Financial Systems Solutions Service Catalog Now Available

Financial Systems Solutions (FSS) is pleased to announce the release of their service catalog. This catalog is a list of the many services provided for Central Financial Administrative Applications including: security administration, product management, project management and business process consulting. Each service includes: a description, who the service is available to, how to get a service request started, requirements for a service request and service level objective targets.

The list of Central Financial Administrative Applications supported by FSS, in collaboration with Harvard University Information Technology (HUIT) can be found here.

Examples of the kind of information you will find in the Service Catalog include:

• End User Support: links to training information for central applications and steps for how users can request enhancements to existing systems
• Management Support: Information on Central Financial Applications Enterprise System Product and Project Management, and a list of services that FSS can provide including Business Process consulting, assisting in the selection of software vendors, and how FSS supports school or unit re-organizations
• User Access: one-stop, complete list of how a school's Authorized Requestor can request access to the many central applications supported by FSS
• Chart of Accounts Maintenance: Information for Authorized Requestors concerning all aspects of chart maintenance
• Application Configuration: Information about making requests for specific application configurations such as the HCOM Ship-to Address, Absence and Time & Labor Groups, etc. Each configuration description includes who can make the request and the expected service level objective regarding when the configuration will be delivered
• Fiscal Budget Operations: Services for Tub Financial Offices regarding various operations associated with HUBS and Fiscal Budgeting
• Absence Management Operations: Services FSS provides to support the PeopleSoft Absence Management process

The site also provides handy links to the list of Authorized Requestors, tips on how to use the catalog, the service definition and the complete list of Central Financial Administrative Applications. Users can easily search the site for specific content using the Search feature available on each page of the catalog.

The FSS service catalog is available on wiki.harvard.edu and can be accessed at this link (you will be asked to authenticate via PIN). FSS encourages your viewing this site and sharing this link with your colleagues. The goal of the catalog is to make it easier for for everyone to understand and request the services that FSS provides.

Human Resources Reporting News - August 2013

Correction to HR DW Release 35 Data latency issue

In May 2013, certain attributes (outlined below) had a two day delay between the data that is in PeopleSoft vs. the data in the HR DW (including CREW and IRP reports). The technical data warehouse data latency issue was fixed on August 2nd. For those extracting data from the views below, there will be a large increment of new data that may affect the execution time of your extract queries.

OHR_JOB _ACTN%, OHR_JOB_HIST%, OHR_JOB_CURR%:

• SPRVSR_EMAIL_ADDR
• PRI_NAME_FULL
• PRI_FIRST_MIDDLE_LAST
• PRI_LAST_FIRST_MIDDLE
• SPRVSR_EMPL_CLASS_CD
• SPRVSR_EMPL_CLASS_DESC

OHR_PERS_CURR%:

• SPRVSR_FLAG
• SPRVSR_DIRECT_REPORTS_COUNT

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,
The Human Resources Analytics and Reporting and HUIT Enterprise Data Warehouse teams

Financial Policy Office Announces FY14 Policy Overview Session

The Financial Policy Office is pleased to announce the first of its FY14 policy overview sessions: Tax Compliance for External Revenue-Generating Activity.

Selling goods and services can lead to tax implications for the University. During this brown bag session, Amy Esposito, Associate Director of Tax Reporting, and Jodi Kessler, Senior Tax Analyst, will discuss the key points of the new Tax Compliance for External Revenue-Generating Activity policy. This session will also serve as a refresher on how to recognize transactions that are subject to sales tax or unrelated business income tax. Amy and Jodi will walk through examples of taxable activities on campus and will respond to frequently asked questions. If there are specific questions that you'd like answered at the session, please submit them in advance to financialpolicy@harvard.edu. You are welcome to bring your lunch.

Intended Audience: Financial administrators whose units generate income by selling goods and services (other than education and research services)
Date and Time: Thursday, August 22, 1:00pm - 2:00pm
Location: 1033 Mass Ave, Room M-11

Please register at: http://policies.fad.harvard.edu/event/tax-compliance-policy-overview. Click on the "Sign up for Tax Compliance Policy Overview" link to access the online registration form.

New HUBS Release August 2013

The next HUBS Release will occur during the last week of August.

The release will place all Campus Services Tubs into one Planning Application, Planning Application 40, as shown in the table below:

Tub	Move From Application	Move To Application
130 - MAG	PLNG0030	PLNG0040
595 - HRE3	PLNG0040	same
580 - HRES	PLNG0040	same
180 - UOS	PLNG0050	PLNG0040
155 - CLUB	PLNG0050	PLNG0040
150 - DINE	PLNG0050	PLNG0040
620 - Global	none - NEW Tub	PLNG0040

The release will be installed on Wednesday 8/28, Thursday 8/29 and is expected to be completed early in the day on Friday 8/30. Planning Applications 40, 30 and 50 will be unavailable during much of the release installation but the Workspace Reports and Smart View will be available at times. An email will be sent to users with the final details of the outage for Planning Applications 40, 30 and 50. HUBS will be fully available to users of all other Planning Applications during the release installation.

