In response to a recent Financial Management Services (FMS) Learner Needs Analysis and iProcurement usability feedback from our 2021 Client Satisfaction Survey, FMS recognizes the need for “just in time” training for our user community. To that end, the FMS Financial Learning Solutions team will pilot a new software application with a limited number of iProcurement users this fall. The WalkMe in-application learning solution adds a “layer” on top of Oracle iProcurement, providing guidance to help users effectively navigate work processes and access helpful tips and other learning resources. 

Other Benefits of In-Application Training Tools

While new employee onboarding training courses delivered via STARS (Stanford Training and Registration System) provide foundational knowledge, offering a mix of in-application and web-based training enables users to leverage self-service training and:

  • Increase their engagement and adoption of financial system features
  • Reduce any potential transaction errors
  • Improve productivity and compliance with policies and guidelines

The WalkMe software offers a suite of in-application training options that will support the user community to complete financial transactions including:

  • Guided Demos: Provides step-by-step instructions so that users can successfully complete any task, end-to-end and in real-time (e.g., setting up iProcurement Preferences, creating non-catalog purchase requisitions, checking out a cart in SmartMart).
  • Helpful Tips: Offers just-in-time support by providing reminders, contextual information on certain processes or forms and links to resources outside of the system such as Fingate or a Stanford Services & Support Portal Knowledge Article. 
  • Notifications: Draws the user’s attention to important announcements that are either informational or require user action.

About the WalkMe Pilot and Participants

A four-month WalkMe pilot phase will take place this year, from August through November in the iProcurement area of Oracle Financials. During the pilot, FMS will continuously collect user feedback and make real-time improvements to WalkMe learning solutions. Additionally, insights gained from the pilot will help the Financial Learning Solutions team to develop plans for expanding WalkMe functionality to other Oracle Financial systems, such as SmartMart Contracts, PCard Verification and Expense Requests. Pending the success of the pilot, funding will be pursued to expand WalkMe to more users and more financial systems.

There are approximately 1,000 WalkMe pilot participants that were selected for this initial WalkMe pilot based on a diverse set of criteria including iProcurement usage (infrequent to frequent), roles, business unit or school, and years of service with the university. The pilot participants were identified using this criteria over a one-year period during the 2021 calendar year, and updated in March of 2022. Participants include requisition preparers and approvers and usage was defined as completing and submitting an iProcurement purchase requisition that was generated from Amazon Business, SmartMart Catalog Supplier or a non-catalog requisition.

Pilot participants will be invited and encouraged to submit their feedback through a customized Stanford Services & Support portal form that will be accessible only through the WalkMe software within iProcurement. The  Financial Learning Solutions team will use pilot participant feedback to provide assistance with the WalkMe application, improve the WalkMe solutions in real-time, and gather input for future WalkMe enhancements.

In July, FMS will be hosting information sessions for WalkMe pilot participants that will include a project overview, a review of pilot participant expectations and a WalkMe software demo. 

Currently, FMS can only accommodate a limited number of pilot participants. In the future, there may be an opportunity for additional pilot participants to join. If you would like to be added to a WalkMe pilot participant waitlist, please complete this form

Resources and Support

Learn More

Stay tuned to this announcement page for updates on the WalkMe pilot's progress and for links to new resources and materials to support the change. In addition, you can learn more in the following ways:

If iProcurement usage is not anticipated during or beyond the WalkMe pilot phase, should you participate?

iProcurement usage is required to participate in the pilot in order to provide feedback to the Financial Learning Solutions team. If you don’t anticipate using iProcurement during the pilot, please complete and submit the WalkMe pilot participant opt-out form as it will support the Financial Learning Solutions team to identify other potential participants who may be interested. You can also submit the out-out form during the pilot if your iProcurement usage changes and you no longer need to log in to iProcurement. 

How does WalkMe Work?

To take advantage of WalkMe’s functionality a web browser extension needs to be installed. The extension enables WalkMe to “read” the iProcurement page you are on and provide in-the-moment training and advice based on what you’re seeing and clicking in iProcurement. 

How will the WalkMe software extension be installed?

The WalkMe web browser extension will be automatically installed by Stanford University IT (UIT) using a central administration tool and will only be active when you use Oracle iProcurement. WalkMe will not be active for other websites or applications outside of Oracle iProcurement, and the extension is not installed within the Oracle Financials system and will not affect or impact the Oracle Financials system in any way.

When will the pilot participants start seeing the WalkMe solution in iProcurement?

Pilot participants will be able to see the WalkMe solution in iProcurement in early August. We will send a confirmation email to pilot participants when the automated browser extension installation is complete and provide a link to a support request for help if needed.

What are the WalkMe supported browsers?

WalkMe works with all browsers approved by UIT to work with Oracle Financials Self-Service Applications (including iProcurement). A complete list of supported browsers can be viewed on UIT’s Browser Recommendations page.

If you are a Mac OS/Safari browser user you will need to enable the WalkMe extension once the browser extension has been installed.

Will the WalkMe browser extension have access to my data? Are there privacy concerns I should be aware of?

The Financial Learning Solutions team is following University IT privacy standards. No personal identifying information is being captured or stored by WalkMe. University IT has also worked with the Financial Learning Solutions team on the implementation to ensure that all WalkMe users are authenticated using their SUNet ID.

What happens at the end of the WalkMe pilot phase? Will I lose my WalkMe access? 

Pilot participants will not lose their WalkMe access at the end of the pilot. Toward the end of the pilot, the project team will provide instruction on how to continue to provide your feedback on WalkMe.

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