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General
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Hardware/Software
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11i.10 Heads Up
All Users:
- Cutover Plan:
- Thursday, April 20, at noon:
We will be following procedures similar to month-end
close: All users
will be temporarily disconnected from the system
as we begin
the cutover. Holders of IS responsibilities that
normally remain active during month-end close may
log back on
at 12:30 p.m. Responsibilities that do NOT normally
remain active during month-end close will be remain
deactivated until the upgrade is complete. Click
here for
a list of deactivated and active responsibilities.
- Thursday,
April 20, 5:00 p.m.: All users will be disconnected
from the system until the upgrade is
complete.
- Monday, April 24, 7:00 a.m.: System is
available for all users.
- ODS: The Operational Data
Store will be available during normally scheduled
hours throughout the cutover
period, and will show data through 5:00
p.m. on Thursday, April 20.
- Favorites: Be sure to review your
favorites on the menu page following the upgrade. Some
favorites may not be there, and others may show up
in duplicate due to changes in the menu structure.
Please be sure to review the list, delete duplicates,
and add back any missing favorites. If you need assistance,
contact the IS Customer Support Center at 3-7550.
- Manual workarounds during cutover – Unlike
the last upgrade, when the Integrated System was down
for a week, the system will be unavailable for most
users only the afternoon of Thursday, April 20 and
all day on Friday, April 21. We hope that most people
can do their business before this time or hold it until
Monday, April 24. However, if you have an emergency,
here are the manual workarounds:
- Any payroll questions, call Payroll at 4-4350.
- Getting a check: If an emergency situation occurs
during the cutover period, contact Procurement
Services at 4-4212 for instructions.
- Getting a PO: If you anticipate a need for purchases
during the downtime, you may want to reserve
some LPO numbers for use on Thursday afternoon
and Friday.
Make
sure you complete and approve these as soon
as the system is available.
Purchasing Users:
- Budget advisory warning: Following the 11i.10 upgrade,
when you approve a payment voucher where the amount
exceeds
the available
budget, you will get a pop-up message that reads, “This
invoice or distribution passed funds check with advisory
warnings.” When you click OK in the message,
your transaction will be validated as usual. The purpose
of this message is to alert you that you may need to
adjust your award budget.
- Closing out action notifications:
As we approach the upgrade it is important that users
stay current with their “Action Required” notifications.
These are notifications that allow you to Approve and
Reject documents. Ideally there should be no “Open” Action
Required notifications at the time of the upgrade.
Those notifications that have not been acted on will
upgrade, but may not have all of their functionality.
For example, the Open Document icon may not work.
- Deleting all purchasing folders:
With this upgrade come new screens which require that
we delete all Purchasing folders (public and private).
This includes folders in Requisition summary at the
header, line, and distribution levels; PO Summary at
the header, line, shipment, and distribution levels;
and Receiving folders. You may want to take screen
prints of your folders so that you can more easily
recreate them at go-live. Note: ISDS will be setting
up basic folders for PO Summary and Requisition Summary
at the distribution level for general use so users
can take advantage of the new availability of the Award
field in those screens (see New Feature: Award
Field).
- Need-by date on Purchasing documents:
With the upgrade, need-by dates on purchasing documents
will include a time stamp which defaults in as 0:00
on the day you create the transaction. You cannot enter
a need-by date of today that has a time stamp earlier
than the time you are creating the document. To ensure
a valid need-by date, you will need either to select
a future date as the need-by date, or change the time
stamp. The time is found at the bottom of the calendar
that appears for dates when you click on the list of
values. If you enter the same date without changing
the time stamp, a pop up message will tell you to enter
a need-by date later than the current date.
People who run concurrent requests:
Any concurrent
requests scheduled between 5:00 p.m. on Thursday, April
20 and 7:00 a.m. on Monday, April 24, will be put on
hold and released on Monday morning, April 24. Discoverer and Cash Balance
Report Users:
Beginning April 24th, you may see some changes in the
way commitments and encumbrances are reflected on Cash
Balance reports (and on Discoverer reports on April 25th):
- Purchasing Commitments: We have
modified how requisitions and purchase orders are reported
to be consistent
with how they are reflected in Award Status Inquiry
and
Project Status Inquiry:
- If a purchase order has been auto-created from
a requisition, the amount will continue to appear
as a requisition commitment
until the PO is approved and reserved. Currently,
the
requisition commitment is dropped from reports
until the PO is approved and reserved.
