HUBS 1.0.9 (November) Release Complete

The latest set of enhancements was recently deployed to the Harvard University Budgeting System (HUBS) and made available to planners on Monday, November 15th. Below is a summary of the functionality and updates contained within this release. Please refer to the HUBS page on Eureka and the HUBS iSite for more information.

Component Type	Enhancement	Enhancement Type	Description	Training Resource on Eureka
Web Form	Zoom In to Data	New	A set of 26 interconnected web forms to allow planners to "Zoom-In" from a high level budget to a detailed level where adjustments to the budget can be made. These web forms make it easier to find chart combinations that have been budgeted or with previous transactions.	Online Course
Web Form	Deploy UU Forms to PLNG0012	Update	Existing web forms WFBC001a_Income and WFBC003a_Non-Salary_Expense have been deployed to PLNG0012. These web forms allow all Unrestricted Undesignated funds to be budgeted.	[Refer to Existing Work Instructions]
Web Form	Include Parent Members in Web Forms	Update	Web forms WFBC001_Income, WFBC003_Non-Salary_Expense, WFBC087_Non-Operating_Activity, WFBC136_Unspecified_Fund_and_Root_Expense, WFBC137_CINA_Expense, and WFBC141_Income_and_Expense_Budgeting have been modified to contain the parent members in all web form page drop-down menus.	[Refer to Existing Work Instructions]
Web Form Menus	Employee Menu	Update	Updates to the right-click menus available on web forms to restructure how they menu options are organized to incorporate a nested structure that is more user friendly.	Work Instruction
Business Rule	BRBE158	New	Apply a percentage increase or decrease to annual salary amounts for all employee-positions of a given FTE type for a selected Tub-Org and Year.	Work Instruction
Business Rule	BRBC159	New	A new Object can be added (budgeted) on a web form by selecting this business rule from a right-click menu. This provides a shortcut to using the catch-all web forms for budgeting new Objects.	Work Instruction
Business Rule	BRBC160	New	Budget values associated with an Act-Sub are copied to a different (new) Act-Sub to aid in the seeding of the budget for this Act-Sub. This provides a shortcut to using the catch-all web forms for budgeting new Objects.	Work Instruction
Business Rule	BRBE113a	New	Add a new distribution for an employee-position where the input is a dollar amount that is converted to a percentage value based on the annual salary of the employee-position.	Work Instruction
Business Rule	Employee Forecasting	New	For closed months of the current fiscal year, all data in the employee cube is copied at an aggregate level from Actual-Final to Plan-Working and replaces the previous detailed data in the employee cube.
SmartView	SmartView Data Submit	New	Provides the capability to submit data to the database from the grid of a SmartView query. Data being submitted must be entered at the lowest level of the hierarchies including the Period dimension (months).	Work Instruction / Online Course
Utility	Automated User Defined Fact Upload	New	Utility for TFO users to upload data files to either the CINA or Employee cube. Files will be validated upon upload to ensure that each chart combination included within the file is valid and after successful validation, the data within the file will be loaded to HUBS the next business night. Please note that this utility is unavailable after 8pm each night.	Work Instruction
Utility	Employee Position Dimension Upload (Generic File Upload Utility)	New	The Generic File Upload utility allows TFO users to upload both employee and position dimension members to HUBS. This utility replaces the process of sending dimension files to the HUBS team for manual loading into the database on a weekly basis. Please note that files must be uploaded by noon to be processed that business night.	Work Instruction
Utility	Data Extracts	New	Each business night an extract of Plan-Working data will be generated from HUBS for each Tub at the 33-digit chart of accounts string level and available for download by TFO users. Both the forecast year and budget year will be included in the file for each month of the year along with the total year value.	Work Instruction
Utility	CCID Validation: Remove PLNG0021/PLNG0022	Update	The PLNG0021 and PLNG0022 applications are no longer selectable within the CCID Validation utility. These applications do not contain CINA data and would cause an error if the utility was run against them.	[Refer to Existing Work Instruction]
Configuration	Clear FY08 Data	Update	All FY08 budget and actuals data is removed from HUBS.
Configuration	Include all T901/T951 Objects	Update	Expand the range of Objects included in HUBS to the full set of T901 and T951 Objects. This results in additional actuals data being included in HUBS.
Updates Without Direct End-User Impact
Utility	Security File Upload (Generic File Upload Utility)	New	The Generic File Upload utility allows HUBS administrators to upload files to HUBS that update user security.
Database	Business Rule Audit Table	New	Table accessible to HUBS administrators that contains business rules and the groups that have access to the business rules.
Database	Capture Login Type in Login Table	Update	User login table, which is available to HUBS administrators, has been modified to include whether the user is logging in from a SmartView or Workspace location.
Data Backup	Archive Locked Year-Scenario-Versions	Update	Data in Year-Scenario-Version combinations that are no longer updated is being loaded from an archive location each business night instead of from a nightly backup location. A backup is not necessary any longer given the data is not being updated.
Data Backup	Do Not Backup Prior Year Temporary Data	Update	Data in draft Year-Scenario-Version combinations of prior years is excluded from nightly backup processes.

