Oracle FINDINI 4.0.1 Release Outage Information

The University's financial systems will be unavailable from 6:00pm on Friday, April 19th until 6:00am on Monday, April 22nd to accommodate a scheduled release. Important Note:This release will include a JRE update to version 1.6.0_43. Logging into Oracle after this release will prompt a Java JRE update to version 1.6.0_43. This approved update should be allowed. For more information concerning the use of the JRE with Oracle forms-based applications, see the updated JRE Troubleshooting Guide.

The following items are set to be released in the weekend of April 19-22, 2013:

Business Process	Affected Application(s)	Description	Status
Accounting-To-Reporting	General Ledger	Cancel Query button kicks user out of forms.	Solution will be implemented in April 2013 Oracle FINDINI 4.0.1 Release
Procure-To-Pay	Web Reimbursement	Direct Deposit Notifications for multiple emails needs repair	Solution will be implemented in April 2013 Oracle FINDINI 4.0.1 Release

The Oracle Financial Applications are:

Please send any questions concerning the Release to the HUIT Support Center at 617-496-2001 or via email.

Oracle EBS Release 12 Stabilization Issues

Here is the latest status on the outstanding stabilization issues with the Oracle E-Business Suite:

Business Process	Affected Application(s)	Description	Status
Accounting-To-Reporting	General Ledger ADI	ADI journal upload issues: items remain in the interface table, thus eventually import to the GL in error, causing Users to have to reverse out their entries and re-upload. This is a sporadic issue encountered by a few users.	Stabilization Work-in-Progress: work towards a solution is ongoing and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger	Payments with No Accounting: We continue to identify AP Payment transactions without accounting entries in the GL. The invoice and payment amounts are correct; this is an accounting issue only	Manually correcting as items are found. Critical Fix: issue found after initial stabilization. Work towards a solution is ongoing and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger	Created Accounting on Payments: We have identified an issue where a very few payments that have been accounted for have been accounted incorrectly in the dollar amount.	Critical Fix: issue found after initial stabilization. Work towards a solution has begun and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger	AP Payments are transferring to the General Ledger in Detail	Stabilization Work-in-Progress: work towards a solution is ongoing and will be implemented as soon as it is ready

Please send any questions concerning the Oracle Release 12 Update to the HUIT Support Center at 617-496-2001 or via email.

Oracle Reminders: Applications Desktop Integrator (ADI) 64-bit Issue and Internet Explorer 10

Oracle Applications Desktop Integrator (ADI) 64 bit issue

Oracle ADI is used for uploading sponsored budget journals and actuals journals into the General Ledger. Oracle ADI does not work with MS Office Excel 64 bit version and will generate and error if used. It is recommended that if you need to use ADI, your version of MS Office Excel is 32 bit. Operating Systems can be 32 or 64 bit.

Oracle Applications with Internet Explorer version 10

If you have Microsoft Internet Browser IE10 on your desktop, you may encounter issues logging into Oracle Financials. Several users have reported seeing "Undefined" instead of their responsibilities on the homepage. If you encounter this issue, the solution is to downgrade your IE version 10 to IE version 8.

Please contact the HUIT Support Center at 617-496-2001 or via email with any questions.

Research Administration Systems Updates

GMAS Release

The next release of system changes for GMAS is available as of Monday, April 15, 2013. Release highlights include:

• Project nicknames
• Users can now add project nicknames per project segment.
• Nicknames can be added, deleted, and modified from the segment homepage.
• The nickname will appear:
• On the segment homepage
• In the project snapshot on the project and segment homepages
• On the PI dashboard in the Required Signatures, Active Projects, Pending Projects, and Interfaculty Involvement sections
• Users can search using the project nickname from the GMAS homepage, the segment search, and the advanced search
• Currently, the following users can add, delete, and modify project nicknames:
• Department Administrator
• Mentor
• Principle Investigator
• The character limit for project nickname is 40 characters.
• The front door pop-up window has been removed.
• The GMAS inbox has been removed. All notifications and reminders will be sent to users' preferred email address.
• A new component has been added to the segment homepage to capture Financial Award Information.
• The Participation Agreement reminder and to-do has been replaced with an email notification only. The email notification will go to the person responsible for signing the Participation Agreement.

For the complete release notes, visit https://wiki.harvard.edu/confluence/display/FSS/GMAS+Release+1_34.

HIRBERT Release

The next release of system changes for HIRBERT will be available on Monday, April 15, 2013. HIRBERT updates only include system patching.

HUBS Upgrade News

The HUBS Team has been evaluating and testing version 11.1.2.2 of Oracle Hyperion Planning and is targeting June 1st as the release date. Based on the team's evaluation, and to minimize the impact of the changes to users, only certain parts of the new features will be enabled. The release is largely a technical upgrade at this time but it does position the HUBS Team to more easily enable new features in the future. Note the following:

• Version 8 of Internet Explorer (IE) is still the recommended browser version but there is increased compatibility with IE 9.
• SmartView users will enjoy some enhancements on June 1st.
• More release details will become available in the HUBS Wiki as June 1st nears: https://wiki.harvard.edu/confluence/display/FSSHUBS/.

