News | EASI | Enterprise Applications and Solutions Integration

October 26, 2020November 10, 2020

Remodeled Student Information Systems Website to launch later this fall

Screenshot of SIS SharePoint site homepage

Enterprise Applications & Solutions Integration’s Student Information Systems (SIS) is working to replace its current SIS for Staff website with a more secure, modern, and up to date SharePoint site. It’s a development that will provide users with an improved user experience thanks to its new design, accessible interface, extended search results and accessibility features.

Users will be able to gain access to additional, secure information since SharePoint requires UTORid authentication. In addition to this added security, the SIS team has also worked on enhancing content accuracy, and website structure and design.

The SharePoint site will help users to find information more quickly with its Microsoft Search. This feature allows users to search with keywords across site pages, files, names, titles and full text from the entire site. This modern platform will also make it easier to transmit data, track information, and manage documents.

Since SharePoint offers enhanced security, the SIS team could integrate the Enterprise Service Centre (ESC) knowledge base articles directly with the site.

SharePoint is also available on mobile apps to help users stay productive and up to date while on the go. You can access all of your sites and information, read news from and for your organization, search and discover relevant content, stay informed with the “Me” tab and save items for future reading.

In the future, more websites, including project collaboration sites, may be integrated to SharePoint for an effortless collaboration and simplified information exchange. The SIS SharePoint site is scheduled to launch later this fall.

Stay tuned for more details!

October 23, 2020November 9, 2020

AMS Outages – SAP Enterprise Modernization – October 24

Date: October 23, 2020
To: AMS Users
From: Enterprise Applications & Solutions Integration, Financial Advisory Services & Training (FAST)
Re: AMS Outages – SAP Enterprise Modernization – October 24

Dear all AMS users,

This is a reminder that the Pre Go Live Preparation outage for the S/4HANA Migration will happen this Saturday, October 24 from 7:00 a.m. to 7:00 p.m. (please note the additional time) This marks the preparation for Go Live and we will provide further communications about the Go Live in the near future.

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

Affected Systems	Pre Go Live Prep Saturday, October 24 from 7:00 a.m. to 7:00 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
RPT	✓	✓	✓
Capital Project Portal and Invoice Workflow	X	X	X
Employee Self-Service & Manager Self-Service (ESS/Portal)	X	✓	X
Expense Reimbursement Direct Deposit (ERDD Availability)	X	X	X
Kronos	✓	✓	✓
My Research (MR/Portal)	X	✓	X
Performance, Learning & Recruiting (SuccessFactors)	✓	✓	✓
uSOURCE (E-Procurement)	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:

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.As previously detailed in September, after October 31 no additional clones of the RPT instance from AMS will take place.
Documentation will be made available to provide 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.
If your local IT administrator has not deployed the updated SAP GUI software to your computer yet, please contact them to ensure you are prepared for the system migration in November. All Windows 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).
The Student Information Systems will still be available during these outages.

If you’re interested in understanding the FIS Impact of the S/4HANA Migration, you can also attend an upcoming one-hour information session.

Each session will provide:

An overview of the S/4HANA Migration in the context of FIS
What will change in FIS as of November 3, 2020
FAST articles and simulations related to the S/4HANA project
Reconciling postings to your FM Accounts after migration – Bi-weekly pay
Who you can contact for support if you encounter issues in AMS after November 3, 2020Click one of the links below to save the MS Teams session link to your Outlook calendar:

Learn more about the S/4HANA Migration.

Thank you for your support in making these improvements.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)
Financial Advisory Services & Training (FAST)

October 22, 2020October 26, 2020

Reminder Connect+Learn: S/4HANA Migration – Today!

Date: October 22, 2020
To: AMS Users
From: Enterprise Applications & Solutions Integration, Financial Advisory Services & Training (FAST)
Re: Reminder Connect+Learn: S/4HANA Migration – Today!

Hi everyone,

As you may be aware, on November 3, 2020 U of T will launch the next phase of an upgrade to its Administrative Management Systems (AMS) – called the S/4HANA Migration. 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.

Join us today (October 22) for a general overview of this project and learn about:

Project Background
Changes to Expect with this Release
Available Training and Support

This session is drop-in and does not require registration.

Thursday, October 22 from 12:00 to 12:30 p.m.

Join Microsoft Teams Meeting
+1 647-794-1609 Canada, Toronto (Toll)
Conference ID: 609 358 681#
Add to Calendar

If you’re interested in understanding the FIS Impact of the S/4HANA Migration, you can also attend an upcoming one-hour information session:

Each session will provide:

An overview of the S/4HANA Migration in the context of FIS
What will change in FIS as of November 3, 2020
FAST articles and simulations related to the S/4HANA project
Reconciling postings to your FM Accounts after migration – Bi-weekly pay
Who you can contact for support if you encounter issues in AMS after November 3, 2020

Click one of the links below to save the MS Teams session link to your Outlook calendar:

We look forward to seeing you!

