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HRMS Steering Team Committee Meeting – Oct. 5, 2007
HRMS 9.0 Upgrade Project Plan & Status
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SUMMARY
The Human Resource Management System and Student Information System, HRMS/SIS, is currently running on the 8.0
version of the PeopleSoft Enterprise software. Oracle support for version 8.0 ends in August 2008. Therefore, in order to
maintain vendor support and stay compliant with federal and state regulations for financial aid and tax processing, the
decision was made in 2006 to upgrade to PeopleSoft’s most recent version of the HRMS and SIS application. The new
software will allow IU to take advantage of new features and software improvements delivered by the vendor.
The following discusses the proposed upgrade date, the associated downtime as well as high level outline of the tasks the
HRMS Functional 9.0 Project Team has completed since June. Also included are the project(s) that are currently underway
as well as a look at the upcoming phases of the HRMS 9.0 upgrade.
Proposed Upgrade Date and Downtime
The SIS and HRMS Executive Committee members jointly determined the upgrade will be targeted to begin on Saturday,
February 16, 2008 in order to best support the operational needs for the student service, human resource, and payroll
areas. The technical and functional staff implementing the upgrade will require approximately a 4 – 5 day period to
complete the upgrade and required testing activities. The HRMS and SIS will not be available for end user access during
this timeframe. The upgrade will impact all users of the HRMS for payroll, staff and academic HR, and benefit processing.
PeopleSoft 9.0 Upgrade: Take HRMS/SIS down on Saturday, February 16
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The preliminary projection is for HRMS and SIS to be down on Saturday, 2/16/08 and back up for all
administrative, faculty, and student users on Wednesday 2/20/08 or Thursday 2/21/08
During the upgrade downtime, the IUIE environment will be available for reporting; more information on the
downtimes to support maintenance activities will be published at a later time.
Other systems impacted by the upgrade downtime are noted in the following document:
https://uisapp2.iu.edu/confluence/display/HRMSSISCS8990/Systems+Affected+by+9.0+Upgrade+Outage
Testing Completed Since June
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Phase I – High Level Unit Testing
o Goal: Client testing of the PeopleSoft 9.0 product. A high-level review/run through of all the major
processes and tables – does not include eDocs;
o Examples:
 Benefits – Run Benefits Administration Process and Print Enrollment Forms;
 Payroll – Successfully run a bi-weekly and monthly payroll;
 Staff and Academic Human Resources – Create job actions in the client;
o Timeframe: June 4, 2007 through July 3, 2007;
o Result: No significant issues or gaps in functionality have been discovered.
Ongoing 9.0 Upgrade Testing
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Phase II – Detailed Unit Testing
o Goal: Thorough testing of PeopleSoft 9.0. This phase will include comprehensive eDoc testing as well as
a detailed examination of all PeopleSoft processes, control tables and employee data;
o Timeframe: July 5, 2007 through September 28, 2007;
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HRMS Steering Team Committee Meeting – Oct. 5, 2007
HRMS 9.0 Upgrade Project Plan & Status
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Result to date: One payroll issue was uncovered during this phase. The problem centered around how
PeopleSoft handles benefit deductions in arrears. PeopleSoft acknowledged the issue and distributed a
patch to fix the problem. Other than that no significant issues have been uncovered.
Future 9.0 Upgrade Project Phases
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Phase III – Payroll Parallel Testing
o Goal: Compare the output of 4 payrolls (2 Bi-weekly & 2 Monthly) in the 9.0 test environment to the
production environment for accuracy (1 payroll is year end and will include YTD comparisons);
o Timeframe: October 8, 2007 through January 26, 2008.
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Phase IV – Scripted Testing
o Goal: Test each phase of the business process in a continuous flow; starting with a job action, moving to
benefits enrollment, getting paid, posting to the labor ledger and printing checks and pay advices;
o Timeframe: October 8, 2007 through December 7, 2007.
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Phase V – User Acceptance Testing
o Goal: Roll out the 9.0 environment to a few selected “power” users for testing and review;
o Timeframe: December 12, 2007 through Upgrade.
IUIE Testing
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Testing Completed
o Examined 9.0 updates to the IUIE data groups that had been made by the IE team. Completed
preliminary testing of the data group updates and reports that run against these updated data groups;
o Identified additional 9.0 changes that affect the HRMS related IUIE data groups and provided
specifications to the DSS team to address these changes in the data groups;
o Reviewed all existing reports and identified those requiring modification due to 9.0 changes;
o Created list of end-users who connect to the DSS via ODBC connection (direct data base connection
bypassing the IUIE interface/shadow system users) so that we can notify them of 9.0 upgrade changes;
o Documented a process for updates to 8.0 report objects that need to take place prior to the 9.0 upgrade.
