ERP Cutover -Sept CST Estimate Cutoff is Oct 3rd

Greeting,

Many of you have question about the upcoming conversion to the ERP/PeopleSoft financial system. The details below should hopefully answer your questions as they relate to our September estimates and the ERP implementation and cutover dates.

 

September Construction and Maintenance Estimates

 

September 22^nd is the last day FIMS will process construction and maintenance payments. After this date there will be a lull of payments until ERP/PeopleSoft is brought online. ERP/PeopleSoft is scheduled to go online October 6^th. The next release of SiteManager (3.8a 2.013) is scheduled for the weekend of October 3^rd . Between Saturday the 4^th and Sunday the 5^th of October, the 2.013 ERP/PeopleSoft version of SiteManager will be distributed throughout the state. If these dates hold true we have a scheduled September FIMS/PeopleSoft cutover period that will affect our September estimates. Below is an explanation of how this cutover period will alter our SiteManager estimate schedule.

 

               

Construction

1.       September Estimates - Due to the ERP/PeopleSoft Monday, October 6^th roll-out and SM 3.8a 2.013 update, September’s SiteManager Construction estimates must be posted before the end of business (EOB) Friday October 3^rd  to meet the Finance cutoff date.

2.       Supplemental and Final Estimates  - These should be posted prior to the EOB Friday, September 19^th to meet the FIMS September 22nd cutoff date. Finals and supplemental estimates approved after this date will voucher mid-October after ERP/PeopleSoft  is online.

3.       Change Orders for Material Stock Account  – These should be processed before the EOB on Friday, September 19^th. Change Orders for Material Stock Accounts done after this date should wait for the ERP/PeopleSoft go date of October 6^th. Change Orders for Material Stock Accounts  that cannot wait should contact the Construction Division/CMISD branch  for instructions.

 

Maintenance

1.       Split September estimates into two phases.

a.       Phase 1 -The first payment phase will end at the EOB Friday, September 19^th. Compile what can be recorded as work for the project and prepare it for payment by the EOB on Friday. This will be a progress estimate – Final and Supplemental estimates see #2 below.

b.      Phase 2 –Work recorded after the EOB Friday and included with an approved estimate will not voucher before mid-October when ERP/PeopleSoft and MMS/Compass are online and in sync.

                                                               i.      This will be a supplemental progress estimate which in SiteManager is a ‘Progress’ type estimate.

                                                             ii.      Estimate distribution compiled after EOB Friday must be converted to the new ERP/PeopleSoft specifications. Currently, we believe this conversion can occur ‘behind the scenes’ and be transparent. There is some risk that this conversion fails and distribution costs will have to be redone once ERP/PeopleSoft versions of SiteManager and MMS/Compass are available. For this reason you are asked to compile as much work as possible under phase 1.

2.       Supplemental and Final Estimates  - These should be posted prior to the EOB Friday, September 19^th to meet the FIMS September 22nd cutoff date. Finals and supplemental estimates approved after this date will voucher mid-October after ERP/PeopleSoft is online.

 

 

 

 

Thank you,

 

 

 

STEWART DEWITT | JUNIOR BUSINESS ANALYST | TxDOT | CONSTRUCTION DIVISION |CMISD | 512.416.2462 | stewart.dewitt@txdot.gov

 

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