Oracle Release 12 Project Underway

The University Controller has released the following announcement to the Harvard financial community:

To the Members of the Harvard Financial Community:

It has been nearly a decade since we last implemented a major upgrade to our Oracle E-Business Suite. While we have implemented several enhancements and introductions of new systems, such as the Capital Projects System (CAPS), the Chart Security Maintenance Application (CSMA), and, most recently, the University-wide deployment of the Harvard Crimson Online Marketplace (HCOM), Oracle has continued to release upgrades of its E-Business Suite that we have not rolled out. Based on discussions with our business owners, financial and administrative leadership within the schools and units and our technical partners, we have determined it is time to upgrade the current version (11i) to Oracle Release 12. We anticipate the implementation of the new release in the November of 2012.

The immediate benefits of the upgrade include:

• Eliminating the risk of lost technical support from Oracle, which could result in increased risk exposure for unauthorized access, browser and operating system incompatibility, and emergency consulting expense to re-mediate failures
• An enhanced look, feel and navigation in some of the applications
• Improvements to back-office operations, decommissioning of customizations in favor of less costly standard features, and improved data quality to our master customer and vendor information
• Capturing of detailed business requirements for a future Fixed Assets system implementation
• Implementation of the iReceivables and Collections Modules for users of the Accounts Receivable application

The implementation of Oracle Release 12 will allow us to establish a "strategic roadmap" for future enhancements and functionality within the Oracle E-Business Suite. In parallel, we will also leverage the data quality improvements discovered as a result of the upgrade to identify opportunities for improvements to our financial reporting capabilities. As the project continues, regular updates will be sent to the community through targeted emails, e-News, and the Financial Managers Forum. Project details will always be available at the Harvard wiki site at https://wiki.harvard.edu/confluence/display/OracleR12/Home (note you will need to log in with your HUID and PIN).

The Oracle Release 12 implementation will provide us with many opportunities to streamline business processes and position us to better serve all of our financial customers, both internal and external. I look forward to working with you throughout this transition process.

Best Regards,

Maureen Forrester, University Controller

The Oracle Financials Applications are:

Accounts Receivable
Capital Projects System (CAPS)
Cash Management Reconciliation Application (CMRA)
Chart Security Maintenance Application (CSMA)
Chart of Accounts (CoA) Validator
Fedex Application
General Ledger & ADI
General Ledger (GL) Validator
Harvard Crimson Online Marketplace (HCOM)
Online Vendor Form
Purchasing Card (PCard)
Web Reimbursement (includes Corporate Card Payments/Credits)

PeopleSoft 9.1 Upgrade: Reporting Impact

The PS 9.1 Upgrade is scheduled for production release for both PeopleSoft and the HR Data Warehouse in April 2012. The following outlines changes to CREW HRMS reports that were impacted by the PS 9.1 version upgrade from the current PS 8.9 version. Please click this link to get a list of HR Data Warehouse (EUL) Objects impacted by the upgrade.

CREW HRMS Reports (18 reports required functional changes; 31 required database synchronization)

CREW Report	Functional Notes
BNHNWDP017	Retrofit; replace PS_BN_SNAP_PLAN_SV with SBN_PS_BN_SNAP_PLAN_SV
BNHNWEE016	Retrofit; replace PS_BN_SNAP_PLAN_SV with SBN_PS_BN_SNAP_PLAN_SV
BNRHSVC040	Retrofit; replace PS_PA_SVC_TRANS_V with SPN_PS_PA_SVC_TRANS_V
HRACCDP221	Retrofit using new Accomplishment's design.
HRACCDP222	Retrofit using new Accomplishment's design.
HRACCDP229	Report will be end dated; no longer available.
HRCMPDP020	Synchronize report with database and hint change for performance.
HREMRDP037	PHONE_EXTENSION added to report.
HREMREE036	PHONE_EXTENSION added to report.
HRJOBDP007	Retrofit to new ODS view: OHR_ACCOMP_DEG_V
HRJOBEE003	Retrofit to new ODS view: OHR_ACCOMP_DEG_V
HRJOBEE058	Updated report metadata (Business Purpose and Suggested Run Times)
HRTRNDP220	Retrofit; redirect columns (previously existed in STRN_PS_HU_EMPTRNG_COS_V; now added to STRN_PS_TRAINING_V): payment_method, acct_cd, dist_pct, commentshort, fee)amt
HRTRNDP232	Retrofit; redirect columns (previously existed in STRN_PS_HU_EMPTRNG_COS_V; now added to STRN_PS_TRAINING_V): payment_method, acct_cd, dist_pct, commentshort, fee_amt
PNHISEE048	Retrofit; replace PS_PA_SVC_TRANS_V with SPN_PS_PA_SVC_TRANS_V
SCTLGLS044	GROUP_ID will be renamed to TL_GROUP_ID in the database object: SSEC_PS_TL_GRP_SECURITY_V
SCUSRSC046	GROUP_ID will be renamed to TL_GROUP_ID in the database object: SSEC_PS_TL_GRP_SECURITY_V
SCUSRSC078	GROUP_ID will be renamed to TL_GROUP_ID in the database object: SSEC_PS_TL_GRP_SECURITY_V

If you have questions or concerns please contact the HUIT Support Center at 496-2001 or dls@harvard.edu.

