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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. It is 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.
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The image below illustrates the WolfieONE simplified timeline, highlighting each project phase and the team’s progress. We continue to move through the design and build phases, shaping the system’s core functionality for the testing cycles. The testing team extended SIT 3 to allow ample time to overcome technical, security, data conversion and logistical challenges, and to devote attention to the remaining test scenarios that are critical for go-live. Next, the project team is working on activities to prepare for SIT 4 and User Acceptance Testing (UAT), which will take place from February through May.
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2. Spotlight and Shoutout
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Stony Brook's Helen and Tao: Stony Brook University is proud to recognize Helen Mo and Tao Cai for earning the Oracle Cloud Infrastructure (OCI) 2025 Application Integration Professional Certification, a significant professional milestone that reflects their commitment to continuous learning and technical excellence.
Helen achieved the certification last month, followed by Tao’s successful completion this month. Together, these accomplishments represent a substantial investment of time, focused effort, and dedication to mastering advanced cloud integration capabilities.
Professional certifications such as OCI play a critical role in ensuring our teams remain current with evolving technologies, industry best practices, and security standards. As Stony Brook continues to advance its Oracle Cloud Infrastructure initiatives, particularly in the areas of application integration and security, ongoing upskilling strengthens our ability to deliver secure, scalable, and reliable solutions in support of the University’s mission.
Helen’s and Tao’s achievements underscore the depth of expertise within our Enterprise Applications and Integrations (EAI) team and highlight the value of investing in professional development to support institutional innovation and resilience.
We thank Helen and Tao for their dedication and for applying their knowledge to enhance Stony Brook’s OCI integration and security efforts. Their work has a meaningful and lasting impact, and we are grateful for their continued contributions. Please join us in congratulating Helen and Tao on this outstanding achievement. — Fang Peng, Access Control Manager, Enterprise Applications and Integrations
Huiling (Helen) Mo's Response: As an Enterprise Application Integration Security team member, I actively supported WolfieONE Oracle SaaS HCM and ERP security and participated in Security and Integration Testing (SIT1, SIT2, and SIT3), validating data flows, security configurations—including SSO setup, job role and data role creation in Oracle SaaS—integrations, and business processes. I also developed and generated student data files from PeopleSoft for the WolfieONE transformation. Additionally, I completed more than 60 hours of Oracle University training in Oracle SaaS HCM/ERP Security, OCI Security, and Oracle Integration, earning the Oracle OCI 2025 Application Integration Professional certification, directly supporting WolfieONE project objectives.
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Tao Cai's Response: As a new member of Stony Brook University and a Senior Software Programmer on the Enterprise Application and Integration (EAI) team, I have focused on making meaningful contributions to WolfieONE in a relatively short period of time. My work on WolfieONE has included analyzing data to ensure accurate and reliable data synchronization across systems, researching and designing solutions, and building a proof of concept (POC) for the ID Photo API to support system integration needs. In parallel, I contributed to the PeopleSoft Campus Solutions (CS) upgrade this past fall, helping maintain system stability. To further support WolfieONE’s long-term success, I have obtained the Oracle Integration Cloud (OIC) Professional certification to strengthen our team’s readiness for future integrations and ongoing operational support. I value the strong collaboration across teams and look forward to continuing to learn, grow, and contribute to WolfieONE and Stony Brook’s enterprise systems for many years to come.
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3. WolfMart, Concur and E-RAS Retrofits
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Thousands of people across our community regularly use WolfMart (procurement system), Concur (for travel reimbursement), and E-RAS (for authorized signatories).
As part of the WolfieONE implementation, the project team has designed integrations between WolfieONE and these frequently used existing systems. The systems that exchange data with WolfieONE are known as boundary systems.
These integrations allow data entered in WolfieONE to automatically flow to the boundary systems, consolidating financial and HR data for reporting.
Concur, WolfMart, and E-RAS will remain in use. However, there will be new fields on these interfaces that will require input. Adding new fields and columns to existing systems is known as a retrofit. It enables the boundary systems to house the new Chart of Account (COA) values. All staff and faculty who regularly use any of these systems will need to input the new Chart of Accounts values, such as Fund, Classification, and/or Campus Commitment.
The WolfieONE Tech team has created a user-friendly look up tool to find the new WolfieONE Fund numbers, which correspond to the current SUNY accounts, or “department accounts”. This tool will become available upon go-live.
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Upon go-live in July, WolfieONE will be a key resource for Service Center, Revocable Permits, and Construction billing. The WolfieONE Accounts Receivable Billing module will streamline invoicing and the collection process and implement standardized, efficient processes with appropriate controls.
With WolfieONE, both the Controller’s Office and department administrators will have greater visibility, consolidated receivables data in one platform, oversight of financial transactions, and a smoother invoicing process.
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5. Organizational Change Management (OCM) Updates
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As WolfieONE progresses towards go-live on July 1, the OCM team remains focused on supporting the organization through thoughtful engagement, clear communication, and targeted learning opportunities.
Stakeholder Engagement: OCM continues to engage stakeholders across the organization to ensure impacted audiences have the information and support they need:
- Ongoing Chart of Accounts (COA) educational outreach helps build foundational knowledge through a three-tiered approach, including an on-demand learning module, high-level overview sessions, and targeted deep-dive education for highly impacted users.
- The team continues to actively answer stakeholder questions and socialize upcoming changes to ensure individuals are informed and have a sense of agency throughout the transition.
- Planning is underway for Non-Employee Risk Management (NERM) related communications and educational sessions (currently in development in collaboration with the NERM Implementation team) to proactively address questions around security and access for affiliates.
Communications: OCM is continuing to plan and coordinate communications that promote the WolfieONE training plan, highlight the benefits of new functionality, and support go-live readiness. Project and functional leads continue to be engaged to help shape upcoming newsletter topics, ensuring communications reflect the needs and priorities of impacted areas.
Training: The WolfieONE training program continues to progress, with several key milestones reached as training development activities move forward.
- The training curriculum, a centralized repository of new learning content, has been submitted by Deloitte and is under review by OCM and the Workstream Leads. Incorporating functional feedback and finalizing this content is a critical step toward developing course outlines and training materials.
- Brightspace, our existing learning management system (LMS), is being leveraged to roll out training for WolfieONE.
- Foundational learning, including the Chart of Accounts (COA) Web-based Training (WBT), on-demand learning module, is now available to support early awareness and preparation for WolfieONE changes. As stakeholders that would benefit from this training are identified, an email with additional details and Brightspace links will be sent out. Please complete the training by the assigned deadline, if applicable.
- Train the Trainer (TTT) program will begin in the first quarter and is designed to equip trainers with the tools, guidance, and practice opportunities needed to deliver effective, role-based training for WolfieONE. The kickoff meeting will take place on Monday, February 23.
Looking Ahead: In the coming weeks, OCM will continue focused readiness activities to support the WolfieONE transition. This includes completing remaining change impact assessments, validating them with functional leads, and using that information to inform upcoming communications and learning efforts.
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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 at our WolfieONE OCM Mailbox.
Our team is available to provide guidance, clarification, and support.
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WolfieONE Links (NetID may be needed)
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