Harvard University || Administrative Systems eNews-March 2010

FINDINI 3.2.10 Release: Oracle Financials System Availability and Release Details

This weekend the Oracle Financials applications will be upgraded. Here are the anticipated system outage dates and times and details on some of the enhancements:

Oracle Financials Outage

Due to FINDINI Release 3.2.10, Oracle Financials will be unavailable starting on Friday, March 19th at 6:00pm until Monday, March 22 at 6:00am.

Vendor Request Form Enhancements

The following enhancements will be made available within the 'Vendor Request' responsibility as of March 22, 2010:

SSN/TIN Search when Requesting a New Vendor Site

When requesting a New Vendor Site, the Vendor Request Form will now allow you to search by the last four digits of an SSN/TIN. This search will help ensure you are selecting the correct vendor for which to add the additional site. You may also search by BOTH the last four digits and Vendor Name to reduce your results, as querying by just SSN/TIN will return ALL vendors with the same last four digits. In the event that an SSN/TIN does exist with the information provided, the system will show the matching vendor(s), but only display the last four digits of the SSN/TIN for security purposes.

This enhancement should further assist requestors in searching for pre-existing vendors.

Tax Reporting Site

Additional functionality has been added to allow a Requestor to designate a New Site as the new Tax Reporting site. Within the New Site Request form, a 'Make this the Tax Reporting Site' check box has been added. The box should be checked if the new site is indeed the new tax reporting site for the vendor. Once approved by Accounts Payable, the system will remove any previous tax designation from the database and default the new requested site as the new tax reporting site.

1042s Foreign Individual Documentation Submission

The UFS Customer Service Fax number has been added to the form submission message that appears when requesting a new 'Individual - Non US Citizen'.

HUID Search Functionality for New Harvard Employee Vendor Requests

A new Vendor Request for a Harvard Employee will now require that a requestor use the search functionality to obtain the valid HUID from the database. Type in the HUID and click the search icon - a new window will open. In the 'Select' column, check off the employee and click the 'Select' button in the bottom right corner of the form to return to your request. This will ensure that the proper HUID is associated to the correct employee.

PCARD Enhancements

Business Purpose required on ALL PCard transactions

PCard Policy now requires that a Business Purpose be stated for each individual transaction. To comply with this policy, the system will now display an error message if a Reviewer is within a transaction and trying to 'save' without a Business Purpose OR if a Reviewer is marking multiple transactions as reviewed from the Review page and trying to 'save' (again, without a Business Purpose for each transaction). The error messages appear as follows:

Editing within a transaction / Saving without a Business Purpose

In Review Screen / Marking Selected Lines as Reviewed

Review Screen - Addition of Reviewer Name

A 'Reviewed By' column has been added to the PCard Review screen within the 'HRVD^PCard^Reviewer' responsibility. After making your edits to a transaction and adding the Business Purpose, click on 'Mark as Reviewed, Save and Return to List'. The system will populate the new 'Reviewed By' column with the last reviewer.

If you have any questions about the new functionality, please contact the UIS Help Desk at (617) 496-2001 or via email.

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CREW FIN 3.2.10 Release: System Availability and Release Details

This weekend the CREW Financial application will also be upgraded. Here are the anticipated system outage dates and times and details on some of the enhancements, database object changes and report releases:

CREW Financials Outage

Due to FIN Release 3.2.10, CREW Financials reporting will be unavailable from 8:00pm, Friday, March 19th to approximately 1:00 pm, Monday, March 22nd.

Multiple Report Request Download "Save to Zip" Functionality

This new functionality allows users to download multiple report output files in fewer actions. Check-off the requests you want to save and click the "Save to Zip" button. Completed requests are downloaded to a zip folder. The requests also stay on your CREW Home Page and can be deleted once the download is successfully completed.

The file names for the output of each request are system generated and have the following format: Report Code + Request Id + File Type. For example:

'GLDTLLR172 request-114737.xls'
'HRCMPDP011 request-123456.bqy'

To use this new feature, follow these 5 easy steps:

Check report requests to download
Click "Save to Zip" button
Save (take note of directory path)
Double-click/open zip file
Highlight and open report files

A training simulation has also been developed by CWD to demonstrate how to use this new feature. Check out the "What's New in CREW" section on ABLE and click on the link to the Multiple Report Download "Save to Zip" functionality link.

