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October 2010 PeopleSoft Campus Solutions 9.0 Feature Pack 4 Release Value Proposition

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Page 1: PeopleSoft Campus Solutions 9.0 Feature Pack 3 Release Value

October 2010

PeopleSoft Campus Solutions 9.0 Feature Pack 4 Release Value Proposition

Page 2: PeopleSoft Campus Solutions 9.0 Feature Pack 3 Release Value

Oracle Release Value Proposition—PeopleSoft Campus Solutions 9.0 Feature Pack 4

Purpose

This document provides an overview of features and enhancements included in PeopleSoft Enterprise Campus Solutions 9.0 Feature Pack 4. It is intended solely to help you assess the business benefits of deploying the contents of Feature Pack 4 and to plan your IT projects.

Disclaimer

This document in any form, software or printed matter, contains proprietary information that is the exclusive property of Oracle. Your access to and use of this confidential material is subject to the terms and conditions of your Oracle Software License and Service Agreement, which has been executed and with which you agree to comply. This document and information contained herein may not be disclosed, copied, reproduced or distributed to anyone outside Oracle without prior written consent of Oracle. This document is not part of your license agreement nor can it be incorporated into any contractual agreement with Oracle or its subsidiaries or affiliates.

This document is for informational purposes only and is intended solely to assist you in planning for the implementation and upgrade of the product features described. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described in this document remains at the sole discretion of Oracle.

Due to the nature of the product architecture, it may not be possible to safely include all features described in this document without risking significant destabilization of the code.

Page 3: PeopleSoft Campus Solutions 9.0 Feature Pack 3 Release Value

Oracle Release Value Proposition—PeopleSoft Campus Solutions Feature Pack 4

Executive Summary ........................................................................... 2

Overview of Campus Solutions 9.0 Feature Pack 4 ........................... 3

Planned Enhancements in Campus Solutions Feature Pack 4 .......... 3

Planned Integration between PeopleSoft Enterprise HCM and Campus Solutions 9.0 ........................................................................ 4

Business Challenges for Maintaining Person Data ......................... 4

Key Functional Requirements ........................................................ 5

Integration Approach ...................................................................... 6

Continuum of Support for Person Integration ................................. 7

Customer Profiles and Supported Integration ................................ 8

Solution Architecture Approach ...................................................... 9

Tools to Support CS to HCM Integration ........................................ 9

Three Approaches to Support Integration .................................... 11

Scope of Data to be exchanged in Phase 1 of the CS-HCM Integration project ........................................................................ 23

Student Refunding ....................................................................... 24

Documentation ............................................................................. 24

Next Steps ................................................................................... 24

Conclusion ....................................................................................... 25

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Executive Summary This document provides an overview of the new features and enhancements planned to be delivered in Oracle’s PeopleSoft Campus Solutions (CS) 9.0 Feature Pack 4. It is a preview intended to help you assess the business benefits of Campus Solutions 9.0 Feature Pack 4 and plan your IT projects and investments.

The new features and enhancements intended in this Feature Pack are grouped by business processes to better demonstrate how these solutions can help you optimize your business. Our goal is to help your organization leverage technology to its fullest and increase the efficiency and effectiveness of your operations. The delivered Feature Pack may not have every feature or capability mentioned in this document, and a specific feature may become part of a different application or have a different product name than those cited in this document.

The enhancements planned for Feature Pack 4 are identified primarily with the Campus Community and PeopleSoft Enterprise Human Capital Management (HCM) functional areas; however, all business areas that either manage or provide integration for core person data should understand the capabilities of this Feature Pack. We encourage all business areas to evaluate the content of this Feature Pack for applicability to and impact on their business processes.

Higher Education products have adopted modern, continuous software delivery and, with this planned Feature Pack 4, a componentized architecture, based on a SOA foundation. Key features of this architecture include:

• Deliver Feature Packs starting with the CS 9.0 foundation, to include:

• HCM 9.0, 9.1 integration

• Service-enabled core product modules (Admissions, Enrollment, etc.)

• CS 9.0 physically independent of HCM 9.1 (CS 9.0 remains connected to HCM 9.0 but the planned integration support separate instances)

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• Migrate the Campus Solutions products to service-enabled technology over time

• Deliver Campus Solutions as a stand-alone instance

• Offer multiple options for HCM integration

Overview of Campus Solutions 9.0 Feature Pack 4 Feature Pack 4 is focused on one major area: Human Capital Management (HCM) to Campus Solutions (CS) integration. The first phase of our support for core bio-demo data (and related set up tables) integration between HCM and CS is planned for this Feature Pack. As is the expectation with the Continuous Release Model, we will react to customer feedback to incorporate additional enhancements in future Feature Packs.

To continue to modernize and evolve the Campus Solutions suite of products, Oracle needs to focus on a service oriented approach to the way the products are architected. A Services Oriented Architecture (SOA) implies well-defined, componentized business processes, orchestrated through web services. As we separate the components of Campus Community from core HRMS, we will leverage the work that was done in CS 8.9 (creation of the services that define the Person Model) and continued in CS 9.0 (exposed Person Model services for customer use). Campus Solutions has already introduced a web services framework for CS 9.0; this includes an extensible framework created using PeopleCode application classes and Integration Broker to make building integrations simpler. We plan to extend the existing messages, such as Person_Basic_Sync and Constituent web service, as well as External Search/Match as we continue the evolution of the Campus Solutions SOA.

