PEOPLSOFT v9 UPGRADE STATUSNov. 26 - Dec. 8
Monday, Dec. 1, A.M.: SAHR ahead of schedule by more than two days. Financials in testing.
SAHR (now known as CS/HCM) – Ahead of Schedule (>2days). ITS checkouts of System continues with no major issues so far; setups, security, etc. Functional users for both groups have begun their verifications.
FS (Financials) – Additional ITS testing continues today with no issues. Functional users have begun their verifications for Financials.
Integration Broker – setups are still being worked on. There are minor technical issues being addressed.
NOTE: SA = CS; HR = HCM
STUDENT ADMINISTRATION (SA) is now known as CAMPUS SOLUTIONS (CS).
HUMAN RESOURCES (HR) is now known as HUMAN CAPITAL MANAGEMENT (HCM).
Saturday, Nov. 29, P.M.: SAHR ahead of schedule by more than two days. FS on schedule.
SAHR – Ahead of schedule (>2days). Maintenance packs completed. Final scripts and audits 50% complete.
FS – On schedule. Maintenance bundles are complete. Still working to resolve setups of processes such as the posting of reports. The migration to the new database software (Oracle) and conversion work is essentially completed except for audit reports and technical setups.
Saturday, Nov. 29, A.M.: Ahead of schedule by more than 1.5 days.
Student Administration- Human Resources (SAHR) – Ahead of schedule (>1.5days). Data conversion completed.
Financials (FS) – On schedule. Maintenance bundles are 50% complete. The implementation team is working to resolve setups of processes such as the posting of reports.
Friday, Nov. 28, A.M.: Read-only copy of available.
As of Friday morning, the read-only database clones are now available to Student-HR and Financial users.
Read-only (Inquiry-only) Access
Links to the read-only clones for SAHR v8 and Financials v8.9 are the same. None of the link names you would use to connect to v8 (SAHR) or v8.9 (FS) systems have changed. On the sign-in screen, you will see a message that it is now a read-only (inquiry only) link, but you will still be able to sign in.
Version 9 Access
Access to the version 9 databases will use the same links. Once everything is ready, the same link you used for v8 and the clone, will automatically connect you to the new version 9.
Friday, Nov. 28, A.M.: Ahead of schedule (>1 day).
Student-HR – No apparent additional server problems from the upgrade perspective.
Financial – Exports from DB2 software completed. Imports into Oracle in progress.
Thursday, Nov. 27, P.M.: Considerably ahead of schedule due to minimal problems.
Student and Human Resources --. Imports to Oracle database software are in the last stages. Some server issues are being addressed by support personnel. Student read only version to be configured and brought up Friday morning on schedule.
Financials – Tools upgrade on DB2 database software has been completed. Exports from DB2 in progress. Read only Clone on schedule to be completed Friday morning on schedule.
Thursday, Nov. 27, A.M.: Ahead of schedule.
Student Administration – Human Resources (SAHR): Thought we had completed exporting data from DB2 database software (task 8), but we had to re-export one set of tables. That is still in progress and will be running all morning. However, have transitioned other machines to begin importing into Oracle database software.
Financials (FS) – Tools upgrade continues on schedule. Read-only clone progress continued throughout the night (Task 25).
HAPPY THANKSGIVING!
Wednesday, Nov. 26, P.M.: Upgrade started.
Information Technology Services (ITS) is currently engaged in one of the largest IT projects that the University has undertaken in several years: an architecture migration that includes changing hardware and database software while simultaneously upgrading PeopleSoft to version 9.
Information on this page:
Project StatusTimeline
Read-Only Availability
During Upgrade: Registrar’s Office
During Upgrade: Student Accounts
During Upgrade: HR/Payroll
During Upgrade: Financial Aid/Student Employment
TRAINING: PeopleSoft v9
Benefits of upgrade
Architecture change
Committees
Timeline
PeopleSoft v9 Upgrade: Nov. 26, 2008 - Dec. 8 (at the latest).
During this time, there will be no access to live data in PeopleSoft. A read-only database will be available.
READ-ONLY Availability
ZipLine will be available, but only in a read-only mode. You will not be able to conduct any business in ZipLine during that period. However, you will be able to view your records and accounts, but that information will not be updated until Dec. 8.
You should process all transactions prior to Nov. 26 if you wish them to appear in the snapshot available for view during the down time.
Several applications will still be available during this time, including: Springboard, e-mail, Student email (webmail), faculty/staff email (Exchange).
