Item: Oracle Fusion Cloud ERP
Rating: 8
Author: Danielle Shultz

Use Cases and Deployment Scope

Currently, we are using Oracle Cloud for sourcing events, contract negotiations, contract management, self-services requisitions, purchase orders, and AP/GL processes. Currently, this is being utilized across our organization as a single self-service procurement tool. This allows our business owners take more responsibility in their spend process. By truly having self-service, businesses can follow their spend from contract to procurement to payment. Although this allows our business to see the whole process, we still have encountered areas that wish to not take ownership.

Pros and Cons

Allows user to see the full process of procurement from start to finish.
Intuitive program for end users to navigate the process.
Great for transitioning users to self service business model.

OTBI reporting could be more intuitive. Hard for users to create custom queries/reports.
Round trip punch out for vendors could be more customizable by end users, edit requisitions.
Full spectrum of the process within one screen. For instance, see an invoice is on hold and the reason from the requisition life cycle.

Return on Investment

We have processed requisitions for approvals in less time than previous applications.
Vendors are receiving po's quicker and faster order fulfillment.
Payments are being processed quicker and more accurate due to the isupplier portal and robust ap system.

Alternatives Considered

Workday Financial Management, Ariba Contract Management and PeopleSoft eProcurement

Workday did not offer us the full spectrum that oracle cloud offered. Ariba Contract Management required a full upgrade to the cloud and did not offer the benefits that Oracle cloud offered. We outgrew the PeopleSoft application for both HCM and eprocurement.

Likelihood to Recommend

It provides a one-stop shop for end users to see their requisition, PO, and payment details from one screen. Users now can review information and take action to move the process along to the next step, either receiving, invoicing, payment, etc.

Users and Roles

1500 - We currently have several areas of the organization that utilize the application. Currently the most utilized is the procurement (ERP) modules. We have set up self service throughout the organization for users to create requisition, receive, and view payment information. In addition we also utilize the supplier portal (isupplier) for our vendors who wish to submit invoice electronically and track their order and payment statuses. This allows us full cycle of the procurement process from rfp, contract negotiations, requisition, po, receipt, through payment.

Support Headcount Required

50 - Currently we have several support persons available depending on the module and complexity of the system. Our first line of support starts in our procurement area. Our buyers are available to help answer general requisition, po, and receiving questions. The next level of support is more centered around functionality of the system, if you can't submit a requisition or a po is not being generated after approvals. If the first two levels are unable to resolve it is escalated to our support staff for oracle cloud. This is broken up between modules, currently their is a security, functional business, tax, ap, and reporting teams. Depending on the scope of the issue, the ticket is assigned accordingly, reviewed and resolved.

Business Processes Supported

Self -service ERP
Sourcing and Contract Negotiations
Supplier Self-Service via isupplier portal

Innovative Uses

Processing payments that were previously processed via check request.
More efficient Vendor Management
Setting up approval rules to trigger special areas of approval, IT/Facilities/Projects.

Future Planned Uses

We are currently considering an asset management module.
We are excited to see where Oracle leads the industry in the AI arena.
Would like to see more reporting capabilities for our end users to obtain information at their fingertips.

Likelihood to Renew

9

Oracle is a great tool for any organization wanting to move to a single source for source to settle. Although not customizable, the out of the box application provides robust usability. The ability to add rules for your organization is what makes this cloud based application the go to for ERP functionality. It is very intuitive and allows users to have the experience of the full process from start to finish. This application has also helped our procurement and AP areas become more fluid and work together for the enterprise as a whole. This allows for quick turn around and acceptance of change for our end users.

Products Replaced

Yes - We were currently utilizing two applications, Ariba and PeopleSoft for our source to settle process. Ariba was utilized as the Sourcing and Contracts application, PeopleSoft HCM, and PeopleSoft Financials. There were several integrations set up between the three applications to load HR users, contract data, invoice payments, etc. These integrations for the most part were successful. However, anytime there was an upgrade or patch that needed to be completed, this would cause issues with our integrations. Therefore, extensive testing was needed and took up valuable time from several areas of the organization.

Key Differentiators

Price
Product Features
Product Usability

When deciding what ERP solution to select, we looked mostly to our user base to determine, will this work. Will users be able to do everything via one application and be successful. Oracle allowed users to see their contracts from start to finish in addition to seeing requisitions to order fulfillment. Because of the visibility Oracle ERP Cloud won. There were other competitors that we considered but none of them could offer the full scope of the process like Oracle cloud.

