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PeopleSoft Release 25

Due to HR Release 25.0, PeopleSoft and HIRES transmissions to PeopleSoft will be unavailable starting on Friday, December 4th at 5:00pm until Monday, December 7th at 8:00am.

The following enhancements will be available in PeopleSoft as of Monday, December 7th:

Absence Management Updates

Reports

• Absence Balance Summary Report Modifications
• Absences Historical & Planned Report Enhancement

Pages

• Adjust Absence Balances Page Modification

Absence Balance Summary Report Modification:

• Harvard Reports>Absence Management Reports>Absence Bal Summary Rpt (HUC)
• Report logic corrected to only return employees enrolled in Absence Management at any point between the "Start Date" and "End Date" of the report
• Report logic corrected to only return employees based upon the user's current Absence Group security
• The report run control page has 1 modified checkbox and 1 new checkbox:
• Exclude Employees not in Absence Group(s) as of End Date:
• If the checkbox is unchecked: Report will include all employees who were under the user's current Absence Group security at any point between the Start and End Dates of the report
• If the checkbox is checked: Report will exclude all employees outside the user's current Absence Group security as of the "End Date" of the report
• Exclude Terminated & Retired Employees as of End Date:
• If the checkbox is unchecked: Report will include all employees who otherwise qualify for the report regardless of employee status
• If the checkbox is checked: Report will exclude employees with a job status = Terminated, Retired or Deceased where the job effective date is < or = the "End Date" of the report
• The report output has 2 new columns
• Balance As of Date (to the right of Starting Balance column): This is the Starting Balance As of Date value. It will default to the "Start Date" of the report unless the employee was within the user's current absence group security for a time period > the "Start Date"; in this case the Starting Balance As of Date value will represent the day that the employee joined the user's absence group
• Balance As of Date (to the right of Ending Balance column): This is the Ending Balance As of Date value. It will default to the "End Date" of the report unless the employee was within the user's current absence group security for a time period < the "End Date"; in this case the Ending Balance As of Date value will represent the day that the employee left the user's absence group
• These screenshots display the updated run control page and report output with highlighted changes:







(click image to enlarge)

Absences Historical & Planned Report Enhancement:

• Harvard Reports>Absence Management Reports> Absences(Historical & Planned)
• Employees no longer enrolled in Absence Management will no longer be returned
• Employees who are no longer enrolled in Absence Management, but were enrolled anytime between the Start Date and End Date specified in the run control will still display
• Report can now be filtered when Return Employees without Absence Events within this range is selected
• Report can be filtered on Absence Type, Paygroup, and FLSA Status
• When Absence Type is selected in conjunction with Return Employees without Absence Events within this range, the report will return employees who have NOT had the absence type within the Start and End date entered in the run control

Adjust Absence Balances Page Modification

• Global Payroll & Absence Mgmt>Payee Data>Maintain Absences>Adjust Balances>Absences
• Excess Vacation and Longer Service Awards will no longer be available for selection on this page
• All balance adjustments for these award types must be made on the Assign Accruals and Takes Page
• Global Payroll & Absence Mgmt>Payee Data>Maintain Absences>Assign Accruals and Takes
• Information on how to Adjust Balances on the Assign Accruals and Takes page can be located on Eureka under the Work Instructions entitled 'Termination Process'
• http://eureka.harvard.edu/Eureka/jobaids.cfm?categoryID=179

Time and Labor Updates

Reports

• HU Payable Status Report Enhancement

HU Payable Status Report Enhancement

• Time and Labor>Reports>HU Payable Status Report
• Two new filters have been added to the run control page of the report: Time Reporting Code and Workgroup






• The Time Reporting Code filter, when entered, will only return those employees who have Payable Time matching the TRC entered
• The Workgroup filter, when entered, will only return those employees who are in the Workgroup specified
• These filters may be used in conjunction with each other or with the additional filters on the run control page

