Harvard School of Public Health

N AV I G AT I N G T H E SY ST E M S TO O L K I T

J a n u a r y 2 0 1 4

Table of Contents

Page 1 Introduction Page 2-3 Systems Overview and Work/Flow Page Wasabi Overview Page Financial Training Page Wasabi Work/Flow for Payroll Transactions Page PeopleSoft and FAQs Page PeopleSoft Self-Service Page How Do I Get Access to Systems? Page Manager and Departmental Resources for Hiring Staff and Academic Appointees Page How to Find What You Need: Additional On-line Resources Page Where Can I Get Help

1

Introduction

The purpose of this toolkit is to assist managers with navigating and understanding Harvard University and HSPH systems and resources. This toolkit should also be used as a reference guide to on-board a new staff member or academic appointee. Pages 10 through 15 provides managers with detailed instructions on where and how to access the tools and resources needed when a new employee or academic appointee comes on-board. Click on any of the links which will give you access to helpful websites, forms and other resources for on-boarding your staff: Process the Necessary Paperwork for a New Hire/Re-Hire or Employee with a Concurrent Job Items Needed in Order to Gain Access to HSPH Telephone Equipment Computer Equipment Training and/or Questions Miscellaneous Information Helpful HSPH Websites Helpful University Websites

The HSPH Human Resources Office and Office of Faculty Affairs can provide you with additional assistance. HSPH Human Resources HSPH Office of Faculty Affairs 617.432.0979 617.432.1327

Systems Overview and Work/Flow

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CREW (Common Reporting Tool)

RECRUITING/ BUDGETING/ GRANTS

MGMT.

HIRING

REPORTING

DATA CHANGES

TERMINATION

TIME &, LABOR AND

ABSENCE MGMT

ASPIRE

HUBS (Harvard University Budgeting System) GMAS (Grants Management Application Suite)

WASABI

PEOPLESOFT

WASABI

MIDAS (Managing Identity Data and Affiliation Securely)

WASABI

WASABI PEOPLESOFT

WASABI

CREW

Systems Overview and Work/Flow

HR HDW (Harvard Data Warehouse) Where all personnel actions are downloaded nightly into Wasabi

PEOPLESOFT Employee Self Service Time & Labor = Enter Time Worked for Overtime Eligible staff only Absence Mgmt. = Enter Absences for all staff

RECRUITING HIRING T&L & ABSENCE MGMT. DATA CHANGES TERMINATION REPORTING

v

ASPIRE HU System for posting staff and some academic appointee jobs 17.5 hours or more

HUBS Some usage to capture vacancies for position mgmt. GMAS HU System for managing grant applications and processes.

WASABI All HR Actions MIDAS Enter directory data including email, office address, phone, fax number, and photo

All hiring actions are entered in Wasabi with workflow: The Dept. Administrator creates the action and the form is routed in Wasabi to HR/OFA/OFS for reivew and approval.

CREW (Common Reporting Tool) HR and financial reporting WASABI

PEOPLESOFT

Payroll Termination Form entered in Wasabi by department

Department complete HSPH Employee Departure Form and accesses the Toolkit

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Wasabi Overview

Wasabi is a unified front-end application to the University’s financial data. Wasabi was developed, designed and customized specifically to meet the needs of HSPH. This is an on-going collaborative effort between the PeopleSoft and policy experts (the HR, OFA, and OFS Payroll departments), Wasabi users, and the Administrative Application Development department. Wasabi is the HSPH specific application used at HSPH to create and process all financial transactions, and for managers to process Personnel Actions (hires, data changes, leaves, etc.). Technical support is provided by HSPH’s Administrative Application Development team. All personnel data flows, are maintained, reviewed, retrieved and reported on through Wasabi.

• Stephen Ferrandino, Director of Administrative Applications Development • Diane Standring, Administrative Training and Support Specialist

4

Financial Training

Prior to setting a hire date, please check the Financial Services iSite

for training dates when the new employee will be able to attend required and suggested classes depending on their responsibilities.

Required Training:

• Ethics and Accountability

• Chart of Accounts

• Introduction to Harvard Accounting

• Wasabi Basic

• Wasabi Hands-on Lab

Recommended Training (depending on responsibilities):

• Advanced Harvard Accounting

• GMAS Training

• Financial Compliance Series

• Sponsored Program Administration Training (on-line)

• CREW (on-line)

• PeopleSoft (on-line)

• Vendor Request Application Form (on-line)

• Harvard University Budgeting System (HUBS) (on-line)

• HCOM (on-line)

This is an excerpt. See full version of FASST email in attachment.

