CR/NCR changes

To: Registrars
From: Student Information Systems
Date: May 1, 2020
Re: CR/NCR changes

Colleagues

As you know, the ROSI, ACORN and Degree Explorer teams have been working to implement changes to CR/NCR enrolment options to reflect academic continuity provisions. In divisions that regularly allow their students the option of choosing CR or NCR in place of the mark earned in a course, mechanisms to waive the restrictions on the number allowed and the use of those courses to meet certain requirements have been implemented. The functionality has also been extended to divisions that have not allowed the option for their students but choose to allow it now.

Details about the functionality have already been communicated to the divisions involved. If you have questions or if your division now wishes to be included, please let us know.

Please note, because the deadlines in some divisions for students to choose the CR/NCR option have been extended, the Fall 2019 and Winter 2020 tabs in ACORN will appear for a longer period this year.

Work is continuing to extend CR/NCR functionality to divisions that use letter and symbol grades instead of percentage marks. That will be completed shortly.

Many thanks to staff in the divisions and in the EASI-SIS group involved in this project for their attention, effort and creativity.

___________________________________________________

Rodney Branch
Manager, Client Services and Process Integration
Enterprise Applications & Solutions Integration (EASI & NGSIS)
University of Toronto

Reminder: Important SAP GUI Upgrade Instructions – S/4HANA Migration Project

Date: September 14, 2020
To: SAP GUI Users
From: Enterprise Applications & Solutions Integration
Re: Reminder: Important SAP GUI Upgrade Instructions – S/4HANA Migration Project

Dear SAP GUI users:

As you may be aware, the S/4HANA Migration Project requires an upgrade to the SAP GUI before a university-wide transition to the new S/4HANA platform. This is a reminder that SAP GUI users will need to be upgraded from SAP GUI 7.5 Patch 12 (Enjoy theme) to SAP GUI 7.6 Patch 6 (Blue Crystal theme) by September 18.

In order to prepare for the system migration in November, your local IT administrator(s) will need to deploy the updated SAP GUI software to your computer before September 18. After the deployment, users will have new shortcuts/logon entries. Users will still need their eToken and CISCO VPN to log in to the AMS environment.

If you do not have a managed desktop or a local IT administrator, you can submit a ticket to the Enterprise Service Centre.

Please review this PDF to understand the minimal differences between the Enjoy and Blue Crystal themes. As also mentioned in the PDF, please do not use new shortcuts/logon entries until further notice.

 

Learn more about the U of T Enterprise Modernization Program.

Thank you for your support in making these improvements.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

AMS Outages – SAP Enterprise Modernization

 

Date: September 11, 2020
To: AMS Users
From: Enterprise Applications & Solutions Integration
Re: AMS Outages – SAP Enterprise Modernization

Dear all AMS users,

As you may be aware, Enterprise Applications & Solutions Integration (EASI) is launching the next phase of an upgrade to the Administrative Management Systems (AMS). As part of this phase, called the S/4HANA Migration Project, we are moving to a new platform. The transition to the new platform requires several cutover dry runs (i.e. simulating the actual Go Live weekend’s activities) prior to the Go Live itself to ensure all functions will continue to work properly.

As a result, all administrative management systems (see below for the specific affected systems) marked with an “x” will be offline on the following dates:

Affected Systems Cutover Dry Run #1

Friday, September 25 from 5:00 p.m. to Monday, September 28 at 7:00 a.m.

Cutover Dry Run #2

Friday, October 9 from 5:00 p.m. to Tuesday, October 13 at 7 a.m.

Pre Go Live Prep

Saturday, October 24 from 7:00 a.m. to 5:00 p.m.

October Fiscal Month End & November 3 Bi-weekly Pay

Friday, October 30 from 5:00 p.m. to Saturday, October 31 at 12:00 p.m.

Go Live

Saturday, October 31 from 12:00 p.m. to Tuesday, November 3 at 7:00 a.m.

AMS (FIS, HRIS and RIS) X X X X X
RPT
Capital Project Portal and Invoice Workflow X X X X X
Employee Self-Service & Manager Self-Service (ESS/Portal) X X X X
Expense Reimbursement Direct Deposit (ERDD Availability) X X X X X
Kronos
My Research (MR/Portal) X X X X
Performance, Learning & Recruiting (SuccessFactors)
uSOURCE (E-Procurement) X X X X X

*The systems that have a checkmark will be available during the regularly published availability hours. See the website for more details.

