JULY 2024 - MONTHLY NEWSLETTER

We are thrilled to announce that the "Plan and Prepare" phase of our WaveWorks ERP implementation is now complete! This milestone marks a significant step in our journey to enhance Tulane’s operational efficiency and effectiveness through the adoption of Oracle Cloud.

During this phase, our ERP (Finance) and HCM (HR) Workstream teams engaged in intensive Interactive Requirement Design Workshops (IRDWs). These sessions were crucial in enhancing and validating our initial functionality list and identifying Tulane’s unique needs. The collaboration and insights gained from these meetings have been invaluable in shaping the future configuration of our Oracle Cloud system. Our workstream teams participated in over 80 meetings, dedicating over 400 hours to this endeavor. Additionally, our IT department has been leading significant work on data conversions and integrations, as well as actively participating in all the design sessions, ensuring seamless connectivity and system functionality.

One key outcome of these IRDWs was a comprehensive decision guide. This guide plays a vital role in developing Oracle Cloud at Tulane, ensuring it meets our unique needs and informs the system development efforts. Additionally, the IRDWs helped us identify our users' training requirements, ensuring everyone is well-prepared to use the system effectively when it goes live.

With the completion of the Plan and Prepare Phase, we now move into the "Build and Iterate" phase. This next step involves creating App 1, the first iteration of Oracle Cloud at Tulane. This phase will focus on building the foundational elements of our new system and iteratively refining them to meet our standards and requirements.

General Manager Judy Vitrano's Reflections from the IRDW Phase

We are very fortunate at Tulane to have an abundance of hardworking employees. I participated in months of back-to-back sessions and was amazed at the enthusiasm and dedication of our team. There are no slackers on the WaveWorks! project – they juggled demanding daily operational tasks while actively participating in numerous design and data conversion sessions. Our team members were called upon to envision a future organization and account structure and make preliminary decisions on process improvements that will enable us to realize the transformation possibilities in Oracle Cloud.

A portion of the IRDW sessions was devoted to Tulane explaining to Drivestream, our system integration partner, how we do things now and Drivestream explaining to Tulane how we will do them in the new system. The team provided detailed accounts of the many workarounds they do on a recurring basis to process transactions, create reports, and manage operations. There were many what I have defined as “fireworks moments,” with delighted sounds filling the room as if colorful explosions were lighting up the night sky when team members learned about enhanced functionality in the new system that will automate and eliminate many tedious tasks.

I know it’s not Christmas, but I am excited like a child for the App 1 review sessions to arrive at the end of July so we can unwrap the new system and get our first look at our future state.

App 1 – The First Iteration of Oracle Cloud at Tulane

App 1 is the initial "beta" version of our Oracle Cloud platform, which our functional workstream team members will review in July and August.

This initial release offers a crucial opportunity for our teams to engage with Oracle Cloud HCM and ERP. They will gain hands-on experience with the basic setup, business processes, specific tasks, and data utilization. Drivestream experts will guide and coach us on navigating and using the system effectively. Users will participate in structured review sessions to examine interfaces and functionality, verify data accuracy, and provide feedback. Additionally, we will start identifying custom security and workflow needs.

The process also includes self-guided reviews, allowing the Tulane team to explore the application independently, document feedback, note questions for Q&A sessions, and engage in follow-up sessions to address any issues. This review will inform the enhancements for the next iteration, App 2.0, planned for release and testing in late fall of this year.

Celebrating WaveWorks Contributors 

On the afternoon of June 10th, numerous workstream team members gathered at Copper Vine to celebrate the incredible efforts of everyone who has contributed to the WaveWorks initiative thus far. It was a delightful event filled with good food, drinks, and great company, all in appreciation of the hard work and dedication that have driven our project forward. Executive Sponsors Provost Robin Forman and COO Patrick Norton expressed their gratitude to everyone for the successful conclusion of this key phase of the project.

Be sure to check out the photos from this memorable event on our website. Thanks once again to all who have played a part in the successful launch of WaveWorks!