Payroll Updates

Reports

• New Report: Additional Payment Cost Center Register

Search Page Change

• Payline Transaction Form Search Page Modification

HU Payable Status Report Enhancement

• Harvard Reports>Payroll Related>Addl Payment Cost Center Reg
• Summary of Report Logic:
  • Returns payroll transactions generated from the Additional Pay page
  • Returns transactions that are added directly to a calculated payroll via payline
  • Excludes regular earnings transactions from Job Data for salaried employees
  • Excludes Time & Labor earnings transactions for hourly employees
  • Excludes Absence Management earnings transactions for salaried employees
• Report Run Control Page:
• Pay Run ID:
• Populate this field with an on-cycle Pay Run ID to return all qualifying transactions within the on-cycle payroll run
• Check Date Range:
• Populate the "From Date" and "To Date" with a check date range to return all qualifying transactions (on and off cycle) with a check date value within the range
• To limit the "From Date" and "To Date" transaction selection to off-cycle checks only, check the "Off Cycle Checks Only" box
• Note: All Off Cycle Checks are keyed to the payline manually; therefore, all off cycle check transactions will appear on Addl Payment Cost Center Register
• Note:Users must choose the Pay Run ID option OR the Check Date Range option
• Departments (optional): Populate the Department field(s) to limit the report data to the selected departments only
• Paygroups (optional): Populate the Paygroup fields(s) to limit the report data to the selected paygroups only
• Report Output:
• Output is very similar to the existing Cost Center Register and Off Cycle Cost Center Register and includes a Paygroup Earnings Summary along with Employee level detail
• "Total" Columns: Returns the TOTAL gross and net pay from the whole check
• "Other" Columns: Only returns the individual earnings codes that qualify as "Additional Pay Transactions" (see Report Logic section above)
• "Costing" Columns: Returns the full costing distribution for all earnings codes that appear in the "Other" column
• Note: If the total payroll transaction is comprised of an earnings code (or codes) where a portion of the of the payment qualifies for the "Other" column and a portion does not, the total costing distribution for earnings code is still displayed
• These screenshots display the run control page and sample report output:







(click to enlarge)

Payline Transaction Form Search Pages Modifications:

• Harvard Processes>Entry/Forms>Payline Form - Prepare
• Harvard Processes>Entry/Forms>Payline Form - Approve
• Harvard Processes>Entry/Forms>Payline Form - Submit
• "Sequence Number" field added to the Form Search Page
• "Paygroup" field added to Search Page Results




(click to enlarge)

HR Data Related

New SAS 112 Report Available

A new report, the Job Pay Change Report, has been created, to assist tubs/departments with their SAS 112 compliance reporting. The report was created for tubs/units that have a large volume of transactions and find the Personal Action History (PAH) report contains too many non-control related actions. The Job Pay Change report captures actions where either the employee's pay has changed on their job record or the action was hire (HIR), rehire (REH), termination (TER) or retirment (RET).

Below is the report parameter (run control) page with some key features identified.

(click to enlarge)

Tubs/units that run the Job Pay Change Report do not need to run the PAH; the new report meets the control objective outlined in Harvard's SAS 112 requirments. Like the PAH, the department administrator (someone other than the person who initiated the payroll transactions) who reviewed the transactions on the Job Pay Change Report should sign and date the report and file for safekeeping.

Modification to Personnel Action History Report

Changes have been made to the Personnel Actions History (PAH) report's parameters page (run control). Like the Job Pay Change report's parameters page shown above, user running the PAH can run the report by either Effective Date or Action Date, create a custom sort, and exclude selected paygroups. (see descriptions above)

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CREW HR Release 25

The CREW HR 25.0 Release is scheduled for December 5-7, 2009.

The CREW Human Resource Reporting Application will be unavailable beginning at 8:00pm on Friday, Dec. 4 (the usual down time in the evening) through Monday, Dec. 7 mid-afternoon. Ad hoc reporting & exporting from DWHRPRD, DWHRHST & IMSUTS will also be unavailable during this time.

The nightly PeopleSoft data load to the Data Warehouse is cancelled for Friday, December 4 due to the PeopleSoft HR 25.0 release that is also being installed.

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Financial Administration (FAD) 2009/2010 Winter Recess Schedule

The University will be in recess from 12:00 pm Thursday, December 24, 2009 until Monday, January 4, 2010.  Please review the following for special processing deadlines, cutoff dates, and system and support availability, leading up to and throughout the winter break.

Financial and Sponsored systems/applications will be up during winter recess; however, transactions will not be posted to the General Ledger, or refreshed into the CREW and DWCENPRD ad hoc reporting environments, and the University Help Desk (6-2001) and FAD staff will be unavailable.  On-line resources will be available 24/7, as usual.

• Accounts Payable / Web Voucher
• Accounts Receivable
• Authorized Requestor Information for Oracle, PeopleSoft, GMAS, and HIRES
• Budget Tool (Sponsored)
• CAPS
• Cash Receipts
• Chart-Security Maintenance Application (CSMA) / Chart of Accounts (Sponsored and Non-Sponsored)
• General Ledger / ADI / General Accounting Office
• Grants Management Application Suite (GMAS)
• Harvard University Budgeting System (HUBS)
• ID Services
• Office for Sponsored Programs
• PCard
• Reporting: Ad hoc and CREW (Financial and Sponsored)
• Student Receivables
• Travel (Web Reimbursement)

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When and How to Report and Approve Time During the Winter Recess December 2009

Due to Harvard's winter recess, it is necessary to shift the deadlines for the submission of paperwork and the reporting and approving of time. Below is a highlight of important deadlines. For a full schedule, please see the Payroll and Time & Labor Closings Calendar.

