PeopleSoft 9.1 Upgrade is Right Around the Corner!

Harvard is in the process of upgrading the PeopleSoft Human Resources/Payroll system, with system changes scheduled to take effect in April 2012. Major enhancements are being made to time reporting and approval functionality and business processes. You can take a 5-minute online tour of the changes: Quick Tour for Time Reporters, Quick Tour for Time Approvers, and Quick Tour for Time Adjusters/Administrators. You can also learn more in the PeopleSoft 9.1 Upgrade FAQs.

What is New?

• Changes for Time Reporters:
1. To prepare for this change, as of February 5th, all overtime-eligible employees must report the time they work each week in PeopleSoft.
2. Please note that if time is entered on behalf of an employee by a time-keeper, this process did not change.
• Changes for Time Approvers:
1. When the upgrade goes live in April, Time Approvers will be required to approve all reported time on a weekly basis in PeopleSoft.

The upgrade will provide "one-stop shopping" for those who report both time and absences online. On one screen, Time Reporters will be able to:

• Report time worked	• View absence requests
• Review the approval status of time reported	• Request an absence
• View a summary of reported time	• View absence balances

Improvements for Time Approvers include:

• Time and Absences can be approved on the same page (they are not currently integrated)	• Reported Time Summary shows time reported, the employee's schedule, and any deviations
• Approvers can approve time anytime during the week (not just Mondays)
• Information can be sorted to easily identify employees with no reported time	• Time can be Pushed Back to a Time Reporter with comments

Will there be Training?

Training is now available for these communities:

Time Reporters

As a Time Reporter, you must complete a 20-minute online course in the Eureka Learning Management system. This online course is available as of March 19, and must be completed prior to the go-live date of April 23. You can access this course by going directly to:

• 9.1 Time Reporter Upgrade Training

Work Instructions:

A detailed work instruction along with common time reporting examples can be found here:

• Time Reporter Detailed Work Instruction

Quick Reference:

And a 2-page go-live Quick Reference that includes a summary of the key changes can be found here:

• Time Reporter Go-Live Quick Reference

Time Approvers

As a Time Approver, you must complete one 30-minute online course in the Eureka Learning Management system. This online course is available as of March 19, and must be completed prior to the go-live date of April 23. You can access this course by going directly to:

• 9.1 Time Approver Upgrade Training

WebEx and/or Hands-on Lab (if needed):

If, after completing the online course, you would like additional training, you may register for a WebEx (webinar) entitled Time Approver 9.1 (WebEx), course number: WBX111, or a hands-on lab entitled Time Approver 9.1, course number: HRS111.

Registering for WebEx and Hands-On Lab Classes

You can sign-up now for these classes by going to PeopleSoft and navigating to Self Service > Learning and Development > Request Training Enrollment. Once at the search screen, do the following:

1. Select Search by Course Number.
2. In the search screen, enter CWD in the Category field.
3. In the course number field, enter WBX111 for the WebEx or HRS111 for the lab.
4. Click Search.
5. Click View Available Sessions and select a session
1. If you are from the SPH, HMS and HSDM area, look for session at the Longwood Medical Area.
2. If you are from HBS, look for sessions at 70 N Harvard St, Shad Hall.

Work Instructions:

A detailed work instruction on the new 9.1 approval process can be found here:

• Time Approver Detailed Work Instruction

Quick Reference:

And a 3-page go-live Quick Reference that includes a summary of the key changes can be found here:

• Time Approver Go-Live Quick Reference

Note: If you are both a Time Reporter and an Approver, you are expected to take both the Time Reporter and Time Approver trainings.

Time Adjuster or Administrator

As a Time Adjuster or Time Administrator, you must complete a 30-minute online course in the Eureka Learning Management system. This online course is available as of March 19, and must be completed prior to the go-live date of April 23. You can access this course by going directly to:

• 9.1 Time Adjuster/Admin Upgrade Training

WebEx and/or Hands-on Lab (if needed):

If, after completing the online course, you would like additional training, you may register for a WebEx (webinar) entitled Time Adj/Admin 9.1 (WebEx), course number: WBX121, or a hands-on lab entitled Time Adj/Admin 9.1, course number: HRS121.

Registering for WebEx and Hands-On Lab Classes

You can sign-up now for these classes by going to PeopleSoft and navigating to Self Service > Learning and Development > Request Training Enrollment. Once at the search screen, do the following:

1. Select Search by Course Number.
2. In the search screen, enter CWD in the Category field.
3. In the course number field, enter WBX121 for the WebEx or HRS121 for the lab.
4. Click Search.
5. Click View Available Sessions and select a session
1. If you are from the SPH, HMS and HSDM area, look for session at the Longwood Medical Area.
2. If you are from HBS, look for sessions at 70 N Harvard St, Shad Hall.

