PeopleSoft Upgrade 2022

BACKGROUND:

The PeopleSoft Upgrade 2022 will include a new look to the home pages. It will be based on tiles similar to apps on cell phones rather than pull-down menus. These tiles will take you to Navigation Collections for easier access to pages you frequently use. There is no functionality changes with this upgrade.

PeopleSoft Upgrade 2022 Overview.pdf

Take a look at the new homepages and a few of the navigation collections


TOOLKIT FOR DISTRICT USE

These materials can be used to communicate the changes your employees and district staff will see with this upgrade.

DOCUMENTS


VIDEOS

PeopleSoft Upgrade Demo (04/27/22, 30:51) This demo provides an overview of current configuration for go live on May 2, 2022.

Fluid Process for Position Management Demo Video (04/28/22, 30:59 ) NEW This demo was done for non-recruiting districts but many of the steps apply to all districts. The difference is that if you are doing approvals, you will need to wait for all approvals before transaction will be completed.

ANNOUNCEMENTS


2022-04-29 New Position Management materials


2022-04-27 PeopleSoft Upgrade demo and guide updates

2022-04-21 PeopleSoft Upgrade update and upcoming webinars.pdf

FAQs

Q. When will I see the new interface?

A. The new interface is scheduled to launch May 2.

Q. What will the new interface look like?

A. While the basic functions of the system aren’t expected to change, the new look will be based on tiles similar to apps on cell phones rather than pull-down menus.

Q. Do I need to do anything before the change to the new interface?

A. Please clear cache on your computer, smartphone, and other devices before using PeopleSoft for the first time after the upgrade. Aside from that, all of your current URLs and login information will remain the same. The only thing that will change is the look.

Q. Will my login information change?

A. No. The URLs to the portal and employee self-service will not change. Your username and password will also stay the same.

Q. Will existing favorites carry over?

A. Yes. You won’t need to do anything to keep your favorites you have already set.

Q. Will the new interface work on mobile devices?

A. Yes. The new interface is expected to work better on mobile devices than the current one.

Q. Can I still use my preferred web browser?

A. Yes. The new interface supports the same browsers as the current one. For more information, please refer to Oracle Browser Compatibility Guide for PeopleSoft Applications.

Q. Is there an option to switch back to the previous interface?

A. No. Once the upgrade is complete, it will be the only interface available for all users.

Q. Will the process for resetting passwords change?

A. No. You will continue to follow the same procedures that are in place now.

Q. Where can I find more information and resources about the new interface?

A. You can find additional information about the upgrade on the PeopleSoft Support webpage at crc.sdcoe.net. If you have any questions, contact (enter district PeopleSoft contact information).

Q. How can I get help if I need it?

A. Contact PeopleSoft Support by submitting a Service Portal Ticket

Q: Why isn’t PeopleSoft loading properly?

A: Please make sure you clear cache for all time on all of your devices before you begin using PeopleSoft. If that does not work, try using these direct URLs instead of your bookmarks:

PeopleSoft Portal https://peoplesoft.erp.sdcoe.net

To log into the PeopleSoft Portal to access Financials and HCM. This is the Production environment.

PeopleSoft Employee Self-Service (ESS) https://ess.erp.sdcoe.net

If that does not work, try incognito mode or a different browser.


Q: Why can’t I see my favorites?

A: If a previous favorite pointed to a URL or an object in PeopleSoft that changed, you will have to recreate that favorite. Position management favorites, such as Add/Update Position, were removed for this reason as well. Users can try clearing cache to see if favorites reappear, otherwise favorites that are no longer there will need to be recreated as needed. After many users reporting missing favorites, we performed a bounce of the system late Monday night May 2nd which may have resolved the issue. Please clear cache again today, Tuesday May 3rd.

(Favorites in PT should match prod, they are still in the table but not showing. Reset of user account causes a re-sink which may work but waiting for confirmation.) INTERNAL SUPPORT INFO ONLY


Q: Company Directory lists Board Members under the Superintendent is that correct?

A: In order to include Board Members in the Company Directory we had to put them under the Superintendent even though they do not actually report to the Superintendent. This is not a defect it is functioning as designed.


Q: Why do I see some Recruiting Tiles?

A: Due to the upgrade you may see some new tiles but if your district did not adopt the new functionality, you will not have any access to those functions.



Things To Be Aware Of

ESS Users (All Employees)

https://ess.erp.sdcoe.net

  1. Clear Cache. IMPORTANT - Clear your cache on your browser or smartphone before you log in for the first time after the upgrade. Click the link for instructions.

  2. You will have the same functionality/access as before. No additional functions were added in ESS.

  3. Smartphone users: You can use your phone to access ESS and see the same thing you would see from our computer.

  4. My Profile for password reset and security question set up is now located on the NavBar.


HCM/Finance Users

https://peoplesoft.erp.sdcoe.net

  1. Clear Cache. IMPORTANT - Clear your cache on your browser or smartphone before you log in for the first time after the upgrade. Click the link for instructions.

    • Choose the Time Range for All Time or Beginning of Time when clearing cache

  2. Tiles bring a more modern look and feel to PeopleSoft.

  3. Quick Links tile will take you to the same page you were used to prior to the upgrade. The only difference if that HCM and Finance Quick Links are separate.

