Administrative Services
Oracle Upgrade

Annual Oracle Upgrade

Each year, during the fall, Yale upgrades its Oracle applications to maintain reliable service of its Financial, Human Resources, Procurement and Reporting applications. This year the upgrade to the Oracle application and the Data Warehouse is scheduled for October 13–16.

Below are details on the schedule, training and communications. Business managers should share this important information with staff who use the Oracle applications and/or the Data Warehouse. Work will need to be adjusted based on the necessary outage and everyone should have the opportunity to plan accordingly.

Details of the Upgrade

The upgrade is scheduled to begin Friday afternoon, October 13, and be completed by Monday morning, the 16th. This means that the Oracle applications will not be available for use beginning 5:00 PM Friday, October 13th through 8:00 AM Monday morning, October 16th.

The following systems and applications are included in this outage:

Accounts Payable
Accounts Receivable
Brio Query (for the Oracle Application)
Capital Management System (CMS)
COEUS
Custom Commitments
Endowment Unit System
Expense Management System (EMS)
Fixed Assets
Grants Management
Internet Procurement
Journal Staging Area (JSA)
HR Online
Labor Distribution (LD)
Moveable Equipment Inventory

Parking
Payroll
Procurement Inquiry
Purchasing
RIF
Risk Envision
SciQuest
Self Service Web Applications
START
SWAP
Student Casual Time Entry
Web Invoice Inquiry
Web Invoice Payment (WIP)
Web Requisition

The Data Warehouse will be unavailable beginning 5:00 PM Friday, October 13 through 8:00 AM Monday morning, October 16. Applications that will not be available include:

Data Warehouse Portal
BUG Library
Brio Query (for the Data Warehouse)


Training

As in the past, careful consideration is paid to the impact the upgrade will have on the end-user. This year the changes to the end-user are considered minor and orientation to the changes/training is being handled with documentation. The documentation is available on-line at http://www.yale.edu/oboe/oracleupgrade and includes descriptions of each change the user can expect along with screen shots.

Please direct training questions to Ken Myles at Kenneth.Myles@yale.edu.


Additional Information & Communications

Transactions in the Data Warehouse
Transactions, balances and commitments entered into the Oracle applications on Friday, October 13 will not be available in the Data Warehouse for reporting until Tuesday, October 17.
Grant Budgets
Oracle Financial Analyzer (OFA) will be available, but no Grant Budgets should be submitted to the DWH during the outage period.
SFTP
The SFTP server (Sal) will be available during the outages. All files sent to the SFTP server during the outage will be processed following the upgrade.

Information on the Oracle and Data Warehouse Upgrades will also be disseminated through the following communications:

· The BOP meeting on Monday, October 9: Will include a review of upgrade schedules and an overview of training documentation.
· The October Business Management Monthly News: Will include an article that outlines the upgrade schedule, the changes and how to access the training documentation.
· ITS Communications: As the upgrade date draws closer, expect at least two ITS communications detailing the specific times the outage will occur and what applications it will effect. Any changes in schedule will also be communicated via ITS communications so pay particular attention to the content of these messages during the upgrade time.

Contacts

Please contact Roger Kennedy at roger.kennedy@yale.edu or 432-7528 or Andy Sgambato at andrew.sgambato@yale.edu or 432-9708 if you have any additional questions on the upgrade.