March 2010 CREW Financial, Sponsored, CAPS, and Student Release Items

Category	Module	Report, View or Object	Description	Release	*Actual or Target Release Date**
Accounts Payable and Procurement	Data Model	AP Data Model: OAP_INVOICE_DISTRS_SV	Modifications to performance tune view related Oracle 11g database upgrade.	CREW FIN 3.2.10	*3/20/2010
Accounts Payable and Procurement	Data Model	AP Data Model: OPO_TAX_VENDORS_V	The business requires SSN (Tax Id No) for reporting, however, with the new enhancement to trunc/load the staging table, any SSN that is populated in Individual_1099 will receive a NULL SSN Key/SSN in the Opo_Tax_Vendors_V.	CREW FIN 3.2.10	*3/20/2010
Accounts Receivable	REPORT	ARPRINV144: Reprint Selected Invoices	Change the report from displaying the old Central AR address of Holyoke Center to the new address of 1033 Mass Ave.	CREW RPT 6.3	*3/19/2010
Capital Asset Management	REPORT	CPBDLND205: CAPS Building and Land Report	Parameter "Owned by" is returning data that is not specified in the parameter.	CREW RPT 6.3	*3/19/2010
Capital Asset Management	REPORT	CPRSPND212: CAPS Renewal Spending	Several fixes related to building statuses, root/activity combinations returning incomplete results, and a change to percent renewal calculation.	CREW RPT 6.3	*3/19/2010
Financial	Data Model	FN Data Model	Update reporting responsibility mapping logic to include newly created tubs that may fall outside of pre-defined, existing ranges to ensure reporting responsibilities accurately encompass and pull back the appropriate data.	CREW FIN 3.2.10	*3/20/2010
Financial	Database	Oracle Database	Upgrade database to Oracle 11.1.0.7 from 10.2.0.4	CREW FIN 3.2.10	*3/20/2010
General Ledger	REPORT	GLDTLLR172: Detail Listing Report	Modifications to performance tune report related to the Oracle 11g database upgrade.	CREW FIN 3.2.10	*3/20/2010
General Ledger	REPORT	GLDTLLT174: Detail Listing Report - Lite	Modifications to performance tune report related to the Oracle 11g database upgrade.	CREW FIN 3.2.10	*3/20/2010
General Ledger	REPORT	GLJRGEN182: Journals - General	Modifications to performance tune report related to the Oracle 11g database upgrade.	CREW FIN 3.2.10	*3/20/2010
Security	Data Model	SC Data Model	It is standard practice to grant the public zone to any user that receives another HDW responsibility. Currently the public zone is not granted users with HDW^UNV^Consolidation^X.	CREW FIN 3.2.10	*3/20/2010
Student	Data Model	ST Data Model	To support Student reporting needs, we would like to PIT the Student Billing Detail data monthly.	CREW FIN 3.2.10	*3/20/2010

If you have any questions about the new functionality, database objects or report releases, please contact the UIS Help Desk at (617) 496-2001 or via email.

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HUBS Update: HUBS 1.0.7 Release Details

HUBS Release 1.0.7 was completed on Saturday, March 13. This release included many updates to HUBS reports and business rules. The tables below offer a quick synopsis of these updates. For more detailed information about the specific enhancements and modifications listed below, please check out the HUBS Release 1.0.7 Updates document on the project website.

Report	Enhancements
FRBE124 - Salary Expense Data Audit	Performance improvement; no changes in the way end users run the report.
FRBE03 - Employee Distribution Data	Error message removed from report header and footer if no data is available for selected report parameters.
FROC041 - FTE Comparison	Error message removed from report header and footer if no data is available for selected report parameters.
FRBC030 - Budget Fund Balance Summary	Added a prompt to select the Scenario-Version.
FRBC027 - Budget Analysis	Will display the Target columns only when data exists in Target.
FRBC027a - Budget Analysis Detail	Will display the Target columns only when data exists in Target.
FRBC027b - Budget Analysis by Summary Act-Sub	Will display the Target columns only when data exists in Target.
FROC027c - Budget Analysis No Targets	Report to be deleted (functionality added to FRBC027)
FROC027g - Budget Analysis Detail No Targets	Report to be deleted (functionality added to FRBC027a)
FROC027h - Budget Analysis by Summary Act-Sub No Targets	Report to be deleted (functionality added to FRBC027b)
FRBC039 - Budget Variance Summary FRBC039b - Budget Variance by Summary Act-Sub Alt_FRBC039 - Budget Variance Summary Alt_FRBC039e - Budget Variance Detail FRBC140b - Scenario Version Comparison Alt_FRBC027a - Budget Analysis Detail FRBC039e - Budget Variance Detail FROC051 - RIAS Tub-Org Budget Comparison	Updates made to correct the signs of the variance calculations in certain instances.
Business Rule	Enhancements
BRBE125_Copy_Jun_Fcst_to_Next_Yr_Beg_ Bal	Fringe rates are excluded from being copied when this rule is executed.
EE Business Rules that spread data to CYp1: BRBE112 Create New Annual EE BRBE112a Create New Hourly EE BRBE113 Add or Modify Dist BRBE120 Add or Modify Annual Salary BRBE120a Add or Modify Hourly Salary BRBE128 Setup Mult-Org EE BRBE121 Add or Modify FTE BRBE126 Update Multi-Org EE	Prompts have been updated to request from the user an end month and end year value. This will give the planner the ability to spread data in a specified time period instead of automatically applying the data through June of the budget year.
BRBE144_Employee_Calc_without_Audits	Created to allow users to calculate all salary related expenses without executing the data audits that are contained within the BRBE077 business rule. Available upon request.
BRBC096_Copy_T370_Last_Closed_Period_ Actuals	This business rule will now allow fund balance data to be stored appropriately in the YearTotal member, which is utilized in reports. Previously, when a fund balance for an intersection went from a non-null value to a null value, the YearTotal still contained the non-null value. Now it will hold the null value, which is the appropriate fund balance.

