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About SFSU IS Projects > HRMS Upgrade

SF State HRMS/E-TRAC users:

This is to inform the Campus that SF State’s Human Resources Management System (HRMS), WILL BE UNAVAILABLE BEGINNING ON THURSDAY, MARCH 22, 2007, 5 PM UNTIL TUESDAY, MARCH 27, 2007, 8AM.  

This includes E-TRAC, Time & Labor, Leave Accrual Web views, HRMS/LCD-related reports and queries .  The HRMS downtime does not apply to the PeopleSoft Finance system.  The scheduled the down-time, required for system configuration, data conversion and testing, is necessary to upgrade our current PeopleSoft 8.0, the software program for which all HRMS modules are based, to PeopleSoft HCM (Human Capital Management) version 8.9.  This is part of an on-going CSU system-wide effort to bring all CSU campuses to the latest PeopleSoft-supported version of the operating software.  Of the 23 campuses live on PeopleSoft, SF State will be the 12th campus to upgrade to version 8.9, with all campuses either live or upgraded to version 8.9 by February 2008.

To minimize the impact for your users during the conversion and upgrade period (March 22, 2007, 5 PM until Tuesday, March 27, 2007, 8AM), E-TRAC/HRMS users shall do the following:

• If a termination/separation transaction of an employee is effective between 3/22/07 and 3/27/07,  call the Human Resources Employment and  Payroll representative for your department/division for instructions to ensure separating employees (any faculty, staff, student) receive payment within the legally mandated period following separation.

• If users will need to refer to data available through current PeopleSoft queries or reports during the down time, run the query and save the data into Excel before Thursday, March 22, 2007, 5 PM.

• Leave Accounting-Web View: If users will need sick and vacation balance data during the down time, log on to the web leave view and print, as necessary, leave data before   Thursday, March 22, 2007, 5 PM.

• Prior to Thursday, March 22, 2007, 5 p.m., carefully review any pending or outstanding E-TRACs appearing in the E-TRAC home page under “My E-TRAC Transactions”.

• Please complete, submit and obtain approvals of all E-TRAC transactions with effective during the March 2007 pay period, if possible.  Transactions effective April 1, 2007 and after shall be processed in the updated version of E-TRAC.

• For Extended Learning (CEL) faculty transactions for the March 2007 pay period or before, create, submit and obtain approvals of E-TRAC transactions by Tuesday, March 20, 2007.

• Please note that any reports that are saved or archived using the Process Monitor or Report Manager will be deleted during the upgrade window.  Prior to March 22, 5 p.m., please run and save these reports on to your desktop or disc.

The upgrade from version 8.0 to 8.9 is to make available and incorporate the latest technical advances and enhancements into the core functionality of PeopleSoft Human Resources modules and to better prepare HRMS for future functional enhancements that include employee self-service and lay the foundation for integration with the campus portal project/functionality.  

In version 8.9, users will first notice the new look of the web pages, where the color scheme of the user web pages will be in blue and white, intended to improve visibility for users.  Other enhancements include the ability to quickly and easily sort data by field headings that appears in lists on web pages and, on some pages, upload that data into Excel with minimal mouse clicks.  But most notably, will be the navigation within PeopleSoft.  The new HRMS navigation is much like PeopleSoft Finance, portal-like navigation.  The 8.9 version will offer two helpful navigations features: on the home page, the ability to search by a key word or phrase for a screen name or module and, a ‘favorites’ function for self-named links to often-used HRMS pages (E-TRAC hires, Employee Changes, Queries, HRF History, etc..) without having to drill-down and click multiple links to get to a function within PeopleSoft. For E-TRAC, other enhancements will include the ability to change position numbers in Express Appointments and improved home page/transaction listing performance.  The basic functionality of E-TRAC is unchanged, but with some technical and minor functional enhancements to improve efficiency and to be more in line with campus business processes.  The steps to create, complete and approve E-TRAC transactions are essentially the same—only the appearance and navigation to E-TRAC and its components and steps to running a query will be different.

The HRMS/E-TRAC system is expected to be up and fully functional on Tuesday, March 27, 8am .  Prior to this time, 5-HELP will be emailing documentation and links to online tutorials for the new navigation and new features of HCM 8.9.  We will also be scheduling basic refresher open-labs in the near future.  Should users experience log on/security issues or have trouble with system performance or navigation, please contact 5-HELP.  Users will receive a reminder of the HRMS/E-TRAC down time during the week of March 19, 2007.  Please contact 5-HELP (x54357) or fivehelp@sfsu.edu  if you have any questions or concerns.