Reports before, during, and after The Upgrade

Here are details on how report users can prepare for the systems interruption, April 10-20, and what to do after upgraded systems launch on April 20.

Before and during the cutover:

• See changes to UM Reports, UM Analytics, and PeopleSoft reports.
• Document favorite/bookmarked UM Report links now since they will not work after The Upgrade.
• View Reporting training materials.
• During cutover, UM Reports will be available with data as of April 9.
• Encumbrances related to payroll and fringe activity will be zeroed out before cutover and will remain at zero until after the next payroll runs on April 29. If you need April encumbrance amounts for payroll and fringe, run reports on April 7, before 4:00 p.m.

On and after April 20:

• The new Reporting Center will consolidate UM Reports, UM Analytics and PeopleSoft reports. 
• The UM Reports homepage will redirect to: MyU > Key Links > Reporting Center.
• Check the "as of" date on each report to see when data was updated.
• Follow these instructions if you have trouble with pop-up blockers.
• Printing experiences may vary by browser. If your browser window does not show a printer icon, use Ctl-P to initiate printing.
• View the UM Reports list to determine if a report was updated, replaced, or retired. Retired reports will not appear.
• Everyone can see all report links, even if they don't have access. Trying to run a report without access will generate an “access error” message.
• Important updates will be posted on the Reporting Center homepage.

Finance Advance Team Spotlight: Madonna Monette

This spotlight is on Finance Advance Team member Madonna Monette, Chief Financial Manager for U of M Extension. Advance Team members are unit-specific people who have volunteered to receive advance materials and information to help their colleagues during The Upgrade transition.

Is The Extension ready for The Upgrade?

With regard to Finance, I would say we are “near-ready.” MN Extension has more than 500 employees, many of whom wear a lot of different hats, so getting our organization prepared for The Upgrade is a daunting task. There’s a lot of information to absorb, and people just want what is specific for them. This is why The Upgrade website has been so helpful – it’s organized so you can find useful information relevant to you. I believe many folks are informed on what The Upgrade is and entails but they still need time to take their training.

How are you helping the Extension prepare?

I feel privileged to be part of the Advance Team, a role I take very seriously. There’s a real benefit to being on the front line of discovery and preparation. I can give voice to ideas and concerns on behalf of my community.

We have focused on keeping things as easy as possible. We aim for clear, streamlined organizational processes with local implementation and individual accountability.

It’s important for us to be knowledgeable about how The Upgrade will impact the people we serve. I’ve been a human sponge (in addition to my regular job), soaking up information, figuring out how it applies to our area, and then making sure we know how to help people when the time comes.

How has the process been going?

The partnerships with the Extension Human Resources and The Upgrade have been great. We couldn’t be successful without people like Carrie Meyer in EFS. We process about 800 travel reimbursements every month and manage PCard activities. We’ve worked specifically with Purchasing and HR to deliver a great webinar with targeted, applicable information, on PCard, My Wallet and MyU. Extension Finance, HR and Communications are teaming together to continue to provide targeted communication to our community.

Any advice?

We think we know how it will all work but going live can bring new challenges. People are going to have different needs. We need to be prepared to be flexible and patient as we will likely experience difficulties. For myself, I try to have a calm demeanor, convey a sense of urgency without panic, and share a lot in translating what is applicable to our Extension community.

A Guide to Planning for the Cutover of the Upgraded Human Resources System

As we move closer to our April 20 Go Live date, when the Human Resources Management System (HRMS) transitions from PeopleSoft 8.9 to 9.2, several crucial events and deadlines may cause some disruption in normal business activities. Most importantly, the transition means that PeopleSoft and related systems will be unavailable or view-only from April 9 through April 19.

To help you plan for the cutover period, here are the most important dates and events for your human resources work. More detail is on the HRMS Tools and Resources web page under “HRMS Cutover Resources.”      

BEFORE THE CUTOVER (Now through April 5)

Send in all benefits forms as early as possible. From March 27 to April 7, send benefits forms (such as enrollment, ORP/457, severance agreements, phased retirement agreements, releases, etc.) as soon as you get them.

Make sure your staff with security roles are trained by Friday, April 3. Anyone who needs security access in PeopleSoft 9.2 must take required training by this date to ensure access for Go Live.

Post job openings by Friday, April 3. The last day to post new job openings is Friday, April 3. Job requisitions can’t be submitted again until April 20.

All units should be ready to finish payroll by Tuesday, April 7. Pay Entry will close at 4:00 p.m. on that day. Payroll Services will close payroll on April 8. Any paysheet updates must be received by 3:00 p.m. on April 8.

