2/19/04
4/19/04
4/30/04

February 19, 2004, 5:00 p.m.
IMPORTANT Upgrade Information for Go-Live

The purpose of this message is to provide initial information on the 11i Upgrade cutover for go-live plan to all employees that have any Integrated System (I.S.) responsibility. The separate sections of the message are directed toward groups of employees with specific system responsibilities. If you are assigned a responsibility in an I.S. application that is in CAPS at the beginning of a section, please be certain to read that information and/or link to the website indicated. The most current information will always be on the websites, and more detailed information will be sent before cutover begins.

Please note these system availability dates:
1. The final dates for entering specific transactions are specified on the following websites. ODS and Viewer responsibilities will remain available throughout the cutover period except for normal downtimes. Please note, these cutoff dates are all earlier in the month than "normal," so please check them early and plan accordingly.
2. Normal business activity resumes at 7:00 a.m. on Monday, May 3.

ALL USERS OF INTEGRATED SYSTEM FINANCIAL APPLICATIONS: See
http://www.virginia.edu/finance/genacct/Cost%20transfer%20schedule.pdf
This includes month-end close information as well as cost transfer (including grants and gifts) and OGL journal cut off dates (TBD) for April.

PURCHASING AND ACCOUNTS PAYABLE USERS (including Chem Store orders): See http://www.virginia.edu/procurement/ and select Procurement & 11i Cutover from right-hand column for cutover dates and information.

HUMAN RESOURCES AND PAYROLL AND LABOR DISTRIBUTION USERS:
Payroll Processing Calendar:
http://www.hrs.virginia.edu/payroll/calendar.html

System Availability Calendar:
http://www.hrs.virginia.edu/payroll/System%20Availability.html

ALL USERS: Go to http://www.virginia.edu/integratedsystem/Upgrades/11i/index.html for information on the 11i upgrade. Beginning in March, upgrade information will be posted on the I.S. homepage.

Questions? Please contact the applicable office:
Procurement Services: 924-4212
Accounting Services: 924-4201
University Human Resources: 243-7550 (I.S. Customer Support Center)
Integrated System Deployment & Support: 243-0346

April 19, 2004, 5:00 p.m.
Reports availability during cutover period

To all I.S. users,
Don’t forget: The cutover period for the Integrated System upgrade begins later this week (the exact day depends on your responsibilities – see below). This means you will have all but your Viewer responsibilities disabled until go-live at 7:00 a.m. on Monday, May 3.

ODS and Viewer responsibilities will remain available throughout the cutover period except for normal downtimes. You can run and view Integrated System and Discoverer throughout the cutover period. However, if you run any Integrated System reports between April 24th and May 2nd, we suggest you print and keep a copy of the report. You will not be able to view that report once we go live with version 11i on May 3.

Just before go-live, we will be sending you a list of some things that will or may be different when you begin to work in the upgraded version of the Integrated System and what to do when you confront them.

If you have any questions, please contact the I.S. Customer Support Center at 3-7550.

Dates responsibilities disabled:
HR/Payroll users – see http://www.hrs.virginia.edu/payroll/Apr04.pdf
Grants Management users – Wednesday, April 21, 5:00 p.m.
PO/AP users - Wednesday, April 21, 5:00 p.m.
All users – Friday, April 23, 5:00 p.m.

April 30, 2004, 8:00 a.m.
Important information for May 3rd I.S. Upgrade go-live

Dear I.S. Users,
We are scheduled to go live with the Integrated System upgrade to version 11i on Monday, May 3, at 7:00 a.m. The I.S. Customer Support Center will be available to take calls at 7:00 a.m. (3-7550)

This message offers last minute reminders and information that will minimize confusion when you log on Monday morning. Please read the following carefully.

Bookmarks/Favorites: Browser bookmarks (favorites) that you set before may not work in 11i. Be sure to enter the system by clicking the ENTER button on the I.S. webpage.

Passwords:
1. You will be able to use the same system password in 11i that you did during cutover, until that password is set to expire. At that time, you will have to change your password to a strong password. Instructions will be included in the email message telling you your password is about to expire.
2. The system will lock you out after three unsuccessful efforts to log on. If you forget your password or get locked out of the system, call the ITC Help Desk at 4-3731. Your new password will not work in Discoverer until the next day.

Discoverer Log-on: When you log on to Discoverer, you will now type iODS instead of ODS in the Connect field on the log-on window.

Things to Watch For: There are a few things that will be different when you begin to work in the upgraded version of the Integrated System. Please click the links below to read the “For Everyone” items, plus those for any modules for which you have a responsibility. This will help to alleviate confusion when you come across something different from your normal operations.

For Everyone

For Purchasing/Accounts Payable Users

For Grants Management Users

For Human Resources Users

We hope you find the upgraded version of the Integrated System to be a positive change. We appreciate your help and patience during this transition period. If you have questions, please call the I.S. Customer Support Center at 3-7550.

ISDS