OH NO, another upgrade – What should I be doing before, during, and after the upgrade to 9.2

OH NO, another upgrade – What should I be doing before, during, and after the upgrade to 9.2 OH NO, another upgrade – What should I be doing before, during, and after the upgrade to 9.2 - Start

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Session #34031. March 17, 2015. Brenda Nolan. Kentucky Community and Technical College Systems (KCTCS). Procurement Manager. Helen Freese. Sierra-Cedar, Inc.. Senior Financial Consultant – Higher Education. ID: 730882 Download Presentation

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OH NO, another upgrade – What should I be doing before, during, and after the upgrade to 9.2




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Presentations text content in OH NO, another upgrade – What should I be doing before, during, and after the upgrade to 9.2

Slide1

OH NO, another upgrade – What should I be doing before, during, and after the upgrade to 9.2

Session #34031

March 17, 2015

Slide2

Brenda NolanKentucky Community and Technical College Systems (KCTCS)Procurement ManagerHelen FreeseSierra-Cedar, Inc.Senior Financial Consultant – Higher Education

Your Presenters

Slide3

Preparing for the upgrade to 9.2 During the upgrade to 9.2 After the upgrade to 9.2

Agenda/Contents

Slide4

KCTCS & OraclePeopleSoft Financials 9.2PeopleSoft HR 9.2

PeopleSoft SA 9.0

PeopleTools

8.53

Financial Modules

General Ledger, Commitment Control, Asset Management, Payables, Expenses, Purchasing, Receivables, Billing

Budgets (custom)

Slide5

Preparing for the

Upgrade to 9.2

Slide6

Workflow and PurchasingGeneric Notification Templates are overwritten in 9.2Before the upgrade, document any changes made to customize the templates as they will need to be reapplied

Purchase Order Close Short Setup

PO Close Short Workbench functionality has been expanded to allow more flexibility and control of how to close short purchase orders.

If using, you will need to determine the close short

rules

Match Exceptions

Must be cleaned up prior to starting the upgrade

Slide7

PayablesPay Cycle Definition

Any modifications performed on the

Payment Source

,

Mapping

,

Step

, and Step Definition tables will be overwritten. Make note of the changes if you wish to reapply these customization at the end of the upgrade

Due to the Financial Gateway enhancement in Pay Cycle, all pay cycles must either be completed or reset before starting the upgrade process

You must post all voucher, payment, and withhold transactions and generate the corresponding accounting lines.

You must run Journal Generator, Journal Edit, and Journal Posting for all Payables entries that have been posted but not yet processed before starting the upgrade

Custom Match Rules and Match Controls will be removed – make note if you have customized as these will need to be redefined

Slide8

ExpensesNew Approval and Workflow engine in 9.2In preparation for the upgrade, ensure all expense transactions are either in Pending status (not submitted) or Paid status (expense reports, cash advances) or final approval status (travel authorizations, time reports).

If using post-payment audit functionality, any outstanding transactions for post-pay review must be completed prior to the upgrade.

Slide9

Supplier Financial AuditNew Feature in 9.2 Allows the users to set up and administer an audit trail for various fields on the Supplier component at the SetID

or Supplier level

If you are going to use, preparation includes:

Configuration Template

Which fields will be audited

Which fields will require a reason code

Identify Reason Codes to be set up

Slide10

Purchasing Auto NumberingChanged in 9.2Requisitions, Purchase Orders, Receipts, Return to Vendor, Master Contracts, and Procurement Contract documentsIf you are going to use, preparation includes:

Determine prefix, if any

Determine starting sequence number

Determine field length

Slide11

Search FrameworkNew feature in 9.2Search Framework provides a standard, declarative method for creating, deploying, and maintaining search indexes for all PeopleSoft Applications

Oracle Secure Enterprise Search (SES) is the search engine the Search Framework relies on

To use, determine which Search Categories will be enabled

Must enable

AP_SDN_ADDRESS

and

AP_SDN_AKA_NAME

if using Financial Sanctions

Slide12

WorkCenters & DashboardsIf you are going to use, preparation includes:Buyer and Payables WorkCenters

What items are to be includes on the

WorkCenter

My Work

Links

Queries

Reports/Processes

Who will have security

Buyer and Payables Dashboards

Which dashboards will be included

Who will have security

Slide13

During the Upgrade to 9.2

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ConfigurationGeneric Notification TemplatesReapply any changesPO Close Short

Add

a PO close short rule ID for each PO Business Unit that allows purchase orders to be closed short.

