Planned System Downtime for the HR 8.9 Upgrade [revised 03/19/07]
03/19/07 CORRECTION NOTE: Original communication regarding the reporting database stated that users would have access to the reporting database during the system down time. This has two components that need additional clarification. See below.
Greetings HR System Users:
The message below is a reprint of what was shared with Senior Fiscal Officers (SFOs) at their meeting on Thursday 02/22 regarding the planned system downtime needed to upgrade the HR System. The HR System will be down from Thursday, March 22 at 7:00 p.m. through Wednesday, March 28. The system will be back online, for all users at 7 a.m. Thursday, March 29.
Review the entire communication below for more detail about downtime specifics, communications that will be made available, activities to prepare for downtime and who to contact with questions. The complete message as follows will also be posted to the HR Upgrade site http://oit.osu.edu/hrfin/hr89/
The Office of Human Resources, The Ohio State University Medical Center, the Research Foundation, and the Office of Information Technology have now completed the testing phases of the HR upgrade to Version 8.9 and are actively planning the Move to Production. Upgrade sessions for HRP’s and Timekeepers are in process and will continue through March 15. The Playground database is up and in use by users. All Systems are Go!
Today we wanted to give you an update on the activities that will impact your areas from now until the upgrade is complete.
Targeted Downtime of the System
- At present, the proposed system downtime is scheduled to be :
- Thursday, March 22 at 7:00 p.m. through Wednesday, March 28.
- The system is proposed to be back on line for all users 7 a.m. Thursday, March 29.
- The Reporting Database will be up and accessible to users during the system down time.
CORRECTION NOTE 03/19/07:
- HR end users are going to be given view-only access to the HR System, for normal business hours, during the system downtime window via a link to the HR Reporting Database (HRRPT).
- HR eReports portal users will have access to eReports as follows:
- The eReports portal will be available Friday, March 23rd through Sunday, March 25th. There will be no access Monday, March 26th, Tuesday, March 27th and Wednesday, March 28th as the conversion takes place. eReports will then become available again beginning Thursday, March 29th.
- It is recommended that any and all reports needed during the system downtime be run and printed Friday through Sunday for any verification/validation during the system downtime.
- The last payroll to be run will be the March Biweekly PP19, Pay Begin/End dates of March 4 through March 17, paid on March 30.
- Flexible Spending Account (FSA) reimbursement checks will be suspended the week of March 26 through March 30. Claim forms submitted to The Office of Human Resources during this timeframe will be processed the week of April 2 through April 6. Communications will be sent directly to FSA participants the week of March 5th notifying them of the suspension period. Questions regarding FSA reimbursements should be directed to Timba Johnson, Flexible Spending Coordinator, at: tjohnson@hr.osu.edu
- The month end and quarter end processing is still in discussions as to when these will run in March and will be announced once it is known.
Communications
- Change Management will continue to provide information through NewsLink articles and the HR 8.9 web page with information pertinent to system downtime; including dates and how to prepare for the down time of the system, and what OHR processes will run before and directly after the down time.
- Go Live Kits will be distributed electronically just prior to Go Live of the new system to all users of the HR system.
- Messages of the Day will be used closer to the beginning of the Move to Production to remind users of system down times.
- Direct emails will be sent to users during the down time to report the progress of the Move to Production.
- Confirmed timeframes will be clarified and communicated via NewsLink and Message of the Day
Things to Start Preparing for System Downtime
To be sure you and your staff are prepared for the HR system down time, be sure to:
- Look for NewsLink articles and other communications coming from either OHR or OIT related to the upgrade.
- In March, record all current effective dated Job Data entries (excluding future hires) into the system as soon as possible. Future hires should NOT be entered as part of this effort.
- Record current and/or future additional pay entries into the Additional Pay pages prior to the system downtime.
- Enter as many PET’s for March month end prior to the system down time.
Questions/Concerns
Upgrade related questions can be directed to one of the following:
The HR 8.9 Upgrade Team at hr89upgrade@osu.edu
Pam Wollenberg – (OIT HR 8.9 Upgrade Project Director) at Wollenberg.8@osu.edu
Karen Carroll - (OHR Payroll Director and Upgrade Business Sponsor) at carroll.8@osu.edu