Please note: 

  • Reminder communications to end users will be provided regarding the system availability surrounding the Go Live weekend.
  • Targeted communication regarding the November 3 Bi-weekly pay will be sent separately.
  • RPT instance/clone (containing October Month End + November 3 Bi-weekly pay) will be available to end users on Monday, November 2 (and beyond) so that Business Officers (and anyone else) can review their pre- migration balances and reports and begin/complete the reconciliation of their October Month End balances.
  • Documentation will be made available to provide some guidance on how to “back out” the November 3 payroll activity from their Funds Management report balances so they can reconcile to their October Month End Monthly Statement of Account balances.
  • The Student Information Systems will still be available during these outages.
  • As we move closer to the Go Live date, additional detailed communication and documentation will be provided.

Learn more about the U of T Enterprise Modernization Program. 

Thank you for your support in making these improvements.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

Important Message for RPT Users

 

Date: September 8, 2020
To: RPT Users
From: Enterprise Applications & Solutions Integration
Re: Important Message for RPT Users

Dear all RPT users:

As you may be aware, Enterprise Applications & Solutions Integration (EASI) is launching the next phase of an upgrade to the Administrative Management Systems (AMS). As part of this phase, called the S/4HANA Migration Project, we are moving to a new SAP platform and recently entered our third and final testing cycle. An important change to note is that after we go live with the new platform, the RPT instance will no longer be refreshed and you will need to use AMS to run all future reports. 

RPT was built in the late 1990s to offload the reporting functionality of AMS in order to improve the performance of AMS. Since then, we have learned that RPT is being used for running reports during scheduled AMS downtimes, to provide a static data set and compensate for historical performance shortcomings in AMS. With the move to the Azure Cloud last year and the upcoming S/4HANA upgrade, these historical constraints no longer exist. We thoroughly investigated the possibility of continuing with the RPT instance in S/4HANA; however, due to both technical and cost constraints this option is unfortunately not feasible.

As a solution to the issue of not being able to run reports during AMS system downtime, we will be piloting a modern user interface to enable users to run a range of key reports, which will be available 24/7. This new user interface will be part of the University’s first steps into SAP’s latest and greatest web-based user experience offering: the SAP Fiori Launchpad. We will be sending out future communication on this to advise which key reports have been developed and ask for your feedback on potential additional reports that could be added. We believe this will provide the required reporting functionality during scheduled AMS downtimes (Fiscal Year End, Holiday Shut Down, Fiscal Month End and pay runs).

What do you need to know?

  • The last time that RPT will be refreshed will be at the end of October 2020.
  • To assist with the reconciliation and comparison of pre and post S/4HANA migration financial results, this RPT clone will remain available to the end users for a period of time.
  • After the S/4HANA migration, you will be able to use AMS to run your reports with the following improvements:

o   Added horsepower to the AMS system.

o   A new database called AMS HANA that lays the foundation for future improved performance.

  • To further mitigate the impact of the loss of RPT, we will be reducing our scheduled downtimes – please stay tuned for the details. It is anticipated that the new 24/7 reporting solution will be available by the holiday shut down period. The EASI team will be optimizing the post go live downtime periods in November and December to ensure maximum availability.
  • A link to the new reporting landing page (with login using UTORid) will be provided on the Administrative Web Services webpage in advance of the holiday shut down period.
  • A Connect & Learn session for interested users will be scheduled in advance.

Learn more about the U of T Enterprise Modernization Program. 

Thank you for your support in making these improvements.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

 

Upcoming upgrade of U of T’s SAP Administrative Management Systems

Starting in November 2020, U of T will launch the next phase of an upgrade to its Administrative Management Systems (AMS) – called the S/4HANA Migration Project. While changes to business processes will be minimal, the transition will create the foundation for improved overall system performance and future modernization of the SAP systems at U of T.

U of T’s Financial Information System will be a core part of this upgrade and will transition to a highly responsive system, allowing users to perform quicker queries since the new system will be a transactional and reporting system built into one. As well, the upgrade will improve speed and reporting for the Human Resources Information System and Research Information System in the future.

“The ‘S’ in S/4HANA stands for ‘simplified’ because it’s a simplified version of the product,” says Praveen Narayanaswamy, solutions architect with Enterprise Applications & Solutions Integration (EASI). “The system now has a fraction of the thousands of tables it once had, which will streamline reporting and operations and provide a foundation for future growth.”

It’s an exciting development for U of T staff and the university as a whole.

“This is a whole new world from a technology standpoint,” says Sheila Brown, U of T’s chief financial officer. “The new financial system will be faster, more flexible and user-friendly. We’re one of the top universities in the world, and this technology upgrade is really setting U of T up for future success.”

The new platform represents the next phase of a five-year project, called the U of T Enterprise Modernization Program, that will upgrade U of T’s Administrative Management Systems and transform the future for more than 33,000 staff and faculty – with a revamped HR Talent Management Suite and core HR and research systems.

