September 21, 2023

Aspirus Management Team

Pat Tincher, VP of Finance

Stephen Spencer, VP, Chief Supply Chain Officer

Wade Carroll, VP of Information Technology

Linda Mingus, VP, System HR Solutions Center

Critical Infor CloudSuite Planning and Mitigation Timeline Updates

We are only six weeks from going live with the conversion of our finance, payroll, and supply chain systems. As we have been communicating, we are moving away from Lawson to the more modern Infor CloudSuite Financial and Supply Management (FSM) system. 

As we have progressed through testing and transition planning, we have gained additional clarity around specific cutover dates and related transaction freezes that may impact your team preparations and mitigation planning in the remaining weeks leading up to go-live.

Various processes will be “frozen” to prepare for go-live. We recognize these potential disruptions may pose challenges for your teams, but they are necessary and it’s important that you are aware of the impacts.

System Downtimes

Please review the timing of downtimes for each of the impacted systems. Continue reading below for additional impacts and transitional processes and share this information with your team.

Additional timelines and transition-related process impacts will continue to be shared in the coming weeks.

Lawson and Infor CloudSuite Impacts

Downtime: Lawson and Infor Cloudsuite FSM and GHR production systems will come down on October 27. During this time there will be no access to any functionality or to any transaction processing within GHR, Finance or the Supply Chain production system.

New system availability: The new Infor CloudSuite FSM and GHR system will be live on November 1 for all necessary tasks and transactions. Your first experience with the new system may vary depending on your department/role.

Epic Impacts

• No system downtime will occur for Epic.
• Clinical Bridge (net new) and updated chargemaster/billing goes live on Nov. 1 for all Epic users.
• The project team is working to confirm any Epic related transaction impacts that might be experienced in advance of the transition period. We will provide additional updates as we have them. 

Kronos Impacts and Alternate Timekeeping Processes

Downtime: Due to the interfaces between Infor CloudSuite and Kronos, there will be an associated downtime for Kronos beginning October 30 at 11 am (CST).

System availability: Kronos will come back online November 2.

During the Oct. 30-Nov. 2 downtime, there are two options to capture time accurately:

• Via timeclock punches (which store the data and will be synced with Kronos when it’s back online).
• Via the mobile app (UKG Workforce Central).

Please note these additional critical details: 

• If employees are not already using the app, and this is their preferred method of capturing time during the downtime, we recommend you guide them to install it well ahead of the downtime period, immediately if possible.

• Neither timeclock entries nor mobile app entries will allow the user to transfer positions.

• Computer entry of time punches will not be available during the downtime.

Kronos mobile app download instructions: IOS | Android

Additional Considerations:

• Managers will need to enter the time for any employee who does not have access to either a timeclock or the mobile app (e.g. manual tracking during the downtime with manual entry into Kronos following the downtime). This could be necessary in situations where there is no timeclock at an employee’s location, they cannot get the app on their phone or if they do not have a smart phone.

• Position transfers on the time entry will also need to be manually tracked by the managers and timekeepers (because the timeclock and mobile app won’t allow the users to transfer positions during this downtime). These will need to be manually entered into Kronos when it’s back online.

• ALL timecard entries AND corrections during the downtime period are due by the end of day on Sunday, November 5. Timekeepers and managers will be notified via email as soon as the system is back online. Timekeepers and managers are advised not to delay their review of timecards.

• Timekeepers and managers are accountable for employee’s punches, transfers, positions, and corrections.

• Access to APIShiftSelect for scheduling purposes will not be impacted during the Kronos downtime, but schedules will not be loaded into Kronos until it is brought back online.

Additional details and resources will be communicated to timekeepers via the normal communication channels. As always, human resources, timekeeping, and payroll questions can be directed to the HR Solutions Center, at humanresources@aspirus.org.

Travel & Expense and CME Reimbursement Impacts

The new Infor General Ledger (GL) structure involves company, location, department, and other data elements not previously needed when posting expense reimbursements. Due to these significant data changes, we will be unable to import existing or in-process requests into Infor CloudSuite FSM. Therefore, we must close out all existing and in-process requests before the transition to Infor CloudSuite FSM.

Downtime: There will be no access to submit expense and CME reimbursements in OnBase with current GL numbers, starting October 19 at 5 pm (CST).

System availability: Employees can resume submitting reimbursement requests within OnBase starting November 6, using the new GL numbers.

• Due to the large volume of Travel & Expense and CME Reimbursements in-process, we are pausing submissions well in advance of the Infor FSM/Lawson transition to allow the Travel & Expense team adequate time to process as many requests as possible.

• Any unprocessed requests prior to the transition will be closed from your OnBase request queue and need to be re-entered.

• You will also receive communication with additional details on how to check your requests, as well as other reminders about these transition considerations from Fiscal-AspirusInc-EmplExpenseReimbQuestions@aspirus.org.  

• Business questions about these reimbursement request impacts, prior to October 19 can be sent via email.

In-Process Invoice Submission Impacts

Downtime: Invoice submissions to the Accounts Payable team will be paused, starting October 25 at 8 am (CST).

System availability: Invoice submissions can resume on November 1.

• Additional details about the new Accounts Payable process within Infor CloudSuite FSM will be shared in the coming weeks. In the meantime, we wanted to call attention to invoice impacts during the cutover period. 

• Any invoices remaining in approver queues will be moved back to Accounts Payable Review (your approval queues will initially be empty). This will ensure data integrity as we transition in-process invoices. 

• More information on training for the new Accounts Payable process will be shared in the coming weeks. Business questions in advance of this date can be directed to InvoiceQuestions@aspirus.org.

Leader Next Steps

Since June, your partnership has been requested as a change leader and to cascade updates to your team members. If you have questions about your role in the success of Infor CloudSuite, please refer to the intranet for previous communications, engage with your leader, or reach out to one of us, as sponsors. 

• A summary of this Infor CloudSuite update will be included for all staff in an upcoming Aspirus News Now newsletter.

• As we get closer to go-live, we will be relying more heavily on communicating to you via updates pushed to the Infor CloudSuite intranet section – please be sure to check in frequently for updates.

We understand the critical role each of you plays in the success of this implementation. We greatly appreciate your continued support, commitment, dedication, patience, and engagement with this important initiative. We believe that together, we can successfully embrace these changes and unlock new opportunities for growth and success.

Sincerely,

Pat, Stephen, Wade, Linda