Planned Enhancements in Campus Solutions Feature Pack 4

The enhancements Oracle plans for Feature Pack 4 are of interest to the entire campus community, especially focused on HRMS users and the business offices that are responsible for core bio-demo data maintenance for the prospect, applicant, student, and alumni populations. The contents of Feature Pack 4 are planned to be influenced by two major design principles: applying SOA to Campus Solutions and ensuring new features are extensible by our customers and partners. In this document, we provide more detail on the benefits we expect customers will see in the HCM – CS integration

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Planned Integration between PeopleSoft Enterprise HCM and Campus Solutions 9.0

Today, Campus Solutions applications (e.g., Student Administration, Contributor Relations) and the HCM applications (e.g., HRMS, Talent Management, Payroll, Benefits) share a single database, as well as core person data. This means that both applications must upgrade at the same time, dictating that the release schedules, and to some extent, the maintenance schedules, need to be operated in lock-step. In order to provide the flexibility of ongoing, less disruptive updates through a continuous delivery model, Campus Solutions (CS) needs to be independent from the large upgrade event. Therefore, the Campus Solutions 9.0 codeline is not delivering an upgrade to a 9.1 release with the rest of the PeopleSoft product families (e.g, HCM, Financials, CRM). Because Campus Solutions plans to deliver new features and functionality on the 9.0 base, it is intended that CS will exist in a separate instance from HCM 9.1.

Since the primary objective of this initiative is to allow higher education customers to implement CS and HCM in separate production database instances, Oracle plans to deliver integration to support functionality equivalent to what is available in the existing combined products. The long term benefits we expect customers will realize with the separation include the flexibility in maintaining the applications in the independent instances as well as the enhanced ability for the Campus Solutions team to create a Higher Ed person model and structures that are tailored just to our industry. This independence increases the options for the Campus Solutions team to chart our own course to the next generation technology and application functionality.

Business Challenges for Maintaining Person Data

The PeopleSoft Enterprise Campus Solutions and HCM releases 9.0 and earlier, reside in the same physical database. As a result, CS and HCM functionality share a variety of data elements and processes, with the Person being central to both applications. At the time PeopleSoft first developed CS products, integration technologies were not advanced enough to develop the product line in a database separate from HCM without relying on rudimentary batch file processes for integration of core person data.

As early as 1999, pressure from higher education customers began for PeopleSoft to deliver the Student Administration and HRMS applications in separate databases for numerous reasons. The “tight coupling” of the applications created product management issues; customers cited concerns over scheduling for application of maintenance (when both systems could be brought “down” for maintenance), physical security, performance constraints, and the size and complexity of upgrades as chief reasons for wanting the product lines to be in separate databases.

With the HCM/CS 8.9 release, CS was logically separated (unique namespace, defined interfaces) from HCM, but the product lines continued to be released in the same physical database. The HCM/CS 9.0 release continued the support for logical separation of the applications, with enhancements to the Person Model and services defined to support this Model. The availability

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of the HCM 9.1 release as well as the pressures to provide a more nimble, flexible way to keep the CS product current pushed Oracle’s higher education team to move to the next phase of physical separation, logical integration.

Key Functional Requirements

Customers appreciate the core principle of “one person/one ID” built into the shared instance of HCM/CS. In fact, the desire to know an individual by one identifier, regardless of their relationship with the institution was one of the reasons PeopleSoft originally created the Student Administration application within the HCM application, and Campus Community is the result of this design. Most institutions have many individuals who have multiple affiliations with the institution simultaneously and across time: as an applicant (for either academic work or employment), as a student, as an employee, as an alumnus. The structure of the single ID per person (i.e., EMPLID in HCM/CS) is a high priority requirement, as is the complementary ability to prevent adding that same individual to the database, using a different ID, a second or third time which could result in the dreaded duplicate person data. As we have worked with customers on this initiative, we’ve identified other important functional requirements for the solution supporting separate instances. While not all of these requirements will be completely realized in the first phase of this project, our efforts were guided by the following objectives:

• Assign one EMPLID per individual through time and across HCM and CS

• Prevent duplicates

• Synchronize core biographic-demographic data, security profiles and shared set up table values

• Maintain distinct population (the respective HRMS and Student departments maintain control of the data for “their” population)

• Ability to use application-specific navigation

• Minimize impact on existing business processes

• Minimize financial impact to institution (e.g., new licenses)

• Minimize application of HCM maintenance to the CS instance

• Support Primary Use Cases

• Support for the basic, everyday occurrences of individuals’ records existing on more than one application so customers can know that they can trust they will see consistent information about that individual when they access a person by their unique identifier (e.g. the EMPLID), whether they are accessing him in HCM or CS

The following use cases represent the primary functional integration points between existing CS and HCM features. We consider support for the following use cases to be the basic requirements for this initiative. Note that support for some use cases are planned to be delivered in later phases of this effort.

