WaveWorks!
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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.
Prepare Phase Completed - July 2024
During this phase, the 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.
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
This massive project takes a village to bring to life. The team currently includes the Executive Sponsors, Steering Committee, Workstream Leads, and team members from Drivestream and Oracle Cloud.
The 80+ Tulane workstream members bring significant professional experience to the project – over 900 years total of Tulane work experience, as remarked at the kick-off event by Judy Vitrano, the General Manager of the WaveWorks! project. Their work to-date was recognized, as they were called to stand as teams during the kick-off event.
Jai Shankar, Assistant VP of Tulane’s Office of Project Management and Strategic Consulting, further added that these teams will play a critical role in the project during the design workshops, in the iterative development sprints, and during testing, as well as by supporting their colleagues when we go live. Moreover, he added that the project team will seek input from all stakeholders during the development and testing processes.
Many of these project team members at the kick-off have already been heavily involved in getting us to this stage. In 2022 and 2023, a core group researched potential vendors, heard presentations by vendors and attended their annual conferences, and organized reference calls with other universities. Then, during the formal Request for Proposal process, some 160 colleagues participated in vendor presentations. Altogether, these sessions totaled over 197 hours of zoom meetings. Fortunately, only a few had to attend all those zooms!
After these Tulane stakeholders weighed in with their thoughts, comments and preferences, the recommendation was clear: to select Oracle Cloud as our new platform. In fact, senior Oracle Executives joined us and spoke at the March 7 launch event about the partnership we have built and will continue to strengthen.
Similarly, to select our system integration (SI) partner, the core team led a rigorous selection process, after which we chose Drivestream as our SI. The project team has been working alongside the Drivestream team since January to prepare the project plan and team structure. This close partnership continue through go-live in early 2026 – and beyond.
At the kickoff, Drivestream’s Executive Vice President shared his thoughts on the journey we now embark on together, reminding all that we will likely face challenges at times in such a complex project but which we can surmount with effective communication and collaboration. The firm’s project manager shared her perspectives on the project plan.
With the project now kicked off, the workstreams are working hard across the three core Oracle Cloud modules in Interactive Design Requirement Workshops (IDRWs) to highlight configuration and functionality requirements. These core Oracle Cloud modules are:
- HCM, an abbreviation for Human Capital Management (HR)
- ERP, an abbreviation for Enterprise Resources Planning (Finance), and
- EPM, an abbreviation for Enterprise Performance Management (budgeting, analysis and forecasting
Celebrating WaveWorks! Contributors
On the afternoon of June 10, 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 has 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.
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Who is involved in this project?
Our Executive Sponsors, Steering Committee and project Team members are all apart of this project.
What support will be provided to us for our move to Oracle Cloud?
Tulane will be closely supporting all our users in the Oracle Cloud journey with training, embedded learning right in the Oracle Cloud modules, training of super user coaches in schools and departments, reference materials, and a dedicated support team to answer queries.
Do we really need to replace our current systems?
Yes! Tulane is currently managing financial and operational needs through Oracle EBS, which reaches end-of-life in 2030. There will be minimal vendor investment in this legacy product in the next 10 years. Likewise, the current financial system setup utilizes multiple applications in silos, which hampers our ability to do business in a streamlined, integrated fashion. Some units have had to create shadow systems for data retrieval and reporting to mitigate these issues. In a recent assessment, 50% of HR-related and 30% of Finance-related processes were noted as pain-points for end users and/or central administrative staff. Finally, our systems for finance, as well as for HR, were designed and configured sub-optimally, resulting in platforms that hinder process effectiveness and efficiency, do not provide necessary analytical tools, and negatively impact the services provided to all Tulane colleagues.
Oracle Cloud will offer leading edge functionality to support our HR, finance, and budgeting processes as well as the end-user experience.
What does the term "ERP" mean?
ERP stands for “Enterprise Resource Planning (ERP),” and while this term sometimes generally refers to business enterprise-level IT platforms (and indeed we used it in this way in the past), in Oracle Cloud “ERP” has a very specific meaning: it is the Financial Module of Oracle Cloud. Therefore, at Tulane the ERP will refer specially to this Oracle Cloud finance module.
Isn’t Oracle the existing system we want to replace?
The Oracle Cloud platform is a completely different system than the Oracle EBS system in use at Tulane, a legacy Oracle product which reaches end-of-life in 2030. Oracle Cloud will offer transformative functionality to enhance our work and professional lives at Tulane. You can view the key benefits to learn more.
When will the new systems be implemented?
We anticipate going live with Oracle Cloud in January 2026. You can view the project timeline to see more.
Will I be able to contribute my thoughts, ideas, and suggestions to this project?
