PeopleSoft Release 35: Enhancements and Outage Information

Due to HR Release 35.0, PeopleSoft and ASPIRE transmissions to PeopleSoft will be unavailable starting on Thursday, May 16th at 5:00pm until Monday, May 20th at 8:00am.

Users will see the following changes on Monday, May 20th:

HR Updates:

NEW Page: Maintain Supervisor ID

With Release 35, a new page allows you to directly update or add a new Supervisor ID to an employee's record without having to use the Job Data Change Form or Job Data Upload. For access to this page, please contact your Authorized Requestor. The role for this page is PS^HR^ALL^SUPR^Correct Sprvsr.

Highlights of using this page include:

• This page is designed to update one employee at a time.
• You can add a new row and make corrections to existing rows in the same transaction.
• Each row on the Maintain Supervisor ID page directly correlates with a Job Data row.
• When correcting a Supervisor ID, make sure to change each affected row.
• When adding a row, the Effective Date must be greater than or equal to the most recent date.
• If adding a row with the same date, be sure to increase the effective sequence number.

The CREW Reports listed below have been modified to include specific attributes to help users maintain the supervisor information:

Payroll Updates:

Payroll Report - Work Study Earnings Report to be rolled out to all Report Users
Harvard Reports>Payroll Related>Work Study Earnings Report

This report monitors work study earnings by employee in relationship to the employee's work study earning ceiling.

Summary of Report Logic:

• Department-level security will be enforced.
• Earnings Detail checkbox: The report can be run with or without Earnings Details. When this checkbox is selected, the parameter will allow the user to see detailed earnings information for each employee rather than simply totals. The default is unchecked.
• If a date is entered in "WS End Date Greater Than," the report will only return employees whose end date in the Work Study Student Table is greater than date entered. If left blank, the report will return all employees in Work Study Student Table who have Work Study earnings.
• Can be filtered by Department ID and allows for multiple Department IDs (the default is blank).
• Can be filtered by Workgroup (default is blank).
• Can be run by employee and will allow multiple employee ids to be entered.

Sample of report run without Earnings Detail:

Sample of report run with Earnings Detail:

Time and Labor Updates:

Unsubmitted Time Report:
Harvard Reports > Time & Labor Reports Related > HU Unsubmitted Time Report

The report has been modified to no longer display days prior to hire as missing time.

Possible Underpayment Report:
Harvard Reports > Time & Labor Reports Related > HU TL Possible Underpay Report

This release fixes an issue that existed when running the report "By Day". When running in "By Day" mode, the report was only returning Time Reporters where Payable Hours were less than Scheduled Hours for that day, however employees who did not have any Payable Time generated (Time Worked or Absence) were not being returned.

Timesheet:
Self Service > Time Reporting & Absence Mgmt > Report Time and Absences > Timesheet

A modification has been made to the page to allow employees to enter time for a week where there is an existing absence that does not follow the .25 hour increment.

Prior to this modification, the absence data would not allow the employee to enter any time. The .25 hour increment will still be enforced for worked time entered.

Time & Labor Approval Workflow

PeopleSoft has delivered a modification to the creation of Workflow. Prior to this enhancement, if an employee modified time already approved or added new time to a week that had already been approved, the entire week would require re-approval. With this change, only the day modified/added will require approval.

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 35 Outage Information

The HR Data Warehouse will be unavailable beginning at 8:00pm on Friday, 5/17/13 (the usual down time in the evening) through approximately 2:00pm on Monday, 5/20/13, in order to install the DWH_35.0 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, 5/20/13, 2:00pm.
• CREW HR Reports will be unavailable until 2:00pm on Monday, 5/20/13.
• Interactive Reporting (IRP) will return errors for reports drawn from DWHRPRD database until Monday, 5/20/13, 2:00pm.
• HR data load will be cancelled on Thursday (5/16) and Friday (5/17), full load is scheduled for Sunday (5/19).
• Financial data load will take place per normal schedule Friday (5/17)

If you have questions or need assistance, please contact the HUIT Helpdesk at 496-2001 or via email.

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Human Resources Data Warehouse (HR DW) Release 35 Information - HR DW Database Object Updates - May 2013

An extensive number of database object updates are associated with the upcoming HR DW Release. Please see this document for the complete list of changes.

If you have questions, please contact the HUIT Help Desk at 617-496-2001 and ask the attendant to log a ticket to the HDW-Tech group.

Thank you,
Human Resources Analytics and Reporting

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Human Resources Data Warehouse (HR DW) Release 35 Information - HR CREW Enhancements - May 2013

**NOTE: HRACCDP221 Departmental Accomplishments (Agreements..) will now require users to have the HDW^HRUNV^TUB^Training Admin role in addition to the HDW^HRUNV^TUB^Job No Comp and HDW^PUB^TUB^Reports User roles that the report previously required.

If you have questions, please contact the HUIT Help Desk at 617-496-2001 and ask the attendant to log a ticket to the HHR-Reporting.

Thank you,
Human Resources Analytics and Reporting

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Don't Forget the Fiscal Year End Deadlines!

Be sure to check out the e-News Fiscal Year-End issue for all of the dates you need to end your year on a sound financial footing! Don't forget there's a handy, printable calendar of due dates also available!

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June FINDINI Release/Sponsored Payroll Cost Transfer Impact

The next FINDINI is scheduled for the weekend of June 15-16, 2013. This release will include a Java Runtime Environment update to version 1.6.0_45. Additional details on the release will be included in an upcoming e-News. Also included in this upcoming release:

Payroll Cost Transfer Impact

Payroll Cost Transfers are adding a new journal line Descriptive Flexfield to capture the period of work performed. This new field will be required on manual and spreadsheet journals for some payroll object codes. Look for further details in the FINDINI 4.0.2 release in June 2013 and within the sponsored community.

