Oracle True Cloud Method

UEM Group Berhad (UEM)

ERP Cloud Implementation

Training Strategy
25 September Final Version
(C) Copyright 2018 Oracle Consulting and UEM Group Berhad Confidential

Oracle Consulting
Chandramouli Ramamoorthy, Project Manager
Document Control
Document History
Version Date Author Summary of Changes

Draft1a 26-Jul-2018 Chandramouli R

Draft1b 13-Aug-2018 Chandramouli R Updated after Internal review

Draft1c 28-Aug-2018 Chandramouli R Updated after first DR review

Final 25-Sep-2018 Chandramouli R

Final Version
Version

Reviewed By
Reviewer Date Role / Responsibility

Tim Malecki Project Manager, Oracle

Lim Chi Nan PMO Lead, UEM

Ainul Azam Abdul Change Management Lead, Digital

Rahman Revolution, UEM

Syamsul Rezdi General Manager, Group Learning & Talent,

Zainudin UEM

Approved By
Approver Date Role / Responsibility

Delia Yasin Project Director, UEMG

Narayanan
Project Director, Oracle
Vaidyanathan
Table of Contents
Introduction...................................................................................................................................................4
Purpose.......................................................................................................................................................4
Glossary......................................................................................................................................................4
Scope...........................................................................................................................................................4
Executive Summary.....................................................................................................................................5
Method........................................................................................................................................................6
Related Documents...................................................................................................................................8
Risk and Assumptions................................................................................................................................9
High-Level Risk Matrix............................................................................................................................9
Assumptions............................................................................................................................................10
Learning Best Practices.............................................................................................................................11
Critical Success Factors...........................................................................................................................11
Training Needs Analysis........................................................................................................................11
Recommended Training Approach........................................................................................................13
Training Content & Delivery.................................................................................................................13
Hosting eLearning Content.............................................................................................................13
Tracking Training.............................................................................................................................13
Training Environment......................................................................................................................13
Training Locations............................................................................................................................14
Instructors..........................................................................................................................................14
Train-The-Trainer Sessions..............................................................................................................14
UAT Training / Pilot Training........................................................................................................14
End-user Training.............................................................................................................................14
Training Evaluation..........................................................................................................................15
Event Management...........................................................................................................................16
Post Go-live Training..............................................................................................................................16
Maintenance of Training Materials.................................................................................................16
Refresher and Advanced Training..................................................................................................16
New Hire Training............................................................................................................................16
Appendix.....................................................................................................................................................17
Introduction
Purpose
The objective of this document is to provide UEM with a recommendation for their user
training approach for the HCM & ERP Cloud Implementation project. It outlines the scope,
approach and methodology for the design, development and deployment of the end-user
training.

Glossary
Term Explanation

TTT Train-The-Trainer

SIT System Integration Testing

UAT User Acceptance Testing

SME Subject Matter Experts

Scope
The scope of this document outlines the training strategy for UEM. Training will be
conducted during Wave-1 and Wave-2 for ERP & HCM Modules. UEM shall provide the list
of internal trainers or subject matter experts (SME) to conduct the end-user training classes.
Oracle will deliver and coach the SMEs to get them ready to conduct the end-user training.
By following this approach, UEM shall engage their own SMEs in an end-user roll out and
maximizes the opportunity for training.

5
Executive Summary
This training strategy document outlines the training plan for UEM and the pre-requisites
for successful training completion. This document will cover the Train-The-Trainer and End-
User Training plan for Wave-1 and Wave-2 Implementation for UEM across all the modules
as per the contract.

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Method
• OC and the Change Management team will conduct the “Train-The-Trainer
“program

• UEM will identify the SME for getting trained by in “Train-The-Trainer” program

• The end-user training will be conducted by the trainer who have been trained and
equipped to conduct the workshops.

Train-The-Trainer Program

UEM shall provide the list of internal trainers or subject matter experts (SME) to
conduct the end-user training classes. Oracle and the Change Management team will
deliver and coach the SMEs to get them ready to conduct the end-user training. By
following the “Train-The-Trainer” approach.

The following training will be conducted on different stages of the project

Oracle HCM Cloud:

When Training Training Content Responsibility UEM

Description Audience
During Tools 1. Deliver a one (1) day hands-on Oracle UEM System
REFINE Training training workshop for all HCM Administrators
Stage Cloud reporting tools
2. Deliver a one (1) day hands-on
training workshop on data
migration.
During Train-The- The below are the topics Oracle Core Project
REFINE Trainer – covered Team
Stage Key User Wave 1 Days +
Oracle HCM Cloud base 2 Key Users
Oracle Fusion Talent
Acquisition (Taleo Recruit 2
and On-boarding)
Oracle Fusion Absence
2
Management
Oracle Fusion Time and
2
Labor
Oracle Fusion Benefits 2
Wave-1 Days 10

