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PeopleSoft Announcements

News and announcements regarding PeopleSoft HCM (Human Capital Management) and PeopleSoft Finance.

PeopleSoft Tools Upgrade 8.56/8.57 Survey (Jan 2020)

posted by Rhonda Caldwell

To close out the PeopleSoft “Tools” upgrade project, we are seeking your feedback. Would you please participate in this 7-question survey and also forward this survey link to other PeopleSoft users so we can collect as much information from as many users as possible? Please submit your survey by end of day Friday, January 31. Your feedback is important and will be used as part of the overall evaluation of the project.

SURVEY TIMEFRAME: Tuesday, January 21-31 (approximately 2 business weeks)

Click here for the survey link: PeopleSoft Tools Upgrade 8.56/8.57 Survey (Jan 2020)

Please email sally.morton@sdcoe.net with any questions about this survey.

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Upcoming PeopleSoft training and events

posted by Rhonda Caldwell

Are you new to PeopleSoft? Have new responsibilities? Check out these training sessions that will help you get a basic understanding of different areas in PeopleSoft. Click on the session link to get an overview of the training and register. You can also go to Go Sign Me Up directly to register for classes.

We are also offering HCM and Finance Query Manager classes for those authorized by their district to create queries. A signed Authorization form will need to be emailed to Lori Free-Trout @ lfreetrout@sdcoe.net to set up registration.

HCM Training
Wednesday, February 26, 2020: AM1: Absence Management from 9:00 am – 4:00 pm at NCREC in Classroom B
Thursday, March 19, 2020: TL1: Time & Labor from 9:00 am – 4:00 pm at SDCOE in Learning Labs 3-4
Tuesday, April 14, 2020: BA1 Benefits Administration from 9:00 am – 4:00 pm at SDCOE in Learning Labs 3-4

Finance Training
Thursday, February 13, 2020: FAM: Financial Asset Management from 9:00 am – 4:00 pm at SDCOE in Learning Lab 4
Tuesday, March 3, 2020: AP1: Accounts Payable from 9:00 am – 4:00 pm at SDCOE in Learning Lab 3
Wednesday, March 11, 2020: GL1: General Ledger from 9:00 am – 4:00 pm at SCREC in Classroom A

Query Manager Training
We offer 2 different Query Manager classes, one for HCM and one for Finance. To help protect the security of the data you will have access to, we require a signed PS Query Manager Authorization Form in order to be registered for the classes. If you will be working in both HCM and Finance, we need an authorization form for each area. Email completed form(s) to Lori Free-Trout lfreetrout@sdcoe.net for registration.

  • Tuesday, January 28, 2020: QY2: Query Manager for Finance from 9:00 am – 12:30 pm at SDCOE in Learning Lab 4
  • Monday, February 10, 2020: QY2: Query Manager for Finance from 9:00 am – 12:30 pm at NCREC in Classroom A
  • Wednesday, March 25, 2020: QY3: Query Manager for HCM from 9:00 am – 12:30 pm at NCREC in Classroom A
Please share this with your team. Space is limited in some sessions so register early. If you need help registering yourself or your team, refer to the GSMU reminders and directions announcement or contact Lori Free-Trout at lfreetrout@sdcoe.net.

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GSMU reminders and directions

Reminders:

  1. To register for PeopleSoft training, please use Go Sign Me Up (GSMU) at https://sdcoe.gosignmeup.com.
  2. If you are asked to "select a certificate" to view the site, click the X at the top right of the box that pops up to close it (instead of clicking OK or Cancel). This will allow you to proceed.
  3. To reset your forgotten GSMU password, go to https://sdcoe.gosignmeup.com, click Login at the top-right of the screen, then click “Forgot your username or password?” (tiny letters) and follow the prompts.
  4. Upon registration you will receive a confirmation email from the system. Then 2 days before the event you will receive a reminder email.
  5. We recommend that your organization has 1-2 “Supervisors” in Go Sign Me Up. This allows you (Supervisor) to schedule your staff for PeopleSoft training and run reports to see who is registered. More information is here: http://crc.sdcoe.net/calendar/gsmu
  6. For assistance with GSMU or to be set up as a GSMU Supervisor, please contact Lori Free-Trout at lfreetrout@sdcoe.net.
GSMU Directions:
  1. Reset Your Password (All Users)
  2. Directions for Supervisors
3. Directions for Students (Individuals)
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You are no longer locked out of HCM/ESS (01/17/20)