Pay Cycles

Reapply any changes

Matching

Configure custom match rules and match controls

Slide15

Supplier Financial Audit Set Up Financials/Supply Chain → Common Definitions → Codes and Auto Numbering → Reason Codes

Add reason codes for

Reason Type

of

Supplier Audit

Slide16

Supplier Financial Audit Set Up Financials/Supply Chain →

Product Related → Procurement Options → Suppliers

Supplier Audit Template

Copy the delivered default template (

SHARE

TESTTMPL

)

Slide17

Supplier Financial Audit Set Up Financials/Supply Chain → Common Definitions → User Preferences → Define User Preferences

Procurement

Supplier Processing Authority

User who is enabling the supplier audit must be authorized for the supplier audit

Slide18

Supplier Financial Audit Set Up Financials/Supply Chain → Product Related → Procurement Options → Suppliers → Set Controls-Supplier

Enable auditing

Slide19

Purchasing Auto NumberingSet Up Financials/Supply Chain →

Common Definitions

Codes and Auto Numbering

Auto Numbering

Add for each number type using auto numbering

Purchasing Requisition

Purchase Order

Receiver Number

Return to Vendor (Supplier)

Master Contract

Procurement/Supplier Contract

Slide20

Set Up Financials/Supply Chain → Business Unit Related → Purchasing → Purchasing DefinitionIf no Beginning Sequence is defined, the

Last Number Issued

will continue to be used

Purchasing Auto Numbering

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Search FrameworkDeploying the SearchesPeopleTools

Search Framework

→ Administration → Deploy/Delete Object

As delivered, the search definitions are not deployed to the search engine

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Search Framework

Slide23

Search Framework

Slide24

Search FrameworkGlobal Search PeopleTools →

Search Framework

→ Administration → Define Search Context

As delivered, all of the search categories are available from the home page

Slide25

Search FrameworkBuilding the Search IndexesPeopleTools

Search Framework

→ Administration → Schedule Search Index

Before users can submit search requests against the deployed objects, the search indexes must first be built.

The search indexes are only as current as the last incremental index update or the last full build date and time.

Slide26

WorkCenters & DashboardsWorkCenters are delivered as empty components

Configure

WorkCenter

Pagelets

Enterprise Components →

WorkCenter

/Dashboards → Configure

Pagelets

Slide27

WorkCenters & Dashboards

Slide28

WorkCenters & Dashboards

Slide29

WorkCenters & Dashboards

Slide30

WorkCenters & Dashboards

Slide31

WorkCenters & DashboardsConfigure Dashboard

Pagelets

PeopleTools

→ Portal →

WorkCenter

Manage

WorkCenter

Dashboards

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WorkCenters & Dashboards

Slide33

WorkCenters & DashboardsConfigure Dashboard

Pagelets

PeopleTools

→ Portal →

WorkCenter

Manage

WorkCenter

Dashboards

Slide34

WorkCenters & Dashboards

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After the Upgrade to 9.2

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Areas of focus for testingSearch FrameworkVerify the new search feature is working as expectedWorkflow

Verify email templates

Verify proper routings

Supplier Financial Audit

Verify the audit information

Procurement Document Auto Numbering

Verify the various procurement documents are being numbered properly

PO Close Short

Verify the new rules

Pay

Cycles

Verify each pay cycle is working properly

Matching

Verify matching is working correctly

WorkCenters

and Dashboards

Verify each of the items on the

WorkCenter

and Dashboards are working correctly.

Slide37

Questions?

Slide38

Brenda NolanProcurement ManagerKentucky Community and Technical College SystemsE-mail: Brenda.Nolan@kctcs.eduHelen FreeseSenior Financial Consultant – Higher Education

Sierra-Cedar, Inc.

E-mail: Helen.Freese@sierra-cedar.com

Contacts

Slide39

Presentations from previous meetings are also availableThis presentation and all Alliance 2015 presentations are available for download from the Conference site at

www.alliance-conference.com


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