Wave 2 Days

Oracle Fusion Profile 0.5

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When Training Training Content Responsibility UEM
Description Audience
Management- ½ day
Oracle Fusion
Performance 0.5
Management- ½ day
Oracle Fusion Goal
0.5
Management- ½ day
Oracle Fusion Talent
0.5
Review-1/2 day
Oracle Fusion Succession
0.5
Management- ½ day
Oracle Fusion Workforce
1
Rewards- 1 day
Oracle Fusion Learn- 1
1
day
Oracle HR Helpdesk- ½
0.5
day
Wave-2 Days 5
Total Days 15

During Train-The- The below are the topics covered in one Oracle UEM System
REFINE Trainer – session for a day. Administrator
Stage System 1. Manage Security
Admin 2. Integrations
During End-user Provide a strong understanding of the UEM End-users
ENABL training configured module and transactional
E Stage functions that are specific to the day-to-
day responsibilities of the end-users.

UEM key users will take a lead role in

conducting the end-user training. Oracle
will provide the necessary groundwork
and support.

Planning and conducting of the end-user

training will be entirely managed by the
Change Management team. OC team will
be available for any issues on
environment, system issues, data
preparation, refresh, technical and
knowledge support.

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Related Documents
Project Plan

Migration Strategy

Integration Strategy

Validation Plan & Strategy

Cutover Strategy

9
 y
Risk and Assumptions
High-Level Risk Matrix
Risk Impact Probability Mitigation
UEM SMEs being part
of day-to-day business High
activities
SMEs not being part of
UAT after “Train-The- High
Trainer” program
Solution Readiness High
Environment setup High
delayed or unstable
due to technical release
upgrade
Estimated time to High
complete training
exceed the Accepted
Project timeline
UEM need to identify SMEs who will be
part of “Train-The-Trainer” and further
conduct the UAT and the end-user
Medium training. SMEs have to be completely
assigned to the Project during the TTT
and not to have day-to-day business
activities.
UEM SMEs who have been trained part
of “Train-The-Trainer” program have to
conduct the UAT. UEM need to identify
Medium
SMEs early and completely assign the
team to the project until the completion
of End-User Training
Low Iterative playback walkthrough in place
to finalize the final configured solution
Medium Early planning on upgrade activities and
timeline. Ensure clear escalation steps are
in place with appropriate teams
Medium Plan and prioritize scenarios for
Training.
Ensure a sufficient number of trainers are
available to complete the training within
the timeline.
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Assumptions
• Oracle will provide training material for Train-The-Trainer (TTT) sessions in English.
• UEM key users shall train the end-users during the training as it will ensure
acceptance and understanding of solutions available. Oracle will join the end-user
training sessions conducted by UEM key users.
• Training audience size will be limited to a reasonable number of key
users/instructors/subject matter experts i.e., maximum of twenty (20) people, so as
not to compromise the effectiveness of the sessions.
• Training workshops will be based on the agreed solution design.
• Attendance Sheet is the evidence of delivery.
• Training Location and facilities will be provided by UEM. Training will be conducted
from one (1) central location and in UEM offices in Kuala Lumpur and Klang Valley
Malaysia.
• Training documentation will be in PPT format and would be provided to UEM
before the start of training for validation.
• The training will be provided on Train-The-Trainer basis; the trainees in attendance
will train the end-users at a later point in time. The trainer will use a combination of
MS PowerPoint slides and Oracle Fusion application to conduct the sessions.
• Training workshops and documentation will be in English.

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Learning Best Practices
Critical Success Factors
• All impacted stakeholders who are users of the cloud application should be
provided with relevant training for their roles in the new way of working.
• Training should also address specific training for managers.
• End-users should be trained as close to the roll-out as possible.
• Training should involve how to carry out the job function using the
application rather than just system training; both technical and behavioral
competencies need to be addressed.
• There should be clear guidelines for usage standards for each user role, i.e.
completeness and accuracy of data, timelines, etc.
• The training should use realistic day in the life scenarios.
• Training content and delivery should highlight the benefits of the new
processes and application(s) as they apply to each user group
• Any training environment should mirror production as close as possible.
• Job aides providing ongoing references should be provided to all users
through online support or an easily accessible portal.
• Training materials will need to be maintained to reflect any new releases or
additional functionality being made available.
• Refresher training should be built into the training programme and users
should be trained in preparation for any new releases.
• The training programme will need to consider the training of new hires.

Training Needs Analysis

A detailed training needs analysis for all impacted groups is crucial to derive the
exact scope of the training, i.e. the content (curriculum), the most appropriate format
and the delivery schedule of the learning to support Cloud Implementation for UEM.
During the recent business process workshops, some early assumptions have been
made regarding the change impact and in the knowledge and skills gap for the
affected user groups. As a result, this training strategy has been devised. However,
in order to develop a detailed training plan, a training needs analysis needs to be
undertaken.

The analysis should start in the Confirm phase and consist of data gathering through
interviews and observations of selected end-users on how they use the current
application(s) as well as the review of current training materials for content and

12
format. Although the training needs analysis should aim to establish users’ preferred
training format, it also needs to consider any given budgetary or time constraints and
therefore tries to establish the most appropriate solution for the delivery of training.