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

Financial Advisory Services & Training (FAST)

October 16, 2020January 19, 2021

S/4HANA Migration

On November 3, 2020 U of T will launch the next phase of an upgrade to its Administrative Management Systems (AMS) – called the S/4HANA Migration. 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.

If you would like to learn more about this project, please join us for a general overview that will provide details on:

Project Background
Changes to Expect with this Release

Resources

October 15, 2020January 19, 2021

Introduction to Microsoft Stream

Microsoft Stream is a video service where people in your organization can upload, view, and share videos securely. You can share recordings of classes, meetings, presentations, training sessions, or other videos that aid your team’s collaboration.

Resources

October 15, 2020October 26, 2020

Reminder Connect+Learn: S/4HANA Migration – Oct 15 & 22

Date: October 15, 2020
To: AMS Users
From: Enterprise Applications & Solutions Integration, Financial Advisory Services & Training (FAST)
Re: Reminder Connect+Learn: S/4HANA Migration – Oct 15 & 22

Hi everyone,

Join us today or October 22 for a general overview of this project and learn about:

Project Background
Changes to Expect with this Release
Available Training and Support

These sessions are drop-in and do not require registration.

Thursday, October 15 from 12:00 to 12:30 p.m.

Join Microsoft Teams Meeting
+1 647-794-1609 Canada, Toronto (Toll)
Conference ID: 916 308 667#
Add to Calendar

Thursday, October 22 from 12:00 to 12:30 p.m.

Join Microsoft Teams Meeting
+1 647-794-1609 Canada, Toronto (Toll)
Conference ID: 609 358 681#
Add to Calendar

We look forward to seeing you at one of these sessions!

Sincerely,
Enterprise Applications & Solutions Integration
Financial Advisory Services & Training (FAST)

October 13, 2020November 9, 2020

AMS Now Available and Future Outage Reminder – SAP Enterprise Modernization

Date: October 13, 2020
To: AMS Users
From: Enterprise Applications & Solutions Integration
Re: AMS Now Available and Future Outage Reminder – SAP Enterprise Modernization

Dear all AMS users,

The Cutover Dry Run #2 has been completed for the S/4HANA Migration Project and the Administrative Management Systems (AMS) are now available.

As you may be aware, the previous dry runs and pre Go Live preparation will simulate the Go Live weekend’s activities in early November. This will help to ensure all functions continue to work properly as we transition to a new platform for AMS.

Below is a reminder of future outages – when all administrative management systems (see below for the specific affected systems) marked with an “x” will be offline:

Affected Systems	Pre Go Live Prep Saturday, October 24 from 7:00 a.m. to 7:00 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
RPT	✓	✓	✓
Capital Project Portal and Invoice Workflow	X	X	X
Employee Self-Service & Manager Self-Service (ESS/Portal)	X	✓	X
Expense Reimbursement Direct Deposit (ERDD Availability)	X	X	X
Kronos	✓	✓	✓
My Research (MR/Portal)	X	✓	X
Performance, Learning & Recruiting (SuccessFactors)	✓	✓	✓
uSOURCE (E-Procurement)	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:

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.As previously detailed in September, after October 31 no additional clones of the RPT instance from AMS will take place.
Documentation will be made available to provide 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.
If your local IT administrator has not deployed the updated SAP GUI software to your computer yet, please contact them to ensure you are prepared for the system migration in November. All Windows 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).
The Student Information Systems will still be available during these outages.

Learn more about the S/4HANA Migration.

Thank you for your support in making these improvements.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

October 9, 2020November 9, 2020

Reminder: AMS Outages – SAP Enterprise Modernization – October 10 to 13

Date: October 9, 2020
To: AMS Users
From: Enterprise Applications & Solutions Integration
Re: Reminder: AMS Outages – SAP Enterprise Modernization – October 10 to 13

Dear all AMS users,

This is a reminder that the second cutover dry run for the S/4HANA Migration will happen this Saturday, October 10 at 12:00 p.m. to Tuesday, October 13 at 7:00 a.m. Please note that the time that was previously posted has been shortened. This dry run will simulate the Go Live weekend’s activities in early November, and will help to ensure all functions will continue to work properly as we transition to a new platform for our Administrative Management Systems (AMS).

