[ctcLinkfinaidsupport] Shut Down Activities April 26 for PeopleTools 8.59.21 Upgrade and FA Budget Optimization

Tue Apr 23 09:59:27 PDT 2024

Good morning, FA Community!

This is a friendly reminder to please mark your calendars for the following activities surrounding the upcoming PeopleTools 8.59.21 upgrade and FA Budget Optimization implementation.

Timeline
Friday, April 26th 2024
o    👉3pm – All users turn off recurrences and JobSets for PeopleTools upgrade.
o    5pm – ctcLink shutdown for upgrade activities.
Monday, April 29th 2024
o    PeopleTools upgrade is live.
o    👉 Colleges keep ISIR JobSets off to ensure safe migration of FA budget optimization the next evening.
Tuesday, April 30th 2024
o    FA budget optimization migrates into production in the evening.
Wednesday, May 1st 2024
o    Morning – FA Support jiggles all ISIR JobSets.
o    👉 Afternoon – FA Support gives the green light to colleges to turn ISIR JobSets back on.

See email thread below for more details.

Thank you,

[Compass]Amanda Hoover
Senior Functional Analyst, Campus Solutions (Financial Aid)
Washington State Board for Community and Technical Colleges
1300 Quince Street SE
Olympia, WA 98504-2495
ahoover at sbctc.edu<mailto:ahoover at sbctc.edu> • o: 360-704-1042
sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

From: Amanda Hoover
Sent: Wednesday, April 17, 2024 11:04 AM
To: ctclinkfinaidsupport <ctclinkfinaidsupport at lists.ctc.edu>; dirfinaid at lists.ctc.edu
Cc: Dani Bundy <dbundy at sbctc.edu>; Roger Curry <rcurry at sbctc.edu>; Ray Gartner <rgartner at sbctc.edu>; Tami Whitney <twhitney at sbctc.edu>; Christopher Soran <csoran at sbctc.edu>; Ana Ybarra <aybarra at sbctc.edu>; FASupport <FASupport at sbctc.edu>
Subject: Shut Down Activities April 26 for PeopleTools 8.59.21 Upgrade and FA Budget Optimization
Importance: High

Good morning, FA Community!

With the scheduled ctcLink outage the weekend of April 27th to upgrade PeopleSoft to PeopleTools 8.59.21 this weekend (see email below), 📅 Financial Aid users who manage scheduled JobSets and recurring Jobs and Processes will need to stop all of their jobs this Friday, April 26, no later than 3:00pm. Please add this to your calendar!

Process Take-Down Instructions QRG<http://ctclinkreferencecenter.ctclink.us/m/81602/l/1468473-process-take-down-instructions>

📣 We are also excited to share with you that immediately following the success of the PeopleTools Upgrade we will be implementing a FA budget optimization project to significantly improve your experience with managing your ISIR JobSets! (See attached for more information.)

📅 After the PeopleTools upgrade is live, please refrain from running your ISIR JobSet until FA Support notifies you on the afternoon of Wednesday, May 1st that the FA Budget Optimization project has been implemented successfully.

Timeline

Friday, April 26th 2024

·         👉3pm – All users turn off recurrences and JobSets for PeopleTools upgrade.

·         5pm – ctcLink shutdown for upgrade activities.

Monday, April 29th 2024

·         PeopleTools upgrade is live.

·         👉 Colleges keep ISIR JobSets off to ensure safe migration of FA budget optimization the next evening.

Tuesday, April 30th 2024

·         FA budget optimization migrates into production in the evening.

Wednesday, May 1st 2024

·         Morning – FA Support jiggles all ISIR JobSets.

·         👉 Afternoon – FA Support gives the green light to colleges to turn ISIR JobSets back on.