Work Instructions:

A detailed work instruction on the new 9.1 approval process can be found here:

• Time Adjuster and Time Administrator Detailed Work Instruction

Quick Reference:

And a 4-page go-live Quick Reference that includes a summary of the key changes can be found here:

• Time Adjuster and Time Administrator Go-Live Quick Reference

Note: If you are a Time Reporter and a Time Adjuster and/or Administrator, you are expected to take both the Time Reporter and Time Adjuster/Administrator trainings.

All of PeopleSoft's Self Service documentation will be available in Eureka on April 16, 2012.

Please send your questions/feedback to the project email box at peoplesoftupgrade@harvard.edu, and you will receive a response within three business days.

Important Announcement Regarding Web Voucher Decommissioning

As of April 15, 2012, University Financial Services' Accounts Payable will no longer be processing vendor payment-related Web Vouchers. Note that this does not affect the current Web Reimbursement process (employee, non-employee expense reimbursement, Harvard Travel Center, and CitiBank Direct pay). Any Web Voucher sent to AP after April 15 will be returned to the requestor asking they resubmit payment using an HCOM Payment Request. Also, any vendor payment Web Voucher that is open, except those included in the Web Reimbursement list above, will be automatically closed in the system. Users can expect to see these fall off of the Committed Funds Report by late April. Users will not need to request a closure of a WV as it will be automatically done by the system.

Please contact AP with any questions at 617-495-8500.

Oracle FINDINI 3.2.17 Release Outage Information

Due to FINDINI Release 3.2.17, the University's financial systems will be unavailable from 6:00pm on Friday, March 23rd until 6:00am on Monday, March 26th to accommodate a scheduled release. Applications affected include Accounts Payable, Accounts Receivable, Bottomline, Sponsored Budget Tool, CAPS, Cash Management (CRMA), Chart Security Maintenance Application (CSMA), CoA Validator, General Ledger, GL Validator, HCOM, iProcurement, PCard, Web ADI, Web Reimbursement and Web Voucher.

If you have any questions concerning the outage, please contact the HUIT Support Center at 617-495-2001, or via email.

HCOM Update: Marketplace History Tab to be Replaced by Document Tab

As of March 26th, the History tab in the HCOM Marketplace will be replaced by a new Document Search tab. The Document Search tab will give users the ability to search marketplace orders by specifying various search criteria such as purchase order number, prepared by, Supplier, Catalog number, etc. See the screenshot below of the current History tab screen and the future Document Search screen for reference:

If you have any questions concerning the outage, please contact the HUIT Support Center at 617-495-2001, or via email.

Harvard Data Warehouse Outage Information for March 23-26, 2012

The CREW Reporting, Interactive Reporting Portal, and Ad Hoc environments will be unavailable due to the CREW FIN 3.2.17 & APP 1.6.4 release:

• All CREW applications will be unavailable from 8:00pm on Friday, March 23 (the usual down time) to approximately 2:00pm on Saturday, March 24, with continued limitations to CEN users until Monday, March 26 at 1:00pm.
• The Interactive Reporting Portal application will be unavailable from 8:00pm on Friday, March 23 to approximately 11:00am, Saturday, March 24, with continued limitations to CEN users until Monday, March 26 at 1:00pm.
• DWAPPPRD will be unavailable for ad-hoc and export users from 8:00pm on Friday, March 23 until Saturday, March 24 at 8:00am.
• DWCENPRD will be unavailable for ad-hoc and export users from 8:00pm on Friday, March 23 until Monday, March 26 at 1:00pm.
• Financial and HR data loads will be cancelled which will impact CREW and database environments for Friday, March 23. A full data load will run on Sunday night, March 25.
• The DWHRPRD, DWHRHST and IMSUTS databases will be available throughout the release.

If you have any questions or concerns regarding this message, please contact us via the UIS Help Desk at 496-2001 or via email.

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. Please see article 3 for outage 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, 3.2.17, is scheduled for March 23-26, 2012. Please see article 5 for outage details.

HR (PeopleSoft)

PeopleSoft will be upgrading to Version 9.1 in April 2012. See article 1 for information about the impact and training available for the time reporting communities. 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
7.15	3/16/2012

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.