Are You Ready for Fiscal Year-End 2010?

It's spring, and June 30 is right around the corner. Be sure to check out the fiscal year-end 2010 e-News issue for your printable summary schedule of year-end deadlines, as well as a list of contacts to answer any of the FY2010 closing questions.

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PeopleSoft HR Release 26 Release: Outages and Enhancements Information

A reminder that PeopleSoft and HIRES transmissions to PeopleSoft will be unavailable starting on Thursday, May 6th at 5:00pm until Monday, May 10th at 8:00am. Please note that this includes an all-day outage on Friday, May 7th.

This release includes many enhancements to reports and pages, including:

Revised Review Tracking Extract Available in PeopleSoft

Absence Management Updates

Notification Emails

→ Email notification for employees at or near their maximum vacation balance

Pages

→ Absence Request History page: new partially processed indicator

Time & Labor Updates

Processes

→ Floating Holiday Time - Enable balance tracking in Time & Labor

Pages

→ Adjust Time page - Removal of rule which enforces hours being reported in 0.25 hour increments

Payroll Updates

Reports

→ New Report: Hours and Earnings with Costing Report (HUPYX268.sqr)
→ Enhanced Report: Visa Expiration Report (HUPYX011.sqr)
→ Second signature line added to Cost Center Register Report (HUPYX110.sqr)
→ Second signature line added to Off Cycle Cost Center Register Report (HUPYX109.sqr)

Pages

→ Employee Self Service W4 Tax Information page

Revised Review Tracking Extract Available in PeopleSoft

A few years back, Review Tracking was released to allow tubs to update employee performance review data. In the original release, a form entry page (one employee) and an Excel template (multiple employees) was created to provide the schools a way to input their review data. When using the Excel template, schools could either enter their data manually or copy and paste from the Review Tracking Extract file into the template; the Excel template and Review Tracking Extract (originally designed as a report) fields were not aligned for a direct data import.

With this latest release, schools can now use the Review Tracking Extract to directly import their data in Excel, modify their data, and then use the Review Tracking Upload process to update the records in PeopleSoft. This development should streamline the process of getting employee review data into PeopleSoft. Note: Schools can still utilize the Review Tracking Extract as a reporting tool for the purpose of just reviewing their data.

Users that had access to this role prior to this release will automatically have access to the new version of the extract. If you never had access to the Review Tracking Extract, you must contact your tub's Authorized Requestor to request the role.

To learn more about this process, please visit the Eureka task page at: Eureka>Personnel Actions>Review Tracking. There you will find a detailed work instruction on how extract and upload review tracking data.

Absence Management Updates

1. Email notification for employees at or near their maximum vacation balance

Beginning after the monthly June Vacation Accrual is awarded, an email will be generated to any employee who is at or nearing their maximum vacation balance. This email will warn the employee that they are in danger of not receiving an accrual the following month unless vacation is taken.

Any schools who do not wish for their employees to receive maximum vacation balance emails can opt out by notifying Nancy Herb.

2. Absence Request History page: new partially processed indicator

Navigations:

• Self Service>Time Reporting & Absence Mgmt>View Time and Absences>Absence Request History
• Manager Self Service>Time Reporting & Absence Mgmt>View Time and Absences>Absence Request History
• A modification has been made to the Absence Request History page which adds a new column to indicate when a request has been partially processed yet the Payroll Status has been set to 'Finalized'
• This occurs when an absence event spans over more than one absence take cycle, but has already been picked up in at least one cycle for processing
• The indicator will appear if the event still has remaining take cycles in which it will be processed in order to process the entire duration

Time & Labor Updates:

1. Floating Holiday balances tracked in Time & Labor

• Effective 7/01/10, Floating Holiday balances will be maintained and stored in Time & Labor, similar to how Compensatory Time is currently tracked
• Floating Holiday will only be rolled out to biweekly nonexempt staff (i.e. employees assigned to HUCTW or OTELNONUN Workgroups in Time & Labor)
• All floating holiday balances will expire on 6/30 of each year
• Any unused floating holiday time will be forfeited
• Employees are expected to take all banked floating holiday time by 6/30 of each year. However, payouts of remaining balances will be paid upon termination or if circumstances prevented the employee from being able to utilize the banked time. Employees seeking a payout should notify their supervisors and/or local HR prior to 6/30.
• Eligible employees will automatically be enrolled in Floating Holiday effective 7/01/2010 with a balance of zero hours
• There will not be any rollover of existing floating holiday balances earned during Fiscal Year 2010
• Floating Holiday will be eligible for payout upon termination or transfer
• Balances will be viewable in both Time & Labor and Absence Management
• The following Time & Labor codes will be used to track Floating Holiday:
• Floating Holiday Earned (FHE) - Adds to the floating holiday balance
• Floating Holiday Taken (FHT) - Subtracts from the floating holiday balance
• Floating Holiday Payout (FHPY) - Used to pay out an existing floating holiday balance upon termination or transfer
• Floating Holiday Balance Adjust Positive (FHBP) - Allows adjusters and administrators to increase an employee's Floating Holiday balance
• Floating Holiday Balance Adjust Negative (FHBN) - Allows adjusters and administrators to decrease an employee's Floating Holiday balance
• The existing Time & Labor code FHP will be renamed Floating Holiday Same Day Payout and will still be used to pay out holiday time when an employee opts to not bank a floating holiday

