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Fiscal Year End Closing Schedule Reminder top
The end of the 2008 fiscal year is quickly approaching! Don't forget to check out the April 2008 e-News for the schedule of closing deadlines and submission information for FY2008 financial transactions! A printable list of the closing schedule is also available.
HR Release 20.0; PeopleSoft and HIRES Outage May 2-5 top
Due to HR Release 20.0, PeopleSoft and HIRES transmissions to PeopleSoft will be unavailable starting on Friday, May 2nd at 2:00pm (dependent on closing of the off-cycle payroll prior to 2:00pm) until Monday, May 5th at 8:00am.
As a reminder, as a result of the system outage, please be aware of the following early deadlines:
- Time & Labor reporting deadline for the week ending 5/3/08 will be Friday, May 2nd at 2:00 PM
- Absence approval deadline for absence requests through 5/3/08 will be Friday, May 2nd at 2:00 PM
Also, as you may already know, Harvard University is conducting the upcoming special Open Enrollment for those employees currently enrolled in plans other than Harvard Pilgrim or HUGHP and wish to make changes in PeopleSoft. Employees will be able to make their election changes using Self-Service between 5/8 and 5/21. All changes to the Medical elections will be effective 7/1/2008. For more information about employees eligible for this special open enrollment period, please see the Healthy Harvard section of the HARVie site.
In order to minimize the need for manual processing of benefits events by BSG, and reduce the risk of inaccurate enrollments, we would like to ask the TUBs to:
- Wait until after 5/23 to enter job data changes effective on or after 7/1. This includes all ASIP uploads.
- Refrain from making mass job data changes between 5/6 and 5/23, if possible (regardless of the effective date of the job change), and,
- Code before 5/6 all job data changes effective before 7/1 to ensure that employees see their latest eligibility reflected in the Self Service pages
For questions related to Open Enrollment, please call Paul Rizzi at 617-496-0755.
HRMS Updates: Enhancements to CREW HRMS and Changes to Objects in the Harvard Data Warehouse (DWHRPRD); and CREW HR REL 20.0 Outage top
CREW HR 20.0 Release Notes
CREW HR Release 20 will be deployed into production on 5/5/2008.
| Reports | ||
| Description | Modifications | |
| 1 | HRTRNDP220 – Departmental-Training Administration Profile |
New CREW HRMS report: This report is designed to display Training Administration information for employees who have training data in PeopleSoft’s Enterprise Learning module. The report will display primary job information only for active and terminated employees. If an employee does not have training data, they will not appear on the report. |
| 2 | BNHNWEE016 – Individual-Benefits Inquiry |
Modifications to CREW HRMS reports: These reports were modified to support structural changes made to existing DWHR database objects. There is no impact to the data or report structures. |
| 3 | BNHNWDP017 – Departmental-Benefits Inquiry |
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| 4 | BNRHSVC076 – Multiple Benefit Related Actions on the Same Effective Date |
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| 5 | BNRHSVC077 – Rehires with Break in Service |
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| 6 | HRSVCDP013 – Service Credit Report (Current of Historical) |
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| 7 | HRU55CI096 – Union Admin-Union Membership |
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| HR Data Warehouse (DWHRPRD) Objects | ||
| Description | Modifications | |
| 1 | • SBN_PS_BENEF_PLAN_TBL_V • SBN_PS_VENDOR_POLICY_V • SRVW_PS_HU_REVIEW_TRACK_SV • STRN_PS_COST_UNIT_TBL_V • STRN_PS_COURSE_TBL_V • STRN_PS_CRSE_SESS_DATES_V • STRN_PS_CRSE_SESSN_TBL_V • STRN_PS_HU_CR_SESSN_CST_V • STRN_PS_HU_EMPTRNG_COS_V • STRN_PS_TRAINING_V • STRN_PS_TRN_ALL_COST_V • STRN_PS_TRN_CATALOG_TBL_V • STRN_PS_TRN_EQUIP_TBL_V • STRN_PS_TRN_FACIL_TBL_V • STRN_PS_TRN_INSTRCT_CRS _V • STRN_PS_TRN_INSTRCT_TBL _V • STRN_PS_TRN_PROGRM_TBL_V • STRN_PS_TRN_VENDOR_TBL _V • STRN_PS_TRN_VENDR_CNTCT_V • STRN_PS_TRN_VENDR_PHONE_V • USR_JOBNOCOMP_PKG.SERVICE_END_DATE |
New objects: 21 database DWHR objects (20 views and 1 function) were created in the HR Data Warehouse and are available based on your security profile |
| 2 | • SBN_PS_BN_SNAP_JOB_SV • SBN_PS_BN_SNAP_PER_SV • SBN_PS_FLAT_RATE_TBL_V • OHR_PUBLCTN_MAILING_LABELS_V • PS_BN_SNAP_PLAN_SV • PS_BN_SNAP_TMP1_V • SBN_PS_VNDR_PLCY_CNTCT_V • LKP_DESC.BENEFIT_PLAN_ABBR • LKP_DESC.BENEFIT_PLAN_DESC |
Updates to objects: 9 existing DWHR database objects (7 views and 2 functions) were modified to:-address structural changes to existing PeopleSoft objects; -improve performance; -fix bugs; or -enhance functionality |
| 3 | • DEPT_BUD_ERN_D_VHU_PS_BENEF_PLAN_TBL_V • HU_PS_VENDOR_POLICY_V |
Dropped objects: 2 objects have been dropped and will no longer be available for ad hoc reporting. |
If you have any questions or concerns, please contact the UIS Helpdesk at 496-2001 or uis_helpdesk@harvard.edu.
