June 2009 previous issue back issues index by topic e-News home About the e-News 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. Systems Updates & Enhancements FINDINI Release-Oracle Financials System Outage Information GMAS Release 1_21 Details EBPS/HUBS Project Update: 13 Units Now Live with HUBS Financial Reporting Reminder about Form Submissions in CAPS Upcoming Releases Human Resources Reporting News: HARVie links, HR data dictionary, and Race and Ethnicity Changes in the Data Warehouse CREW Scheduled Report Requests – Check Scheduled "Until" Dates Fiscal Year-end Reminders Final Chance to Check Your Fiscal Year End 2009 Deadlines! FY End Best Practice Reminder-Logging Out of Oracle Financial Applications Absence Management Year-End Reminders Be Sure to Monitor Your Fiscal Year End Appointment End Dates Preparing for FY10 Reminder about the Annual Salary Increase Process FY 2010 Reminder about the Costing Copy Process Federal Work-Study Program Policy & Payroll Procedures for On-Campus Work-Study Employers & Payroll Personnel

FINDINI Release-Oracle Financials and CREW System Outage Information     top

The University's financial systems will be unavailable from 6:00pm Friday, June 19th until 6:00am Monday, June 22nd to accommodate a scheduled release. CREW will be unavailable from 8:00pm Friday, June 19 until noon, Monday, June 22.

The Oracle Financial Applications are:

PeopleSoft users please note: the PeopleSoft system will not be able to perform costing validation against the GL Validator due to the Oracle Financials system outage.

Final Chance to Check Your Fiscal Year End 2009 Deadlines!  top

Be sure to check out the fiscal year-end 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.

FY End Best Practice Reminder-Logging Out of Oracle Financial Applications        top

A reminder to everyone that as year end processing continues, the demand on the system is heavy. A potential result of heavy system usage are some system slowdowns that impact the time it takes to process transactions.

The best way to ensure adequate systems resources is to remember to ‘logoff’ when you are finished with your work. See the instructions on logging out for more information.

For WebVoucher you should use the symbol that looks like an arrow pointing to an open door. If you use the 'x' box in the corner the system holds your connection in the background which may limit the available connections.

See the FINDINI article above for the list of Oracle financial applications. Your assistance in logging off of Oracle financials is greatly appreciated by FAD Systems Solutions and your colleagues throughout the University who are processing financial transactions!

Absence Management Year-End Reminders        top

For all Absence Reporters:

All time off taken through June 27, 2009 should be reported in the Absence Management system by the end of day on Wednesday, June 24. Please take a moment to make sure that your time-off has been accurately reported for the past year. Please see your local Absence Adjuster or Absence Administrator for any missing time-off outside the allowable reporting range.

For all Absence Approvers, Adjusters and Administrators:

All reported paid time off for FY 2009 through June 27, 2009 must be approved by 3:30 pm on Thursday, June 25. This will ensure accurate reporting of the University's vacation liability as we close out the year. Please take a moment to review any new or outstanding requests and take the appropriate action. Your timely adherence to this request is much appreciated.

Be Sure to Monitor Your Fiscal Year End Appointment End Dates  top

As was done last year, the Auto Term process for 6/30/2009 terminations will be run on Saturday, 6/27/2009 due to the high volume of employee records that have a 6/30/2009 appointment end date.

Tubs/units should monitor their upcoming appointment end dates and ensure that those with a 6/30/2009 date that are going to be extended have the new appointment end date inserted before the 6/27/2009 process runs.

Schools/units can use the Auto Term Extract and Upload in PeopleSoft to extend employees whose appointments will be extended. Appointments can also be monitored by running the CREW report HRTRMDP038: Departmental - Term Appointment

• In cases where an employee has been auto-termed in error, you must contact your Customer Relations Team cluster to have the termination row removed to reinstate the employee.
• When using the Auto Term Extract, if you leave the Employee Classification field blank, the extract to will exclude: ‘C’ (Temporary Academic), ‘D’ (Temporary Student), and ‘T’ (Temporary Staff). To extract these classifications, you must enter them as parameters in the Employee Classification field.

Reminder about the Annual Salary Increase Process FY 2010  top

Below are the key dates and points for this year’s Salary Increase Process (SIP)

* Administrative Professionals

• Check with your local Finance Office/HR Office in addressing whether you should upload a No Change row (NOC) or exclude those not getting an increase from this year’s process.
• To use the NOC reason code, change the reason in the SIP template and NOC and make sure there is no dollar amount or percentage in the Proposed Increase Amount or Proposed Percentage Increase Amount fields.