2. Adjust Time page - Page will no longer enforce hours being reported in 0.25 hour increments

• Since the rollout of Absence Management employees using vacation to offset paid parental leave has created many instances where reporting hours outside of the 0.25 increment range is necessary
• The workaround to adjust this time using Rapid Entry is both confusing and cumbersome, so the decision was made to remove the enforcement of reporting hours in 0.25 increments
• Please note: This modification has only been made to the Adjust Time page, so employees reporting time through Employee Self Service Timesheet will still have the 0.25 increment enforced
• Adjusters are expected to still follow the guideline of reporting hours in 0.25 increments unless circumstances prevent this

Payroll Updates:

1. New Report: Hours and Earnings with Costing Report (HUPYX268.sqr)

• Harvard Reports>Payroll Related>Hrs and Earnings with Costing
• Summary of Report Logic:
• A Payroll Register that returns additional data elements not included in the regular Payroll Cost Center Register (HUPYX110.sqr)
• Report Run Control Page:
• Pay Run ID Field: Run the report by a valid Pay Run ID OR
• Check Date Range Fields: Run the report by a Date Range that includes On Cycle and Off Cycle payroll transactions
• Exclude EE Level Subtotals Checkbox: The report defaults this box to "unchecked". If this box is checked, the subtotals of "Hours" and "Earnings" at each change in earns code will not be displayed.
• Departments (optional): Populate the Department field(s) to limit the report data to the selected departments only
• Paygroups (optional): Populate the Paygroup field(s) to limit the report data to the selected paygroups only
• Employee Classes (optional): Populate the Employee Class field(s) to limit the report data to the selected employee classes only
• Earnings Codes (optional): Populate the Earnings Code field(s) to limit the report data to the selected Earnings Codes only
• Employee IDs (optional): Populate the Employee ID field(s) to limit the report data to the selected Employee IDs only
• Report Output (PDF format):
• Report Name: Hours and Earnings Report with Costing
• Report Parameters (top left corner): Displays the run control parameters used to run the report
• Dept Field: Department ID and description
• "Employee Name/ID" Column: Employee Name and ID
• "Chk Date" Column: Check Date value for each payroll transaction
• "Std Hrs" Column: Employee standard hours from Job Data
• "HR FTE" Column: Employee HR full time equivalent value from Job Data
• "Empl Class" Column: Employee class value from Job Data
• "Earnings Begin/Earnings End" Columns: The earnings begin and end dates of the payroll transaction
• "Date Worked" Column: Populated for hourly Time & Labor employees only. This is the payable time date value for each T&L earnings code that was included in the payroll transaction.
• Note: If an hourly employee has earnings that were not generated in Time & Labor, the "Date Worked" column will be blank
• "Type" Column: Earning Code
• "Rate Type/Rate" Columns: Rate Type classification and applicable hourly rate
• "Hrly" Rate Type: Default Value
• "Otp" Rate Type: Applied to earnings that were paid at an overtime rate
• "Ovrd" Rate Type: Applied to earnings that were assigned an override rate in Time & Labor
• "Rate": Displays the hourly rate that was applied to each earnings code. If the earnings code was paid as dollars, the "Rate" value will be populated with the employee's regular rate.
• "Hours" Column: Displays the hours associated with each earns code. This column will be blank for earnings that were paid as dollars.
• "Earnings" Column: Displays the dollar value of each earns code
• "Costing" Columns: Displays the payroll costing distribution for the payroll transaction. This section is displayed in the same manner as the costing section of the Cost Center Register Report.
• Employee Subtotals: Subtotal of hours and earnings at each change in earns code. These subtotals are not displayed if the "Exclude" checkbox is checked on the Run Control Page.
• Department Subtotals: Subtotal of hours and earnings at each change in department ID; these subtotals are always displayed.
• Report Grand Totals: Grand total of all hours and earnings (by earns code) that is displayed at the end of the report
• Report Output (CSV format):
• Format: Identical to the PDF version, with the following exceptions
• Employee/Department Subtotals: Never generated in the CSV version
• "Tub Description" Column: Only displayed in the CSV version; applies to the Tub value in the payroll costing distribution.
• "Org Description" Column: Only displayed in the CSV version; applies to the Tub value in the payroll costing distribution.
• These screenshots display the run control page and sample report output:

