Data Freeze Information

Data preparations start during the build phase and continue throughout the project. Both HCM and Finance project teams are busy working to minimize the downtime to migrate from the current SAP system to the newly transformed SAP SuccessFactors at the end of December and SAP S/4 HANA at the end of June 2018.  In order to efficiently minimize the volume of data to be converted and validated, the teams need additional assistance from the Purdue community.

  1. Close any old open transactions.
  2. Analyze the duration of the normal life cycle of a transaction to determine a data entry freeze date.
  3. Address any issues that are causing delays in a transaction’s life cycle.
  4. Enforce data entry freeze dates to reduce the number of open transactions to convert during the migration period.

General Ledger (Finance) Activity Freeze Dates

The following potential freeze dates reflect when the activity must stop prior to migration from current SAP to SuccessFactors and SAP S/4 HANA. Actual freeze dates will be updated once finalized and advertised via several communication channels (newsletters, key messages, etc.) 

Purchasing

  • Mid-April 2018
    • Ariba requisitions > $10,000 submitted to Purchasing Agent for approval to be charged on current year funds (Appropriate Purchasing Assistant/Agent will assist and help determine timing)
  • Late-April 2018
    • Ariba non-catalog requisitions $3,000 - $10,000 submitted to Purchasing Agent for approval to be charged on current year funds
    • Ariba new vendor requests 
    • Ariba non-catalog requisitions $3,000 - $10,000 submitted to Purchasing Agent with no supplier part number or a non-U.S. supplier (for approval on current year funds)
  • Early-May 2018
    • All open Purchasing Requisitions should be approved/denied in Ariba 
    • Ariba requisitions charged on current year funds for routine catalog orders under $10,000. (All requisitions need to be fully approved by 5:00 pm)
  • Wednesday, June 20, 2018 
    • Good Receipts entered (by noon)
  • Friday, June 29, 2018
    • Extract SRM attachments prior to decommissioning

Accounts Payables

  • Wednesday, June 11, 2018
    • Park ZV60 invoices 
  • Mid-June 2018
    • Accounts Payable keys invoices received to ensure Direct Invoice payment (vendor is set-up, tax coding is complete, account string is valid, invoice and backup documentation is included)
  • Thursday, June 21, 2018
    • Banner Bursar Refunds to post invoices in SAP
    • New recurring invoices for current fiscal year 
  • Friday, June 22, 2018
    • Last AP Payment Run for fiscal year 18 (everything must be keyed by 2:00 pm)

Travel

  • Mid-June 2018
    • Expense reports completed to ensure travel reimbursement payment  (submitted by traveler, approved by fiscal approver and received in central travel office)
  • Thursday, June 21, 2018
    • Approve Expense Reports in Concur 
  • Data Freeze Information

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