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PeopleSoft Release 24: System Availability and Release Details 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 24.0, PeopleSoft and HIRES transmissions to PeopleSoft will be unavailable starting on Friday, September 11th at 5:00pm until Monday, September 14th at 8:00am.
Here is the list of PeopleSoft enhancements included in this release:
Absence Management
Forecasting Now Available in Employee Self Service:
Employees now have the option to forecast their balance on the Absence Request page to assist them in determining whether they will have a sufficient balance at the time of a future-dated absence request.
Some key points when using the Forecast Balance tool include:
- When you use forecasting while requesting an absence, the absence is automatically saved. If you do not plan to take that forecasted absence, click the Cancel Request button at the bottom of the request page.
- Forecasting is only applicable to Vacation and Sick time
- Only available for absences that have a Start Date equal to or greater than the current date (e.g., if the absence Start Date is 1/25 and today’s date is 1/27, you will not be able to use the forecasting feature)
For complete details on the Forecast Balance tool, please visit Eureka at Eureka>Self Service (employees) >Time Reporting & Absence Mgmt>Report Absences.
Compensatory Time Balance is Now Displayed in Absence Management
Employees can now view their Comp Plan balances on the Self Service Absence Balance page. This enhancement makes it convenient for employees to view all of their time off balances within a single page. Two important things to note about this enhancement:
- Comp Balances are still managed within Time and Labor (employees must enter their Comp Time Earned and Comp Time Taken into their timesheet in order to bank time and take time off)
- Comp Time balances will continue to appear on the Timesheet page as they have prior to this enhancement
Enhancements to Absence Management Reports
The Vacation Accrued vs. Taken Report has been modified to account for future accruals and takes. This change to the report will allow managers to view a more accurate estimate of an employee’s balances.
With this modification, departments can now use this report to quickly identify employees who are not utilizing their vacation time which has implications to the department’s budget.
- Harvard Reports>Absence Management Reports>Vacation Accrued vs Taken Rpt
- New logic requires that the “Start Date” and “End Date” parameter values be within the same Fiscal Year (e.g. 07/01/09 – 06/30/10 is allowed, 01/01/09 – 12/31/09 is not allowed)
- The report run control page has a new checkbox labeled “Include Unprocessed Abs Events”; checking this box will populate the new “Unprocessed Vacation” column in the report output (described below)
- The report output has 5 new columns
- Balance As of MM/DD/YYYY: Individual employee vacation balances (in hours and including excess vacation) as of the run date of the report (note that this balance is not as of the begin date of the report itself)
- Projected Accruals: Projected value (in hours) of unprocessed vacation accruals between the start date and end date of the report
- Total Accruals: Aggregate value (in hours) of Vacation Accrued + Projected Accruals
- Unprocessed Vacation: If run control checkbox “Include Unprocessed Abs Events” is checked, this value is the aggregate (in hours) of all unprocessed vacation events (including excess vacation) between the begin and end dates where the event status is either “Submitted” or “Approved”
- Please note that the “Unprocessed Vacation” column will also include partially processed vacation events where a portion of the event is processed (and therefore calculated into the “Vacation Taken” column) and the remainder of the event is unprocessed (and therefore calculated into the “Unprocessed Vacation” column)
- Total Vacation Requests: Aggregate value (in hours) of Vacation Taken + Unprocessed Vacation
- The report output has 2 modified columns:
- Difference (Accrued-Taken): Calculated value = (Total Accruals - Total Vacation Requests)
- % Taken: Calculated value = (Total Vacation Requests / Total Accruals)
- The report output also displays the following disclaimers at the bottom of the page:
- *Future dated JOB rows are not included in these calculations. These may include, but are not limited to, changes to FTE or increase in years of service.
- **The Projected Accruals do not take into account employees who are at or near their maximum vacation balance.
- These screenshots display the updated run control page and report output with highlighted changes:
Time and Labor
Work Study Controls:
A new process will be put in place to move students in/out of work study based on information provided by the Harvard Student Employment Office (SEO). Please see the e-News article: Federal Work-Study Program Policy & Payroll Procedures for On-Campus Work-Study Employers & Payroll Personnel for more information
Just hit Enter (you no longer need to click Get Employees)
The following Time and Labor pages in Manager Self Service will be modified to execute a search upon hitting the Enter key instead of requiring the user to select 
- Adjust Time
- Compensatory Time
- Monthly Time Calendar
- Payable Time
- Payable Time Detail
- Payable Time Summary
- Timesheet
Human Resources
Capturing Race and Ethnicity in PeopleSoft
Changes made to the Integrated Postsecondary Education Data System (IPEDS) survey, which all postsecondary education institutions must complete annually, requires that Harvard pose a new two part question to employees regarding their ethnicity and race.