Ongoing Activities
o Full testing of all report objects and processes involving these report objects. This will be ongoing
through the end of the year;
o Updating the IUIE interface to reflect the 9.0 updates as soon as the DSS team completes the additional
9.0 changes requested to the data groups;
o Functional areas are beginning to work on updates to reports that will be moved into production with the
9.0 upgrade.
Future Tasks
o Testing of security as it is applied to the HRMS IUIE data groups.
o Testing of all report objects and object modifications will continue to upgrade.
o Providing testing access to areas (e.g. schools that extract data for local databases) that connect to the
DSS data via a direct database connection.
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HRMS Steering Team Committee Meeting – Oct. 5, 2007
HRMS 9.0 Upgrade Project Plan & Status
Page: 3 of 5
PeopleSoft HRMS Training and Communication Plan
Training
Training will be targeted to the UA and regional campus central office users. Due to our e-docs and payroll vouchers,
departmental users will not see any changes to their work environments. The focus of the training will be on navigating
PeopleSoft version 9.0 as well as understanding any changes in functionality pertinent to central office personnel. For
example, the tax pages are changing slightly so anyone who enters W4s into the payroll system will be trained on the
proper way of doing so in the new version. The size of the audience to be trained is approximately 31 Payroll users and
approximately 35-40 University Human Resource (UHRS) and Academic Human Resource (HR) users.
The training plan follows:
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On an ongoing basis, each area previews the navigation changes with the regional campus HRMS users.
Formal training will consist of three training sessions which will be offered during the week of Jan 14th-18th or 22nd
–25th, 2008.
Each session will cover changes to the PeopleSoft client in the following areas: Payroll, UHRS and Academic HR.
One training session will be held in Bloomington and one will be held at IUPUI. UA payroll users and regional
campus users will be able to attend either session.
The third session will be held via a “Breeze” web conference and will be available to all central office users
whether they have already attended training or not.
o The web conference will be broken into 3 separate sessions, one for each HRMS area: Payroll, UHRS and
Academic HR.
o These sessions will be taped so that users will be able to review the taped sessions as a refresher or as a
reference after the upgrade.
Follow-up training will be provided by each area as needed. For example, Payroll will host at least two follow-up Q&A web
conferences. One will be held 2-3 days after the upgrade and another will be held approximately 2 weeks after the
upgrade, depending on the questions that come up.
Communication
Communication will be targeted to several audiences at different times depending on when the information is available. In
addition to targeted communications, each HRMS area will have monthly communications with their regional campus
users. These sessions will be primarily via web conference and will consist of presenting information as it becomes
available and Q&A. The audiences for the targeted communications are:
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VPs
Deans, Directors and Chairs
UA and Regional Campus HRMS Users
Departmental E-doc and Payroll Processors
Departments with Systems Affected by the Upgrade
IUIE Users
All Employees
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HRMS Steering Team Committee Meeting – Oct. 5, 2007
HRMS 9.0 Upgrade Project Plan & Status
Page: 4 of 5
Timeline and content of targeted communications follows:
09/07
VPs
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Notice of PeopleSoft upgrade
Dates of PeopleSoft downtime
Notice of communication going out to Deans, Directors & Chairs on 10/07
10/07
Deans, Directors and Chairs
 Notice of PeopleSoft upgrade
 Dates of PeopleSoft downtime
 Communication and training plan
10/07
UA and Regional Campus HRMS Users
 Information regarding upgrade start date
 System downtime
 Notification of systems impacted by downtime
 Training information, including dates
11/07
Departments with Systems Affected by Upgrade
 Systems impacted by downtime
 Impact of upgrade on their systems
 This notice will go to departmental technical personnel
 Notification will be by A. Neal
12/07
Departmental HRMS Users
 Information regarding upgrade start date
 System downtime
 Payroll calendar changes
 E-doc availability
 Self service availability
 Payroll view available to Payroll system managers during downtime
 Dates checks are available to view for:
Bi weekly pay date Feb 22, 2008
Monthly pay date Feb 29, 2008
12/07
UA and Regional Campus HRMS Users
 Same as above
 Training information, including dates
01/08
UA and Regional Campus HRMS Users
Departmental HRMS Users
 Same information as 12/07
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HRMS Steering Team Committee Meeting – Oct. 5, 2007
HRMS 9.0 Upgrade Project Plan & Status
Page: 5 of 5
01/08
IUIE Users
 Information regarding availability of IUIE during downtime
 This email will go to:
IUIE list-serv
Campus and departmental HRMS users
FIS list-serv
01/08
All Employees
 Will go out in late Jan
 There will be two means of communication:
All employee email
The Informed Employee
 Information covered will include:
Notification of system downtime due to upgrade
Availability of self service
Check viewing availability
Notification to contact their campus Payroll office if they need check information
during the system downtime
Changes to self service
01/08
OneStart Notification
 Information regarding upgrade either upon logging in (or under self service)
Prior to upgrade, notice of downtime
During upgrade, information about coming enhancements
Post upgrade, information about enhancements
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