PeopleSoft Upgrade

EPAF

Please be advised that the cutoff deadline to create/submit a new ePAF request will be Friday 4/15/2022 at 5pm PDT. Following the PeopleSoft eForms launch, the ePAF system will remain online and accessible to approve pending requests and to view historical ePAF information. However, no new ePAF requests can be created after this deadline.

All new personnel requests must be initiated using self-guided eFORMs/My Team action request in PeopleSoft HCM starting on Monday 4/18/2022.

LARs and Leave Balances:

• Effective the month of April 2022, all LARs must be submitted via Employee Self-Service (ESS) in HCM.
• Leave balances are updated based on LARs submitted to the Benefits Office. Employees can view their correct balances once we go live with PeopleSoft HCM Phase II on April 18, 2022.
• The Benefits Office will accept paper LARs for any time taken between 07/01/2021 to 03/31/2022. LARs prior to 7/1/21 will no longer be accepted. The deadline to submit unprocessed paper LARs is 5/31/22.

OVERTIME

Any overtime worked prior to 4/1/2022 should be submitted to Payroll with the current process (LAR and authorization form).

REPORTING MANAGER

The HR team is working with managers to obtain accurate reporting lines between staff and managers. To avoid delays in processing, it is imperative to have the correct reporting manager assigned for each employee. Please contact your manager if you find discrepancies with your reporting Manager.

TRAINING

• A training environment for HCM is available at https://hcmtrn.peralta.edu/ for users to enhance “hands-on” experience (if needed) through June 15, 2022.
• Employees can use the training environment up to June 15th, 2022, to practice and get "hands-on" experience.
• Employees can access additional resources on Canvas, such as training materials, videos, etc. See https://peralta.instructure.com/courses/56014
• If you encounter problems or have questions, please send them to us at pssupport@peralta.edu

Finance

Training for the following modules will occur from 04/25/2022 to 05/05/2022:

• Asset Management
• Expenses Management
• Supplier Contracts

Training details will be sent in a separate communication and can be found online at https://www.peralta.edu/it/peoplesoft-upgrade

Access for these modules will be enabled in production on May 6, 2022.

***

We’d like to thank IT Business Enterprise Analyst Teri Antonio for all her help managing this huge project.
If you have any questions, please let us know. You can reach Antoine Mehouelley at amehouelley@peralta.edu, Teri Antonio at tantonio@peralta.edu and Mark Johnson at markjohnson@peralta.edu.
Thank you for all you do to support students here at the Peralta Community College District!

All the best,

Antoine Mehouelley, Chief Technology & Information Services Officer
Mark Johnson, Executive Director, Marketing, Communication & Public Relations

PeopleSoft Upgrade 9.2 Phase II Business Process Modernization

             Human Capital Management New Modules

• Manager Self-Service
  • Position Management
  •  Time and Labor
  •  Commitment Accounting

Project Goal

Utilize District Resources effectively and efficiently

• Replace PCCD custom-built electronic personnel action form (ePAF) with PeopleSoft Manager Self Service.
• Convert paper base leave action report form (LAR for full-time employees) into employee electronic submission and electronic manager approval.
• Convert paper timesheet form (for hourly and part-time employees) into employee electronic submission and electronic manager approval.

Replace ePAF with PeopleSoft Manager Self Service

• eFORMS for various types will be created and will be available for Managers to initiate electronic personnel actions, e.g., hire, job data change, promotion, etc.
• Manager Self Service tile will be created in one place to make it easier for the manager to perform his/her task, e.g., initiate a request, approve the request, approve time submitted, etc.
• Approval will be streamlined and managers will have the ability to appoint a delegate during their absence.
• Managers will have the ability to view and manage their employee’s available sick, vacation, and floating holiday leave hours if applicable.

Convert paper base LAR into electronic employee time submission.

