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��WolfieONE Overview ��Spring 2026

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Table of Contents�

Topic	Slide(s)
What is WolfieONE	3-6
What is Changing and NOT changing	7-8
Timeline	9
WolfieONE Capabilities	10-14
Champion Role and Responsibilities	15
Training	16
Preparation for Go-Live	17-19
Appendix	20-25

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What is WolfieONE �

WolfieONE is a Business Transformation Initiative:

WolfieONE is a strategic transformation initiative that will design and implement an Enterprise Resource Planning (ERP) ecosystem at SBU, supported by Oracle, to better support our financial, budget, HR and business operations.

The new, cloud-based software will replace some of our systems, but will also seamlessly integrate with many existing systems.

WolfieONE is Stony Brook's enterprise transformation initiative to modernize how we manage HR (Human Resources), Finance, Budgeting, and Planning.

It is not just a system replacement. It is a shift in how we work. This is in line with our Strategic Plan.

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In the current state, there are many instances in which we are using a combination of emails, paper forms, spreadsheets, and many systems to get things done.
WolfieONE is Stony Brook’s new system that brings HR, Finance and planning processes together in one place. It replaces several older systems as well as integrates with existing systems to make our work more efficient and transparent. It will be easier and faster for you to find what you’re looking for in WolfieONE, once you learn the system. Most importantly, it will help people spend less time entering data manually, or creating sheets to analyze data, and more time spent on making decisions from dashboards and reports that show the full picture.
Many business processes will be simplified, modernized or be done online, all in one platform. From a tech standpoint, all the information that is in the system will be on the cloud instead of sitting on a physical server.

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WolfieONE Vision �

Drive university-wide strategic initiatives with a transparent, data-driven, and seamless user-focused experience to limit friction and support business continuity for all members of our community.

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Why WolfieONE �

These are the reasons that propelled this change:

Why The Change:

Our current system (PeopleSoft) is reaching end-of-life
Processes today rely heavily on emails, paper forms, and manual tracking
Reporting is fragmented across multiple systems
Cloud-based solutions are now the higher education standard

What WolfieONE Will Do:

Bring HR, Finance, and Planning into one integrated platform
Replace outdated systems with Oracle Cloud applications (more processes completed online in one place)
Reduce manual work and offline tracking (fewer emails and paper forms)
Improve reporting and decision-making through live dashboards
Increase transparency and data integrity

For more, please visit: stonybrook.edu/erp

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The WolfieONE website listed here contains more information so please do visit it. We know that adjusting to a new system can feel daunting, especially when you’ve become an expert with the old ones. The OCM team will support you and train you. Our previous solution was unfortunately becoming time-consuming to maintain. By switching now, we’re taking a proactive step toward better tools, fewer disruptions, and new capabilities that put our institution on par with the Higher Education technology standards.
Our current system (PeopleSoft) will come to an “end of life” which is when Oracle stops supporting a product. Therefore, change is inevitable. The other key drivers (our “why”) are the need for better reporting, so we can empower leadership to make better decisions with our data, and the need to elevate the employee experience.

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Entity Scope

The purpose of this table is to articulate how user populations within the below entities will adopt WolfieONE usage and/or data integration.

Functional Area	Entity
	SBU	SBF	FSA	Research Foundation	Stony Brook Medicine
	SBU	SBF	FSA	Research Foundation	SBUH ¹	LISVH ¹	CPMP	ELI ²	SBSH ²
ERP	Yes	Yes	No	Integrate	Integrate	Integrate	No	No	No
HCM	Yes	Yes	No	Yes	Yes	Yes	No	No	No
EPM	Yes	Yes	Integrate	Yes	Yes	Yes	Integrate	Integrate	Integrate

Definition
Yes	Populations within this entity will log on to WolfieONE (Oracle Cloud) to transact and/or perform reporting activities.
No	Populations within this entity will not log on to WolfieONE to transact and/or perform reporting activities.
Integrate	Data from this entity will integrate with WolfieONE Oracle Cloud. Users will NOT have to log into WolfieONE.
Notes
ELI/SBSH/Other SBM Affiliates: These entities will load audited financial statement data to FCCS for consolidated financial reporting. RF: HCM consideration – RF employees include select CPMP and SBF staff.

