Oracle HR/Payroll is Coming…Are You Ready?
15 , 2002
and Modernizing U.Va.’s Information Systems
September 26, 2002, the University of Virginia will begin the conversion
of data from the Human Resources legacy systems to the Oracle Integrated
System, for a final deployment on October 3. We will send you several
“Are You Ready?” bulletins between now and then to give you the information
you need to be fully prepared. Click the links below for detailed information
Phase 2 Transition Calendar can be viewed at http://www.virginia.edu/isp/P2DeptTransCalendar.doc
Dates and Information
Pay Periods in OPAS/HRS
last pay periods that will be processed in OPAS and HRS are:
for Keying New Hires into OPAS
hire information must be keyed and approved in OPAS by 5:00 p.m. on
Wednesday, September 11, for conversion into Oracle. OPAS will be
changed on Thursday, September 12, to allow “view only” capability of
previous transactions. Any hires not keyed and approved by that time
will be entered by departments into Oracle after October 3.
You may not
future date biweekly hires in OPAS. Any biweekly hires dated September
18 and forward will be returned to the department to enter into Oracle
on October 3.
You may back-date
an hourly employee, NOT an auto-paid employee, if you wish to process
their hire in OPAS. For example, if the first work day for a new student
hire begins on September 18, and you want to process it in OPAS, back-date
the hire to September 17 in OPAS.
hire start dates can be future-dated to include September 24, though
they must be keyed and approved in OPAS by September 11. Any salaried
hire start dates dated September 25 and forward must be keyed by schools
and departments into Oracle.
Two Leave Sheets to be Submitted Back to Back
Leave Contacts will submit leave (bubble) sheets for 8/10-9/9, as usual,
by 5:00 p.m. on Thursday, September 12. What is not usual is that
they will submit the next leave sheet, for 9/10-9/24 (the last leave sheet
before Oracle), one day later, by 5:00 p.m. on Friday, September
13. This means:
To meet these
deadlines, UHR suggests that, since you already have the leave sheets
for the 8/10-9/9 pay period, you distribute and complete those forms as
soon as possible. UHR will mail out leave sheets for the 9/10-9/24 pay
period on August 29 for completion on September 13. Those should be distributed
and completed as soon as possible as well.
Early for First Oracle Timesheet
will have three days to key biweekly pay for the period 9/18-10/1 into
Oracle when we begin working in Oracle on the morning of October 3. Keying
must be completed by Saturday, October 5, at 5:00 p.m. To help expedite
the process, the ISP is creating a generic, web-accessible timesheet that
can be printed out for biweekly employees. This timesheet will be available
on September 11. Timekeepers will print the timesheets and fill
out the employee name and time period and then distribute the timesheets
to the employees. They should all be completed, approved, and returned
to Timekeepers by the end of the day on 10/2. This will allow Timekeepers
to have a full three days to key the data into Oracle. Departments that
have their own methods for collecting time can use those as long as they
include the employee’s and the employee’s supervisor’s signature.
Quick Payrolls Follow Go-Live
3 will be a busy day for the new Oracle Timekeepers. As noted above, they
will start keying biweekly time for 9/18-10/1 on that day. But there are
three other pay periods following close behind, so Timekeepers should
also print out and begin distributing the pre-filled Oracle timesheets
for the following pay periods:
and semi-monthly salaried paid monthly timesheets for the period 9/25-10/9.
All entries made into Oracle by 10/10 at 5:00 p.m.
timesheets for period 10/2-10/15. All entries made into Oracle by 10/18
at 5:00 p.m.
that have their own methods for collecting time can use those as long
as they include the employee’s and the employee’s supervisor’s signature.
Holiday Scheduled for Current Users
current (non-HR) Oracle users will have their current application responsibilities
deactivated from 6:00 p.m. on Wednesday, September 25, until 1:00 p.m.
on Tuesday, October 1. During this period of time, the ISP team will convert
data from the legacy Human Resource systems into Oracle and Financial
Administration will complete the September month-end close. While all
current Oracle responsibilities will be reactivated on October 1, new
HR/Payroll responsibilities will not be activated until 7:00 a.m. on October
3. ODS and Discoverer will be available throughout this time.
Sure Your Desktop is Ready
single biggest issue for the Oracle finance go-live date was people not
having their desktops ready for go-live. If you are already an Oracle
user, this will not be an issue for you in phase 2. If you are NOT already
an Oracle user, there are several steps you will have to take to be sure
your desktop is ready on October 3. You can do these steps now. If you
wait, wait no longer than the week before go-live so you are sure you
can access Oracle when you need it.
pieces of software you need on your computer and instructions for installing
All of you
were notified that you were assigned the Oracle Self Service responsibility.
If you registered for Oracle classes using Self Service, you already have
the j-initiator and VPN loaded on your desktop. The only thing you need
to add is Discoverer.
If you have
not accessed Oracle Self Service or an Oracle application (current users),
you will require all three to be installed. Click here
for complete instructions on how to get your desktop ready.
need two passwords:
- VPN password
for receiving a VPN password are included in the VPN instructions.)
If you do
not remember your Oracle password, contact the ITC Help Desk at 4-3731
to request a new one.
Forget Your Confidentiality Agreement
training is required, but not sufficient, to be given access to Oracle.
If you are not a current finance user, you also must submit a signed Confidentiality
Agreement to University Human Resources. Don’t delay. Click here
to print out and submit the form before go-live.
Frequently Asked Questions Posted
asked questions, with answers, from the Oracle Human Resources training
classes have been posted to the Integrated System FAQ site. Click here
for Humans Resources FAQs. Questions and answers from the Oracle Time
Management class will be added soon. These will pertain specifically to
how the application works, not to policy questions, which should be directed
to University Human Resources.
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