| | Office of Change Management
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| eNewsletter | January 2025
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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. Key drivers, besides moving from on-premise to cloud-based modern systems, include improving employee morale and institutional reputation.
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1. Human Capital Management: What Every Stony Brook Employee Needs to Know
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By now, you have hopefully heard of WolfieONE, and might be curious about how our new Human Capital Management (HCM) system will impact employees in the future. The short answer is this, employees will be able to initiate certain HR transactions through self-service. Managers will have better tools and greater visibility to manage their direct reports. New functionality will enable all employees to spend more time on activities that support our mission as an institution, and less time on repetitive, time-consuming processes. As we continue our path towards implementation, we have a network of Change Champions to help!
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2. What is a Change Champion?
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They’re awesome, first and foremost! Over 100 folks from across campus will be supporting the OCM team by helping you transition to WolfieONE. They have learned the foundational information and benefits of the new system. The Champions will now be hosting educational sessions with targeted stakeholders in their respective areas. Additionally, they will be listening to your feedback and supporting each and every one of you as we move towards Go-live.
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Sample Activities Champions Will Perform: They’ll be communicating important aspects of this project with all faculty and staff across campus, such as:
- What systems will be replaced
- What systems will remain
- How WolfieONE will become a single source of truth for many of our financial and HR activities, and how we’ll transition from currently performing these activities in email/spreadsheets, into a centralized place
- Foundational information for our new Chart of Accounts (COA)
- How you’ll log into the new system, how often, where to look, etc.
If you would like to know who the Champions are from your unit or area, find your WolfieONE Champion. In case there isn’t a Champion from your area, or if you would like to nominate one, please ask their supervisor to fill out the WolfieONE Champion Nomination form.
How You Can Support the Champions: WolfieONE Change Champions should be reaching out to introduce themselves, request time on team/staff, department or VP Area meetings to share information about Employee Self Service (ESS). Kindly support them by offering a dedicated meeting or having them join an existing meeting in your local division/department/office.
The Champions will continue to share updates and benefits as they become available to them. Examples of ESS changes include how you log your time, report your absences, request time off, view your compensation, search internal jobs, get HR assistance, take courses for professional development, and manage performance reviews. In essence, this is the best way you can become familiar with the new ways of working prior to new processes and systems training.
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The WolfieONE project team is pleased to announce that Raymond Chan has been appointed Interim Assistant Vice President for Enterprise Applications & Integrations (EAI) in the Division of Information Technology (DoIT). As Interim AVP, Ray will manage the implementation of systems that make up our enterprise application portfolio. He will serve as the technical workstream lead as well as a Steering Committee member on the WolfieONE initiative. Ray's extensive 20-year tenure in DoIT has prepared him well for this interim leadership position.
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4. Spotlight and Shout Out
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Stony Brook's Sarah Campbell: In this edition of our WolfieONE Project newsletter, we shine the spotlight on a truly outstanding team member, Sarah Campbell, our Senior Manager of State Appointments and Core HCM team member. With an impressive tenure of 18 years at Stony Brook, Sarah has played a pivotal role on the WolfieONE Project. Sarah’s expertise in PeopleSoft HCM, and her leadership role in developing the existing Taleo onboarding process have been crucial in shaping the design of HCM within the WolfieONE Project. Her contributions span across various key areas including Oracle Recruiting Cloud (ORC), Core HR, and Performance Management, making her an invaluable asset to the team.
Sarah’s approach combines strategic foresight with a hands-on, problem-solving attitude, effective communication and negotiation skills have been paramount in maintaining a smooth partnership between internal teams and external partners. Sarah's unique ability to foster a collaborative and inclusive environment has made working on the WolfieONE Project a special experience. Her enthusiasm for the project and her commitment to excellence are contagious, inspiring her colleagues to strive for the best outcomes.
As we continue to advance in our project, we are incredibly fortunate to have Sarah with us, with her seasoned insights and unwavering commitment. Please join us in applauding Sarah for her outstanding contributions to the WolfieONE Project and for her enduring commitment to excellence at Stony Brook.