- If a purchase order has been matched to an invoice
but not yet approved, the amount will appear
on your report as a commitment. Currently these
are not included
on reports until the invoice has been approved.
- Labor Encumbrances: The liquidation of labor
encumbrances for terminated employees will
be correctly offset in
the same period as the original labor encumbrances
and, thus, will not appear on reports after
the termination date.
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What
is an upgrade?
A standard system upgrade involves the movement
from the current version of the applications to the
latest available version at the time of the upgrade.
The upgrade to 11i.10 is a "point" release,
which will have much less of an impact on users than
the original 11i (11i.9) upgrade.
Why do we need to upgrade?
-
One of the main reasons the University deployed an
integrated system was to be able to take advantage
of periodic upgrades that allow it to stay current
with technology, functionality, and best business
practices. There are a number of improvements that
we anticipated with version 11i.10, particularly
in the area of Grants Accounting and the look
and feel of Self Service.
- Required for continued support from Oracle
Why
do we need to upgrade now?
-
As newer versions of the software become available,
it is more difficult to get adequate support from
Oracle.
-
The timing of the upgrade was designed not
to interfere with the implementation of the new
student information system.
BACK TO TOP
What
will the new release specifically offer me?
An overview of the new features that
come with the 11i.10 upgrade can be
viewed on the Enhancements web
site. Some of the new features that will be part of
the upgrade are:
- Enhanced Self Service look and feel
- Fixes and improvements in the Grants Accounting
application
- Increased flexibility in updating and changing
POs and LPOs
- Forgot your password? feature on the Integrated
System login page
BACK TO TOP
How
will the Integrated System Deployment & Support
team help users prepare for the upgrade?
Making sure that users' concerns are addressed
and that users will be fully prepared for the new release
are primary goals of the ISDS team and central offices
during this upgrade. Many techniques will be employed
to ensure that these goals are met. They include:
- Members
of the user community who participate on the system
task forces will be consulted throughout the upgrade.
- An
11i.10 web site will contain current information
on the
upgrade.
- Demos
will familiarize users with the
features
of the upgrade.
- Closer
to the April 24th go live date, the
Division of Training will be offering demonstrations
and other means of knowledge transfer, as appropriate,
to prepare users for the upgrade.
- LSPs
are involved in evaluating users' desktop needs
and will assist in addressing them.
What training will be required?
Training requirements have not yet been determined.
There will be a cutover time when 11i.9 training
will be offered with 11i.10 training. Then 11i.9
training will cease.
Will responsibilities change?
Responsibilities will remain the same, though some
may have more menu options.
Will Discoverer still be our reporting tool?
Yes, we will still use Discoverer for reports. There
will not be a version change with this upgrade.
Will business processes remain the same?
It is anticipated that business processes will remain
essentially the same since there will be little change
in functionality.
When will Release 11i.10 go into Production?
The go-live for the upgrade is schedule for April 24,
2006. View the 11i.10
Upgrade Timeline web site for
milestones.
How
will current policies and procedures change in the new
release?
It
is not expected that current policies and procedures
will change dramatically in the new release. 11i.10
is a logical, evolutionary step forward from the current
release. Should any changes be required, more information
will be provided. Will
I need to do anything to get access to the new release?
The
upgrade to release 11i.10 will not affect your current
access to the system. Your Username, Password, and
all Responsibilities will remain virtually the same
. There may be required training in some areas. This
has not yet been determined, but will be communicated
once a decision is made. A new j-Initiator will also
be required. Instructions will be provided, or your
LSP can assist you.
Will
there be an 11i.10 User Fair?
The changes resulting from 11i.10
will not be significant enough to warrant a User
Fair.
Will there be a new Jinitiator with
this upgrade?
Yes, there will be a new Jinitiator. It will install
automatically when you log onto the system following
the upgrade. In some cases, an LSP will load the
Jinitiator for you in advance of the upgrade. The
old and new versions can co-exist.
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