| Skip the Guesswork: This Month, We Break Down How CoA, ERP, HCM and NEF Will Change the Way We Work.
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Chart of Accounts / Concur / Time & Labor / Absence Management / New Economic Framework (NEF)
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Welcome Our Newest WolfieONE Team Members!
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Alexander (Alex) Bernstein
Senior Business Analyst
Alex joined Stony Brook University in March 2026 after spending nearly a decade at Raytheon Technologies running Data Analytics for Jet Engines. He joins the University as a Senior Business Analyst focused on ERP systems, playing a key role in the University’s WolfieONE Oracle implementation and sustainment. Since joining Stony Brook, Alex has earned 3 certifications from Oracle University: ERP and EPM Fusion Cloud, as well as an Associate certification in AI Agent Studio. In his free time Alex enjoys playing the drums, basketball, and spending time with his 7-month-old baby girl.
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Yuchen Ding
Business Analyst
Yuchen is part of the WolfieONE Sustainment Team and has the opportunity to contribute to project readiness efforts while building an understanding of the university’s future-state Oracle ERP environment. Through participation in project meetings, review of business processes, and observation of testing activities, Yuchen has gained valuable insight into the financial/budgeting operations that will be supported by WolfieONE. Sustainment has been focused on preparing for post-go-live success by documenting key processes, identifying support considerations, and building the knowledge needed to assist users and troubleshoot issues effectively. She has also been expanding her Oracle expertise through Oracle University training to better support business needs. Her Oracle certifications include: Oracle Cloud Infrastructure 2025 Certified AI Foundations Associate, Oracle Cloud Applications EPM Process Essentials – Rel 1, and Oracle Fusion Cloud Applications ERP Process Essentials Certified - Rel 1. Yuchen looks forward to the successful adoption and continuous improvement of WolfieONE!
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Vincent Basileo
Graphic Designer - Collateral and Web Specialist
Vincent recently joined the Office of Change Management (OCM) bringing over 18 years of experience in end-to-end UX/UI, product design, and brand strategy. A former McKinsey & Company design consultant, Vincent specializes in visual storytelling, empathy-driven design, and communication. He will support the WolfieONE initiative by shaping OCM communications, strategy, and accessibility, while ensuring print and digital materials reinforce our brand identity and enable our stakeholders to drive adoption of the new WolfieONE processes and systems.
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ERP's Impact on Stony Brook's Finance and Accounting
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ERP represents the finance and accounting side of WolfieONE. The Chart of Accounts (CoA) is one of the largest change impacts of the new ERP.
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Stony Brook University (SBU) and the Stony Brook Foundation (SBF) are implementing a new Chart of Accounts (CoA) as part of WolfieONE to standardize how financial data is captured and reported.
In the future state, every transaction will use a full chart string made up of multiple segments, each capturing key details (e.g., Fund, Classification, Commitments). This shifts away from the current approach, in which users primarily rely on the SUNY account (Dept. ID), and other details are not visible or used. Moving forward, the current SUNY accounts and SBF accounts will function as Funds, with additional required fields improving reporting and data consistency across systems.
To support this change, boundary systems such as Concur (Stony Brook’s travel expense reimbursement platform) and WolfMart (Stony Brook's online requisitioning system) have been updated with new data fields. A CoA Lookup Tool has also been built to help users match SUNY accounts to the correct Fund in WolfieONE (Research Foundation-funded transactions are not impacted).
While the tool helps identify Funds, understanding other CoA segments, such as Classifications and Commitments, remains essential to ensure accurate transactions and avoid reporting issues.
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As mentioned above, Stony Brook is adopting a new Chart of Accounts (CoA). Concur (the platform used by campus employees for travel reimbursements and expenses) is a boundary system that will integrate with WolfieONE. For data from Concur to flow seamlessly to WolfieONE, it will be retrofitted to accommodate the new CoA values. This is necessary to translate information accurately for accounting and reporting purposes. This will lead to a smooth and consistent experience for all end users.
If you have travel plans coming up, continue following the regular expense and reimbursement reporting and approval processes. There is no disruption to the Concur system anticipated for this summer. As the WolfieONE project timeline shifts, any future system impacts will be shared in advance as details are confirmed.
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New Human Resource Updates
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Time & Labor is a module in WolfieONE that will capture time, absences attestations, initiation of time off requests, and schedule management electronically. This module will centralize data inputs, reduce errors, and improve efficiency with employees and managers entering the data in the WolfieONE timecard. Exempt and non-exempt employees at Stony Brook University, and locally based Research Foundation-funded employees will begin using Time & Labor in WolfieONE upon go-live. This includes employees who currently enter time in the Student Online Access to Records system (SOLAR), as well as those who use paper timesheets, who will transition to entering time directly in WolfieONE or via badge swipes. The badge swiping units will automatically transmit this data to WolfieONE.
