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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 are not just system upgrades, but a comprehensive, phased 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. WolfieONE will reduce paper-driven processes through online workflow approvals, informational dashboards, and electronic time and attendance systems. This will lessen the administrative burden on faculty, staff, researchers, and clinical teams, allowing more time to be dedicated to advancing Stony Brook's mission.
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1. Spotlight and Shoutout
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Stony Brook’s Akhil Buchala: We are proud to recognize Akhil Buchala – Software Developer, HR Information Systems, Enterprise Applications and Integrations, Division of Information Technology.
I am pleased to spotlight Akhil Buchala for his outstanding contributions as a member of the HCM team supporting the migration to WolfieONE.
Akhil has played a key role throughout this initiative, collaborating closely with the team to help ensure a smooth and successful transition. His work supporting data extraction processes and contributing to integrations between WolfieONE and key boundary systems, including Stony Brook Medicine and WebCheckout, has been instrumental in building a solid foundation for the new platform.
In addition to his hands-on project contributions, he recently completed both the Oracle Cloud Infrastructure Foundations Associate and Oracle Fusion AI Agent Studio Foundations Associate certifications. These accomplishments reflect a meaningful investment of time and effort and further strengthen his understanding of the Oracle Cloud platform that powers WolfieONE as we continue to move forward.
Thank you, Akhil, for your dedication, eagerness to learn, and continued commitment to the success of the WolfieONE migration. Your work and professional growth make a real impact. —Neeru Ailawadi, Assistant Director, HR Information Systems, Enterprise Applications & Integrations, Division of Information Technology
Akhil’s Response: Being part of the HCM team supporting the migration to WolfieONE has been an incredibly rewarding experience. Collaborating closely with colleagues to ensure a seamless transition has offered valuable learning opportunities. I have especially enjoyed contributing to the system build, including supporting data extraction efforts, and working on integrations between WolfieONE and key boundary systems. I am excited to continue contributing to this initiative while learning and growing alongside such a dedicated team.
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2. Enterprise Data Management (EDM) Overview
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The Enterprise Data Management (EDM) application stores, translates, and provides Chart of Accounts values to WolfieONE modules and boundary systems. It will replace the current manual processes of managing Chart of Accounts (COA) data through email and mapping tables. This shift delivers a scalable, automated, and efficient solution for COA governance. With better governance, the Finance & Administration teams will help departments reduce errors, improve consistency, simplify financial reporting, and support insight-driven decision-making.
One immediate benefit will be commitment tracking: Enterprise Performance Management (EPM) and EDM will interface automatically to create and maintain the values for commitments, replacing the current state of tracking commitments manually and offline. Going forward, EDM will lay the foundation for additional improved financial processes and reporting. The WolfieONE COA will be used regularly, not only by WolfieONE users, but by WolfMart and Concur end-users as well.
The EDM application is the source of truth for segment values, hierarchies, and all related properties. Foundational training is available through the EDM Brightspace course. To gain access, users should contact the Office of Change Management (OCM) for assignments. Access to EDM will be limited to those who perform certain administrative tasks for their units. For general users, there is a separate WolfieONE Chart of Accounts Lookup tool which can be used to search WolfieONE Fund values by SUNY Account or SBF Department ID, or to search for a SUNY Account by WolfieONE Fund. The link to this WolfieONE Chart of Accounts Lookup tool will be shared upon go-live.
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3. A Smarter Way to Budget: What the New Economic Framework Means for You
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Stony Brook is modernizing the way units plan and manage their budgets. Changes are designed to make your work easier and more strategic.
The University is transitioning from its current incremental budgeting approach (where budgets are largely based on prior-year spending) to the New Economic Framework (NEF), an incentive-based model that ties funding to academic unit performance and revenue-generating activities. The most significant benefit of this change is agency—the placement of revenue generation levers in the hands of leaders of revenue and auxiliary units to enable the ability to fund strategic priorities.
WolfieONE supports this shift, which will introduce two new planning tools: Profitability and Cost Management (PCM), and Enterprise Performance Management (EPM). Together, these will replace the existing Campus Budget Module (CBM) and bring budget planning, target setting, and commitment tracking into a unified platform.
What does this mean in practice? Less manual work, better data at your fingertips, and more time to focus on strategic financial planning. Reporting that once required sourcing data from multiple systems will now be consolidated in one place.
The rollout is underway, and training resources will be available.
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While not all current Stony Brook systems are being replaced when WolfieONE goes live, those that remain in usage will need to integrate with WolfieONE. There are hundreds of integrations between WolfieONE and other systems. The Tech team is finalizing and testing the automation of data exchanges, so information can be consolidated in one platform for reporting.
