HUBS Version 11 Upgrade is Complete!

HUBS was upgraded to Oracle Hyperion version 11.1.2.1 and released to users on November 16th. This version is two major versions ahead where we were previously. It includes an improved user interface, support of additional browser versions, as well as several new tools for both administrators and planners. Users can learn about the new version of HUBS by:

• Launching this new on-line course in Eureka: HUBS Upgrade from Version 9.3.1 to Version 11.1.2.1.
• Attending an online demonstration of the new version in the next HUBS User Group meeting scheduled for Friday, December 9th, from 10:00am to 11:30am - look for an email invitation to the webinar.
• Visiting the HUBS iSite where additional resources are listed in the v11 Upgrade tab, Learn About the New Features of v11 section.

As always, users should call the University Help Desk at (617) 496-2001 or via email if they experience a HUBS issue.

PCard Sweep Date Change

Due to the Thanksgiving Holiday, the PCard sweep originally scheduled for Thursday, November 24, 2011 will be moved to Wednesday, November 23rd at 3:00 pm.

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

HCOM Notes and Reminders

HCOM usage has soared throughout the University. The FSS Oracle Team would like users to be aware of the following new tool that will assist in troubleshooting HCOM issues and a reminder about the importance of receiving in items in HCOM as soon as possible.

1. End User HCOM Helpdesk Decision Tree: This decision tree has information that will guide users to take appropriate actions and contact the right resources when they encounter any issue in HCOM.
2. Reminder to promptly acknowledge receipt in HCOM: Please remember to receive all orders in the HCOM system as soon as you have confirmed your products have been delivered to your location. Goods not actively received in HCOM will delay payment to a vendor. This could result in lost discounts, or the University being placed on "credit hold", which may prevent your department, or any other Harvard department, from ordering or receiving goods from that supplier in the future, until unpaid invoice issues are resolved.
   
   If you have questions about how to receive in the HCOM system, please contact your local HCOM implementation manager, or go to Eureka and select Financials>>HCOM>>Receiving, Returns & Receipts, or consult any local training materials.

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

Research Administration Systems Releases and Updates

Grants Management Application Suite (GMAS) Updates:

Last weekend (November 19-20, 2011) a new release was installed in GMAS. Highlights for the release include:

• Added support for the new versions of two forms required for NIH applications for Grants.gov via system-to-system (S2S) proposal submission as of January 2012:
• NIH Modular Budget form
• NIH Subaward Budget Attachment form
• A new module has been added to GMAS allowing all members of the University to electronically sign the Participation Agreement (PA) form. A new URL will allow direct access to the PA form where a signature can be electronically entered and recorded. The current paper-based process for signing and recording the PA form will be replaced by the electronic signature process in Spring 2012. The enhancement in this release is in preparation of the forthcoming business process change. More details to come.
• Several enhancements to Cost Sharing:
• The segment homepage displays all expenses to accounts adhering to the cost sharing model (example: non-sponsored fund with a sponsored activity) in the Cost Sharing component
• The cost sharing detail screen shows each account string with cost sharing expenses and budgets rolled up by object code
• The cost sharing details screen includes a "Download This Page" option for export to Excel.

The full release notes will be made available next week. Contact the GMAS help desk with questions.

Business Intelligence Roadmap: Tool and Technology Upgrade-Status

Complete! CREW and Hyperion users have been upgraded to Oracle Hyperion version 11.

Underway: Desktop Interactive Reporting users: DLS is still completing the IR installation process for financial ad-hoc users. The current installation should continue to work without interruption.

As a reminder, 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.

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.