Thank you,

[Compass]Amanda Hoover
Senior Functional Analyst, Campus Solutions (Financial Aid)
Washington State Board for Community and Technical Colleges
1300 Quince Street SE
Olympia, WA 98504-2495
ahoover at sbctc.edu<mailto:ahoover at sbctc.edu> • o: 360-704-1042
sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

From: ctcLink_POC <ctclink_poc-bounces at lists.ctc.edu<mailto:ctclink_poc-bounces at lists.ctc.edu>> On Behalf Of Dani Bundy via ctcLink_POC
Sent: Wednesday, April 17, 2024 10:12 AM
To: ctclink_poc at lists.ctc.edu<mailto:ctclink_poc at lists.ctc.edu>
Cc: Grant Rodeheaver <grodeheaver at sbctc.edu<mailto:grodeheaver at sbctc.edu>>; Daniel Hupp <dhupp at sbctc.edu<mailto:dhupp at sbctc.edu>>; Shelia Sloan <ssloan at sbctc.edu<mailto:ssloan at sbctc.edu>>
Subject: [ctcLink_POC] Shut Down Activities for PeopleTools 8.59.21 Upgrade
Importance: High

[Sent from outside SBCTC]

Good Morning,

We are getting ready for our PeopleTools 8.59.21 upgrade, on April 27. As part of this upgrade, we will need to have all jobs canceled and all nightly reports in advance of the system take down. Therefore, this is our reminder that production will be down Saturday April 27th, where Campus Solutions, Finance and HCM will be taken down and users will not have access to the system until Saturday evening.

We will need to run the Student and Cashiering Fund Balance Jobs at 1:00p, sharp Friday afternoon (4/26/24). This means that all the Cashier’s Offices need to be closed by noon Friday the 26.  Your Cashier Offices will also be notified directly of this expected shut down. Should they have any questions please have them reach out directly to the SF Support Team.

In addition, we will need to have folks go through the steps to cancel scheduled job sets and any recurring processes. See the Process Take-Down Instructions QRG<http://ctclinkreferencecenter.ctclink.us/m/81602/l/1468473-process-take-down-instructions>, to assist with the steps involved. If you have a significant number of processes scheduled, you may want to run this query before you start canceling: QCS_PT_PROCESS_IN_STATUS_MAX. This will give you a reference for the-Monday-after as you begin to reschedule.

Here is a breakdown of how this will impact and items that need to be done in Finance, Student Financials, Financial Aid, and Campus Solutions Friday through Saturday for the full system take down.

Financial Aid:

  *   Cancel all recurring or prescheduled processes and jobs that you have scheduled by Friday, April 26, no later than 3:00pm.
  *   Financial Aid users will receive an email on the FA listserv with specific instructions.

Campus Solutions Core:

  *   By noon Friday, April 26, cancel any recurring or prescheduled processes and jobs that are set to run between 5:00 pm Friday, April 26 through 12:00 am Sunday, April 28.
  *   OAAP and HCX (Mobile) will all be offline during the upgrade on Saturday, April 27.
  *   Integration between CampusCE and ctcLink will be unavailable during the upgrade on Saturday, April 27. Following completion of the upgrade, colleges will need to resubmit any unprocessed orders during the down time.
  *   Canvas will not be impacted by this upgrade, but users will need to access Canvas directly rather than through ctcLink.

Student Financials:

  *   On Friday, April 26, cancel any recurring or scheduled processes/jobs set to run between 5:00 pm Friday, April 26 through 12:00 am Sunday, April 28.
  *   On Monday (4/29) please review your scheduled jobs to ensure they are once again active.

General FIN:

  *   All job processes will run as usual the evening of Thursday, April 25.
  *   Friday, prior to 4pm, all job processes will be canceled by Jackie Thoms.
  *   Sunday, April 28, Jackie will reschedule the jobs to run over night Sunday into Monday.

Please let us know if you have any questions.

Sincerely,

[Compass]Dani Bundy
Director of ctcLink PeopleSoft Customer Support
dbundy at sbctc.edu<mailto:dbundy at sbctc.edu> • o: 360-704-1028 • c: 360-619-8960 sbctc.edu<https://www.sbctc.edu/>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20240423/b02e6bee/attachment-0001.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.jpg
Type: image/jpeg
Size: 629079 bytes
Desc: image003.jpg
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20240423/b02e6bee/attachment-0002.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.jpg
Type: image/jpeg
Size: 1956 bytes
Desc: image002.jpg
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20240423/b02e6bee/attachment-0003.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: 05.01.2024 Go Live - Budget Optimization Overview.docx
Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document
Size: 660843 bytes
Desc: 05.01.2024 Go Live - Budget Optimization Overview.docx
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20240423/b02e6bee/attachment-0001.docx>