June 2007 previous issue back issues index by topic e-News home Contact us at: admin_systems_enews@harvard.edu or via the UIS Helpdesk at 6-2001 The Administrative Systems e-News is a monthly electronic newsletter for users of Harvard's financial, human resources, and reporting systems. Use the following links to view the recent eNews issues related to FY2007 Year-End Closing or Absence Management. Click the links below to learn more about ... CREW Data Refreshes During FY07 Year-End Updates to CREW HRMS Reports Absence Management Object Codes to be added to CREW Financial Reports in July Updates to University Desktop Standards About the e-News

CREW Data Refreshes During FY07 Year-End      top

In order to provide the tubs with more timely information during this fiscal year end, there will be two additional data refreshes to the Data Warehouse (HDW) on Sunday night, July 8th after the first June close and on Sunday night, July 15th after the second June close. This means that June journals entered after the 11 a.m. deadline on the Friday of the close and before 6:30 p.m. on Sunday night will be posted and reflected in CREW on Monday morning. Note that there will not be a data refresh on Sunday, July 22nd after the third close. Any journals entered after 11 a.m. on Friday, July 20th will be deleted.

Any regular invoice batches and invoice imports that have been processed by the Accounts Payable department from Friday to Sunday will also be uploaded on Sunday evening and reflected in CREW on Monday morning.

This means that users do not have to wait until Tuesday morning to get information on journals and AP invoices processed after 11 a.m. on Friday until 6:30 p.m. on Sunday after the first and second closes. Rather the data will be available in CREW on Monday morning.

JULY 2007

Due to the need for monitoring and support, not all weekday processes will be running over the July 7th and July 14th weekends. Here is what users can expect for weekend support:

Function	Saturday	Sunday	Comment
Helpdesk			Normal hours M-F, 8-6
CoA Web Validator
Budget Journal Entry/Post
Actuals Journal Entry (Manual, ADI, GL Feed)
Actuals Journal Post			Sunday at 6:30pm
Fringe/Overhead Allocations			Sunday after actuals post
Accts Payable Invoices			Whatever reg invoice batches and invoice imports that have been processed since the Thursday night load will be uploaded
AP Invoice Feeds & Payment Batches			New invoice feed files will be held for import on Monday
GL Batch Validator
Chart Security Maintenance (CSMA)			New CoA requests will be held and processed at 7am sweep on Monday
Accounts Receivable
CAPS Upload and Workflow			Processes will begin normal weekday schedule on Monday

indicates processes not running
indicates processes that are running

There are several things users should be aware of concerning the two weekend data refreshes:

• The Helpdesk will not be staffed over the weekends of July 7th and July 14th; therefore, users needing assistance over the weekend will need to wait until Monday to get resolution.
• If users submit a file to the General Ledger (GL) feed interface and that file fails to import due to file format or invalid code combination errors, they will not receive assistance with resolving the issue until Monday.
• Because CSMA will not be running, users will need to wait until Monday to enter any journals to values submitted to CSMA after the 5 p.m. sweep on Friday.
• Because the HDW first and second closes load processes need to run on Friday night, CREW will be available on Saturday 1-2 hours later than usual. Close to 4,000 scheduled reports will then begin processing. Due to the volume, the last scheduled report will not have completed until approximately noon (at which point any requests initiated that morning will begin processing), so users requiring report output to do weekend work should plan accordingly. The CREW application and the DWCENPRD ad hoc environment will be available throughout the weekend.

Check the FY07 year-end financial reporting website (http://vpf-web.harvard.edu/ofs/frds/fy07_ye.shtml) for more details on reporting availability, tips/tricks, and a summary of other improvements that the FSS and HDW teams have put in place to streamline year-end reporting.

The May 2007 Administrative Systems e-News issue detailing the FY2007 year-end closing deadlines has been updated to now include information about these additional CREW data refreshes.  To view the updated version, go to http://vpf-web.harvard.edu/training/enews/html/2007-05.html.

Updates to CREW HRMS Reports      top

The following CREW HRMS reports have been updated or modified as follows in response to user requests.

Absence Management Object Codes to be added to CREW Financial Reports in July      top

FAD Systems Solutions will be offering training and communication to users in July and August identifying the impact of Absence Management object coding on the four most heavily used Financial and Grants Management Reports:

• the Detail Listing
• the Detail Listing LITE
• the PER
• the Monthly Salary Certification

Details of the impact on each of these reports will also appear in the July edition of eNews. Please contact Shannon Connell (shannon_connell@harvard.edu) for more information.Updates to University Desktop Standards

Absence Management Object Codes to be added to CREW Financial Reports in July      top

FAD Systems Solutions will be offering training and communication to users in July and August identifying the impact of Absence Management object coding on the four most heavily used Financial and Grants Management Reports:

• the Detail Listing
• the Detail Listing LITE
• the PER
• the Monthly Salary Certification

Details of the impact on each of these reports will also appear in the July edition of eNews. Please contact Shannon Connell (shannon_connell@harvard.edu) for more information.

Updates to University Desktop Standards      top

An updated version of the University Desktop Standards document has been posted to ABLE at http://able.harvard.edu/other/DesktopStandards.pdf. The new version includes the addition of iProcurement in the Financials and standards for the Student Information Systems. 

About the e-News   top

The Center for Workplace Development publishes this electronic newsletter for users of Harvard University's financial, HR, and reporting systems, policies, and procedures. The e-News is generally published on or around the 15th of each month.

It contains:

• updates on projects underway to build or improve University administrative systems;
• information about new University policies, procedures, and forms;
• reminders about upcoming deadlines and cut-over dates;
• tips and tricks for working more easily or productively.

We welcome questions and suggestions for improvement from readers. If your questions are of general interest, we will answer them in future issues.

Please send comments, questions, or suggestions for improvement by email to us at: admin_systems_enews@harvard.edu.

For information about subscribing or unsubscribing to the eNews notifications, visit our who gets the eNews page.