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

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When and How to Report and Approve Time During the Winter Recess December 2010

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.

By this date and time	This must be completed
Friday, December 3 at 5 p.m. System is coming down at 5 for Release 28.0 Migrations	Time entry deadline for: weekly check of 12/10 biweekly check of 12/17
Friday, December 3 at 3:30 p.m.	Absence approval deadline for period of 11/28-12/04
Monday , December 6 at 5 p.m.	Time entry deadline for: weekly check of 12/10 biweekly check of 12/17
Friday, December 10 at 5 p.m.	Time entry deadline for: weekly check of 12/17 biweekly check of 12/17
Friday, December 10 at 3:30 p.m.	Absence approval deadline for period of 12/5-12/11
Monday , December 13	Have you checked your VPN access? Before the break, login from home using VPN and make sure you can run your payroll reports.
Monday, December 13 at 5 p.m.	Approve time and labor for: weekly check of 12/17 biweekly check of 12/17
Tuesday, December 14 at 5;00 p.m.	Absence entry deadline for period of 12/12-12/18
Wednesday, December 15 at 3:30 p.m.	Absence approval deadline for period of 12/12-12/18
Wednesday, December 15 at 5 p.m.	Time entry deadline for period of 12/12-12/18 weekly check of 12/22 biweekly check of 12/30
Thursday , December 16 at 5 p.m.	Approve time and labor for period of 12/12-12/18 weekly check of 12/22 biweekly check of 12/30
Monday, December 20 at 5 p.m.	Absence entry deadline for period of 12/19-12/25
Monday, December 20	Off Cycle payroll
Tuesday, December 21 at 3:30 p.m.	Absence approval deadline for period of 12/19-12/25
Tuesday, December 21	Off Cycle payroll
Wednesday, December 22	Time approval for the week of 12/19-12/25 (opens)
Wednesday, December 22	Off Cycle payroll
Thursday , December 23 at 5 p.m.	Time entry deadline for period of 12/19-12-25 weekly check of 12/30 biweekly check of 12/30
Friday , December 24 at 5 p.m.	Time approval for the week of 12/19-12/25 weekly check of 12/30 biweekly check of 12/30
Thursday , December 30 at 5 p.m.	Absence entry deadline for period of 12/26-1/01
Friday , December 31 at 3:30 p.m.	Absence approval deadline for period of 12/26-1/01
Friday, December 31 at 5 p.m.	Time entry deadline for period of 12/26-1/01 weekly check of 1/7 biweekly check of 1/14
Monday, January 3 at 5 p.m.	Time approval deadline for period of 12/26-1/01 weekly check of 1/7 biweekly check of 1/14

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

This group	Will be paid
Student and non-student temporary workers	Wednesday, December 22 for the workweek ending 12/18
Service and trades workers	Wednesday, December 22 for the workweek ending 12/18

Clerical/technical workers	Thursday, December 30 for pay period ending 12/25
Student and non-student temporary workers	Thursday, December 30 for workweek ending 12/25
Service and trades workers	TThursday, December 30 for workweek ending 12/25

**NOTE: Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Thursday, December 30th 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 10th. 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.

Date

If you do not work

If you work
What you are entitled to if you work

12/23

HOL
HWK [Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.

12/24

HOL
HWK [Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.

12/25 (Sat)

N/A
REG Your regular pay, but not floating holiday.

12/26 (Sun) N/A REG Your regular pay, but not floating holiday.

12/27 HOL REG A floating holiday to be taken later (see note 3 below).

12/28 HOL REG A floating holiday to be taken later (see note 3 below).

12/29 HOL REG A floating holiday to be taken later (see note 3 below).

12/30 HOL REG A floating holiday to be taken later (see note 3 below).

12/31 HOL HWK [Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.

1/01 (Sat) N/A REG Your regular pay, but not floating holiday.

1/02 (Sun) N/A REG Your regular pay, but not floating holiday.

Notes:

1. 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.

If you have questions regarding the payment of the holiday worked policy as detailed in the grid above, please contact your Labor Relations representative to receive clarification and/or guidance.

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

3. Floating holiday time earned during winter recess cannot be received as pay (FHP). Employees who work on winter break must use this time as time off prior to the end of the fiscal year (6/30). Departments that have their employees record their time as FHE must not pay any unused portion of this time out to the employee at separation or as part any payout of unused floating holiday time at the end of the fiscal year. Departments may elect to have their employees� record these floating holidays outside of the system and then have them report Excused Absences when they are redeeming as time off.

