May 2026 logo
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.
In This Issue:
1. Timeline
2. Spotlight and Shoutout 
3. ERP Updates
4. New Features for HR
5. Organizational Change Management (OCM) Updates 
6. Support, Resources and Links
1. Timeline
The project team is currently working towards reassessing the current timeline and proposing a new Go-Live date. More information will be provided as it becomes available.  
2. Spotlight and Shoutout
Headshot of Sai Krishna Bala
Employee Spotlight: Sai Krishna Bala - Driving Excellence in OGL Content & Training
We are excited to recognize Sai Krishna Bala for his outstanding contributions in supporting training content delivery and development around Oracle Guided Learning (OGL).
Over the past year, Sai has played a pivotal role in building OGL assets, including:
  • Process Guides  
  • Smart Tips  
  • Beacons 
  • Tooltips
Users across the organization will have access to these assets once WolfieONE is live. Sai has also supported organizational readiness efforts by presenting Oracle Guided Learning (OGL) capabilities to Change Champions, leadership groups, and VP areas to help increase awareness of how in-application guidance tools will support users after go-live. 
By developing, reviewing, and continuously improving timely in-app guidance, OGL will support the overall user experience and system navigation. The metrics obtained from OGL demonstrate process adoption, which will reinforce the value of this learning method.  
In addition to designing the OGL strategy and content, Sai is building his knowledge of various functional areas within Stony Brook and developing expertise to translate complex processes into straightforward content that showcase engaging learning materials such as e-learning modules and video tutorials. 
In a short period of time, Sai has earned several Oracle certifications including the Oracle Cloud EPM Process Associate.
Sai’s dedication, collaboration, and focus on continuous improvement truly embodies the spirit of excellence in organizational change and training support. We appreciate his hard work and the positive impact he continues to make! — Hina Kausar, Director of Change Management, Finance and Administration
Sai Krishna Bala's Response: Having the opportunity to work with the OCM team and develop training materials has been a truly rewarding experience. Working on this project has enabled collaboration with multiple business stakeholders and functional teams across SUNY, leading to valuable knowledge and insights into both the legacy systems and WolfieONE. Post-go-live, the focus will shift to delivering real-time, in-application guidance using OGL and tracking WolfieONE usage to give leadership clearer visibility into adoption and support informed decision-making. It has been exciting to be part of the Stony Brook family, and there is strong enthusiasm to continue contributing and supporting the success of WolfieONE.
Oracle Certificate Oracle Badge Oracle Certificate 3
3. ERP Updates
Accounts Receivable (AR) in WolfieONE
With WolfieONE AR, invoices for construction, revocables, and service centers will all be created and managed in one place instead of across QuickBooks and other separate methods. This will make invoicing more consistent, easier to complete, and simpler to track from creation through payment. The new Accounts Receivable process will also give users better visibility into invoice status and payment activity, while automatically feeding that information into the General Ledger to improve accuracy, reporting, and overall accounting.
Although all three groups will benefit from the new system, service centers are expected to see the greatest improvement because they manage a higher volume of external billing. Service centers are units that provide services to both internal and external parties with decentralized billing to provide service center agility and autonomy. These service centers will also experience the biggest shift in day-to-day work, since each center will need an administrator with a strong understanding of both the new system and the new Chart of Accounts to ensure invoices are set up correctly.
4. New Features for HR
WolfieONE introduces Journeys, a new feature that guides employees through important processes step by step. In simple terms, a Journey will appear in the HR area of WolfieONE as a list of tasks, information, and reminders to guide employees to complete specific processes in one place. One of the clearest examples is the Onboarding Journey. Today, onboarding can look different depending on the type of employee being hired, because different hiring processes, systems, paper forms, and offline steps are involved. In WolfieONE, that experience will be brought together into one guided, step-by-step process, showing what to do, when to do it, and where to go for information. Consolidating onboarding to a Journey in WolfieOne will create a more organized and consistent experience, guiding new employees through onboarding in a more connected way. Other employee experiences, including benefits-related processes, are also being evaluated and designed as future Journeys, with additional use cases already planned for development. We look forward to highlighting these new experiences in future newsletters.  