Key integration highlights include:
SUNY Financial Management System (FMS)
Data will flow automatically from SUNY’s Financial Management System (FMS) into WolfieONE on a nightly basis, replacing the current state file transfer (which entails the usage of a table before being journalized by the Controller’s Office).
WolfMart to Fixed Assets
Eligible equipment asset transactions will flow automatically from WolfMart into the WolfieONE Fixed Assets module through a real-time integration. In the current state, equipment asset information is identified through various source systems and reports and then manually entered into SUNY’s centrally managed Real Asset Management (RAM) system. In the future state, Stony Brook will initially create and review equipment asset records in WolfieONE Fixed Assets before subsequent manual upload to RAM for SUNY’s central management. This will improve the timeliness of asset capture, enhance visibility into key financial data, and support more accurate reporting and better-informed management decisions.
RF (EBS) Integration
Bi-directional flow of data between the Research Foundation's Business System (EBS) and WolfieONE HCM will increase data quality and transparency across systems. On the finance side, transactions funded with Research Foundation awards and projects will continue to be processed through the current workflows and approvals, and data will flow between WolfieONE ERP and EBS. Data will be available daily in WolfieONE, integrating certain data sets that are currently delivered monthly and managed in silos.
Campus Solutions
Campus Solutions (CS) continues to play a critical role in supporting student services. As part of the WolfieONE transition, CS processes are being updated to ensure they continue to function effectively. Integrations are also being developed to enable the movement of data between Campus Solutions and WolfieONE, helping keep systems aligned and in sync. This approach maintains data integrity and ensures that systems that rely on Campus Solutions data continue to function as expected.
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5. Organizational Change Management (OCM) Updates
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Organizational Change Management remains focused on strengthening stakeholder alignment, reinforcing consistent communication, and expanding structured support to prepare the campus community for successful adoption.
Stakeholder Engagement: The Change Leader Network (CLN) continues to serve as the foundation for leadership alignment and adoption across the university. This network includes Executive Sponsors, Change Ambassadors, Power Users, Change Champions (department-level advocates), and Managers and Supervisors who drive frontline adoption. Together, this structure ensures strong sponsorship, clear accountability, and alignment at all levels of the organization.
To further strengthen day-to-day readiness and engagement, OCM is enhancing its department-level support approach by introducing Area Liaisons to complement the existing network.
Area Liaisons serve as key points of coordination between departments and OCM, helping to:
- Align Communications – Ensure messaging is consistent across teams and aligned with WolfieONE updates and priorities
- Support Training Completion – Partner with leaders to reinforce the importance of training completion as part of overall readiness efforts
- Surface Risks & Feedback – Identify and escalate concerns, gaps, and feedback and share them with OCM
- Connect Stakeholders – Support alignment across leaders and Change Champions
Change Champions: During the April Change Champion session, OCM hosted four guest speakers who introduced key concepts related to boundary systems, highlighting how existing systems will integrate with WolfieONE and the importance of early familiarity with the new Chart of Accounts (COA). These insights help prepare departments for upcoming impacts.
Thank you, Chandra Chitepu, Sean Dermody, Jason Kanaris, and Gerardina Paduano for presenting to the Champions!
Communications: OCM aligns messaging with project milestones, ensuring the Stony Brook community remains informed, prepared, and supported. Communications are reinforced through a coordinated, multi-level approach that leverages both the Change Leader Network (CLN), the expanded department-level support model, and department-level message cascading supported by Change Champions.
Training: Training efforts have focused on establishing a durable foundation for employee readiness by aligning curriculum, building structured content, and creating clear visibility into progress. These activities are designed to ensure employees are equipped with the knowledge, tools, and confidence needed to successfully adopt WolfieONE at go-live.
- Training Curriculum Approved: OCM is pleased to share that the WolfieONE Training Curriculum has been officially approved, marking an important milestone in our overall program readiness.
- Training Tracker: The Training Tracker serves as a centralized repository for all training materials currently in development. This document is actively maintained by the Deloitte and OCM teams to provide ongoing visibility into progress and updates.
- Training Material Development: Training materials are currently underway and follow a structured review, revision, and approval process. Workstreams participated in a kick-off meeting on May 1, to begin reviewing and providing feedback on training materials.
- Train-the-Trainer Program: The Train-the-Trainer Program is temporarily on hold while system configurations are being finalized. Additional updates will be shared once this work progresses.
Looking Ahead: OCM will focus on advancing the existing engagement model by deepening involvement at the department level. This approach ensures stakeholder input is reflected early, supporting more informed decisions and stronger readiness across Stony Brook.
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If you have questions about any of the newsletter content or the WolfieONE project, please contact the Office of Change Management (OCM) team at our WolfieONE OCM Mailbox.
Our team is available to provide guidance, clarification, and support.
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WolfieONE Links (NetID may be needed)
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