Prior to this requirement, employees needed only to designate a single choice to define their race/ethnicity. Going forward, employees will be asked whether or not they identify themselves as Hispanic (yes or no), and will then be asked to select one or more races to describe themselves (e.g., Pacific Islander and Asian).
Due to this new requirement, all of the hiring pages were modified and a new page was added to the employee Self Service pages.
New Page for Employees:
Starting on September 14, employees can update their ethnicity and race by navigating to: Self Service>Personal Information>Ethnicity/Race.
Employees should note the following about how their current data will appear on the new page:
- If an employee was previously marked as Hispanic, the answer to question 1 would be yes, and in the second part, no race selected
- If an employee was previously marked as Black or African American, the answer to question 1 would be no and in the second part, the race selected would be Black or African American
- If the employee was previously marked as “Not specified,” the answer to question 1 would be no, and in the second part, no race selected
HR Administrator Pages:
All of the PeopleSoft hiring pages (all Quick Hire forms) have been modified to capture the new ethnicity requirements for IPEDS. This also includes the HIRE form used in the HIRES application.
Training Administration Changes
The following enhancements have been made to PeopleSoft’s training enrollment and training summary pages:
- Eureka Online Courses: Employees are now able to launch Eureka online courses directly from the PeopleSoft course enrollment page (under the CWD category)
- Web Conference Course: Employees are now able to register for courses taught via WebEx (‘live” online courses) directly from the PeopleSoft course enrollment page (under the CWD category)
Job Code Extract/Upload
A new extract/upload process is now available to assist tubs/units in batch processing job code and business title changes associated with the Job Family Mapping Project as well as mass corrections of business title-only changes.
The Job Family Mapping Project is an effort by tubs/units to modify their current job code structure so that all employee job codes are aligned with the Compensation Benchmark Grids (each position on the Benchmark Grids corresponds to a unique job code in the PeopleSoft system). This project will result in employees being mapped to a new job code that more accurately captures the nature of their work. Using a new set of more distinct job codes will give Harvard the ability to better understand and manage the workforce in a variety of aspects.
Tubs/units can also use this process to update a large number of business title-only changes.
This new upload/extract will allow the tubs/units to quickly extract their employees current job code data, update the job code and/or business title on an Excel spreadsheet, and then upload it back into PeopleSoft.
Please contact your Authorized Requestor and request the following role PS^HR^ALL^Jobcode Upload Prcs to begin using this new process.
Visit the Eureka task page to view detailed information about the new PeopleSoft page at: Eureka>Personnel Actions> Process a Job Code Extract/Upload.
E-Verify Functionality Available in PeopleSoft
Important information for those departments who receive new federal contracts.
Beginning September 8th, 2009, departments who receive new federal contracts with the requirement to use the federal E-Verify system will need to verify the employment eligibility of employees assigned to these new contracts. This will be completed by the HR departments of the school that receives the new federal contract. In order for the University to accurately track and report on employees who have been run through the E-Verify system, a new functionality has been created on PeopleSoft. HR users who are responsible for completing the E-Verify checks will use PeopleSoft to record the date and verification number for each person verified.
- The E-Verify page in PeopleSoft can be used for both entering verification data on an employee and checking whether an employee has already been verified
- HR Departments must request security access to this page; it will not be automatically assigned to existing HR users. Please contact your HR Authorized Requestor to the request the role: PS^HR^ALL^EVFY^EVERIFY
For a quick overview of the government’s new E-Verify process (e.g., which employees are applicable, when does it need to be done, etc.) please review this quick reference: E-Verify Quick Reference.
Visit the Eureka task page to view detailed information about the new PeopleSoft page at: Eureka>Personnel Action>Update E-Verify.
Questions regarding Harvard’s compliance in using E-Verify may be directed to Bill Cain in Employment Services.
Federal Work-Study Program Policy & Payroll Procedures for On-Campus Work-Study Employers & Payroll Personnel top
Information can also be found in the On-Campus 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.
