By Robert Boudreau on February 7, 2019
HRMS will be down from 5:00 p.m. Friday, Feb. 22 until midnight, Sunday, February 24.
This includes all HRMS applications accessed via the MSP Portal:
- HRMS Live, HRMS Reporting, Internal posting site, HRMS Self Service and Staff PD.
And the following applications not accessed via the MSP Portal:
- External posting sites, Short Posting URLs, Training Catalogue/Registration and the HRMS Sick Leave application.
Technology Stabilization – What is it and how does it affect me?
What is the current situation?
HRMS and FMS have not been upgraded in several years and the underlying technology that supports these applications is showing its age. It’s difficult to support this old technology, and especially challenging to install the latest security patches.
Also, since browser technology is certified by PeopleSoft to what was available several years ago, we’re continuously encountering problems as new versions of Firefox, Chrome, etc. are released.
What are we doing to fix the technology problem?
Last year we initiated a project called “Technology Stabilization”. Only the underlying technology will be upgraded – not the application software.
Since the on-line application is not being upgraded (the part you see and use every day), changes to HRMS and FMS are minimal. There will be minor visible changes – screen colours, box shapes, etc. – but screens will largely look and behave as before.
Given the replacement of HRMS/FMS by Workday in 2020, why are we concerned with these issues?
We need to ensure HRMS and FMS are stable and safe until replaced by Workday. Additionally, it’s unlikely all historical information in these 2 databases will be migrated to Workday (28 years’ worth in HRMS, 23 in FMS). We need to ensure our PeopleSoft applications are available for reporting/analysis beyond 2020.
Where are we in the process right now?
Work started in the spring of 2018. The conversion period for HRMS goes from 5:00 p.m. Friday, Feb. 22 until midnight Sunday, Feb. 24.
The conversion period for FMS is later – sometime in Late May/early June (exact dates and more information to be published later).
Both systems will be unavailable during their upgrade weekends.
For the HRMS upgrade in February, is there anything you need to be concerned about?
For the most part – no. Where necessary, job postings will be automatically extended two days to account for the downtime period.
The team is rewriting over 130 HRMS Queries that were incompatible with the new technology. If you discover an HRMS Query that no longer works – either now or after Feb. 24 – please contact email@example.com.
If you have questions or concerns regarding the HRMS upgrade, please contact Robert Boudreau at 2-8142 or firstname.lastname@example.org.
By Robert Boudreau on November 21, 2018
Payroll Portfolios Reassigned
To better serve customers, Payroll has reassigned portfolios for both faculty and staff. Please visit the “Payroll Contacts for Staff” and “Payroll Contacts for Faculty” hyperlinks on this page to get familiar with the portfolio updates.
Mandatory Privacy and Information Security Training:
Per Professor Ono’s broadcast email of October 11, 2018, the UBC Executive has made the online ‘Privacy and Information Security – Fundamentals’ training mandatory for all faculty, staff, researchers, student employees and contractors who use UBC Electronic Information and Systems.
Training is taken in Canvas and records of completion are transferred into HRMS. HRMS Administrators can run Query 908 or 910 to check completion for their employees.
Note: HR administrators are requested to complete their training as a matter of priority.
What causes completion records to not show up in HRMS for your employees?
- A delay in HRMS receiving new training records from Canvas (up to 2 days).
- An individual not fully completing the training (the employee can log into Canvas to verify completion).
- An employee using a CWL to sign on to Canvas that has no employee ID associated with it.
- This most often occurs with student employees.
- Instructions on how a CWL user can associate an employee ID can be found here.
- This likely will require assistance from you (providing the employee number and PIN they’ll need to do the association).
- PIN’s can be found in HRMS by using the following navigation: Workforce Administration, Personal Information, Biographical, Modify a Person. The employee’s PIN is in the upper right corner of the screen.
- Once an employee ID is associated with a CWL, it may take up to 24 hours for training records to be updated into HRMS.
With proof of completion, it’s also possible for departmental administrators to update an employee’s training records in HRMS manually. Please refer to December 2016 HRMS bulletin for instructions.
If you have any concerns or questions on the above, please contact email@example.com
By Robert Boudreau on June 11, 2018
New Student Worklearn Report
Several Query reports include information on student employees, but none specifically devoted to tracking hours and pay for Worklearn projects. A new Query report has been created (611_WORKLEARN) that hopefully does this.
When running the Query, you’ll be prompted to enter the start and end date of the session you’re interested in tracking. For example, May to August of 2018. For the time frame requested, the pay detail of each employee is listed, along with total hours and pay for each individual employee. If Project # and Project Max Hours were recorded on a student’s hire record, you will also see this information.
You can continue to re-run the Query (using the same session dates) after the session is over to pick up any payments processed after session completion.
This was a difficult report to transition to the Query reporting tool. If you see any issues or have suggestions for improvement, please contact Robert Boudreau.
By Robert Boudreau on November 21, 2017
The Management Systems Portal will be down Nov. 25-26.
What is happening?
The Management Systems Portal (MSP) will undergo an upgrade the weekend of Nov. 25 – 26, 2017. MSP will be unavailable this entire weekend.
Why is this happening?
This upgrade modernizes underlying MSP technology.
Although there will be no change to MSP functionality, you will notice minor cosmetic changes to MSP screens. The upgrade only affects MSP screens (MSP logon screen, tabs used to access applications and reporting tools, etc.). It will not affect the applications themselves (HRMS, FMS, Hyperion, etc.). You will see no changes to application systems.
When will MSP be unavailable?
MSP will go offline Saturday, Nov. 25, 2017, at 9:00 a.m. and be back up no later than Sunday, Nov. 26, 2017, at 6:00 p.m..
What applications are affected?
Although applications themselves are not being taken down, you will lose access to them because of MSP being down. This includes:
- Self Service applications
- eRecruit for internal applicants
- FMS Live including OPT
- FMS nQuery when accessed via MSP
- HRMS Live
- SERA, SeOT
- Hyperion reporting functionality
- Month-End, Tri-Council, Endowment, Over and Under, HSBC Cheque Images, Online Cash Receipts
What applications are not affected?
Any applications not accessed via MSP logon will continue to be available. This includes:
- Access to job postings for external applicants.
What about job postings open that weekend?
Postings will not be automatically extended. If you want a specific posting extended, please contact firstname.lastname@example.org.