PeopleSoft Finance and PeopleSoft HR System Change Freeze Announcement
Good Afternoon,
We are writing to inform you of an impending change freeze on our current PeopleSoft Finance and PeopleSoft HR system as well as the Campus Budget Module (CBM) bolt-on in PeopleSoft HR. This freeze is effective as of June 15, 2024, and will remain in place until the implementation of our new ERP system, WolfieONE, targeted for the second half of 2025. It does not apply to the Student Information System (Campus Solutions).
WolfieONE Background
As Stony Brook University continues to grow and change, our current finance, budget, human capital, and business operation needs are also evolving, and it has become of critical importance that the systems we use to support our efforts help drive enhancements and enable our faculty and staff to continue our momentum. For the last year, our finance, HR and IT teams have been engaged in the early stages of a new software implementation, which we are proudly calling WolfieONE (Our Networked Enterprise).
Why a Change Freeze is Necessary
To make sure the new WolfieONE system integrates seamlessly with all of our existing processes, it’s necessary for our IT teams to place a temporary hold on select changes to our PeopleSoft Finance and PeopleSoft HR systems. During ERP implementations like WolfieONE, this freezing of the current system typically occurs during the Build Phase of the project, which is in line with where our efforts are currently. It is performed in order to minimize complexities when data is converted and switched over from the old system to the new.
What Will be Frozen (Unable to be Changed) - Sample list for illustrative purposes
- Custom configurations
- Requests for area-specific customizations
- Custom page requests
- Enhancements
- New integration requests
- New code for data extracts
- New functionality
- New developments
What Won’t be Frozen (Changes Can Still Occur) - Sample list for illustrative purposes
- Normal operations (all contractual salary increases for various unions)
- Data entry by departments
- 1099 year-end taxes
- Inflight requests
- SUNY yearly uploads
Please limit new requests for our current state that would impact the future state design/build/testing in WolfieONE.
Exceptions
There may be times when changes to frozen functionality may be absolutely necessary, such as:
- Compliance/Regulatory: Keeping up with the latest regulations
- Risk Mitigation: Addressing any security concerns or operational hiccups
- Mandates: An external requirement that needs attention
- A separate communication will follow that outlines guidelines for changes to the PeopleSoft Chart of Accounts which includes creation of new accounts to house and spend research funds (IFR Accounts).
For these situations, we ask that you follow the streamlined change control process. Begin by filling out a Change Request Form, and email completed forms to ps.freeze.exception@stonybrook.edu. Our team will review and respond to you directly.
Help is Here
We realize that this change impacts individual units in unique ways, and our experts will be available to answer questions or clarify any concerns you may have. Please reach out to Jim Gonzales at jim.gonzales@stonybrook.edu for questions.
The Future is Bright
We appreciate your understanding and cooperation as we build a more efficient and powerful system for our organization. We can't wait to unveil the new system and unlock its potential together! Please forward this message to your teams as appropriate.
