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SHARP Message #695


Date

7/13/07

Author

HR

Subject

IMPORTANT: SHARP 8.9 Conversion Events and Dates

Message Text:

 

The SHARP 8.9 upgrade is scheduled to occur during the pay period of July 15, 2007 to July 28th, 2007. Conversion will take place beginning Friday, July 20, 2007. The following is an outline of key events and dates related to this implementation and conversion of the SHARP system from PeopleSoft version 8.0 to version 8.9. The remainder of this document categorizes the events and provides detailed explanations. Please forward this information to others in your organization that use or support the SHARP system.

The following categories are used to list the events and dates for the conversion.

• Conversion Events and Dates
• Recruitment Processing Dates
• Payroll Events and Dates
• Employee Self-Service Events and Dates
• Regents Specific Events and Dates

In conjunction with the upgrade of the PeopleSoft/SHARP system from version 8.0 to 8.9 on July 25th, the SHARP IP address will change, as will the URL associated with the application to conform to the newly established “KS.GOV” naming standard. That means that agencies having firewall egress filters restricting their employees to certain URL’s or IP addresses will need to have their firewall administrator update those filters to reflect the new address before July 25th to prevent possible connection problems to the new system.

To prevent users from accidentally logging into the new system prematurely, DISC is denying public access to the new IP address through their own firewall until July 25th. To prevent Employee Self Service users from accessing the old system after the new system is active, DISC will temporarily display a warning message in place of the old ESS login page redirecting users to the new system. On approximately August 24th, the old SHARP 8.0 URL containing the redirect will be discontinued. The old IP address/URL may be removed from your firewall filter (if one exists) at any time after July 25th, however the redirect page will become unavailable to your employees once you restrict access to the old IP at your firewall, therefore we recommend you make this change closer to August 24th.

The FTP process for sending and receiving data to SHARP will not change as part of the upgrade.


Data Conversion Events and Dates

Friday, July 20, 2007: This is the last day that users will be able to enter transactions into the current 8.0 version of SHARP. Access to SHARP version 8.0 will be removed from core and self-service users at 6:00 p.m. Conversion to the 8.9 version of SHARP will take place starting after batch processing finishes Friday evening.

Saturday, July 21, 2007 to Tuesday, July 24, 2007: SHARP data will be converted to the new format and reviewed prior to granting access to the 8.9 version of SHARP.

Wednesday, July 25, 2007: Core and Self-Service users will have access to the 8.9 version of SHARP beginning at 7:00 a.m. Core and Self-Service 8.9 User IDs and passwords will be the same as 8.0 User IDs and password son Friday, July 20, 2007.

 

Recruitment Processing Dates

Friday, July 20, 2007: This is the last day for agencies to post a job vacancy in the current version of SHARP. Agencies should try to ensure that no job vacancies have an expiration date during the period of July 20 to July 24 as they will remain on the website until July 26, 2007.

Saturday, July 21, 2007 to Tuesday, July 24, 2007: No new job vacancies will be posted to the jobs.ks.gov website.

Wednesday, July 25, 2007: This is the first day agencies can post a job vacancy in the new version of SHARP. The Division of Personnel Services will begin verification of Veterans Preference.

 

Payroll Events and Dates

Monday, July 16, 2007: All Job Data actions (promotions, terminations, new hires, etc.) for the Pay Period ending July 14th must be entered by 6:00 p.m. in order to be reflected on the paysheets for this pay period. The first on-cycle preliminary calculation for the SHARP on-cycle for pay period ending July 14, 2007, paid July 27, 2007.

SHARP and Regent off-cycle (Run C) for pay period ending June 30, 2007, paid July 19 2007 will also run on July 16th.

Wednesday, July 18, 2007: The final pay calculation and confirm for the SHARP on-cycle for pay period ending July 14, 2007, paid July 27, 2007. Normally ran on Friday July 20.

Thursday, July 19, 2007: The payroll workflow message that informs agencies that payroll has been confirmed will be generated once the confirm process is complete. Agencies should advise employees that pay information for the July 27th pay date is available for viewing using self-service. Self-service will be available to employees until 6:00 p.m. on Friday, July 20. Self-service will be unavailable to employees beginning at 6:00 p.m. on Friday, July 20 until 7:00 a.m. on Wednesday, July 25th.

