Oracle Release 12 Upgrade Update

Do You Know Your Oracle Processing Deadlines?

A reminder that the Oracle Release 12 Upgrade will result in the outage of all Oracle financial applications from Friday evening, November 16-Monday morning, November 26. Be sure to know the financial processing deadlines that have been published in a special e-News to help staff prepare for the upgrade. This special issue provides schools and departments with ample time to plan and prepare accordingly. We strongly encourage

We strongly encourage all users to read this special e-news edition. As the Upgrade approaches, the special e-News issue will be updated as needed--check the issue frequently to make sure you have the most up-to-date information.

Be sure to view the Oracle Release 12 Upgrade Video for a preview of what's to come and the Oracle Release 12 Upgrade wiki site to keep track of the project.

The system and business process changes coming with the Oracle Release 12 Upgrade will be covered in several training offerings that include online simulations, webinars, brown-bag lunches, and, for the Accounts Receivables community, hands-on training. Look for a special e-News issue to announce all of the training offerings and how you can register for courses.

Additional information, including contingency and emergency payments criteria, and the impact of the upgrade on other systems, such as CREW, PeopleSoft, HUBS, GMAS, etc. will also be published in an upcoming e-News.

Please remember that you can always send questions about the Oracle Release 12 Upgrade Project via email to oracle12_upgrade@harvard.edu. You will receive a response within three business days.

Human Resources Reporting News: New HR Historical Job Profile Reports in CREW

We are pleased to announce that two new reports are now available in CREW:

HRJOBDP238 - Departmental-Historical Job Profile allows users to view job information for any employee working in, or having worked in the department(s) selected as of the date entered. This report shows all employees who were active regardless of which department currently owns the empl rcd.

Report example:

• Scenario: John Harvard had two active jobs as of 1/1/2008 - one in the Science Department (Dept A) and the other in the English Department (Dept B). If Dept A is chosen (as of 1/1/2008), the only job that will appear on the report will be his Dept A job. The report will indicate that John Harvard had two active jobs as of 1/1/2008, but only the job details for Dept A are outputted to the report.

HRJOBDP239 - Departmental-Historical Job Profile (All Jobs) allows users to view job information for any employee working in, or having worked in the department(s), including any other active jobs (as of the date entered) at the University regardless of which department currently owns the empl rcd.

Report examples:

• Scenario 1: John Harvard had three active jobs as of 7/1/2009 - two in the Science Department (Dept A) and the other in the English Department (Dept B). If Dept A is chosen (as of 7/1/2009), both of his jobs from the Science Department will appear on the report as well as his Dept B job.
• Scenario 2: Fred Jones has an active job in Dept A and an active job in Dept B. If Dept A and Dept B are both chosen on the parameter page, both of Fred's jobs will appear twice; once under Dept A and the other under Dept B.

On the parameters page, checking the Include Multiple Jobs Only checkbox will result in displaying employees who have multiple active jobs as of the date selected. Employees with only one job will not appear on the report.

Security Setting for the Two Reports

The two new reports do not call row level security; therefore, you can now find employees who once worked in your school or department and no longer work in your school or department (whose empl rcd is owned by another school or department).

Required roles:
HDW^PUB^TUB^Reports User
HDW^HRUNV^TUB^Job No Comp

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

Thank you,
Harvard Human Resources Analytics and Reporting (HRAR) and Information Technology Teams (HUIT)

HUBS Update: Interim Reporting and TEFA

The HUBS Team has been busy with a number of initiatives this summer and a couple are described in this article:

• Interim Reporting
• Tuition, Enrollment and Financial Aid

Interim Reporting

On July 30, a set of new HUBS reports and hierarchies were deployed to support the quarterly analysis of financial results that is required to be performed by each School, commonly referred to as Interim Reporting. The five new reports provide different views of prior and current year actuals, current year budgets, the latest School-submitted financial projections and the calculation of appropriate variances. A key design requirement for each report was to group and categorize revenue and expenses based on an Object code hierarchy that is similar but differs in many ways from the Tera/Giga/Mega/Super structure in the Chart of Accounts.

The dynamic version of the reports is available at all times to the Tub Finance Office, in the TFO folder, and can be used to review monthly financial results in addition to the intended quarter and year-end results. Schools and the Office of Financial Strategy and Planning (OFSP) can also drill into the Object hierarchy in the report itself or perform ad-hoc analysis in the Smart View tool and reference the new custom Object hierarchy.

Tuition, Enrollment and Financial Aid, TEFA

This September a new planning application will be deployed to support the yearly planning process for tuition, enrollment and financial aid. The advantages of using of Oracle's Hyperion Planning as opposed to Excel spreadsheets are many. In a nutshell, the TEFA data will now be entered and maintained in one central location in Hyperion Planning eliminating the need for School and central offices to manage numerous Excel templates. The versioning, security, and data integrity concerns that come with managing many TEFA workbooks/worksheets will be a thing of the past. In addition, by entering the TEFA data directly in the Hyperion environment, all data is immediately ready for rollup into the bigger picture. Eight TEFA reports will be available in Hyperion, however, the TEFA data will also be available in Excel through the Oracle plug-in SmartView.

Financial Systems Solutions (FSS) is working closely with central business partners to deploy the TEFA Planning Application to all schools.

Please send any questions to hubs@harvard.edu.

September 2012 CREW Financial, Sponsored, CAPS, and Student Release Items

Category	Module	Report, View or Object	Description	Release	Actual or *Target Release Date
Sponsored	Report	GMINVAC093 Sponsored Invalid Code Combinations	Modify report to exclude displaying activity related to "contra funds".	CREW RPT 8.9	9/21/2012

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

Upcoming Releases

Oracle Release 12 Upgrade

The Oracle E-Business Suite Applications will be upgrading from Oracle Release 11i to Oracle Release 12 in the late fall of 2012. Please see article 1 for the latest update concerning the Release.

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, 3.2.18, is scheduled for October 2012. Details will be available in an upcoming issue of e-News.

HR (PeopleSoft)

PeopleSoft Version 9.1 was implemented on April 23, 2012.

HDW HR Release 34

The HDW HR 34.0 Release is scheduled for December 2012. Details will be available 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
8.9	9/22/2012

Sponsored Systems Releases

• GMAS Release 1_32 was released on August 18, 2012. Please see the September e-News for more information.
• A HIRBERT release was deployed in Feburary 2012. Please see the April 2012 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 2.1 was released May 18-20, 2012. Please see the May e-News 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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