Key Points

• Remember to notify your tub’s/unit’s transaction processors about your blackout period when you are processing your SIP extract and uploads.
• Do not upload SIP files when payroll is open on Tuesdays
• Be sure to download the latest version of the SIP template

Reminder about the Costing Copy Process     top

This year’s costing copy process was run on Sunday, June 14th with the new FY 2010 costing rows available in PeopleSoft this past Monday, June 15th. The FY 2010 costing rows have been inserted with a 07/01/2009 effective date. For tubs/units, this means:

• Existing Employees
• Any changes to an employee’s costing occurring between June 15th and June 30th will need to be updated to the employee’s FY2010 costing row. Make sure to choose the Override Future Costing radio button in the Job Data Change form to ensure the FY 2010 row is updated. If you fail to update the employee’s FY 2010 costing it will reflect what was copied on June 14th.

• New Hires, Rehires & Transfers
• For any new hires, rehires and transfers being processed with an effective date between June 15th and June 30th, you will need to add their FY2010 costing as only the FY 2009 row will be created via the hire process. Failing to add the FY 2010 costing will result in the employee’s costing getting charged to the department-level costing starting on 07/01/2009. To add the FY 2010 row, you can:
• Use the Department Budget Table and Add a New Value for the employee – make sure to indicate 2010 for the Fiscal Year field value
• Use the Costing Upload process – indicate FY 2010 in the Excel spreadsheet
• Use the Job Data Change form with an effective date of 07/01/2009 – this will automatically create a costing row for FY 2010

For more information, please visit Eureka at: Personnel Actions>Update Costing.

Federal Work-Study Program Policy & Payroll Procedures for On-Campus Work-Study Employers & Payroll Personnel    top

Information can also be found in the Employers section of the Student Employee Office (SEO) website: www.seo.harvard.edu

Confirming Federal Work-Study Eligibility:

Administrators hire students one of two ways: using the “Quick Hire Form” in PeopleSoft or creating an Appointment in Asperin. Both of these systems now have a newly created Time & Labor Workgroup for on-campus work study:

• Peoplesoft: WSON-CAMP – On Campus Work Study
• Asperin: HU Student – On Camp Workstudy (Job Code: 704030)

Previously, all work-study eligible students were grouped together with other student temps and temporary employees in the TEMPOTELG T&L Workgroup, allowing non work-study students to report work-study earnings. The newly created On-Campus Work-Study T&L Group will restrict the Work Study Time Reporting Code (WST) to FWSP eligible students only.

Students eligible for FWSP will need to be enrolled in the T&L Work Study On-Campus Work Study Workgroup by the Student Employment Office in order to be able to report WST in Time & Labor. FWSP eligible students are only enrolled in the On-campus Work Study T&L Group once an online referral form is submitted to, and approved by, the Student Employment Office.

Oftentimes administrators and students overlook the online referral form requirement for the Federal Work-Study Program (FWSP). Many students think they are eligible for work-study when in fact, they are not. As an employer, the referral form is your only confirmation prior to hiring them into the payroll system. The referral form verifies a student’s eligibility, as determined by each student’s financial aid office.

The On-Campus Referral Form is a federal requirement and a requirement in the University-wide audit. It is a requirement for every student, undergraduates and graduate students alike, hired and paid with work-study earnings. Please make sure you have submitted a referral form and received the confirmation e-mail for every student for whom you hire with WST coding. Besides providing important information about the student and their FWSP award, it plays a crucial role in the annual University-wide audit.

Employers should complete the online on-campus referral form with the student they intend on hiring under the Federal Work-Study Program. Upon submission of the online referral form, the SEO will send an e-mail notification to the employer and employee verifying the eligibility status and earnings ceiling for the academic year.

Please note: Graduate students are now required to complete an online referral form instead of the paper referral form, which was used during the 08-09 academic year.

Summer 2009 FWSP Dates, Wages & Forms

Undergraduate Students:

Dates: Monday, June 8 – Saturday, August 29
Pay Rate: $9.25 -$12.15 (range)
Undergraduate On-Campus Referral Form

Graduate Students:

Dates: Monday, June 8 – Saturday, August 29
Pay Rate: $9.25 -$17.65 (range)
Graduate On-Campus Referral Form

Hiring Procedures:

Once you have received the e-mail confirmation that the employee is eligible for FWSP, you can process the hire form in PeopleSoft or Asperin (if FAS).

PeopleSoft Student Quick Hire process:

The Quick Hire form now has an additional Workgroup code for the 700030 Temporary Harv Student OT Elig job code. So in addition to checking the Work Study Student? checkbox and adding the WST row of costing, you must:

When hiring a student that is not eligible for FWSP, leave the Workgroup set to the default value of

TEMPOTELG.

