Q How do I access Oracle?
Oracle is accessible anywhere you have the internet. Simply go to our website www.middlebury.edu or www.middlebury.edu/institute/ and there’s a link to access Oracle in the top left hand corner and bottom right under quick links, titled “Oracle Cloud.”
Q Do I have to be on campus to access Oracle?
No, you do not have to be on campus to access Oracle. It is a web-based system, accessible from any internet device. You will need to enroll in the multifactor authentication to protect your information. More information on multi factor authentication here.
Q What’s the best internet browser to use to access Oracle?
Firefox is the recommended internet browser to utilize Oracle.
Q Is there an APP (application) available to download to use Oracle for my smartphone or tablet?
No, not at this time. You can access Oracle via your smartphone or tablet using an internet browser.
Q Are the pay periods changing?
No, our pay periods will remain the same. Please click here to access the pay calendar.
Q Will People Admin be going away?
No, not at this time. Oracle does have a recruitment platform which is cloud based. We will be exploring the ability to utilize this feature in future phases of implementation. For now, we are focusing on payroll, benefits, employee, and manager self-service functions for go live. Oracle has a plethora of capabilities that we will continue to explore and potentially implement.
Q How much of this applies to Faculty?
Faculty, of course, will use Employee Self-Service for their own personal information. Also, if they are supervisors, they will utilize Manager Self-Service.
Q How is Oracle HCM different than BannerWeb
Overall, Oracle HCM will feel like a much more current tool, reflective of the way you conduct much of your personal business these days. There are some specific workflow differences that will be helpful to know before you start working in the system. We’ve described some of them on this chart.
Q What is Oracle HCM?
Oracle HCM, short for Human Capital Management, is Middlebury’s new human resources software. It will replace the HR functions we currently do in Banner. HCM is how we’ll handle time sheets, time away, benefits information, tax information, and many more aspects of our employment at Middlebury.
Q When will we start using HCM?
Middlebury employees (faculty, staff, and student workers) will start using Oracle HCM on June 16, 2020.
Q Why are we making this change?
Our current system, known as Banner, no longer serves our needs as a complex and growing institution. HCM is one of three major enterprise-wide cloud-software upgrades we’re making at Middlebury to improve our business processes. In 2019, we introduced Oracle Finance to manage all of our financial work and Blackbaud Raiser’s Edge for our Advancement office.
Q Will this be easier to use than the Banner system?
Any big change comes with a learning curve, so the short answer is that it might not be easier right away. But once you learn the system and get to practice it for a few pay periods, it will start to feel familiar and, yes, it will likely feel easier and more streamlined than what we were doing before. HCM is designed to be user-friendly, with an interface that feels more like the way we conduct our personal business online.
Q Is it true that hourly employees will have to sign in and out every time they leave and return to work?
No! However, the new system differs from our current Banner time sheet in that it asks non-exempt (hourly) staff in VT and all hourly employees in California (due to state labor laws) to log which hours they’ve worked when they fill out their time card (as opposed to duration of time worked). They can do this daily or weekly, or any time they wish prior to the deadline for approving time.
Q Who will use HCM?
Every employee at Middlebury will use HCM in some manner. It’s how we’ll manage every aspect of our employment, including time sheets, absences, benefits, tax information, and more. After our HCM functionality is complete, we will stop using Banner for human resources functions.
Q Does this save the college money?
Yes! By working together with the two other colleges of the Green Mountain Higher Education Consortium, Champlain College and St. Michael’s College, Middlebury is saving and avoiding significantly over the costs of going it alone. In 2019, for example, Middlebury saved more than $4 million. These savings help secure Middlebury’s financial health and allow us to redirect spending into programs that support Middlebury’s world-class education.
Q How did we choose this software?
The selection of this new technology followed an extensive evaluation process, which started in 2016, in which more than 250 employees across all three colleges participated through surveys, listening and requirements gathering sessions as well as product demonstrations.
Q Where do I go for help?
There are a number of options for help, depending on your needs. Visit our support page for details.
Q What is Employee Self-Service?
Employee Self-Service is essentially Banner Web. All of your individual information is housed in employee self-service. You are able to view and edit your tax information, directory, direct deposit, benefits, and more. This is also where the “Expenses” application is housed – which is the application you use to request and submit business expenses for review and approval.
Q What information is coming over from Banner Web to Oracle?
All of your personal information with the exception of your emergency contact information is being migrated from Banner Web! You will need to go into Employee Self-Service and add your emergency contact information soon after Oracle launches.
Q Will my previous timesheets be available in Oracle?
No, only timecards submitted in Oracle will be available for viewing. Banner Web will still be available to view your previous timesheets.
Q How to I submit my resignation or retirement?
Information on leaving Middlebury College employment can be found here: Resigning from Middlebury
Refer to the Submitting a Resignation Guide for the process in Oracle HCM.
Q How do I enter time in Oracle?
Please see the video guide for instructions on how to enter your timecard.
Q Do I enter my total hours worked as I did in Banner Web?