2009-2010 FWSP Dates, Wages & Forms
Dates: Monday, August 31, 2009 – Saturday, May 22, 2010
Wages:
Undergraduates: |
$9.50 -$12.50 |
Graduates: |
$9.50 - $18.15 |
Forms:
Undergraduate On-Campus Referral Form
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 change the default Workgroup from TEMPOTELG to: WSON-CAMP. 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 (undergraduates can find this information on my.harvard.edu and graduate students can speak to their 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.
Reminder: J-Initiator Plug-In Transitions to Java Runtime Environment (JRE) Plug-In in October top
As reported in last month's e-News, a change will be made to Oracle systems that will no longer require the J-Initiator plug-in. Users will use the Java Runtime Environment, or JRE plug-in, in place of the J-Initiator.
It is possible that users may already have the JRE installed on their computers right now. There are two ways to check to see if the JRE is currently installed on your workstation:
Method 1: Go to this website: http://www.java.com/en/download/help/testvm.xml. If the JRE is already installed on your computer, you will see an image similar to this:
Please be aware of the following:
- Even if you do have the JRE installed, the site may indicate you do not have the latest version. While Oracle will work correctly with any Java 6 version of the JRE, it is recommended that users have the latest version of the JRE installed on their workstations.
- You can follow the instructions on the site to download the JRE or the latest version of the JRE, but be aware that because installation requires that you have administrative rights to your desktop, you may need to request help from your local desktop support to assist in installing the plug-in.
IMPORTANT NOTE: If you decide to download the JRE, you may receive this dialog box asking if you would like to download the Bing Toolbar:
Central Administration users should NOT download the Bing Toolbar. Please uncheck the box before proceeding with the download.
Method 2: From your workstation, click on the Start menu, then choose Run. When the dialog box appears, type CMD and press Enter. Then type in “java –version” and it will give you the current version installed. The latest is 1.6.0_15. If you do not have the JRE installed, or would like to install the latest version, go to the URL above and follow the download instructions or contact your local desktop support department.
If you do have the JRE installed, you will not need to do anything when the change is made in October. If you do not have the JRE installed, you should download the plug-in or arrange to have it installed before the changover date in October, which is Monday, October 19.
Please note that if you do have the JRE installed today, you should not disable or uninstall the J-Initiator until users are officially notified that it is all right to do so after the October changeover.
Please send any questions regarding the JRE plug-in to the UIS Helpdesk at 617-496-2001 or via email at uis_helpdesk@harvard.edu.
Human Resource Reporting News: Enhancements and Changes to CREW HR Reports and HDW Database Objects top
CREW HR REL 24.0 Release Notes
CREW HR Release 24.0 will be deployed into production on 9/14/2009.
| CREW HRMS Reports | ||
| Description | Modifications | |
| 1 |
•BNRHSVC040 •BNRHSVC076 •BNRHSVC077 •CODCOUW034 •HRACCDP221 •HRACCDP222 •HRCMPDP020 •HRCMPDP217 •HRCMPEE019 •HRCOMOP057 •HRDIRDP004 •HRDIRDP006 •HRDIREE001 •HREMRDP037 •HREMREE036 •HRFINDP105 •HRJBMUL023 •HRJBMUL025 •HRJBMUL026 •HRJOBDA028 •HRJOBDA029 •HRJOBDA030 •HRJOBDA031 •BNRHSVC040 •BNRHSVC076 •BNRHSVC077 •CODCOUW034 •HRACCDP221 •HRACCDP222 •HRCMPDP020 •HRCMPDP217 •HRCMPEE019 •HRCOMOP057 •HRDIRDP004 •HRDIRDP006 •HRDIREE001 •HREMRDP037 •HREMREE036 •HRFINDP105 •HRJBMUL023 •HRJBMUL025 •HRJBMUL026 •HRJOBDA028 •HRJOBDA029 •HRJOBDA030 •HRJOBDA031 •HRJOBDP052 •HRJOBEE058 •HRSEROP066 •HRSTUDP210 •HRSVCDP013 •HRSVCDP014 •HRTRMDP038 •HRU55CI064 •HRU55CI065 •PNHISEE048 |
Structural changes where made to the underlying database objects that support these reports. There is no impact to the data or report structures. A database synchronization was made on each report due to the indirect impact of race and ethnicity object changes; H_Accounts were enabled. |
