FINDINI 3.2.15 Release Oracle Outage and Enhancement Details

Due to FINDINI Release 3.2.15, Oracle Financials will be unavailable starting on Friday, October 21st at 6:00 pm until Monday, October 24h at 6:00 am.

The Oracle Financial Applications are:

• General Ledger and 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

The release will include enhancements to the Online Vendor Request Form and HCOM.

Vendor Request Form Enhancements

The following enhancements will be made available within the 'Vendor Request' responsibility as of October 24, 2011:

'Province' field limited for Canadian Provinces

When requesting a New Vendor or New Vendor Site, the Vendor Request Form will now only allow you to select a 'Province' only if the country selected is CANADA. The Canadian Provinces have been defaulted into a drop-down list:

If you select a Canadian Province, but use a country other than 'Canada' you will receive the following error message:

Foreign Individuals - Permanent Address must contain Foreign Address information

Due to 1042S Federal Tax reporting requirements, the Permanent Address on file for a foreign national must contain a foreign address. If you select the Vendor Type 'Individual - Non US Citizen' and do not select a foreign country in the 'Permanent Address' area of the form, you will receive the following error message:

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

HCOM Enhancments

There are several expected enhancements to HCOM with this release. To see full details, see the HCOM New Releases folder on Eureka. To access the information, go to Eureka>>Financials>>Job Aids>>HCOM New Releases. The following new features will be available on October 24:

1. Supplier Address Appears on the Approver Screen

Approvers will now have the ability to see the supplier address from the requisition approval screen by clicking 'View Requisition Details' link.

When the Approver opens the Requisition, click on the View Requisitions Details link. The supplier address will be displayed as shown in the screen below.

2. Last Update Date Added to the 'Requisitions I Have Approved' and 'Requisitions To Approve' Views

A new column, Last Update Date, has been added to the 'Requisitions I Have Approved' and 'Requisitions To Approve' views. Approvers will now have the ability to sort and view the most recently approved orders by clicking the Last Update Date column.

Navigation to 'Requisitions I Have Approved': Requisitions>Approvals> 'Requisitions I Have Approved':

Navigation to 'Requisition To Approve': Requisitions>Approvals>'Requisitions To Approve':

3. New Columns Added to the HCOM Purchase Order Summary Report

Posted Invoice Amount, Balance and PO status columns have been added to the HCOM Purchase Order Summary report.

1. Posted invoice amount: the dollar amount of invoices successfully matched to the PO. This includes freight.
2. Balance: the difference between the PO Amount and Posted Invoice Amount.
3. PO Status: indicates if the PO is open or closed.

4. New Transaction Summary Report

A new Transaction Summary report has been added to the Reporting tab. This report displays PO details, Invoice details and Payment details all in one report.

Navigation: Reporting>Transaction>Summary

The screen will be displayed as shown below. Enter purchase order number in the Order Number field and click the Generate Report button to see the report output. The report output is in PDF format. Please note that this report does not respect hierarchy.

5. Vendor Justification/Debarment Certification Enhancements

The Vendor Justification/Debarment Certification functionality has been enhanced. The enhancements include the following:

1. HCOM will prompt shoppers to enter Vendor Justification information for a purchase made over $4,999.99 in Federal sponsored funds per vendor / vendor site. Similarly, HCOM will prompt shoppers to enter Debarment information for purchases made over $24,499.99 in Federal sponsored funds per vendor / vendor site.
2. Shoppers will now have the ability to enter Vendor Justification / Debarment Certification information easily and with fewer clicks.
3. Approvers will now have the ability to review Vendor Justification / Debarment Certification information in the requisition approval screen by clicking the View Requisition Details link.
4. Shoppers and Approvers will now have the ability to see Vendor Justification / Debarment Certification information when they perform inquiry using the Requisition Search screen.

I. Navigation to enter Vendor Justification / Debarment Certification information:

Example: A requisition has been created that includes a purchase with $6000 in Federal funds from the Oracle, Broomfield site and another purchase with $26,000 in Federal funds from the Oracle, Chicago site. The Shopping Cart will be displayed as shown below. The Shopper will click the Checkout button.

The Checkout: Requisition Information screen will be displayed as shown below. The Shopper will enter Requisition Description, Delivery information and Charge Account information and then click Next button.

The Checkout: Review Approval List screen will be displayed. The Vendor Justification / Debarment Certification Section will be displayed as shown in the screen below. The Shopper will select the appropriate Justification Reason, Price Review Code from the list of value and enter Justification Explanation, Pricing Other Explanation where applicable.

The Shopper will then use the horizontal scroll bar navigate to the Debarment Certification column and select the appropriate Debarment Certification information from the list of value. The Shopper will then click Next button.

