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PeopleSoft Announcements

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

Time has been loaded for today’s Off-Cycle payroll process, you will be locked out at 5:00 pm

posted by Janet Ortega

Time has been loaded for today’s Off-Cycle payroll process, you will be locked out at 5:00 pm

 

Time has been loaded for today’s Off-Cycle payroll process. Please review the time that has been loaded, update your paysheets with subsets, and review the warrants you expect to process. All of your entries must be made before 5:00 pm when you will be locked out.

GL Journal Import process update

posted by Barbara Thiss

We had sent out an announcement on Tuesday, June 2, 2020 referencing the new GL Import Template and Macro. We have found a few addition changes to the Import process.

These 3 files need to be in the same folder for the GL Import Process to work. Files are available on the PeopleSoft Support website under Resources > General Ledger-GL1 Use Excel to Create Journal Entries. 
  • JRNL1_WS_SDF92.xlsm - this is the template
  • JRNLMCRO_WS.xlam – this is the macro
  • GLLOG.xlt – this is a file that is needed in the process. Users only need to make sure it is in the folder.
Process Scheduler Request change:
  • Select the Journal Import with Edit Process Name GL_EXCL_BATC
GL Import Process Scheduler

If you have any questions please submit a Service Portal ticket.

May 2020 Payroll Processing Status

posted by Barbara Thiss

We expect to have encumbrance adjustments processed by close of business today, Wednesday, June 3, 2020. We have had some challenges with the May payroll, and have spent some long hours completing the processes. We understand that districts are working on budgets and preparing for year end financials. We are working to wrap-up May payroll as quickly as possible. The encumbrance adjustment emails, and the Payroll Status 3 of 3 email will be sent as soon as processing is complete.

PO Rollover Presentation and Webinar now available

posted by Barbara Thiss

Rollover clipart


Webinar and training materials are now available for the PO Rollover Process. This will be the first year that all districts will do their own Rollover process. We have provided several tools to help you with this process.

Training Materials:

Additional tips:
This process had previously been done by Financial Accounting. Last year, we ran a successful Pilot Test with 4 districts and found that this could be done at the district level.

Submit a Service Portal Ticket for additional support or to answer any questions you may have.

PeopleSoft ESS Personal Information update functionality for employees is coming soon

posted Jun 2, 2020, 5:24 PM by Barbara Thiss

The PeopleSoft Employee Self-Service (ESS) Personal Information update functionality for employees is coming soon.

This delivered functionality allows employees to add/update their address, phone number, email address and emergency contact online in PeopleSoft ESS. The ESS Personal Information page can be found on the Home Page under Quick Links. Mobile and personal devices such as home computers can all be used to navigate to the ESS Home Page.

ESS Home Page with Personal Info marked


The availability of ESS Personal Information add/update functionality became a priority due to the changes we implemented as a result of COVID-19. We closed our offices and are working remotely in an effort to keep our employees safe at home. To remain in contact with our employees, it is critical that we have their most current contact information. With our offices closed, employees will find adding or updating personal information more difficult.

Webinar for District HCM Staff

We are offering a short webinar on Tuesday, June 9 from 10:00 am – 10:30 am for district HCM staff to see how employees can add/update their personal information:

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

Training Material for Employees
If you have any questions, please contact PeopleSoft Support by submitting a Service Portal Ticket.

GL Journal Import Template and Macro for updated PeopleSoft environment

posted Jun 2, 2020, 5:18 PM by Barbara Thiss

With the rollout of PeopleSoft updates on Monday June 1, 2020, we found that the General Ledger Journal Import Template needed to be updated. The new JRNL1_WS_SDF92.xlsm template and JRNLMCRO_WS.xlam macro file are attached and are also available on the PeopleSoft Support website under Resources > General Ledger-GL1 Use Excel to Create Journal Entries.

Reminder
: Save the template file and macro in the same folder otherwise the process will not work.

Refer to the GL1: General Ledger Guide for instructions on how to use this template.

If you have any questions please submit a Service Portal ticket.

PeopleSoft Functional Upgrade update on Tuesday, June 2. 2020 at 8:15 am

posted Jun 2, 2020, 9:19 AM by Barbara Thiss

The PeopleSoft Functional Upgrade go live on Monday June 1, 2020 at 7:00 am went very smoothly and user were able to successfully login into the system to perform their normal daily work. During the first day of go live, we have received a very low number of support tickets attributable to the upgrade with only a few issues requiring further research to resolve.

