November 2010
The Administrative Systems eNews is a monthly electronic newsletter for users of Harvard's financial, human resources, and reporting systems.
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Contact us at: admin_systems_enews@harvard.edu or via the UIS Helpdesk at 6-2001
University-Wide Launch of the Harvard Crimson Online Marketplace (HCOM)
The Harvard Crimson Online Marketplace (HCOM) is a full-featured procure-to-pay solution that has been piloted by a small number of schools and central units over the past three years. HCOM offers a streamlined procure-to-pay process through an online shopping experience, central receipt and processing of invoices (where selected), and automated enforcement of tub approval hierarchy. To date, over 50,000 purchase orders for more than $140M in goods and services have been processed in HCOM.
Funding for the University-wide deployment of HCOM was approved in April 2010 and the first participating schools and central units are now going live on the system. Deployment activities will continue through fall 2011, at which point HCOM will have been deployed to the vast majority of schools and central units. To find out more about HCOM, please visit the HCOM iSite. If you are interested in looking at some of the user documentation and online simulations, visit Eureka, the Center for Workplace Development's Learning Management System.
Human Resources News and Release Items
CREW HR 6.10 Report Changes
Production Date: 10/15/2010
| 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. |
If you have any questions or concerns, please contact the UIS Helpdesk at 496-2001 or via email at uis_helpdesk@harvard.edu.
Sponsored Systems Releases
GMAS
October 2010 marked the highest (to date) number of system-to-system (S2S) submissions-Harvard submitted 72 applications. S2S submissions are those applications sent to federal funding agencies that accept proposals via Grants.gov. S2S functionality allows users to develop, collaborate, route, approve, and submit applications from GMAS directly to Grants.gov. With the increase in S2S applications, we are targeting the March 2011 GMAS release (1_28) with exciting new functionality to assist in the preparation and monitoring of these applications.
The upcoming GMAS release (1_27) is slated to be available to end users on December 13, 2010. Release highlights include:
- Support of NIH K awards for S2S submission
- Support of 2 NSF forms-Deviation Authorization Form and Suggested Reviewers
- Ability to generate Harvard standard invoices for year logic projects
- Miscellaneous on S2S fixes
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.
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:
|
| 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:
|
| Friday, December 10 at 5 p.m. | Time entry deadline for:
|
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:
|
| 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
|
| Thursday , December 16 at 5 p.m. | Approve time and labor for period of 12/12-12/18
|
| 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
|
| Friday , December 24 at 5 p.m. | Time approval for the week of 12/19-12/25
|
| 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
|
| Monday, January 3 at 5 p.m. | Time approval deadline for period of 12/26-1/01
|
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 |
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:
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.
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.
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Please send comments, questions, or suggestions for improvement by email to us at: admin_systems_enews@harvard.edu.
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