In addition to entering hours and absence attestations into the WolfieONE timecard, the Time & Labor module has a built-in capability allowing employees (other than student assistants/federal work study) to request time off for absences.
The Hospital and Long Island State Veterans Home (LISVH) will continue using their existing systems for time, attendance, and absence tracking.
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Key benefits of WolfieONE Time & Labor include
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- Improved visibility through integration with Absence Management, providing insight into absence balances, accruals, and past absences
- Integration with payroll to streamline the transmission of data to SUNY and Office of the State Controller (OSC) systems
- Automation of workflows routing to appropriate approvers
- Consolidation of data into one platform for reporting
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The Absence Management module in WolfieONE Human Capital Management (HCM) features automated tracking capabilities and accrual calculations. This enables the institution to reduce reliance on manual calculations of absences and accruals.
HR administrators will gain greater transparency into absence balances, accruals, and requests, in addition to relying on WolfieONE’s automated scheduled processes.
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| New Economic Framework: Built Through Campus Engagement
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During the June Change Champion monthly meeting, representatives from Budget, Financial Planning & Analysis (BFP&A) shared additional insight into the New Economic Framework (NEF) and the collaborative process used to develop it.
We also introduced Talking Points, a new resource available in the Champion toolkit. These concise key messages equip Champions to reinforce important information and support conversations about WolfieONE, the Chart of Accounts (CoA), and Oracle Guided Learning (OGL) within their areas.
To further support readiness efforts, the Office of Change Management continues partnering with liaisons from areas across the university to build awareness, readiness, and adoption in preparation for WolfieONE go-live.
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Building on previous communications about NEF’s goals and benefits, the session, facilitated by Budget Architect and Director of Implementation, Tom Briggs, highlighted the extensive engagement that has taken place across the University since the project launched in fall 2023. Project sponsors, faculty, administrators, and key stakeholders have contributed through interviews, focus groups, steering committee meetings, leadership forums, and campus discussions, all helping to shape the future budget model.
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Key themes from the session included:
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- Greater transparency in funding decisions
- Support for multi-year planning and strategic decision-making
- Incentives that encourage innovation and collaboration
- Improved unit-level visibility into revenues, expenses, and resource allocation
- Closer alignment between financial planning and the university's strategic priorities
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The session reinforced that the NEF implementation is a multi-year effort, supported by WolfieONE and its planning tools. Ongoing education and stakeholder engagement will remain central to the transition as units prepare for future planning and budgeting cycles.
With the NEF going live on July 1, 2026, now is the time to get familiar with what’s changing. The new incentive-based budget model represents a significant shift from the historical incremental model and understanding that difference will be key to navigating the transition.
Visit the NEF microsite for resources and updates.
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What Will My Future State Work Look Like in WolfieONE?
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| Process Education vs. Training: Preparing for the Future State
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As OCM continues meeting with Area Liaisons across the university, one common question continues to emerge:
“What will my future state work look like in WolfieONE?”
To help answer this question, OCM is developing process education material that will be shared with stakeholder groups in the coming months. These materials are designed to build awareness and understanding of future state business processes before formal training begins.
While process education and training are both important readiness activities, they serve different purposes. Process education helps build understanding and readiness, while training provides the knowledge and skills needed to perform work in the new system (WolfieONE) using the redesigned processes.
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Process Education focuses on the "what" and "why" of the change by helping stakeholders:
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- Understand what is changing and what is staying the same
- Learn how business processes will work in the future state
- Understand potential impacts to roles and responsibilities
- Build awareness of upcoming changes across the organization
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Training focuses on the "how" by teaching:
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- How to navigate the system
- How to complete transactions in WolfieONE
- How to perform role-specific tasks and responsibilities
- How to use the system tools and functionality effectively
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How to leverage the Oracle Guided Leanrning (OGL) in-application training tool
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By introducing future state concepts early, OCM aims to reduce uncertainty, support informed conversations, and help departments begin preparing for the transition to WolfieONE before formal training begins.
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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.
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| WolfieONE Links (NetID may be required)
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Stakeholder Engagement Form (submit if you would like the OCM team to visit an upcoming meeting in your unit/department to discuss WolfieONE)
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Have Questions or Want to Share Feedback About WolfieONE?
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We welcome your comments, suggestions and/or feedback. We would also like to hear any concerns or questions that you may have.
Anonymous feedback participants can reference the WolfieONE FAQ page to view responses.
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