DBT Rollover job aid available for 2017-18Once per year, typically at the end of the fiscal year, each organization needs to request that SDCOE Payroll Audit performs a Department Budget Table (DBT) rollover in PeopleSoft. This process takes any positions from 2016-17 (labeled 2017) and creates a 2017-18 record (labeled 2018) on the DBT screen in HCM.
In this example, Position 10218072 now has a “2018” record – 2018 represents 2017-18.
JOB AID AVAILABLE: If you are responsible for maintaining the DBT for your organization, please review the job aid titled DBT Rollover from 2017 to 2018 v1.0.pdf (2 pp.). It contains important information regarding things to do prior to and after the rollover.DBT ROLLOVER FORM: SDCOE Payroll Audit will perform ...
Posted by Peyri Herrera
DBT Rollover Webinar on Tue, 05/02/17 from 10:00-10:30 am“Will all existing combo codes on the DBT automatically rollover to 2017-18?” “When will the 2017-18 DBTs be available for updating?” “What do I need to know when creating new positions/DBTs for 2017-18?” These are examples of DBT Rollover questions that we are starting to hear in the CRC. Please join us online on Tuesday, May 2, 2017 from 10:00-10:30 am – the CRC will conduct a short webinar to first review the DBT Rollover job aid, then answer any DBT Rollover questions you have. Registration: Please register at https://attendee.gotowebinar.com/register/6846593317733441282. Upon registration, look for an email from Citrix/GoToWebinar with connection information. This session will be recorded. The link ...
Posted by Peyri Herrera
Absence Management Balance Adjustment Excel/CI Guide updated (v1.1)The Absence Management Balance Adjustment Excel/CI Guide has been updated as version 1.1 with the following changes: Absence Balance Adjustment in PeopleSoft (p.3): In the What is Absence Balance Adjustment Excel/CI? section we added a note about how the Absence Balance Adjustment Excel/CI does not capture the Begin Date or End Date of the adjustments, only the Calendar ID or period. This means the system will always default the Begin Date to the first day of the Calendar ID and the End Date to the last day of the Calendar ID. If the default Begin Date is prior to the employee’s hire date or if the default End Date is after the employee’s ...
Posted by Peyri Herrera
Payroll Calculation Process SurveyThis announcement is posted on behalf of Sheree Stopper, Payroll Services Manager (sheree.Stopper@sdcoe.net). From Sheree Stopper, SDCOE Payroll Services Manager: As we make arrangements to transition into the 2017-2018 fiscal year, Payroll Audit is collaborating with Retirement, MITI, and PIT to prepare the payroll processing schedule. We would value your input as well. Please take a moment to complete quick 4 question survey regarding off cycles and calculation dates. The survey will close on Tuesday, May 2, 2017 at 12:00 pm.Please use the survey link: http://www.emailmeform.com/builder/form/v2bs8b06Zue3reUlfpcO22I3 A couple of Ed Code references to keep in mind with regards to the off cycle questions.
Posted by Peyri Herrera
Off Cycle payroll process will start at 2:00 pm (Effective 05/01/17)Beginning with the next Off Cycle on Monday, May 1, 2017, the payroll process will start an hour earlier at 2:00 pm. This was requested by users to allow more time for auditing and fixing deduction subsets by the 5:00 pm deadline. Please take note of this schedule change for Off Cycles.
Posted Apr 25, 2017, 2:42 PM by Peyri Herrera
April 2017 Finance Query Manager “Third Thursday Demo” available for playbackOn Thursday, April 20, 2017 the CRC conducted a Third Thursday demo on Finance Query Manager.The topics included: What is Query Manager? What are the “terms and conditions”? What will I learn at training? (DEMO) How is it being rolled out for Finance? Which organizations have authorized users as of April 2017? When is training offered? What are the plans for rolling out Query Manager for HCM? To view the recorded webinar, please go to the Third Thursday Demos page.
