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ICYMI:WolfieONE is a strategic transformation initiative that entails implementing an Enterprise Resource Planning (ERP), Human Capital Management (HCM) and Enterprise Performance Management (EPM) ecosystem at SBU, supported by Oracle Cloud, to power our financial, budget, HR, technology, and business operations. The key drivers for implementing Oracle Cloud through WolfieONE is not just a systems upgrade, it is a comprehensive transformation grounded in campus-wide collaboration, data-informed recommendations, and strategic planning. Backed by the work of the Strategic Budget Initiative, and the end of life for PeopleSoft, this move positions Stony Brook to better serve its academic, research, and healthcare missions by significantly reducing paper driven processes with modern workflow approvals, informational dashboard, electronic time and attendance further reducing administrative burden for faculty to focus on teaching, researchers to pursue innovation, and clinical teams to provide cutting-edge care, advancing Stony Brook's mission.
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The image above illustrates the WolfieONE simplified timeline, highlighting each phase of the project and our current progress. We began with the planning and preparing stage, laying the groundwork for what was to come. In more recent months, we’ve moved through the design and building phases, shaping the system’s core functionality. Currently, we are moving into the testing phase for most of the Oracle Cloud modules, while continuing to build a few processes that need refinement. This stage allows us to experience the new system features that have been carefully developed and designed.
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Testing is undertaken to validate the system design and ensure business requirements have been met. It helps to identify and fix defects before the new system is launched. It also ensures that all data has been thoroughly converted and integrated.
Testing will be conducted iteratively using various testing cycles. We will begin with multiple Systems Integration Testing (SIT) cycles, End to End (E2E) Process Testing, and conclude with User Acceptance Testing (UAT). System Integration Testing (SIT) confirms that all systems are talking to one another as intended and delivering the expected outcomes. End-to-end testing is the process of confirming complete business workflows across the entire system to ensure all integrated modules and processes function together as intended from start to finish. An example of this would be testing the entire employee lifecycle from being hired to getting paid. UAT is the last step where targeted end users confirm that business requirements are met.
WolfieONE testing will enable us to catch issues early and build confidence in the system’s readiness. Involving users in this process gives them a sneak peek at the product and supports our transition to go-live.
Our Core Teams and Subject Matter Experts (SMEs) are getting ready to enter phase one called System Integration Testing (SIT)!
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Ramya Subramaniam, Director of HRIS, is a new Core HR project team lead for Stony Brook Hospital, alongside Laura Gallagher who is now part-time. Ramya will be joining Sprint sessions and testing efforts that impact hospital processes to lend her expertise. With over 20 years’ experience in HR, supporting teams through change, growth, and everything in between, she’s passionate about leveraging HR technology to build scalable people strategies and driving business outcomes. Outside of work, she’s chasing after two kids, trying new recipes and plotting travel plans that may or may not go sideways.
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Andrew Glascodine, Accounting Systems Analyst
Andrew (Andy) Glascodine joined Stony Brook University in October 2020 and has been an integral team member of the Office of the Controller ever since. Starting off in construction billing, Andy moved over to Financial Systems and Reporting in January of 2024 and jumped into the WolfieONE project full steam ahead! Andy’s major focus as of late has been on the Chart of Accounts (COA) mappings from legacy to WolfieONE, in addition to being deeply involved in the module implementations within the ERP. The complexity of the COA mapping requires a keen eye and intricate, thorough analysis. He has been working closely with departmental areas in sessions on building their organizational structure within the Chart of Accounts.
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4. Spotlight and Shout Out
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Stony Brook’s Gerardina Paduano, I’d like to take a moment to recognize Gerardina Paduano, Assistant Director of Travel and Card Programs in Procurement, for her outstanding contributions to the WolfieONE Implementation. As the Subject Matter Expert (SME) in Concur, Gerardina has brought deep expertise and thoughtful engagement throughout this project. Her ability to ask insightful, probing questions helped surface complex issues and drive effective solutions. Gerardina's deep expertise across accounts payable, travel, and card programs combined with her in-depth institutional knowledge made her an asset to the team. As a colleague, I see the value and appreciate Gerardina's daily contributions, knowing that WolfieONE is stronger due to her efforts. Thank you, Gerardina, for being a strong partner and for all that you do! - Sean Dermody, Director of Procurement
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Gerardina Paduano’s Response: As part of the WolfieONE project team, I’ve been involved in updating the university’s travel and expense management system, Concur, to align with the new chart of accounts. This work has involved reconfiguring/retrofitting the financial data fields for Concur while ensuring seamless integrations. Teamwork has been a big part of getting us to this point. Procurement has been working closely with our IT and SBF partners to make sure we’re not just getting system changes right but also keeping the experience in mind for the people who use it. Our goal is to make this a smooth transition that supports better, clearer, and more efficient ways of working across Stony Brook University. I’m excited to see the Concur retrofit take shape and look forward to the successful implementation of WolfieONE!
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5. Congratulations Nichole Gladky, Julian Herrero, and Thomas Ballis!
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Congratulations to these three WolfieONE superstars who recently achieved certifications in Oracle Guided Learning and Oracle Fusion Cloud ERP Processes through Oracle University.
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Fixed Assets: The WolfieONE implementation promises significant improvements to Fixed Assets management by streamlining processes and enhancing data accuracy. A key benefit is the automated flow of asset details from WolfMart into WolfieONE, which will increase efficiency for fixed asset managers by reducing manual data entry. Furthermore, WolfMart purchasers will receive training to identify capitalizable assets, ensuring that appropriate and complete information is captured digitally, replacing current paper-based methods. The new Fixed Assets subledger module in WolfieONE will become the primary source of truth for tracking assets, integrating directly with the Stony Brook General Ledger. The Fixed Assets team will use this data to update the SUNY RAM (Real Asset Management) system. This will provide users with a new source of truth while simultaneously ensuring requirements from SUNY are met. This module allows for greater flexibility and more detailed campus-level financials, and transparency for IFR accounts.
A major process improvement enabled by WolfieONE is the ability for users to directly edit asset attributes and perform mass updates, a stark contrast to the current system's reliance on indirect and individual file upload to SUNY. The fixed assets module will also empower users and stakeholders with a clearer understanding of their asset-related activity and its impact on the broader financial landscape.
What’s happening with Concur?
As part of the WolfieONE transformation, Concur, the platform used by campus employees for travel reimbursements, will soon be integrated with the new system. To support this transition, a Key Design Decision (KDD) has been approved to retrofit Concur with the new WolfieONE Chart of Accounts (COA) segments. This ensures a smooth and consistent experience for all users.
Behind the scenes, the ERP functional team, DoIT and OCM have been collaborating closely with Concur system administrators to design an intuitive and efficient user experience. To help prepare for the change, COA educational sessions will guide users on how to enter Concur transactions using the updated COA segments.
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7. Organizational Change Management (OCM) Updates
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Our focus is finalizing the ERP and HCM change impact assessments and onboarding the Deloitte training lead to partner with Stony Brook trainers. The training curriculum will be developed in parallel with the testing phase.
Change Champion Network: The WolfieONE Champions continue to deliver educational events on Employee Self Service (ESS) and Manager Self Service (MSS) content to their audiences. Champions gather questions and share them with the OCM team. The OCM team follows up with relevant responses.
We continue to encourage all our Sponsors, Workstream Leads and Managers to provide encouragement and support to the Champions.
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8. Important Links and Resources (NetID may be required)
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