Absolutely! We will offer a myriad of ways for faculty and staff to contribute their thoughts, reactions,ideas, and suggestions throughout the project. In fact, we invited over 160 colleagues across Tulane in representative roles to give their input on the selection of the vendor. There will also be frequent opportunities and multiple ways for everyone to provide suggestions and comments on new work processes related to the system. Opportunities to participate will include contributing to project work streams, system testing, events such as in forums and town halls, as well as occasional user surveys. You can also reach the project team on this email: WaveWorks!@tulane.edu
What is Drivestream?
Drivestream, an Oracle Cloud Partner, has over 20 years working with 200+ organizations on transition to the cloud and has performed over 270 Oracle Cloud projects for clients. Drivestream will support us across the all phases of the project, including preparation, development, testing, launch and post-go-live support.
Advisory Committee
The Advisory Committee for the WaveWorks! Project will be composed from across all of Tulane, notably from our schools, centers, and department. The Advisory Committee will meet periodically upon achievement of milestones, to hear updates on progress. to provide important input on the direction of the project and to advise on key decision points and project plans.
ADKAR
The Prosci ADKAR® Model is one of the two foundational models of the Prosci Methodology. The word “ADKAR” is an acronym for the five outcomes an individual needs to achieve for a change to be successful: Awareness, Desire, Knowledge, Ability and Reinforcement.
Apps
"Apps” refers to the multiple interactions of Oracle Cloud for Tulane which will be reviewed by Workstream members to ensure that the functionality meets Tulane’s needs and that our data is successfully migrated or integrated with the Oracle Cloud platform.
Drivestream
Given the breadth and complexity of the WaveWorks! project, we are partnering with a leading systems integration firm, Drivestream. We chose Drivestream as our partner after an in-depth selection process to support us across the all phases of the project, including preparation, development, testing, launch and post-go-live support.
Drivestream Academy
Drivestream Academy is a key resource for all of us at Tulane to learn more about Oracle Cloud and the core modules of the software we are deploying.
EPM
EPM is an acronym for Enterprise Performance Management. In the Oracle Cloud environment this is a module which offers functionality to support budgeting, reporting and planning. Process supported include: annual budgeting, account reconciliation, production of financial statements, multi-year forecasting, Integrated multi-system reporting and analytics, and productivity reports. The other core modules are ERP and HCM.
ERP
ERP is an acronym for Enterprise Resource Planning. At Tulane and within the Oracle Cloud environment, ERP refers to the Finance module of the Oracle Cloud suite of solutions which support all finance functions, such as grants management, expense processing, accounts payable and receivable, capital projects, procurement, and general ledger. The other core modules are HCM and EPM.
(Note, sometimes this term is used to refer broadly to an entire suite of business management software to collect, store, manage and interpret data from many business activities. But at Tulane it refers specifically - and only – to the financial software of Oracle Cloud.)
Executive Committee
The WaveWorks! Executive Committee is the ultimate leadership group leading the project. It is composed of our project’s Executive Sponsors: Patrick Norton Senior Vice President and Chief Operating Officer and Robin Forman Senior Vice President of Academic Affairs and Provost, project leadership, senior executives from Oracle, and leaders from Drivestream. The role of the Executive Committee is to set strategic direction for the project, provides active and visible sponsorship, communicate regularly to the project team and to the Tulane community, and to provide our Executive Sponsors with insights to make strategic decisions on issues escalated by Steering Committee.
HCM
HCM is an acronym for Human Capital Management. At Tulane and within the Oracle Cloud environment, HCM refers to the human resources module of the Oracle Cloud suite of solutions. HCM supports all HR functions, such as compensation and labor distribution; payroll, time & attendance scheduling; recruiting, talent management, and learning; employee onboarding and off-boarding; and centralized employee data/profiles. The other core modules are ERP and EPM.
IRDW
IRDW is an acronym for Interactive Requirements Design Workshop. The goal of an IRDW is to identify and validate core requirements for Tulane in each module of Oracle Cloud (ERP, HCM and EPM) so that these requirements can be integrated into the configuration of these modules for the university. Numerous IRDWs have been held at Tulane, and participants are the project.
Module
We refer to the specific functionality within Oracle Cloud as modules. For example, modules would include functionality such as accounts payable or procurement within ERP or recruitment and benefits within HCM.
Oracle Cloud
Oracle Cloud is the cloud computing service and platform offered by Oracle Corporation providing servers, storage, network, applications and services through a global network of managed data centers. After extensive research by Tulane and our intensive and rigorous request for proposal (RFP) process, involving many hours of demonstrations with the leading cloud vendors, we chose Oracle Cloud as the best fit for Tulane’s strategy, requirements and mission.
Prosci
The Prosci Methodology is recognized as a leading change management methodology utilized my organizations around the world and is being rolled out across Tulane as part of the WaveWorks! project. It is a structured, adaptable and repeatable approach to enable the people side of change and deliver organizational results. Change practitioners apply the Prosci Methodology to create change management strategies and plans that increase adoption and usage on their critical change projects and initiatives. (Source: Prosci, Inc.)
