AUGUST 2024 - NEWSLETTER

Given that we are in the midst of our App 1 Review Sessions, let’s take a closer look at the progress we are making in optimizing our Oracle Cloud system at Tulane University.

First of all, what is App 1? In a nutshell, App 1 is the first (and currently partial) iteration of Oracle Cloud for Tulane, providing our subject matter experts their initial opportunity to explore and test what might be considered the beta version of the HCM (HR) and ERP (finance) modules. This initial review is crucial for giving the workstreams their first hands-on experience with the system and ensuring it aligns with Tulane’s needs. Throughout the review period, our teams are working closely with our system integration partner, Drivestream, to understand functionality, validate core configurations, and test various operational scenarios using a combination of test and converted data.

Feedback from our subject matter experts during workshops and self-guided reviews is instrumental in refining specific screens and functionalities, thereby enhancing the system’s efficiency and accuracy. This feedback is being thoroughly documented, and comprehensive reports are identifying areas for further refinement.

Once these foundational reviews are complete, our next steps will focus on implementing recommended improvements, enhancing security measures, and customizing screens and workflows based on feedback from experts within the Tulane community. In collaboration with Drivestream SMEs, we’ll then prepare for App 2, the next iteration of our Oracle Cloud instance, which our SMEs and additional business users will test drive in the fall.

You can read below about the great work underway by our HCM workstream. In our next newsletter, we’ll highlight the achievements of the ERP workstream in transforming finance at Tulane. We’ll also share insights about the third major component of Oracle Cloud: Enterprise Performance Management (EPM), which includes the system’s budget and planning tool.

Understanding the App 1.0 Self-Guided Review Sessions 

As part of our App 1.0 review process sessions, the WaveWorks! team has now embarked on the self-guided review phase of our Oracle Cloud system.

During this phase, team members are actively exploring the system’s features to ensure they align with our operational needs. This period is crucial for learning and assessing the application's functionality, giving our subject matter experts the chance to take the new system for a test drive while becoming familiar with its new features.

Our teams will document and address any feedback and questions that arise during the self-guided review. To facilitate this process, our Drivestream advisors will hold recurring office hours for Q&A sessions, providing team members with dedicated time to seek clarifications and resolve issues directly with our system integration partner.

This phase is vital for ensuring that the ERP and HCM systems meet our requirements and support our operational goals effectively. We value the ongoing engagement and invaluable contributions from all team members involved.

How Will the New Oracle Cloud HCM System Impact Your Benefits Management? 

The new Oracle Cloud HCM system is set to bring significant improvements to our Human Capital Management processes at Tulane. For employees, this means a more streamlined and intuitive experience when managing benefits. The system will simplify open enrollment by providing an easy-to-use interface where you can quickly review and select your benefit options. Additionally, you'll have greater control over managing your dependents and beneficiaries, making it easier to keep your benefits information up-to-date.

One of the standout features of Oracle Cloud HCM is its flexibility in handling complex benefit structures. This means that, regardless of the variety of benefits offered or the specific eligibility criteria for different groups, the system can accommodate these needs without adding extra complexity for you. For example, employees with different job roles or statuses will see only the benefit options that are relevant to them.

Overall, the implementation of Oracle Cloud HCM will enhance how we manage benefits at Tulane, providing a more user-friendly experience and ensuring that all our benefit offerings are easily understood and accessible. As we transition to this new system, you can expect a smoother, more efficient process for all your benefits needs.

Celebrating the HCM Team's Key Milestones in WaveWorks! Implementation

As we continue our journey with the WaveWorks! implementation at Tulane University, let’s spotlight the remarkable achievements of our Human Capital Management (HCM) workstream team. Working closely with their counterparts from Drivestream, the team has made significant progress.

For example, Kelly Bankston and Karen D’Arcy have been instrumental in defining our recruiting, onboarding, and learning management needs for Oracle Cloud, providing critical input into the decision guide that directs the HCM module's development. Kelly oversees the talent acquisition strategy, shaping our approach to building a robust workforce. Meanwhile, Karen and her team have developed modules that offer personalized professional development pathways, enabling our employees to access the resources and opportunities they need to succeed.

In addition to their key roles in talent acquisition and professional development, it’s important to highlight the broader scope of work undertaken by other members of our HCM team. Christina Wallace and Jonathan Small, for instance, have made significant strides in core HR functions. They have meticulously reviewed data loads from our current systems and analyzed workforce structures and employee data, ensuring system integrity, accuracy, and functionality.

Kristy Roger has advanced the benefits administration functionalities of our Oracle Cloud. Additionally, Jennifer Sensat is spearheading absence management and, along with her team, is tackling the complex tasks of building, testing, and converting data for time, labor, and payroll systems—essential for Tulane’s efficient and compliant operations.

Under the guidance of Brandi Kuhn, we have made notable advancements in HR functionalities related to compensation. These initiatives are pivotal in creating a positive and efficient work environment while supporting Tulane's strategic HR goals.

Each member’s commitment to excellence and innovation has been crucial in driving the project forward, demonstrating the power of collaborative effort in achieving organizational success. As we move forward, the enhancements introduced by our HCM team will undoubtedly transform how Tulane operates, promising a more efficient future for our community.

We appreciate the dedication and collaboration of all teams involved as we continue to refine our system. Your insights are crucial as we strive to create a more efficient operational environment.