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

Below is a reminder of future outages – when all administrative management systems (see below for the specific affected systems) marked with an “x” will be offline:

Affected Systems	Cutover Dry Run #2 Saturday, October 10 from 12:00 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
RPT	✓	✓	✓	✓
Capital Project Portal and Invoice Workflow	X	X	X	X
Employee Self-Service & Manager Self-Service (ESS/Portal)	X	X	✓	X
Expense Reimbursement Direct Deposit (ERDD Availability)	X	X	X	X
Kronos	✓	✓	✓	✓
My Research (MR/Portal)	X	X	✓	X
Performance, Learning & Recruiting (SuccessFactors)	✓	✓	✓	✓
uSOURCE (E-Procurement)	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:

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.As previously detailed in September, after October 31 no additional clones of the RPT instance from AMS will take place.
Documentation will be made available to provide 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.
If your local IT administrator has not deployed the updated SAP GUI software to your computer yet, please contact them to ensure you are prepared for the system migration in November. All Windows 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).
The Student Information Systems will still be available during these outages.

Learn more about the S/4HANA Migration.

Thank you for your support in making these improvements.

October 9, 2020November 3, 2020

Connect+Learn: S/4HANA Migration – Oct 15 & 22

Date: October 9, 2020
To: AMS Users
From: Enterprise Applications & Solutions Integration
Financial Advisory Services & Training (FAST)
Re: Connect+Learn: S/4HANA Migration – Oct 15 & 22

Hi everyone,

If you would like to learn more about this project, please join us for a general overview that will provide details on:

Project Background
Changes to Expect with this Release
Available Training and Support

These sessions are drop-in and do not require registration.

Thursday, October 15 from 12:00 to 12:30 p.m.

Join Microsoft Teams Meeting
+1 647-794-1609 Canada, Toronto (Toll)
Conference ID: 916 308 667#
Add to Calendar

Thursday, October 22 from 12:00 to 12:30 p.m.

Join Microsoft Teams Meeting
+1 647-794-1609 Canada, Toronto (Toll)
Conference ID: 609 358 681#
Add to Calendar

We look forward to seeing you at one of these sessions!

Sincerely,
Enterprise Applications & Solutions Integration
Financial Advisory Services & Training (FAST)

October 5, 2020November 3, 2020

November 1, 2020 – Count Procedures

Date: October 5, 2020
To: Faculty Registrars
From: Planning Analytics
Re: November 1, 2020 – Count Procedures

In order to assist you in preparing for the November 1 count, please refer to the procedures below. The COUNT DATE is as at November 1 and the COUNT RETRIEVAL DATE will be on the evening of Friday, November 6. This allows divisions extra time to update ROSI to the November 1 status. On November 6, all academic activities that were approved on or before November 1 will be picked up for each student. Academic activities that do not have APProved status on or before November 1 will be excluded. There is no need to “freeze” processing to ROSI records between November 1 and November 6 as long as all amendments have the correct effective date associated with them.

Please run the COUNT-DATE-PREPARATION programs in ROSI – direct command 4 B B as early as you can before the count retrieval date (November 6). These programs will help you identify student records that may require adjustments. Examine the outputs and enter corrections/changes to the student’s record on or before the retrieval date.

As in past years, it is essential that data such as LEGAL STATUS and COUNTRY OF CITIZENSHIP be complete. We have very little leeway for ‘not reported’ data in DATE OF BIRTH and MOTHER TONGUE, so please make these as complete as you can. It is also important that permanent address be available.

The ROSI program “Registrations Containing Anomalous Data – direct command 4 B B G will be of assistance in identifying records needing data adjustment. It is highly recommended that you run this program as early as possible as follow-up with students may be necessary.

On the evening of the retrieval date (November 6), Planning & Budget will run the retrieval program and will retrieve records of all students with academic activity starting between September 1 and November 1. For the November count, academic activities will be counted as at November 1. PLEASE ENSURE THAT ALL ACADEMIC ACTIVITY APPROVAL DATES and REGISTRATION EFFECTIVE DATES ARE SET TO NOVEMBER 1 OR EARLIER for those students who are legitimately in a course but whose ROSI records were not updated until after November 1. This would include FINCAd registrations which were later re-instated with a status of REG.

After the count retrieval, you will receive an e-mail notification that your division’s report datasets have been created. This is an additional check in ensuring that no students have been missed.

After the count date and before November 12, please notify us if substantive changes need to be made to your division’s records. You can also notify us of any additional registrations between November 2 and November 12 although we cannot guarantee that they will be added to the count.

Documents supporting the exempt status of international students who have been exempted from paying international fees must be on file in your division and available for reference. ROSI screen 4 B B D should help to identify such students.

If you have any questions or if you need clarification, please contact Planning & Analytics by email at planning.analytics@utoronto.ca. You may also contact SIS Client Services and Process Integration via the Enterprise Service Centre (ESC).