DURING THE CUTOVER (April 6-19)

Most PeopleSoft and related systems will be unavailable or view-only from April 9 through April 19. Deadlines may vary by business process. For human resource business processes, submit information in plenty of time to meet these deadlines:

• The last day to enter Position Management requests is Monday, April 6.
• The last day to enter job data is Tuesday, April 7, including new hires, additional pay, position requests, and HRMS corrections.
• The last day to enter benefits enrollments is Tuesday, April 7. Employees can still enroll or register family status changes by paper during the cutover; these will be entered into the new 9.2 system beginning Monday, April 20.
• The last day to enter paper time off requests is Sunday, April 5.
• Pay Entry will be open April 17-21. All job data entry and pay entry for the period ending April 19 is 5:00 p.m. on the 21st. Payroll Services will close payroll on April 24. All paysheet updates must be received by 10:00 a.m. on Friday, April 24.

GO LIVE (April 20)

On Monday, April 20, the upgraded PeopleSoft 9.2 system will be up and running! On the first day of Go Live, data entry resumes for all business processes suspended during the cutover, including:  

• New hires, additional pay, position management, and other job data
• Requisitions for new job openings
• Time and labor
• Time-off requests (including absences requested during the cutover, April 6-19)
• Benefits enrollments and family status changes (including those requested during the cutover)

Employees begin reporting hours and requesting time off electronically on Monday, April 20. Make sure your staff understands the new procedures and has taken the online training. (Go to The Upgrade Training and Education web page, click on Human Resource Systems, then click on “Time Reporting” and “Absence Reporting.” In the left-hand column, under “Training for:” look for the courses that apply to your role as employee, manager, supervisor, etc.)

POST-GO LIVE (After April 20)

COBRA notices will be issued by central Employee Benefits, instead of by units, starting Friday, May 1.

The first pay period using electronic time and absence is April 20–May 3.

The last day to fill or close job openings in the old PeopleAdmin system is Tuesday, June 30. Hiring managers will not be able to see or access old job requisition information after that date. Hiring and job requisitions will be done exclusively in the new Recruiting Solutions system.

The Upgrade Plans to Launch in April

The Upgrade of our PeopleSoft systems is planned for April. The systems interruption, or cutover period, when PeopleSoft and related systems are unavailable or view-only, is expected to begin on April 10th and last approximately 10 days.

Many activities need to happen between now and then, including additional testing, business process changes, and cutover preparation. Here are ways to get ready:  

• Visit upgrade.umn.edu for more information
• Find training at The Upgrade's Education & Training page
• Get support from your network of Advance Team members
• Sign up for The Upgrade Newsletter

Information will soon be provided about: The Upgrade Fair [Update 4/8/2015: here is a link for information on the Upgrade Fair], where users can get hands-on experience, and The Upgrade Readiness Survey. Please note changes to class registration dates.

Welcome to 2015!

Every new year brings both constancy and change, and this one is no different.

• The constancy: the PeopleSoft upgrade is still expected to launch this spring. 
• The change: we are shifting from February to a goal of March or April. We plan to announce exact dates by January 28th. 

When determining timing for such a large, complex program, we weigh a wide range of factors and trade-offs, from payroll periods to student registration to grant processes, and many, many more. Depending on the timing, the implementation will affect some areas more than others, so we truly appreciate your flexibility.

Greater reach to the University community

With The Upgrade's implementation on the horizon, we are focusing on spreading the news to everyone (yes, everyone) at the University.

-An awareness campaign will be posted throughout the campuses.
-You can help! Visit the Awareness Campaign page to download, print out, and post materials in your offices.
-College and unit leaders will ask you to participate in readiness.
-Visit our website and take the weekly poll. 

High-touch events

Starting with the OIT-sponsored “Get Upgrade Ready” event (see pictures below) this week, we are hosting events that prepare users for the change. The IT event was so well attended and so engaging, we wished we had sold tickets!

Soon-to-be-announced is the upcoming “Upgrade Fair,” a day-long event for PeopleSoft users to get a feel for what the upgraded systems will be like. [Update 4/8/15: here is a link for more information on the Upgrade Fair]

[Around 500 staff and faculty attended IT's Get Upgrade Ready event on January 7th in the Great Hall, where t-shirts were provided, and attendees listened to Upgrade presenters. To see more pictures and Tweets from the event, search #upgradeready.] 

Enhanced support and diligent preparation

We will equip existing helplines and call centers with information and training to answer your questions during Cutover and Go Live. Behind the scenes, we continue testing and refining the systems, and releasing relevant information as it becomes available. Please make sure you are preparing by checking out training on the Training & Education page.