The Checkout: Review and Submit Requisition screen will be displayed as shown below. Click the Submit button to submit the requisition.

II. Navigation for Approvers to view the Vendor Justification / Debarment Certification information from the requisition approval screen: Open the requisition notification and click the View Requisition Details link.

The Vendor Justification Section will be displayed as shown in the screen below.

6. E-mail Notification for Invoices on Price Hold, Quantity Hold or Price & Quantity Hold

If an invoice is placed on Price hold, Qty hold or Price & Qty hold, a system generated e-mail notification will be sent to the Final Approver for overbilling authorization. The first notification will be sent 2 calendar days after the invoice process date, second notification will be sent 5 calendar days after the invoice process date and the third notification will be sent 8 calendar days after the invoice process date.

7. New Audit Reports

Three new audit reports have been added to the HRVD^HCOM^Audit Reports responsibility:

1. HCOM Auto Release of Price Hold Report: lists invoices that were not placed on price hold because they were within the $9.99 price tolerance.
2. HCOM Qty Ord Hold Report: lists final approvers who were notified by e-mail for overbilling authorization due to Qty hold.
3. HCOM Price Hold Report: lists final approvers who were notified by e-mail for overbilling authorization due to Price hold.

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

Harvard Data Warehouse Outage Information for October 21-24, 2011

The CREW Reporting, Hyperion, and Ad Hoc environments will be unavailable due to the OBIEE+ Upgrade and the FIN 3.2.15 & APP 1.6.2 software release:

• CREW reporting will be unavailable from 8:00pm, Friday, October 21st (the usual down time) to 5:00pm on Monday, October 24th. This includes: Human Resources, Financials, Grants Management, Student Data Warehouse, and CAPS.
• DWCENPRD & HDWUTS ad hoc & exporting databases will have the same outage as CREW Reporting above.
• The Financials data load will be cancelled for Friday, October 21st. A special data load will run on Sunday night, October 23rd.
• DWHRPRD, DWHRHST, and IMSUTS ad hoc direct database access will be available after the Friday load completion on Saturday morning, continuing uninterrupted the rest of the weekend. CREW access will be established around 5:30pm on Saturday and will be available through Sunday, then lost again Monday morning.
• The HR data load will take place as normal on Friday, October 21st.

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

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

Category	Module	Report, View or Object	Description	Release	Actual or *Target Release Date
Financials/Procurement	Database	Procurement (OPO) Views	Add two new Position Hierarchy views that exist in the OLTP to HDW to allow Authorized Requestors to manage/set up HCOM approval workflow/hierarchies.	CREW FIN 3.2.15	10/24/2011*
Student	Database	Student (STU) Views	Request to add Veteran Flag, Primary / Secondary Concentration fields to: OSTU_BILLING_STUDENT_CURR_V OSTU_BILLING_STUDENT_CHG_V OSTU_STUDENT_CURR_V OSTU_STUDENT_CURR_CHG_V OSTU_STUDENT_NO_SSN_CURR_V OSTU_STUDENT_NO_SSN_CHG_V	CREW FIN 3.2.15	10/24/2011*

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

Hyperion Interactive Reporting Upgrade Information

As part of the BI Roadmap project, users of the current Brio Desktop client and of the Hyperion Reporting Portal on the web will be upgraded to Hyperion Interactive Reports this weekend, October 21-24, 2011.

A series of job aids have been prepared and are available in the BI Roadmap section of Eureka to assist you with the upgrade, depending on the tool you use. See below for specific details:

Hyperion Reporting Portal/Tool Users

Audience: Primarily Alumni Affairs and limited Human Resources
Impact: Depends on the tool you use. The portal provides access to data that supports two types of reporting:

• Predefined reports, which are written to meet specific needs and saved for repeated use.
• Impact: This conversion and upgrade work will have no impact; all existing reports are expected to work normally and no functionality is being changed.
• Ad hoc querying analysis conducted by users who need to construct their own reports.
• Impact: Information about how to migrate/convert reports and how to download appropriate plug-ins are available:


• For information on how to download the appropriate plug-in, consult the document entitled First Time User's Guide: HUBI Portal and the Hyperion IR Web Client Plug In
• For information on how to migrate convert reports, consult the document entitled Upgrade Desktop Reports to Hyperion IR Studio

Hyperion Interactive 8 or Brio 6.6 Desktop Client Users

Audience: Finance and Human Resources
Impact: If you use the client, you will need the new Hyperion Interactive Reporting 11.0 client installed on your desktop.

Users of the desktop client were requested to identify themselves via the Hyperion Interactive/BI Roadmap survey last month. Your local desktop IT personnel will be notified that you will need the new client and will make arrangements with you accordingly. Your IT department will install using this document: Installing Hyperion IR Studio 11 Desktop Client.

