Oracle Time & Labor (OTL) that allows department and line managers to see the status of timecards, including errors, unapproved entries, and other relevant information. This dashboard and its functionalities will be covered in the OTL training.

No, WhenToWork (W2W) will remain a stand-alone system as it cannot integrate with Oracle HR. Departments will need to manually enter schedules into Oracle HR.

Parking & Transportation Note: Since WhenToWork is not going to be able to integrate with Oracle HR, PATS will still need to do the duplication for scheduling purposes. Process that should be followed: Enter it in WhenToWork first and then transfer it to Oracle HR.

Yes, RSA Checking has recently been finalized and tested with a small group. However, it will not be integrated into Oracle HR.

The ability to delegate will remain a functionality in Oracle HR. The delegation change, meaning the assignment of a delegate, should go into effect immediately once the change is made in Oracle HR. However, for complete clarity, please confirm with the Payroll Team.

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.

In our future state, performance management reporting will be very robust. The process will involve the following steps:

• Report Generation: Comprehensive reports will be generated to show completion rates of performance management tasks.
• Sharing Reports: These reports will be shared with unit leaders and respective HR partners.
• Monitoring and Addressing: The reports will clearly indicate who has completed their performance management tasks and who has not. This visibility will allow us to address any individuals who are not meeting their responsibilities.

This process ensures that HR is actively involved in monitoring and supporting performance management across all units.

Calibration ensures equitable performance evaluations and is not directly tied to compensation. After the calibration process, leaders manage their budgets to determine merit increases. Compensation discussions occur post-calibration, allowing leaders the discretion to reward individuals who have taken on higher visibility projects or additional responsibilities, even if they have similar performance ratings.

In budget management and merit-based employee movement, discretion plays a key role. For example, if two employees share the same performance level 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 HR Workforce Compensation merit planning cycle, the entire Compensation team will be fully dedicated to partnering with managers and business units. They will provide technical support, answer questions, and offer overall guidance. To accommodate busy work schedules, there will be multiple live training sessions on various dates and times before the Oracle HCM Workforce Compensation module goes live.

To ensure that eligible employee salaries and predetermined allocated budget amounts remain unchanged, Central HR will implement 鈥淏lack Out Dates.鈥� These dates typically span 30 days before the annual Workforce Compensation cycle opens for managers to plan and continue for 30 days after the planning cycle ends. During this period, there will be no changes to base annual salary, stipends, bonus payments, etc. Central HR will communicate these dates months in advance to allow business units ample 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鈥檚 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鈥檚 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.

Yes, the Oracle system will allow employees to request 360 feedback from peers, leaders, and others they work with across different departments and functional lines. This feedback can help employees put together their self-evaluation before submitting it for final review. Additionally, leaders can request feedback from previous leaders or other relevant individuals about new hires or transfers to gain insights for performance management. This feature ensures comprehensive and well-rounded evaluations.

Data from GEMS will not be directly transferred to Oracle. However, here is how you can access your historical information:

• ADP: Last year鈥檚 W-2s and paystubs will be available in ADP, along with paystubs on a rolling three-year calendar basis.
• GEMS: Paychecks in GEMS for the prescribed retention period (5 fiscal years) will be downloaded and accessible by the payroll staff. If you need any historical paychecks, you can request them from the payroll team.

To ensure you have access to your historical data, you may want to save any important information from GEMS before Oracle HR goes live. Please refer to the Cutover page for important dates to be mindful of. 

Currently, there is one instance of SubItUp on the Tampa campus and one instance on the St. Pete campus. These were established prior to the go-live date and exist today.