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What is Changing? �

CURRENT STATE SYSTEMS/ PROCESSES	FUTURE STATE SYSTEMS/PROCESSES	Impact level
Numerous disparate systems	One central system, integrating with other Stony Brook existing systems.	Low
On-premise system infrastructure and applications	Cloud functionality, data, applications	Low
Combination of emails, PeopleSoft and offline maintenance for COA values	Enterprise Data Management (EDM)	Low
Peoplesoft software for Human Resources	Oracle Cloud Human Capital Management (HCM)	High
Recruiting in Taleo	Oracle Recruiting Cloud (HCM)	Medium
Peoplesoft software for Finance	Oracle Cloud Enterprise Resource Management (ERP)	Low
Campus Budget Module (CBM) for Budget and Planning	WolfieONE Enterprise Performance Management (EPM)	Medium
Time sheets in SOLAR and paper time sheets	WolfieONE HCM (FOR LISVH/Hospital: continue to use Kronos for reporting time)	High
Reporting tools: Tableau, Excel, SB Reporting, Power BI, NVISION	Consolidated reporting in WolfieONE	Low

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This is a side by side comparison of what we are replacing with WolfieONE. This is just an overview. Throughout training, there will be further details. At a glance, we are replacing the systems and tools you see here on the left column with WolfieONE. The key benefit is moving to the cloud, which is what other leading Higher Ed institutions are adopting as well. Moving our data to the cloud is part of being a modern institutions and keeping up with the tech landscape in the real world, as we prepare students to operate in a cloud world post-graduation.

The impact levels that you see on here are to the average employee. There are teams, such as the Controller’s Office and BFP&A, who will be highly impacted. Therefore, those teams are already heavily engaged in helping to design, build and test all the functionality, to make sure it meets Stony Book’s business needs

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What is NOT Changing? �

CURRENT STATE SYSTEMS	FUTURE STATE UPDATES
Interfolio (Faculty hiring)	This system will integrate with WolfieONE.
Campus Solutions (Student side of SOLAR)	This system will integrate with WolfieONE.
WolfMart (Procurement)	This system will integrate with WolfieONE and have new fields for the WolfieONE COA values.
Concur (Travel reimbursement)	This system will integrate with WolfieONE and have new fields for the WolfieONE COA values.
E-RAS (Authorized signatories for accounts)	This system will integrate with WolfieONE and have new fields for the WolfieONE COA values.
Brightspace (Student learning)	No updates or planned integrations.
NYS Payroll Online portal (NY State portal for employees)	WolfieONE will link to this portal for all employee needs related to tax elections and direct deposit for payroll.
SUNY Finances (Financial Management System or FMS)	This system will integrate with WolfieONE.
RF EBS (RF finances)	This system will integrate with WolfieONE.
Lawson (Hospital finances)	No updates or planned integrations.
Kronos (Hospital-only)	No new integrations (this will continue to send data to NY State systems).

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WolfieONE Timeline�

	2023		2024						2025						2026
	Sep	Nov	Jan	Mar	May	Jul	Sep	Nov	Jan	Mar	May	Jul	Sep	Nov	Jan	March	May	July
Project Start and Planning
Design and Build
Testing Activities
Implementation

Planning

Project Kickoff

Sep 26, 2023

Workstream Preparation

Design/Build Sprints

Testing

SIT Start

July 21, 2025

Training

Prepare

PCM Go Live

Jul 7, 2025

Go Live

JTBD

2026

Hypercare

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Human Resources in WolfieONE

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All employees should be familiar with the new areas of the system that will replace emails, forms, and offline documents (whether it be paper, pdf or excel), as well as the employee side of SOLAR.

Awareness of what systems are staying in place (“boundary systems” previously mentioned in the What is NOT Changing slide) will help you navigate where to go for your day-to-day business needs.

Many of the employee requests which are currently initiated via email will be initiated in WolfieONE, once we go live.

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Human Resources Capabilities

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CoreHR

Payroll

Time & Labor

Absence

Performance

Learning

Compensation

HR Helpdesk

Recruiting

Journeys

All of the HR processes that pertain to one of the categories on this graphic will be done in WolfieONE. That means all employee data will be in one place. Presently, some of this data resides in Taleo, and some in PeopleSoft, EBS, or offline.

