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Don't Forget the Fiscal Year End 2009 Deadlines! top
The end of the 2009 fiscal year is quickly approaching! Don't forget to check out the last issue of e-News for the schedule of closing deadlines and submission information for FY2009 financial transactions! A printable list of the closing schedule is also available.
HR Release 23 - PeopleSoft Availability and Enhancements: Some Spring Time Goodies! top
This weekend the PeopleSoft application will be upgraded. Here are the anticipated system outage dates and times and the list of PeopleSoft enhancements:
PeopleSoft Outage
Due to HR Release 23.0, PeopleSoft and HIRES transmissions to PeopleSoft will be unavailable starting on Friday, May 1 at 2:00pm (dependent on closing of the off-cycle payroll prior to 2:00pm) until Monday, May 4 at 8:00am.
Please note changes to the following deadlines as a result of the HR Release 23.0 outage:
- Time Reporting Deadline for the week ending May 2 is now Friday, May 1st at 2:00pm
- Absence Approval Deadline for the week ending May 2 is now Friday, May 1st at 2:00pm
Here is the list of PeopleSoft enhancements included in this release:
HR Data Related
Employees Can Acknowledge Confidentiality Agreement Using Employee Self Service
- What:
- New PeopleSoft functionality supports the use of the self-service feature for staff members to complete an acknowledgement of their responsibility to protect confidential information. The standard OGC and Security Officer-approved Confidentiality Agreement must be used in these cases and can be accessed by employees by navigating to: Employee Self Service>Confidentiality Agreement.
- Bottom Line:
- Schools/units can now direct their employees to electronically acknowledge Harvard’s standard Confidentiality Agreement via ESS. Employees who execute the agreement online are automatically updated to the License/Certificate tables in PeopleSoft with an accomplishment (license) of HUCONFID which can extracted in the Departmental-Accomplishments Profile (HON, LIC) report available in CREW.
Job Data Upload Now Available
- What:
- A new extract/upload process is now available for HR departments to modify employees’ Department, Location, Supervisor, Absence Management Group ID, and other job-related fields.
- The upload allows for either inserting a new effective-dated row or modifying an existing row (correcting)
- This role should be given only to those who have experience with extracting and uploading job data. Please contact you HR Authorized Requestor to the request the role: PS^HR^ALL^Job Data Upload Prcs.
- Learn More:
- Visit the Eureka task page to view detailed work instruction on this new extract/upload process: Eureka>Personnel Action>Process a Job Data Extract/Upload.
- Bottom Line:
- Departments can now update several employee job records at once instead of processing each record individually via the Job Data Change form
Payroll, Time Labor, Absence Management Related
Unapprove All Estimated Button Add to Approve Time by Group page:
- What:
- To reduce the number of clicks to unapprove employees’ estimated time, a new button has been added to the Approve Time by Group page. This button allows Time Approvers/Adjusters to uncheck all time in an Estimated status with a single click. Approver/Adjusters can then approve time in Needs Approval status and then click Submit without having to return to the page.
- Unchecking Estimated time (which sets it to Needs Approval) and then approving it is the only way to trigger the Approver’s/Adjuster’s HUID and timestamp to get recorded into the PeopleSoft audit table. While this is not a required control for SAS 112, some departments are implementing this as a “best practice.”
- Click Unapprove All Estimated.
- Click Approve in each Needs Approval checkbox (or click Approve All).
- Click Submit.
- Bottom Line:
- Fewer clicks to generate the HUID and timestamp audit trail.
The process for approving to generate the HUID and timestamp audit trail is:
PDF Version of the Overpayment & Underpayment Reports
- What:
- For purposes of documenting payroll controls, both the HU Possible Overpayment and HU Possible Underpayment reports automatically produce PDF versions in addition to the CSV files. For schools/units that require these to be printed and signed as part of their SAS 112 controls, the PDF version will contain the name of the report and report run date even if no data is returned.
- Note: When running these two reports, the output setting must be set to PDF in order to generate both the PDF and CSV. If set to CSV, you will get two CSV files.
- Bottom Line:
- Schools/units can now print a PDF version of the Overpayment and Underpayment reports for control purposes.
A New Report Available to Absence Administrators
- What:
- A new report, Balance Adjustment Report, has been created for Absence Administrators that identifies balance adjustments done through Global Payroll. The new report can be run either by the accrual calendar date the balance adjustment was targeted to or by the date the balance adjustment was entered.
- Bottom Line:
- Provides Absence Administrators a report that will identify any employees that had a balance adjustment targeted to a specific accrual calendar or adjustments processed on a specific date.
Terminated Employees Can Now be Included in the Absence Balance Report
- What:
- A new parameter option has been added to the Absence Balance Report that allows for Terminated and Retired employees’ balances to be included in the report along with active employees
- Uncheck the Exclude Terminated & Retired Employees to include these types in your Absence Balance Report
- Bottom Line:
- Schools/units can now view all of their employees (active, terminated, and retired) balances as of a specific date in a single report.
