SAP ECC Upgrade Sunday Monday Tuesday Wednesday Thursday Friday Saturday SAP Down at 12:00 PM SAP Down SAP Backup at 12:00 PM 24 25 26 23 22 21 20 27 28 29 30 31 1 2 Purchasing Card April 30th Reconciliation Due in Accounts Payable fully approved with attachments by End of Day Thursday, May 10th Accounts Payable Fund 9 Replenishment transactions must be entered and approved by Monday, May 21st Workflows – respond to workflows that have product delivery or services provided by Monday, May 21st: PO MISSING GOODS RECEIPT (Receiving Required) If  product is received, enter receiving in SAP via the Portal. Once the SAP Receiving transaction has been entered, approve the workflow which informs Accounts Payable an action has taken place APPROVE PO INVOICE (Limit PO’s) If the service has been provided, approve the workflow which informs Accounts Payable an action has taken place Check Request: Must be fully approved (including the funds reservation) with the invoice attached by Monday, May 21st Field Trip Activity: Charter Buses as well as trips coordinated through a Tour Company - the shopping cart must be fully approved by Wednesday, May 16th  in order to generate the Purchase Order Admissions to Parks and activity not handled by a tour company follows the Check Request timeline which must be fully approved by Monday, May 21st

SAP ECC Upgrade Accounting Human Resources Budget Procurement Sunday Monday Tuesday Wednesday Thursday Friday Saturday SAP Down at 12:00 PM SAP Down SAP Backup at 12:00 PM 24 25 26 23 22 21 20 27 28 29 30 31 1 2 The following activities will be non-operational during downtime: New Hires (instructional/non-instructional and administrative) Additional jobs for current active employees Change of positions Terminations Self Service actions (resignations, request for leave, change of address, etc) Applicant will not be able to apply for jobs (non-instructional only) Return employees from leave Add employees to leave of absences Human Resources All Journal Vouchers (JV entries) that have been saved as completed (that have entered the UWL workflow) must be fully approved and received by the Accounting Department by end of day Wednesday, 05/23/2018.  This includes transfer of expenditures, graphics expenditures, and other JV adjustments. The GP eSAS Accounting and FOCUS Student Information Systems used by Internal Funds will remain up and operational during the SAP 6.08 upgrade. Accounting Budget During the upgrade all SAP Budget functionality will not be available Procurement All shopping carts must be entered by May 11th and approved by May 16th No schools or District offices can enter carts until start of the 2018-19 fiscal year Only grants and capital shopping carts will be processed once the system is back up on May 30, 2018 through June 30, 2018.

SAP ECC Upgrade Payroll Sunday Monday Tuesday Wednesday Thursday Friday Saturday SAP Down at 12:00 PM SAP Down SAP Backup at 12:00 PM 24 25 26 23 22 21 20 27 28 29 30 31 1 2 Payroll for SAP #12 (5/18-5/31/2018) is due at 2 pm, on Thursday, 5/31/2018, this is one (1) day after the system becomes available. Therefore, in order to expedite the payroll input and approval process on 5/31/18, locations will be advised to do the following: Before noon on 5/24/2018, input ALL known absences for all full-time employees for the pay period of 5/18-5/31/2018 Ensure that you have input all days worked by substitutes through 5/24/2018 (DO NOT ANTICIPATE ANY OTHER DAYS). Before noon on 5/24/2018, input ALL hours worked by part-time/hourly employees and full-time probationary, for the first week of the pay period (5/18-5/24/2018) (DO NOT ANTICIPATE THE SECOND WEEK). Do not approve any of these transactions, approvals must occur on Thursday, 5/31/2018, NO LATER THAN 2PM. When the system becomes available on 5/30/2018: Input days worked by substitutes from 5/25-5/30/2018.  Input corrections, as needed for anything that had been previously reported (absences, hours worked, etc.). Finalize the payroll and approve on Thursday, 5/31/2018, NO LATER THAN 2PM. During the upgrade, employees will not be able to access SAP, this includes payroll related screens, such as: Time input screens Time approval screens Employee Self Service (access pay statements, Time Statements, make changes to personal data, make changes to the W4, request a copy of the W2, etc.) The paycheck of 5/25/18, will be available to view on 5/24/18, however, the paydate remains 5/25/18. Manual checks (offcycle checks) – in the event that a location did not report time for an employee, and an offcycle check is necessary, the deadline to have the fully approved form in the Payroll Department so that a check could be produced and dated 5/25, is 9 AM on Tuesday, 5/22/2018.   Not adhering to this deadline, represents a delay in payment to the employee. The travel system will also be unavailable during the upgrade, this includes: The options to create, modify or cancel a travel expense request The option to print an approved request to obtain an airline ticket through BTA The option to input the after travel employee reimbursement amounts The option to approve travel requisition in the CICS MAIL system Payroll