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SkyVU in Review E-Newsletter [Vanderbilt University]

October 27, 2020

Welcome to SkyVU in Review – features, announcements, tips & tricks and other updates for Vanderbilt’s Oracle Cloud system and related processes.

Oracle Cloud Updates

Oracle Help Desk and Service Requests

The Process & Systems Optimization (PSO/SkyVU), HR Benefits, and eCRT Teams are now using the Vanderbilt Administrative Support Tickets (VAST) process via Oracle Help Desk to manage service requests.  In addition, the HRIS and Payroll teams will begin using VAST beginning Nov 1, and other areas are expected to be added in the future.

We encourage all users to submit their requests online in Oracle (click here to review the instructions), because they can select their request category and ensure faster routing to the proper support team.  Service requests will be automatically created upon emailing these team inboxes, however this route requires manual categorization and routing that can delay your receiving a response.


Improvements to Time Card Reporting of Holidays and Second/Third Shifts

Starting with the biweekly period beginning Sunday, Oct 18, and the weekly period beginning Monday, Oct 19, the process for reporting Holiday, Second Shift and Third Shift time has been updated as follows:

  • Shift premiums: The system will automatically calculate regular time associated with second and third shift premiums – this will allow the eligible employee to enter only one time type rather than the two entries currently required; and
  • Holidays: The system will automatically calculate the holiday premium if an eligible employee works a Regular, Second or Third shift on a designated federal holiday.

FAQs with instructions and examples are available in My Knowledge as follows:

In addition, the Oracle Cloud: Training for Vanderbilt Employees course in Oracle Learning has been updated to include the revised processes.

In Focus: Coming in November

Multifactor Authentication for Oracle Cloud

Many users are already using Multi-Factor Authentication (MFA) when logging into certain Vanderbilt applications.  MFA provides an additional layer of security for users logging in to a secure environment.

Oracle Cloud will begin requiring MFA on November 11, 2020.


Prepare to use MFA for Oracle login

Vanderbilt University uses Duo Security as its MFA solution. Duo makes authentication easy by allowing individuals to verify their identity via mobile app or Universal 2nd Factor (U2F) device.  We have already begun testing login via MFA, and users may preview login with MFA for Oracle in our training environment at https://oraclecloud-training.vanderbilt.edu.

If you are not already using Duo Security, please visit the VUIT MFA web page to review additional information and enroll now to avoid delays accessing Oracle when MFA is implemented.


Adjusted Payroll Calendar due to the holidays

Please note that certain HCM transaction deadlines in November and December are earlier than in other months due to the impact of bank holidays and Vanderbilt’s winter break on payroll processing.

All HCM Specialists should review the VU Shared Administrative Calendar calendar to ensure timely transaction submissions.


Prepare for Oracle Update 20D on November 20-21

Testing is underway for the new release of Oracle Cloud update 20D, and additional information regarding applicable updates and new features will be shared over the course of the next few weeks via user group meetings, email and/or MyVU as applicable.


Scheduled Downtime

The quarterly upgrade will begin at 9 p.m. on Friday, November 20, and continue through Saturday, November 21.

A downtime notice will be displayed on our website while the upgrade and testing are underway and will be removed when these activities are complete and the system is available to all users.

Heads up: Recruiting and Onboarding move to Oracle in January 2021

As the project to transition our recruiting and onboarding processes from Taleo to Oracle Cloud nears completion, please note the following important dates:

  • Mon 11/30: Last day for posting new requisitions in Taleo
  • Tue 12/1: New requisition creation freeze in Taleo
  • Mon 1/04: Oracle Recruiting launches for all users


Transitioning from Taleo to Oracle Recruiting

Note that although HCM Specialists and hiring managers will not have access to create new requisitions after Dec. 1, candidates will continue to have access to the current careers site until Oracle Recruiting goes live on Jan. 4.

In addition, HCM Specialists and hiring managers can continue the recruiting process for any existing requisitions through the month of January 2021.  Any requisitions remaining open in Taleo after that date will be migrated into Oracle Recruiting.


Preparing to use Oracle Recruiting

HCM Specialist and hiring manager access to Oracle will begin on Monday, Jan 4.  We will overview the Oracle Cloud Recruiting and Onboarding processes in our next user group meeting for Finance and HCM Users on Thursday, Nov 12, and training will become available in December.

2020 User Group Meetings

All user group meetings for the remainder of the summer semester will be hosted via Zoom.

Details for each meeting are posted on the VU Shared Administrative Calendar – please subscribe to the calendar to add these to your calendar.


Finance and HCM Users

Next meeting: Thursday, November 12 @ 2:35-3:50p 

Recordings of the combined Approver, FUM and HCM Specialist user group meetings are available in the Oracle Cloud Continuing Education: Financials and Core HR course in Oracle Learning.


Procure-to-Pay Users

Next meeting: Friday, November 13 @ 9-9:30a

Recordings for these meetings are available in the Oracle Learning catalog. 

Recent meeting recordings and materials:

All Oracle Procurement users are encouraged to participate in the user group meetings.

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