Announcements‎ > ‎

PeopleSoft Announcements

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

DBT Rollover job aid available for 2017-18

posted by Peyri Herrera

Once 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.
DBT Rollover 2018

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 Webinar on Tue, 05/02/17 from 10:00-10:30 am

posted by Peyri Herrera


“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 Upon registration, look for an email from Citrix/GoToWebinar with connection information.

This session will be recorded. The link to the recorded session will be sent in a future announcement.

Absence Management Balance Adjustment Excel/CI Guide updated (v1.1)

posted by Peyri Herrera

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 termination date, the adjustment will not get processed by the nightly Absence Calc Process.

  • When to Process Balance Adjustments (p.6): The previous version of the guide briefly mentioned when to enter balance adjustments in a few sections. We consolidated all of that information into a new When to Process Balance Adjustments section, after the section How to Determine Which Calendar ID or Period to Use for Balance Adjustments. Balance adjustments are processed by the nightly Absence Calc Process, The adjusted balances will be available for use and displayed on the Results by Calendar screen the next day. If a balance adjustment is required in order to successfully process an employee’s absence for the current pay period the adjustment should be made at least 3 business days prior to the first Pre-Calc, which is the deadline for having absences approved for Payroll processing. This allows enough time for the nightly Absence Calc Process to post the adjustment to the employee's balance.

  • Absence Balance Adjustment Guidelines (p.8): We added a new guideline stating the Excel Undo command should not be used with the SDCOE_AM_Bal_Adj_Entry_Template spreadsheet because that may cause problems with the cells that have been created and/or updated by the spreadsheet’s internal macros. 
If you have any questions about Absence Balance Adjustment Excel/CI process please contact the Customer Service Center (CRC) by submitting a HEAT Self-Service ticket or calling 1-800-289-1500.

Payroll Calculation Process Survey

posted by Peyri Herrera

This announcement is posted on behalf of Sheree Stopper, Payroll Services Manager (

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:

A couple of Ed Code references to keep in mind with regards to the off cycle questions.

Ed Code

Ed Code

Off Cycle payroll process will start at 2:00 pm (Effective 05/01/17)

posted Apr 25, 2017, 2:42 PM by Peyri Herrera


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.

April 2017 Finance Query Manager “Third Thursday Demo” available for playback

posted Apr 24, 2017, 12:39 PM by Peyri Herrera

On Thursday, April 20, 2017 the CRC conducted a Third Thursday demo on Finance Query Manager.

Finance Query Manager

The topics included:
  1. What is Query Manager? 
  2. What are the “terms and conditions”? 
  3. What will I learn at training? (DEMO) 
  4. How is it being rolled out for Finance? 
  5. Which organizations have authorized users as of April 2017? 
  6. When is training offered? 
  7. What are the plans for rolling out Query Manager for HCM? 
To view the recorded webinar, please go to the Third Thursday Demos page.

Finance Query Manager training and support opportunities in June and July 2017

posted Apr 24, 2017, 12:37 PM by Peyri Herrera

Finance 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 (

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 order to be a user of Query Manager you must have experience with Excel and database structure (tables, fields, criteria, joins, etc.). You must obtain permission from your organization's PeopleSoft Contact prior to registering for and attending this course.

  • Prerequisite: You will see the following prerequisite when you register for the class: “I have obtained permission from my organization's PeopleSoft Contact to register for this course. I understand that this training is for a limited number of employees from my organization. I have experience with Excel and database structure (tables, fields, criteria, joins, etc.) and understand that this is required knowledge to be successful with query creation.” 

Finance Query Manager Workshop for existing users

  • Date/Time: Fri, 7/28/17 from 9:30-12:30 at SDCOE (Section QY2-SUMMERWKSHP)

  • Description: This workshop is for users who have been trained in QY2 Query Manager and are assigned the Query Manager role as of the date of the workshop.

April 2017 Payroll distribution complete

posted Apr 21, 2017, 9:32 AM by Peyri Herrera

The 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.

You are no longer locked out of HCM/ESS (04/20/17)

posted Apr 20, 2017, 4:08 PM 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.
We apologize for the late notification.

What is Finance Query Manager?

posted Apr 19, 2017, 4:17 PM by Peyri Herrera

There is a demo of Finance Query Manager tomorrow, Thursday, April 20, 2017 from 10:00-11:00 am. Query Manager is a screen granted to a limited number of users per district or charter school. It allows you to edit PeopleSoft queries and create new ones using limited tables.

Query Manager

Here are reasons you might want to log on to view the demo: (1) to learn about the rollout of Finance Query Manager, including future training opportunities, (2) to see the basic use of Query Manager during the demo portion, and (3) to know what’s being recorded so you can refer to it later (or point others from your organization to the recording later).

Here’s the link to the announcement that contains information on how to register if you’re interested: If you cannot attend, the session will be recorded and available for playback on our Third Thursday webpage at

1-10 of 930