| 2 | •HRJOBDP005 |
Sync with database due to indirect impact of race and ethnicity object changes; H_Account enabled. |
| 3 | •HRJOBDP007 |
Sync with database due to indirect impact of race and ethnicity object changes; H_Account enabled. |
| 4 | •HRJOBEE003 |
Sync with database due to indirect impact of race and ethnicity object changes; H_Account enabled. |
| 5 | •HRTRMDP039 |
Sync with database due to indirect impact of race and ethnicity object changes; H_Account enabled. |
| 6 | •HRTRNDP220 |
Sync with database due to indirect impact of race and ethnicity object changes; H_Account enabled. |
| 7 | •HRU55CI096 |
Sync with database due to indirect impact of race and ethnicity object changes; H_Account enabled. |
| 8 | •HRXFRDP204 |
Sync with database due to indirect impact of race and ethnicity object changes; H_Account enabled. |
| HR Data Warehouse (DWHRPRD) Objects | ||
| Description | Modifications | |
| 1 |
•Race and Ethnicity Database Enhancements:
|
Existing ethnicity columns - ETHNIC_GROUP_CD, ETHNIC_GROUP_DESC and ETHNIC_GROUP_ABBR will be dropped. Data in these columns for the older rows will be converted to new columns below: ETHNIC_NSPEC_FLAG |
| 2 | •OHR_ETHNIC_GOV_CAT_V |
New view containing codes and descriptions of the government reporting categories for race and ethnicity. |
| 3 | •JOBCODE_TBL |
ADD HU_RANK to existing table |
| 4 | •LKP_DESCS.JOB_DESC50 | Drop this function |
| 5 | •PS_HU_OGB_PERSON •PS_HU_OGB_APPOINT •PS_HU_OGB_DOERMANN •PS_HU_OGB_DOCKETS •PS_HU_OGB_FACULTY |
Mapped tables to the HDW for the Office of the Governing Boards for use in ad hoc reporting; staging views have been named - SHR_%_V |
| 6 | •PS_DIVERS_ETHNIC |
Add 2 fields - LASTUPDOPRID and LASTUPDDTTM since we are rolling out ESS |
| 7 | •PS_HU_STUDENT_V |
Stop mapping this object |
| 8 | •SSN Consolidation |
DWHRxxx SSN Consolidation FINAL DROP OF ALL SSN Columns after replacing with SSN primary key |
| 9 | •SHR_PS_PERS_NID_V |
SSN Consolidation – remove view |
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.
September 2009 CREW Financial, Sponsored, CAPS, and Student Release Items top
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HUBS Wave 2 Implementation Update top
The project is well on track for the Wave 2 Planner Go-Live in November 2009. As we approach Go-Live, the project team has been working extensively with the Local Implementations Managers (LIMs) at each of the Tubs to ensure their business needs and expectations are met by HUBS. For more detailed information about current project implementation activities, please 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.
Upcoming Releases top
FY2010 FINDINI Releases
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.
The next FINDINI release, 3.2.9, is scheduled for October 19, 2009. Please see article 3 concerning the J-Initiator/JRE Plug-In transition and check future issues of e-News for more information.
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 |
CREW FIN Releases
The next CREW FIN release, 3.2.9, is scheduled for the weekend of October 16, 2009. A significant upgrade to the CREW financial reporting application or CREW application in general happens every two to four months and corresponds with FINDINI releases. Each upgrade accomplishes needed bug fixes, enhancements, and technical upgrades to the CREW environment. Most outages occur from 6 pm Friday evening - 6 am Tuesday morning. Please check future issues of e-News for more information.
HR and CREW HR Release 24
HR Release 24 is scheduled to be released September 12-14, 2009. See the Peoplesoft Release article for more information, and see the HRMS article for CREW HR details.
CREW Reports
In addition to the CREW Financial and CREW HR releases which correspond with the FINDINI and HR releases listed above, changes and enhancements to new and existing CREW reports are also released monthly.
- The CREW RPT 5.9 report release is scheduled for September 18.
GMAS Releases
- The new Letter of Credit module for GMAS is scheduled for release on September 27
- Release date for system-to-system (S2S) submissions to support the “FFATA” versions of Grants.gov forms TBD
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.