Impact to existing ad hoc queries: Existing ad hoc queries will not need to be edited; in fact, a user will be able to open an existing query in the in the upgraded version, save it, and work as usual. Some minor changes in how some reports are published may need to be employed by the user; see the job aid noted above.

Once installed, users of the desktop client should consult the document Desktop OCE Configuration for Hyperion IR Studio, to point the client to the Data Warehouse.

Desktop client users should note that you will still be able to access the Data Warehouse using the existing Hyperion and/or Brio Desktop client. Therefore, you do not need to be concerned if the client is not immediately installed on your workstation.

Questions about the BI Roadmap Project/Hyperion Interactive Reports upgrade should be directed to 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:

• Alumni Affairs: CAADS-Func
• Human Resources: HHR-Reporting
• Financial: HDW-Finfunc

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

HUBS Version 11 Upgrade and Outage Information

Version 11.1.2.1 Goes Live November 17th - HUBS Unavailable During Installation

Mark your calendars and get ready for the new look and feel of HUBS on November 17th. HUBS will be unavailable during the installation of Version 11.1.2.1 which begins on Thursday, November 10th, and continues until the start of business on Thursday, November 17th. During that time technical staff will install the new version of HUBS into all 18 planning applications. Of special note in the calendar is November 9th. On November 9th October actuals become available in HUBS and it is your only day to run HUBS reports with October actuals before HUBS becomes unavailable.

As you likely have heard by now, none of your processes will change as a result of the HUBS upgrade. The same reports, business rules, web forms, and task lists that existed before the upgrade will still exist and be used in the same manner after the upgrade. Many of the new features of HUBS are standard Oracle features that will enhance your navigation experience in HUBS. To learn more about the new features go to Eureka and launch this new on-line course in the 11.1.2.1 folder: HUBS Upgrade from Version 9.3.1 to Version 11.1.2.1.

Look for more upgrade news in the HUBS October Bulletin month which will be published later this month.

A Note to HUBS Authorized Requestors

In anticipation of the HUBS upgrade outage please note that Client Services will process all user security requests received by 5pm on Monday, November 7th, prior to the outage. Requests submitted after November 7th will be held. Client Services will begin processing these requests once HUBS becomes available. As always, notification will be sent upon completion of the request.

If you have any questions about the calendar please send an email to hubs@harvard.edu.

Research Administration Systems Releases and Updates

GMAS Updates:

The next GMAS release (1_30) is scheduled for the weekend of November 19, 2011. The following are highlights for the release:

• Transactions charged to companion cost share accounts (non-sponsored fund with a sponsored activity) will be viewable via the Segment homepage. Cost share transactions will appear in summary (by object code) main cost sharing screen.
• The Participation Agreement is being enhanced to allow users to sign their agreements without being GMAS users. The Office of Technology Development (along with partners in FSS and OSP) are working on a communication plan for outreach on getting researchers to sign the new version of the PA.
• Adding support for version 1.2 of the PHS 398 Modular Budget Form and the R&R Subaward Budget Form. These forms will be required for Grants.gov NIH proposals starting in January 2012.

Full release notes will be published directly after the release. The next release is currently scheduled for April 2012. Please contact the GMAS help desk with any questions.

HIRBIRT Updates:

On September 30, 2011, a new release (1.0.16) was installed on HIRBERT which included the following enhancements:

Applications Module:

• Added functionality to automatically disable notifications on creation of renewal protocols
• Updated language for HSPH expired notification

People Module:

• Added breadcrumbs linking:
• People module to Applications View screen
• People module to Applications List screen

With the anticipated introduction of a new vendor-based IRB solution, this is the last scheduled release for the IRB systems. We will continue to support the applications by providing emergency and routine maintenance going forward. Both HIRBERT and HETHER will be accessible to end-uses during this time period.

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. Please see article 1 for more information.

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. Please see article 2 and article 3 for more information.

HR (PeopleSoft) and CREW HR Release 30

The next PeopleSoft Release (HR 31) is tentatively scheduled for December 2011. Details will be provided in an upcoming issue of e=News.

The CREW HR 31.0 Release is tentatively scheduled for December 2011. Details will be provided in an upcoming issue of 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
7.10	10/14/11
7.11	11/18/11
7.12	12/16/11

Sponsored Systems Releases

• GMAS release (1_30) is scheduled for the weekend of November 19, 2011. Please see article 6 for more information.
• The HIRBERT release was deployed on September 30, 2011. Please see article 6 for more information.

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 will be upgraded from Version 9.3.1 to Version 11.1.2.1 on Thursday, November 17, 2011. Please see article 5 for more information.

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