Posted Apr 24, 2017, 12:39 PM by Peyri Herrera
Finance Query Manager training and support opportunities in June and July 2017Finance Query Manager training will be offered in June 2017, and a workshop is being held in July. Details are below. Please register using Go Sign Me Up. For assistance, please contact Lori Free-Trout (firstname.lastname@example.org). Finance Query Manager Training for new users Date/Time: Fri, 6/16/17 from 9:30-12:30 at SDCOE (Section QY2-6)Description: QUERY MANAGER ACCESS IS FOR A LIMITED NUMBER OF EMPLOYEES PER ORGANIZATION (ABOUT 3). In this course we will show you how to use Query Manager to edit PeopleSoft Finance queries created by MITI and also create your own Finance queries. You will explore how to add/edit/sort fields and prompts within currently available Finance queries. In ...
Posted Apr 24, 2017, 12:37 PM by Peyri Herrera
April 2017 Payroll distribution completeThe Payroll distribution process is now complete. You can now run PEDR reports. Please wait until the encumbrance calculation has finished before running an extract that includes encumbrances. The CRC will notify you when this is ready.
Posted Apr 21, 2017, 9:32 AM by Peyri Herrera
PeopleSoft maintenance Sat, 04/29/17 from 12:00 am - 8:00 amPeopleSoft maintenance is scheduled for the morning of Saturday, April 29, 2017. The Production servers and Hyperion will be patched during the standard 8-hour maintenance window (Saturday, 12:00 am - 8:00 am).
Posted Apr 17, 2017, 5:00 PM by Peyri Herrera
Log out of Hyperion from 12:30-1:00 pm today, 04/05/17Hyperion Users: Please do not use Hyperion from 12:30-1:00 pm today, April 5, 2017. Some maintenance will be performed at this time. If you are currently using Hyperion, please log out.
Posted Apr 5, 2017, 12:28 PM by Peyri Herrera
Pseudo PositionsIf your district wants to set up pseudo positions for Substitutes, Extra help and Overtime, MITI will assist with the set-up your Pseudo information for your Budget Year FY18. You will need to fill out the Pseudo Data Request Template located on the CRC website https://docs.google.com/viewer?a=v&pid=sites&srcid=c2Rjb2UubmV0fGNyY3xneDo3ZGFlNTM2NGJiNzYwODk0 so the information can be loaded into Hyperion. For subsequent years, your pseudo positions will already exist in Hyperion and you will just need to add any additional pseudo positions. CRC is working on a guide for manually adding new pseudo positions.
Posted Mar 23, 2017, 4:20 PM by Barbara Thiss
Hyperion benefit and additional earning calculation for FTE less than 1.0Hyperion includes the FTE when calculating out benefits and additional earnings. When the FTE is less than 1.0, the budget for these positions will be under budgeted. You will need to correct/inflate the Override Option Value as if the position was a full 1.0 FTE. NOTE: Positions less than 1.0 FTE that were loaded from the HCM extracts have already been corrected. For any new positions added that are less than 1.0 FTE that have a benefit or additional earning with a Value Type of Amount, you will need to correct/inflate the Override Option Value to the correct amount as if the position was a full 1.0 FTE.
Posted Mar 23, 2017, 4:10 PM by Barbara Thiss
Reviewing Hyperion extract filesThere has been some discussion around reviewing Hyperion extract files. This is recommended but not required. These files are provided to you as a tool to review data and look for inconsistencies. It is easier to review data when they are in a spreadsheet rather than multiple places in Hyperion. Since you are the expert on your data, we give you this opportunity to review the data before it is loaded into Hyperion. If there are things that need to be fixed, you would go into Hyperion and make your changes there. BPS had 26 extracts that over the years we were able to incorporate into the process. Since Hyperion is relatively new, it will take some time to learn ...