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USE CASES PLANNED TO BE SUPPORTED

USE CASE DESCRIPTION PLANNED AVAILABILITY

Search for an Existing Person (Search /

Match)

Perform Search / Match with results that include

both CS and HR persons

FY 2011

Add a Person in CS (applicant / student /

alumni)

Add a new Person in CS with that Person available

when needed in HR transactions

FY 2011

Add an Employee Add a new Person with that Person available in

HCM and, when needed, in CS transactions

FY 2011

Update Student personal information Update core personal data for a Student, e.g. an

Address change

FY 2011

Update Employee personal information Update core personal data for an Employee, e.g.

and Address change

FY 2011

Refund a Student Issue refund via HR Payroll or AP to a CS Student

(AP may be preferred solution)

FY 2011

Hire a Student Hire a CS Person as an Employee (add

Employment Instance)

FY 2011

FinAid Work Study Assign a work study job to an approved CS

Student. View Job and Earnings summary

Future

Add a Faculty / Advisor in CS Identify an HCM Employee as a Faculty or Advisor

in CS

FY 2011

Integration Approach

In designing this integration approach, the Campus Solutions team took a step back to evaluate the elements of integration that provide the best functional support as well as minimize the investment of effort for IT staff. We didn’t assume the goal was to exactly replicate all the synchronization that exists now in the shared instance; we were aware that full bi-directional syncing between separate instances – mimicking the shared instance functionality of an update to Person data being immediately available in both HCM and CS – was extremely difficult to achieve using PeopleTools. Also, many of our customers struggle with ownership control of specific data elements, such as Driver’s License, that they may not want to replicate all the data sharing that exists today. Finally, customers told us they want an uninterrupted business process flow, but they don’t want to be constrained by one application in a database being unavailable, resulting in all applications being unavailable. The preferred solution appeared to be one which facilitates a near real-time, asynchronous approach.

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Therefore, the key technical requirements include:

• Provide standard integration points customers can utilize across a variety of business processes

• Provide a loosely-coupled solution, to minimize down-time

• Handle conflicts with shared data between HCM and CS

• Design supporting the flexibility to integrate with HCM releases (9.0, 9.1, 9.2) and, potentially, other HCM products, such as the new Fusion products

• Introduce release independence, allowing future Higher Education specific enhancements to the Person Model

These are the key technical requirements we intend to support. Beyond these, we found that institutions have a wide range of business practice and technology solutions surrounding their shared person model.

Continuum of Support for Person Integration

The Campus Solutions customer base, while largely using a shared single instance of HCM and Campus Solutions, includes many examples of institutions that have chosen to implement these two applications in separate instances. Their approaches to integration fall along a continuum; from no synchronization of person data to efforts to keep all the bio-demo data about the individual synchronized between (or among) the key systems of HCM and Campus Solutions. Therefore, we think the greatest benefit we can provide our customers is to approach building this solution as a continuum of support, giving customers flexibility and choice.

Conceptual model of continuum of Person Integration

Physical approaches to the synchronization effort vary widely too; from nightly flat file updates, to database links, to asynchronous messages, to manual data entry.

Because one size doesn’t fit all, Oracle’s planned approach is to ensure customers are aware of the tools, the utilities and the integration options available to them so customers can determine which model of integration best supports their business. Our approach provides:

• Flexibility capable of supporting each institution’s unique business process requirements

• Choice in the solution approach because Oracle is not prescribing a solution

• Delivered Tools and Frameworks

• Capability for institutions to configure the way they need to do business

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• Design patterns and best practices documents to provide guidance and assistance

The planned result allows customers to run CS and HCM in separate database instances with delivered integration points so that equivalent product functionality, functional integration, data integrity, and consistency of processing are maintained.

Customer Profiles and Supported Integration

As noted, most customers today run a single combined CS and HCM instance. There are a number of customers who have, on their own, separated production instances of CS and HCM, and have defined their own custom integration to support this. As part of this initiative, we plan to consider the following customer scenarios:

• Combined HCM/CS 9.0 – Customers running a single combined HCM 9.0 instance who are planning upgrades to HCM 9.1 at some point in the future

• Custom separated CS and HCM – Customers running separate instances with custom integration that may include CS 8.9 and HCM 8.9, CS 9.0 and HCM 9.0, or other similar combination, and who are planning upgrades to CS 9.0 and HCM 9.0 or HCM 9.1

• New Installs – New customers implementing CS and HCM for the first time (9.0 or 9.1)

Customers who are planning upgrades to HCM 9.0 or 9.1 are taking into account the Oracle Lifetime Support Policy dates for those releases. Remember, the CS 9.0 release is on a “perpetual” support schedule. Each January, the support date for CS 9.0 is pushed forward another 12 months. Please see Oracle’s update to the Technical Support Policy document (September 15, 2010) that Extended Support fees have been waived for the first 12 months. This means that HCM 9.0 customers have Extended Support for HCM 9.0 through December 2012, at no additional cost.

The support plan for the separated HCM and CS instances is:

• HCM 9.0 to CS 9.0

• HCM 9.1 (released in Q4 2009) to CS 9.0

• CS 8.9 to HCM 9.0 is not planned

• CS 8.9 to HCM 9.1 is not planned

• Integration of multiple CS 9.0 instances to HCM 9.0 (or 9.1) is not planned

The following caveats and some exceptions should be noted in the course of developing these solutions:

• Some business process changes may be required to achieve the equivalent functionality in the context of separated instances.