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HCOM Enhancement Process

A process for prioritizing enhancements to the Harvard Crimson Online Marketplace (HCOM) application is being undertaken by the University's newly-established Disbursements Advisory Board, consisting of procurement and other financial operations managers representing most of the schools on campus.

This group will meet regularly to discuss the procure-to-pay process, recommend and prioritize HCOM enhancements, and provide guidance to University Financial Services and business and systems analysts to establish best practices in the disbursements space.

As enhancements are prioritized, system requirements will be created and developed, and then released through the standard Oracle FINDINI process.

Watch for additional information concerning HCOM enhancements in upcoming issues of e-News.

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Oracle EBS Release 12 Stabilization Issues

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

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

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HUBS Upgrade - Includes Workday Outages

In just a couple of weeks HUBS will be upgraded to Version 11.1.2.2 of Oracle Hyperion Planning. HUBS will not be available to users during the installation of the new version. Installation will begin at 5:00pm on Thursday, May 30th, and will continue until the end of the day on Monday, June 3rd. Users will be notified if the installation is completed earlier than planned.

The upgrade is mostly a technical one making it easier to enable new features in future HUBS releases. The changes will have a minimal impact on a user's experience in HUBS except for SmartView users. SmartView users will find a number of enhancements and new features, some of which will become available to users only after they upgrade their workstation to version 11.1.2.2 of SmartView.

A list of the enhancements and new features, as well as SmartView upgrade information, can be found on this page in the HUBS Wiki: https://wiki.harvard.edu/confluence/display/FSSHUBS/2013+June%2C+Release+2.3%2C+Release+Notes

Please send any questions to hubs@harvard.edu.

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Online Accounts Receivable Course Now Available at Eureka!

An online version of the Accounts Receivable course is now available at Eureka, the Center for Workplace Development's Learning Management System.

The course provides an interactive demonstration of using the Accounts Receivable and iReceivables applications. The course is broken into modules, so you can learn the entire system or choose to refresh yourself on a particular topic. The modules presented include:

Please send support questions to the HUIT Support Center at 617-496-2001, or via email.

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Administrative Application Training Tip of the Month: Oracle Keyboard Equivalents for General Ledger; Accounts Receivable

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 administrative applications. Want to share a quick tip with your colleagues, or want to ask for a tip to be published about your favorite application? Contact the Oracle mailbox.

This Month's Tip: General Ledger; Accounts Receivable: Using Oracle Keyboard Equivalents to Increase Productivity

Experienced users of General Ledger and Accounts Receivable often use keyboard equivalents to quickly implement functionality within these applications. But did you know that the keyboard equivalents changed with the Oracle Release 12 upgrade?

Speed up your work in both of these applications by learning the keyboard equivalents, available in table format in this document.

Miss last month's tip, How to Find and Print the HCOM Non-Employee Reimbursement Cover Sheet? View the online tip here; or view the quick tip video. To view all of the monthly tips, click on the Training tag below.

As always, please send support questions to the HUIT Support Center at 617-496-2001, or via email.

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University's Unclaimed Wire Account to be Monitored/Maintained by University Financial Services' Cash Receipts Department as of June 3, 2013

Effective Monday, June 3, the responsibility of monitoring and maintaining the University's unclaimed wire account will shift from Joe Mendes of the University Financial Services (UFS)/Accounts Payable unit to the UFS Cash Receipts Department. This alignment will benefit UFS customers by creating a centralized unit for the depositing, monitoring and posting of University funds.

The Cash Receipts team, led by Chris Cortez will oversee the unclaimed wire account on a daily basis to ensure funds are identified and applied promptly and accurately. Fund allocation requests as well as all other inquiries should now be submitted to cash_receipts@harvard.edu. A member of the Cash Receipts team will review, research and process your request within 48 hours. All claims to unapplied wires must be made via the email address provided above, or by calling the Cash Receipts Department directly at 617-496-8332.

UFS recommends all TUBS run the unclaimed wire report via CREW at least weekly. Should you be expecting a payment via wire, the suggestion is to run this report more frequently until the expected funds are identified. To claim funds placed on the unclaimed wire report you must:

• Run the Unclaimed Wire Report
• Provide the IW (Incoming Wire) number
• Provide the dollar amount of the wire - Please consider associated fees may be deducted from the expected sum. (Exchange rate, processing fees etc...)
• Your TUB's full 33 digit accounting string. Partial coding will not be accepted

Please reach out to Chris Cortez, Manager of Accounts Receivable and Cash Receipts if you have any questions about this transition. By shifting this responsibility, UFS Cash Receipts plans on increasing the frequency of outgoing foreign wires to twice a week in the coming months.

To recap,

• outgoing wires (domestic and foreign) will continue to be managed by Accounts Payable/Payments (Arthur Crump is the manager)
• posting of incoming wires will be managed by the Cash Receipts Office (Chris Cortez is the manager).

UFS anticipates that this shift will provide more timely service in this area.

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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 next FINDINI is scheduled for the weekend of June 15-16, 2013. Details will be included in an upcoming e-News.

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 scheduled for May 17-20, 2013. Please see article 1 for more information.

The CREW HR 35.0 Release is scheduled for May 17-20, 2013. Please see article 2 and article 3 for more 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_34) was deployed over the weekend of April 13-14, 2013. Please see last month's e-News for more information.

HUBS Releases

The Harvard University Budgeting System (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 8 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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