Evaluation Lessons Learned

If we had to do the sourcing process again, I think we would have requested to see a demo of all modules of the application and how they function as one unit. We were primarily focused on sourcing, contracts, procurement and accounting. However, we are now seeing the impact of not utilizing the purchase agreements and how they filter down to through the requisition/po process to manage contract spend. Had we focused on the contract spend and management we might have implemented the system a little differently.

Implementation Rating

8

Although we had some hiccups during the implementation, overall I believe it was a success. Some lessons learned, maybe don't migrate open po's or contracts to the new system, start fresh. Other things, be sure everyone understands their role in the application and how to support it. We did spend some time going back and forth because we weren't sure who was responsible for the action. Otherwise, I would say we were successful and to date we are still working through some issues; but, the system is working beautifully.

Implementation Details / Implementation Partner

Third-party professional services

We utilized Deloitte for the integration and go live support. The provided the knowledge and expertise needed to prep, train, implement and go live. Deloitte has been utilized for several projects and they are always transparent in their roles to implement and support our application. They have provided the needed support for us to have a successful implementation and go live.

Implementation Phases

Yes - During go live we implemented the sourcing/contracts, procurement, and AP modules. Once we were successful in the go live of those modules, we implemented the isupplier module. Currently we are onboarding and training most suppliers we currently do business. By doing the phased approach we were better able to support our internal teams before turning to support our external suppliers.

Change Management Lessons

Change management was a big part of the implementation and was well-handled - Change management was effective in providing high level reports and feedback to the business areas of the progress of the project. They created a daily command center upon go live to allow business areas to report issues/successes in addition to discuss next steps. The command center had two meetings per day, one in the AM and one mid afternoon. This allowed individuals to address issues immediately and not be bogged down with trying to send emails or leave voicemails.

Implementation Issues

Several of the accounts payable integrations had issues with their loads. Such as bank transfers, etc.
Approval workflow, although we thought we understood the process, it was a challenge to fully understand the process.
Training, although this is on management, training could have been handled more efficiently.

Support Rating

9

Support is always providing step by step details to resolve any issue we encounter. If the issue is currently not a functionality or feature of the application they are supportive in offering guidance on submitting an enhancement request. Currently there is an enhancement that will be rolled out by Oracle that was designed for our organization.

Oracle Fusion Cloud ERP Customer Support Pros and Cons

Pros	Cons
Quick Resolution Good followup Knowledgeable team Problems get solved Kept well informed No escalation required Immediate help available Support understands my problem Support cares about my success Quick Initial Response	None

Premium Support

Yes - Because of the multiple modules and rules we have in place, we have opted to subscribe to premium support. I think this is necessary for the first few years when you are trying to launch a new application to your enterprise. Since several modules are involved, it is nice to be able to get direct answers for each area.

Bug Resolution

Yes - Although I do not have direct access to log a but with Oracle, our support staff has done one on my behalf. One major bug we noticed after go live was in regards to the email approval notification to approvers. There were two boxes, Approve or Reject. Neither of these buttons worked to approve or reject the request. After reporting the issue to Oracle, they provided the steps needed to remove the selection boxes from the email notification.

Exceptional Examples of Oracle Fusion Cloud ERP Support

We have always had exceptional support from Oracle. It might not always be the answer we need or want but they do handle the request timely and efficiently. They provide steps needed to fix the issue or submit for enhancement. Each time there has been some sort of resolution provided for our organization.

Usability

9

We find the application very intuitive and most users and suppliers, once trained properly, have stated how easy the application is to use. Several users were reluctant to use Oracle Cloud, but once they dived in and learned how easy it was to create, view, and close their request they were ecstatic. This application has allowed users to have more visibility than previous applications.

Usability Pros and Cons

Pros	Cons
Relatively simple Easy to use Technical support not required Well integrated Consistent Quick to learn Convenient Feel confident using Familiar	None

Easy Tasks

The requisition process is easy for end users to enter and follow up on various steps of the process.
Setting up the supplier has been incredibly easy to navigate. There isn't a lot of guessing required like other systems we have used previously.
Follow up, having the different inquiry roles to allow users to review and follow up on their orders is truly self service.

Difficult Tasks

Validation process, utilizing the vertex tool has caused us several problems in calculating tax appropriately
Linking contract spend with purchase orders. Since we don't utilize the purchase agreement, there isn't a way to tie the contract dollars spend to the po/requisition.
Punch outs, seems to be another area where we have had difficulty. I am not sure if this is due to Oracle or the third party. However, it has caused issues.

Be on Cloud 9 with Oracle Cloud ERP

Modules Used

Overall Satisfaction with Oracle ERP Cloud