Harvard University || Administrative Systems eNews-May 2010, Issue 2

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Contact us at: admin_systems_enews@harvard.edu or via the UIS Helpdesk at 6-2001

TABLE OF CONTENTS

The Fiscal Year-End Countdown Begins!
Changes to PIN coming June 2, 2010
All Systems Outage Sunday, June 6, 2010
PeopleSoft Enhancement to Track Harvard Faculty by Tenure and Ladder Status coming in July
Be Sure to Monitor Your Fiscal Year End Appointment End Dates
HUBS User Security Requests Transitions to FSS Client Services
HUBS Update: HUBS 1.0.8 Release
Pay Less for Shipping-Use Harvard's Fed Ex Rate!
Upcoming Releases

The Fiscal Year-End Countdown Begins!

June is nearly here! 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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Changes to PIN coming June 2, 2010

A few minor changes are being made to the Harvard PIN System Login page on Wednesday, June 2, in response to requests from some of the PIN System application owners and IT security officers. These changes should not have any material impact on the way you use PIN, your ability to login to PIN, your access to websites and applications protected by PIN, and applications that allow single sign-on will continue to work as before.

The 2 changes are:

The Remember me button will be eliminated
The name of the application you are logging in to will no longer be displayed on the PIN Page

Please send questions or concerns concerning this change to directory_services@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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PeopleSoft Enhancement to track Harvard faculty by Tenure and Ladder Status coming in July

Beginning in July of 2010, Harvard's PeopleSoft system will have the capability to track Harvard faculty by tenure and ladder status. Based on the PeopleSoft job code selected for the appointment, the system will automatically sort and report faculty appointments in four categories: tenured, pre-tenure ladder, core non-ladder, and other non-ladder. The new tenure/ladder attribute is a critical step in enabling PeopleSoft to track faculty appointments reliably on a University-wide basis.

The University's Office of the Senior Vice Provost for Faculty Development & Diversity has developed a Tenure/Ladder Attribute Factsheet that explains the faculty appointments by ladder/category and defines each of the four categories. This effort will improve Harvard's ability to assess its progress in the areas of faculty development and diversity, and to ensure that faculty job titles and codes are used consistently and equitably across schools.

As part of this process, in close consultation with representatives from each school, 12 new job codes were created to account for every faculty title currently in use across the University. Brief descriptions of the intended use of each faculty job code have also been provided to reduce human error in the PeopleSoft data entry process and facilitate accurate reporting on the composition of Harvard's ladder and non-ladder instructional faculty.

For more information, including the intended use of each faculty job code, please refer to the complete implementation details at http://www.faculty.harvard.edu/node/828, or contact Assistant Provost for Faculty Appointments Amy Brand, telephone 617-495-5390.

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Be Sure to Monitor Your Fiscal Year End Appointment End Dates

Tubs/units should monitor their upcoming appointment end dates and ensure that those with a 6/30/2010 date that are going to be extended have the new appointment end date inserted before the 6/26/2010 process runs.

Schools/units can use the Auto Term Extract and Upload in PeopleSoft to extend employees whose appointments will be extended. Appointments can also be monitored by running the CREW report HRTRMDP038: Departmental - Term Appointment

In cases where an employee has been auto-termed in error, you must contact your Customer Relations Team cluster to have the termination row removed to reinstate the employee.

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HUBS User Security Requests Transitions to FSS Client Services

On May 1st, HUBS user security was transitioned to FSS Client Services. Authorized Requestors (ARs) should send all HUBS user security requests and security related questions to our new e-mail address hubssecurity@harvard.edu. The HUBS user security request form can be found on the Authorized Requestor iSite.

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HUBS Update: HUBS 1.0.8 Release

The HUBS 1.0.8 Release will take place Thursday, June 10th - Saturday, June 12th. Please note that the system will be unavailable during this period. The following enhancements will be added as part of this release:

Enhancement	Description
Nightly Processing Improvements	Updates have been made in the way that HUBS data is extracted during the nightly backup process that will reduce the time it takes for this activity. This will allow for additional data growth in HUBS (FY11 budget submission copies).
Balance Sheet Transformation	Balance sheet activities will be added to HUBS with most Tubs transforming the full set of their balance sheet activities to one specific activity.
PLNG0030 Data Transformation	A large number of Act-Subs in PLNG0030 will be consolidated into one Act-Sub, reducing the size of this dimension and improving performance.
Logging Financial Reporting Activity	Each time a Financial Reporting Studio report is run it will be logged in a table along with the time it took to execute. This will allow the HUBS team to monitor report performance and conduct usage analysis.
Web Forms: Display Upper Level Members in the Page	All upper level members in the Page drop-down list will be listed for all dimensions. In this release, WFBC003, WFBC062, WFBC063, WFBC064, WFBC066, WFBC135(a), WFBC136 and WFBC137 are being modified
Reporting: Artifact Code Updates	Several reports are being re-coded from "FROCxxx" to "FRBCxxx" to indicate they are baseline. This will improve how reports are sorted in Workpace.
Reporting: FRBC041 Update	Distributed FTE amounts in the CINA cube will no longer be summed each month for the YearTotal value. This value will now be an average amount. The FRBC041 FTE Comparison report must be updated for this data change.
Reporting: FRBC098 Bug Fix	The Total Operating Expense row in the FRBC098 Budget Comment Review report would sometimes not be displayed. This is being corrected.
Reporting: Updates to Act-Sub Reports	TTo accommodate changes to the Act-Sub dimension that were needed to include the balance sheet activities, the FRBC027b, FRBC039b and FRBC030a reports are being adjusted (no visible end-user changes)

Please send any questions or concerns about these enhancements to the UIS helpdesk at 617-496-2001 or by email at uishelpdesk@harvard.edu.

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Pay Less for Shipping-Use Harvard's Fed Ex Rate!

Staff may not be aware that the Harvard FedEx rates can be applied to inbound shipments. Most vendors provide Harvard with free shipping, but in cases where you are paying the shipping for a product, it is possible that the Harvard FedEx rates may be better. You should never pay list prices for shipping! FedEx discounts range from 40-80% off list prices. For more information, see the University Procurement Department's Fed Ex Vendor Partner web page or contact the Harvard FedEx representative: Tasia Halloran, FedEx Corporate Account Executive: 617-361-3954.

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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:

-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, 3.2.11, is scheduled for June 19-21, 2010.

HR (PeopleSoft) and CREW HR Release 27

The next PeopleSoft Release (HR 27) is scheduled for September 9-12, 2010.

The CREW HR 27.0 Release is scheduled for September 9-12, 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 6.6 Report Release is scheduled for June 18, 2010.