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Reminder: AMS System Maintenance – Dec. 4 from 5:00 a.m. to 1:00 p.m.

Date: December 3, 2021
To: U of T Staff
From: Enterprise Applications & Solutions Integration 
Re: Reminder: AMS System Maintenance – Dec. 4 from 5:00 a.m. to 1:00 p.m.

 

Hi everyone,

This is a reminder that the following systems will be unavailable on Saturday, December 4 from 5:00 a.m. to 1:00 p.m. due to scheduled system maintenance:

  • Administrative Academic Appointments (AAA)
  • AMS SAP GUI
  • My Research (MR/Portal)
  • Employees@UofT
  • Employee Self-Service (ESS)/Manager Self-Service (MSS)
  • Expense Reimbursement Direct Deposit (ERDD)
  • Capital Project Portal
  • Invoice Workflow

See our System Availability page for ongoing information on system status.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

Posted on

EASI Go Prod AMS Updates – August 1 to November 30, 2021

Date: December 1, 2021
To: Administrative Management System Users
From: Enterprise Applications & Solutions Integration
Re: EASI Go Prod AMS Updates – August 1 to November 30, 2021

 

Hi everyone,

Enterprise Applications & Solutions Integration (EASI) would like to update you on the latest major production releases and updates for U of T’s Administrative Management Systems.

The following are major changes from August 1 to November 30, 2021:

Enterprise Shared Services

Connect+Learn Back to Campus Series (August)

Throughout the month of August, the Enterprise Shared Services Connect+Learn team delivered a back to campus learning series designed to complement the Return to Campus ITS Toolkit. With 23 sessions and over 1,050 attendees, the series offered participants from across the University a chance to learn about the latest and greatest technologies for a hybrid workplace.

QLess (September)
QLess is a new U of T platform that helps manage space on campus. This virtual queue management tool eliminates the need for in-person lineups and can manage social distancing and capacity limits. It is also an effective and convenient solution to schedule appointments and manage lines in rooms. Currently, the International Student Centre at the University of Toronto Scarborough is using this new platform. Other departments are currently being onboarded as well. If you are interested in using this space management tool, request access to the QLess service.

UTORmail Decommissioning (November 4)
After months of meticulous planning, community engagement and hard work, the Enterprise Shared Services’ Digital Workplace team successfully decommissioned U of T’s legacy UTORmail email service on November 4. The project also included the introduction of a new community email domain for student organizations and the launch of a new Microsoft 365-based alumni email service. This milestone project was completed in collaboration with the University’s Information Commons team.

Secure U of T Advanced Threat Protections (October/November)
As part of our efforts to maintain the security of the University’s enterprise systems, EASI’s Microsoft Cloud Architecture team in collaboration with Information Security have applied new advanced security features to all EASI staff members’ Microsoft 365 accounts. Enhanced security features include Safe Links for Email and Documents, Safe Attachments, Safe Documents, and Anti-phishing and impersonation services. These features are currently being extended to additional Microsoft accounts, including select staff and faculty as well as all student accounts. Learn more about this project.

Human Resources Information System (HRIS)

Kronos Implementations (August 1 – November 30)

Kronos, a convenient, cloud-based time and attendance system, eliminates the use of paper timesheets and the need to forecast employee hours through online approval processes. Following are the most recent updates:

  • The HRIS team has implemented Kronos’ Workforce Timekeeper across the University and it has officially gone live at the Leslie Dan Faculty of Pharmacy.
  • A new version of Advanced Scheduler for Casuals in Workforce Scheduler is now available. This module will help managers to schedule requests for events.
  • After hosting a highly successful Connect+Learn session on July 7, the Kronos team presented a kick-off session to provide more details. Several departments have since signed up for Kronos implementation.

Work Study Program Changes (September 1)
The Work Study Program is a way for staff and faculty to provide meaningful Work-Integrated Learning experiences for students. In order to extend the Fall/Winter Work Study program until March 31, the HRIS team implemented several enhancements to automate the process in the system.

SAP SuccessFactors Data Center Migration (November 27)
SAP migrated their legacy data center to the cloud on November 27. This upgrade will provide improved resiliency, availability and performance for SuccessFactors products, including the Learning Management System (LMS), Performance & Goals (PMGM) and Recruitment.

Financial Information System

Compensation Planning Tool
The ‘made @ U of T’ solution for compensation planning is currently in the final phase of User Acceptance Testing. Over 60 participants are involved in testing and represent key divisions, including University of Toronto Scarborough, University of Toronto Mississauga, the Faculty of Arts & Science, the Faculty of Medicine, the Faculty of Applied Science & Engineering, other academic divisions, and Shared Services divisions. Based on testing results and recommendations, the project leadership will determine if the product will be ready to be launched. Cutover planning will begin in January 2022 with an anticipated go-live in February.

