We are back! After a summer hiatus, we'd like to welcome all of you back to Stony Brook and to the August WolfieONE eNewsletter!
Read on for major happenings, project-related information, shout-outs and more! This Fall, we plan to engage various stakeholder groups in learning more about our new Chart of Accounts, WolfieONE technical developments, and the role of a Change Champion. As always, prior newsletters are available on the WolfieONE website, and we welcome your feedback and ideas for future newsletters.
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Summer Progress: Throughout the summer, the functional teams have conducted design workshops to finalize the future process maps, compiled a list of functional and technical requirements for each module, performed a fit/gap analysis to define what can be achieved through native system functionality and evaluated options for future state solutions through Key Design Decisions (KDDs).
During Design, the functional teams have been breaking down the requirements into their smallest possible units of work, called "user stories". Each user story is a scenario to get a task completed which adds value to a business process. User stories are unique for each persona and Oracle Cloud module. The personas are a representation of employee types, a segmentation of end users who manage a process or interact with the system in a similar way. Discussing the personas and their current collaboration across departments enables us to address stakeholder needs and pain points, define custom roles, and guide future decisions, such as approval workflows.
The Chart of Accounts structure has been finalized and the future state segment values and the roll-up hierarchies are approaching completion. We continue to collaborate with various stakeholder groups to gain additional feedback to finalize values and mapping. We are developing training materials for all finance, budgeting, forecasting and HR professionals to learn more. In the future state, a greater degree of familiarity with the segments in the Chart of Accounts will be paramount to leverage the benefits of Oracle Cloud reporting.
More to Come: We are approaching the Build phase, which consists of cyclical components named “sprints”. Each sprint is comprised of working sessions to cover a subset of user stories, showcasing demos of how the stories work in the Oracle Cloud system.
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We will be leveraging JIRA as the tool for tracking, reviews and approvals of user stories, and training project leads on how to use this tool. The team will be leveraging this iterative model to provide opportunities for feedback loops. After we complete all Build sprints, we will be ready for Systems Integration Testing (SIT).
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2. The People Behind WolfieONE
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Welcome Back Cassie Amadio: Stony Brook’s Controller and WolfieONE Steering Committee member, Cassie Amadio, has returned from maternity leave, and we’re delighted to have her back!
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Nick Candela Leading Sustainment Team: Nick Candela, our Senior Director, Business Transformation, is working with a core leadership group on sustainment planning, to ensure the project’s long-term success. Sustainment means a roadmap for Oracle Cloud application management, alongside maintaining integrations with boundary systems, and selecting the support model to help system end-users post go-live. Read the full announcement.
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3. Cookies and Coffee in the Cloud
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Enterprise Applications (EAI) and Information Security (InfoSec) Educational Series: The Tech and OCM workstreams have also launched an educational series for select members of DoIT, aligned with the DoIT department and the University’s strategic goals. This offers technology professionals the ability to upskill, opportunities for Oracle University certifications, and foundational knowledge that will be necessary for data conversions, integrations with boundary systems, and leveraging Oracle Cloud reporting tools. If there are IT professionals or HRIS colleagues in your department you would like us to invite, please let us know. Some of the upcoming topics include:
- Oracle Integration Cloud (OIC)
- Reporting: other Oracle tools, beyond BI Publisher (previously covered)
- Enterprise Data Management
- Oracle quarterly releases and long-term sustainment
- Application security
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4. Security and Controls Updates
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The Security and Controls (S&C) team has reviewed the future state designs for Oracle Cloud Enterprise Resource Planning (ERP), Human Capital Management (HCM) and Risk Management Cloud (RMC) and produced the following documents:
- High Level Design for ERP and HCM – This document contains the proposed future custom roles for the modules in scope, designed based on future state business processes and leading practices.
- Segregation of Duties (SOD) and Sensitive Access (SA) Ruleset – This document contains the future SOD and SA rules that will be configured in the RMC tool.
- Application Security & Strategy – This document captures the recommended approach to the design, test, and deployment of leading practice Oracle Cloud application Security and Controls.
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5. Office of Change Management (OCM) Updates
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SELP Returns: Post a successful pilot in Spring, the Office of Change Management has renewed the Student Experiential Learning Program (SELP) for the Fall semester. The job has been posted to HandShake and we have received an overwhelming response from students. Currently, the OCM team is in the process of screening, shortlisting and interviewing students, and we expect to make our selections by September 6th. SELP is a great opportunity for students who wish to gain hands-on experience on large-scale business transformations, joining WolfieONE as consultants-in-training and ERP implementation apprentices, building valuable skills to enter the workforce!
Change Leader Network: In the coming weeks, we will be launching the Change Leader Network. We will start by hosting educational sessions with select leaders as an overview of the role of change agents, the criteria and process for nominating Change Champions. A Change Champion is someone who is enthusiastic about WolfieONE, is open to listening and documenting their colleagues’ questions, and can leverage the materials that we will provide to engage and support their peers. Change Champions are role models and experts in a given set of business processes, such as “reporting”, or “recruiting”, which means cross-departmental interaction amongst peers.
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Action Needed: Review/Update Employee Information (We Need Your Help)
WolfieONE is expected to bring greater efficiency to our work processes through automation and reliable data. In preparation for the transition from SOLAR to WolfieONE, it is a best practice to review and update your 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.
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