HR Release 30: PeopleSoft, CREW System Outage Information

Due to HR Release 30.0, PeopleSoft and ASPIRE transmissions to PeopleSoft will be unavailable starting on Friday, September 16th at 5:00pm until Monday, September 19th at 8:00am.

The CREW Human Resource Reporting Application, as well as ad hoc reporting and exporting from DWHRPRD, IMSUTS & DWHRHST will be unavailable beginning at 8:00pm on Friday, September 16th (the usual down time in the evening) through approximately 2:00pm on Monday, September 19th in order to install the CREW HR 30.0 software release which corresponds to the PeopleSoft HR 30.0 release. The nightly HR data load from PeopleSoft into the Data Warehouse will be cancelled for Friday, September 16th.

The following enhancements will be available in PeopleSoft as of Monday, September 19th:

Payroll Updates:

Employee Self Service Direct Deposit Changes

1. The Deposit Order field is now required. If left blank an error message will pop up and prompt the user for an entry.





2. The user will also be limited to one update of direct deposit data through self service per day. Multiple actions can be taken however once the screen is saved and the user navigates away from the page, an error message will display and they will not be allowed to update the page until the following day.

Time & Labor Updates:

Assign Schedule Changes:

With release 30, retroactive schedule changes over 13 months will no longer be allowed. If a schedule absolutely must be changed more than 13 months in the past, please contact the HUIT Help Desk (617-496-2001 or via email) who will forward the request to the Payroll Product Team. This will be applicable in both Time & Labor and Absence Management

1. Correction of an old schedule will not be allowed if the effective date is more than 13 months old. The schedule and the subtract button will be greyed out:





2. Adding a new schedule with an effective date more than 13 months old will generate an error message and save will not be allowed:

Absence Management Updates:

With release 30, absence balance adjustments over 13 months will no longer be allowed. The details link will be the only editable field on the page. If a balance adjustment absolutely must be entered or corrected more than 13 months in the past, please contact the Help Desk (617-496-2001 or via email) who will forward the request to the Payroll Product Team.

Selecting any calendar more than 13 months in the past will not allow updates nor additions.

1. No existing adjustment:





2. Existing adjustment:

If you have any questions about this release, please contact the HUIT Help Desk at (617) 496-2001 or via email.

Human Resources Reporting News

• CREW Report Spotlight - HRTRMDP038 - Departmental - Term Appointments
• Reminder that the Departmental Term Appointment report is designed to forecast upcoming term appointments by using date parameters in the future. Although the date parameter allows you to select past dates, they are not applicable to the report.

If you have any questions or concerns, please contact the HUIT Helpdesk at 496-2001 and ask the attendant to log a ticket to the HHR-Reporting Team.

HCOM News and Reminders

Users of the Harvard Crimson Online Marketplace (HCOM) should be aware of the following information regarding the ability to re-submit certain Marketplace orders and making changes to approved Non-Catalog and Payment Requests:

Issue with Re-Submitting Marketplace Requisitions:

A bug has been identified that is preventing Shoppers from re-submitting Rejected, Pre-Approved or In Process Marketplace requisitons.

When a Shopper clicks on the Change icon or Change button to retrieve a Rejected, Pre-Approved or In Process Marketplace requisiton, the system gives an error message and prevents the Shopper from making the change. A fix for this will be included in the next Oracle software release on Oct 24, 2011. In the meantime if you encounter this issue, please send an email to the HUIT Helpdesk with all the details and the HCOM support team will resolve it.

Reminder to Shoppers: Be sure to Complete Change Requests

Shoppers have the ability to change approved Non-Catalog orders and Payment Requests. There are 3 key steps that must be completed to finalize a change request as shown in the diagram below. Some shoppers are not completing the final step - Step 3 Confirmation of change request. The impact of this prevents the change from taking effect.

Shoppers please note, if you have initiated a change request but have not completed step 3, your change request will have a pending status.

Steps to complete Step 3 - Confirmation of change request:

1. Click the Requisitions Tab and then click on Notifications link on the left hand side of the page.





2. You will see a list of notifications. Select the notification that has subject "Change Request from XXX for PO XXX"





3. Open this Change Request notification and click the Approve button to confirm the change. Note: If your Approver has approved the change, you should click Approve unless otherwise notified by your Approver.