Most of the changes that come with the release are behind the scenes changes but there will be some notable changes for some. For example, HUBS users from Tub 130, 180, 155 and 150 will no longer log into Planning Applications 30 and 50; they will log into Planning Application 40 to perform their budget activities, and they will run reports from the Campus Services folder in the Workspace. These changes and others will be outlined in release notes on the HUBS Wiki - stayed tuned.

Please send any questions about the August Release to hubs@harvard.edu.

New ecrt Effort Certification System to Go Live in the Fall

This Fall Harvard will switch from the current paper based effort reporting system to the Huron ecrt software. Today, grant managers print certification reports in CREW which are then reviewed. Certifications are then prepared for the Principal Investigator to sign and attest. This current process is completely paper-driven and requires a large amount of coordination by grant mangers. Later this fall, a new electronic certification system, ecrt, will be introduced throughout the University which will streamline the certification process for everyone involved in certification activities, improve overall efficiency and meet federal effort compliance goals. In the new ecrt system faculty with federal awards will electronic sign their own annual effort statements for FY 13 as well as the first quarter FY 14 (July-September 2013) staff certifications. The staff (non-faculty) certifications will switch from monthly to quarterly.

More information on the ecrt implementation, including training and go-live preparation announcements, will be forthcoming over the next several weeks. June 2013 will be the final monthly CREW certifications. Effort Coordinators and Grant managers should be aware that they will be able to print July and August certifications in CREW, but these reports will be for information purposes only and do not require certification. All future certification reports will be run in the ecrt system.

Questions concerning the new Effort Reporting system should be directed to the ecrt mailbox at ecrt@harvard.edu.

Research Administration Systems-GMAS Release

The next release of system changes for GMAS is available as of Monday, August 19, 2013.

The release includes major enhancements pertaining to commitments as part of the Effort Reporting Initiative. Highlights include:

• New functionality has been added to GMAS to allow for the entry of committed effort at the time of award. Building upon the current work flow for confirming the research team during the award stage for initial and competing renewal requests, users will now also be able to track commitments based on award notices.
• Once the research team has been confirmed, the full list may be viewed from the research team list. This screen will list all confirmed research team members, as well as any other people for whom salary is set up to be charged to the award. The charging costing distribution percentage, from PeopleSoft, will include the percent charged to the particular award as well as the percentage being cost shared (if any).
• A new Research Teams screen has been added that allows users to view all project research teams for a particular person. The page is organized by "active" projects (at the top), and "pending" projects (at the bottom). The link to the page is in the right-hand column on the person profile.
• A new link on the person profile has been added: Current and Pending Support (download). The link downloads an Excel document that lists active and pending awards. For more information on the Current and Pending Support (download), visit this page.
• Functionality was added to the segment homepage that allows users to add a project summary. This project summary will also appear on the Current and Pending Support Excel download.

Per updates from NIH, all electronic PHS submissions via Grants.gov will require new versions of the SF 424 (R&R) forms. This release includes those applications submitted via GMAS S2S. The forms updates are:

• SF 424 (R&R) 2.0
• PHS 398 Research Plan 2.0
• Key Person Expanded 2.0
• PHS 398 Cover Page Supplement 2.0
• Subaward Budget 1.3
• Performance Site 2.0
• R&R Budget 1.3

New forms include:

• PHS Cumulative Inclusion Enrollment 1.0
• Planned Report 1.0

For a complete list of all the changes, visit the GMAS Release Notes 1_35 Page.

Administrative Application Training Tip of the Month: Accounts Receivable: How to View Payments or Credits Applied to a Transaction in iReceivables

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.

Miss last month's tip, How to Resolve the "Action Required" Message on a General Ledger ADI Worksheet? View all of the monthly tips by clicking on the Training tag below.

This Month's Tip: How to View Payments or Credits Applied to a Transaction in iReceivables

End users can quickly look up customer and reprint an invoice in iReceivables. Did you know it is also possible to view the payment information associated with an invoice in iReceivables? Here are the steps:

1. Log into iReceivables and select Invoice from the drop down menu. Make sure you have the invoice number handy.





2. Enter the invoice number, check off the Show All Sites and Search by Customer Name/Number checkboxes, and click Go





3. Select the invoice number from the list [note that, in this public example, customer name and address are obscured; the actual customer name and address will appear in iReceivables]
   
   



4. The invoice screen will open displaying the invoice; click on the Activities button
   
   



5. The Invoice Information screen opens showing the activities associated with the invoice. At this screen, you can also print the page as well as export the information. If you would like to view all transactions associated with the customer account, you can click on the transaction to view the list.

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 tentatively scheduled for the weekend of October 18-21, 2013. Details will be provided in an upcoming issue of 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.

HR (PeopleSoft) and CREW HR Release 36

The next PeopleSoft Release (HR 36) is tentatively scheduled for September 2013. Details will be provided in an upcoming issue of e-News.

The CREW HR 36.0 Release is tentatively scheduled for September 2013. 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
9.08	8/17/13

Sponsored Systems Releases

• GMAS release (1_35) will be deployed over the weekend of August 16-19. Please see article 6 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.

The next HUBS release is scheduled to take place during the last week of August. Please see article 4 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.

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