OSPS E-News ~ ImportantOSPS Advisory

Fri Jun 20 18:19:18 PDT 2003

OSPS Advisory ~ June 20, 2003

        *       OSPA will be down on July 1, 2003

Most of you are aware of the Department of Human Services reorganization
plan.  Effective July 1, they will be combining all current agencies into
one - Agency 10000.
You can imagine the complexity of this process and the detailed planning
that has gone on for nearly two years to bring them to this point.  Also,
you might imagine the importance of the coordination between the major
statewide systems to get the 9,500 DHS employees and all of the accounting
structures changed within those systems.  Imagine processing 9,500 cloning
transactions!

On the morning of July 1, all DHS employees will be moved from their current
agency number to agency 10000 in the PICS and PPDB systems in a mass change
action.  The PPDB system will be unavailable to users that day until they
are sure all mass changes were successful.     OSPA screens will be updated
with the new agency number information for those employees.    As these
actions are taking place, we will be performing intensive reviews of the
changed records.

The next process will be to perform mass cloning actions on the DHS employee
records to bring over their deductions and leave balances.  Because DHS uses
Online Daily Time, we will be creating a new PSEC (security) table for them
based on the new agency number.

 If something major were to fail in any of these processes, we would have to
escape and return everything back to the starting point.  The starting point
is the backup that will be done after the system goes down at the end of the
day on June 30.    For the sake of clean operations and to eliminate the
risk that any transactions entered by system users, we will not bring OSPA
up for users on July 1.  We have surveyed a number of our users and the
overwhelming response was that they were willing to relinquish availability
of the system on that day to help us ensure success for DHS.  Great
partnership! 

To help you, we will be loading a mirror image of the production region to
our test region on June 30.  If you absolutely have to see a screen or need
a P370 on July 1, we'll do it for you in test.  Please make your requests to
< mailto:ospshelp at state.or.us <mailto:ospshelp at state.or.us> >.   We'll print
the screens and fax them back to you.

Here are a few things you can consider in planning for July 1:

        *       Order manual checks early.  If you need to verify the BOLI
rules on final paychecks, here's a quick link to their website: <
http://www.boli.state.or.us/technical/tafinpay.html
<http://www.boli.state.or.us/technical/tafinpay.html> >

        *       Ask your HR office to ensure that all Personnel Actions are
timely at the end of June.

        *       Put the word out in your agency that OSPA will be down on
July 1.   Ask supervisors to help eliminate time reporting errors.  Ask them
to make a special effort to report LWOP before payday or any other changes
that might result in the need for a manual check.

We'll send reminders as we get closer to this event.  If you believe that
you will have any major issues for July 1, please notify us at <
mailto:osps.help at state.or.us <mailto:osps.help at state.or.us> >.  We'd like to
help you prepare for those.

Thanks for your cooperation. 

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