Project Terms and Vernacular
A change of this size, and scale, will undoubtedly create new terms and language that will eventually become commonplace at Stony Brook upon implementation. Please utilize the Glossary of Terms pertaining to this project below to support easier adoption and understanding of this project, and the changes that will take place. This list will continue to be updated throughout the project.
Glossary of Terms
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Alias |
Enterprise Resource Planning (ERP) | A pre-set saved chartstring (see definition below), a searchable nickname for your frequently used Chart of Accounts (CoA) combinations. This is the equivalent to a current state speed type. |
Boundary System |
Technology | Any current Stony Brook system or software that houses financial, human resources, and budget-related data that will need to be shared with WolfieONE in the future. |
Chart of Accounts |
Chart of Accounts (CoA) | The chart structure to be used by Stony Brook in Oracle Cloud for recording transactions. It will provide the common framework for financial and management reporting. The Chart of Accounts (CoA) will replace the PeopleSoft chart. |
Chartstring |
Chart of Accounts (CoA) | The combined segment values, in a fixed order, is called a chartstring. Every event on a transaction that has a financial impact generates accounting entries, posting it to a specific chartstring in the General Ledger. |
Child Level |
Chart of Accounts (CoA) | The lowest level in the hierarchy for any Chart of Accounts (CoA) segment. The Child Level is often referred to as the “posting level” because it is the value entered into the general ledger for transactions. |
Cost Allocation Key Flex Field |
Human Capital Management (HCM) and Enterprise Resource Planning (ERP) | The field that must be used in Human Capital Management (HCM) for the designated values that indicate a split in Labor costing (which fund source is paying for an employee’s salary). |
Customization vs. Configuration |
Technology | By using a Software as a Service (SaaS) model (see definition below), Stony Brook configures the provided software to our individual needs, rather than creating a completely customized software system. |
DFF (Descriptive Flex Field) |
Human Capital Management (HCM) | Using a Descriptive Flex Field (DFF) allows Stony Brook to add fields that are special to Stony Brook and not delivered within Oracle. For example, adding a DFF to a job position which requires a driver's license. This then allows for reporting to occur on this DFF as well (i.e., how many and which positions require a driver’s license in this aforementioned example). |
Dimension |
Enterprise Data Management (EDM) and Enterprise Performance Management (EPM) | See definition of Segment for meaning. In Enterprise Data Management (EDM) and Enterprise Performance Management (EPM) modules, this is referred to as dimension. |
Document Records |
Human Capital Management (HCM) | Document Records is the place where important employee documents are stored and tracked in WolfieONE. |
Employee Self Service (ESS) |
Human Capital Management (HCM) | WolfieONE's self-guided feature that enables and empowers employees to own their data and initiate requests directly in WolfieONE, rather than relying on emails or forms. |
Enterprise Data Management (EDM) |
Enterprise Data Management (EDM) | One of the Oracle modules that will be implemented as part of the initiative. It will also be the tool used to govern and manage the Chart of Accounts (CoA) in our future state. Requests for new values will be initiated in Enterprise Data Management (EDM) and routed for approval. Read more on the Systems and Scope webpage. |
Enterprise Performance Management (EPM) |
Enterprise Performance Management (EPM) | One of the Oracle modules that will be implemented as part of the initiative. Read more on the Systems and Scope webpage. |
Enterprise Resource Planning (ERP) |
Enterprise Resource Planning (ERP) | A type of software that Stony Brook will use to manage day-to-day business activities such as accounting, procurement, project management, risk management and compliance, and supply chain operations. Read more on the Systems and Scope webpage. |
Entities |
Human Capital Management (HCM) | The term to describe what PeopleSoft currently refers to as ‘business units’. These are major operating units at Stony Brook. |
Fusion Data Intelligence (FDI) |
Human Capital Management (HCM) and Enterprise Resource Planning (ERP) | Oracle’s reporting platform, comprised of several applications, such as Fusion Enterprise Resource Planning (ERP) Analytics and Fusion Human Capital Management (HCM) Analytics. These customizable tools empower all users to understand how each part of the business impacts institutional goals and strategy. Users will gain combined data across departments with a prebuilt, single analytics data model for Oracle Cloud Application data that can also include any external data; get Key Performance Indicators (KPIs) and metrics all in one place; predict and understand how business processes across departments affect financial and HR outcomes. |
Guided Workflows |
Human Capital Management (HCM) | A series of activities that guide the manager or HR Administrator through the actions they need to take to complete a transaction for one of their direct reports and/or route it to the next level of approvals. |
Hierarchy |
Chart of Accounts (CoA) | A structure that provides summarized nodes used to report on all the "children" values that fall below it. Oracle gives the ability to rearrange the children values into alternative hierarchies that also summarize the reporting view. |
Human Capital Management (HCM) |
Human Capital Management (HCM) | One of the Oracle modules that will be implemented as part of the initiative. Read more on the Systems and Scope webpage. |
Infolet |
Enterprise Resource Planning (ERP) | A small, interactive widget that provides quick insights into key information/data while displaying what's going on in the areas you specifically work on (such as a follow up needed). |
Journey |
Human Capital Management (HCM) | A list of tasks (similar to a checklist) that require the user’s completion in order to reach a goal, or business process. For example a ‘Name Change Journey’ might include tasks such as uploading required documentation, approval from a supervisor, steps to update the name in our various systems across campus that the user accesses. |
Message Guides |
Technology | Broadcast messages that alert users of what’s new in WolfieONE, such as new features, functions, or upcoming events. For example, a Message Guide could tell users about a new application and provide a video that they can watch to learn more. |
Non-Employee Risk Management (NERM) |
Security | Non-Employee Risk Management (NERM) is the system that will be used to enter any affiliates who needs access to campus and to Stony Brook's systems, but are not salaried employees. |