“We’re two years into this exciting program. We’ve already implemented a series of projects to transform our HR processes, including a new Learning Management, and Performance and Goals systems using SAP SuccessFactors,” says Cathy Eberts, Director of Enterprise Applications and Deputy CIO. “This summer we launched a new recruitment platform and in the future we’ll also be launching Succession Planning and Employee Central, which will replace components of the Human Resources Information System.”

Last year, as part of the program, U of T also moved its Administrative Management Systems from an on-premise data centre to the cloud. It’s a move that has vastly improved system performance and security.

“Before the cloud migration, our old servers offered limited capacity for intense workloads like payroll and we had to restrict access during peak times,” says Frank Boshoff, senior manager of technical solutions and architecture with EASI. “With our move to the cloud, this process has greatly improved. In the future, the new in-memory SAP database design promises blazing speed and will offer elasticity so we can expand during peak times and contract after the surge.”

The platform will have the potential to provide an improved user interface as well as enhanced analytics and better insights into reporting. A sneak peak of the user interface will be available with a redesign of the Expense Reimbursement Direct Deposit (ERDD) on the Web application, and a new Service Order application to be released as part of the current upgrade.

The S/4HANA Migration Project is progressing with quality assurance testing this summer and the new platform is scheduled to launch on November 1 this fall.

“This important upgrade will provide the foundation for the future,” says Brown. “We can expect a modern digital enterprise platform with rich user interface applications and real-time analytics, allowing staff to work smarter, faster and more strategically.”

CIS 5.10.0 Release

 

Date: August 14, 2020
To: CIS Users
From: Course Information System (CIS)
Re: CIS 5.10.0 Release

Dear CIS Registrar’s Office users,

We would like to you know that CIS 5.10.0 is now live, with the notable changes listed below. Please refer to the Release Report for the full details.

  • Excel extract functionality has been added for the Syllabi module.
  • Course Group file upload functionality has been restored. Please note that there are changes to the file format, detailed in our documentation.

If you have any questions or need support for CIS, please refer to the CIS documentation or submit a ticket via the Enterprise Service Centre (ESC) with the form options indicated below:

  • Indicate the area in which you are experiencing an issue: Applications and Systems
  • Further specify the area: Student Information Systems
  • Select an application: Course Information System

This email has been sent from a service account and does not accept replies. Please direct any follow up questions to the Enterprise Service Centre http://www.uoft.me/esc

Sincerely,
Course Information System

 

AMS Password Policy Change and AMS Outage August 22

In an effort to implement best practices and increase security, Enterprise Applications & Solutions Integration is implementing a new password policy  for U of T’s Administrative Management System. While this update will occur on Saturday, August 22, it will take effect when  users are prompted for their regularly scheduled password change (this normally this happens every 90 days). Users will be provided with easy-to-follow instructions for their new password within SAP, which include the following:

  • Minimum Password Length: 8
  • On password change – at least one char to differentiate between old and new passwords
  • At least one digit
  • At least one letter
  • At least one special character
  • At least one lower-case character
  • At least one upper-case character
  • 5 records to be stored in the password history

Please note, that users’ UTORids will remain unaffected.

In order to implement this policy, the following Administrative Management Systems will not be available on Saturday, August 22 from 7 am to 12 pm:

  • AMS
  • Employee Self-Service & Manager Self-Service (ESS/MSS)
  • Expense Reimbursement Direct Deposit (ERDD)
  • My Research
  • Capital Project Portal and Invoice Workflow

Click here to view details of systems affected by outage

Thank you for your patience as we make these improvements.

AMS Password Policy Change and AMS Outage August 22

Date: August 13, 2020
To: AMS Users
From: Administrative Management Systems
Re: AMS Password Policy Change and AMS Outage August 22

Dear Administrative Management System users,

In an effort to implement best practices and increase security, Enterprise Applications & Solutions Integration is implementing a new password policy in AMS. While this update will occur on Saturday, August 22, it will take effect when you are prompted for your regularly scheduled password change (as you are aware, this normally this happens every 90 days). You will be provided with easy-to-follow instructions for your new password within SAP, which include the following:

  • Minimum Password Length: 8
  • On password change – at least one char to differentiate between old and new passwords
  • At least one digit
  • At least one letter
  • At least one special character
  • At least one lower-case character
  • At least one upper-case character
  • 5 records to be stored in the password history

    Please note, that your UTORid will remain unaffected.

