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July 2005 
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* JUN-05 journal entries entered into the General Ledger system Friday, Saturday, Sunday and Monday, during the first three closes, will post on Monday evenings and be available for reporting in the HDW on Tuesdays.
- The University is closed on Monday, July 4th for the holiday. No journal vouchers will be posted to the GL on that day. Journals entered after 6:30pm on Friday, July 1st through 6:30pm on Tuesday, July 5th will be posted to the GL on Tuesday, July 5th and be available in the HDW on Wednesday, July 6th.
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August 2005 
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* Tub-level year-end entries - including depreciation and pledge balance adjustments - are recorded by General Accounting after the fifth JUN-05 close in August. To effect these changes the JUN-05 period is re-opened and these entries are posted. Other than those limited changes, the JUN-05 balances will be final as of the August 2nd date.
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Closing Periods in the Detail Listing |
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The HDW creates “Year End Date Periods” in the Detail Listing reports for each of the closes. These periods can be used to limit the data retrieved to just the transactions/journals of each individual close. |
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- Choosing “Closing Periods” will only show you journal entries from that particular close period.
- These periods will also reflect all allocations posted on the Friday of each close.
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Scheduling Detail Listings Using Year End Closing Periods |
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By combining the use of Close Periods and Scheduling you can schedule Detail Listings in advance that will capture the Year End Journals for each of the first three closed periods.
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- For 2nd Close Journals, choose the “Second Close Period” date option. As in the first close, schedule the report to run “Weekly” on Saturday. For the 2nd Close, choose the start date of 16-JUL-2004 and the end date of 18-JUL-2004.
- For the 3rd close, choose the “Third Close Period” date option. Again, schedule “Weekly” for Saturday. This time, the start and end dates would be 23-JUL-2004 and 25-JUL-2004.
- Please note, the start and end dates that populate based on the closing period will have July dates as the dates reflect the actual entry date of the fiscal month June entries.
- Remember , starting July 1st, the Current Fiscal Year will be FY2006. Reports using period names like “CFY-to-Date” will reflect transactions for the new fiscal year. JUN-05 will be the new “Prior Fiscal Year”.
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Preserving Server Space by Deleting Reports |
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Deleting reports you no longer need preserves server disk space.
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- Completed reports reside on the HDW Web Server for approximately seven days. In order to preserve server space, please delete reports you no longer need. Or, if you think you will need to preserve a report, save it to your desktop and then delete it from AWS2 / HUDINI.
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Posting Journals to the Correct Period |
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During the month of June, the period of JUL-05 will also be open and will be the “default” period. Be careful to select the proper period (JUN-05 or JUL-05) when you enter a journal.
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Year End Performance Improvers |
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The number of reports executed on the days following the June closes is triple the average number of reports executed on the days after any other closing period. In order to handle this volume, the Harvard Data Warehouse team institutes special mitigation measures at year-end. There are also a few things you can do to improve system performance for yourself and all of the reporting community.
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What HDW Does:
Separate Ad Hoc Database – Because ad hoc reporting (including feeds to tub data marts) can consume as much as 60% of total system execution time, HDW creates and maintains a temporary Oracle Financials instance dedicated solely to servicing ad-hoc query users.
Real-Time Monitoring for Bottlenecks – Every 20 minutes during working hours, HDW and the Financial Reporting Support team receive an auto-generated report of the average amount of time reports are in pending status. If the time exceeds 20 minutes, immediate analysis is conducted against running reports to identify possible bottlenecks. This year, the Financial Reporting Support team will also be posting “traffic” updates on the their year-end website throughout the day to inform users about any wait times they may experience.
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What You Can Do:
Schedule, Schedule, Schedule – Scheduling your report to run overnight instead of during working hours is your best guarantee of having your reports on hand when you get to your desk in the morning. This practice is particularly recommended for summary reports like the CINA and Summary Actuals that take longer to execute.
Use the narrowest possible parameters that get you the data you need – Broad parameters cause the system to have to work harder to return your results. The harder the system works, the longer it takes to get you your results.
Cancel any reports that have not completed within a full business day. Scheduled reports kick-off in the HDW after it comes up from its nightly data refresh, usually around 2am. The HDW comes down for its nightly data refresh at 9:30pm. If a report has not completed between the hours of 2am to 9:30pm, it will not complete within a business day. Because the HDW does not perform a data refresh over the weekend, it is possible to schedule a report to run over the weekend (start date = Friday night). If you have a report that does not complete within a full business day, cancel the report and contact the Help Desk. We will investigate the cause of the report not completing and find an alternate means of getting you your data, if necessary.
Delete report output that you’ve already printed or saved locally. Doing so frees up space on the server, which results in increased performance for everyone.
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