On-Prem |
Technology | On-premise servers, software, and/or hardware that are physically housed on Stony Brook’s campus (as opposed to the cloud). A local IT team maintains, repairs and replaces these on-prem servers, software and hardware which can become quite costly. |
Oracle Guided Learning (OGL) |
Technology | In-app information and learning interface that provides on-demand, personalized training designed to help our employees learn and use our new system, WolfieONE. Whether being trained for the first time, or in need of a refresher, Oracle Guided Learning (OGL) provides guided and contextual visualizations to simplify and accelerate learning all about WolfieONE. |
Oracle Integrations Cloud |
Technology | The platform and service that will allow for communication and connectivity between functional components (finance data, HR and budget processes) of WolfieONE and the other systems we use, so that data can flow seamlessly across the entire ecosystem. |
Oracle Recruiting Cloud (ORC) |
Human Capital Management (HCM) | A module within Oracle Human Capital Management (HCM) responsible for end-to-end talent management. Recruiters will be using this module and it will replace our current Taleo system. The module will include recruiting efforts for staff (not faculty), such as posting jobs to a job site where applicants can view and apply for jobs. Additionally, selected applicants will be able to provide supplemental information before being entered into the HR system as an employee. Onboarding will also take place in Oracle Recruiting Cloud for both staff and faculty in our future state. |
Oracle Transactional Business Intelligence (OTBI) |
Technology | A tool to create reports and dashboards based on your individual user parameters. Oracle Transactional Business Intelligence (OTBI) helps you query your data and create analyses to answer your specific business questions. You can present data in easy-to-understand formats (such as tables and graphs), and share the results of analyses. |
Parent Level |
Chart of Accounts (CoA) | The summary levels in the hierarchy for any Chart of Accounts (CoA) segment. The Parent Level is often referred to as a “reporting” or “roll-up” level as it includes all level values that are found below it. |
Personas |
All | A fictional character designed to represent a segment of stakeholders who might interact with a process, service or product in a similar way. Personas describe different types of roles and their key needs, pain points and most significant moments to get their job done. These personas will be mapped to Oracle Cloud custom roles, with a persona often being assigned more than one role. They help us design and build the system with our users’ requirements in mind, and facilitate communication and tailored training (learning pathways) for segmented audiences. |
Process Guides |
Technology | Feature in Oracle Guided Learning (OGL) that visually walks users through a process, providing step-by-step guidance, to help through a task. These guides are embedded in WolfieONE for users to access right as they’re performing a task (rather than having to launch the guide in a separate browser). |
Profitability and Cost Management (PCM) |
Budget and Financial Planning | Stony Brook is moving to an activity-based budget planning model, called the New Economic Framework (NEF). Stony Brook University and the Research Foundation (RF) will use the Profibility and Cost Management (PCM) module of Oracle Cloud for budget development and actuals reporting, replacing manual spreadsheet methods with a flexible, cloud-based platform. PCM will streamline collaboration and enable data-driven decision-making. |
Release |
Technology | A quarterly Oracle Cloud release is Oracle’s regular update, delivered every three months, that adds improvements, new features, and fixes to WolfieONE. |
Role-Based Access Controls (RBAC) |
Technology | The security feature that restricts users from accessing tasks that would normally be performed by administrators. WolfieONE users will be assigned custom roles that give them access only to tasks they are expected to perform in their specific roles. |
Seeded Reporting |
Technology | Standard reports that are natively delivered by Oracle Cloud and are typically used (the most common reports). These reports can be modified to include Descriptive Flex Fields (DFFs) without creating a custom report. |
Segment |
Chart of Accounts (CoA) | A unique portion of the Chart of Accounts (CoA) used to convey specific information related to a transaction. Typical segments include Department for the organization structure, Funds for the pots of money generated and used by the university, and Account for assets, liabilities, equity, revenue and expenses. |
Segregation of Duties (SOD) |
Technology | A security framework that allows WolfieONE to be configured so that some users have either transaction preparer privileges or reviewer/approver privileges, reducing risk. This eliminates errors when recording transactions when they're prepared and reviewed by two different users, and ensures that transactions are verified and reviewed before they're posted. |
Smart Tips |
Technology | Feature in Oracle Guided Learning (OGL) that provides context-sensitive help. For example, hover text or help icons will help an employee enter correct information in areas that might be confusing. Beacons, that look like pulsing animation, will draw a user’s attention to important, urgent or brand new items. Other examples include buttons, labels, or supplemental information in the form field. |
Software as a Service (SaaS) |
Technology | Cloud-based software delivery model. A cloud provider (like Oracle) provides application software that is available to customers via the internet, for a fee. The cloud provider hosts, develops, maintains, and provides automatic updates for the software. Software as a Service (SaaS) models also provide enhanced redundancy for customers. |
Time Card |
Human Capital Management (HCM) | The WolfieONE area in which employees will enter their time (hours worked) or absence attestations. |
User Story |
All | The functional teams have broken down the requirements into their smallest possible units of work, called "user stories". Each user story is a scenario to get a task completed through Oracle Cloud functionality, which adds value to a business process. User stories are unique for each persona and Oracle Cloud module. When a user story gets completed, the appropriate configurations are documented and set up in the system, in preparation for the testing phase. |
Watchlist |
Enterprise Resource Planning (ERP) | A tool that provides users with the ability to set up personalized tracking, specific items or reports that are important to each individual user (similar to a saved search you might use on a browser). |