HR 23 Release - CREW Availability and Enhancements to CREW HRMS and Changes to Objects in the Harvard Data Warehouse (DWHRPRD) top
This weekend the CREW Human Resources Reporting Applications will also be upgraded. Here are the anticipated system outage dates and times and the list of CREW enhancements and changes:
CREW Human Resource Reporting Application Outage
The CREW Human Resource Reporting Application, as well as ad hoc reporting and exporting from DWHRPRD, IMSUTS & DWHRHST will be unavailable beginning at 8:00pm on Friday, May 1st (our usual down time in the evening) through approximately 1:00pm on Monday, May 4th in order to install the CREW HR 23.0 software release which corresponds to the PeopleSoft HR 23.0 release. The nightly HR data load from PeopleSoft into the Data Warehouse is cancelled for Friday, May 1 due to these installations.
CREW will be available for all other users including: Financial, Sponsored, Student Data Warehouse and CAPS.
CREW HR REL 23.0 Release Notes
CREW HR Release 23.0 will be deployed into production on 5/4/2009.
| CREW HRMS Reports | ||
| Description | Modifications | |
| 1 |
|
Structural changes where made to the underlying database objects that support these reports. There is no impact to the data or report structures. |
| HR Data Warehouse (DWHRPRD) Objects | ||
| Description | Modifications | |
| 1 |
|
These are new staging views in the database. |
| 2 |
|
Changes were made to these views.The following two columns were added: LASTUPDOPRID |
| 3 |
|
Modified the zone this view is granted to. It was previously granted to HDW_SEC_ZONE_SEC_TUB.Group ID is no longer masked. |
| 4 |
|
Modified the zone these views are granted to. It was previously granted to HDW^HR^TUB^Reports User. |
| 5 |
|
Modified the zone this view is granted to. It was previously granted to HDW_SEC_ZONE_AM_TUB. |
| 6 |
|
This view has been dropped from the database. |
If you have any questions or concerns, please contact the UIS Helpdesk at 496-2001 or uis_helpdesk@harvard.edu.
Thank you,
The Harvard Human Resources, Information Systems and Analytics Reporting team.
The Harvard University Budgeting System (HUBS): A "Universal" Budget Planning Tooltop
There has been major progress on the University's Enterprise Budget and Planning System (EBPS) Project over the past few months. The Project's primary scope is to implement the Oracle Hyperion System 9 Planning at Harvard. The project received approval to begin in March of 2008 and will extend until stabilization is complete in 2010.
Throughout last summer and fall , Local Implementation Managers have been working with the EBPS Project Team to finalize design and implemenation plans. This phase of the project focused on bringing the system to four schools: The Harvard Business School, Harvard School of Public Health, the Harvard Graduate School of Education and the Radcliffe Institute.
In November 2008, project participants were asked to select a name for the Harvard installation of the system. The name chosen is the Harvard University Budgeting System, or HUBS.
In December 2008, the four schools implemented the HUBS system and are continuing to utilize its dynamic reporting functionality and preformatted data entry webforms to modify their current budget and plan for FY2010.
For these Phase 1 schools, the HUBS project team is implementing monthly artifact releases. The most recent release took place on Friday, April 24, and the next release will occur on Friday, May 29th. Please note that there will not be an outage associated with that release.
Following the successful implementation of Phase 1, the Project is now moving into high-gear for implementation throughout the University. Phase 2 planning is being vigorously pursued at many of the schools, beginning with implementation in some of the local finance offices. The first school up will be the Graduate School of Design’s Tub Finance Office, which will go-live on HUBS in May. In mid-June, the Project will implement the reporting system at 10 additional Tub Finance Offices. More details on the project will be featured in future issues of the e-News.
To find out more, visit the EBPS Project iSite. If you are interested in looking at some of the user documentation and online simluations, visit Eureka, the Center for Workplace Development's Learning Management System.
Upcoming Releases top
FY2009 FINDINI Release Schedule
A significant upgrade to the financial applications, known as a "FINDINI release", is done every two to four months. Each upgrade introduces needed bug fixes, enhancements, and technical upgrades into Harvard's financial systems. Generally, releases are performed on weekends to assure maximum availability during the business week. Most outages occur from 6 pm Friday evening-6 am Monday morning.
Here is the FINDINI Release Schedule for the remainder of FY2009:
| Release Number | Dates | Notes |
3.2.8 |
6:00 pm Friday, June 19- |
CREW Financial Reporting Release included; CREW unavailable until Tuesday, June 23 |
The Oracle Financial Applications are:
| • General Ledger & ADI | • Electronic Shop and Pay (ESP) |
| • Budget Tool | • Harvard Crimson Online Marketplace (HCOM) |
| • Accounts Receivable | • Capital Project System (CAPS) |
| • Cash Management (CMRA) | • Chart Security Maintenance Application (CSMA) |
| • Accounts Payable | • Chart of Account Validator (CoA) |
| • Web Voucher | • Web Reimbursement |
| • Procurement Card (Pcard) | • Online Vendor Form |
HR Release 23
The next PeopleSoft and CREW HR Reporting releases are tentatively scheduled for the weekend of May 2-3, 2009. See details above.
CREW Reports
In addition to the CREW Financial Reporting and CREW HR Reporting releases which correspond with the FINDINI and HR releases listed above, changes and enhancements to new and existing CREW reports are also released monthly. This schedule is as follows:
| Release Number | Dates | Notes |
5.5 |
May 16-17 |
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5.6 |
June 13-14 |
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GMAS Releases
A release is currently under development for GMAS. The tenative release date is the weekend of May 9-10. Check future editions of e-News for more details.
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.