Registrar’s Office Activities During PeopleSoft Upgrade Week: Nov. 26 – Dec. 8
During the upgrade: The Office of the University Registrar
The Office will remain open during the upcoming PeopleSoft upgrade, December 1–5. The Office will make every effort to service all requests during this time.
Graduation Services will continue to provide services to students and departments in a manual mode.
Scheduling requests not affecting
the week of December 1–5 will be held until after the system has been restored on Dec. 8. The Office will collect all requests and hold them for processing on a priority basis once the system is available.
Any reservations received for the week of December 1 will be processed manually.
Transcript and verification requests will still be accepted through all regular means. All requests will be collected and held for processing on a priority basis once the system is available. Emergency requests will be handled on a case-by-case basis.
Any registration activity and personal demographic changes (such as name and address updates) will still be accepted. The Office will collect all requests and hold them for processing on a priority basis once the system is available.
The Military Services Center processing will not be affected by the PeopleSoft upgrade. All services will carry on as usual.
The Residency office processing will not be affected by the PeopleSoft upgrade. Applications will still be accepted and any updates to the files will be handled once the system is available.
ZipLine will be available to students and faculty on an inquiry-only basis. Data will be current as of November 26. After the upgrade is completed, all ZipLine self-service functions will again be available to students and faculty with a new and improved look and feel.
All student records will be available on an inquiry-only basis in PeopleSoft version 8, with data current as of November 26.
DARS audits will be available with data current as of November 26.
GRADE ROSTERS & GRADE POSTING
During upgrade
Grade changes and academic record updates will be collected and held for processing on a priority basis once the system is available.
Once we are live again:
Grade rosters will be available to instructors December 8; grade posting will begin the night of December 8.
If you have questions, contact the Registrar’s Office at 330-972-8300.
Student Accounts Activities During PeopleSoft Upgrade Week: Nov. 26 – Dec. 8
During the upgrade: Student Accounts
Office of Student Accounts will operate as normal – payments will be processed at the cashier windows. Online payments will not be available.
No refunds checks will be generated during the timeframe the system is down.
Students and staff will have access to a snapshot of student account view at the time system went down. Staff will have access to CashNet if necessary to view payment activity but it will not update the student account until we go live.
Registration changes and posting of other charges which may impact fees will not be updated on the student account during the down time.
General Ledger transaction will not be updated
During the down time. (Impacts reporting of budgets/revenues collected).
CashNet (cashiering) transactions will be stored in the cashier system and then posted when we go live.
Refunds will be retroactively calculated when the system is brought back up based on date paperwork submitted at the Student Services Center or Registration Office .
Other transactions will be held and posted/updated at go live. (Housing charges, Meal plans, transportation fees/waivers, Third party contract billing and authorizations.
HR/Payroll Activities During PeopleSoft Upgrade Week: Nov. 26 – Dec. 8
SA/HR Users: no updating capabilities (TAARs, etc), only inquiry.
No off cycle checks can be processed for any type of employee
Faculty and Staff will be able to contact benefits administration for verbal verification of benefits only that were in place when the system went down on Nov. 26
E-benefits, e-profile and e-pay will not be available
Requests for New Hire enrollment forms and Family Status Change enrollment forms will be taken during this week and held until the system comes up on Dec. 8. Any elections turned in during the week will also be held.
PAF/Student Employment and GA forms will be held and input into the system once we are live again.
Manual Requests benefit information will be taken, but no formal action can be done until the system is live.
Once we are live again:
Student/Faculty/Staff will see a change in the appearance of online pay statements for pays processed in version 9.
Students/Faculty/Staff/PS SA/HR Users will find the navigation has changed and some page names have changed. IT is providing training for these items.
There were very few changes other than navigation in the Student Accounts Area. Backroom process and operations may be enhanced based on system performance.
Office of Student Financial Aid & Student Employment During PeopleSoft Upgrade Week: Nov. 26 – Dec. 8
During the upgrade the Office of Student Financial Aid and Student Employment will remain open.
Students may continue to phone the Office of Student Financial Aid to inquire about the status of their financial aid awards. Every effort is being made to ensure that financial aid verification data received prior to November 26 is completed so that Fall/Spring awards can be processed expediently once V9 is live. Data entry and financial aid award disbursements will resume the week of December 8.
For more information, contact the Office at 330-972-7032.