• Support for equivalent functionality may require several Phases of this initiative to deliver.

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• Some functionality may not be supported in all solutions.

• Not all integrations will be mandatory so customers may have some choice about what integrations they want to implement.

Solution Architecture Approach

The existing shared instance enables a user to update biographic or demographic data on an individual in a single place (Campus Community or HCM person components), and those changes are immediately reflected elsewhere in the online system so that a single record for person data is automatically maintained. To achieve similar functionality when there are separate instances, customers will need to deploy bi-directional integration. This means that when data is changed in either instance, the other instance is synchronously updated. This synchronicity demands a tightly-coupled environment that has the same limitations in terms of independence that we are attempting to overcome in this initiative. There is some risk inherent in synchronous integration. One of the most concerning is the likelihood that data will get out of sync between the two instances. In that case, the IT staff and user community have to deploy processes to ensure data is synchronized. Because PeopleTools row-set-based messaging architecture would not robustly support bi-directional integration without undue or unsupportable risk of data de-synchronization, Oracle chose to leverage a robust Master Data Management product, the Higher Education Constituent Hub (HECH), to provide a full bi-directional solution for customers.

NOTE: The HECH is a separate product available from Oracle. You can get more information about this product later in this document and on My Oracle Support.

On the other end of the continuum from bi-directional, synchronous integration, some customers are leveraging batch file updates on a frequency dictated by the critical nature of the information being synced. They follow data ownership policies which dictate which department’s update will “rule” and update the other instance accordingly. For some business processes, this hourly, nightly or weekly syncing of bio-demo data is deemed appropriate.

To this end, we plan to document and provide support for three approaches to synchronizing core person data (and supporting tables and security profiles) between HCM 9.0 and 9.1 to CS 9.0. Since Oracle has delivered a solution for bi-directional support (the HECH), the Campus Solutions team focused our attention on aspects of the continuum that leverage “direct” integration.

Tools to Support CS to HCM Integration

There are a number of web services and other utilities that the CS and HCM teams plan to deliver to support the integration. Some of these tools already exist; others are being enhanced. The chart below lists some of the tools that customers either have available now or which Oracle plans to deliver.

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The categories of these tools include:

• Person_Basic_Sync – the core service that enables publish and subscribe for Person data

• External Search/Match Services – delivered in CS 9.0 FP1 that enable searching against a separate instance of HCM or against a data hub, such as HECH

• HECH services – includes Constituent Web Service that was delivered with CS 9.0 FP1 that enables publish and subscribe to person data, as used by the HECH

• Set up Table EIPs – supports publication of the data values in the core set up tables needed by both HCM and CS

PLANNED TOOLS TO SUPPORT HCM / CS INTEGRATION

TOOL DESCRIPTION PLANNED AVAILABILITY

Person Basic Sync Core person data between CS and HCM FY2011

Workforce Sync Workforce related data between CS and HCM FY2011

HCM set up messages Set up tables, one-way integration FY2011

External Search / Match Finds existing person records in separate database FY2011

Application Portal Aggregate navigation for HRMS and CS FY2011

Application Portal Related Content functionality (embedded

navigation support for HCM and CS)

With Tools 8.5

Extended Person data messages Extensions to Core person data (e.g., Driver’s

License)

HCM Future

Constituent Web Service / Affiliations Core person data with SA extensions, sourced

from CS

FY2011

HECH Master Data Management solution that supports bi-

directional update

Now

HECH-specific transformation, routings

and logic

Support for CS – HECH integration FY2011

Reconciliation reports and utilities Assist with reconciliation efforts Future

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Three Approaches to Support Integration

Oracle plans to deliver tools, utilities and documentation to support the integration of core bio-demo data and set up table information. Customers will have choice as to how much or how little integration they feel is necessary to deploy. Our goal is to provide enhancements to the tools (e.g., delivered services and handlers) and create comprehensive integration guides to allow the customer to implement the integration that fits their business needs. After considerable technical analysis and conversation with customers, we plan to support three approaches to integration.

Owner / Subscriber

In an Owner/Subscriber architecture, the institution defines one system as the point of entry and maintenance for Person data, and the other system as a subscribing recipient of that same information. The full Person (bio-demo) data set is replicated in the subscribing system and kept synchronized via published updates from the Owner/point-of-entry system.

For example, an institution defines Campus Solutions as the Owner, and their instance of HCM 9.1 as the Subscriber. When adding a new person to the system, an administrator might navigate to the Campus Solutions Add/Update a Person component and elect to add a new person – for example, Bob Jones. The administrator adds Bob Jones’s name, an address, email and phone number, and saves the record. This information, including the created EMPLID, is published to HCM 9.1 and Bob Jones now exists in both the CS and HCM instance. Later, Bob needs to change his phone number – the administrator would again navigate to the Campus Solutions Add/Update a Person component, make the appropriate change to the phone number, and click Save. The updated phone number is published to the HCM instance, and the data is kept synchronized between the two systems.

