Oracle
Cutover
What is a Cutover?
A cutover is the process of transitioning from one system to another. During this period, certain functions in the old system (GEMS) will be unavailable as they are migrated to the new system (Oracle HR). This facilitates a smooth transition and minimizes disruptions.
Cutover Times
During cutover periods, certain functions in GEMS will be limited or unavailable. These periods may be staggered, with specific functions transitioning at different times.
hr service requests during cutover
To ensure a smooth transition, department representatives should submit HR Service Requests through the during the cutover/bridge periods listed below. These requests can include actions such as position changes, promotions, and department updates. Once reviewed and approved, the requested actions will be entered into GEMS and Oracle HR.
| Module | GEMS Employee Self-Service Access | GEMS Manager Self-Service Access | Cutover Support | Oracle HR Open Date |
|---|---|---|---|---|
| Benefits |
Read only |
No Impact |
March 24 |
|
| Compensation |
Not applicable |
Read only |
March 28 |
|
| Core HR (Employment Actions) |
Read only |
Read only |
March 24 |
|
| Learning | No Impact | No Impact | March 24 | |
| Onboarding | Read only | Read only | March 14 | |
| Payroll/Time & Labor | Limited Access. W4 closes 2/21/25 at 5pm EST | Read only | March 14 & March 24 | |
| Recruiting | Read only | Read only | March 14 | |
| Reporting | No Impact | No Impact | Future State in Progress | |
| Talent Management (Performance Management) | No Impact | No Impact |
|
March 24 |
Detailed CUTOVER SCHEDULE FOR ALL ITEMS
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds | |
|---|---|---|---|
| March 14 | March 23 |
Enter leave in GEMS Employee Self-Service (ESS) for time taken through 3/13 5 p.m. Time taken from 3/14 onward will be entered in Oracle HR as of 3/24. |
|
| Limited Downtime: 6 business days | |||
FAQs for Leave Entry Cutover
When will I have access to Oracle HR?
Non-exempt employees (Staff, OPS Hourly) will begin using timeclock in Oracle HR on March 14 via My91tvӰԺ or mobile app. Beginning March 24, employees will have access to Oracle HR via My91tvӰԺ.
What if I’ve already requested/approved leave in GEMS for March 14 or later?
The leave request/approval will not be migrated to Oracle HR. Only leave hours used March 13 and earlier will be migrated to Oracle HR. Beginning March 24, employees can access Oracle HR to request leave for March 14 and later dates.
If I can’t request leave for March 14 or later until Oracle HR launches on March 24, how do I request leave before March 14-24?
Please work with your supervisor to secure approval for leave during this period. When Oracle HR launches on March 24, you can enter leave for the applicable March 14-24 dates in the new system.
How should I request leave for multiple days, such as March 10-18, for example?
Use GEMS to request leave for the dates up to and including March 13. When Oracle HR is accessible on March 24, you may request the leave for March 14 and later dates.
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds | |
|---|---|---|---|
| February 22 | March 24 | Released to Central HR staff on 3/10 for catch up & dual entry of transactions that occurred during the freeze.
Urgent benefits-related requests can still be submitted in during the freeze and the Central HR team and will track on and communicate about them to ensure they get entered in Oracle HR. |
|
| Limited Downtime: 20 business days | |||
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds |
|---|---|---|
| February 22 | March 28 |
Released to Central HR staff on 3/10. The following transactions will be postponed from 2/22 until Oracle HR Go-Live on 3/24:
Transactions critical to 91tvӰԺ business continuity and reputational risk will be prioritized and processed with approval. For the period of 3/14-3/28, compensation-related actions will be entered by the Class and Compensation Team in Oracle HR.
|
| Limited Downtime: 24 business days | ||
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds |
|---|---|---|
| February 22 | March 24 |
Released to Central HR staff on 3/10. Transactions that will be prioritized during the cutover period:
|
| Limited Downtime: 20 business days | ||
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds |
|---|---|---|
| February 22 | March 24 |
Released to Central HR staff on 3/10. Training completions tracked in GEMS for 91tvӰԺ Employee Learning (UEL) hosted courses and/or materials will be converted to OracleHR. Training completions need to be in GEMS by 2/21. Only CHR-managed online self-paced courses/materials will be hosted in Oracle HR and ready for enrollment on 3/24. These need to be in UEL by 2/21. Non-CHR-managed courses/materials on UEL Canvas LMS will move to Oracle HR Learning in phases with Learning Architecture and Training Administration (LATA) teams assistance for content migration and training administration. These need to be on UEL by 2/21. Compliance courses can be entered in Oracle HR between 3/10-3/21. Users assigned to these courses may begin completing them on 3/24. This information does not apply to 91tvӰԺ Learn (Student) Canvas LMS. |
| Limited Downtime: 20 business days | ||
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds |
|---|---|---|
|
March 13
|
March 14 for web-clock (hourly) March 24 for changes to W4 or direct deposit |
W4 changes can be entered in GEMS through 2/21 by 5 p.m. EST. Direct deposit changes can be entered in GEMS through the close of business on 3/16 for pay checks dated 3/21. CERTS will be sunset as of 3/14. Payroll transactions will be processed as usual in GEMS for period ending 3/13. Pay confirm will take place at 10 a.m. EST on 3/17 for pay checks dated 3/21. Payroll distributions can be entered up until 10 a.m. EST 3/18 for pay period ending 3/13. The final RET batches will be processed in GEMS on 12 p.m. EST on 3/17. Departments will be able to validate the distributions in Oracle HR on 3/24. |
|
Limited Downtime:
Exclusion to Downtime: ADP tile will continue to be available to 91tvӰԺ community for pay stub information and W-2’s. |
||
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds |
|---|---|---|
| February 22 | March 24 |
Released to Central HR staff on 3/10 for module set-up through 3/21. 2024 performance scores will be migrated to Oracle HR. Any historical performance
scores prior to 2024 will not be migrated to Oracle HR as part of this cutover. |
| Limited Downtime: 20 business days | ||
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds |
|---|---|---|
| February 22 |
March 9 *With additional shutdown of travel system until March 14 |
All known non-employee travelers should be entered in GEMS by 2/21 EOD. *The Archivum travel system will be completely shut down from 3/10-3/13. Transactions critical to 91tvӰԺ business continuity and reputational risk will be prioritized and processed with approval. |
| Limited Downtime: 10 business days | ||
| GEMS Limited Access Date | Oracle HR Open Date | Implications & Workarounds |
|---|---|---|
| February 22 | March 14 |
Released to Central HR staff from 3/10-3/13 to catch up of recruitments that have been hired or requisitions that came in but were not input in HCM. Hiring line managers to interface with recruitment module in Oracle HR business as usual on 3/14. Applicants will continue to interface with the Careers Page. |
|
Limited Downtime: 13 business days |
||
Questions, concerns, or feedback with the Project Drive Team? Fill out the and a member of the Project Drive Team will follow-up with you.