Attention Web Voucher and General Ledger Users: Important Data Security Update

The following information comes from the Office of the Controller concerning Data Security and Financial Transaction Processing, dated February 2, 2010.

Based upon the University's Enterprise Security policy all web voucher and journal transactions within Oracle that contain confidential information have been modified as part of an initiative to remove confidential data elements from modules within Oracle where broad end user access is allowed.

The modified financial records contain a notation of DSCU (data security clean up) indicating that secure data elements such as SSN, credit card, and bank account information has been removed from the record to ensure compliance with the University's Enterprise Security policy. A complete list of confidential data elements are contained in the HEISP policy.

Business process guidelines to ensure compliance are as follows:

1. When submitting information requests to University Financial Services, SSN or credit card numbers must not be included in any email correspondence.
2. Social security numbers of independent contractors must not be included anywhere in the Web Voucher. This information is stored and accessible through the vendor table in Oracle. It is not necessary to repeat the information in the Web Voucher process.
3. Journals (ADI, Manual or Feed) must not contain confidential data in either the Journal Batch description, Journal Header description, or Journal Line description.
4. JPMC Corporate card numbers must not be included anywhere on Web Voucher and Web Voucher Reimbursement transactions. This includes JPMC Direct Pay and third party payment transactions.
5. Remittance slips for all third party payments to JPMC must be attached to the Web Voucher Reimbursement for processing. Do not enter the credit card number in the Web Voucher Reimbursement description field.
6. Correspondence containing confidential data elements should not be stored locally and should be destroyed following proper procedures for destruction of confidential data. In an effort to further secure the personal information of Harvard employees and to safeguard Harvard University's assets, the University Technology Security Officer, the University Archivist, and the Office for Strategic Procurement selected DataShredder Corp. as the provider for a campus wide Data Destruction Program. Please see http://vpf-web.harvard.edu/ofs/procurement/ven_par_dsr.shtml for security, http://grs.harvard.edu/ for the General Records Schedule, and http://www.greencampus.harvard.edu/ for environmental policy.

Contact Information for Questions Regarding the Harvard University Tax Reporting Calendar Year 2009

The University Financial Services Office has provided this contact information for questions regarding tax-reporting documents issued to individuals and certain entities by Harvard University.

Form	Date form is required to be mailed	Issuing Department*	Contact Number	Web Site
W-2	1/31/10	UFS 1033 Mass Ave, 2nd floor	617-495-3001	http://vpf-web.harvard.edu/ofs/payroll/emp_w2_order.shtml
1099-MISC	1/31/10	UFS 1033 Mass Ave, 2nd floor	617-496-6800	http://vpf-web.harvard.edu/ofs/resources/ufs_cust_rel.shtml
1042-S	3/15/10	UFS 1033 Mass Ave, 2nd floor	617-496-6800	http://www.hio.harvard.edu/taxesandsocialsecurity/
1042-S	3/15/10	SRO (Student Receivables Office)	617-495-2739	https://sfsportal.harvard.edu/admin/sro/tax_foreign.shtml
1098-E	1/31/10	SLO (Student Loan Office)	617-495-3782	https://www.ecsi.net/cgi-bin/bcgi.exe
1098-T	1/31/10	SRO (Student Receivables Office)	617-495-2739**	www.ecsi.net/harvard1098t
1098-T	1/31/10	DCE (Extension and Summer School only)	TCRS (24 hrs.)*** 877-467-3821	www.1098t.com

*Issuing department is indicated on the return address of the tax-reporting document.

** The service provider for SRO's 1098-T Forms is Educational Computer Systems Inc. (ECSI). ECSI responds to all student inquiries about the 1098-T Forms. Students may visit the ECSI web site at www.ecsi.net/harvard1098t or contact the ECSI 24-hour Call Center at 1-866-428-1098.

*** The service provider for DCE's 1098-T Forms is ACS' Tax Credit Reporting Service (TCRS). TCRS responds to all DCE student inquiries about the 1098-T Forms. DCE students may visit the TCRS web site www.1098T.com or contact the TCRS 24 hour Call Center at 1(877) 467-3821.

New Financial Policies Released

Four new financial policies were recently posted to the Office for Financial Policy website, where you can browse financial policies by topic or alphabetically by title. Here's a list of the new policies, along with effective dates, brief summaries, and policy-owner contact information.

Donations to Foreign Offices Policy

• Effective date of July 1, 2010 (offices wishing to receive first-time donations should follow procedures immediately)
• The policy allows approved foreign offices to accept and hold certain direct cash donations locally, rather than sending them to Cambridge
• If you work for or support a foreign office, and think that office might be a candidate to accept and hold cash donations locally, or if you have any questions about the policy, please contact Bob Lammey in the Office of Global Business Compliance.