Friday, July 20, 2007: SHARP and Regents off-cycles for pay period ending July 14, 2007 paid July 27, 2007 –Normally ran on Monday July 23. This is the first of two off cycles that will run for this pay period.

Monday, July 23, 2007: No SHARP or Regents off-cycles processed.

Tuesday, July 24, 2007: The ‘ACCT_CD’ report that shows how funding data for agency positions was converted from the old format to the new format will be distributed to agency MVS mailboxes.

Wednesday, July 25, 2007: No SHARP or Regents off-cycles processed. There will only be 2 off-cycle payrolls processed for the pay period ending July 14 (one processed on July 20 and the second processed on July 30).

Monday, July 30, 2007: SHARP and Regents off-cycles for pay period ending July 14, 2007, paid August 2, 2007. This is the last off cycle that will run for the pay period ending July 14, 2007 and paid on July 27, 2007.

Tuesday, July 31, 2007: All Job Data actions (promotions, terminations, new hires, etc.) for the Pay Period ending July 28th must be entered by 6:00 p.m. in order to be reflected on the paysheets for this pay period. The first on-cycle preliminary calculation for the SHARP on-cycle for pay period ending July 28, paid August 10, 2007.

Friday, August 3, 2007: The final pay calculation and confirm for the SHARP on-cycle for pay period ending July 28, paid August 10, 2007.

See Division of Accounts and Reports Informational Circular No. 08-P-001 dated June 28, 2007 for a revised SHARP Bi-Weekly Payroll Schedule for 2007. Informational circulars can be found at: http://www.da.ks.gov/ar/infocirc/default.htm

 

Employee Self-Service Events and Dates

Thursday, July 19, 2007: Employees can review their paycheck data for the pay period ending July 14, 2007, paid on Friday, July 27, 2007. This data would normally not be available until Monday, July 23, 2007.

Friday, July 20, 2007: Employees can review their paycheck data for the pay period ending July 14, 2007 paid on Friday, July 27, 2007. This data would normally not be available until Monday, July 23, 2007.

Access to SHARP version 8.0 Self-Service log-in page will be removed from self-service users at 6:00 p.m.

Saturday, July 21, 2007 to Tuesday, July 24, 2007: No access to Employee Self-Service.

Wednesday, July 25, 2007: Self-Service users will have access to the 8.9 version of SHARP beginning at 7:00 a.m. 8.9 User IDs and passwords will be the same as the 8.0 User ID and password on Friday, July 20, 2007.

The first time employees log-in to Employee Self-Service (ESS) after the upgrade they will be forced by the system to select their secret question and answer.

Employees will select their secret question from five available questions.

Once the upgrade has occurred, employees who have forgotten their password need to call the Help Desk toll free at 1-866-999-3001 and employees in the Topeka Area call 296-1900 until they establish their secret question/answer.

 

Regents Events and Dates

Wednesday, July 18, 2007: Regents on-cycle payroll cutoff – 6:00 a.m. for pay period ending July 14, 2007.

Thursday, July 19, 2007: Regents on-cycle for pay period ending July 14 2007, paid July 27, 2007 –Normally ran on Monday July 23.

Friday, July 20, 2007: SHARP and Regents off-cycles for pay period ending July 14, 2007, paid July 27, 2007 –Normally ran on Monday July 23. The last day KREGPER1 and KREGBEN files will be processed in SHARP 8.0.

Saturday, July 21, 2007 to Tuesday, July 24, 2007: Regents should not send any KREGPER1 or KREGBEN files as no batch processing will occur. Any files that are sent will be held and ran on Wednesday, July 25, 2007.

Monday, July 23, 2007: No SHARP or Regents off-cycles processed.

Wednesday, July 25, 2007: No SHARP or Regents off-cycles processed. There will only be 2 off-cycle payrolls processed for the pay period ending July 14 (one processed on July 20 and the second processed on July 30).

Friday, July 27, 2007: Regents off-cycle files due by 5:00 p.m. for pay period ending July 14, 2007, paid August 2, 2007.

Monday, July 30, 2007: SHARP and Regents off-cycles for pay period ending July 14, 2007, paid August 2, 2007.

Thursday, August 2, 2007: Regents cutoff 6:00 a.m. for pay period ending July 28, paid August 10, 2007.