The primary tool behind this synchronization is one that has been in the CS/HCM instance for some time, but which has been enhanced and expanded to better serve a separated HCM/CS environment: PERSON_BASIC_SYNC. PERSON_BASIC_SYNC is a service provided by HCM that, prior to the CS/HCM instance separation, focused on publishing Person bio-demo data from CS/HCM as the system of record out to external systems. It is used internally as the logical API between HCM and CS: for example, the Campus Solutions Constituent Web Service (delivered in Feature Pack 1) actually subscribes to the PERSON_BASIC_SYNC service, enriching it with certain CS-specific attributes before exposing it to external systems. This, historically, accommodated the logical separation/physical integration architecture of CS/HCM, allowing Campus Solutions to enrich and modify the publication of Person data (e.g., with Campus Solutions-specific attributes or values) without requiring impact or modification to the extensive number of places from where PERSON_BASIC_SYNC is published throughout the HCM suite.

For the CS/HCM integration project, Campus Solutions and HCM have worked together to enhance the PERSON_BASIC_SYNC capabilities to now include a larger data set (including

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Person global records, as well as the Campus Solutions person-attributes table PERSON_SA) and deliver and support subscription handlers. Now, for the first time, PERSON_BASIC_SYNC can subscribe to incoming Person data from an external source.

In addition to the core bio-demo data encapsulated in PERSON_BASIC_SYNC, the Person integration makes use of enhanced versions of existing integration services for Person Diversity, Disability and Visa and Citizenship, presenting a full and complete snapshot of the individual that can be shared and messaged between instances.

Of course, when speaking of shared populations between Campus Solutions and HCM, there are processes that rely on not just data about the Person, but also on information about the Person’s job; for example, an Instructor is both an employee on campus, as well as an important part of the Campus Solutions population, and in assigning an instructor to a class, elements of job data are important attributes to be considered. Since that job data will no longer be mastered in a combined HCM/CS instance, you will be able to take advantage of a new, enhanced version of the WORKFORCE_SYNC message to populate appropriate and needed job data in Campus Solutions transactions and processes.

As part of its best practices around the instance separation, Oracle is recommending and supporting an Owner/Subscriber architecture in which Campus Solutions serves as the owner, and HCM serves as the subscriber. Institutions rely on Campus Solutions to intake large and varied high volume data loads – ISIR loads, Test Score loads, application loads, etc. Campus Solutions currently provides the capability to take in these loads, and publish the data out to external systems via PERSON_BASIC_SYNC.

As noted elsewhere, while the goal of the CS/HCM integration is to minimize the impact on customers’ existing business processes, some processes will be affected. In an Owner/Subscriber model, the entry and maintenance of Person data may be impacted to a varying degree depending on your existing procedures and policies.

Adding a new employee, for example, may require some modifications in the navigation and/or data entry procedures that you currently use. In the example above, Bob Jones was added as a new Person; more specifically, he was added as a new Employee. An HR administrator would not be able to navigate to the HCM 9.1 Add_A_Person component in an Owner/Subscriber model, because Campus Solutions was established as the defined owner and point of entry. If the HR administrator adds Bob Jones in the HCM system, an HCM data instance would be created with no synchronization or publication of the data to Campus Solutions. Instead, the administrator would need to navigate to the Campus Solutions Add/Update_A_Person component in the CS instance, and add and save the core bio-demo data there.

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CS component, used to initiate an Add a Person action for Employee

The administrator would then navigate to the Modify a Person component in HCM 9.1 to complete entry of the HCM-specific data not maintained in the CS Add/Update A Person Component.

HCM component, used to complete Add a Person action for Employee

The impact on business processes (specifically, user data entry) can be ameliorated through the use of some of the inherent capabilities of portals. The concept of “navigation aggregation” simply means that the navigation defined in your portal in the left-hand or drop-down menu can include links to components in both your CS and HCM instance. This is true of the standard

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Application Portal in which PeopleSoft products are deployed, as well as the PeopleSoft Enterprise Portal.

For example, if you have defined a business process in which administrators create and maintain Person data in the CS Add/Update a Person component, but you don’t wish to require your administrators to log in separately to your CS instance, you can deploy a navigational link in your HCM 9.1 application portal structure that, under the covers, directs users to the CS component. The end user never knows, nor has any functional need to know, that they are navigating to a separate database.

Navigation illustration using HCM 9.1 Application Portal with Campus Solutions CREF

The user completes the Add or Update Person action, and then clicks on the next link in the menu they need to complete their business process.

Customers deploying PeopleTools 8.5 have even greater flexibility with the availability of Related Content. This capability allows institutions to embed a component as “related content” within another component, so that users can step through multiple components without having to navigate externally.

Let’s use the Manage Hire scenario described above as an example. The most basic configuration of an integrated CS-HCM instance might require the user to log in to Campus Solutions, navigate to the CS Add/Update a Person component, enter the new hire’s bio-demo data, then log into the HCM instance, navigate to the Add Employment Instance component, search for the newly created EMPLID, and complete the job data entry. Using aggregated navigation in the portal, you can minimize the navigation effort by removing the need to log in separately to Campus

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Solutions, masking the separated instances from the end user. With Related Content, you can actually include the HCM Add Employment Instance and any other desired components as frames within the single Add a Person transaction.

