S4 Upgrade Schedule

The Upgrade is complete.  All systems are online and available to users.  

Please note:  This schedule is subject to change. 

While most downtime will occur outside of standard business hours, the systems below will be unavailable on Friday, April 12.  Business units should plan for this downtime. Users with specific security roles will receive email notifications outlining the specific impacts based on their security role.  

This downtime will also impact Central Finance support units (Corporate Payroll Services, Corporate Accounts Payable, Employee Travel & Reimbursement, Post Award Finance Management, Office of Post Award Administration, Accounting Systems Administration, Procurement and Supply Chain Management, etc.), limiting their ability to answer questions and provide typical levels of customer support.     

During this period, the following systems will be unavailable:

• Duke@Work
  • Employee Self-Service: Employees will be unable to view pay statements, make changes to personal data, or access other links through Duke@Work. Direct access to W2s is available here.  
  • iForms—Users are encouraged to submit and approve iForms for monthly employees by Thursday, April 11, in advance of the April 2024 deadline.   
  • Grant Management tools and reports - Includes all functionality accessed via the Grants Management Tab 
  • Universal Worklist Approvals 
  • Links in Duke@Work to other systems (Success Factors, Concur, SAP Security Administration)
• SAP ECC (SAP GUI)   
  • SAP Requisitioning—Requisitions for orders requiring delivery on Monday, April 15, should be created and fully approved by 5:00 p.m. on Wednesday, April 10.  
    • To support this transition and due to the new workflow approval process for electronic requisitions (that replaces the current Purchasing Group Release Strategy approvals), all requisitions that aren't fully released by business units for processing by 5:00 pm on Wednesday, April 10, must be canceled and recreated during ME51N - Create Purchase Requisitions in SAP on Monday, April 15 when the S4 upgrade is complete.  All SAP requisitions fully approved by Wednesday, April 10 at 5:00 pm will be processed.
    • Requisitions for framework/standing orders placed via paper must be submitted by 5:00 p.m. on Wednesday, April 10. Beginning Monday, April 15, business units should create framework/standing orders electronically using the Create Purchase Requisition Transaction—ME51N.  
  • Financial Reporting 
  • Journal Entries
• Buy@Duke—Shopping carts for orders requiring delivery on Monday, April 15, should be created and fully approved by 12:00 noon on Thursday, April 11.  
• SBP – Budget System 
• Business Warehouse 
• Analysis for Office
• SPS - SAP web service providing Institutional Base Salaries for SPS records 
• myRESEARCHhome - SAP financial data, master data, and approvals
• Earned Wage Access (EWA) Program - Employees who participate in EWA can take advances during the downtime, but their available balance will not be updated to reflect any earnings from April 11 - 14. Available balances will be updated on April 15 to reflect earnings from April 11 - 14.  

Please Note

Duke Alumni and Development Database (DADD) will be up but unavailable to end users and disconnected from SAP ECC to support the Duke Alumni Network and Giving during Reunion Weekend.

Business units should plan for this downtime to minimize departmental impacts. Procurement and Supply Chain Management will work with hospital material management units to ensure products are available to meet patient needs. 

Visit the Duke IT Status page and subscribe to Updates to receive notification when the upgrade is complete, and SAP is available.