TRAINING
Financials User: There are not changes to the Financials pages. The only difference is you will see an Oracle logo where there was a PeopleSoft logo.
No training is necessary.
SA/HR: The new version of PeopleSoft will provide some new capabilities and reports.
However, the primary change will be to navigation within PeopleSoft. The best way to familiarize yourself with v9 is to visit the training website and take a look at the training documentation.
For online training, go to:Online Training.
The best place to start is to watch the Overview presentation, which is the first selection in the Prepare for the UPgrade table. The Overview provides a sweeping review of the new navigation and available reportschanges in v9.
To Register for Instructor-led classes.
Voluntary training classes for PeopleSoft SA/HR for Experienced Users began Nov 17 and will continue through December.
Three classes are available:
PeopleSoft SA/HR for Experienced Users
PeopleSoft SA/HR for Occasional Users
Query Manager for Experienced Users
Registration is available at: Seminar Registration.
To register for December classes, click on the down arrow for Month/Year and select December. Then, click on the Update button.
If you have questions, contact PStrain@uakron.edu.
TAARs: PeopleSoft v9 Online Training Resources
For TAARs users, the process has not changed within the new version of PeopleSoft. However, the navigation and paths have changed. To help you understand the changes and work with the new version, Software Training Services has several resources online.
Documentation, tutorials, and a job aid for processing TAARs is available online at TAARs Training.
The available resources include a three-page quick guide (Checklist) as well as an overview of the changes, a 55-page manual, and tutorials on printing reports, updating teaching and other activities, and printing the UA Academic Activity by Location Report.
If you have questions to contact, Laura Moss lkm1@uakron.edu.
HR Queries Instructor-led Training
Voluntary training classes for PeopleSoft Inquiry and Query Manager for HR Data will begin Dec 10. Registration is available at: Seminars.
If you have questions, contact PStrain@uakron.edu.
COURSE DESCRIPTION: PeopleSoft Inquiry and Query Manager for HR Data
This course is for those individuals who need to use HR data and create queries using HR data in the new PeopleSoft version 9. New users and experienced users, who want to refresh their knowledge, can benefit from this course.
It is recommended that you be familiar with basic navigation in version 9 before taking this course. If you are not, take the online course “Navigate” under the Common Tasks heading at PS v9 Training
In this class, you will:
Review the restrictions on the use of employee personal information
Review the UA Directory Information, Personal Data and Job Data pages
Discuss additional HR data available with the appropriate security
Review Effective Dating of employee records
Create a query, using the UA_Employees table
Create and edit criteria
Download the query data to Excel
Use the mail merge wizard in word to create labels with the data
NOTE: This class does not review TAARS. Training for TAARS is available online at TAARs Training .
Benefits & Need of the PeopleSoft Upgrade
The upgrade to version 9 will provide new functionality to student and faculty self service:
Faculty will be able to view final exam schedulesStudent access to mid-term gradesImprovements to many back office toolsImproved search/match functionalityAcademic Program & Plan deactivation controlImprovements to the portal (ZipLine)And more
Upgrading PeopleSoft to version 9 is also necessary because the current version goes off support at the end of August. Without support, the University will no longer receive updates to HR and Student Applications.
Architecture Change
While we upgrade PeopleSoft, we are moving from a mainframe system to one that uses a series of powerful processors and switching to Oracle as our database software.
By using the new processors, a configuration known as a distributed system, we will gain greater flexibility while reducing overall costs.
Also, if we do not move from the current mainframe, the University will encounter increasing costs to maintain an aging mainframe that is at capacity and no longer meets the University’s needs as it grows.
By moving to Oracle software, we align ourselves with nearly every other higher education institution in Ohio that is already using this database software.
Also, PeopleSoft was designed to run on Oracle instead of the DB2 software running on our current mainframe. With this change, PeopleSoft should run more efficiently on Oracle and the complexity of future upgrades could be reduced.
COMMITTEES
Steering Committee:
John Case
Charles Fey
Jim Sage
Oversight Committee:
John Kovatch
Bill Kraus
Sabrina Andrews
Deb White
Cathy Edward
David Wasik
Rick Draper
LINKS:
ITS Home Page
UA Home Page
PEOPLSOFT v9 UPGRADE STATUS
Wed., Nov. 26: Scheduled to begin.
Mon., Dec. 8: Available to campus. PEOPLSOFT v9 UPGRADE STATUS
Wed., Nov. 26: Scheduled to begin.
Mon., Dec. 8: Available to campus.
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