In June and throughout summer/fall 2014, the district will roll-out the final phases of the ITSS 5-Year Software Plan PeopleSoft Upgrades.
In June the PeopleSoft HCM application will be upgraded from version 9.1 to 9.2. This upgrade to a new version of the software will change the look and feel of the software. However, for the majority of users, the steps and tasks they perform will remain the same.
The upgrade will require a shutdown of HCM on a Friday afternoon and it will remain unavailable throughout the weekend. Scheduling details for this outage will be provided to staff within the next few weeks.
Depending on your usage of the application, there will be some new features provided during the roll-out period. As the new or changed functionality is ready to be deployed, affected staff will be notified and training materials will be provided.
What are the functionality changes that will be deployed during the roll-out period and who will be affected?
· All Employees
o Benefits Life Events - Employees will be able to execute a simplified process for life event changes. Marriage, birth, adoption, divorce and domestic partner events will be incorporated into the Benefits self-service process.
o Catastrophic Leave Bank (Donation/Withdrawal) -The donation process will be available through PeopleSoft employee self-service.The withdrawal process will be accompanied by supporting manual steps due to required documentation from the employee (e.g. Physician’s Statement of Catastrophic Illness Form).
· Management and Supervisors
o HR Manager Dashboard - This new functionality helps Managers to complete their daily tasks, to view their direct team’s information dashboard, and to view and act on alerts and requests awaiting their approvals.
o Time and Labor WorkCenter - The WorkCenter will combine transactions, analytics, workflow, alerts, and reports into a central place for each Timekeeper. It will provide a one-stop-shop that will streamline and simplify work processes by providing access to all the needed information in one place.
· Timekeepers and Management
o Leave Management Interfaces - Currently SAMS -Substitute Management system, TRANS - Transportation Management system, TMA -Maintenance Work Order Management system, and additional manual processes are used to track and maintain employee absences.
A new interface for SAMS and TMA and a slightly modified interface for TRANS will be provided to populate absences directly onto the PeopleSoft Time & LaborTimesheet. The new TMA interface will also populate positive time. These interfaces will improve accuracy and consistency, minimize double entry, and streamline business processes for timekeepers and management.
· Central Office Pilot Group (Finance, HR, ITSS,Internal Audit and Strategic Sourcing)
o Leave Management - The pilot group of employees will have the ability to request absences through PeopleSoft Employee Self Service. Through Management Self Service, managers and supervisors in the pilot group will have the ability to report and can also approve or deny an employee's time.
For questions, contact Jessica Youngs, Systems Development Coordinator, Integrated Technology Support Services, at email@example.com.
The Integrated Technology SupportServices department wishes to remind District staff that the PeopleSoftFinancial/Supply Chain application will be upgraded from version 8.9 to 9.2 inDecember 2013
Ø When will this upgrade occur in December?
ThePeopleSoft Financial/Supply Chain application will be upgraded and unavailable beginning at 5:00 p.m., Thursday, December 5 and will remain unavailable throughoutthat weekend. The upgraded 9.2 version will be available at 6:00 a.m., on Monday, December 9. The outage will affect all of the PeopleSoft Financial/SupplyChain functionality including Travel & Expense and eProcurement. This upgrade does not affect any other district applications. District e-mail,ORBIT, PowerSchool, Site Based Budgeting and PeopleSoft HCM (PARs, Time andLabor, etc) will continue to be available.
Ø What changes will happen because of this upgrade?
This upgrade to a newer version of the software means the web pages and screens you currently use to do things like eProcurement orders, travel authorizations, expense reports and budget reports, will look different. You'll still perform the same or similar tasks, and most of the general steps you do now will be the same, or similar. However, the look and feel of the software will be different. Depending on your usage of the application, there may be some new features available.
Ø Important cut-off information about eProcurement and Travel & Expense:
If you use the eProcurement or Travel and Expense functionality in PeopleSoft Financials, please review Circular 34 for important information about cutoff dates/times for saving and submitting, and approvals for eProcurement requests and for Travel Authorization and Expense reports. The cut-off dates vary depending on functiona nd type and will begin on Wednesday, November 20.
Ø Important Training information about eProcurement and Travel & Expense:
v Training materials and resourcesfor eProcurement
· Brand new and updated trainingmaterials will be created to assist with the transition to the new 9.2 version. As they become available starting in mid-to-late November andthroughout December, they will be posted on the District website at Staffà Technical Support andResources à PeopleSoft--> New PeopleSoft Training Materials [SD1] .
o A transitional job aid will beavailable for current advanced eProcurement users (those who use ePro frequently, and are good with computers). This job aid will show the core differences between placing an order with the old eProcurement version 8.9, and placing orders with the new eProcurement version 9.2.
o The existing step-by-step job aids (i.e., How to Order Catalog (Stock) Items, How to Order Printer or Copier Paper, etc.) will be updated for the new 9.2 version.
o Online narrated video tutorials that you can watch and interact with on your own computer at your desk are being created for you and will be available soon. They will walk you through and train you on all the steps for many different tasks, such as creating different kinds of eProcurement orders, etc. You will be able to access and use these interactive tutorials at any time, from your computer at work.
o There will be an eProcurement 8.9 to 9.2 transitional overview session at the Ed Center Auditorium on Tuesday, December 3 from 1:30 to 3:00 p.m. This is an open session and no sign-up or enrollment is required.
o There will also be several limited classroom trainings in December. The schedule for these will be available later this month. Additional training classes will be scheduled for January and ongoing thereafter. Please watch your emailed Newslines for future announcements on these classes.
v Training materials and resources for Travel & Expenses
· Brand new and updated training materials will be created to assist with the transition to the new 9.2 version. As they become available starting in mid-to-late November and throughout December, they will be posted on the District website at Staffà Technical Support and Resources à PeopleSoft --> New PeopleSoft Training Materials [SD2] .
o A transitional job aid will be available for current Travel Expenses users. This job aid will show the core differences between creating a Travel Expense form in version 8.9, and creating a Travel Expense form in version 9.2.
o The existing step-by-step job aids (i.e., How to Create an Expense Report, How to Create a Mileage Reimbursement Report, etc.) will be updated for the new 9.2 version.
o Online narrated video tutorials that you can watch and interact with on your own computer at your desk at work will be available. They will walk you through and train you on all the steps for many different tasks, such as creating mileage expense reports, etc. You will be able to access and use these interactive tutorials at any time, from your computer at work. Watch for announcements about when and how to find these tutorials, in your emailed Newslines.
Please stay up-to-date on all PeopleSoft news by following the PeopleSoft News blog at http://www.sandi.net/page/1777[SD3] For questions, contact Jessica Youngs, Systems Development Coordinator, Integrated Technology Support Services, at firstname.lastname@example.org .