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As a general guideline and whenever possible, we strongly advise all departments to complete and submit the appropriate supporting payroll documentation for any employee two weeks in advance of their hire date since it could take up to 5 business days to process new hires.

1. The department creates the action and transmits it by the payroll deadline date (bi-weekly, weekly, monthly) 2. The department forwards any supporting bi-weekly, weekly, or monthly payroll documentation required in order to approve the transaction:

For staff, all I-9’s should be scanned to the shared drive and notification emails sent to Ludvie Victor-Ackerman (Sarah Keeping, backup) For academic appointees, all I-9’s, FNIF’s, and appointment paperwork should be sent to Debbie Mattina, Office of Faculty Affairs, Sparr’s

90 Smith Street (via University Mail) 3. The action moves into the hold approval queue of the appropriate approver(s) in HR or Faculty Affairs. 4. The Approver approves or rejects the action:

• If it is approved, most actions are entered directly into PeopleSoft. A paper copy of all other actions are forwarded to Central for processing.

• If the action is rejected, an auto generated notification is sent to all transmitters of that action. The action status changes to “R” and

then may be edited and retransmitted.

5. The department follows the progress of the transaction by checking its status in Wasabi or reviewing the Form Status Report. 6. Once in the PeopleSoft system, the transaction is downloaded into the HR HDW (Human Resources Harvard Data Warehouse) to report on the

data using CREW, Wasabi or PeopleSoft.

Wasabi Work/Flow for Payroll Actions

Payroll actions entered directly into PeopleSoft or automatically uploaded: •Additional Payments (not grossed up) •New Hires •Rehires (Monthly & Weekly) •Add Concurrent Job •Job Data Changes

Payroll actions forwarded and manually entered by Central for processing: •Rehires (Bi-Weekly only) •3rd Party Additional Payments •Grossed up Additional Payments

Processing can take up to 5 business days

Wasabi Work/Flow for Payroll Actions

Either entered directly into PS by OFS -or- Forwarded to the Central Payroll Office to be entered into PS

Department creates a transaction in Wasabi and transmits to:

HSPH Human Resources Elissa- HR1*, Linda Picard - HR2*, Cesar

Mieses – HR3*, Diane Stacey-Wood - HR4* Trina Weekes (Back Up)

(Biweekly, Temp & LHT Actions)

Office for Faculty Affairs Debbie Mattina

Justin Sayde (Faculty and Academic Appointee

Monthly Actions)

*The HR”#” represents the Human Resources hold queue for each HR Partner.

Office of Financial Services Judy Zara

Stacey Rodgers (Back Up) Ann Howe

(Graduate Students/Teaching Fellows)**

Office of Financial Services

Stacey Rodgers - Exempt, Temporary & LHTs

Judy Zara - Overtime Eligible

Ann Howe - Monthly Employees (Faculty, Other Academic, & Teaching Fellows)

(All Actions)

**For questions regarding the processing for the student stipends payroll (object code 6440), contact Shannon Kirwan in Student Financial Services at 2-1987.

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What is PeopleSoft? PeopleSoft is Harvard University’s system of record that assists in the day-to-day execution and operation of business processes. The system consists of modules that allow us to perform specific transactions. How do I get access to PeopleSoft? You will automatically be granted access to certain PeopleSoft roles when you are hired. See examples on page 7. However, there are other roles that employees must be granted access to including Time/Absence Approver and Adjuster roles, Administrator roles, and PeopleSoft Reporting roles. Requesting access to these roles require that the HSPH Financial/HR Systems – User Security Request Form be filled out by the staff member’s manager. If you have any questions, contact Travon Simmons (tsimmons@hsph.harvard.edu) in HR. What is the connection between PeopleSoft and Wasabi? Wasabi is HSPH’s School specific system which has many financial modules and is the HSPH system of record for creating all HR transactions. All HR actions entered in Wasabi flow to PeopleSoft and the Harvard University Data Warehouse. The data is downloaded nightly so that Wasabi is updated. Wasabi is a reflection of all HR actions entered into PeopleSoft.