Navigation illustration using CS component with Related Content for HCM content

In the Owner/Subscriber model, as described above, a range of Person bio-demo and other data is synchronized between the systems. That data is:

• Person

• Names

• Addresses

• Phones

• Email Addresses

• National IDs

• FERPA Flag

• Disability

• Ethnicity/Diversity

• Citizenship

• Passport

• Visa/Permits

• Job

• HR Operator Defaults

• User Profiles

Benefits of the Owner / Subscriber Model

The Owner/Subscriber model provides the model that most closely simulates the current HCM environment in that all persons exist in both the HCM and CS instance. Customers who choose this model are those who want to maintain not only the single EMPLID for each constituent (regardless of their current role with the institution) but also want to keep their core bio-demo data synchronized. Many institutions have a significant number of employees who become (or have been) students as well as students and alumni who become employees as student workers, or after they graduate. Institutions that follow this approach can have greater confidence that

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they will have a consistent set of information about a person across employee, student and alumni interactions. Keeping the core bio-demo data in sync enables the institution to do a better job of detecting existing persons (potential duplicates) in the CS or HCM instances before they add a new record in CS. Once institutions have established the technical integration and the policies and security profiles to support using Campus Solutions as the system of record for all core person data, they will make some relatively minor adjustments in the PSFT navigation for the person maintenance business flows to achieve a single person record. Finally, the majority of the new person records added on a campus are fed in through data loads pertinent to Campus Solutions (test score loads, ISIR loads, prospect loads), so this approach of having Campus Solutions as the owner and HCM as the subscriber supports this expected person data flow.

The benefits of this approach include:

• Reducing the likelihood of adding duplicates to either HCM or CS instance because the same bio-demo data is stored in both instances to support Search/Match

• Providing a consistent person record, shared between CS and HCM

• Ensuring a single EMPLID for each person

• Handling the large volume, batch loads of persons who enter through CS

Distinct Ownership

Unlike in an Owner/Subscriber model in which all Person data is replicated and kept synchronized between the Campus Solutions and HCM instance, many institutions have data ownership and governance policies that significantly restrict the ownership of employee versus student data. It is not unusual for schools to enter and maintain employee data in the HCM system and student data in Campus Solutions with little or no integration or synchronization between the two systems. For those members of the joint population who need to exist in both databases, bio-demo data is maintained manually in the separate instances. For example, a student-employee who needs to change her address makes that change in HCM, then makes that change again in Campus Solutions.

However, most institutions that operate under that model still desire to track and maintain a single EMPLID for members of that joint population. That EMPLID is the unique identifier for the individual on campus and often the basis for access and security, identity management, resource allocation, etc. Therefore, when adding a new person, whether in HCM or Campus Solutions, institutions want to ensure that they are not creating a duplicate record—that an EMPLID and bio-demo data does not already exist for the individual in the other system.

External Search/Match, a feature first delivered in Campus Solutions Feature Pack 1, has been expanded and enhanced to allow for the searching for and obtaining person records between instances of Campus Solutions and HCM. Users familiar with the long-standing Search/Match feature of Campus Solutions are already aware of its ability to identify possible duplicate entries in the Campus Solutions system based on criteria and parameters set by the institution. A user

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enters data to create a new Person either in the Search/Match component or in the Add Person component with the Search/Match triggered at Save time. When a possible duplicate or duplicates are identified, the records are displayed. If one of those records is identified as being the same individual, the user simply carries or “fetches” that person’s data into the component or transaction.

External Search/Match extends that ability to search against, and fetch from, an external source. In Feature Pack 1, that external source was limited to a master data management hub. With Feature Pack 4, users can now define the external source as a hub, an instance of HCM 9.0, or an instance of HCM 9.1. And, you can define the same external sources in your HCM instance – the capability is being extended to and delivered in HCM 9.0 and HCM 9.1 so that you can conversely identify CS as a source external to your HCM instance.

For example, you are running HCM and Campus Solutions as separate instances at your institution under a model in which data ownership is rigorously enforced by HR administrators for Employees and Registrars for student data. As a registrar, you need to enter a new student, Roberta Langston, into your Campus Solutions system in order to allow her to enroll for classes in the Fall term. As part of your business process to ensure a minimization of duplicate entries, your first step is to navigate to the Search/Match component, and enter a subset of the student’s information that would allow you to identify a potential previously existing record. That might be the student’s first and last name, street address, and/or social security number.

Because you have configured your External Search/Match functionality to search both internally (i.e., the Campus Solutions records) as well as externally (i.e., your HCM instance), the system first compares against Campus Solutions person records to identify if a similar record already exists locally. If not, the system then searches against HCM. There, a match is found. It turns out Roberta is already an employee at the institution and now enrolling for classes.

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Roberta Langston in the HCM Instance

External Search/Match Results in CS

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Detailed Results, including external EMPLID (Universal ID) to be Imported

Rather than creating a new record, or even needing to reenter the data in Campus Solutions, you can simply choose to “fetch” or import Roberta’s record from HCM – all of her bio-demo data, including her EMPLID, will be pulled to Campus Solutions, and a record will be created for her there with this fetched data. Roberta now exists in both HCM and Campus Solutions, with the same EMPLID. Going forward, Roberta will need to be sure to maintain any changes in both systems, since from this point forward, no further synchronization is taking place. But that single EMPLID has been maintained.

