PeopleSoft Release 34: Enhancements and Outage Information

Due to HR Release 34.0, PeopleSoft and ASPIRE transmissions to PeopleSoft will be unavailable starting on Friday, December 7th at 5:00pm until Monday, December 10th at 8:00am. Users will see the following changes on Monday, December 10th:

Absence Updates:

New Report: Absence Group Employee and Manager Report - This Absence report will provide a list of employees and managers assigned to Absence Management Groups. This report combines the Employees by Absence Group and the Absence Managers Reports into one.

Note: The individual reports by Employees and Managers will still be available.

Time and Labor Updates:

Coming out of retirement: Time & Labor Group Employee Listing - The decision was made to retire this report at upgrade but it has been determined that it would be useful to still have access to it.

Coming out of retirement:Time & Labor Group Manager Report - The decision was made to retire this report at upgrade but it has been determined that it would be useful to still have access to it.

New automated email: Real-time approver notification will be sent when a Time Reporter changes time that has already been approved. This email will only be sent to the Time Approver(s) associated with this time.

HR Update:

Change Made to Term Appointment Upload: The appointment end date is now a required field for the Term Appointment Upload process. If you upload a file with employees whose Appointment Extension Data field is blank, the record in the Term Appointment Inquiry page will appear with the following error message: Appointment end date is required.

This change was made to prevent the upload from inserting blank appointment end dates into the employee's job record. Those doing the upload can either delete the employees who are not have their dates extended OR those records can be left on the file and allowed to error. Those with a new date in the Appointment Extension Date field will upload as normal and no further action is required.

Please send any questions regarding these changes to the HUIT Support Center, (617) 496-2001, or via email.

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Human Resources Data Warehouse (HR DW) Release 34 Outage Information

The HR Data Warehouse will be unavailable beginning at 8:00pm on Friday, 12/7/12 (the usual down time in the evening) through approximately 1:00pm on Monday, 12/10/12, in order to install the HR DW 34.0 release to PROD.

• AD HOC and EXPORT users will have access to all databases with exception of DWHRPRD, DWHRHST, and IMSUTS, where users will be locked out until Monday, 12/10/12, 1:00pm.
• CREW HR Reports will be unavailable until 1:00pm on Monday, 12/10.
• Interactive Reporting (IRP) will return errors for reports drawn from DWHRPRD database until Monday, 12/10/12, 1:00pm.
• The HR data load is cancelled for Friday night; the full load is scheduled for Sunday night.
• The Financial data load will take place per normal schedule Friday night.

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Human Resources Reporting News - December 2012

Report Enhancement (effective 12/21/2012)

HRDEPDP010 - Departmental - Departments in Sub Affiliations

This report allows users to see all departments within a selected Central Reporting Sub Affiliation. With this enhancement, both the PDF and Excel outputs are now grouped by Central Reporting Major Affiliation and then by Sub Affiliation. The Excel output also includes the corresponding Affirmative Action Major and Sub Affiliation information.

Tips and Tricks

When using the "Multiple Employee IDs" parameter please be aware that there is a limit to the number of characters it will accept, and due to different formatting scenarios (such as extra spaces around commas) we suggest limiting your ID lists to 125 or less.

The parameter can be found on the following reports:
PYERNEE002 - Individual Earnings Lookup
HRJOBEE003 - Individual Job Profile (Current Jobs, All Jobs, Pre 10/01/2002 Jobs)
PNHISEE048 - Pension Historical Report

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

Thank you,
Human Resources Analytics and Reporting

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Financial Administration (FAD) 2012/2013 Winter Recess Schedule

The University will be in recess from 5:00 pm Friday, December 21, 2012 until Wednesday, January 2, 2013.  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 available 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 HUIT Support Center (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 / HCOM
• Accounts Receivable
• Authorized Requestor Information for Oracle, PeopleSoft, GMAS, Aspire and ARIeS
• 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)

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ID Requests Via Campus Services Center December Deadlines

The Harvard Campus Service Center has announced that any special requests for ID Services must be made by 5 p.m. on Wednesday, December 19th in order to be processed prior to the winter recess. The last courier run to the Longwood Medical Campus will be Thursday, December 20th at 9:00 am.

The Harvard Campus Service Center encompasses ID Services, Parking Services and Harvard University Housing. If you have any questions about services provided by the Center, please contact them at 617-496-7827.

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When and How to Report and Approve Time during the Winter Recess December 2012

Please note: This article has been updated from the one that was published in the November eNews. HUCTW employees who work on Christmas Eve only receive premium pay (Holiday Worked) for the afternoon portion of their schedule. Working in the morning would be similar to working on a recess day where the employee reports his/her hours as REG and is compensated with a Floating Holiday Earned (FHE) to be used before the end of the fiscal year. The previous article's examples stated employes who worked in the morning would be paid HWK for those hours. This was incorrect.

This information has been updated in the grid and scenarios that follow.

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

*Managers (approvers) can request their time reporters to report their time in advance for the recess period starting in the second week of December. The manager can approve that time soon as it is reported. The optional reporting/approving deadlines noted in the grid can be used by the schools/units to formalize a communication to their reporters/approvers a deadline for reporting/approving the recess break hours. The optional deadlines will not have any auto-reminder emails that are triggered from PeopleSoft.