Posted on

EASI Go Prod NGSIS Updates – August 1 to November 30, 2021

Date: December 1, 2021
To: ROSI Users; Registrar’s Offices
From: Enterprise Applications & Solutions Integration
Re: EASI Go Prod NGSIS Updates – August 1 to November 30, 2021

 

Hi everyone,

Enterprise Applications & Solutions Integration (EASI) would like to update you on the latest major production releases and updates for the NGSIS program and student systems. From August 1 to November 30, 2021, EASI completed close to 61 releases for a wide range of applications.

The following are major changes during this timeframe:

Course Information System
The Course Information System streamlines syllabi and exams processes for instructors and administrators. CIS has made the following releases: 

  • Course Experience Tagging (August 5)
    Syllabi submissions now have a section for instructors to indicate whether their course involves a major component of certain learning experiences. This process is intended to support clear communication with students regarding required course experiences, as well as enable proactive faculty support and resourcing for various types of experiences, such as off-campus or laboratory-based experiences. Review a full overview of the goals of this process and the typology of learning experiences.
  • Improvements to the Exam Details Excel Spreadsheet (August 5)
    The Exam Details extracts for administrative staff now include two new columns for course titles and delivery modes for every course section.
  • Updates to Exam Details Submissions (August 5)
    Due to the University returning to campus for the Fall 2021 session, the Exam Details form for certain divisions was restructured to accommodate the range of delivery approaches a course may have.

Curriculum Management (CM) and Curriculum Publisher (CP)
Course Experience tags have been added to CM to reflect elements of Work-Integrated Learning incorporated into the design of undergraduate courses. The data is now available for reporting purposes and to be made available to students in Calendars, timetables and syllabi (via the Course Information System). Undergraduate divisions are adding the data to CM over the course of the current governance cycle. Course requisites fields have also been upgraded to accept formatting.

Curriculum Publisher has been upgraded to the current version of Drupal (9) ensuring adequate support and security.

COVID-19 Mitigation
In advance of the start of the Fall and Winter sessions, we assisted a number of divisions with batch updates of course offering information that was changed due to COVID-19 mitigations. This included both delivery mode information and a later start date for the winter session.

Integration with Admission Application Systems (Slate for the School of Graduate Studies overall and Salesforce for graduate Rotman programs)
EASI has developed a number of Application Programming Interfaces (API) to import application, admission and response data for applicants to the School of Graduate Studies (SGS) overall and for a specific application for Rotman graduate programs. These APIs replace older batch processes for the legacy SGS admissions application and manual entry for admission decisions and responses, and the initial application for Rotman. These new integrations will reduce data entry by administrative staff, improve data integrity and decrease the time required for data transfer.

Posted on

SuccessFactors System Issue – Resolved

Date: November 30, 2021
To: SuccessFactors Users
From: Enterprise Applications & Solutions Integration 
Re: SuccessFactors System Issue – Resolved

 

Dear SuccessFactors users,

SAP has confirmed that the issue that we encountered after an upgrade to the SuccessFactors Data Center has been resolved. All SuccessFactors applications are now available (Recruitment, Performance & Goals and Learning Management System) and the data between HRIS and SuccessFactors is synchronized.

Thank you for your patience as we worked to resolve this issue.

Sincerely,

Enterprise Applications & Solutions Integration (EASI)

Posted on

AMS System Maintenance – Dec. 4 from 5:00 a.m. to 1:00 p.m.

Date: November 30, 2021
To: U of T Staff
From: Enterprise Applications & Solutions Integration 
Re: AMS System Maintenance – Dec. 4 from 5:00 a.m. to 1:00 p.m.

 

Hi everyone,

Please note that the following systems will be unavailable on Saturday, December 4 from 5:00 a.m. to 1:00 p.m. due to scheduled system maintenance:

  • Administrative Academic Appointments (AAA)
  • AMS SAP GUI
  • My Research (MR/Portal)
  • Employees@UofT
  • Employee Self-Service (ESS)/Manager Self-Service (MSS)
  • Expense Reimbursement Direct Deposit (ERDD)
  • Capital Project Portal
  • Invoice Workflow

See our System Availability page for ongoing information on system status.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

Posted on

Reminder: ROSI and other Student Systems Maintenance Friday, December 3

Date: November 30, 2021
To: ROSI Users
From: Student Information Systems 
Re: Reminder: ROSI and other Student Systems Maintenance Friday, December 3

 

Dear ROSI users

This is a reminder that we will need to take ROSI and all associated student information systems offline from 5 p.m. to 9 p.m., on Friday, December 3 to perform quarterly maintenance on the database. We will return the systems to service sooner if the work is completed earlier than 9 p.m.  The following systems will be affected:

  • ACORN
  • Degree Explorer (Student and Admin)
  • ACORN Grant Application
  • ROSI
  • ROSI Express
  • Course Information System
  • Timetable Builder
  • Varsity Blues Registration System
  • Safety Abroad Student Registry
  • eMarks
  • Exam photo invigilation
  • Elections
  • Web services/APIs

A notice has been posted on the ACORN launchpad and social media so that students are aware of the outage.

Thank you for your patience as we make these improvements.