2. Enhanced Report: Visa Expiration Report (HUPYX011.sqr)

• Harvard Reports>Payroll Related>Visa Expiration Report
• Summary of Report Logic:
• Returns individuals for whom all visa types have already expired or are expiring with date values less than or equal to the report run date + 180 days
• Report Run Control Page:
• Current Date Field: Defaults to the current date (as report may only be run for the current date)
• Displays a disclaimer regarding the visa expiration logic
• Report Output:
• Report Name: Work Authorization Report
• Date Range (top left corner): Displays the date range of the report (Current Date + 180 days)
• "Grp" Column: Paygroup
• "Deptid/Department" Columns: Department ID and description
• "Last Name/First Name/Emplid/Jobcode" Columns: from Personal Data and Job Data
• "Country/Citizenship Status" Columns: Individual's Citizenship Country & Status
• "Visa Type" Column: Individual's Visa Type for the specified Country
• "Effective Date/Expiration Date" Columns: The effective date and expiration date of the Visa Type
• "Duration Type/Permit Status" Columns: The duration type and status of the Visa Type
• Note: If the individual has multiple visa types under the same country, or multiple citizenship countries, and all of the report conditions are met, the report will return individual rows for each country/visa type
• These screenshots display the run control page and sample report output:

3. Second Signature Line Added to the Header Pages of two Payroll Register Reports

• Harvard Reports>Payroll Related>Cost Center Register by EE (HUPYX110.sqr)
• Harvard Reports>Payroll Related>Off Cycle Cost Center Register (HUPYX109.sqr)

4. Employee Self Service W4 Tax Information page

• Navigation:
• Self Service > Payroll and Compensation > W-4 Tax Information
• Change: Mask Social Security Number to only display last four characters, ex. xxx-xx-1234

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Human Resources Reporting and Analytics News

Human Resources Reporting News

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

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May 2010 CREW Financial, Sponsored, CAPS, 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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All Systems Outage Sunday, June 6, 2010

Please note that due to systems maintenanace, all financial, human resources, administrative systems, as well as central email (ICEMAIL) will be unavailable on Sunday, June 6, 2010 from 5:00 am-7:00 am.

This outage will affect the following systems:

• Oracle Financials*
• PeopleSoft
• CREW (Financial and HR Reporting)
• HUBS
• Sponsored systems: GMAS and HIRBERT
• CAADS
• ICEMAIL

The Oracle Financial Applications are:

• 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

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HUBS Update: HUBS Release 10.5 Updates

HUBS Release10.5 will take place on Friday, May 21st. This release includes several updates to business rules, web forms and reports. Please look for more information shortly on the project website http://ebps.fad.harvard.edu/icb/icb.do

After Action Review - Update

Thank you to the 200 users who completed our HUBS User Survey!! You can see the results from this survey by going to the homepage of the project website http://ebps.fad.harvard.edu/icb/icb.do. We look forward to continued user engagement and feedback. We will be hosting several focus groups in May on topics of user interest as identified by the survey results - look for more information on the focus groups in the June eNews.

Eureka

Don't miss the resources on Eureka which include a HUBS Glossary, online courses and tutorials, business process work instructions, and artifact (reports, business rules, and webforms) work instructions.

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Save Money on Jet Blue!

Effective immediately Harvard travelers can obtain discounts on every ticket they book on Jet Blue. Discounts will range from 2% to 13% depending on the fare class and destination booked. In order to obtain these discounts the tickets must be booked through one of Harvard's preferred travel agencies. For the list of discounts visit Harvard's Travel website at www.travel.harvard.edu and look under preferred Airlines.

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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, 3.2.11, is scheduled for the weekend of June 18-20, 2010.

The Oracle Financial Applications are:

CREW FIN Releases

The next CREW FIN release, 3.2.11, is scheduled for June 19, 2010.

HR (PeopleSoft) and CREW HR Release 26

The next PeopleSoft Release (HR 26) is scheduled for Thursday, May 6, 5pm-Monday, May 10. Please note that this includes an all day outage on Friday, May 7. See article 2 for more information.

The CREW HR 26.0 Release is scheduled for May 8-10, 2010. Please see article 3 for more information.

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 6.5 Report Release is scheduled for May 21.. Please see article 4 for more information.

Sponsored Systems Releases

The next GMAS release is currently in development with an anticipated release date of June 19, 2010. Enhancements targeted for this release include improved navigation for the document repository and an easier process for editing person/organization information in a system-to-system submission.

The next IRB release is currently in development, the anticipated release date is scheduled for late June 2010.

HUBS Releases

HUBS Release 1.0.8 is scheduled for June 2010.

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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.

For information about subscribing or unsubscribing to the eNews notifications, visit our who gets the eNews page.

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