posted Jan 17, 2020, 10:41 AM by Rhonda Caldwell

You are no longer locked out of HCM and ESS. The Payroll distribution process is not yet complete. Please hold off on running PEDR reports until notified. 

Time Administration Process to Remain ‘On Hold’ during start of Payroll Distribution:

In an effort to improve process performance during payroll distribution, TL_TIMEADMIN will remain on hold. It will resume after Encumbrances are completed. Watch for announcement of Payroll Distribution Status 2.

Approved Entries made to the timesheet will be processed into payable time when TL_TIMEADMIN is resumed. We expect the impact to timesheet entries to be minimal as the process will be resumed well in advance of the scheduled off-cycle.

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2020 W-4 Form: PeopleSoft timeline; interim process document provided by SDCOE Payroll Services

posted Jan 16, 2020, 3:47 PM by Peyri Herrera

From Matt Gilroy, SDCOE District Payroll Services Supervisor: On December 18, SDCOE Payroll Services sent out the initial information about the new 2020 Form W-4 (PDF) and a link to the IRS W4 FAQ page.

The purpose of this message is to communicate the timeline as to when the changes will be implemented in PeopleSoft and the recommended steps at this time. The target date for implementing the new 2020 W-4 Form in PeopleSoft is at the end of February in time for March payroll.

PeopleSoft Timeline for 2020 W-4 Form

  • January 8-13, 2020: Prepare test environment
  • January 13 - February 19: System testing, Including full payrolls and distribution in test environment
  • February 20-21: Final Go/No-Go from Testing Teams
  • February 27: Present to Change Control Board
  • February 28 - March 1: Deploy to Production
  • March 2: Ready for districts to enter 2020 W-4 data into PeopleSoft

Between now and March, here are a few key points districts should note:

  • Please review the 2020 W-4 Process Update (PDF) for guidance on the current W-4 process.
  • Look for a new job aid for entering W-4 data in PeopleSoft. It will be sent in an announcement by SDCOE PeopleSoft Support (targeted late February).
  • Look for a future announcement to register for the tentatively scheduled February Third Thursday Demo to be held on 2/20/20. This live webinar will cover the PeopleSoft screen and new process enter W-4 data. 

We understand the urgency and our teams are working diligently to get these updates into PeopleSoft as soon as possible. We will provide additional updates when there is new information to share.

Please direct questions to Matt Gilroy, District Payroll Services Supervisor, at matthew.gilroy@sdcoe.net.

EBS is temporarily “holding” all HCM queries scheduled to run during Payroll

posted Jan 16, 2020, 11:31 AM by Rhonda Caldwell

Please refrain from scheduling HCM queries until after Payroll.

At 5:00 tonight, EBS will temporarily “hold” HCM queries scheduled by users to prevent interference with payroll processing. These queries will resume their regular schedules on Friday, January 17, 2020 after payroll is confirmed. Any additional queries that are scheduled during Payroll will also be put on hold.

