Session 34031 March 17 2015 Brenda Nolan Kentucky Community and Technical College Systems KCTCS Procurement Manager Helen Freese SierraCedar Inc Senior Financial Consultant Higher Education ID: 730882
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Slide1
OH NO, another upgrade – What should I be doing before, during, and after the upgrade to 9.2
Session #34031
March 17, 2015Slide2
Brenda NolanKentucky Community and Technical College Systems (KCTCS)Procurement ManagerHelen FreeseSierra-Cedar, Inc.
Senior Financial Consultant – Higher Education
Your PresentersSlide3
Preparing for the upgrade to 9.2 During the upgrade to 9.2 After the upgrade to 9.2
Agenda/ContentsSlide4
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 9.2Slide6
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 upgradeSlide7
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 redefinedSlide8
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 upSlide10
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 lengthSlide11
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 SanctionsSlide12
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 securitySlide13
During the Upgrade to 9.2Slide14
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 controlsSlide15
Supplier Financial Audit Set Up Financials/Supply Chain → Common Definitions → Codes and Auto Numbering → Reason Codes
Add reason codes for
Reason Type
of
Supplier AuditSlide16
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 ContractSlide20
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 NumberingSlide21
Search FrameworkDeploying the SearchesPeopleTools
→
Search Framework
→ Administration → Deploy/Delete Object
As delivered, the search definitions are not deployed to the search engineSlide22
Search FrameworkSlide23
Search FrameworkSlide24
Search FrameworkGlobal Search PeopleTools →
Search Framework
→ Administration → Define Search Context
As delivered, all of the search categories are available from the home pageSlide25
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
PageletsSlide27
WorkCenters & DashboardsSlide28
WorkCenters & DashboardsSlide29
WorkCenters & DashboardsSlide30
WorkCenters & DashboardsSlide31
WorkCenters & DashboardsConfigure Dashboard
Pagelets
PeopleTools
→ Portal →
WorkCenter
→
Manage
WorkCenter
DashboardsSlide32
WorkCenters & DashboardsSlide33
WorkCenters & DashboardsConfigure Dashboard
Pagelets
PeopleTools
→ Portal →
WorkCenter
→
Manage
WorkCenter
DashboardsSlide34
WorkCenters & DashboardsSlide35
After the Upgrade to 9.2Slide36
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
ContactsSlide39
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