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These are all the work areas within WolfieONE on the HR side. Depending on your role, you may or may not get access to all of them. For some of us, only the employee self service areas will appear when you log into the system. All of these things will take place into WolfieONE. Some of these are completely NEW: Learning, Help Desk, and Journeys.
Core HR is where your employee data resides.
Recruiting is for staff only, not for faculty, and replaces Taleo! It will automate the entire hiring process, as well as sending data automatically to Core HR.
Journeys are self-guided checklists for you to get a process completed in the system, rather than using emails to HR Administrators.
Learning is the area in which you’ll take required compliance employee training as well as professional development courses. Please note that this is NOT for student learning, and it does not replace lab safety training systems or CITI trainings that we currently use. The Hospital will continue to use their system, which is Healthstream.
The compensation area is largely to automate calculations and where administrators can view or add pay elements and stipends that their direct reports are eligible for, which will all flow over to the payroll module.
Time and Labor is where you will enter your time and/or absence attestations, as well as request time off. So no more paper time sheets.
Absence Management will automate eligibility calculations (for time off) and accruals for absence, as well as the remaining balances and long term leave information. However, for long term leave requests, the HR Help Desk, which will be known as “Ask HR” will be the place to go. This is also where you’ll go for all your HR questions and service requests. EXCEPTION: the hospital will continue to use Hrbie!
Lastly, we will all be conducting our performance reviews in the system, in the Performance area, and we’ll have more consistent and standard deadlines across departments then we do now. When you enroll in formal training, you will be given specifics based on your union and hire date.
All of this ties together on the back end from a technical standpoint as all this HR data seamlessly flows across WolfieONE areas, as well as being exchanged between WolfieONE and other systems.

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General Ledger

Accounts Receivable

Accounts Payable

Fixed Assets

Cash Management

Finance Capabilities �

All of Stony Brook’s accounting and financial processes will be done in WolfieONE. That means all financial data will be in one place. Presently, some of this data resides in PeopleSoft Finance, some of it in WolfMart, and some in EBS (E-business Suite). EBS will continue to be used (by the Research Foundation), but it will send data to WolfieONE.

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These are the areas within the Finance side of WolfieONE. Anyone who uses PeopleSoft finance in the current state will be using some of these areas in the future state. Presently, all of this accounting and reporting is done in PeopleSoft. The only area that is entirely new in WolfieONE (which is not replacing a PeopleSoft component) is Accounts Receivables.
The General Ledger is the main accounting book of business, which will be managed by the Controller’s Office. Therefore, this only impacts the Controller’s Office.
Accounts Payable (or AP) will be for the University to issue refunds (to students and patients) and for the Stony Brook Foundation (and for them ONLY) to also pay suppliers (companies that provide us products or services). This will only impact the SB Foundation and the Controller’s office.
Accounts Receivable (or AR) is the area you would use to send out invoices to external parties (only certain units will be expected to use this Receivables area themselves) OCM will give you all a formal description of internal versus external billing as part of training.
Cash Management is only for a select few in central Accounting who manage the institution’s bank accounts and transfers.
Fixed Assets will be primarily used by the Controller’s office to track assets that are purchased in WolfMart but need to be accounted for in our financial reporting. If you regularly buy equipment (over 10K in spending) through WolfMart, or if you buy components for the university to build equipment (whether for research, constructions, renovations or Athletics) that result in capitalizable assets (again, combined the equipment or fabrication must be over ten thousands dollars), then you will need to know more about this area.

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New Chart of Accounts �

*For illustration purpose only

Entity Org Fund Natural Account Classification Commitment Budget Year

XXX.000.0000.YYYYYY.00000.000.0000

Combination

Delimiter

Segment

The CoA is the basic structure used to categorize financial transactions to provide meaningful reporting in Oracle Cloud (WolfieONE). Employees who use WolfMart, Concur and E-RAS will also need to use the new COA!

CURRENT STATE	FUTURE STATE SYSTEMS/PROCESSES	Impact
In PeopleSoft, the department “accounts” correspond to SUNY values. Most employees only use one or two COA segments (primarily the department account) to label a financial transaction so that “it goes to the right place”.	The new values that were created are specific to Stony Brook and work with Oracle Cloud, the system that powers WolfieONE. In WolfieONE, instead of just using your “department account”, we will use other segments (7 in total): Entity, Org, Fund, Account, Classification, Commitment, and Budget Year.	Medium

Each segment has a designated purposed and a fixed order. Each financial transaction has a string that looks like this, which allows the system to sort the transactions by department, by “type”, or by any other attribute.