  4. What do I do if I cannot find the page I am looking for:

    • Use the Quick Link tile

    • New Search feature can be used to locate a page

    • Favorites - if you added a page to favorites, they wll still be there

    • NavBar Navigations are still there


System Updates

Please be paitient. Our technical team is hard at work.

HCM & ESS Issues List

  • Issue (05/02/22): CI Authorization error when changing federal holdings

      • Resolved (05/05/22): Missing permissions were updated to resolve this issue

  • Issue (05/02/22): Some or all of Favorites are missing

      • Resolved (05/03/22): In order for the new upgrade functionality to take effect, you will need to clear cache for all time and close browsers completely. This has resolved the issue for most users. You should also check to be sure you are logged into the Portal and not Employee Self Service. You may also need to remove old bookmarks.

  • Issue (05/02/2022): Current Benefit Summary page when accessing from the Benefits Adm Tile is not accessible:

    • Work around: use the individual Benefits pages via the NavBar: Benefits > Review Employee Benefits > Current Benefit Summary.

  • Issue (05/03/22): Old Add/Update Position navigation still active and is on the HR WorkCenter. When using these to updated data, updates are not carrying over to the new Maintain Position screen tables .

    • Work around: Do not use old navigation. Use the new Maintain Position tile. Verify any transactions you have done using this navigtion have gone through. These links will be disabled.

    • Resolved (05/09/22): Old navigations have been removed. Use the new Maintain Position tile.

  • Issue (05/03/22): Offboarding emails going to employees at districts that are NOT using the new Recruiting module. Only Recruiting district employees should be receiving these.

    • Resolved (05/09/22): Only recruiting district employees will now get the offboarding and onboarding emails.

  • Issue (05/03/22): When using Secure Auth, if on My FSCM Homepage dropdown and want to go to My HCM Homepage , it does not appear in the dropdown. Have to log out completely to get it to appear again

    • Resolved (05/05/22): Web Profiles were updated to resolve this issue.

  • Issue (05/04/22): Users with the M_HR_POSN_MGMT_RDO do not have access to the Manage Position tile.

  • Issue (05/12/22): Company Directory: Currently the phone number that shows in the company directory is which ever is marked Preferred in the Personal Data screen under Contact Details. This could be a Business, Cell, FAX, or Home number.

    • Resolved:This is being replaced by Business number only, if there is one. If no Business number is listed on the Contact Details, then no phone number will display on the Company Directory.

  • Retrofitting (05/03/22): Queries: As part of the PeopleSoft upgrade we are retrofitting 1,000 queries that use the position tables in PeopleSoft HCM.

  • All public and private queries are being updated to use a new position data table in PeopleSoft.

  • Because the new position table includes a sequence number, queries are being updated to pull the highest sequence number for a given effective date.

  • Query updates are being made in a test environment and will be moved into production in groups once they have been tested.


  • Issue: Work around: Resolved:




Finance Issues List

  • Issue (05/02/22): PO's not dispatching

    • Resolved (05/05/22): PO Dispatch via email issue is resolved. Due to directory sizing issue, the new file location server paths were adjusted to fit the maximum requirement of the new PO report.

  • Issue (05/02/22): POs not printing signature and logo

    • Resolved (05/02/22): Issue has been resolved. System was not accessing the correct file that store images of logos and signatures.

  • Issue (05/02/22): Some or all of Favorites are missing

    • Resolved (05/03/22): In order for the new upgrade functionality to take effect, you will need to clear cache and close browser completely. This resolves Favorites issue for most users.

  • Issue (05/03/22): When using Secure Auth, if on My HCM Homepage dropdown and want to go to My FSCM Homepage, it does not appear in the dropdown. Have to log out completely to get it to appear again.

    • Resolved (05/05/22): Web Profiles were updated to resolve this issue.

  • Issue 05/09/22: Data for Districts reports not populating

    • Resolved: Districts should expect to receive only the results for the queries that run to success starting today, Wednesday, May 11, 2022, as of 10:30 am. Past unsuccessful instances didn’t generate any output.

  • Issue (05/03/22): Conversation is no longer an option for vouchers on hold. In its place is a hyperlink that doesn’t go anywhere.

  • Issue (05/12/22): Company Directory: Currently the phone number that shows in the company directory is which ever is marked Preferred in the Personal Data screen under Contact Details. This could be a Business, Cell, FAX, or Home number.

    • Resolved: This is being replaced by Business number only, if there is one. If no Business number is listed on the Contact Details, then no phone number will display on the Company Directory.










These videos were examples that were provided early in the project

Tools 8.58 Demo HCM (02/24/22, 4:28) This demo provides an overview of the new look for the PeopleSoft My HCM landing and home pages with the Tools 8.58 upgrade.

Tools 8.58 Demo Finance and ESS (02/24/22, 9:05) This demo provides an overview of the new look for the PeopleSoft My FSCM and ESS landing and home pages with the Tools 8.58 upgrade.

Tools 8.58 HCM and Finance Demo (01/14/22, 41:17) This demo provides an overview of the new look for the PeopleSoft landing and home pages with the Tools 8.58 upgrade. This is not the final set up, more developement to come.