• Employees will have the ability to electronically submit Leave Absence Report (LAR for full-time employees) via Employee Self Service (ESS).
• Employees will have the ability to view their sick, vacation, and floating holiday hours on the same page where time is to be submitted.
• Student-workers and hourly employees will have the ability to electronically submit timesheet hours and/or stipend requests via Employee Self Service (ESS).
• Student-workers and hourly employees will have the ability to view their sick hours from the same page where time is submitted.

Convert paper form approval for LAR and Timesheet into electronic manager time approval. 

• Managers will have the ability to electronically approve Leave Absence Report (LAR) submitted by the employee by going to  Manager Self Service (MSS) tile.
• Managers will have the ability to electronically approve Timesheet-related hours and/or stipends submitted by student workers and hourly employees.
• Speeds up the time in processing LAR absences;  No need to submit paper LAR to the Benefits department
• Speeds up the time in processing Timesheet hours and stipends.  No need to submit a paper timesheet to the Payroll department.

Manager Training

• Manager Self Service Timesheet & LAR Electronic Approval
• Manager Self Service Action Request Electronic Approval 

Notification

• An automated email notification will be sent to EMPLOYEEs to electronically submit time. 
• Automated email notifications will be sent to MANAGERs to approve time electronically submitted by their direct employees.

HCM Project team allocated to this project:

• Human Resources 
• Payroll Department
• Finance Staff
• Information Technology 

                      Team Resources

Full collaboration and numerous work sessions are ongoing between multiple departments to ensure the accuracy of business processes.

PeopleSoft-Upgrade-9.2-Phase-II-Human-Capital-Management

Peralta Technology Modernization: PeopleSoft Upgrade Phase1 Tasks

Task 1-Migration:

This task began by conducting trial runs of moving PeopleSoft application data to Oracle. This was an evaluation of the migration process that would eventually take place for the Finance, Human Capital Management, and Campus Solutions pillars. Testing was completed to thoroughly evaluate the move to the new system. No issues were identified, and this step was marked as completed.

Finance Pillar, Human Capital Management & Campus Solutions Pillar

✔ 1st Testing – Complete 100%- All issues identified were resolved.

✔ 2nd Testing – Complete 100% – All issues identified were resolved

Task 2-Customization and Retrofit Identification for Move to Oracle PeopleSoft 9.2

This second task was focused on identifying any specific modifications or retrofits that would be needed once the District systems were moved to the new PeopleSoft upgraded system. These were meticulously examined and addressed one by one to ensure all systems would migrate correctly without any issues. The retrofits that were identified were shared with the Oracle team, and then these were addressed and included in the final upgrade. We were successful in addressing all needed customizations for Peralta business processes.

✔ Code Freeze – Shared list of needed modifications for the project for each Pillar- Oct. 30, 2021 – Complete

✔ Finance Pillar- 100% Complete

✔ Human Capital Management Pillar– 100% Complete

✔ Campus Solutions Pillar – 100% Complete

Task 3- Peralta Testing of Customizations and Retrofits

Task 3 was centered on testing the identified customizations and retrofits. These tests were done to ensure the new environment was ready for an upgrade to a new system when the final Go-Live took place. This task was completed without any issues, and the system was approved for migration to the Oracle PeopleSoft 9.2 system. All the information and testing results were then

shared with Oracle to prepare for the move. Each unit manager signed off on the user acceptance testing and IT signed off on system integration testing.

✔ Peralta System Integration Testing – Dec. 7-23, 2020 – 100%-Complete

✔ Peralta User Acceptance Testing – Jan. 4- Feb. 9, 2021

✔ Finance Pillar- Oracle Retrofit Unit Testing -100% Complete.

✔ Human Capital Management Pillar-Oracle Retrofit Unit Testing -100% Complete.

✔ Campus Solutions Pillar-Oracle Retrofit Unit Testing -100% Complete.

✔ Campus Solutions & Human Capital Management Pillar– Oracle Regression Testing -100% Complete.

