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To: PeopleSoft Users
Re: Upgrade Processing Reminders
The upgrade live date is approaching and you need to be aware of some processing instructions. Please review this information and make the necessary changes to your processes during the week of the upgrade.
The upgrade process begins the evening of Friday, Nov. 6, and spans through the Veterans Day holiday on Nov. 11. The system will be unavailable for use beginning at 5 p.m. on Nov. 6 through Nov. 11. The upgraded system will be up and running by 10 a.m. on Thursday, Nov. 12.
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Prepare for system to be down! Agencies should think ahead and plan for the two business days that PeopleSoft will be unavailable.
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Purchasing and Disbursements: Take care of POs or vouchers before the close of business on Nov. 5.
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P-card: The deadline for editing, download, voucher build and submission of P-card vouchers is Nov. 5. We recommend transactions be coded and signed off daily in preparation of this shortened deadline.
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Payroll: While HCM will not be down, PeopleSoft Financials will not be available to add combo codes (if needed) until Nov. 12. The payroll deadline for the bi-weekly payroll that spans the system outage will be extended to 10 a.m. on Tuesday, Nov. 17 (instead of the previous Friday). Bi-weekly payroll agencies should encourage employees to enter time early. We recommend employees enter time daily and managers approve time daily during this pay period to enable a quick turnaround for payroll processing.
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Deposits: All agencies making deposit entries into PeopleSoft on Nov. 12 should enter their deposits from Nov. 9-10 separately to match the deposits made at the bank. They should not combine these deposits into one deposit entry when keying into PeopleSoft. In addition, agencies making large deposits ($100K or more) at the bank on Nov. 9, 10 or 12 should notify OST (ostcdcoll@treasurer.ok.gov) and the bank as soon as possible of the amount so OST can manage any collateral requirements.
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Training – While you are not likely to notice a difference in the work you do within the PeopleSoft modules, the navigation to get there will be different. OMES has already held a live demo of the navigation and is preparing videos to be made available on the OMES website this week.
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Practice opportunity – Users can begin exploring the navigation in the test environment at https://financials.ok.gov/. Use the login credentials you had on Oct. 6, 2020.
We look forward to working in the more updated environment and to further enhancements that will implemented as a result.
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