Asperin New Appointment Process:

To hire a student, follow the normal path in Asperin for new appointments:
Actions-->Appointment-->New Appointment.

When hiring a Federal Work-Study student, select the HU Student – On Camp Worktudy group from the drop down menu.

To ensure that students are properly placed on Work-Study and the employer's share is charged to the correct account, on-campus employers (those having access to the University payroll system) should charge 100% of the student's wages to:

Employer's Tub, Org, Fund, Activity, Sub-Activity, and Root.

The proper FWSP object codes are:

0139 for Term-Time
0147 for Summer (includes wages + fringe)

In Asperin, the object code will default to 6110 when hiring the student. lf the student is eligible for the Federal Work-Study Program, the work-study time type (WST) should be selected when adjusting time in Peoplesoft.

Payroll Procedures:

All student employees are paid by the hour and must report the hours they work. Different departments manage time reporting in different ways, and the student's supervisor is responsible for telling students how they should enter hours for their job(s). The hours should be entered with a time type WST, rather than REG. This will flag the hours as part of the FWSP and coding will be adjusted appropriately.

At the end of each month, the payroll system automatically splits the gross wage, charging 30% (plus 8% FICA and workers’ compensation during the summer) to your department’s fund number and object code 6110 (term-time) or 6120 (summer). The remaining 70% is charged to the FWSP fund number 100005.

To meet the federal requirement that FWS students make "satisfactory academic progress," the University has limited the time students can work to 20 hours a week while classes are in session and 40 hours a week during vacations. There is no compensation for sick days or legal and religious holidays. Finally, students may not earn more than their earnings ceiling which is determined by the Financial Aid Office.

(Please note, it is the employer’s responsibility to monitor the amount that a student has earned and if he/she earns more than the ceiling, anything earned over the ceiling will be journalled back to the department).

Please note that if there is not a referral form on file, the SEO cannot use federal funds to cover the wages of a student and will be forced to journal any wages back to the departmental budget directly.

The SEO receives a monthly wage report of all students paid on work-study object codes and must determine which students are eligible for work-study. Incorrectly charged wages present many problems for financial aid offices and those responsible for federal reporting.

Department administrators should run the weekly Cost Center Register by EE in Peoplesoft to ensure that hours were charged to correct time type and 33-digit code. The weekly payroll register is available on Wednesdays and also provides administrators with the ability to track student’s earnings to ensure they don’t earn above the Federal Work-Study earnings ceiling.

If any discrepancies are found on the report, corrections should be made the department to correct the incorrect charge. Adjustments can be made directly in the Adjust Time screen in Peoplesoft, by correcting the time-type or overriding the costing if the change is made within 30 days. If making an adjustment past 30 days, a journal can be processed to charge the wages to the correct coding.

Please do not hesitate to contact us at (617) 495-2585 if you have any questions about the Federal Work-Study Program procedures. A wealth of information about the work-study program procedures is available on the Student Employee Office website.

Human Resources Reporting News: HARVie links, HR data dictionary, and Race and Ethnicity Changes in the Data Warehouse    top

CREW LINK NOW AVAILABLE IN HARVIE

ENHANCEMENTS AND CHANGES TO HRMS CREW AND DATABASE OBJECTS

DID YOU KNOW...

...there is an HR data dictionary available in Eureka?

• The path is: http://eureka.harvard.edu>HR Reporting>HR DW Ad Hoc Reporting
• This is a link to an Excel file labeled HR Data Dictionary (Excel Version) off to the right under Work Instructions. This is the data dictionary for objects representing job and employee data in the HR HDW (DWHRPRD).
• If you have questions regarding a certain object or where to find a piece of information, please contact the Help Desk at 6-2001 and press 6. Ask the attendant to log a Remedy support ticket with the Problem Short Description of HR Data Dictionary and assign it to the Assigned to Group = HHR Reporting. A member from the ISA Reporting team will get back to you to assist.

...Race and Ethnicity changes will be made to the HR Data Warehouse (DWHRPRD) and CREW HR?

• Please follow the links to documents that describe the changes to and impact to the HR data model. If you are interested, we recommend reading the documents in the following order:
1. Race and Ethnicity Business Purpose.doc
2. Race and Ethnicity Overview.xls [contains multiple worksheets]
3. Race_and_Ethnicity_Updates.xls [contains multiple worksheets]
4. CREW HR reports impacted.doc
• Changes will be available in production with HR Release 24, September 15, 2009
• If you have questions regarding a certain object or where to find a piece of information, please contact the Help Desk at 6-2001 and press 6. Ask the attendant to log a Remedy support ticket with the Problem Short Description of HR Data Dictionary and assign it to the Assigned to Group = HHR Reporting. A member from the ISA Reporting team will get back to you to assist.