In the Distinct Ownership model as described here, the Fetch operation of the Search/Match service will pull over core bio-demo data to create/populate the new record in the searching system:

• EMPLID

• Names

• Addresses

• Phones

• Email Addresses

• National IDs

• FERPA Flag

• VA Benefit

Benefits of the Distinct Ownership Model

The Distinct Ownership model provides the simplest solution for CS-HCM EMPLID synchronization, with the acknowledgement that the customer does not intend to use provided messaging to synchronize core person data. Customers who choose this model are those who see the value in having a single identifier (EMPLID) for each individual, but are confident they can

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manage personal data updates independently, without a significant impact on service provision to their constituents. They may already have well-defined interfaces to external systems, clearly specifying when HRMS is the system of record for person data and when CS is the system of record. They may have manual processes in place to sync up key pieces of personal data (such as Name) or they may choose to complete an automated synchronization via some other integration approach, at a frequency that makes sense for their population. They see the benefit of using External Search/Match to identify if an individual exists in either instance, as well as being able to seed the core person data for a new person, via the Import capability of External Search/Match. They also want to maintain the ability for employees to continue to use the HCM self service capabilities.

The benefits of this approach include:

• Simplifying, or possibly eliminating, the need to define data governance policies between HRMS users and CS users of personal data – each business office “owns” their own data

• Continuing to deploy HCM Self-service for employee personal data updates

• Continuing to deploy the hire process, including the Recruiting-to-Hire process as it exists in HRMS with no required changes in navigation

• Eliminating the need for IT support for message-based integration

Higher Education Constituent Hub (HECH)

Many institutions today are recognizing the complexities of managing Person data across the broader academic enterprise. Although Campus Solutions or HCM may be a primary point of data entry and maintenance for person data, they may not be the only point. More importantly, many institutions want to be able to add or update person data in any of their systems and have that data flow between systems as needed or as defined by their data governance policies on campus.

For example, Alona Bondarenko is hired as an employee. Alona decides to enroll in classes and becomes a student. Because she is an employee, she applies for a parking pass. Because she is a student, she applies for a library card. Each of those systems needs to know about Alona. Some of those systems may be able to update her data, and some of those systems may need to be able to receive those updates.

The Higher Education Constituent Hub (HECH) is a master data management solution based on Oracle’s Siebel Universal Customer Master. The HECH enables complex data management of person information across the enterprise and the ability to define strict data governance rules that dictate which systems can update which data—thereby creating a “golden record” that contains the best, most correct, most current information about a person across your enterprise. In the context of CS-HCM integration, the HECH can provide robust bi-directional integration, so that you have full flexibility to update Person data in either CS or HCM, as needed. Referring back to

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some of the examples above, when creating a new Person, you would create that Person in the system that needs that data.

Let’s take Alona Bondarenko as an example again. Alona first enters your institution as an employee. Therefore, she is created in your HCM instance through the Add A Person or Manage Hire transaction, as dictated by your business practices. Unlike the Owner/Subscriber model, she doesn’t need to be added via your Campus Solutions instance. However, you can make use of the delivered External Search/Match functionality to search against the HECH and make sure that another system on campus has not already created a record for Alona. Search/Match returns no hits, so Alona is entered fresh into your HCM instance, which then publishes her information out to the HECH.

HECH Results for persons

Later, Alona decides to enroll in a course at your institution. She takes her information to the Registrar, who enters Alona’s information into Campus Solutions. Since Campus Solutions has been configured to trigger a search against the HECH whenever a new person is entered, the External Search/Match identifies a possible duplicate there, and after further consideration the Registrar confirms that the Person in HECH is the same Alona Bondarenko.

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The Registrar then fetches the data from the HECH and a new record is created in Campus Solutions using all of the data pulled from the HECH (including the EMPLID if you have configured your system that way, although the use of the HECH allows for the creation and management of multiple individual systems ID’s across campus that are then federated into a single Universal Unique Identifier (UUID) in the HECH).

Later, Alona needs to make a change to her address. She navigates to HCM self-service, and makes the change. That information is updated in the HECH, which in turn publishes the update out to Campus Solutions, keeping the systems synchronized.

The HECH is a separately licensed product and is not delivered as an inherent part of the CS-HCM integration solution set. However, as part of the CS-HCM instance separation project Oracle plans to deliver a set of delivered capabilities that we are calling the HECH Connector. This connector provides out-of-the-box transformations, logic and web services that allow for significantly faster and easier integration between Campus Solutions and the HECH. Institutions that anticipate a need for enterprise-wide integration of multiple sources of Person data entry and maintenance are encouraged to find out more about the HECH on Oracle.com.

The connector will allow for synchronization of the following CS data:

• EMPLID

• Names

• Addresses

• Phones

• Email Addresses

• National IDs

• VA Benefit

• Marital Status

• Education Level

• Place of Death/Death Certificate Number

• Affiliations (outbound to HECH only)

Benefits of the Higher Education Constituent Hub Model

The Higher Education Constituent Hub model provides the most comprehensive solution for CS-HCM core person data integration. Customers who choose this model are those who see the value in deploying a Master Data Management (MDM) solution for their campus ecosystem. The HECH provides the golden record for core Person data, rather than CS or HCM. The HECH follows the data governance rules that you define to subscribe to updates of Person data from source systems (likely including CS and HCM). It also publishes updates to subscribing systems, enabling a consistent person record across all campus systems that need that data. The HECH enables true bi-directional maintenance of the mastered data and provides more sophisticated Search/Match capabilities and optional address cleansing functionality.