When and How to Report and Approve Time During the Winter Recess December 2011

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 2 at 5 p.m. System is coming down at 5 for Release 31.0 Migrations	Time entry deadline for: weekly check of 12/09 biweekly check of 12/16
Friday, December 2 at 3:30 p.m.	Absence approval deadline for period of 11/27-12/03
Monday , December 5 at 5 p.m.	Time entry deadline for: weekly check of 12/09 biweekly check of 12/16
Friday, December 9 at 5 p.m.	Time entry deadline for: weekly check of 12/16 biweekly check of 12/16
Friday, December 9 at 3:30 p.m.	Absence approval deadline for period of 12/4-12/10
Monday , December 12	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 12 at 5 p.m.	Approve time and labor for: weekly check of 12/16 biweekly check of 12/16
Thursday, December 15 at 5;00 p.m.	Absence entry deadline for period of 12/11-12/17
Friday, December 16 at 3:30 p.m.	Absence approval deadline for period of 12/11-12/17
Friday, December 16 at 5 p.m.	Time entry deadline for period of 12/12-12/17 weekly check of 12/22 biweekly check of 12/30
Friday, December 16 at 5 p.m.	Approve time and labor for period of 12/12-12/17 weekly check of 12/22 biweekly check of 12/30
Tuesday, December 20 at 5 p.m.	Absence entry deadline for period of 12/18-12/24
Tuesday, December 20	Off Cycle payroll
Wednesday, December 21 at 3:30 p.m.	Absence approval deadline for period of 12/18-12/24
Wednesday, December 21	Off Cycle payroll
Wednesday, December 21 at 5 p.m.	Time entry deadline for period of 12/18-12-24 weekly check of 12/30 biweekly check of 12/30
Thursday, December 22 at 5 p.m.	Time approval for the week of 12/18-12/24 weekly check of 12/30 biweekly check of 12/30
Wednesday, December 28 at 5 p.m.	Absence entry deadline for period of 12/25-12/31
Thursday, December 29 at 3:30 p.m.	Absence approval deadline for period of 12/25-12/31
Thursday, December 29 at 5 p.m.	Time entry deadline for period of 12/25-12/31 weekly check of 1/6 biweekly check of 1/13
Friday, December 30 at 5 p.m.	Time approval deadline for period of 12/25-12/31 weekly check of 1/6 biweekly check of 1/13

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

This group	Will be paid
Student and non-student temporary workers	Thursday, December 22 for the workweek ending 12/17
Service and trades workers	Thursday, December 22 for the workweek ending 12/17
Clerical/technical workers	Friday, December 30 for pay period ending 12/24
Student and non-student temporary workers	Friday, December 30 for workweek ending 12/24
Service and trades workers	Friday, December 30 for workweek ending 12/24

**NOTE:  Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Friday, 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). 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 (Half Day)	HOL	HWK	[Observed] Time-and-a-half for those hours worked past your half day. 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 over your half day, 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 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
12/25 (Sun)	N/A	REG	Your regular pay, but not floating holiday.
12/26 (Mon)	HOL	HWK	[Observed] Time-and-a-half for those hours worked. 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.
12/27	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 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
1/01 (Sun)	N/A	REG	Your regular pay, but not floating holiday.
1/02 (Mon)	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.

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 (observed). The employee is entitled to a floating holiday of 1/5 their week schedule x. 50

The math: (20/5X.5=2.0)

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 (12/26 [observed]), wants holiday paid out on the same day.

	Report:	12/26	HWK	7
			FHP	7

Scenario 6: Employee works 7 hours on Christmas (12/26 [observed]), wants to take floating holiday on Jan. 3rd.

	Report:	12/26	HWK	7
			FHE	7
	(Next TS)	1/03	FHT	7

Scenario 7: Employee works 4 hours on Christmas (12/26 [observed]), wants holiday paid out on the same day.

	Report:	12/26	HWK	4
			FHP	4
			HOL	3

Scenario 8: Employee works 4 hours on Christmas (12/26 [observed]), wants to take 4 hours of floating holiday on Jan. 3rd.

	Report:	12/24	HWK	4
			FHP	4
			HOL	3
		1/04	REG	3
			FHT	4

Scenario 9: Employee works 10 hours on Christmas (12/26 [observed]), wants holiday paid out on the same day.

	Report:	12/26	HWK	10
			FHP	7

Scenario 10: Employee works 10 hours on New Year's Day (1/02 [observed]), wants to take floating holiday on Jan. 6th.

	Report:	1/02	HWK	10
			FHE	7
		1/06	FHT	7

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, 3.2.16, is tentatively scheduled for the weekend of January 20-22, 2012. Details will be provided 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, 3.2.16, is tentatively scheduled for the weekend of January 20-22, 2012. Details will be provided in an upcoming issue of e-News.

HR (PeopleSoft) and CREW HR Release 31

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
7.11	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 4 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 has been upgraded from Version 9.3.1 to Version 11.1.2.1 on Wednesday, November 16, 2011. Please see article 1 for more information.

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.

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