PeopleSoft Release 31 Outage Information
Due to HR Release 31.0, PeopleSoft and ASPIRE transmissions to PeopleSoft will be unavailable starting on Friday, December 2nd at 5:00pm until Monday, December 5th at 8:00am.
Tag: PeopleSoft
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Human Resources Data Warehouse (HR DW) Release 31 Outage Information
The HR DW 31.0 Release is scheduled for December 2-5, 2011
The nightly HR and FIN data loads into the Data Warehouse will be cancelled for Friday, December 2nd. The load is planned for Sunday, December 4th, at the regularly scheduled time.
The HR DW reporting environment [includes CREW, OBIEE+ Interactive Reporting Portal (IRP) and DWHRPRD] will be unavailable to all users beginning at 8:00 pm on Friday, December 2nd through approximately 6:00 pm on Saturday in order to perform an upgrade and install the HR DW 31.0 release to PROD.
OBIEE+ Interactive Reporting environment:
Expected to be fully functional by 8 am Saturday morning.
Tag: CREW
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Financial Administration (FAD) 2011/2012 Winter Recess Schedule
The University will be in recess from 12:00 pm Friday, December 23, 2011 until Tuesday, January 3, 2012. Please review the following for special processing deadlines, cutoff dates, and system and support availability, leading up to and throughout the winter break.
Financial and Sponsored systems/applications will be up during winter recess; however, transactions will not be posted to the General Ledger, or refreshed into the CREW and DWCENPRD ad hoc reporting environments, and the University Help Desk (617-496-2001) and FAD staff will be unavailable. On-call resources will be available 24/7, as usual. Online materials, such as those found on Eureka, iSites and ABLE, will be available 24/7, as usual.
- Accounts Payable / Web Voucher
- Accounts Receivable
- Authorized Requestor Information for Oracle, PeopleSoft, GMAS, and HIRES
- Budget Tool (Sponsored)
- CAPS
- Cash Receipts
- Chart-Security Maintenance Application (CSMA) / Chart of Accounts (Sponsored and Non-Sponsored)
- General Ledger / ADI / General Accounting Office
- Grants Management Application Suite (GMAS)
- Harvard University Budgeting System (HUBS)
- Office for Sponsored Programs
- Payroll Services
- PCard
- Reporting: Ad hoc and CREW (Financial and Sponsored)
- Student Receivables
- Travel (Web Reimbursement)
| Departments and Systems | Winter Recess Schedule Changes |
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Contact: A/P: option 1 HCOM: option 2 Vendor Setup: option 3 |
Approved vendor invoices to be posted in December must reach Accounts Payable (UFS) at 1033 Mass Ave. by 5 p.m. Thursday, December 22. Invoices received after this time will be posted in January. Invoices already in the AP system that come due between December 23 and January 2, 2012 based on their payment terms, will be paid on Thursday, December 23, 2011. Approved vendor invoices that need to be paid by January 1, 2012 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Friday, December 16. HCOM:During the Winter break, electronic invoices will continue to arrive and be processed, generating system receiving e-mails. Shoppers can also receive goods in the system during the break. Voided Checks All checks that need to be voided and re-deposited must be received by AP no later than noon Monday, December 19 for the credit to be posted in December 2011. Foreign Currency Drafts and Wires Web Voucher or HCOM payments to be made in foreign currency must be entered and approved by the tub and the related invoices must be received by AP at 1033 Mass. Ave. no later than 5 p.m. on Friday, December 16. Note, a bank draft authorization or a wire transfer form must be attached to the front of the invoice. US Wire Transfers Web Voucher payments to be wire transferred must be entered and approved by the tub and the related invoices must be received by AP at 1033 Mass. Ave. no later than 5 p.m. on Monday, December 19. Note, a wire transfer authorization form must be attached to the front of the invoice. Non-standard check processing (Special Handling requests) received at 1033 Massachusetts Ave, 2nd floor by 5PM on 12/20/11 will have a check available for distribution on 12/22/11. Our offices will be closing at 5 p.m. on Thursday, December 22. Claim service will only be available at 1033 Massachusetts Ave, 2nd floor for requests received on 12/20/11. Vendor Setup, Maintenance & Reactivation new requests or updates needed to meet the above deadlines must be submitted on-line and approved in Oracle by 5 p.m. on Wednesday December 14th at 5pm. |
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Invoices to be entered by Central AR must be received by 5 p.m. Thursday, December 15 to ensure posting prior to the winter recess. The deadline for customer setup/maintenance is also 5 pm Thursday, December 15. Manually entered invoices completed in Oracle AR before 4:30 pm on Wednesday, December 21 will be posted prior to the winter recess. Manually entered invoices completed during the winter recess will be sent to the general ledger on Tuesday, January 3 when regular processing resumes. Feeds submitted during the break should be given unique extensions so files are not overwritten. |
Authorized Requestor Information for Oracle, PeopleSoft, GMAS, and HIRES Contact:Oracle Authorized Requestors: appadmin@camail.harvard.edu PeopleSoft Authorized Requestors: hr_pssecurity@harvard.edu GMAS Authorized Requestors: gmassecurity@camail.harvard.edu ASPIRE/HIRES Authorized Requestors: hr_pssecurity@harvard.edu HUBS Authorized Requestors: HUBSSecurity@harvard.edu |
