FINDINI 3.2.13 Release Next Weekend

Due to FINDINI Release 3.2.13, Oracle Financials will be unavailable starting on Friday, March 4th at 6:00pm until Monday, March 7th at 6:00am.

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

If you have any questions or concerns regarding the outage, please contact the UIS Help Desk at 496-2001 or via email.

CREW Outage Information for March 4-7, 2011

The CREW Reporting and Ad Hoc environments will be unavailable as follows during the CREW FIN 3.2.13 software release:

• All CREW Financials reporting will be unavailable from 8:00pm, Friday, March 4 (the usual down time) to approx. 5:00pm, Monday, March 7. This includes:
• Financials
• Grants Management
• Student Data Warehouse
• CAPS
• The DWCENPRD & HDWUTS databases for ad hoc & exporting will have the same outage as CREW Financials reporting above.
• Both CREW nightly Financials & HR data loads will be cancelled for Friday, March 4th. A special data load will run on Sunday night, March 6th.
• The DWHRPRD, DWHRHST and IMSUTS databases will become available for ad hoc reporting around 10am on Saturday, March 5th.
• CREW will be in validation mode through Saturday afternoon; once it is out of validation mode, CEN zones will still be down, but HR zones will be up. HR users will be able to login once CREW comes out of validation mode, which should be approximately around 1pm

If you have any questions or concerns regarding the outage, please contact the UIS Help Desk at 496-2001 or via email.

February 2011 CREW Financial, Sponsored, CAPS, and Student Release Items

Category	Module	Report, View or Object	Description	Release	Actual or *Target Release Date
General Ledger	REPORT	GLBALSH171: Balance Sheet (CSV)	Creation of a CSV output type for greater flexibility in working with and analyzing report results. Additionally, a "Suppress Zero Rows" checkbox was added to allow users the ability to display or suppress rows with zero dollars. Also, the parameters for choosing the level of Object Code was combined into one (Note, this change will require users to reschedule any currently scheduled report requests -- see steps further below.)	CREW RPT 7.2	2/18/2011
Student	REPORT	STSRAGY225: 1/2/3 year Aged Student Receivables Report	Fix issue where "No Results" icon incorrectly displays in CREW when report returns results.	CREW RPT 7.2	2/18/2011
Student	REPORT	STADUPD228: Address Update and Change	Decommission report.	CREW RPT 7.2	2/18/2011

Resubmit/Reschedule Errored, Completed, or Scheduled Report requests

As noted above, with the release of the GLBALSH171-Balance Sheet Report, users will need to reschedule any currently scheduled report requests. Here are the steps to do so:

1. Click on the Resubmit/Recycle Icon
2. Navigate back to the Parameters Page (via "Change Parameters" button on Schedule Page)
3. Validate/change parameter values
4. Schedule or "Submit Now" to run
5. Be sure to delete the original/old report request

Updated Student Reports Catalog

An updated Student Reports Catalog is now available on ABLE.

If you have any questions or concerns regarding these changes, please contact the UIS Help Desk at 496-2001 or via email.

Human Resources Reporting News

CREW Report Spotlight - HRACCDP229 Departmental - HU Confidentiality Agreements

• A new sub report has been added to HRACCDP229 which displays only the most recent signed confidentiality agreement by employee within a department
• You can now easily see who by department has an outstanding confidentiality agreement, as well plan for those whose agreements have upcoming renewals

CREW Report listing on Eureka

• A PDF containing a listing with details of HR CREW Reports (as of 1/28/2011) can be found at: Eureka > Peoplesoft > Job Aids > HR Reporting > Additional Resources

CREW HR Report Changes

Category	Production Date	Report Name	Description
Human Resources	Rel 7.2 (2/22/11)	HRACCDP229 - Departmental - HU Confidentiality Agreements	Added new sub report which returns only the most recent signed Confidentiality Agreement by employee within a department. Security Roles: HDW^PUB^TUB^Reports User, HDW^HR^TUB^Reports User
Human Resources	Rel 6.12 (12/20/10)	HRJOBDP233 - Departmental Job Profile with Costing	Business Purpose and Detailed Description updated in the report catalog: click on the report code (HRJOBDP233) to open the metadata for the report. Security Roles: HDW^PUB^TUB^Reports User, HDW^HR^TUB^Reports User

CREW HR REL 28.0 Database Changes

Production Date: 12/4/2010

Database Objects	Change Type	Notes	Zone
SHR_PS_DISABILITY_V	Update	Added three fields: aps_dsb_nds_aus, lastupddttm, lastupdoprid	HDW^BEN^CTR^Reports User
DEPT_R_V	Update	REMOVED two obsolete fields deleted from PS as of HR28: bud_rep_id, loc_spa_rep_id	HDW^PUB^TUB^Reports User
SHR_PS_DEPT_TBL_V	Update	Added four new fields: hu_dean_rollup_id, hu_dept_funcdir_id, hu_dept_adm_id2, hu_manager_id2; REMOVED two obsolete fields deleted from PS as of HR28: hu_bud_rep_id, hu_loc_spa_rep_id	HDW^PUB^TUB^Reports User

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

Electronic Check Deposit Procedures and Guidelines

The Cash Receipts Office has been depositing U.S. checks electronically since September. This has resulted in some process changes and the office would like to update departments on new and existing guidelines on the preparation and submission of deposits.