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,
Student Information Systems

Posted on

SuccessFactors System Issue 

Date: November 29, 2021
To: SuccessFactors Users
From: Enterprise Applications & Solutions Integration 
Re: SuccessFactors System Issue 

 

Dear SuccessFactors users,

We have encountered an issue after an upgrade to the SuccessFactors Data Center. This impacts Recruitment, Performance & Goals and Learning Management System. Currently, the data between HRIS and SuccessFactors is not synchronized. Job postings may not be published to the career site and hiring information may not be transferred from SuccessFactors to HRIS.

SAP is currently investigating the issue and we will let you know once the issue has been resolved.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

Posted on

eToken Migration Complete – How to Log In to AdminVPN, AMS and ROSI

We are pleased to announce that on November 27th eToken authentication for high security logins including AMS, ROSI, ROSI Files, Rocket Shuttle, StarRez and Unit VPNs successfully migrated to UTORMFA.

Please note that there are some new instructions for eToken users outlined below.

Instructions on how to login to AdminVPN with UTORMFA and eToken are available below:

Quick Start Guide

You should begin to use UTORMFA as soon as possible as eToken will be fully retired in February 2022.You should keep your eToken and return it to your eToken administrator starting in January/February 2022.  Your eToken administrator will then forward it through interoffice mail to Information Security for secure disposal.If you require assistance, please contact your local IT administrator or your campus help desk:

Learn more about the eToken migration project.Regards,Information SecurityEnterprise Applications & Solutions Integration (EASI)

After November 27 at 6:00 pm

 

 

 You no longer need to use your eToken to access AMS, ROSI, ROSI Files, Rocket Shuttle, StarRez and AdminVPN. You can now authenticate with UTORMFA.

 

If you haven’t already signed up for UTORMFA, you can enroll on the UTORMFA website.
Cisco AnyConnect drop down menu showing admin.vpn.utoronto.ca To access these applications, open Cisco AnyConnect. Do not plug in your eToken. Select “admin.vpn.utoronto.ca” from the drop-down menu. You will then click “Connect.”

 

If you do not see admin.vpn.utoronto.ca in the drop-down list, contact your IT administrator to update the Cisco AnyConnect profile on your computer.
Screenshot of U of T's weblogin screen Enter your UTORid and UTORid password in the U of T Weblogin window and authenticate using UTORMFA with your phone or hardware token.

 

 
You should now be able to access AMS using SAP GUI. You will need to further authenticate to access ROSI, as per the regular process using the supported browser of your choice.
eToken showing USB connection Please keep your eToken and return it to your eToken administrator starting in January/February 2022. Your eToken administrator will then forward it through interoffice mail to Information Security for secure disposal.

 
A screenshot of admin.vpn.utoronto.ca selected in the drop-down menu as well as a screenshot of the eToken option selected in the drop-down menu NEW eToken Login Process

If you need to continue to use eToken, select “admin.vpn.utoronto.ca” from the drop-down menu in Cisco AnyConnect. You will then click “Connect.”

 

A new window will then appear. Please select “eToken” from the “Group” drop-down list and click “OK.”

 

You will then be prompted for your eToken password. Click “OK” again from the “Group” drop-down list.

 
Posted on

Reminder: Logging in to AdminVPN, AMS and ROSI on Nov. 27 and Beyond

Sent on behalf of Information Security – Information Technology Services

Dear eToken users,

This is a reminder that eToken authentication for AMS, ROSI, ROSI Files, Rocket Shuttle, StarRez and AdminVPN, will migrate to UTORMFA on Saturday, November 27. While these applications will be unavailable on Saturday, November 27 from 1:45 pm to 4:00 pm, ROSI Express will remain available.

After Saturday, November 27 at 4:00 pm, please follow these instructions: 

After November 27 at 4:00 pm

 

 

 You no longer need to use your eToken to access AMS, ROSI, ROSI Files, Rocket Shuttle, StarRez and AdminVPN. You can now authenticate with UTORMFA.

 

If you haven’t already signed up for UTORMFA, you can enroll on the UTORMFA website.
Cisco AnyConnect drop down menu showing admin.vpn.utoronto.ca To access these applications, open Cisco AnyConnect. Do not plug in your eToken. Select “admin.vpn.utoronto.ca” from the drop-down menu. You will then click “Connect.”

 

If you do not see admin.vpn.utoronto.ca in the drop-down list, contact your IT administrator to update the Cisco AnyConnect profile on your computer.
Screenshot of U of T's weblogin screen Enter your UTORid and UTORid password in the U of T Weblogin window and authenticate using UTORMFA with your phone or hardware token.

 

 
  You should now be able to access AMS using SAP GUI. You will need to further authenticate to access ROSI, as per the regular process using the supported browser of your choice.
eToken showing USB connection Please keep your eToken and return it to your eToken administrator starting in January/February 2022. Your eToken administrator will then forward it through interoffice mail to Information Security for secure disposal.

 

Learn more about the eToken Migration Project.

If you require assistance, please contact your local IT administrator or your campus help desk:

Thank you to everyone for your help in making this project a success.

Sincerely,
Information Security