Ask HR: WolfieONE also introduces Ask HR to the University, the new Help Desk experience for HR inquiries. Ask HR will give employees a more centralized place to submit HR questions and follow the progress of their requests. A key benefit is greater visibility, allowing employees to easily track the status of their inquiry and any updates along the way.
5. Organizational Change Management (OCM) Updates
During the May Change Champion session, OCM welcomed several new Change Champions, hosted an Oracle Guided Learning (OGL) demonstration, and gathered engagement feedback through Champion polls to better understand how Champions are supporting their teams and where additional support may be needed. These efforts continue to strengthen department–level engagement, communication, and readiness across the university as WolfieONE implementation activities progress. 
Oracle Guided Learning (OGL) Demonstration 
This session featured a presentation and demonstration of OGL led by Sai Krishna Bala, OGL Developer. It highlighted how OGL will help simplify system navigation.  
Champions were introduced to how OGL will provide in-application guidance and support within WoflieONE through features such as:
  • Message Guides – Pop-up messages used to communicate important updates, announcements, reminders, or new features. 
  • Process Guides – Step-by-step walkthroughs that guide users through completing specific tasks and business processes within WolfieONE.
  • Smart Tips – Context-sensitive help icons that provide additional information or guidance for fields, buttons, or actions within the application.
  • Beacons – Visual indicators or animated prompts used to draw attention to important updates, actions, or areas within the system. 
  • Champions were also provided with simulation links to share with their teams so employees can experience how OGL guidance and in-application support tools will function within WolfieONE. 
Find your Change Champion here.
Change Champion Poll Feedback 
OCM conducted engagement polls during the session to better understand how Champions are supporting their teams and where additional support may be needed. 
Poll results showed that Champions are currently engaging stakeholders through: 
  • Team meetings and presentations 
  • Informational conversations and discussions 
  • Shared communications and resources 
  • Department-level updates and conversations 
One of the strongest themes identified through the feedback was the need for clear, concise talking points to share with their teams.
Training 
ERP & HCM: The WolfieONE Training Program continues to progress as training material development advances across the Enterprise Resource Planning (ERP) and Human Capital Management (HCM) workstreams. 
The Training Curriculum has been approved, with Deloitte and Office of Change Management (OCM) actively developing: 
  • Web-based training (WBT) 
  • Job aids and simulations 
  • Oracle Guided Learning (OGL) resources to support end-user readiness  
The Training Tracker serves as the centralized repository for the HCM and ERP training materials currently in development and is continuously updated to provide visibility into progress, review status, and upcoming activities. 
In the coming weeks, Subject Matter Experts (SMEs) and functional representatives will review and approve training materials. Their feedback is critical for training materials to reflect real business processes, system configurations, and the day-to-day needs of the campus community. 
Training materials will continue to evolve as system design and build is finalized. 
Additional communication about training timelines, review activities, and end-user learning opportunities will be shared as they become available. 
PCM Training Update: Profitability and Cost Management (PCM) is a new system for the university community that introduces capabilities aligned with the New Economic Framework (NEF). It supports the formulas, calculations, and allocation methodologies that drive Enterprise Performance Management (EPM) processes. 
PCM users will include Deans, Budget Officers, Vice Presidential Coordinators (VPCs), and Planning Committee members. A subset of these users have been identified as power users who will serve as the first line of support within their departments. Oracle Guided Learning (OGL) resources and the in-application Help Center will support all users after training and throughout the adoption. 
After evaluating the most effective approach to support user readiness, the team determined that instructor-led sessions would provide greater value than OGL resources alone. This decision was informed by a commitment to ensuring users feel confident and well-prepared ahead of go-live. Three virtual instructor-led trainings are planned for August and September, complemented by dedicated Office Hours for ongoing support. 
Training sessions will include: 
  • PCM system overview and business process training 
  • Smart View plugin training 
  • Demonstrations and guided activities 
  • Questions and answers with project team members and implementation partners 
Training recordings and supporting materials will be available in Brightspace and reinforced through OGL resources for continued user support.
6. Support and Resources
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.
WolfieONE Links (NetID may be needed)
Subscribe to our email list.