The following are the specific tasks in Section 2:

Task 1- PeopleSoft Exchange of Data and Integration

We exchanged our PeopleSoft data with Oracle so our systems would transfer with the new upgrade. Files were prepared for integration as well as each of the existing modules. Then Oracle completed testing of the systems.

✔ File-based Integration – 100% Complete.

✔ Module integration – 100% Complete

✔ Development – Oct. 12 to Dec. 4, 2020- 100% Complete

✔ Oracle Testing – Nov. 2 to Dec. 4, 2020- 100% Complete

Task 2- Information on Customization and Retrofits

During task 2 Oracle provided training to functional analysts representing Finance, Human Capital Management, and Campus Solutions. All of the needed retrofits were also completed.

✔ Oracle provided all information and Training

✔ Retrofits Human Capital Management Pillar- Nov. 30- Dec. 4, 2020-Complete

✔ Retrofits Campus Solutions Pillar -Nov. 30- Dec. 4, 2020-Complete

✔ Retrofits for Finance Pillar -Nov. 30- Dec. 4, 2020-Complete

Task 3- Cut Over and PeopleSoft 9.2 Hand Over to Peralta

Task 3 required each department to complete testing of their systems before the handover to Oracle. Each department signed off that this step was completed. Peralta systems were temporarily shut down from Feb. 10-15, 2021 while all data was transferred to Oracle for completion of the upgrade. We then completed a partial test of the new system before all of the upgraded systems were returned to Peralta. Go-Live was successful on Feb. 16, 2021.

✔ UAT Sign Off – Feb. 5, 2021 – received for Finance, Human Capital Management, and Campus Solutions

✔ Cut Over start – Feb. 10 @ 21:00 PM

✔ Cut Over Ends – Feb. 15@ 11:00 AM

✔ Smoke Testing- this is a partial test- Feb. 15@ 11:00 AM

✔ Go-Live = Finance Pillar, HCM Pillar, and CS Pillar- Completed Feb. 16, 2021

Task 4-Disaster Recovery Site Building

During task 4 Oracle completed the setup for a new disaster recovery site to ensure business continuity in case a major disaster to the system occurred. This disaster site is a mirror reproduction of our current site, and we will be testing at the site annually to ensure efficiency and accuracy

✔ Core Build for Disaster Recovery Site – 100% Complete

✔ Infrastructure Build – Finance Pillar, Human Capital Management Pillar, Campus Solutions Pillar – 100% Complete

✔ Sync – 100%Complete

✔ Virtual Private Network Build -100% Complete

Task 5- Post Go-Live Support and Closure of Phase 1

This task involved making sure that all systems were stable after the Go-Live was launched. Any issues that arose were solved with the contracted support of Oracle. There were no critical issues post-Go-Live. To ensure the success of a District our size, we further extended the stabilization period to make sure all systems were functioning properly. On March 19, 2021, Phase 1 will be moved to closure, and all systems will be operated and maintained in a support status

✔ Contracted Stabilization – Feb. 15 – Mar. 12, 2021 – Complete 100%

✔ Stabilization period was extended till Mar. 19, 2021, to ensure continued success.

✔ Closure of Phase 1

Benefits of Oracle’s PeopleSoft 9.2 Upgraded System:

 ✔ All three pillars, Finance, Human Capital Management, and Campus Solutions are strengthened and updated with enhanced features and functionality of PeopleSoft 9.2.

 ✔ Increased mobile device access for students and staff.

✔ Infrastructure security is shifted to Oracle’s advanced cloud security.

 ✔ Protection and liability are now guaranteed through Oracle.

✔ A designated disaster recovery site was created to replicate and store systems at separate geolocation in case of a technology malfunction or a serious natural or manmade disaster with a recovery time objective (RTO) of one hour.

✔ Systems designed to meet the FTMAC, CBT, and ACCJC Standard IIIC recommendations.

Peralta-Technology-Modernization-PeopleSoft-Upgrade-9.1-Phase-1-TasksCompleted