Related announcement: Suspension of nightly HCM processes during payroll processing and distribution (posted 8/15/18)
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All users will be locked out of PeopleSoft HCM and Employee Self-Service (ESS) on Thu, 01/16/20 at 5:00 pm

posted Jan 16, 2020, 11:27 AM by Rhonda Caldwell

At 5:00 pm tonight, Thursday, January 16, 2020, all users' access to PeopleSoft HCM and ESS (Employee Self-Service) will be removed until payroll is confirmed, typically through the middle of the next day. This means you will not be able to access HCM or ESS during this time. You will have access to the system once payroll is confirmed. We will notify your organization's PeopleSoft HCM contacts when access has been returned.
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PeopleSoft Tools Upgrade issues update as of Thursday, January 16, 2020 at 6:30 am

posted Jan 16, 2020, 7:09 AM by Rhonda Caldwell

Issues update (yellow highlighted item includes a fix): 

  • Department Budget Table (DBT) results in a blank screen error when trying to update existing row for some users. Research identified the error occurs for users who have personalized the DBT screen. The fix requires the DBT screen personalized settings to be turned off. Go to the following link to view a video of the blank screen error and how to turn off the personalized settings: DBT personalize update to fix white screen error. The personalized settings can be reset after the first DBT update is completed successfully. Go to the following link to view a video on how to reset the DBT personalization: DBT one time personalize setup. Please submit a Service Portal Incident if further assistance is needed or the issue continues: Service Portal
  • Turning off the personalized settings did not solve the timing out issue for DBT updates to positions with a large volume of Combo Codes such as substitute teacher positions. Please submit a Service Portal Incident with the positon number information for assistance in resolving the timing out issue: Service Portal.
  • Clicking the Return to Search button on the Create / Update Journal Entries and Voucher Regular Entry page results in an error and is kicking users out of PeopleSoft. This issue is caused by an Oracle bug with a fix in the next Tools Upgrade. We are in the process of researching the Oracle fix for this issue. As an interim workaround, use the Alt + 2 key combination to return to General Ledger Journal Entries or Voucher Regular Entry search page.
  • Add / Update Requisitions and Add / Update Purchase Orders pages for multiple line requisitions / purchase orders are not adjusting to display the additional lines for some users. Research identified this issue to be isolated to the Chrome browser. Other browsers such as Firefox and Internet Explorer are not experiencing this issue. The workaround when using Chrome is to click on the personalize link, select the Item field and uncheck the Frozen Box for requisitions or uncheck the Hidden Box for Purchase Orders. The below is an illustration for how to unfreeze the Item field for requisitions:
o Click on the personalize link on Add / Update Requisition page and unfreeze the Item field by unchecking the Frozen Box. Scroll down the page and click on OK to save the change.

Tools Upgrade

  • Portal sign in page is still white from the Fluid Upgrade. The Portal sign in page is expected to return to the original sign in with the User ID and Password on the left side of the page by the end of January, 2020.
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Hyperion Training for 2020-21 Budgeting

posted Jan 13, 2020, 3:12 PM by Rhonda Caldwell

For users that are new to Hyperion or need a refresher, we have scheduled hands-on Hyperion training for the 2020-21 budget year.
For all users, the updated Hyperion User Guide v2.5 is available on the PeopleSoft Support Website.

HYP1: Manage Position and Employee Data

• This half-day class focuses on:

• Adding a Position (Production environment)

• Maintaining Employee By Position (update/edit existing data for employees in Production)

• Running Business Rules and other tasks

  • Thurs. January 30, 2020, 9:00 am - 12:00 pm, SDCOE LL3-4

HYP2: SmartView

  • This half-day class focuses on how and when to use Smart View
  • Thurs. January 30, 2020, 1:00 pm – 4:00 pm, SDCOE LL3-4
HYP3: Using Excel with Hyperion

• This half-day class focuses on:
  • Creating an Employee History Report to audit HCM data
  • Exporting Hyperion data for additional information on auditing budget details
  • Thurs. February 6, 2020, 9:00 am - 12:00 pm, SDCOE LL3-4
To register for classes, go to GoSignMeUp. If you have a problem or questions with registration contact Lori Free-Trout (lfreetrout@sdcoe.net) for assistance.

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Suggested queries to help with auditing HCM data

To help with data auditing prior to submitting a request to pull extracts for Hyperion, here are some district-suggested queries. All queries can be found in the HCM module.