Once you click the Approve button, the change request will be finalized and the PO revision will be created. If you wish to send the revised PO to the vendor, please e-mail or fax the revised PO to the vendor. If this is a change being made to an Approved Payment Request, write the PR number on the invoice/supporting documentation and forward to University Financial Services Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, Cambridge, MA 02138 for payment processing.

Please note that you can also access your notifications directly from HCOM Main page under My Notifications section.

Additional Information:

1. A blue dot in the status field as shown in the screen shot above indicates that your PO change request is pending. Once you complete step 3, the change request will be finalized and the blue dot will disappear.





2. If the change increases the PO amount from the original amount, the change request will be re-routed through the approval hierarchy for authorization.
3. If the change reduces the PO amount from the original amount or if the request is for cancelling PO line/s, the change request will not be re-routed through the approval hierarchy. However, the shopper must confirm the change request for the change to be final.

For more information about Change Request, please consult Eureka for the Change Request Quick Reference.

BI Roadmap/Brio Survey Reminder

The initial work of the BI Roadmap Project is to upgrade Hyperion Brio and Interactive tools, the current versions of which are currently no longer supported by the vendor; an upgraded, re-branded version of the product has been acquired by the University and will be made available to users in the fall of 2011.

A survey has been distributed to current Brio Desktop users in order to determine the number of clients needed and the types of information users are accessing via the client. Responses to this survey are critical in order to avoid any delays in installing the new desktop client on your workstation.

If you have the Brio desktop client and have not received a survey request, please contact the HUIT IT Helpdesk at (617) 496-2001 or via email. Ask the attendant to log a Remedy support ticket and assign it to the appropriate Group:

• Human Resources: HHR-Reporting
• Financial: HDW-Finfunc

A member of the appropriate team will get back to you to assist.

For those who have received a survey request, the deadline for submission is Friday, September 23. Note that only those who respond to this survey will be eligible to received the upgraded desktop client in fall of 2011.

Two New Egencia Enhancements Coming on September 29, 2011

Egencia is planning to release two key enhancements to our travel site on September 29, 2011: online enroute exchanges and an improved flight search experience. Online Enroute Exchanges will allow you to make changes to flights online after the trip has already started. Allowing you to make these changes without calling an agent will make for a faster, more seamless travel experience.

The second new feature is an improved flight search results layout to allow you to more easily leverage Egencia's flight search filters to identify:

• an overview of available carriers and average prices
• the cheapest time of day to fly
• if an alternate airport makes sense
• if a direct flight is an option

You will also see an alert in your flight search results for nearly full flights and the number of seats left.

You are encouraged to take full advantage of this new Egencia service functionality when it becomes available at the end of this month. Further details can be found on the Traveler Center.

New Look and Feel of HUBS Webinar

Attention HUBS Users: Check your email for an invitation to join the FSS HUBS Team in an on-line WebEx presentation on "The New Look and Feel of HUBS" on Thursday, September 29 at 10:00 AM.

This one-hour presentation will provide HUBS users with an overview of the upgraded HUBS application, referenced in last month's e-News.

e-News: Now with Tags!

As part of the ongoing effort to make e-News more user-friendly, e-News now contains tags at the bottom of each article. These tags will bring you to the e-News index, where you will be able to peruse previous e-News articles on that subject. In this way, you will always be able to stay up-to-date on your favorite systems, policies, and other financial, human resource, and administrative systems, policies and updates.

As always, suggestions on how to make e-News even more useful for you are welcome. Please contact the e-News mailbox with any questions, concerns or ideas.

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, 3.2.15, is scheduled for October 21-24 2011. Details will be available in an upcoming 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, 3.2.15, is scheduled for October 21-24, 2011. Details will be available in an upcoming e-News.

HR (PeopleSoft) and CREW HR Release 30

The next PeopleSoft Release (HR 30) is tentatively scheduled for September 16-19, 2011. For more information, please see article 1

The CREW HR 30.0 Release is tentatively scheduled for September 16-19, 2011. For more information, please see article 1 and article 3

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
7.9	9/16/11
7.10	10/14/11
7.11	11/18/11
7.12	12/16/11

Sponsored Systems Releases

• The GMAS release (1_29) was deployed on Saturday, June 18, 2011. As always see the Release Notes about releases to date.
• The HIRBERT release was deployed on Saturday, June 25, 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.

The last major HUBS release, Release 1.0.10 occurred June 14, 2011. Information on enhancements provided in this release can be found on Eureka.

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.