Office of Change Management

eNewsletter  |  October 2024
Image of Stony Brook University students cheering at a football game


Homecoming Edition: There’s lots to celebrate this month, as we mark the one-year anniversary of our WolfieONE project, and we welcome our change leaders as well as our SELP students to this project! We’re also exploring what Enterprise Performance Management (EPM) entails, what it does, and what enhancements we can look forward to. 
In This Issue: 
1. WolfieONE anniversary celebration
2. Timeline update
3. What's Enterprise Performance Management (EPM)
4. Office of Change Management (OCM) updates
5. Spotlight and shout out
6. Training opportunities
7. Important links and resources
1. WolfieONE Anniversary Celebration
image of lyle gomes toasting participants image of people painting image of simeon ananou speaking to participants image of a networking event with attendees talking to one another
On October 16th, WolfieONE project leaders gathered to celebrate the one-year anniversary of kicking off this initiative at Stony Brook. Those in attendance, including our implementation partner Deloitte and the team at Oracle, were thanked for their participation in the project and treated to a celebratory event. Collectively, the group celebrated all of the hard work undertaken over the last year including 414 project action items that were completed, 28 key decisions that were closed, and 325 Design sessions that were held (see below)!
image of statistics associated with wolfieone
2. Timeline Update
image of the wolfieone project timeline

We are currently in the Build phase, and have completed two sprints (four-week cycles of iterative working sessions), for our finance and accounting processes, and HR demos of system functionality. Many items are still in Design, such as planning and forecasting, and Enterprise Data Management. The team continues to work on the open items that are in Planning and Design iteratively, escalating risks and issues through the project governance structure for resolution. Over 60 process maps have been reviewed and approved, which means we are successfully streamlining workflows by managing financial and human resources transactions on one platform. The security team has completed sprinting (in-system demos) for Accounts Payable and Cash Management custom roles. Once our project team has ensured that Oracle Cloud configurations, reporting, data conversion, and system integrations meet Stony Brook’s needs, the project will transition into the Testing phase, then Training and finally Deployment. For more on our project methodology and timeline, please see our previous newsletters (NetID required).
3. What's EPM?
Enterprise Performance Management, or EPM, will provide enterprise-wide financial planning and predictive modeling at Stony Brook. It will replace the Campus Budget Module (CBM) as well as local spreadsheets that are currently being used to consolidate data and conduct manual analysis and tracking.
Current State: The Budget, Financial Planning & Analysis (BFP&A) office compiles data from emails and spreadsheets, as well as leveraging the Campus Budget Module, which is their main system and data source. BFP&A is excited about the potential to have position budget control capabilities to improve financial transparency and accuracy. We will be leveraging automation capabilities where possible, reducing manual effort, and increasing transparency around budget and revenue transfers.
Future State: If you are responsible for budgeting, planning and forecasting at Stony Brook, you’ll be using WolfieONE’s EPM module in the future to perform many functions of your role including:
  • Target setting
  • Financial planning (departmental planning and BFP&A)
  • Systematized multi-year forecasting and planning
  • SmartView (analytics tool)
  • Narrative reporting
  • Workforce planning 
  • Budget transfers
  • Driver based modeling to simplify and standardize planning
  • True P&L (profit and loss) reports at all levels
4. OCM Updates
Student Experiential Learning Program (SELP) starts again: The experiential learning class has grown to 14 students this Fall! The students had the opportunity to have breakfast with our project leaders and participate in an “Ask the Expert” session with Deloitte leaders to discuss tenets of great leadership and consulting skills development.
image of a classroom image of people sitting around a conference table talking image of a lecture image of two gentleman sitting at a conference room table smiling at the camera
Image a triangle with four sections. the top section says change ambassadors, the next says power users, the next says change champtions and the bottom says managers and supervisors

Change Leader Network activated: On October 16th, we successfully launched our Change Leader Network! Over 60 Change Leaders joined us to better understand their critical roles on the WolfieONE project and learn more about what is happening, so they can engage their peers. The Change Leader Network is an integral part of our Change Management methodology, empowering influencers and impacted users to build awareness, gather feedback, share their knowledge, promote adoption, and support others.
Nominate a Change Champion (NetID equired)
5. Spotlight and Shout Out
headshot of sam koegl
Stony Brook's Sam Koegl: Sam is a vital member of the Core HR team working on the WolfieONE project.  Her proactive approach to learning Stony Brook’s processes and understanding WolfieONE’s functionality has been crucial to the progression of our workstream.  Known for her problem-solving skills and her readiness to help her colleagues, Sam plays a key role in conveying Stony Brooks’ requirements for the various HCM modules, in particular Time & Labor and Absence Management. Sam is a true team player, always eager to support colleagues and consistently focused on finding the best solutions to benefit the entire Stony Brook community.

Sam's response: I am thrilled to be part of the WolfieONE project, concentrating specifically on Human Resources modules. Over the past year we have been thoroughly evaluating our existing HR processes while exploring the functionalities delivered by the Oracle Cloud HCM system. Our goal is to design efficient and streamlined processes that leverage out-of-the-box capabilities to enhance employee experience. I am particularly enthusiastic about providing Stony Brook employees with a comprehensive solution that consolidates human resources needs into a single platform.
6. Training Opportunities
We know that training will be one of the most critical components of implementing our new ERP system here at Stony Brook. Successfully navigating from current systems and processes into a future based in WolfieONE will require new knowledge, skills and ample opportunities to engage with and learn a new way of working. We are working on establishing training principles that will allow our SB teams to be supported throughout this journey, and be trained in the way that they are most comfortable (i.e. self-led, group training, classroom sessions, train the trainer, online, in-person, etc.). In the meantime, if you're eager to dive in, we've linked a few free Oracle trainings below: 
7. Important Links and Resources
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