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PeopleSoft Announcements

News and announcements regarding PeopleSoft HCM (Human Capital Management), PeopleSoft Finance and Employee Self-Service.

Updating Tax Withholding Forms on Employee Self-Service is now live

posted by Barbara Thiss

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We are pleased to announce that Updating Tax Withholding Forms on Employee Self-Service is now live as of Monday, October 19, 2020.

Employees will find the link under Quick Links > Payroll and Compensation > Employee Withholding Forms

         Quick Link screenshot with Employee Withholding Form link highlighted

 This link will allow employees to make changes to their Federal Withholding Form (W-4) and State Withholding Form (DE4).  These changes will automatically update in PeopleSoft.  No need for forms to be mailed, faxed or hand-delivered.

For information on this new functionality, we have the recorded webinar and a job aid available on the PeopleSoft Support website:

Here are answers to questions brought up in our webinar:

  • Is there a query available to know when employees make changes?
    • Yes, the M_PY_FED_STATE_TAX_DATA query includes additional fields for: Last Updated By, Date of Last Update – Fed, Date of Last update – State.
  • Are the employees notified when changes are made?
    • Yes, they will receive an email confirmation.
  • Will the EMPLOYER receive email notification when a change is made?
    • No,  only the employee will receive email notifications.
  • Is there an audit trail?
    • The query we created has all the information from the forms.  We checked with our Payroll Audit Department and IRS documentation. This will suffice for audit purposes. In addition, we are working on another query to search by employee and include history.
  • Can the employee make changes if a Lock-in Letter is in place?
    • It is possible for a user to make changes when the latest tax data row had a lock-in letter in place.  For federal tax, the user is able to make a change if the marital status was changed from single to married.  At that point, the user is able to enter additional data.  When the row is saved, the lock-in letter is still in place.  We are submitting issue to make it so that users cannot make a change if a lock-in letter is in place. 
  • On the Exempt button, can it say “I want to claim Exempt” - not that I meet both the conditions?
    • We are looking into this
  • Can our district not have this access turned on?
    • Unfortunately no, this is global.
  • Will employees see all the districts they work for?
    • Yes, since each district is its own business entity there are separate forms for each district
  • Can we turn off inactive districts?
    • No, in the event there is additional payouts after the employee has terminated, they need to have the option to make changes.
  • Is there a mass update to update all employee addresses?
    • Not at this time. Notification emails are sent to the Profile email address which employees can update themselves.

If you have any questions or encounter problems, please submit a Service Portal Ticket.

October 2020 Payroll Distribution Status 1 of 3 – PEDR AVAILABLE

posted Oct 16, 2020, 4:27 PM by Barbara Thiss

Today, Friday, October 16, 2020, we sent an announcement asking you to hold off running PEDR reports until notified. This is a follow-up message. The Payroll expense 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. PeopleSoft Support will notify you when this is ready when Status 3 of 3 is sent.

Payroll Distribution Status 1 of 3

Department Budget Table Mass Update functionality development still in progress.

posted Oct 16, 2020, 9:12 AM by Barbara Thiss

Department Budget Table (DBT) Mass Update functionality was originally targeted for a September release. Unexpected challenges have been encountered which will require additional development and testing. It will be announced once it becomes available for use. Once released, the new functionality will provide users with the ability to mass update a large volume of DBT entries. CVS files will be used to populate the desired DBT updates and a custom run control page to upload the DBT updates to PeopleSoft. Look for further communications about DBT Mass Update including information about a webinar for learning more about DBT Mass Update.

You are no longer locked out of HCM/ESS (10/16/2020, 9:08 am)

posted Oct 16, 2020, 9:12 AM by Barbara Thiss

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 be restarted 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.
If you have any questions or encounter problems, please submit a Service Portal Ticket.

PeopleSoft Support Team is temporarily “holding” all HCM queries scheduled to run during Payroll

posted Oct 15, 2020, 12:02 PM by Barbara Thiss

Please refrain from scheduling HCM queries until after Payroll.