There are NO changes to the paydays for the overtime-eligible staff during the holiday recess.

**NOTE:  Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Friday, December 28th 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.

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. The maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours 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

Extra hours for a holiday worked are not paid automatically. If an employee works on 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.

Key points to remember about holiday reporting time codes:

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
• Maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.

FHE – Floating Holiday Earned

• Hourly rate hours that are banked and used for time off later on
• Does not add to Overtime Hours
• Maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.

Examples of how to report if a non-exempt benefited employee is working on one of the recess days:

Bi-weekly Pay Periods for 2013

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Research Administration System Updates

GMAS Release Details

The next release of system changes for GMAS will be available on Monday, December 17, 2012. Release highlights include:

• PI Dashboard
• The dashboard will include high-level GMAS information per Principal Investigator (PI) such as:
• Current projects, remaining funds (excluding subagreements and indirect costs), and projected spending
• Direct links to accounts, reports, subagreements, documents, action memos, and approvals
• Pending (yet to be submitted) proposals, as well as submitted proposals awaiting sponsor notice
• Interfaculty projects (part-ofs)
• For users who are PIs on projects, this new dashboard will be their homepage
• Conflict of Interest (COI) enhancements:
• Addition of "confirm research team" process to at-risk account requests, including notification and to-do generation
• The <Confirm Research Team> button will now appear on the Segment homepage
• The COI disclosure status (from the FCOI system) appears on each person profile
• A document repository has been added to the COI approval
• The COI approvals from prior to August 2012 will be referred to as "Conflict of Interest - Legacy"; the PHS COI approval implemented in August will now be referred to as "Conflict of Interest."
• PHS investigators are now referred to as "Investigator".
• Change PHS Investigator question from "Is this member an investigator as termed by the PHS regulations?" to "Is this member responsible for the design, conduct or reporting of the proposed research?"
• Resolve issue where COI approvals are not generated correctly on revise to resubmit requests
• Add confirm research team status to "sponsor notices" dashboard and segment home screen (in research staff component bar)
• Automatically update COI approval status from "No Disclosure" to "No Interests", when a research team member discloses in FCOI that they have no interests (and was previously no disclosure)
• New feature to allow the central sponsored offices to "lock" documents to prevent accidental deletion
• Department-based users will now be able to view receivable and report comments on the listing screen
• An additional, flexible indirect cost rate basis may be applied to subagreements
• For all projects with a prime sponsor, the prime institution's PI name will be required

More details about the release will be posted in the coming weeks at this location: https://wiki.harvard.edu/confluence/display/FSS/GMAS+Releases.

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REACH Program Accepting Applications for Spring 2013

The Research Excellence in Administration Certificate at Harvard (REACH) program, a University-wide sponsored training series, is currently accepting applications for the Spring 2013 semester in both the Foundations and Intermediate levels. Applications are due January 11th, 2013. To apply, please click HERE.

If you would like more information on the program, you are invited to attend one of the upcoming information sessions. Instructors and participants will be available to tell you about the program, the new streamlined online application process, and to answer any other questions you may have. These information sessions will be offered at different locations across the University, and all are welcome to attend any session. For the most up-to-date session times and locations, and to RSVP, please visit our website HERE.

The current session dates are:

• Friday, 12/7/2012, From 1:00pm-2:00pm, - Tosteson Medical Education Center, Rm 333
• Monday, 12/10/2012, From 11:00am-12:00pm, Holyoke Center room 608
• Wednesday, 12/12/2012, From 10:30am-11:30am, 124 Mt Auburn St, Ste 100, Rm 106
• Thursday, 12/20/2012, From 12:00pm-1:00pm, Holyoke Center room 608
• Friday, 1/4/2013, From 11:00am-12:00pm, 124 Mt Auburn St, Ste 100, Rm 106

More information about the REACH program may be found at: http://osp.fad.harvard.edu/content/reach-program, or by contacting REACH@harvard.edu.

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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 last major release was the Oracle Release 12 Upgrade, which occurred in November 2012. Please see last month's e-News for more information.

The Oracle Financial Applications are:

CREW FIN and HR 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 FIN CREW reports include financial, budget, receivables, grants management, and sponsored reports. Type of HR CREW reports include HR operational, affirmative action, benefits, compensation, costing, earnings, job, pension, service credit, security and training reports.

The last CREW FIN release occurred in November 2012. Please see last month's e-News for more information.

HR (PeopleSoft) and CREW HR Release 34

The next PeopleSoft Release (HR 34) is scheduled for December 7-10, 2012. Please see article 1 for outage information.

The CREW HR 34.0 Release is tentatively scheduled for December 7-10, 2012. Please see article 2 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.

Sponsored Systems Releases

• GMAS release (1_33) will be deployed over the weekend of December 17, 2012. Please see article 7 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 2.2 was released November 5, 2012. Please see the October 2012 e-News for more information.

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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.

For information about subscribing or unsubscribing to the eNews notifications, visit our who gets the eNews page.

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