User security, CVRs, TL/AM groups, Departments, and Location Code requests received after 5pm on December 21 will be processed after the winter recess beginning January 3. |
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Contact: |
Budget Tool input and upload entries entered by 7:30 p.m. Friday, December 23 will post and be included in the nightly data refresh of the CREW and ad hoc reporting environments. |
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Contact: |
CAPS forms submitted after close of business (5pm) Friday, December 23 will be held in queue until Tuesday, January 3. Any changes to CAPS forms (including budget detail) will not be reflected in CREW until Wednesday, January 4. Please note that no support is available for the system from 12pm Friday, December 23 until Tuesday, January 3. |
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Contact: |
Credit Vouchers: In order for a credit to be posted in December, 2011 all credit vouchers accompanied by cash and/or checks must be received in the Cash Receipts Office no later than 5 P.M. on Friday December 16th. Departmental Deposits and Massachusetts Taxable Sales Deposits with Validated Bank Receipts: All sales and deposits in either account made through Thursday, December 15th must be delivered to the Cash Receipts Office no later than 5 P.M. on Friday December 16th. All sales and deposits made between December 16th and December 31st, must be received in the Cash Receipts Office no later than 5 P.M. on Tuesday January 3rd . All taxable sales and departmental deposits should always be submitted to Cash Receipts in a timely manner. Please do not hold vouchers until the cut-off dates. |
Chart-Security Maintenance Application (CSMA) / Chart of Accounts / Oracle Security Contact: |
Chart of Accounts Requests: |
General Ledger / General Accounting Contact:Joe DeCristoforo, 5-4592 |
Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Friday, December 23 will be posted and included in the Friday night data refresh of the CREW and the ad hoc reporting environments. They will be reflected in the CREW and ad hoc reporting environments on Saturday morning, December 24. Any journals entered from 6:30 p.m. on Friday, December 23 through 6:30 p.m. on Tuesday, January 3 will post Tuesday night and be reflected in the HDW on Wednesday morning, January 4. Journal feed files sent during the winter recess will post on Tuesday night, January 3 and be reflected in the CREW and ad hoc reporting environments on Wednesday, January 4. Feeds submitted during the break should be given unique extensions so files are not overwritten. As a reminder, beginning with the September month end close, the University started performing interim reporting on a quarterly basis which results in the extension of the quarterly (September, December and March) closes by an additional 5 business days to allow tub central offices to process necessary entries. This does not change the process currently used by University employees to process month/quarter end journal vouchers; there is still a 5 business day window to enter the necessary journal vouchers. The subsequent 5 business days can only be used by the tubs' central offices. The two deadlines for processing DEC-11 activity are Monday, January 9, 2012 for the general population and Tuesday, January 17, 2012 for the tub central finance offices. Please refer to the September eNews special edition for the details on the specific information. |
Grants Management Application Suite (GMAS) Contact: |
GMAS will be available during the winter break with the following exceptions: •During the break, all financial data in GMAS and all GMAS data in the Data Warehouse will reflect transactions as of the end of day Friday, December 23, 2011. On the evening of Tuesday, January 3, 2012 financial data updates will return to the usual schedule •The GMAS Help Desk will be closed during the winter recess. |
Harvard University Budgeting System (HUBS) Contact: |
Availability of HUBS During Winter Recess The Harvard University Budgeting System (HUBS) will be available to end-users during the winter break but the HU IT Help Desk will not be available and HUBS administrators will not be in the office or responding to email requests during this time. Please note that although HUBS will be available for data entry and reporting, certain scheduled processes will not be executed during the winter break because they are only run during business days and/or nights when support is available. As a result the following items should be noted:
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In observance of the University’s winter recess, the Office for Sponsored Programs (OSP) will close at 5 p.m. on Thursday, December 22, 2011 and will reopen on Tuesday, January 3, 2012. Any proposals with deadlines that fall within these dates should be submitted to OSP no later than 5 p.m. on Thursday, December 15, 2011. As always, earlier submissions are welcome. If meeting this deadline is not possible, please contact your Grants and Contracts Specialist or Ethlyn O'Garro (617-496-3117) so that we can plan accordingly. |