Human Resources Reporting News-Job Level Costing Reports

CREW Report Spotlight - Modified Report
HRJOBDP233-Departmental-Job Costing (Salary)

This modified report provides current costing information, salary and FTE amounts for active jobs that have regular earnings only and allows departments to view job information for active employees as of today in their department. The report follows PS security, which limits access to whomever currently owns the employee's empl record. Users have the choice of running one of two reports: HR or PS Default Costing.

In order to run this report, you will need to have the following security roles:
HDW^PUB^TUB^Reports User
HDW^HRUNV^TUB^Job No Comp
HDW^HR^TUB^Reports User

CREW Report Spotlight - New Report:
HRJOBDP236-Departmental-Job Costing

This new report provides current costing information for active jobs as of today that have regular earnings only. Users have the choice of running one of two reports: HR or PS Default Costing.

In order to run this report, you will need to have the following security roles:
HDW^PUB^TUB^Reports User
HDW^HRUNV^TUB^Job No Comp

If you have questions or concerns please contact the HUIT Support Center at 496-2001 or dls@harvard.edu.

International Program Guide Now Available

Harvard's Global Support Services announces the publication of The International Programs Planning Guide. The Guide contains information on the academic approval process, legal and tax implications of international work, as well as human resources and financial considerations.

The Guide, now in its 4th edition, contains the principal issues that Harvard international programs face, and provides a starting point for addressing them. The goal is to help international program leaders plan their programs efficiently and effectively, in ways that minimize the risk of unpleasant surprises for them or the University.

The Guide covers the following areas:

A Glossary of Offices/Department
Contacting Global Suport Services
Getting Starting
Internal Approvals
Registration
Budgeting
Contracts and Memorandums of Understanding (MOUs)
Oversight
Human Resources
Finance
Taxes
Visas/Immigration
Real Estate
Health, Safety & Security
Corruption
Data Protection
Export/Import
Key Contacts
Glossary of Terms

The Global Support Services unit (GSS) was created in 2011 to provide operational guidance and tools to international projects. The department is able to provide information and consultation on any global operations matter, whether or not it is covered in this guide. Where appropriate, GSS will refer units to experts in other Harvard offices or to outside advisors. Over time, GSS intends to implement additional services and streamline processes to make life easier for international project leaders. Those improvements will be incorporated into this Guide. GSS invites your feedback and suggestions at globalsupport@harvard.edu.

HUBS Update: New Copy Detailed Employee Data Companion Rules

Last month the HUBS Team announced four new business rules for the Tub Finance Office (TFO) to submit their budgets in the CINA Cube, and since then four companion rules were released in the Employee Cube. The companion rules allow the TFO to copy the detailed employee data from the Employee Cube at the time of submission.

Although the Employee Cube data is not part of a submission, nor does it get pushed to Oracle or the Harvard Data Warehouse, it provides a historical record of the employee details at the time of submission. This is useful should a question arise about the employee totals in the CINA Cube submission - one will have the employee details available for investigation. Running the Employee Cube business rules is optional.

Note, the CINA Cube and Employee Cube business rule numbers are the same except the letter "a" was added as a suffix to the Employee Cube numbers:

CINA Cube

1. Business Rule BRBC185: Copies current year Plan-Working to current year Plan-Q2 Forecast
2. Business Rule BRBC186: Copies next year Plan-Working to next year Budget-Tub Submission
3. Business Rule BRBC187: Copies next year Plan-Working to next year Budget-Final
4. Business Rule BRBC188: Copies next year Plan-Working to next year Budget-Corporation

Employee Cube

1. Business Rule BRBC185a: Copies current year Plan-Working to current year Plan-Q2 Forecast
2. Business Rule BRBC186a: Copies next year Plan-Working to next year Budget-Tub Submission
3. Business Rule BRBC187a: Copies next year Plan-Working to next year Budget-Final
4. Business Rule BRBC188a: Copies next year Plan-Working to next year Budget-Corporation

As usual, please send an email to hubs@harvard.edu when you are ready to have your HUBS CINA submissions pushed to Oracle and the Harvard Data Warehouse.

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, 3.2.17, is scheduled for March March 23-26, 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, 3.2.17, is scheduled for March 23-26, 2012. Details will be provided in an upcoming issue of e-News.

HR (PeopleSoft)

PeopleSoft will be upgrading to Version 9.1 in April 2012. See article 5 for information about the reporting impact. Additional details will be provided in an upcoming issue of e-News.

CREW HR Release 32

The CREW HR 33.0 Release is tentatively scheduled for April 2012. 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
7.14	2/18/2012

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.

The next HUBS release is scheduled for May 18-20, 2012. Details will be provided in an upcoming issue of e-News.