The MDM approach to integration:

• Delivers a single, authoritative source for Person data across all campus systems

• Provides minimal disruption to existing business processes

• Manages a universal ID, mapped to EMPLID values

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• Leverages other capabilities of the HECH, including more comprehensive Search and Fetch operations and optional address cleansing

Scope of Data to be Exchanged in Phase 1 of the CS-HCM Integration Project

The data represented in the planned CS to HCM integrations can be summarized into the following five general categories:

• Core Person (Name and Contact information)

• Constituent Data (extended person related information)

• Payroll (objective is the potential for support of Student Refunding and Financial Aid work study)

• Job data

• Setup data (HRMS setup tables)

These are the data elements planned to be included in messages to support integration of core bio-demo data as well as User profiles (security):

• Person

• Person Name

• Person Address

• Person Phone

• Person Email

• Person National ID

• Person Diversity

• Person Historical Data (Marital Status, Veteran, Country specific, Photo)

• Person Identification Data

• Person Citizenship

• Person Visa Data

• Search/Match

• Payroll (specific elements TBD)

• Job

• User Profiles

These are the data elements planned to support integration of set up table values:

• Country Table

• States Table

• HCM Business Units

• Company Codes

• Departments

• Job Codes

• Locations

• Regulatory Regions

• SetIDs

• TableSet Controls

• National ID Types

• Address Types

• Name Prefixes

• Name Suffixes

• Name Titles

• Name Types

• Name Formats

• Visa Permit Types

• Visa Permit Documents

• Citizenship Status

• Ethnic Groups

• Holiday Schedules

• Major Codes

• POI Type, Person POI Type

• Job Position

• US Standard Occupational Codes

• Person Org Assignments

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Student Refunding

Customers using PeopleSoft Payroll for refunding to their student population can continue to do so as long as they maintain North American Payroll in the CS instance. This means that customers will need to apply Payroll maintenance to the CS instance. Oracle has no plans to provide supported integration between Campus Solutions and an external Payroll system, including PeopleSoft HCM Payroll.

We plan to support student refunding through Accounts Payable (AP) and we plan to deliver the capability to handle direct deposit within AP for customers moving to the separate instances. The enhancements to provide better support for the AP refunding solution are planned for a later Feature Pack.

Documentation

In addition to updated PeopleBooks, we plan to create several Developer Guides that will provide support for customers implementing the integration between CS and HCM. The intent is that these Guides will provide a comprehensive outline of how to use the various services and utilities from Oracle to achieve the desired integration configuration. The Guides we plan to deliver are:

• Campus Solutions – HCM Integration White Paper

• Implementing Integration of Set Up Data between CS and HCM

• Implementing Person Bio-Demo data Integration between CS and HCM

• Implementing External Search/Match between CS and HCM

• Implementing CS Integration with the Higher Education Constituent Hub

• Implementing Portal Navigation aggregation for CS and HCM Integration

Next Steps

Customers will want to evaluate the level of integration that is needed for their institution. The business owners on campus will need to coordinate the analysis and decisions about how they should best manage the Person data on campus: Which data must be kept in sync, if any? Who is the “owner” of each Person data element considering the affiliation of the person to the institution? How many other systems on campus need to know that particular data? How should EMPLIDs be managed? Our intent is that the Guides will assist customers as they make the individual decisions that will then point to the desired level of integration. From that point, they can deploy the services and other tools to realize that integration level.

With the adoption of the continuous delivery model, allowing CS to operate independently of an HCM instance is fundamental to the future of Campus Solutions and to the new release model. Achieving this separation and resulting integration permits customers and the CS team to

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develop, deploy and upgrade new functionality independently. Oracle’s goal is to maintain equivalent functionality for business process while creating the infrastructure for growing the student and alumni product of the future.

Conclusion The planned enhancements included in Feature Pack 4 under the new Continuous Delivery Model illustrate Oracle’s commitment to bring a forward-thinking approach to how we provide enhanced capabilities for our customers. The technology evolution is illustrated by the introduction of a new architectural model for Campus Solutions and PS HCM. This evolution is enabled by extending the services-based integration in the planned Feature Pack 4, as well as in enhancements delivered by the HCM team. We encourage both the Campus Solutions users as well as the HRMS users to evaluate the content of this Feature Pack and the related HCM maintenance bundles for applicability to their business processes. Remember, the need to clone the HCM 9.0 database and create separate instances for CS 9.0 and HCM is driven by the customer’s desire to deploy HCM 9.1; the HCM 9.0 single instance continues to be supported according to Oracle’s Lifetime Support Policy.

Feature Packs allow Oracle to deploy functionality around a particular initiative in a phased approach, providing more flexibility for the customer as they attempt to deploy the new capabilities in right-sized increments.Customers should expect additional enhancements to support CS to HCM integration in future maintenance.

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PeopleSoft Campus Solutions 9.0 Feature Pack 4 Value Proposicition October 2010 Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Worldwide Inquiries: Phone: +1.650.506.7000 Fax: +1.650.506.7200 oracle.com

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