Glossary of Terms

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.

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TermUser Story	CategoryAll	DefinitionThe 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.
TermPersonas	CategoryAll	DefinitionA 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.
TermChart of Accounts	CategoryCoA	DefinitionThe 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 CoA will replace the PeopleSoft chart.
TermChild Level	CategoryCoA	DefinitionThe lowest level in the hierarchy for any 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.
TermParent Level	CategoryCoA	DefinitionThe summary levels in the hierarchy for any 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.
TermSegment	CategoryCoA	DefinitionA unique portion of the 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.
TermHeirarchy	CategoryCoA	DefinitionA 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.
TermChartstring	CategoryCoA	DefinitionThe 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.
TermEDM	CategoryEDM	DefinitionEnterprise Data Management - 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 in our future state. Requests for new values will be initiated in EDM and routed for approval.
TermDimension	CategoryEDM and EPM	DefinitionSee definition of Segment for meaning. In EDM and EPM modules, this is referred to as dimension.
TermEPM	CategoryEPM	DefinitionEnterprise Performance Management - One of the Oracle modules that will be implemented as part of the initiative.
TermERP	CategoryERP	DefinitionEnterprise Resource Planning - 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.
TermInfolet	CategoryERP	DefinitionA 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).
TermWatchlist	CategoryERP	DefinitionA 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).
TermAlias	CategoryERP	DefinitionA pre-set saved chartstring, a searchable nickname for your frequently used Chart of Accounts combination. This is the equivalent to a current state speed type.
TermHCM	CategoryHCM	DefinitionHuman Capital Management - One of the Oracle modules that will be implemented as part of the initiative.
TermJourney	CategoryHCM	DefinitionA 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.
TermDFF	CategoryHCM	DefinitionDescriptive Flexfield - Using a DFF or Descriptive Flex Field 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.
TermORC	CategoryHCM	DefinitionOracle Recruiting Cloud - 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.
TermEntities	CategoryHCM	DefinitionThe term to describe what PeopleSoft currently refers to as ‘business units’. These are major operating units at Stony Brook.
TermGuided Workflows	CategoryHCM	DefinitionA 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.
TermCost Allocation Key Flexfield	CategoryHCM and ERP	DefinitionThe field that must be used in Human Capital Management for the designated values that indicate a split in Labor costing (which fund source is paying for an employee’s salary).
TermFDI	CategoryHCM and ERP	DefinitionFusion Data Intelligence (FDI) is Oracle’s reporting platform, comprised of several applications, such as Fusion ERP Analytics and Fusion HCM Analytics. These customizable tools empower all users to understand how each part of the business impacts company 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 KPIs and metrics all in one place; predict and understand how business processes across departments affect financial and HR outcomes.
TermBoundary System	CategoryTechnology	DefinitionAny 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.
TermOGL	CategoryTechnology	DefinitionOracle Guided Learning - 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, OGL provides guided and contextual visualizations to simplify and accelerate learning all about WolfieONE.
TermProcess Guides	CategoryTechnology	DefinitionFeature 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).
TermSmart Tips	CategoryTechnology	DefinitionFeature 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.
TermMessage Guides	CategoryTechnology	DefinitionBroadcast 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.
TermRBAC	CategoryTechnology	DefinitionRole-Based Access Controls - 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.
TermSOD	CategoryTechnology	DefinitionSegregation of Duties Framework - 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.
TermOTBI	CategoryTechnology	DefinitionTech Oracle Transactional Business Intelligence - A tool to create reports and dashboards based on your individual user parameters. 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.
TermOracle Integrations Cloud	CategoryTechnology	DefinitionThe 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.
TermOn-Prem	CategoryTechnology	DefinitionOn-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.
TermSaaS	CategoryTechnology	DefinitionSoftware as a Service - 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. Saas models also provide enhanced redundancy for customers.
TermCustomization vs. Configuration	CategoryTechnology	DefinitionBy using a Software as a Service (SaaS) model, customers like Stony Brook configure the provided software to their individual needs, rather than creating a completely customized software system.
TermSeeded Reporting	CategoryTechnology	DefinitionStandard reports that are natively delivered by Oracle Cloud and are typically used (the most common reports). These reports can be modified to include Descriptive Flexfields without creating a custom report.