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In the current state, many of you are using the current PeopleSoft COA already, without even knowing it, except you only regularly use one segment, which is the “department account” segment. The key change is that in the future, the rest of this chartstring (the label for the transaction) will be more visible. The numbers that we use in WolfieONE to label all of our funds will also be changing: all your current state department accounts will be future WolfieONE funds, so there will be numbers to learn for those codes that you use when making purchases or getting travel reimbursements.
The COA is like a closet shelving and labeling system, with the right compartments to bucket financial transactions into the designated and specific places. Think of each Chart string of numbers as the label for the specific financial activity, which tells you: is money coming in or out; for which fund; associated with which department, for what purpose, etc. It’s like when you look at the transaction in your bank account and you double click on the transaction details to see the date, the merchant, the category of expenditure and so forth.
Stony Brook University and Stony Brook foundation will be using this new way of labeling transactions, while for RF, everything is staying the same with the Project-Task-award values they currently use to identify and report on their financial transactions.
For the Hospital and LISVH (Vets’ Home), they don’t need to use this COA structure for accounting or for reporting. They will, however, use this when doing their budget planning and forecasting.
Benefits of having this structure are: data integrity, accurately labeled transactions, better reporting, compliance with SUNY/RF reporting requirements ad scalability
At the bottom, you see a full string of numbers, comprised of individual segments, to label the financial exchange that is logged in ERP. Each segment of that long string will have a very specific purpose for what type of information it’s telling us.
A good metaphor to understand this is: “picture a warehouse full of clothes. Each clothing piece has a label. The way to label the garments is “color-size-price-fabric-year made” Each of those, for example “color” or “size” would be like a chart segment. The standardization of what information to use and in what order is the equivalent of having a chart of accounts to label things. That way, when you are reporting, you can find your pieces just by color or by size or by whatever you want to query.
The biggest change here is that how people use the word “account” in the current state is diferrent (completely different meaning) than the account segment in WolfieONE! This is why we encourage you to join another session just to learn more about the CoA!

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Enterprise Performance Management

EPM

Commitments Planning

Workforce Planning

Revenue Planning

Budget Creation

Scholarship Planning

Financial Planning

Represented on this graphic are the main budgeting and planning processes within WolfieONE. In the current state, Stony Brook (both BFP&A and departments) use the Campus Budget Module.

This will primarily impact:

BFP&A
Divisional Business Coordinators
Institutional Research, Planning �& Effectiveness
Current state CBM (Campus Budget Module) users
VP Coordinators
Budget Planning Committee (BPC)

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Commitments = a way to designate how money is going to be used and whether it will be shared w another group and how it is to be spent. Instead of tracking it offline, you can create commitments and see balances within the system and report against them within the system. The Commitment segment of the COA must be used. When you’re doing planning or commitment transfer, you can select from a defined list of commitments to be associated. The person sending the funds is responsible for creating any new commitments in the system.
Budgeting (Annual Plan on the home page to start budgeting once a year, gives you historical actuals as well as current year budget to use as starting point, track progress, make better assumptions towards the future and the planning is broken out between base and fiscal – all in the new W1 COA); shift towards the activity based model from the current state incremental model. PCM will help with the transition to the new economic framework.
Workforce planning – allows for people to budget employee related expenses, taking a feed from HCM that has the full roster so that users can budget for upcoming year factoring new positions salary bonuses, or attrition. It mirror HCM as far as how salaries and benefits are calculated. Key new piece – users will be able to create request for new positions in EPM and those will be sent to HCM.

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Change Champion Role

As the Change Champion for our area, my responsibilities are:

Be the first to know of any WolfieONE updates
Stay in contact with the Change Management team (OCM)
Be knowledgeable about the main components and features of the new system
Select what to communicate to all employees in the department
Inform colleagues, peers and direct reports of anything in particular that the OCM team highlights for broad distribution
Collect questions and feedback from all in my department and bring those questions back to the OCM team
Understand status quo bias (the tendency to prefer the current state of affairs, even when alternatives may be better) and help others overcome it

Placeholder for Champion headshot

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Training Phases

TBD 2026: Train-the-Trainer

TBD 2026: End User Training

Hypercare: TBD 2026

This is the phase in which Stony Brook Subject Matter Experts (SMEs) are being trained.

This is the phase in which all employees will be trained. Some of the training will be self-paced, while some will be instructor-led. There will also be in-system guidance and tips in a tool called Oracle Guided Learning.

In this phase, new behaviors will be reinforced. Any gaps in training or adoption that are identified will be bridged with residual training and support.

