AP Delta Training & Agency Instructions for Upgrade Preparation

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Thanksgiving Weekend!

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Don't Forget

PeopleSoft Upgrade Scheduled for Thanksgiving Weekend – Early Shutdown on Nov. 26

Due to the timing of the upgrade processes, the PeopleSoft financial system will be shutting down to agency financial users at 10 a.m. on Wednesday, Nov. 26.  All transactions that must be processed prior to Dec. 1 in the financial system need to be completed prior to the shutdown.  Included in this newsletter are specific instructions related to Payroll,  Accounts Payable, and Deposits.

 

Please plan ahead and get your transactions in  as early as possible.  Barring unforeseen circumstances, the system is expected to be operating again by noon on Dec. 1.


Accounts Payable Delta and WorkCenter Training

 

OMES will offer two sessions to provide Accounts Payable 9.2 PeopleSoft Delta Training and will also introduce a new feature, the Accounts Payable WorkCenter.  Please mark your calendar to attend one of the sessions.  There is no registration for the Delta Training, but there will be a sign-in sheet before the presentations are made.

 

Where:  Concourse Theatre

 

Choice 1

When:  November 18, 2014

Sign in:  1:30 - 1:45 pm

Presentation:  1:45 - 4:00 pm

 

Choice 2

When:  November 19, 2014

Sign in:  9:00 - 9:15 am

Presnetation:  9:15 - 11:30 am

 

Previous announcements stated handouts would be provided to users who have subscribed to PeopleSoft Financials – Accounts Payable. Instead, the handouts will be emailed directly to the agencies’ Finance Officers, agencies’ primary Accounts Payable contact, and users who have subscribed to the DCAR Newsletter. 

 

We encourage users with AP Claim Entry, AP Reviewer, AP Report Requestor, and AP Super User roles to attend. The training is designed to provide you with the information necessary to make the transition from 8.9 to 9.2 as seamless as possible, but more importantly, to maximize the benefit of the AP WorkCenter for each user. However, if attending the session requires more than a two hour drive one-way, OMES will train an agency trainer after go-live to clarify the information on the handouts.


Payroll Processing During the Upgrade - ALL AGENCIES

 

The PeopleSoft HCM system is not being upgraded at this time and will be available throughout the holiday weekend.  However, the payroll processes that must connect with the PeopleSoft financial system will not function, and the processes will run to “No Success” when the database links are disconnected for the upgrade.  These processes include the budget checking report and the Run GL Process (PAYGL02).  All payroll claim submission documents, including payroll fund transfers (P9) for Higher Education agencies, must be received by OMES Transaction Processing by 11:30 a.m. on Wednesday, Nov. 26, to be processed prior to the shutdown of the financial system.


Accounts Payable Preparation for the Upgrade - ALL AGENCIES

 

In order to experience a seamless transition in Accounts Payable, OMES requests accounts payable users diligently review vouchers with exceptions throughout November and make the necessary corrections timely to process all payables so that vouchers post as of Nov. 26, 2014.

 

Vouchers with Exceptions
Vouchers, other than OMES inter-unit vouchers, must be posted at the time of the conversion. Run the Matching, Document Tolerance, Budget Checking and Vouchers in Recycle Status reports to monitor and correct purchase order and/or vouchers so that all vouchers will process. Vouchers remaining in an unposted status as of the conversion date will be deleted.

 

Staging Tables
All payroll withholding vouchers need to be built as of the conversion date. Run the OCP_Payroll_Vchr_Stage_Validatio query now and just prior to the conversion date to obtain a list of payroll withholding vouchers in the staging tables. Run the voucher build process to clear the staging tables. OMES will build any vouchers remaining in the tables on Nov. 26, 2014, prior to the Accounts Payable cutoff time.

 

Accounts Payable Cutoff
Accounts Payable users will be able to transmit or enter vouchers and make any final voucher corrections until 10 a.m.  Wednesday, Nov. 26, 2014. System access will be removed at that time. OMES will complete pay cycles after this cutoff and will also identify unposted vouchers and delete them.  


Deposits Preparations for Upgrade - ALL AGENCIES

 

In order to experience a seamless transition in Accounts Receivable (deposits), OMES requests accounts receivable users review deposits not completed throughout November and make the necessary corrections timely to process all deposits so that transactions will complete posting by 10 a.m. Nov. 26, 2014.  Specific instructions are given below for different types of deposits.