Thank you,
The Harvard Human Resources, Information Systems and Analytics Reporting team.



CREW Scheduled Report Requests – Check Scheduled “Until” Dates     top

When you schedule a report request to run on a periodic basis, you are given the option to specify how long into the future you want the report to run. If you don’t specify a date, CREW will automatically default the “Until” date to be three years from the initial schedule date.

If you scheduled your report requests a while back, you should check its scheduled “Until” date and extend it, if you want to continue having the report run.

Extending the schedule “Until” date will take just a moment:

• Click the “clock” icon next to your scheduled request
• The schedule page will open with the radio button bullet highlighted on the schedule chosen for the request
• A new default date of three years from “today” is automatically populated in the “Until” date field
• Click the “Save” button and you are good to go for three years

Checking your scheduled requests periodically is a good idea. Eliminating reports you no longer really need reduces traffic in the system and allows all reports to run more efficiently. Plus, getting rid of clutter on busy Home Pages always feels good.



GMAS Release 1_21 Details     top

Release 1_21

Enhancements are on the way for the American Recovery and Reinvestment Act (ARRA). On June 27 GMAS will be updated with these new features:

• Flag awards funded by ARRA
• Search for ARRA proposals and/or awards
• Facilitate subrecipient reporting with new data fields:
• Federal applicant type for subcontractor organizations
• Applicant congressional district for subcontractor organizations
• Primary performance site and performance site congressional district for subcontracts

Recently released features complete the known ARRA requirements for GMAS:

• Flag proposals submitted in response to ARRA
• Schedule quarterly financial reports for ARRA awards

The FSS Sponsored Team continues to engage with business partners to identify new requirements as information from the government becomes available.

GMAS Outage Information

GMAS will be unavailable from 10:00 PM on Friday, June 26, until 6:00 AM on Monday, June 29, for the installation of Release 1_21.

Future Releases

Ongoing efforts for the new Letter of Credit module and the Federal Funding Accountability & Transparency Act are described in last month’s eNews.

Questions?

For more information regarding above contact Andrew Malone.
For help using GMAS contact the help desk at contactgmas@harvard.edu.
For details on releases to date see the Release Notes.



EBPS/HUBS Project Update: 13 Units Now Live with HUBS Financial Reporting     top

June is an important month for the Enterprise Budget and Planning System (EBPS) Project. On Wednesday, June 17th, the following 13 units went live with HUBS Reporting:

• Harvard Real Estate Services (HRES) Tub Finance Office
• Harvard Divinity School (DIV) Tub Finance Office
• Faculty of Arts and Sciences (FAS) Central Finance Office
• Harvard Kennedy School (HKS) Tub Finance Office
• Harvard Law School (HLS) Tub Finance Office
• Harvard Medical School (HMS) Tub Finance Office
• School of Engineering and Applied Sciences (SEAS) Tub Finance Office
• The Joint Center for Housing Studies (JCHS) Tub Finance Office
• Arnold Arboretum (ARB) Tub Finance Office
• Harvard University Art Museums (HUAM) Tub Finance Office
• Select departments in Central Administration (FSS, AAD, President’s Office)

The rest of the Wave 2 Tub Finance Offices and all Wave 2 local Planners will go live in Winter 2010.

To find out more, visit the EBPS Project iSite. If you are interested in looking at some of the user documentation and online simulations, visit Eureka, the Center for Workplace Development's Learning Management System.



Reminder about Form Submissions in CAPS     top

As a reminder, the deadline for submitting all CAPS forms through the CAPS Automated System was Friday, June 5th. Any forms submitted after this date will be held in a queue and will be processed for FY10 when the CAPS system re-opens for approval on Wednesday, July 1st. Please contact CAPS with any questions.



Upcoming Releases     top

FY2009 FINDINI Release Schedule

A significant upgrade to the Oracle 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- 6 :00 am Monday, June 22	See details above

The Oracle Financial Applications are:

• General Ledger & ADI	• Electronic Shop and Pay (ESP)
• Budget Tool	• Harvard Crimson Online Marketplace (HCOM)
• Accounts Receivable	• Capital Projects Services (CAPS) Automated System
• 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 24

The next PeopleSoft and CREW HR Reporting releases are tentatively scheduled for the weekend of September 12-14, 2009. See future editions of e-News for more information.

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. Check future issues of e-News for FY2010.

GMAS Releases

See the details concerning GMAS Release 1_21 above.



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.