Posted Feb 17, 2017, 4:29 PM by Barbara Thiss
Checking vacancy, incumbent, and zero FTEsIt is importance to check vacancy, incumbent, and zero FTEs. What to look for: Vacancy FTE. Use POSFTE HCP Data View Form in Hyperion. When updating the VACANCY line of a position, either the Maintain Position Data page or the Maintain Employees by Position page can be used. The VACANCY line is different than the INCUMBENT line—where the INCUMBENT line has the employee attached to it, and the VACANCY line does not have an employee attached to it. Matching Vacancy and Incumbent FTE. Use the Maintain Employees by Position. It is necessary to match the FTE for the VACANCY and the INCUMBENT on a position, especially when changing the FTE in any way. The VACANCY line will take over ...
Posted Feb 17, 2017, 4:28 PM by Barbara Thiss
Identifying Exception Hourly Employees and the comparison of HCM to HyperionThe Exception Hourly Employees in HCM and Conversion to Hyperion job aid describes how to identify Exception Hourly Employees and their positions and how that information converts over to Hyperion. Document is available on the CRC website > Resources > PeopleSoft Resources > Guides and Job Aids.
Posted Feb 16, 2017, 4:49 PM by Barbara Thiss
Hyperion user roles assignment formThe Hyperion Role Assignment Request Form v1.0 is to be used to inform the CRC of your district’s Hyperion user role assignments. Please fill out the excel form with your district’s user information and attach it to a HEAT ticket for submittal. The closing of the HEAT ticket will be your indication that the request has been completed. The Hyperion Role Assignment Request Form includes 3 tabs: User List: Please fill in the requested user information on this form and indicate with a “Y”, which user role is to be assigned. Role Definition: Brief description of the role. Role Definition Visual: Visual of what the role will see in Hyperion Forms and My Task list.
Posted Feb 16, 2017, 4:46 PM by Barbara Thiss
FIS System: Year End RemindersThe following reminders are for the fiscal year end processes and corresponding dates (as applicable) for the month of June and early part of July. Please make sure that Resource 9999 and Object 9511 (Accrual Suspense) are set up for each fund in FY2016-2017. When payroll posts to FIS and 9511 is not set up for a particular Fund and Resource, the system will then have to post to Resource 9999 and Object 9511 for that fund and resource. Important Dates for Year End: 06/21/16 – M12 will post to FIS in the evening. 06/23/16 – Last day to input SXADJs. 06/23/16 – SXADJs will post to FIS this evening. 06/29/16 – Last day to ...
Posted Jun 17, 2016, 3:17 PM by Peyri Herrera
SDCOE will print 1099s for all on-line FIS districts on Wed, 01/13/16The process to print 1099s for all on-line FIS districts will be run at the County Office at the end of the workday on Wednesday, January 13, 2016. The County Office will submit IRS information via electronic transmittal to the IRS and State Franchise Tax Board. District and recipient mailer copies will be available to the districts no later than January 23, 2016.On December 22, 2015, Peyri Herrera sent district contacts information and reminders regarding:The VE1099 screen fields that require codingThe VENDMT (Vendor Maintenance) screen fields that require correct codingReports – Vendor #21, #23, #24January 2016 RemindersTable of State AbbreviationsList of 1099 Telephone Numbers/Contacts by District (use the attached PDF if you ...
Posted Dec 22, 2015, 2:59 PM by Peyri Herrera
PeopleSoft Third Thursday “Supplier Management” Demo on Thu, 12/17/15 at 10:00 amPlease join the SDCOE Customer Resource Center on Thursday, December 17, 2015 from 10:00-11:00 am as we cover Supplier Management in Accounts Payable. Suppliers is the PeopleSoft term for vendors. We will explain how to add a Supplier, review an existing Supplier, change the address for a Supplier, update Supplier information, and inactivate a Supplier. In addition, we will show you how the Supplier information is displayed on a purchase order. If you are unable to join us live, the webinar will be available for playback on the CRC PeopleSoft Third Thursday Demos page. Registration link: https://attendee.gotowebinar.com/register/3496799190531525634
Posted Dec 14, 2015, 12:21 PM by Peyri Herrera