At 5:00 tonight, PeopleSoft Support Team will temporarily “hold” HCM queries scheduled by users to prevent interference with payroll processing. These queries will resume their regular schedules on Friday, October 16, 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)

All users will be locked out of PeopleSoft HCM and Employee Self-Service (ESS) on Thu, 10/15/2020, at 5:00 pm

posted Oct 15, 2020, 12:02 PM by Barbara Thiss

At 5:00 pm tonight, Thursday, October 15, 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.

Third Friday Demo (10/16/2020): Updating Tax Withholding Forms on Employee Self-Service

posted Oct 14, 2020, 7:48 AM by Barbara Thiss

Third Friday Calendar image

Due to Payroll this week, we are moving our Third Thursday Demo to Friday, October 16, 2020 from 9:00 – 10:00 am. Our topic this month is Updating Tax Withholding Forms on Employee Self-Service. Since the outbreak of COVID-19 we have looked for ways for PeopleSoft to help with maintaining social distancing and ensuring security around personal information. This session will show you how employees can update their Federal (Form W4) and State (Form DE 4) Withholdings on the Employee Self-Service (ESS) page https://ess.erp.sdcoe.net. and submit electronically.

Audience: This session is recommended for district personnel working in PeopleSoft HCM

Date/Time: Friday, October 16, 2020 from 9:00 – 10:00 am

Click here to Register
Registration is required. Upon registration, look for an email from “Zoom SDCOE CRC” (no-reply@zoom.us) with connection information.
Link: https://us02web.zoom.us/webinar/register/WN_Fhg8SgMGQVmrqwAXj5pqIA

This webinar will be a recorded and available for playback.

PeopleSoft extended maintenance dates for October 2020

posted Oct 13, 2020, 8:21 AM by Barbara Thiss

System Maintenance icon

We have an extended system maintenance planned in that we wanted you to be aware of. PeopleSoft Employee Self-Service (ESS), Portal, HCM and Finance will be unavailable during this time.
  • Friday, October 30, 2020, 7:00 pm – Saturday, October 31, 2020, 7:00 pm: Exalogic/Exadata/Windows/Linux maintenance will be done.
If you have any questions, please contact PeopleSoft Support by submitting a Service Portal Ticket.

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

posted Oct 1, 2020, 2:52 PM by Rhonda Caldwell

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.

Performance improvement since upgrade release

posted Sep 30, 2020, 11:25 AM by Barbara Thiss

The SDCOE ITS PeopleSoft Support Team in collaboration with our primary PeopleSoft support vendors have been working to address the PeopleSoft performance issues being reported by our users. We have pursued multiple strategies to bring forth some significant performance gains. These efforts can be grouped into the following categories. 

  1. The support team has made a concerted effort to keep our code base patches up-to-date. This has allowed us to apply many Oracle fixes and enhancements to improve performance and functionality.
  2. We have tested and implemented numerous tuning improvements targeting database performance and application logic. This included optional items to help optimize database performance such as Oracles PSCBO_STATS package for gathering important statistic information.
  3. We have developed and implemented a comprehensive hardware upgrade plan, including:
    1. A complete update to the application and web server tiers providing more flexibility in handling capacity increases
    2. A significant upgrade to our database hardware (Exadata X8) to improve overall performance and monitoring
The X8 upgrade has been a true catalyst. It has helped us fully realize the other improvements and has bumped up our processing power across the board. Performance improvements in key areas have been significant.

For example:
  • Budget Checking process times have been reduced from several minutes down to 10-20 secs.
  • Query processing times have seen improvement. Times had varied depending on size of the query.
  • Combo Code loading was often taking 4+ hours to process and is now consistently running in less than 45 minutes.
  • Payroll execution times are significantly reduced. Payroll Calcs execution time has dropped on average from 75 minutes to about 28 minutes.
  • Monthly encumbrance processing is significantly faster, reported at less than ½ of prior times.
Your support team realizes that performance improvements are a continuous process and we are always looking for ways to improve the PeopleSoft customer experience.

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

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