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How We Are preparing for Go-Live

Building Awareness of What is Changing

Monthly Change Champion meetings with project updates
Regular campus-wide communications aligned to milestones
Publishing updates, FAQs, and timelines on the WolfieONE website

Defining Role-Based Impacts

Conducting Change Impact Assessments across HCM, ERP, EPM, and Tech
Partnering with functional leaders and SMEs to map process changes
Identifying which roles are impacted and how

Delivering Targeting Training

Developing role-based training across HCM, ERP, EPM, and EDM
Preparing Train-the-Trainer (TTT) sessions
Launching training modules in Brightspace
Planning end-user training (self-paced and instructor led)
Embedding Oracle Guided Learning (OGL) for in-system support

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How We Are preparing for Go-Live (cont.)

Reinforcing Adoption Through Champions

Providing monthly enablement sessions
Expanding the Champion toolkit
Sharing message highlights and cascading guidance
Collecting feedback and surfacing risks early
Equipping Champions to administer department specific training and to answer common questions

Providing Structured Support During and After Go-Live

Planning Hypercare for a month after go-live
Monitoring feedback and questions
Delivering residual or gap training as needed
Leveraging “Ask HR” and Help Desk resources

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How are we preparing for WolfieONE?

Change Awareness
Communications
Training
Support

Champions
Town Hall

Resources:

WolfieONE website (including FAQs and a Glossary of Terms)
OCM website (Office of Change Management)
WolfieONE eNewsletters
WolfieONE Questions and Feedback
Stakeholder Engagement Form (submit if you would like the OCM team to visit an upcoming meeting in your unit/department to discuss WolfieONE)

These are the key pillars of Change Management:

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Appendix�(for Speakers/Presenters only)

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Guidelines for presenters/facilitators

Do rehearse! All your talking points are in speaker notes.

Encourage your audience to read through sections of the WolfieONE website prior to joining your session, even if they can only spend ten minutes on it.

Don’t read every word on the slide, give a moment for the audience to read, pause, after delivering your talking points from the notes section. Mention that the slides will be sent out after the session.

Know that you are not expected to know the answers to all questions, state that candidly at the start of the presentation.

Appoint a notetaker to collect questions that can be submitted to the OCM team.

Watch the COA video before delivering this presentation.

If there is a particular process or task that is common for your department to have to perform and you aren’t sure if that will be in WolfieONE in the future, ask the OCM team about those types of “common tasks” before delivering your presentation.

Reassure your team that all their concerns will be brought back to the functional experts by OCM.

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Building Your Champion Foundation

As a Change Champion, you play a critical role in helping your department navigate the transition to WolfieONE. You are a trusted local resource during this transition. Your understanding of the project will directly influence how your department experiences and adopts this transformation.

This overview was designed to provide you with foundational knowledge you need to confidently support your team.

It will:

Explain the transformation in simple terms
Help you understand major system and process changes
Prepare you for employee questions
Reinforce key messages and training milestones

We recommend reviewing this material before engaging with any other WolfieONE activities in your department. Please read through the notes section of each slide and reach out to the OCM team if you have any questions.

As always, the OCM (Organizational Change Management) Team is here to support you with any questions or resources you may need to be successful in your role.

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The Psychological Aspect of Change

It’s normal for all employees to feel unsettled at first upon go-live. Even those who are confident in their knowledge and have attended training can feel uncomfortable with change. Your role is to help them make sense of what’s changing, what isn’t, and what it means for their day-to-day, while emulating a constructive response, rooted in both data and empathy.

This is proposed verbiage to help colleagues acknowledge their initial discomfort and move towards adoption:

“Some parts of this change are not optional. The choice we have is how we respond: where we focus, what we choose to learn, and how we support others through it.”

OR

“We can’t control the fact that change is happening, but we can control our next best actions: the questions we ask, the habits we keep, and the standards we model, and the new skills we choose to gain, many of which are going to be portable skills for the rest of our careers.”

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Helpful Terminology & Acronyms

OCM	Office of Change Management
TTT	Train the Trainer
UAT	User Acceptance Testing
SIT	System Integration Testing
SME	Subject Matter Expert
AR	Accounts Receivable (invoicing and billing)
AP	Accounts Payable
GL	General Ledger (accounting and finance reporting)
COA	Chart of Accounts
PCM	Profitability and Cost Management

For a full glossary, please visit and bookmark: https://www.stonybrook.edu/erp/glossary_of_terms.php

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