[Busmgrs] A message from Mari Sue Johnson: Extention - 2015-16 Acutals Collections

[WILTFONG Michael - ODE]

Greetings Business Managers,

Last week School Finance staff learned  in the email below that ODE will be conducting a major data migration December 28-30, thus the ODE data collection system will be unavailable during that time.  The migration will result in closure of the 2015-16 Actuals Expenditure and Revenue collections from Wednesday, December 28th at 5:00 p.m. through Monday, January 3rd at 8:00 a.m.  We realize this closure will be especially challenging for those districts that do not get their audits until late December.  Due to this rare circumstance, we have extended the close date for the 2015-16 Actuals collections to Friday, January 6, 2017.

By law with exception, there will be NO EXCEPTION for submission of your paper audit.  The submission deadline for your paper audit is Tuesday, January 3, 2016 at 5:00 p.m.

Please let me know if you have any questions.

Happy holidays,
Mari Sue

Mari Sue Johnson
Financial Reporting Analyst/School Finance Unit
Office of Finance and Administration
Oregon Department of Education
503-947-5883
mari.johnson at state.or.us<mailto:mari.johnson at state.or.us>

From: ODE Communications
Sent: Friday, December 09, 2016 2:21 PM
To: ALL EDUCATION DEPARTMENT STAFF
Subject: Oregon Department of Education Data Center Migration

Oregon Department of Education Data Center Migration:  December 28-30

Background
The Oregon Department of Education (ODE) must move all its data equipment from the data center at which it is currently housed in order to meet the agency’s current and future power consumption, connectivity and availability requirements.  There are few opportunities during the year when this kind of move is possible.  ODE is going to leverage the only available window in 2016-17 and migrate our data center equipment and services December 29-30, 2016.

Timing
All systems at the current data center location will be turned off at 5:00 pm on Wednesday December 28, 2016 in preparation for the move.  Systems will be tested on Friday, December 29, 2016 and restored to service in time for business to resume on January 3, 2017.

Impact
Service Down Time: This migration will have an impact on IT services available to the department and our external stakeholders.  The following services will be unavailable to all ODE staff from 5:00 pm Wednesday, December 28, 2016 through the close of business on Friday, December 30, 2016.

●       All ODE applications - including ODEX applications, web applications, and data collections

●       File Transfer services to move files to and from districts and other agencies

●       Access to all back end databases.

Available Services: The following services will remain available during the migration:

*         ODE’s public web site

*         Access to e-mail

*         Remote access to desktops

*         Access to network drives including - X, J, and I drives

*         Access to the Internet

*         Early Learning Division access to WebLEDS

Training: During the service outage, OIT staff will be offering a range of online and in-person training on a variety of technology tools.

Communications: This downtime window may impact our business partners, districts, ESDs, and other agencies.  OIT is coordinating communications with the ODE Communications Office and working with multiple offices to identify impacted parties.

Contact for questions: If you have questions, please contact Susie Strangfield, ODE Chief Information Officer at Susie.strangfield at state.or.us<mailto:Susie.strangfield at state.or.us>.


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