For the last year and a half, the Department of Social Services (DSS) has been working on a major implementation of a new Human Capital Management (HCM) System that will replace our existing PERS and W443 personnel systems. HCM will also be used to complete all traditional performance evaluations and plans online. Read on to learn what HCM can do for you, and when and how it will be implemented.
Features and benefits
Oracle Human Capital Management (HCM) is an application that sets a new standard for work and modernization. DSS has implemented the Core HR and Performance Management modules of this application. The Core HR module in HCM will allow employees to inform both their supervisor and DSS HR of any changes to their personal and work-related information by using Employee Self Service (ESS) functionality. These changes include but are not limited to contact information, personal details, driver’s license information, skills and qualifications, and emergency contacts. Employees will also be able to submit resignations using HCM. Supervisor Self Service (known as MSS) will be available to all DSS supervisors and managers to submit personnel requests by initiating transactions, such as new hires, promotions, transfers, and demotions. Supervisors will also use HCM to track office space and County equipment assigned to their staff. Additionally, supervisors will be able to make computer access requests and updates using a new platform called System Access Request Application (SARA). Finally, all traditional employee performance plans and evaluations will be completed in the Performance Management module of HCM.
HCM will not only provide additional functionality, it will also allow the Department to replace a computer system that is over 15 years old. Our current system requires an unsupported Microsoft environment and is written using obsolete language, which increases our risk and inability to upgrade and/or modify the software.
Implementation
We look forward to implementing HCM using a staggered approach:
The first phase of the implementation is scheduled to occur on 3/18/19. On this day, we will roll out HCM to core project staff.
The second phase (target date 3/27) will allow MSS functionality to be used by supervisors and managers. PERS will no longer be updated and maintained, which means the W-443 system will no longer be available. Additionally, the Performance Management module in HCM will be made available to supervisors and employees who need to work on upcoming performance evaluations and plans. The specific criteria for those will be explained separately.
The third phase of the implementation is targeted to occur 4/3/19. On this day, we will allow ESS functionality to be used by staff.
Transition
Instructions on how to use HCM, detailed Business Processes, and online training is targeted for posting the week of 3/18/19, on the Department Intranet using a dedicated HCM page.
Even though we look forward to a full implementation in April, this is a new system and things will change and evolve as we move forward. We ask and thank you in advance for your patience during this time.
We also ask that when you have questions, you first look at the detailed Business Processes, trainings, and/or the FAQ’s on the intranet. If you are unable to find an answer to your question, you may proceed to email your question to the following in-box: DSSHCMHR@sbcsocialserv.org. (Note: Questions related to HCM should NOT be sent to the regular DSS HR inbox.) As the last resort, you may call (805) 346-8356, but note that this telephone number will only be available during implementation. Please do not call DSS HR staff directly as they will be busy navigating the system themselves and we would like to track questions and concerns so they can serve the Department in the most efficient way possible.
In the near future, we will begin sending out emails with announcements as well as a commercial providing more information about HCM. We will send those using “HCM Update” as the Subject. Please read these emails so that you have the most recent information.
Acknowledgments
This project has taken a village to implement. I want to thank the core implementation team of Laura Mejia, Judy Doughty, Sean Boal, Raquel Hernandez, Maria Estella Arellano, John Peca, Cat Henley and Don Nguyen of County HR. I would also like to thank the larger implementation team for working on specific aspects of the project or taking on extra work so that we could free up the core team to work on this project. These individuals include; Letisia Estrada, Mitch Kawatachi, Pierre Calvo, Sal Hernandez, Linda Rodriguez, Diana Klopp, Carolina Carrillo, Heather Gardner, all DSS HR staff, all DSS systems staff, Staff Development staff and Jennifer Lock. Additionally, I would like to thank all the testers of the system. I am sure I did not mention everyone that supported this effort, and if I did not, I thank you as well!