No, in Oracle you enter your time differently if you are a non-exempt (hourly paid) staff employee in Vermont. You will enter the time you began work and stopped work. Essentially, time in and time out. There is no swiping that you will need to do. You will also include unpaid breaks in your time report. Shift differentials will be calculated automatically based upon actual hours worked. If you are a student employee in Vermont, you will continue to enter the total hours worked, not including any unpaid breaks. For California non-exempt (hourly paid) staff and students, the process of entering hours worked remains the same.
Q Will exempt (salaried) employees be required to submit a timecard?
No, with Oracle salaried employees no longer are required to submit a timecard. Salaried employees will need to request absences via the absence module.
Q Will employees (non-students) need to enter their breaks?
Yes, non-exempt (hourly paid) employees must account for unpaid breaks in their timecards. Unpaid breaks are typically meal breaks. Paid breaks are normally 15-30 minutes or less.
Q Will the system start a new timecard automatically for employees?
No, the system will not automatically create a new timecard for an employee. Employees will need to create a new timecard for each pay period.
Q Can I submit a comment to my supervisor when I submit my timecard?
Yes, you will be able to add a comment via the comment section in an open timecard.
Q I have more than one job at the college; do I have to do more than one timecard?
No! You will have one timecard to complete and submit for approval. When you complete your timecard, it will have a drop-down list of your available jobs for you to select which job you are entering time.
Q What happens if I make an error on my timecard?
You can correct/edit any timecard from a pay period within the last 28 days, even if it has already been approved and gone through payroll. Simply log into Oracle and click the timecard you wish to edit. Make the necessary changes and re-submit the timecard to your supervisor for review/approval. If you are owed any hours or adjustments, they will be made and processed in the subsequent paycheck(s).
Q How do I make sure that I receive the correct shift differential pay for hours worked between 6:00pm-12:00am or 12:00am-7:00am?
Simply enter the hours in your time card with the correct start and stop times. Shift differential pay will calculate automatically, as needed, based on start and stop times.
Q Can you submit a continuous absence request in “basic” mode of the absence module in Oracle?
No. you must use the “advanced” feature in the absence module to request a continuous absence.
Q Will CTO disappear from the drop-down menu when an employee requests an absence if they are out of CTO or do not have enough CTO time in their “bank?”
No. CTO will remain an option even if employees do not have enough time in their bank or have no CTO at all for use. This means that there will need to be a check and balance approach to reviewing/approving requests for time off.
Q If an employee requests time off that is approved and subsequently the employee changes their mind or their schedule changes, can they or their manager edit this?
Yes, both the employee can “withdraw” their request via the absence module in Oracle or their supervisor can do this for them as well.
Q If an absence is approved can it be deleted?
Oracle allows employees to “withdraw” absence requests or edit them. Each time an employee changes their request, it will route to the supervisor for review/approval.
Q What if I call-in sick? How do I record this?
Same as any other absence. Once you are back at work/able to request the absence via the absence module in Oracle you can backdate a request. Your supervisor can also do this, assuming that you are unable to do this before the payroll deadline.
Q Can I request less than a full day absence? How do I do so?
Yes, an employee can request as much or as little time off; a full day, partial day, etc. Expand the Duration field and enter the specific number of minutes or hours that you are requesting to be off.
Q How will I know when an employee requests time-off or submits their timecard for approval?
You will receive an Oracle generated email that notifies you that an employee has requested time-off, or submitted their timecard, or performed another task in Oracle that may require your review and approval. Some other items that your staff may complete may be sent to you as an FYI and do not require any action from you.
Q My employee is out sick unexpectedly. Do I need to do anything in Oracle?
It depends. If it is a day in which payroll is due, you may need to submit an absence on their behalf and approve it. If it is not a day in which payroll is due, you do not need to do this. The employee can retroactively request CTO/SLR, and you will be asked to review/approve this.
Q My employee has more than one job at the college. I only supervise one of their jobs. Do I need to coordinate with their other supervisors to approve their time?
You will only be able to approve the time for the job in which you directly supervise the employee.
Q Will I still use PeopleAdmin for recruitment and job description purposes?
Yes, at this time we will continue to utilize PeopleAdmin for recruitment and to house job descriptions.
Q I have a delegate(s) setup currently in Finance for approvals. Will I need to set up additional delegates for timecard/absence review and approvals?
Yes, you will need to enter a new delegate request via the roles and delegation’s application in the employee self-service module.
Q Can a non-exempt staff member be assigned as a delegate?
Individuals do not need to be exempt to be assigned as a delegate in Oracle.
Q If I am a manager and manage employees in both Vermont and California – will I have to do anything special to see them?
No! You will receive the same notification via the “bell” icon and an e-mail when your employee submits a timecard for review/approval or absence for review/approval.
Q Will Oracle send reminders to employees to enter their time?
No, the system will not send reminders. Reminders will continue to go out via e-mail message.
Q How do I submit a resignation or retirement for a direct report
When an staff member notifies their supervisor that they plan to leave their employment at Middlebury, the supervisor should enter the resignation into Oracle HCM.
See Staff Resignations for more information and a checklist of actions for managers.
See Employee Terminations Reference Guide for actions to take in Oracle HCM.