Transform Purdue will see Enterprise Asset Management (EAM) deploy its two work streams in October as the first phase of the transformation project’s implementation. Human Capital Management (HCM) will follow in January with General Ledger (Finance) next July. To prepare for the second and third phases of the overall, multi-layered transformation project, data has to be prepared and made ready for a manageable transfer to the new system.

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.

The guiding steps that need taken to help make this transition as seamless as possible are:

1. Close any old open transactions.

Human Capital Management:
Position and Employee Records:

    • The central offices have started to audit for any missing data.
    • Business offices should be auditing positions and employee records to make sure they are current in the SAP HR system.

General Ledger (Finance):
Close Items:

    • Teams are starting to close items such as: unused funds, cost centers, vendors and customers.
    • Mandatory old open PO clean up session(s) will soon be scheduled.

Clean Up:

    • Invoice Reconciliation Exceptions and IRE Approving Only and the GR/IR reports
    • Blocked Invoice or the Vendor Invoice (open invoices) reports (Procurement Services will be reaching out to departments for assistance, if needed,)

2. Analyze the duration of the transaction normal life cycle in preparation for data entry freeze dates.

  • Freeze Dates:

Prepare for freeze dates provided by the HCM and General Ledger (Finance) teams. Freeze dates are determined by transaction life cycle duration. Those processes that take longer for completion, may need to be started sooner. Estimated freeze date/month based on transaction lifecycle and activity will be viewable on webpage (link)

  • Address any issues causing transaction life cycle delays.

Central offices, including Procurement, will communicate tips on how to speed up the processing.
Procurement Examples:

    1. Purchasing from the catalogs has a shorter life cycle than non-catalog purchases.
    2. Enter POs for the current year only.
    3. After July 1, 2018, or expiration of current PO, enter remaining term of the PO.
    4. Enter a comment, Year 1 of 3 year agreement new PO to follow for year 2 and forward.
  • Enforce data entry freeze dates to reduce number of open transactions to convert during migration.
    • Plan ahead – after formal freeze dates are communicated procure items associated with this fiscal year’s funding.
    • For EMERGENCY transactions, mitigation processes will be in place during the freeze period.
    • Payroll changes occurring in late December (after the freeze date) will occur with their first payment in SuccessFactors.

Additional details will be shared as decisions are made on data freeze dates. More information on the projects are available on the Human Capital Management and General Ledger (Finance) transformation project pages.

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