Also, make sure you check out the new SmartView Analytics course on Eureka!! SmartView Analytics facilitates ad-hoc reporting capabilities for users.

Don�t miss the additional resources on Eureka which include a HUBS Glossary, business process work instructions, and artifact (reports, business rules, and webforms) work instructions.

If you have any questions about this release, please contact the UIS Help Desk at (617) 496-2001 or via email.

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Sponsored Systems Updates

GMAS Release 1_24

GMAS Release 1_24 is scheduled for the weekend of March 20, 2010 and includes (but not limited to):

Enhancements to existing system-to-system functionality and the addition of new forms for NSF applications
Several enhancements to benefit security managers across the University
Enhancement to the document repository that emerged during ARRA reporting

For help using GMAS contact the help desk at contactgmas@harvard.edu.

HIRBERT/HETHR Release 1.0.10

HIRBERT/HETHR Release 1.0.10 is scheduled for the weekend of March 27, 2010 and includes:

Applications Module:

Added front-end functionality which enables automatic notification reminders for the following study status changes:

Assigned
Closed
Contingent
New
Waiting

General:

Changed timeline for study expiration reminders
Removed spac@sphofs.harvard.edu email address from HSPH expiring notifications
Changed language and recipients for study expired notifications

If you have any questions about this release, please contact the UIS Help Desk at (617) 496-2001 or via email.

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Set your Calendars for the May PeopleSoft/HR Release

The PeopleSoft system will be upgraded beginning Thursday, May 6, 2010, 5 pm-Monday, May 9, 2010, 6:00 am. Users should note that this outage means that PeopleSoft will be unavailable all day Friday, May 7. More details concerning this release will be published in a future edition of e-News..

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30% off the Best Available Rate at the DoubleTree Guest Suites in Boston!

University Financial Services has negotiated a discount of 30% off the Best Available Rate at the DoubleTree Guest Suites in Boston. This rate also include free High Speed Wireless internet and complimentary shuttle service to Harvard Square and Downtown Boston.

The rate is available through any of the methods below:

Through our preferred travel agencies - www.travel.harvard.edu
Calling the hotel directly at 617-783-0090 and asking for the "Harvard Rate"
On line at www.bostonsuites.doubletree.com/harvard

The rate can be used for business or personal travel. Save money while supporting a Harvard owned hotel!

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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, 3.2.10 is scheduled for the weekend of March 20-22, 2010. Please see article 1 concerning the anticipated system outage and new functionality.

The Oracle Financial Applications are:

-General Ledger & ADI

-Sponsored Budget Tool

-Accounts Receivable

-Web Voucher

-Procurement Card (Pcard)

-Applications Administration

-Cash Management Reconcilation Application (CMRA)

-General Ledger (GL) Validator

-Electronic Shop and Pay (ESP)

-Harvard Crimson Online Marketplace (HCOM)

-Capital Project System (CAPS)

-Web Reimbursement

-Online Vendor Request Form

-Accounts Payables

-Chart Security Maintenance Application (CSMA)

-Chart of Accounts (CoA) Validator

CREW FIN Releases

The next CREW FIN release, 3.2.10, is scheduled for the weekend of March 20-22, 2010. Please see article 2 concerning the anticipated system outage and new functionality.

HR (PeopleSoft) and CREW HR Release 26

The next PeopleSoft Release (HR 26) is scheduled for Thursday, May 6, 5pm-Monday, May 10. Please see article 4 concerning the anticipated system outage

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 6.4 Report Release is scheduled for April 16, 2010.