 

Journal Direct Deposits

Cleanup of old deposits has been monitored this year and you should not see a significant number of deposits which need attention.  You can run the query OCP_AR_RECONCILE_DEPOSITS  using date parameters of 07/01/2014 through the current date to see the status of your deposits.  Please review any deposits that do not have a journal ID in column T.  You will need to access those deposits online to ensure that they have the complete box checked and a valid budget status.  Deposits without a journal ID can be found in one of three places depending on the deposit’s status:

  1. Accounts Receivable>Payments>Online Payments> Regular Deposits
  2. Accounts Receivable>Payments>Direct Journal Payments>Create Accounting Entries
  3. Accounts Receivable>Payments>Direct Journal Payments> Modify Accounting Entries.

 

Searching in either of the first two navigations should return no results.  If deposits appear under these two navigations, they need to be finalized or deleted.  Many of the deposits that need attention would show in the third navigation.

 

Item Deposits (For agencies that have implemented Accounts Receivable)

Item deposits that are in Regular Deposits or Express Deposits screens need to be completed.  Deposit worksheets should be completed and put to batch standard or deleted.


Manuals and Delta Training Videos

How to Use EBS Manuals

EBS manuals do not train individual agency business processes. They are PeopleSoft manuals to teach end-users how to use the software. How your agency uses it and what your agency requires as data and input for the software is a business process and can vary greatly from agency to agency.

 

Best Practice

  • All manuals are Microsoft Word documents.
  • Download the manual you want.
  • Add your agency business processes in the appropriate spots within the manual.

 

And there you have it -- one resource that includes important technical information about the software AND your own agency rules!

EBS Videos

Don't forget to take a look at all of the 9.2 Financials Upgrade Delta Training Videos here.

The EBS Upgrade Team encourages all users to review the videos -- regardless of the content -- in order to get a look at the new 9.2 environment.


Private Queries Reminder

Don’t forget your Query maintenance

So far, testing shows that queries are working well. However, as stated previously, EBS cannot quarantee that all private queries will transition from 8.9 to 9.2. To assist users with this possible issue, the EBS Upgrade Team has put together a plan of action for users to take to prepare for and then remedy any problems they encounter with private queries.

 

Query Managers and Viewers have received an email with instructions regarding the actions they need to take. As stated previously, EBS cannot access private user queries. This means EBS cannot make corrections or fix broken private queries after the upgrade.

Query Managers:

  • You must run each of your mission critical private queries in the current 8.9 environment prior to Thanksgiving weekend (before we upgrade to 9.2).
  • After we go live in the new 9.2 environment, you must identify and fix any and all errors in these queries. 
  • You will need to fix errors identified by query viewers to whom you previously copied a query. 

 

The EBS Upgrade Team has sent you an email listing all queries you identified as mission critical and all queries identified as mission critical by a user to whom you copied the queries.  Use this email, with specific instructions, to guide your testing process.

Query Viewers:

  • You must run each of your mission critical private queries in the current 8.9 environment prior to Thanksgiving weekend (before we upgrade to 9.2).
  • Run the same queries again in the new 9.2 environment after completion of the upgrade.
  • For those queries in which you identify an error, you will need to contact the query manager who copied the query to you in order to have it fixed.

 

The EBS Upgrade Team has sent you an email listing all queries you identified as mission critical and the query managers who copied the queries to you.  Use this email, with specific instructions, to guide your testing process.

 

Reminders and other notifications will be provided via the Financials Upgrade Buzz Newsletter - so WATCH THIS SPACE for updates! 

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Just the FAQs

What is Delta Training?

Delta Training means training the differences between 8.9 and 9.2.

What do you mean by fewer clicks?

As most of the articles have suggested, "fewer clicks" focuses on navigation.


Training Info

Videos:

Navigation 9.2 Video

Budget Detail Search Video

Information Icon Video

Incomplete Voucher Video

Manuals:

COR430      COR411   COR417  

COR431      COR414   COR451

COR432      COR415   COR437

COR403      COR412   COR416

COR433      COR406   COR412

COR416      COR434   COR438

COR405      COR436   COR435

COR108      COR113   COR132

COR131      COR214   COR402

COR118      COR452   COR110

COR114

Coming Soon

More updated manuals


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