13
3
Recommended Training
Approach
Training Content & Delivery
Hosting eLearning Content
• UEM can upload the training materials to common portal and access can be given to
users according to the department approvals.
• UEM can develop a Learning Management system for enabling self-learning
programs and classroom training.

Tracking Training
• A training schedule will be developed, and training workshops will be conducted as
per the Project plan timelines.
• Train-The-Trainer sessions will be conducted by OC team and training attendance
will be taken & reported to management. Attendance sheet is the evidence of
delivery.
• Trainees will be given feedback sheet on daily basis and feedback will be
incorporated for increasing the effectiveness of the training

Training Environment
• OC will create the Training SSO logins for all the selected SMEs who will undergo
the training part of “Train-The-Trainer” program.

• Please refer to instance strategy document for the following points.

o Training Environment

o Availability of the Training Instance

o Data masking details in the Training Instance

o Training Instance refresh details

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Training Locations
• Training location and facilities will be provided by UEM. Training will be conducted
from one (1) central location and in UEM offices in Kuala Lumpur and Klang Valley
Malaysia.

Instructors
• Training will be delivered by Oracle Consultants who will be part of the solution
design team

Train-The-Trainer Sessions
• Trainers will develop the training materials in PPT format as per the Curriculum
decided by the Project management team

• Train-The-Trainer is typical classroom type training conducted with all the PPT
materials circulated before the commencement of the training

• The trainer will use a combination of MS PowerPoint slides and Oracle Fusion
application to conduct the sessions

• Trainees need to go through the training document to get prepared for the training
sessions

• Training document will also cover the instruction guide for trainers

UAT Training / Pilot Training

• UAT Training is the same as “Train-The-Trainer” program. The Trainees are the
UEM SMEs who will be participating in the UAT post TTT.

• Refer the “Testing Strategy” document for UAT scope, required data, sign off and
further details

End-User Training
• Planning and conducting of end-user Training will be entirely managed by the
Change Management team

• UEM SMEs who successfully completed training under the “Train-The-Trainer”

program will conduct the end-user Training

• End-user Training will be classroom training similar to “Train-The-Trainer” program

conducted by UEM SMEs

• Place and number of end-user trainees will be decided by each OpCos

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 • End-user training needs to be conducted as close to the Go-Live as possible.

Alignment to Business Processes

• For improved adoption of the systems and new ways of working, it is recommended
for systems training to be conducted aligned to business scenarios, processes, roles of
the participants as well as the level of knowledge and skills that they must acquire.

• The Change Management team will develop a role-based training curriculum and
materials incorporating the systems training developed and delivered by Oracle to
be business role specific; roles are defined by groupings of tasks within a business
process that is logically performed by an individual.

• The role-based training curriculum would define the knowledge and skills required
for a successful system go-live, as well as to improve adoption post-go-live.

• To-be process flow documentation from the business and end-user roles in the
process would be used to analyse the training needs and design the curriculum.

• The role-based training approach would involve participants being trained on

business scenarios and to be able to use the system based on their roles, with a view
to drive adoption and new ways of working.

• Where possible, the role-based training will also include the infusion of UEM values
with the objectives of embedding values into the business process to drive mindset
and behavior change.

• End-user training materials (i.e. instructor guides, tests/quizzes, and evaluation

forms) for end-user training sessions will be prepared by the Change Management
Team, incorporating the systems training materials prepared by Oracle.

• Apart from classroom-type training, other forms of delivery channels (e.g. self-
driven learning) will be explored to expand reach to wider end-user population,
enhance accessibility to learning materials and reinforce new skills and knowledge
post-go-live.

Training Evaluation
• Trainees will be assessed by conducting simple tests at the end of every day of the
training to track the training effectiveness.

• Trainee evaluation sheet will be shared with the managers for further interviews and
next steps.

Event Management

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 • The Train-The-Trainer event will be managed by the Change Management team

• The end-user Training event will be managed by the Change Management team

• DR/Change management team will be responsible for booking the required training
rooms, arranging required infra like printers, projectors etc., send out invites for
trainees, tracking attendance, help with event booking, travel booking etc.

Post Go-live Training

Maintenance of Training Materials
• Post-Go-Live, UEM SMEs & DR team will be responsible for updating training
materials for up-to-date changes in the system

• In case of new training are required, UEM Management will decide on the next steps
and arrange for the same.

Refresher and Advanced Training

• It is recommended to have Refresher & Advanced Training for all Business users for
increasing the effectiveness of the product usage post Go-Live.

• These training can increase the awareness for the new functionalities in all the
implemented modules

New Hire Training

• UEM HR need to manage the training requirements for new hires
• System training should be embedded into new hires as onboarding sessions

Appendix

17
1. Appendix 1 (HCM Modules to be covered in training)
2. Appendix 2 (RACI Roles and Responsibilities Matrix)

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