Thank you,
The Harvard Data Warehouse and CREW Human Resources (Information Management Services) Reporting teams.
CREW HR reporting, ad-hoc & export outage for CREW HR 20.0 release
The CREW Human Resource reporting application, ad hoc reporting and exporting will be unavailable on Saturday, May 3rd through approximately 3:00 pm on Monday, May 5th in order to install the CREW HR 20.0 software release which corresponds to the PeopleSoft 20.0 release.
The ad hoc & export outage includes DWHRPRD, IMSUTS & DWHRHST.
CREW will be available for all other users including: Financial, Sponsored, Student Data Warehouse and CAPS.
If you have any questions or concerns regarding this message, please contact us via the UIS Help Desk at 496-2001 or uis_helpdesk@harvard.edu.
Thank you, The Harvard Data Warehouse and CREW Human Resources (Information Management Services) Reporting teams.
CREW HR 4.5 Release Notes
CREW HR Release 4.5 will be deployed into production on 5/19/2008.
| Reports | ||
| Description | Modifications | |
| 1 | PNHISEE048 – Pension Historical Report |
SSN removed from report. |
| 2 | HRJOBDP007 – Departmental - Job Profile (Post 10/01/2002 Data) |
Technical bug – display correct (most recent) Absence Group ID/Description in Absence Management Information section of report. |
If you have any questions or concerns, please contact the UIS Helpdesk at 496-2001 or uis_helpdesk@harvard.edu.
Thank you,
The Harvard Data Warehouse and CREW Human Resources (Information Management Services) Reporting teams.
Review Tracking Now Available in PeopleSoft top
Have you ever wondered if there was an easier way to track the completion of your school's or department's performance reviews? Well, now there is. Throw away your Excel spreadsheets and shadow databases!
Starting on May 5th, HR departments will have access to a new PeopleSoft form that will allow them to track completion of their employee's performance reviews. The types of review data that can be entered for an employee's specific job (employee record number) include:
- Review date
- Date review was received by HR
- Type of review (e.g., annual, mid-year, etc.)
- Rating model - several rating models are available, including tub-specific models
- Rating - based on the model selected, an employee’s score can be entered
- Manager who performed review (HUID)
- Next review date
- Checkbox to indicate if review was approved by HR department
- Checkbox to indicate if a bonus was recommended as part of the review
There is also an extract process that allows HR departments to extract their review along with job and compensation data for additional analysis and/or reports.
To learn more about this process, please visit the Eureka task page at: Eureka>Personnel Actions>Review Tracking. There you will find a detailed work instruction on this new form and extract.
PeopleSoft Course Registration Coming June 2nd top
Starting June 2, employees will be able to register for a courses offered by the Center for Workplace Development, Benefits, and Alumni Affairs (CAADS) using PeopleSoft Self Service.
Key Dates
The new PeopleSoft registration system will replace the HARVie registration system according to the timeline shown below:
Key Benefits
With the new PeopleSoft registration system, employees will be able to:
- View their training summary (enrolled and completed courses).
- Prior training history (as far back as 1987) will be converted from the legacy training registration system into PeopleSoft.
- View the number of open seats and the number of students that are waitlisted before registering for a course.
- Cancel their course registration online.
Registration Process
In moving to the new system, the key business processes for course registration have not changed. As it was with the HARVie registration system, these processes still apply:
- Employees will need to obtain a 33-digit department billing code from their manager before they can register for a course.
- Employees can elect to pay for a course by check.
- Enrollment for the Harvard Leadership Development Program will continue to be processed using the formal nomination process (employees cannot register for these courses via PeopleSoft Self Service).
- Late cancellation fees will apply to no-shows and those canceling enrollment less than 3 business days prior to the start day. Training and Support
To support employees in this transition, an online tutorial and job aid will be available in mid-May on the HARVie registration page. There will also be a link to a job aid within the PeopleSoft Self Service course registration page.