Recommended by HR users:
  • M_HR_VACANT_POSITIONS (all vacancies, encumbered/unencumbered)
  • M_HR_SAL_GRADE_STEP_BY_EMPL
  • M_PY_MCOP_VALIDATION
Recommended by Finance users:
  • FAR_POSITION_W_EE_AND_ACCOUNT
  • M_BN_HEALTH_CURR_ENROLLMENT
  • FAR_POSITIONS_VACANT (encumbered only)
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Links to Hyperion guide, forms and templates

Hyperion User Guide v2.5

Employee History Report Template 10000 Lines - UNPROTECTED v1.0.xlsx (Excel Template)
HCM Extracts Content and Audit Guidelines Job Aid v1.1
Hyperion Extracts Request Form v3.4 (PDF)
Hyperion Role Assignment Request Form (Excel, v1.0)
Hyperion Role Assignment Request Form v1.0.xlsx (Excel form)
Hyperion Troubleshooting Guide v1.0
Pseudo Data Request Template (Excel, v3.0) 

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Links to Hyperion video tutorials

Hyperion - How to Enter Data on Employee History Report Template (7:22)
Hyperion Data Export to PeopleSoft Budget Import Template (9:39)

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Thursday Demo (01/16/20): Service Portal Updates

posted Jan 13, 2020, 2:20 PM by Rhonda Caldwell

Please join us on Thursday, January 16, 2020 from 10:00-11:00 am for the Third Thursday Demo: Service Portal Updates


(Click Here to Register)

We will:
  • Discuss SDCOE Service Portal Feature Changes
  • Demonstrate Request vs Problem
  • Share upcoming changes
Audience: This session is recommended for any who uses the Service Now Portal for PeopleSoft issues and requests
Date/Time: Thursday, January 16, 2020 from 10:00 am – 11:00 am

Registration: https://sdcoe.zoom.us/meeting/register/uZErfumhqTovvLdlUO53VLm_T_IiTssUQA

Registration is required. Upon registration, look for an email from “Zoom SDCOE CRC” (no-reply@zoom.us) with connection information.

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PeopleSoft Tools Upgrade issues update as of Friday, January 10, 2020 at 6:00 pm

posted Jan 10, 2020, 6:20 PM by Sally Morton

Issues update (yellow highlighted item includes a fix):
  • Department Budget Table (DBT) results in a blank screen error when trying to delete an existing row for some users. Research identified the error occurs for users who have personalized the DBT screen. The fix requires the DBT screen personalized settings to be turned off. Go to the following link to view a video of the blank screen error and how to turn off the personalized settings: DBT personalize update to fix white screen error. The personalized settings can be reset after the first DBT update is completed successfully. Go to the following link to view a video on how to reset the DBT personalization: DBT one time personalize setup. Please submit a Service Portal Incident if further assistance is needed or the issue continues: Service Portal.
  • Clicking the Return to Search button on the Create / Update Journal Entries and Voucher Regular Entry page results in an error and is kicking users out of PeopleSoft. This issue is caused by an Oracle bug with a fix in the next Tools Upgrade. We are in the process of researching the Oracle fix for this issue. As an interim workaround, use the Alt + 2 key combination to return to General Ledger Journal Entries or Voucher Regular Entry search page.
  • Add / Update Requisitions and Add / Update Purchase Orders pages for multiple line requisitions / purchase orders are not adjusting to display the additional lines for some users. Research identified this issue to be isolated to the Chrome browser. Other browsers such as Firefox and Internet Explorer are not experiencing this issue. The workaround when using Chrome is to click on the personalize link, select the Item field and uncheck the Frozen Box for requisitions or uncheck the Hidden Box for Purchase Orders. The below is an illustration for how to unfreeze the Item field for requisitions:
    • Click on the personalize link on Add / Update Requisition page and unfreeze the Item field by unchecking the Frozen Box. Scroll down the page and click on OK to save the change.


  • Portal sign in page is still white from the Fluid Upgrade. The Portal sign in page is expected to return to the original sign in with the User ID and Password on the left side of the page by the end of January, 2020.

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