| | Office of Change Management
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eNewsletter | February 2024
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Welcome to the WolfieONE eNewsletter! Each month, the Office of Change Management will be sending a digital update to the Stony Brook Community about major happenings, project-related information, shout-outs and more! Our hope is that this will help you gain a better understanding of what's going on throughout this transformational initiative. As always, we welcome your feedback and ideas for future newsletters.
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Project Updates
This month, we kicked off the Imagine phase of the project, in which we are discussing essential elements of system design and set-up, such as “Enterprise Structure”, and team members are gaining familiarization with new WolfieONE terms. This enables and empowers the team to make decisions and learn about Oracle fields, features and self-service capabilities, so that we can start envisioning the possibilities for creating efficiencies and more robust reporting.
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WolfieONE was also mentioned in the Stony Brook University President's February 29th message regarding the mid-year budget update. As Dr. McInnis noted, WolfieONE will continue our work around transparency, reduce manual processes, and enhance our planning and forecasting, all of which tie directly into a new economic framework currently under development. The framework will transform our traditional budget model by allowing us to develop institutional incentives aligned with our Strategic Plan while promoting innovation and entrepreneurial activities, multi year planning, and accountability.
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Stony Brook’s Jennifer Sinatra: Jennifer Sinatra is a vital team member in our emerging Human Capital Management (HCM) project. With her keen eye for detail and strong work ethic, Jen plays a crucial role in laying the groundwork for our organization's HR transformation. Her dedication to the project's success shines through in her proactive approach and willingness to tackle challenges head-on. Jen’s collaborative spirit fosters synergy within the team, driving progress and innovation. As we embark on this journey, her contributions as a team member set a solid foundation for future growth and success in our HCM endeavors. -Tracey McEachern, AVP for Human Resource Services, Stony Brook University
Jen’s Response: I'm excited about the transformative impact the WolfieONE project holds for Stony Brook, especially in revolutionizing our HR data and processes. Our committed team is reimagining our current procedures, questioning established norms, and seeking opportunities for future improvements. This initiative offers a unique opportunity to reassess and redefine how Stony Brook handles employee data in the long run. The complexities of managing data across various employers, employee types, and union dynamics, coupled with collaborating with cross-functional teams, have been exhilarating.
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Workstream Update: Design Phase
The WolfieONE team has entered Design Sessions. The Imagine phase has officially started and we are making progress covering business processes for each workstream and aligning on how to leverage system functionality to meet the end-users’ requirements. In these sessions, the team is walking through how to enter, upload, or manage data and perform various tasks in Oracle Fusion Cloud ERP (the Finance module) and HCM (the Human Resources module), in an environment with sample data for the purposes of demos. The output of these sessions will also influence the integration ecosystem between WolfieONE and other Stony Brook systems that will remain in use.
On the Enterprise Performance Management (EPM) front, we are working towards refining and finalizing the planning and budgeting scope and centralizing the budgeting processes in Oracle EPM Cloud.
A significant breakthrough in the Human Capital Management (HCM) and Enterprise Resource Planning (ERP) workstreams is the teams’ understanding and ability to translate the Oracle Cloud solution in WofieONE to what is in PeopleSoft today. Having this understanding has enabled true progress in building the framework for the solution and identifying transformation opportunities within the framework.
On the Chart of Accounts (CoA) workstream, we have conducted an initial mapping of all PeopleSoft chart values to the new segments, segment attributes, or identified candidates for deletion. This is the first of four waves to move us from our current chart to having a fully built new chart.
To learn about the systems that are remaining in place (no significant change impacts to system users) and will integrate with Oracle Cloud, please visit the Systems and Scope page on the WolfieONE website.
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Timeline: Summary of Activities
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*This is a tentative timeline subject to change depending on actual project task completions. Visit the WolfieONE website periodically for updates and the latest version.
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OCM Updates
Stakeholder Engagement: WolfieONE Road Show
The Office of Change Management continues to raise awareness about WolfieONE and the changes it will bring along with the expected benefits by engaging stakeholders from the various VP Areas. The OCM team (comprised of Stony Brook and Deloitte representatives) has been meeting with stakeholders such as the Provost Leadership, Deans and Assistant Deans, Divisional Business Coordinators (DBC), as well as leadership in Enrollment, Procurement, College of Business, School of Communications and Journalism, as well as Financial Leaders involved in Budget and Planning to promote awareness and share project updates. Hearing the questions, concerns and feedback from these stakeholders is critical to addressing them, managing any resistance and increasing change readiness. The ‘Road Show’ will continue into March and beyond.
If you would like the OCM team to visit your unit or department’s standing leadership meetings, please fill out the WolfieONE Stakeholder Engagement Form. If you have any questions, concerns or feedback, please share it with us via the WolfieONE Feedback Form.
Stakeholder Education: Foundations Sessions
As we design the new ERP system, there are some considerable shifts to current terms and terminologies as well as foundational concepts that will require us to unlearn, re-learn and wire our minds to understand what these mean in the future state. The OCM team constantly identifies such topics as they come up in the design sessions and prepares to educate our stakeholders on those. The goal of change management is to make sure everyone feels comfortable and prepared to adopt these new concepts, terms and terminologies. We are kicking off these educational sessions with the new CoA (see below).
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Chart of Accounts (CoA)
Foundations Session
Stony Brook’s new Chart of Accounts will bring many changes, including new concepts, standard use of a common financial language by all departments, and nomenclature that must be familiar to all employees. The CoA Foundations Session will be held via Zoom on March 18th and will be open to anyone willing to learn more. This session will be relevant to all staff and faculty, not just business and finance professionals. Registration will be required to attend.
Additional educational sessions about the Chart of Accounts will build upon this foundational knowledge, and will be precursors to WolfieONE training courses.
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Stakeholder Readiness: Review / Update Employee Information (We Need Your Help)
WolfieONE is expected to bring greater efficiency to our work processes through automation and reliable data. In preparation for the transition from SOLAR to WolfieONE, it is a best practice to review and update your data in the current PeopleSoft (SOLAR) system. Kindly take a moment to review the following data for accuracy:
- Home Address
- Office Address
- Phone number
- Emergency Contacts and their Phone Numbers (only home and cell phone numbers will be converted to WolfieONE)
You may need to revisit this information periodically (if there are changes) between now and before we go live with WolfieONE. Access SOLAR to take a moment to do this now.
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Employee Appreciation Day
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WolfieONE joined HR Now’s Stony Road Show at the Employee Appreciation Day on March 1 at the Wang Center, to promote project awareness, answer questions, and welcome all employees for light refreshments, swag and free raffles.
The HR Now Stony Road Show is a series of events detailing the significant changes and enhancements accomplished so far, making it easier for employees to get involved, ask questions and share feedback. WolfieONE shares these goals, as the Human Capital Management (HCM) workstream will continue to enable the HR Now transformation.
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Communications Updates
The WolfieONE website is continuously being updated with information about the initiative, project-related resources and much more! Check back often for updates.
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