After The Upgrade: Reports

In April 2015*, the PeopleSoft upgrade is scheduled to usher in a new Reporting Center that consolidates UM Reports, UM Analytics, and PeopleSoft reports.The Reporting Center provides a single window into commonly used reports from multiple reporting tools. Features include: Improved search function, real-time data, ability to "like" favorite reports, links to the data warehouse web query tool, HRMS query viewer, and EDMS. 

Here is some important information for people who use reports:

• Some UM Reports will go away because they aren't frequently used or the information is duplicated elsewhere.
• Some reports will have different names and content.
• UM Reports favorites and bookmarks will not transfer, so save a list in order to find them after The Upgrade
• If you have created and saved ad-hoc queries in the Data Warehouse, they may need to change due to business process changes.
• During the one to two-week system cutover period in April, most UM Reports will be view-only with static data.
• Find out details about reporting changes.
• Watch a short video to prepare for the new Reporting Center.

*This article was updated on 02/04/2015 to reflect the most recent timing information.

The Cutover Period: What You Need to Know

The Upgrade is a massive undertaking. We are upgrading several complex systems in sequence, as well as improving system efficiency, adding a portal, consolidating reporting, and updating processes.

This is why The Upgrade will take longer than previous ones.

Just before the new systems “go live”, there will be a one to two-week period during which some systems won’t be available – some will have view-only information that is not live.

We are trying to shorten the system cutover period as much as possible. Right now, it looks like it will take a little more than a week. We’ll know more at the end of the November testing period. 

Prepare for the Cutover Period

Before the cutover, you’ll need to take care of critical issues that will happen during that time, such as having extra lab and office supplies on-hand, and entering and approving employee time. As we get closer, we will provide more preparation information. 

Here are a few things you WILL be able to do during the cutover.

• Human Resource Systems: You can continue the hiring process and you can view employment records. We do need to minimize the number of HR events during the cutover period, so consider moving hires before or after that time.
• Finance Systems: You can continue to make PCard purchases (e.g., for research activities) and view information as "read-only".
• Student Systems: You can view all records, print transcripts and certification letters, and access “read-only” software applications.
• Reporting: UM Reports, the data warehouse, and UM Analytics will be available with static data that was accurate as of the cutover date. 

Upgrade Key Messages

What are the top three things you
want your audience to remember?

Since so many of us are spreading the word about The Upgrade, we thought it would be useful to distill the information down into three key messages (but remember to always tailor content to your audience whenever possible). 

Message 1: In April 2015*, we plan to do a systems upgrade that will affect nearly everyone at the U. To be successful, we need your support... and patience!

Supporting Information
Three PeopleSoft systems will be upgraded: Campus Solutions (student systems), Enterprise Financial System (EFS), and the Human Resource Management System (HRMS). Where it makes sense, we are also moving from an overly customized system to a tried-and-true package solution. Other changes include a personalized portal; consolidated reporting; automated business processes; and better infrastructure. Tertiary systems may also be affected.

You’ll need to learn new ways to do things, and we’ll give support and training as needed. As with any upgrade this big, we expect to have to work out some kinks, so please be supportive during this time.

Message 2: The Upgrade will…                            

• Support ongoing infrastructure efficiency, supportability, stability, and compliance.
• Provide benefits to faculty, staff, and students: personalized MyU portal, real-time information, automated processes, and consolidated reporting.

Supporting Information

Upgraded systems will be easier and faster for IT to maintain so we can focus more resources on our mission instead of on behind-the-scenes operations. Upgraded systems will enable improved processes, such as employee time management, purchasing, and accounting. And we’ll be in a better position to leverage new and emerging technologies.

MyU will feature personalized information and let you manage your interests and favorites. Go to MyU for things like:

• Real-time personal notifications and financials
• Real-time class schedules, grades, and waitlists
• Research, teaching, and advising tools
• Consolidated reporting (UM Reports, UM Analytics, some PS reports)
• Access to UMarket and purchasing information
• Employee time management and approvals

Message 3: The Upgrade will take one to two weeks. During that time, you won’t be able to use some systems. For example, some systems will have view-only information that is not "live." You will need to prepare -- we will help you.

Supporting Information

Because we are upgrading several complex systems in sequence, the process will take longer than previous upgrades. We are working to minimize the impact but you may need to take some actions beforehand, like making loan or vendor payments, entering and approving employee time, or making sure your software is up-to-date. We’ll help you prepare – please pay attention to future communications.

This change is complex, and even though we have taken a lot of precautions, it’s rare that an upgrade this significant would go off without a hitch. Please be an advocate during this time. We need your support and patience to be successful!

*This article was updated on 02/04/2015 to reflect the most recent timing information.