In order to implement this policy, the following Administrative Management Systems will not be available on Saturday, August 22 from 7 am to 12 pm: 

  • AMS
  • Employee Self-Service & Manager Self-Service (ESS/MSS)
  • Expense Reimbursement Direct Deposit (ERDD)
  • My Research
  • My Research On Line
  • Capital Project Portal and Invoice Workflow

Click here to view details of systems affected by outage 

Thank you for your patience as we make these improvements.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

EASI Retirements: August 2020

Congratulations to Gaye Wignall, who will be retiring on August 31 after 31 years of dedicated service to the university. Gaye joined the Student Information Systems team in January 2000 and has worked on a broad range of projects, including ROSI, ROSI Express, Convocation, Degree Explorer, Varsity Blues Registration System, StarRez and OUAC.

Learn more about Gaye below, and please join me in wishing her all the best in the future!

Cathy Eberts
Director Enterprise Applications and Deputy CIO


Gaye Wignall, Senior Information Systems Analyst, EASI
Joined U of T: September 1989
Retirement and last day at work: August 31, 2020

Describe your background and how you arrived at EASI
My path at the University of Toronto has been very interesting and full of twists and turns. It all began when I listed my name with a temporary agency. They found me an administrative position with Kathryn Hough and Dr. Fraser Mustard at the Canadian Institute for Advanced Research. From there, I was fortunate to gain experience with the following mentors:

  • Darlene Frampton and Jennifer Clark, Public Relations, Faculty of Arts and Science
  • Sharon Bradley, Alumni Office, Faculty of Kinesiology and Physical Health
  • Terry Rubenstein, Financial Office, Faculty of Kinesiology and Physical Health
  • Angela Snikkar, Rick Hayward and Jennifer Leigh, Student Information Systems
  • Marilee Keogh and Rodney Branch, Client Services, EASI

Each mentor has had a part in shaping who I am today by imparting their guidance, knowledge and encouragement.  I am most grateful for their leadership.

What will you remember most about EASI?
In a word “teamwork”. Angela Snikkar informed me when she hired me at SIS that no one would ever know everything there was to know about ROSI. If I needed help in understanding a particular issue, I needed to speak with the “expert” – the person who had the knowledge about that particular area of ROSI. The advice also applies to EASI. I could not have done my job at EASI without the support and expertise of others. Everyone has been so willing to explain, assist and answer my questions. I will never forget their kindness.

What will you remember most about U of T?
All the great people who work there and special moments shared together.

What do you plan to do in retirement?
Switch from left-brained to right-brained, and see where my creativity takes me; and of course, have fun experiencing new places, new challenges, and meeting new people along the way.

U of T’s New Phonebook – Authenticated Search and Departmental Administrator Modules Launch

Hi everyone,

We are excited to announce that U of T has now launched the Authenticated Search and Departmental Administrator modules for the phonebook directory. As you may be aware, the public website was launched on July 29. The directory features a more modern, accurate and mobile-friendly website, where you can easily search for staff, faculty members and division or department information using an accessible interface.

Want to learn more about the Authenticated Search and Departmental Administrator Modules? Attend one of our training sessions on August 19 or 20 to find out about the minor changes that will be introduced. On the same webpage, you can also view a recording of a previous training session and we have provided FAQs and a table that reflects the changes from the old to new phonebook.

This new phonebook directory will ease Departmental Administrators’ workload, since staff and faculty can update secondary information (for example alternate email/phone number). Primarily, Departmental Administrators will need to maintain departmental-specific contact information.

Learn more about the project and read an article about the new phonebook.

Please note: the U of T Phonebook Directory is supported on Chrome, Firefox and Microsoft Edge.

*************************************************************************************

Since fall 2019, Information Technology Services along with Human Resources & Equity have worked to improve data accuracy and have also conducted extensive research, design and usability testing across all three campuses.

BENEFITS

Public Search (Launched July 29) – Available to all internal and external users 

  • Will allow for users to easily search for staff, faculty members and division or department information.
  • Will offer more reliable and robust data due to a new process flow, continuous data cleansing and automation.
  • Similar to Google, the site will take the guesswork out of searching by providing autosuggestions, and will guide people through the searching process with helpful tips.
  • Will display helpful information from all three campuses, including emergency, media and safety contacts.
  • Will provide a more modern user experience, which is accessible and mobile-friendly.

Authenticated Search (Launched August 11) – Available to U of T staff and faculty when they log in using their UTORid

  • Will provide a self-serve option, allowing users to update their contact information.
  • Will allow users to download a list of search results and departmental contacts.

Departmental Administrator Module (Launched August 11)

Questions or need help? Submit a ticket to the Enterprise Service Centre.

Sincerely,
Enterprise Applications and Solutions Integration (EASI)