Please send any questions to hubs@harvard.edu.

Human Resources Reporting News - April 2013

Excel Tips and Tricks

This month, we would like to share one of our favorite Excel tricks - formatting a list of data into a string.

This formatting trick comes in handy when using the CREW Multiple Employee ID parameter or anytime you have an Excel list of data that you want to convert into a string (such as a list email addresses for an Outlook message etc.)

1. Formatting the data - In this example we have our IDs in column A and we want our final list to include commas in between the IDs. We will build our formula in column C by entering the following =CONCATENATE(A2,",")

• Change the "A2" value in the example to the starting cell and column you are concatenating.
• If concatenating for an email list, change the , to ; =CONCATENATE(A2,";")

You can also enter = in C2 and use the Excel Function Assistant (the drop down above columns A and B) to help build the formula as shown in the screen shot below.

Copy the new formula to the rest of your data by positioning your cursor over the lower right hand corner of C2 until the cursor becomes a bold dark + and then double-click to copy the formula down the length of your data.

2. Copy and Paste the data - Highlight your data from column C and copy it (Ctrl+C). Paste your data into a new Word document using the Paste Special feature by clicking on the arrow under Paste in the upper left hand corner and selecting, Paste Special and then selecting Unformatted Text.

3. Convert data into a string - Using the Find and Replace feature in Word enter ^p in the "Find what:" field and leave the "Replace with:" field blank, click Replace All.

Your data should look like this:
12345678,87654321,11223344,55667788,99999999,
You can now copy this string into the Multiple ID parameter in CREW and run your report.

If you have any questions or concerns, please contact the HUIT Helpdesk at 617-496-2001 or via email.

Thank you,
Human Resources Analytics and Reporting

Administrative Application Training Tip of the Month: HCOM: Find and Print the HCOM Cover Sheet for Non-Employee Reimbursements

The Center for Workplace Development is pleased to continue our new feature of e-News, which will provide a tip each month for working with admininstrative applications. Want to share a quick tip with your colleagues, or want to ask for a tip to be publised about your favorite application? Contact the Oracle mailbox.

Miss last month's tip, How to Add an Additional Line to a Non-Catalog or Payment Request? View the online tip here; or view the quick tip video.

This Month's Tip: HCOM: How to Find and Print the HCOM Cover Sheet for Non-Employee Reimbursements

When creating a Non-Employee Reimbursement request in HCOM, the system will generate a cover sheet, similar to what is produced in Web Reimbursement for employee reimbursements. Best practice is to print the cover sheet and add it along with the HCOM Non-Employee Reimbursement Form and the receipts. Note: If you are not using the HCOM Non-Employee Reimbursement Form, you are required to find and print the HCOM Cover Sheet.

The HCOM Non-Employee Cover Sheet can be printed by the Shopper or the Approver; each department sets it own rules concerning the responsibility for who is going to obtain and print the cover sheet.

Find and Print the HCOM Non-Employee Cover Sheet: Shopper

1. As the Shopper, you will receive an email indicating that the Non-Employee Request has been approved and you will be provided with the Non-Employee Reimbursement (NR) number.

2. Log Into HCOM and select the Requisitions Tab:

3. The NR number will appear on the right hand side of the screen; click on the NR number:

4. On the next screen, find the Attachments field and click on the View link:

5. The cover sheet will appear with the title NONEMPREIMB.pdf; click on the link to open the cover sheet:

6. The cover sheet will open as a .pdf; print by selecting the print icon at the top of the screeen or by selecting the File>Print menu.

Find and Print the HCOM Non-Employee Cover Sheet: Approver

1. As the Approver, you will will be brought back to the Notifications screen after you approve the Non-Emmployee Reimbursement. From here, select the Requisitions Tab, then Approvals:

2. From the Approvals screen, select Requisitions I Have Approved from the drop-down list, and then click the Go button:

3. The list of approved requisitions will return; locate the NR number on the right hand side of the screen; follow steps 3-6 in the Shopper instructions above.

Additional Information

Please see the Non-Employee Reimbursement Quick Reference on Eureka for complete information on how to create Non-Employee Reimbursements in HCOM. As always, please send support questions to the HUIT Support Center at 617-496-2001, 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 is scheduled for the weekend of April 19-22, 2013. Please see article 1 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. Types of HR CREW reports include HR operational, affirmative action, benefits, compensation, costing, earnings, job, pension, service credit, security and training reports.

The next CREW FIN release is tentatively scheduled for June 2013. Details will be included in an upcoming e-News.

HR (PeopleSoft) and CREW HR Release 35

The next PeopleSoft Release (HR 35) is tentatively scheduled for May 17-20, 2013. Details will be included in an upcoming e-News.

The CREW HR 35.0 Release is tentatively scheduled for May 17-20, 2013. Details will be included in an upcoming 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
9.04	4/20/13

Sponsored Systems Releases

• GMAS release (1_34) was deployed over the weekend of April 13-14, 2013. Please see article 2 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 will be upgrading to Version 11.1.2.2 of Oracle Hyperion Planning on June 1, 2013. Please see article 3 for preliminary 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.

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