1. There are different processing requirements for currency categories and each should be put on a separate credit voucher. The office will be revamping the credit voucher within the next couple of months to match the categories below. If you are unsure which category an item falls into, put the deposit on a separate credit voucher and the Cash Receipts Office will determine how to process it.
   There are 7 categories of deposit:
   U.S. cash
   U.S. checks
   Canadian checks in U.S. dollars
   Canadian checks in Canadian currency
   "Note Checks" - foreign currency drawn on a U.S. bank but check has no account or routing number
   Foreign checks in U.S. dollars
   Foreign checks in foreign currency
   
2. Handwritten credit vouchers are often difficult to read. The preference is for users to type the data; this will help to insure that your data is correctly recorded in the general ledger. You can download an Excel version of the current credit voucher from Able/Forms.
3. Populating the "Explanation of Credit" box or recording on separate lines checks that all have the same GL coding is not a requirement of the Cash Receipts Office. If you need to have an explanation in the GL for your own internal purposes, please keep it short. If you have multiple checks with the same GL coding, the preference is that you add them up and put the total on one line. This will save data entry time for the Cash Receipts staff and space in the GL.
4. Please do not send backup with your deposit (i.e. check stub, invoice, letters, envelope that the check came in); this information is not needed by Cash Receipts. It should be kept in your facility. All that is needed by Cash Receipts with the credit voucher is the tape.
5. Please do not staple or tape checks or currency. Attach your check(s) to the credit voucher with a paper clip.
6. Cash Receipts prefers to receive your credit vouchers as soon as you receive the checks/currency. The office often receives an uptick in vouchers on the last day of the month and Cash Receipts cannot guarantee that those end of month deposits will be processed for that same month. If you meet the closing dates below, barring any snow day closures, the office will process your deposit within the same month. If your deposit is received after the guarantee date, the office will try to process it within the same month but cannot guarantee that it will happen.
1. For regular deposits - the guarantee date is 5:00 p.m. 2 business days before the last business day of the month (i.e., 5 p.m. Wednesday if Friday is the last business day of the month).
2. For Departmentals or Taxable Sales deposits - the guarantee date is 5:00 p.m. on the last business day of the month.

If you have any questions, please contact the Cash Receipts Office at 6-8332.

Sponsored System Updates

GMAS

The next GMAS release (1_28) is scheduled for Saturday, March 12, 2011. Highlights of the release include:

• A new dashboard on the GMAS homepage displays all sponsor notices received by the central, sponsored offices that have yet to be awarded.
• Ability to search Grants.gov opportunities from the GMAS homepage and see if they are supported via system-to-system.
• Rename <Initiate internal review> button to <Lock & route for signatures>. This new title clarifies the workflow of proposals from departments to approvers.

As always, details on the enhancements and bug fixes within the release will be available in the Release Notes posted on the FSS GMAS webpage.

HIRBERT

HIRBERT has a release (1.0.14) scheduled for Saturday, March 19, 2011. Details about the release will be made available in the Release Notes on the FSS HIRBERT webpage.

Upcoming Releases

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. Please see article 1 for more details.

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. Please see article 2 for details.

HR (PeopleSoft) and CREW HR Release 29

The next PeopleSoft Release (HR 29) is scheduled for May 20-23, 2011. Details will be available in an upcoming e-News.

The CREW HR 29.0 Release is scheduled for May 20-23, 2011. 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
7.3	3/18/11
7.4	4/15/11
7.5	5/20/11
7.6	6/17/11
7.7	7/15/11
7.8	8/19/11
7.9	9/16/11
7.10	10/14/11
7.11	11/18/11
7.12	12/16/11

Sponsored Systems Releases

The next GMAS release (1_28) is scheduled for Saturday, March 12, 2011. Please see article 6 for more information. As always see the Release Notes about releases to date.
The next HIRBERT release is scheduled for Saturday, March 19, 2011. 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 Monthly Release 1.12 will be deployed on Friday, February 25, 2011. No HUBS outage is required for this release.

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.

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• 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;
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