To keep you informed, the following is a summary of the issues that required further research (yellow highlight indicates the issue has been resolved):
  • Budgets: Budget Details page chartfield information is not in the right order. This issue is resolved and the chartfield information is now in the correct order.
  • Budgets: Some users have reported a Budget Journal performance issue when trying to open or post a Budget Journal.
  • Purchasing: A user reported that approved Purchase Orders are going through workflow again when sales tax has been removed from the PO.
  • Billing: A user reported the bank account number is not populated with the default bank account number and must be manually entered on the invoice.
As a reminder, go to the PeopleSoft Functional Upgrade Project Page for everything you need to know about the upgrade. This page will also include up to date information about issues research and resolution.

If you encounter any further issues, please submit a Service Portal Incident so we can start researching right away.

Reminder of the 2020 July Salary Step Advancements

posted Jun 1, 2020, 10:13 AM by Barbara Thiss

This is a reminder of deadlines for the 2020 July Salary Step Advancements. Previous announcement was sent on March 9, 2020.

The Auto Step Advancement process is dependent on the data in the Step Entry Date field in Job Data (Job Data > Salary Plan tab > Step Entry Date). In preparation for the 2020 July Salary Step Advancements, please verify that the Step Entry Dates of employees that should step advance in July are updated and accurate. The Enterprise Applications Team will run the Automated Step Advancement process immediately following the June payroll. 

This year’s Salary Step Advancement process will be conducted differently than in previous years. We have streamlined the process to remove the requirement to complete and submit an Excel spreadsheet of employee step advance data by employee classifications.

The Automated Step Advancement process will include only employees that meet the following criteria:

  Step Entry Date is 07/01/2019 or

  Step Entry Date is between 06/16/2019 – 07/31/2019 as defined by your organization’s step advancement rules

The 2020 July Salary Step Advancement process will NOT include employees if they have a Step Entry Date other than dates indicated above.  

Please proceed to make any Step Entry Date data changes by Friday, June 19, 2020. If you need assistance to upload mass Step Entry Dates using Excel to CI, please submit a Service Portal ticket no later than this Friday, June 5, 2020.

The following are helpful queries for the Salary Step Advancement Process.

Query Name

Description

M_HR_EE_VALIDATION_DIST_PROMPT

This query shows key HR data fields

M_HR_NAANNL_STEP_ENTRY_DT

This query shows salaried employees with step entry dates

M_HR_NAHRLY_STEP_ENTRY_DT

This query shows hourly employees with step entry dates

M_HR_STEP_ADV_AUDIT_NEW

This query is used to validate employees who were included in the Auto Step Increment Process. 


If you have any questions about the Salary Step Advancement Process, please contact the SDCOE PeopleSoft Support by submitting a Service Portal ticket at https://service.sdcoe.net.

PeopleSoft Functional Upgrade successfully completed as planned and the system is now available to all users on Monday, June 1, 2020 at 7:00 am

posted Jun 1, 2020, 7:25 AM by Barbara Thiss

Go Live image      June 1, 2020 
Functional Upgrade image

We are pleased to announce the PeopleSoft Functional Upgrade has been successfully completed as planned and the system is now available to all users on Monday, June 1, 2020 at 7:00 am. Remember to clear cache before logging into PeopleSoft for the first time. This includes HCM, Finance and Employee Self Service users.

The Functional Upgrade updated PeopleSoft Finance from image 24 to 34 and HCM from 23 to 33. Go to the PeopleSoft Functional Upgrade Project Page for everything you need to know about this upgrade. The project page is also where to go for more information about the changes included in this upgrade:
Sandbox “T” environment will be available to users until the Sandbox “X” environment is updated with the Functional Upgrade. Once this is complete, Sandbox “T” environment access will be removed. The Sandbox “X” is expected to be available to users again on June 1, 2020. An announcement will be sent to inform users of when Sandbox “X” is available.



Grid personalization have been reset to the system default and will need to be added back. Instructions on how to add back grid personalization can be found on page 51 of the Introduction to PeopleSoft Guide.


If you encounter an issue, please submit a Service Portal Incident so we can start researching right away. The PeopleSoft Functional Upgrade Project Page will be updated as issues are reported and kept up to date with issue status and resolution.

May 2020 Payroll Distribution Status 2 of 3 – OFFLINE EXTRACTS AVAILABLE

posted May 29, 2020, 11:26 AM by Barbara Thiss

Below shows the progress of the entire payroll distribution process. 

Offline Districts: Payroll encumbrances and extracts for Offline Districts are available in HCM for May 2020 payroll.

Payroll Distribution Status 2 of 3

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