- Tracey McEachern, AVP, HR Operations
Sarah's Response: I am thrilled to be part of the WolfieONE project and to contribute to this transformative initiative! Participating in the HR workstream is an incredible opportunity to shape the future of Human Resources at Stony Brook University. By modernizing systems, challenging the status quo and streamlining processes, we are building a foundation of operational excellence and strategic partnership.
Having worked on projects like TMS Onboarding and the Graduate Student Appointment Process in DocuSign, I understand the power of streamlined systems to enhance the employee experience. WolfieONE is poised to be the most transformative and impactful project yet, revolutionizing not only how we recruit, onboard, and support our workforce but also by enhancing operations, empowering data-driven decisions, and improving experiences for faculty, staff, and students.
The success of this project requires collaboration across the University, Hospital, Veterans Home, and all WolfieONE workstreams. Together, we have an extraordinary opportunity to drive meaningful, lasting change that will strengthen Stony Brook for years to come.
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Cookies and Coffee in the Cloud: In December, we hosted the latest in-person Cookies and Coffee in the Cloud session, focused on Oracle Cloud Security and Controls. Participants from DoIT had the opportunity to network with colleagues and ask questions about managing custom roles and permissions in WolfieONE.
The Cookies and Coffee in the Cloud series is an educational effort, designed to show how WolfieONE aligns with the bigger picture of strategic initiatives and provides opportunities for professional development. In these sessions, Deloitte and Stony Brook technology leaders offer participants a sneak peek into future state tools, how to develop new skills, prepare for formal tech training, and position themselves for future success. We are currently assessing the continuity of these sessions and topics that would be most valuable to the DoIT audience.
Data Conversion: The first cycle of data conversion, which entails transferring data from legacy systems such as PeopleSoft HR and Finance to the new Oracle environment, was completed in January 2025. The team is now cleansing and preparing additional data to be converted in upcoming cycles.
How We Can Support the Data Conversion Team: As stakeholders in this critical project activity and in preparation for the transition from SOLAR to WolfieONE, let us review and update our 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.
Enterprise Performance Management (EPM): Requirements gathering and conceptual planning is being finalized for budgeting, forecasting, and financial planning in EPM, which will be replacing the Campus Budget Module (CBM) and local spreadsheets. The Build Phase sprints for EPM processes have begun as well. EPM will offer new functionality to streamline the financial planning process.
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The Enterprise Resource Planning (ERP) and Human Capital Management (HCM) workstreams completed the 4th sprint of the Build Phase and kicked off the 5th sprint. A sprint is a 4-week cycle of working sessions in which the implementation leads perform a walkthrough of activities and tasks built in the Oracle environment, based on the requirements gathered. During these walkthroughs, business Subject Matter Experts (SMEs) and functional leads can witness how the designed processes and systems achieve business objectives. Based on what they learn, the SMEs may identify further requirements.
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7. Organizational Change Management (OCM) Updates
Change Impact Assessment (CIA): The CIA is an ongoing activity the OCM team is deeply engaged in. We continue to track, monitor and document changes on a more granular level, and will provide an analysis later this year.
Change Leader Network (CLN): On December 13th, the Change Management team hosted the second training session (in person) for Change Champions, to deliver foundational knowledge and increase understanding of the various WolfieONE workstreams. As our Champions grew in number, a virtual make-up training session was held on January 10th. The OCM team is enabling the Champions with materials to deliver to their peers and departments. We have provided the Champions with the ERP and HCM summary trends, so that they may better understand and convey what is changing from current to future state.
SELP Program: On December 6th, the SELP students presented their Capstone to the project leadership and Deloitte executives. This marks the successful completion of the second cohort of our Experiential Learning program, in which students have the opportunity to develop leadership and consulting skills, as well as cloud implementation competencies.
“It was incredibly inspiring to see the passion and dedication of our SELP students who contributed to the WolfieONE initiative this past semester. Their ability to quickly immerse themselves in their respective areas, learn complex concepts, and deliver such high-quality Capstone presentations is a testament to their talent and hard work. I am deeply grateful to the WolfieONE project leaders who mentored these students and provided them with such valuable, real-world experience. This program truly embodies the spirit of innovation and collaboration that is at the heart of Stony Brook University, and we are so proud to have it as a vital part of this important University-wide initiative." - Lyle Gomes, Vice President for Finance
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8. Important Links and Resources
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