Paydays for overtime-eligible staff will be adjusted as follows:

**NOTE:  Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Thursday, December 31st at the Harvard University Employee's Credit Union. (16 Dunster Street). If departments need to pick up checks for local distribution, please contact Ken Toy (ken_toy@harvard.edu) no later than Friday, December 11th. Employees must show an HUID card to pick up checks

Many users have also asked which time types to use when reporting time over the winter recess. Here are some guidelines for clerical/technical workers.

Notes:  The grid above refers to HUCTW and nonunion, overtime-eligible, clerical/technical employees only. For exempt employees, temps, or service/trades workers, please refer to the relevant personnel manual, union contract, or your local HR office.

• A "day's pay" means one-fifth of the employee's pay for the week.

Reminder: Extra hours for a holiday worked are not paid automatically. If an employee works a holiday, they should report HWK to be paid at a rate of 1.5 times their normal pay for the holiday hours worked. The employee is also entitled to their regular pay for the holiday, or they may take time off at a later date. If the employee wishes to receive pay for the time, they should report HOL for all hours not worked as well as FHP and HWK for all hours worked. If they wish to take the owed time at a later date, they should report HWK to receive pay for the hours worked. At a later date, when the time is taken, they should report HOL with a comment that it is time owed for working on the holiday.

Holiday Worked Time Reporting Scenarios

Things to remember:

HWK – Holiday Worked

• Paid at 1.5 x Hourly Rate
• Adds to Overtime Hours

HOL – Holiday

• Paid at Hourly Rate
• Adds to Overtime Hours

FHP – Floating Holiday Pay

• Paid at Hourly Rate
• Does not add to Overtime Hours

Scenario 1: Employee is part-time (20 hours a week) and not scheduled to work on Christmas Eve. They are entitled to a floating holiday of 1/5 their week schedule x. 50

Note: All scenarios assume 7-hour scheduled workday

Scenario 2: Employee works 3.5 hours on Christmas Eve (12/24), and taking half-day holiday.

Scenario 3: Employee is asked to work their full 7 hours on Christmas Eve (12/24), wants holiday paid out on same day.

Scenario 4: Employee is taking vacation day on Christmas Eve(12/24).

In absence management:

*Reporter can enter this as a full day request (partial day set to NONE) and the system will automatically set it to half their hours for absences requested on the 24th.

Scenario 5: Employee works 7 hours on Christmas (12/25), wants holiday paid out on the same day.

Scenario 6: Employee works 7 hours on Christmas (12/25), wants to take floating holiday on Jan. 2nd.

Scenario 7: Employee works 4 hours on Christmas (12/25), wants holiday paid out on the same day.

Scenario 8: Employee works 4 hours on Christmas (12/25), wants to take 4 hours of floating holiday on Jan. 4th.

Scenario 9: Employee works 10 hours on Christmas (12/25), wants holiday paid out on the same day.

Scenario 10: Employee works 10 hours on Christmas (12/25), wants to take floating holiday on Jan. 4th.

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CREW Updates December 2009: CAPS, Financial, Human Resources, Sponsored and Student Release Items

If you have any questions or concerns, please contact the UIS Helpdesk at 496-2001 or uishelpdesk@harvard.edu.

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HUBS Release 9.12 Details/Monthly Actuals Schedule/Upcoming Outages

The HUBS 9.12 Monthly Release is scheduled for 5 pm December 17-December 18, 2009. HUBS will be unavailable during this release period.

Load of Monthly Actuals

• November actuals data will be available in HUBS on December 9th.

Upcoming HUBS Outages

•December 9th, 8:00am - 12:00pm; Extended nightly processing to load November actuals.

•December 15th, after 5:00pm; Installation of Oracle database security patch.

•December 17th 5:00pm - All Day December 18th ; Monthly artifact release 9.12 and installation of Hyperion Planning patch.

Artifacts Included in the HUBS 9.12 Release (Dec. 18th)

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New Accounts Receivable Customer Maintenance Form

A revised AR Customer Maintenance Form is now available on ABLE at http://able.harvard.edu/forms/AR_custmaint_Form.doc. This form allows departments to request an AR Customer set up in a more user-friendly format.

Please send any questions about the new Customer Maintenance Form to AR Customer Service at AR_Customers@harvard.edu.

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Upcoming Releases

FY2010 FINDINI Release Schedule

A software release 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, 3.2.10S, is scheduled for December 18-21, 2009.

The Oracle Financial Applications are:

CREW FIN Releases

The next CREW FIN release, 3.2.10S, is scheduled for December 19-21, 2009.

HR and CREW HR Release 25

The CREW HR 25.0 Release is scheduled for December 5-7, 2009. See article 2 for 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 5.12 Report Release is scheduled for the night of December 18. See article 5 for details concerning report and data model enhancements.

HUBS Releases

Release 9.12 is scheduled for December 18. Please see the HUBS Release article for more information.

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About the e-News

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.

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