If you have questions or comments regarding the new PeopleSoft registration system, please email the Center for Workplace Development at training@harvard.edu.
Preview of CREW Financial Report Enhancements Coming in June top
In response to end-user requests, changes to three of CREW’s most frequently used reports are being released in the June 24th FINDINI 3.2.5 upgrade.
Given the volume and reliance on these reports and the proximity of the fiscal year end close, a preview of these changes is being provided in advance of the June e-News edition which will include the complete listing of changes, enhancements, and release outages dates.
Detail Listing and Detail Listing Lite
The implementation of Absence Management and new Vacation Object Codes in July 2007 resulted in an increased amount of data and complexity for Detail Listing users.
To make the data more understandable, this enhancement leverages and re-purposes the “Transaction Line Desc” column of the Detail Listing to display meaningful attributes and information about the payroll and fringe transactions:
- Show the earnings type code + description related to employees payroll paid-time-off (PTO)*
- Display meaningful/descriptive wording related to the vacation and fringe object codes that will allow users to better understand how they relate to one another (e.g. which fringe transaction goes with which payroll transaction).
(Example: current vs. enhancement)
* Note: Payroll detail at the person level, which is the level that displays this additional information, is available to those users who have the “P-flag” security access. For users who do not have this access, there will be no change to how the data is displayed.
Budget Variance report
The Fiscal Year, Start and End month date period parameters are being replaced with a single date parameter similar to the CINA Flex and other financial reports. This long-standing request will allow for data consistency with other reports and end-users can take advantage of CREW’s Scheduling and Request Group functionality (visit the CREW Tutorial on ABLE) to streamline reporting.
Caution: This change also means that currently scheduled Budget Variance report requests* must be modified (after the release on the 24th but before their next scheduled run) in order not to complete in error. To modify requests in a scheduled or schedule later status, from the CREW Home Page:
- Open Parameter Page by clicking on the scheduled report request “parameters page” icon (icon with the notepad and pencil immediately to the right of the “Date” column)
- Choose a date period, such as CFY to Last Closed Period (Click the “Save” button to save and return to Home Page)
Note: If a report request finishes in a status of error before there has been an opportunity to make the modification, click on the recycle/resubmit icon and navigate back to the parameter page to make the change and reschedule/resubmit the report request.
* Currently 151 end-users have scheduled Budget Variance reports. Prior to the release an e-mail will be sent to any users with scheduled Budget Variance reports as a reminder and to provide any assistance that may needed.
FY2008 Year-end Payroll Accruals top
The weekly payroll to be paid on July 11th and the bi-weekly payroll to be paid on July 18th include amounts for June 30th which need to be reflected in our FY08 salary expense. In order to accomplish this we will be booking accrual entries to reflect the salary expense associated with that day. The entries will debit the appropriate salary object codes and credit accrued expenses, object code 2190. The amount of the accruals will be estimated based on 1/5th of the amount paid for the period 6/22/08 – 6/28/08 for the weekly payroll, and 1/10th of the amount paid for the period 6/15/08 – 6/28/08 for the bi-weekly payroll and will be posted by individual employee. The accrual entries will then be reversed in July, resulting in only the July portion of the expense to remain in FY09.
Additional information on this process will be provided to the tub financial offices in mid-May. Please contact your tub’s office if you have any questions.
Cash Receipts Office Move May 12 top
A reminder that the Cash Receipts Office is moving to its new home on the Mezzanine Level at 1033 Massachusetts Avenue on May 12. This new space will provide a more secure environment than the Holyoke Center space and is only a short walk down the Avenue from Holyoke Center.
The last day Cash Receipts will be open for business in Holyoke Center is Friday May 9th. As of Monday May 12th, The Office will be open for business at 1033 Massachusetts Avenue. The Mezzanine Level is one floor above the front entrance level.
The main phone number 617-496-8332 will not change.
Checks/Correspondence: For departments that still want to drop off their checks or correspondence at Holyoke Center, a mail slot has been created in the 7th floor Mail Room. The Mail Room staff will not provide receipts for deposits; those will be sent out from Cash Receipts once the deposits have been processed. Please note that no cash can be brought to the Mail Room.
Cash: There will be no facility at Holyoke Center for cash deposits. The Cash Receipts Office is currently working on a Harvard Square solution as an alternative to 1033 Mass. Ave. We will provide more information once all the details have been worked out.
There has also been a shift in personnel:
Patricia DeVellis has taken over management of Cash Receipts, in addition to continuing to manage the Student Loans and Collections areas.
Ellen Kelly is the Cash Receipts Group Leader and is responsible for the daily operations of the department.
Cassandra Williams and Charles Zouras complete the Cash Receipts team.
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.