Financial System Downtime Planned Thursday, February 11 to February 16, 2010

Posted February 5, 2010 in Financial Services.

Financial System Upgrade – Questions and Answers

  • What is the upgrade about?
    • Financial Systems at the University of Utah run on PeopleSoft software purchased from Oracle. In order to continue receiving updates and customer support, the University must upgrade to a newer version.
    • In addition to maintenance and support, the University will benefit from access to newer, value-added software features and updated compliance to Federal and local government entities.
  • When will the upgrade occur?
    • The upgrade will begin Thursday, February 11th at 5:00 PM and be completed by Tuesday, February 16th at 8:00 AM.
    • As a reminder, the University will be closed on Monday, February 15th for President’s Day.
  • How will my access to financial information be affected during the upgrade?
    • All functions will be unavailable Thursday, February 11th at 5 PM through Friday, February 12th at 8 AM.
    • All functions will be unavailable Friday, February 12th at 5 PM until the Upgrade is completed (no later than 8:00 AM, Tuesday, February 16th. updated 02/12/2009 at 4:30 PM.
    • All functions through the Campus Information System (CIS) on the Financial & Business Services pagelet will be available on Friday, February 12th, from 8 AM – 5 PM (exceptions noted below). Access outside of normal business hours will be limited and sporadic.
      • REPORTS – Information will be as of Thursday, February 11th.
        • Financial Information Library – All FIL’s are un-published. updated 02/12/2009 at 7:30 AM.
      • TRANSACTION DETAIL SEARCH – Information will be as of Thursday, February 11th.
      • FORMS – Unaffected.
      • PROCESSING –
        • Chartfield Templates – Unavailable after Thursday, February 11th at 5:00 PM.
        • Departmental Deposits – Unavailable after Thursday, February 11th at 5:00 PM.
          • Deposits approved by the Income Accounting Cashier will not appear on Management Reports until Tuesday, February 16th.
        • LPC Positive Pay – Unavailable after Thursday, February 11th at 3:00 PM. (Note: this time has changed from 5 PM to 3 PM)
        • Purchasing Card Reallocations – Unavailable after Thursday, February 11th at 12:00 NOON.�
          • Reallocations entered on Thursday will not appear on Management Reports until Tuesday, February 16th.
        • Travel – Access available on Friday, February 12th, from 8 AM – 5 PM.
          • Next day checks will not be available Thursday, February 11th or Friday, February 12th.
        • Web FTP Application – Access unchanged.
        • Web Journal Processing – Unavailable after Thursday, February 11th at 5:00 PM. updated 02/12/2009 at 7:30 AM.
      • RESOURCES & INFORMATION – Information will be as of Thursday, February 11th.
      • WEB SITES – Unaffected.
      • All functions through the PeopleSoft application will not be available after Thursday, February 11th at 5:00 PM.
        • Includes data entry AND query access. EXCEPT
          • MCMP data entry/uploads and Health Sciences Crytal Reports will not be available after Wednesday, February 10th at 3:00 PM.
  • Are there specific changes in FS departmental operations that I need to know?
    • Accounts Payable – will not be able to print checks, create ACH transactions or key again until Tuesday the 16th. However, they will be open to receive and review your Purchase Order invoices, Campus Orders, and Payment Requests during the afternoon of the 11th and all day Friday the 12th.  Kindly keep in mind that any same-day or next-day payment requests coming into the department during this down-time will not be recorded for payment until Tuesday, February 16th. This means that the payment will not be prepared until the 16th or 17th depending upon the urgency of the request. All fees associated with same-day requests received Thursday afternoon or Friday will be recorded at the next-day rate.
    • Financial Reporting & Accounting – Financial information will be as of Thursday, February 11th.
    • Grants & Contract Accounting – Financial information will be as of Thursday, February 11th.
    • Income Accounting – Online Departmental Deposits will not be available after Thursday, February 11th at 5:00 PM.
    • Property Accounting – Business as usual.
    • Purchasing – Purchasing Card Reallocations will be suspended at NOON, Thursday, February 11th. The “PO Close” feature of the WEB Management Encumbrance Report will be disabled at NOON on Thursday, February 11th and resumed at 8:00 AM on Tuesday, February 16th.
    • Travel Accounting – Business as usual.
  • What if I have other questions or concerns?Ask Us or Share Your Ideas