External Financial Service Provider Controls, SAS 70 Policy

• Effective date of April 1, 2010, to allow for training of few affected tubs
• The new policy helps protect Harvard by reasonably ensuring that external providers have adequate internal controls to protect the integrity of University financial data
• If your department outsources a financial process to an external, or third-party, non-Harvard vendor, you must contact Bob Lammey in the Office of Global Business Compliance by April 1 to determine if you must take action in order to comply with the policy

Pledges and Pledges Receivable Policy

• Effective date of February 1, 2010 (this general accounting policy is already being followed in practice)
• The policy and its procedures document the University's existing practices related to recording pledges and pledges receivable
• The policy affects all tubs that receive pledges
• If you have questions about the new policy, or if you're in doubt about whether you need to take steps to comply with it, contact Michelle Quinlan in the Financial Accounting and Reporting Office

Commitments and Contingencies Policy

• Effective date of February 1, 2010 (this general accounting policy is already being followed in practice)
• The policy will reasonably ensure the operating results of University units are not misstated as a result of commitments and contingencies not being recorded or being recorded improperly, and will reasonably ensure that all appropriate disclosures are included in the University's financial statements
• The policy affects all tubs that have commitments or contingencies
• If you have questions about the new policy, or if you're in doubt about whether you need to take steps to comply with it, contact Michelle Quinlan in the Financial Accounting and Reporting Office

Human Resources News and Release Items

Category	Module	Report, View or Object	Description	Release	Actual or *Target Release Date
Human Resources	Database Object	SHR_PS_HU_EVERIFY	HR administrators need to meet a new federal ruling requiring employers to use the U.S. Governments' E-Verify system to confirm their employees' eligibility to work on a government contract. The requirement applies to new and existing employees working directly on a government contract issued on or after May 2009. The E-Verify process was implemented by Harvard in September 2009 as part of PS-HR release 24.0. The results of the E-Verify process for an employee verification are now stored in a table in PeopleSoft. The data is now available in DWHRPRD.	n/a	1/18/2010

Human Resources Reporting News

CREW HR Reports:
A list of HR CREW Reports can be found in Eureka under Job Aids > HR Reporting. This report provides Report Code, Report Name, Business Purpose and Role for all HR CREW Reports currently available in production.

ELECTRONICALLY SIGNED CONFIDENTIALITY AGREEMENTS:
HRACCDP229 [Departmental-HU Confidentiality Agreements] is the NEW CREW report that you can run to find employees who have/have not signed (electronically) their Confidentiality Agreement in PS.

When you open your results you will see all employees for the department(s) you chose:

• Date Issued indicates when the form was [electronically] signed in PS
• Expiration Date indicates when the form needs to be re-signed by the employee

Data correction:

The Job Function Description for code Job Function Code FD has been changed from "Dining & Hospitality Services" to "Hospitality & Dining Services". What this means to you is that the data has been "corrected" in PeopleSoft and the HDW (DWHRPRD).

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

HUBS Update: Smart Reporting with SmartView Analytics

SmartView Analytics is a powerful ad-hoc reporting tool that can be used in conjunction with HUBS. The HUBS project team will be offering both SmartView Analytics courses and drop-in office hours in the coming month.

SmartView Analytics courses in February 2010:

• Tuesday, Feb. 16, 9am-1pm
• Thursday, Feb. 18, 9am-1pm

Registration for both courses is available via PeopleSoft

SmartView Office Hours are for users who have already taken the course and have specific issues that they have questions about. All office hours will be held at 8 Story St, Suite B2. Upcoming office hours will be held on:

• Wednesday, Feb. 24, 9 -10:30am
• Tuesday, March 2, 9-10:30am
• Friday, March 12, 9 - 10:30am

SmartView Office Hours are also posted on the Training Schedule page of the project iSite. Documentation concerning SmartView Analytics can be found at Eureka, the Center for Workplace Development's online training portal.

Stayed tuned in March for details of the HUBS 1.0.7 release.

New Grainger Pricing Agreement!

A brand new Grainger pricing agreement went into effect on February 1st. In addition to discounts on all catalog items, with this new contract Harvard enjoys up to an additional 40% off on a market basket of 3900 catalog items, including electrical, janitorial and plumbing products, tools, fasteners, and much more. If you have any questions about this new contract please contact Whitney Beswick in Strategic Procurement or by telephone at 617-495-5431.

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, 3.2.10 is scheduled for the weekend of March 20-22, 2010.

The Oracle Financial Applications are:

CREW FIN Releases

The next CREW FIN release, 3.2.10, is scheduled for the weekend of March 20-22, 2010.

HR and CREW HR Release 26

The CREW HR 26.0 Release is scheduled for May 8, 2010.

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 6.2 Report Release is scheduled for February 19, 2010. The CREW 6.3 Report Release is scheduled for March 19, 2010.

Sponsored System Releases

• The next GMAS release is currently in development, the anticipated release date is scheduled for the weekend of March 19th, 2010.
• The next HIRBERT and HETHR release is currently in development, the anticipated release date is scheduled for late March 2010.

HUBS Releases

HUBS Release 1.0.7 is scheduled for release in March 2010.

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.

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• updates on projects underway to build or improve University administrative systems;
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