Holiday Worked Time Reporting Scenarios

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 (FHP), or they may bank the time (FHE) and take time off at a later date.

To receive it as pay:

The employee should report HOL for all hours not worked and HWK & FHP for all hours worked.

To receive as time off:

The employee should report HWK to receive pay for the hours worked and FHE to bank the time off. At a later date, when the time is taken, they should report FHT with a comment that it is time owed for working on the holiday.

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

Report: 12/23 FHE 2.0

Note: All scenarios assume 7-hour scheduled workday

Scenario 2: Employee works 3.5 hours on Christmas Eve (12/23 [observed]), and taking half-day holiday.

Report: 12/23 REG 3.5

HOL 3.5

Scenario 3: Employee is asked to work their full 7 hours on Christmas Eve (12/23 [observed]), wants holiday paid out on same day.

Report: 12/23 REG 3.5

HWK 3.5

FHP 3.5

Scenario 4: Employee is taking vacation day on Christmas Eve (12/23 [observed]).

In absence management:

Report: 12/23 VAC 3.5*

In timesheet: 12/23 HOL 3.5

*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 23rd.

Scenario 5: Employee works 7 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

Report: 12/24 HWK 7

FHP 7

Scenario 6: Employee works 7 hours on Christmas (12/24 [observed]), wants to take floating holiday on Jan. 3rd.

Report: 12/24 HWK 7

FHE 7

1/02 FHT 7

Scenario 7: Employee works 4 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

Report: 12/24 HWK 4

FHP 4

HOL 3

Scenario 8: Employee works 4 hours on Christmas (12/24 [observed]), wants to take 4 hours of floating holiday on Jan. 4th.

Report: 12/24 HWK 4

FHP 4

HOL 3

1/04 REG 3

FHT 4

Scenario 9: Employee works 10 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

Report: 12/24 HWK 10

FHP 7

Scenario 10: Employee works 10 hours on Christmas (12/24 [observed]), wants to take floating holiday on Jan. 4th.

Report: 12/24 HWK 10

FHE 7

1/04 FHT 7

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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, 3.2.13, is scheduled for the weekend of March 4-6, 2011. Details of the release will be included in an upcoming issue of e-News..

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 Common Reporting Environment for the Warehouse (CREW) is a reporting system that draws data from a variety of sources which are updated on a nightly basis. Users can submit report requests for immediate processing or schedule reports to automatically run on a recurring basis. Types of CREW reports include financial, budget, receivables, HR management, benefits, costing, payroll, pension, security, grants management, and sponsored reports.

The next CREW FIN release, 3.2.13, is scheduled for March 4-6, 2011. Details will be available in an upcoming e-News.

HR (PeopleSoft) and CREW HR Release 28

The next PeopleSoft Release (HR 28) is scheduled for December 3-6, 2010. Details will be available in an upcoming e-News.

The CREW HR 28.0 Release is scheduled for December 3-6, 2010. Details will be available in an upcoming e-News.

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 the 3rd weekend of each month.

Release Number Dates Notes

6.11 11/19/10

6.12 12/17/10

Sponsored Systems Releases

The next GMAS release is targeted for December 13, 2010; please see article 3 for details. As usual, please see the Release Notes about releases to date.
The next HIRBERT release is currently in development; the anticipated release date is scheduled for mid-December 2010. As usual, please see the Release Notes for details about releases to date.

HUBS Releases

The Harvard University Budgeting Sytems (HUBS) is a set of web-based Oracle Hyperion Planning applications used for budget data entry, estimates, annotations, reporting, and submission associated with the annual budget and planning cycles.

HUBS Release 1.0.9 was deployed over the weekend of November 11-14, 2010. Please see article 4 for enhancements details.

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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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Report Name	Description
HRTRNDP220 Departmental-Training Administration Profile	Business Purpose and Detailed Description updated in the report catalog: click on the report code (HRTRNDP220) to open the metadata for the report.
HRU55CI096 Union Admin - Union Membership	Added appointment end date to the report.

Date	If you do not work	If you work	What you are entitled to if you work
12/23	HOL	HWK	[Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.
12/24	HOL	HWK	[Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.
12/25 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
12/26 (Sun)	N/A	REG	Your regular pay, but not floating holiday.
12/27	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/28	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/29	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/30	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/31	HOL	HWK	[Observed] Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP.
1/01 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
1/02 (Sun)	N/A	REG	Your regular pay, but not floating holiday.

Release Number	Dates	Notes
6.11	11/19/10
6.12	12/17/10