Future-Ready: Upskilling IT from Legacy System to Oracle Cloud

Introduction

Oracle Cloud is rapidly gaining traction among colleges and universities seeking robust, cloud-based solutions for finance, human resources, student lifecycle management, and beyond. In a recent working group of higher education leaders in the HESS (Higher Education Systems & Services Consortium) community, participants discussed the implementations' promise and pitfalls, emphasizing the need for proactive planning, cross-functional collaboration, and a forward-thinking change aptitude for IT staff.

This paper distills a few key themes that emerged from those conversations. While the observations originated in real institutional settings, they are presented here as generalized guidance for higher education leaders. By examining common misalignments in system design, the evolving role of IT, and the organizational changes required for success, institutions can bolster their Oracle adoption and lay the groundwork for continued transformation.

Identifying and Articulating Software Gaps

Oracle provides a comprehensive suite of standard configurations—often termed “out-of-the-box (OOTB)” or “vanilla”—yet these defaults do not always cater to the complex workflows of colleges and universities. While many system extension concepts are broadly applicable across such institutions, the detailed implementation may vary depending on the specific application.

An example of this gap is the collection of faculty hiring letters. The system’s out-of-the-box functionality does not support this process. Although Drivestream offers a custom design to collect recommendation letters during recruitment for select applications, some colleges and universities require these letters to be collected with every application.

Software design and real-world campus processes sometimes fail to align, and friction arises. Administrative teams become frustrated, candidates encounter extra hurdles, and IT must develop cumbersome workarounds. The key is recognizing these gaps early—through robust discovery sessions with front-line staff, focus groups, and prototyping—and configuring or extending Oracle to mirror institutional practice whenever required.

Practical IT Engagement and Upskilling for Cloud

A frequent misconception about cloud-based systems is that they reduce the need for IT involvement. While infrastructure tasks (e.g., server maintenance) may diminish, IT’s role in strategic configuration, integration, reporting, and technical troubleshooting remains pivotal.

• Early Engagement: Many institutions learn that bringing IT in late can compromise outcomes. IT must be part of the initial design to meet institutional requirements, from data migration to security configurations.
• Evolving Skill Sets: One CIO of the HESS community noted that IT teams must adapt to new cloud responsibilities. Rather than focusing on on-premise patching, staff must develop expertise in cloud management, reporting frameworks, and integration tools.

In short, Oracle’s shift to the cloud does not sideline IT; it gives it a more strategic role that can shape long-term success.

Managing Organizational Change During the Implementation

Moving from legacy systems to Oracle reshapes processes, departmental interactions, and job responsibilities. The shift is rarely seamless. In discussions among chief information officers (CIOs) and functional leads, participants repeatedly stressed the need for clear communication and strong governance structures to coordinate the moving parts.

• Preparing for New Workflows: Finance, HR, and student-services teams have unique requirements. Involving them in roadmap discussions from the outset fosters both awareness and ownership.
• Internal Communication and Training: Institutions should be transparent about what Oracle will change, how teams will collaborate, and where staff can go for help. This often entails creating new communication channels—such as integrated ticketing systems—and robust training initiatives.

Developing the Right Skill Sets for an Oracle-Driven Institution

The technical and analytical competencies required to run a modern, cloud-based ERP differ from on-premise legacy systems. Leaders across functional and technical departments find themselves needing to cultivate—or hire—professionals who have the following skills:

1. Data Query and Reporting Tools:Even though Oracle provides many dashboards and analytics capabilities out of the box, custom queries, data extracts, and reporting strategies are often needed.
2. Troubleshooting Mindset:Many issues in a live Oracle environment are resolved through thorough testing, familiarity with Oracle support resources, and systematic triage.
3. Version Control and Continuous Improvement:Quarterly updates from Oracle introduce new features, fixes, and workflows regularly. Institutions benefit from staff who can parse release notes, assess changes, and proactively manage adoption.

A structured approach to IT transformation is essential for institutions moving from legacy ERP systems to Oracle Cloud. The following table outlines key IT support areas and the necessary skill development for a successful transition:

Oracle Cloud skills, much like those from the client/server development era, vary in their learning curves. Some skills are relatively more straightforward, while others demand more technical expertise. For instance, Oracle Transactional Business Intelligence (OTBI) offers an intuitive interface and user-friendly guided workflows, allowing new users to grasp its functionality quickly. On the other hand, mastering HCM Extracts involves a more complex understanding of data extraction processes and integration techniques, resulting in a longer and more involved learning process.

Oracle is the primary learning source provider for upskilling. Oracle provides Cloud skills through its University Courses (mylearn.oracle.com, where a set of foundational courses can be accessed free of charge), documentation sites (docs.oracle.com), support sites (support.oracle.com), and customer forum sites (community.oracle.com).

Establishing or joining a peer-level association, such as the HESS organization, can be incredibly beneficial, as the members frequently have an open dialog to share information.

Drivestream enhances the client learning ecosystem by offering on-the-job training, train-the-trainer programs, access to the Drivestream Academy, and targeted training during the optimization phase. However, it remains essential for client organizations and individuals to pursue new knowledge proactively.

The IT team should also establish the critical role of business process analysts, who act as essential liaisons between the functional areas and IT. They translate regulatory, budgetary, and operational needs into technical requirements, ensuring the configuration stays aligned with institutional objectives.

While the traditional DBA and Sys Admin role will diminish as the data custodianship moves from an on-premises system to the Cloud, the role of a Cloud Administrator has emerged. The Oracle Cloud Administrator is the primary technical liaison between the customer organization and Oracle Cloud during the implementation and post-go-live phases. This role manages access, oversees environmental lifecycle tasks, coordinates updates, and ensures smooth technical operations across Oracle Cloud services. The role performs key responsibilities of:

Conclusion and Future Outlook

Oracle implementations in higher education are complex endeavors beyond mere technology upgrades. They require strong leadership, active IT collaboration, ongoing training, and an institutional culture that embraces change and innovation. The experiences shared in this paper illustrate that when teams identify process gaps, build the necessary skill sets, and foster cross-functional collaboration, the transition to Oracle Cloud becomes a catalyst for transformative change.

Looking Forward:

• Institutions should remain agile and proactive, continuously adapting to evolving campus and regulatory requirements.
• Regular reviews of Oracle’s enhancement roadmap and emerging trends in cloud technology will help ensure that Oracle environments remain efficient and effective long into the future.

By adopting a proactive, learning-centered approach and emphasizing early IT engagement, colleges and universities can successfully navigate the challenges of Oracle Cloud implementations and unlock its full potential for institutional transformation.