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1 PeopleSoft Grants Implementation

2 Cutover Sun Mon Tue Wed Thur Fri Sat System Released to Campus

3 Long Cutover Schedule Bursar Deposit Cutoff 11 AM Friday May 7 th System goes down approximately 12 Noon Friday, May 7 th Data is converted and system is put in place Friday the 7 th until Tuesday the 11 th Core Users Validate the System Wednesday the 12 th System is available to Campus Thursday the 13 th System will be slow at first 5 New modules, Cache must build Budget checking More data to check but finely tuned Use standard trouble reporting process to report issues

4 Accounts Payable Please have all direct (please pay) vouchers and purchase order invoices that need to be paid prior to the down time to AP no later than 5:00 pm on May 4th. The last pay cycle AP will run prior to the down time will be May 7th for warrants to print on May 11th. The next check run after that day will be two days after the system returns. During down time, Accounts Payable will have means to print emergency checks only. This will be reviewed by Administration for the level of emergency and approved on a case by case basis. Please send these requests to AP-Management group.

5 Purchasing Purchase Orders to be placed with a vendor by COB May 7, must have the requisition approved by Noon May 7. Requisitions that are in Open status or Pending status at the time the system is shut down for the Grants implementation will proceed through workflow as usual when the system comes back up. If you find that any requisitions did not properly go through workflow during this down time please sandytotten@ouhsc.edu in Purchasing of the issue. If you need an emergency order you must Jean Wilson or Jan Duke with a detailed explanation of why it cannot wait until after the implementation. These requisitions will NOT be entered in PS at a later date.

6 Financials Data View System A copy of the most recent version of production data will be available so that data can be retrieved for the Fiscal Year budgeting process. It must not be used for processing any financial transactions during the cutover window. It will allow you to conduct transactions like entering a voucher, but they will not be saved. Anything you do in the Data View System will not be Anything you do in the Data View System will not be there when production comes back on line.

7 HR System The HR system (Human Capital) will be available for all business functions during the Grants cutover. The Financials system will only be available as a data view system. Transactions that are entered into HR that affect processes in Financials such as payroll can be performed, but the parts of those processes that take place in Financials won t be executed until Financials is back online at the end of the cutover.

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9 epafs Required for Cost Share For salaries are funded through research, where the University is cost sharing, you must create a source change through epaf to add the appropriate chartfield spread to that particular individual. This change is required for accounting processes to work properly after the Grants go live. The perfect time to do this is after April 26th, or anytime during the Grants Cutover, but be sure to complete this before May 12th in order to make the May payroll.

10 Cost Salary Transfer Form The new Salary Cost Transfer form is ready and will be rolled out to coincide with the grants go-live. The new form will be posted on the Financial Services website during the conversion period for the system. Training for using the new form will be provided.

11 Training Sessions Training for new processes will be conducted in the Library Auditorium (LIB-299) Wednesday, April 21, 10 11:30 AM Wednesday, April 21, 2:30 4 PM Thursday, April 29, 2:30 4 PM Video conferencing will be available for Tulsa only. Desk References have been created for the departments. These are available on the web site and in the IT Knowledge Base

12 Training Topics Negotiation Bolt On Cost Share (budget and reporting) epaf Award Notifications ECAV New or Changed Reports

13 Questions?