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All paycheck dates, and related deadlines for paperwork submission, time reporting, and time approval can be found at http://able.harvard.edu/hr-common/payroll-calendar.pdf. Our offices will be closing for winter recess at 5:00 p.m. on Thursday, December 22. Any off cycle checks not picked up by 5:00 p.m. will be put in U.S. mail at 5:00 pm on 12/22. There will be no one in Central Payroll during the winter recess. If there is an emergency need during the break, tub-level HR and payroll administrators only can call 617-384-7576 and leave a message. Voicemail will be checked on this line twice a day during the week. It will not be monitored on weekends or holidays. Important exception: Weekly and Bi-Weekly payrolls (with a check date of December 30, 2011) will be processed on December 27, 2011. You will need to confirm your payroll is correct on that date. The payrolls are expected to be opened by 6:00pm on Monday evening December 26th. You will have until 12:00pm on Tuesday, December 27th to contact University Financial Services with any errors that need to be corrected. Please call or email one of the following individuals: Frank Garcia francisco_garcia@harvard.edu 617-495-9754 No corrections to the payroll can be done after the 12:00 calculation. Checks to be Voided and Personal Checks - C.O.B. Thursday December 15th Any Harvard checks that need to be voided and any personal checks resulting from overpayments you are holding must be sent to Central Payroll by close of business Thursday, December 15th. If received after this date the employee will receive an incorrect 2011 W2 Form. Check Pickup on Friday, December 30, 2011: Weekly and Bi-weekly checks for the check dated December 30th will be delivered to University Mail Services for distribution on December 30, 2011. If you have employees who want to receive their checks on Friday, December 30th rather than waiting until Tuesday, January 3rd, checks will be distributed by University Financial Services staff from 9:00a.m. - 1:00 p.m. Friday, December 30th at the Harvard University Employees 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 9th. Employees must show an HUID card to pick up checks. You are responsible for notifying employees where and when checks will be available for pickup. Any checks remaining will be distributed to local departments on Tuesday, January 3rd. This announcement only pertains to the distribution of checks for weekly and Bi-weekly paid employees. Employees with direct deposit will receive their pay on December 30th and their paper advice after the holiday break. Please remind employees that they can view their online pay advices through PeopleSoft Employee Self Service. |
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Contact: Customer Service 5-8500 (option 6) |
Due to the winter recess, the PCard sweep will occur on Thursday December 22 at 3:00 pm. The December 29 sweep will be moved to Tuesday, January 3, 2012 at 3:00 pm. |
Reporting - Financial, Sponsored and Student |
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Refunds requests will be processed until 10 A.M. on Thursday, 12/22/11, and will be mailed or available for pick-up after 2 P.M. on 12/22/11. Payments received at 953 Holyoke by Thursday, 12/22/11, will be credited to student accounts before 1/01/12. |
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Reimbursements, including Citi Direct Pays received at 1033 Mass Ave, 2nd floor by 5pm on Wednesday, December 14 will be processed before the winter break. Reimbursements, including Citi Direct Pays received after this time will be posted in January. |
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ID Requests Via Campus Services Center December Deadlines
The ID Services Group, part of the Harvard Campus Service Center, has announced that any special requests for ID Services must be made by 5 p.m. on Wednesday, December 21st in order to be processed prior to the winter recess. The last courier run to the Longwood Medical Campus will be Thursday, December 22nd at 9:00 am.
The Harvard Campus Service Center encompasses ID Services, Parking and Harvard University Housing. Questions concerning the Center should be directed to this telephone number, 617-495-7827.
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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:
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| 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:
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| Friday, December 9 at 5 p.m. | Time entry deadline for:
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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:
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| 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
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| Friday, December 16 at 5 p.m. | Approve time and labor for period of 12/12-12/17
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| 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
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| Thursday, December 22 at 5 p.m. | Time approval for the week of 12/18-12/24
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| 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
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| Friday, December 30 at 5 p.m. | Time approval deadline for period of 12/25-12/31
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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 |
Tags: Absence Management; Time & Labor
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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. Please see article 1 for outage information.
The CREW HR 31.0 Release is tentatively scheduled for December 2011. Please see article 1 for outage information.
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 |
| 7.12 | 12/16/11 |
Sponsored Systems Releases
- GMAS release (1_30) was deployed over the weekend of November 19, 2011. Please see the Release Notes for more information.
- The HIRBERT release was deployed on September 30, 2011. Please see the October 2011 e-News 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 the November 2011 e-News for more information.
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