PeopleSoft and FAQ’s

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Personal Information

•View/Update Home and University Address Information

•View /Update Emergency Contacts

•View/Update Ethnicity

Time Reporting & Absence Management

•Report Absences

•Report Hours Worked

•View Absence Balances and Absence Request History

Benefits

•View/Update Dependent Information

•View Years of Service

•View Benefit Plan Summary

•View Pension Summary

•New Employee Benefit Enrollment

PeopleSoft Employee Self Service Functions What You Can View/Update

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Payroll and Compensation

•View Paychecks

•View Compensation History

•View/Update Direct Deposit(s)

•View/Update Tax Data

•View/Update Voluntary Deductions

Learning and Development

•Register for Instructor-Led Classes

•View Training Summary

•View/Update Languages

•View/Update Education Data

•View License Information

How Do I Get Access to Systems? Request Access For What to Do/Complete This Office Processes the Request How Long Does

Processing Take?*

Wasabi To give systems access to a user, complete the HSPH User Security Form located at: http://wasabi.harvard.edu/fasst/security/securityform.html

Wasabi Team: wasabi@sphofs.harvard.edu

Approximately 1-2 business days

Oracle/CREW Financials FASST Team: fasst@sphofs.harvard.edu

Approximately 1-2 business days

PeopleSoft Roles HR Office: Travon Simmons tsimmons@hsph.harvard.edu

Approximately 1-2 business days

CREW HR HR Office: Travon Simmons tsimmons@hsph.harvard.edu

Approximately 1-2 business days

ASPIRE (HR/Faculty Affairs Only) HR Office: Travon Simmons tsimmons@hsph.harvard.edu

Approximately 1-2 business days

GMAS Sponsored Research Administration: Kathleen Sullivan ksulliva@hsph.harvard.edu

Approximately 1-2 business days

HUBS Budget Office: David White dwhite@hsph.harvard.edu

Approximately 1-2 business days

MIDAS* Complete the user application located at: http://www.uis.harvard.edu/harvard_directory/midas/MIDAS_User_Registration_Form%20ver5.pdf

University Information Systems: Helpdesk 6-2001

Approximately 2 business days

HSPH Word Press (Web Content Management System) and other IT/Operations On-Line Web Forms

Department Administrator sends email to helpdesk at helpdesk@hsph.harvard.edu

Information Technology: Helpdesk 2-4357

Approximately 1–2 business days

Note: Access to the systems cannot be granted until a valid HUID has been issued. These requests are processed by the offices above from the date the form is received and through Central. Since the amount of time it takes to process a request can vary, contact the responsible office if you haven’t been granted access within the time frame indicated. *There is a MIDAS user in each department who has access to make changes. Contact the Directory Services group for a list of users in your department.

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Processing the necessary paperwork for a New Hire/Re-Hire or Employee with a Concurrent Job Forms to be completed to ensure payment in a timely manner:

I9- Form - An employee will not be eligible for salary payment prior to the I-9 form being completed and recorded in Harvard’s database. For staff, please send completed forms to Ludvie Victor-Ackerman at 2-7896 or Sarah Keeping as back-up at 2-0979. To send I9’s, scan the completed I9 form and documentation to the to the shared drive and then notify Ludvie Victor-Ackerman via email including the department name.

Confidentiality Agreement - Employee to complete and sign in offer packet. Hire/Re-Hire/Concurrent Job Form - Found in Wasabi under “Personnel” NOTE: Questions on “how to” complete the New Hire Form should be addressed to Wasabi Support by using the on-line “Wasabi Help Request Form.” This form is found in Wasabi under “Help.”

Data needed to complete the New Hire Form and provided by Hiring Manager/Department Administrator:

AM Group ID (n/a for academic appointees) Home Telephone Number

Business Title HR Group ID

Business Address (Bldg & Room#) Job Code

Business Telephone Number Marital Status

Costing Offer Letter

Date of Birth Start Date

Degree and School Data Salary

Ethnic Group Supervisor Name

Salary Grade (n/a for academic appointees) T&L Group ID (n/a for academic appointees)

Home Address Work Schedule (n/a for academic appointees)

Manager and Departmental Resources for Hiring Staff and Academic Appointees

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Processing the Necessary Paperwork for a New Hire/Re-Hire or Employee with a Concurrent Job (continued)

Payroll Deadline Dates - Date by which the New Hire/Re-Hire/Concurrent Job Form (and all other payroll actions) must be received at the Tub Level Offices in order to ensure payment/personnel changes in a timely manner.

Bi-Weekly Payrolls (Exempt and Overtime Eligible) Monthly Payrolls (Faculty, Non-Faculty Appointees, and Teaching Fellows) Weekly Payroll (Temporary, Student and LHT)

Manager and Departmental Resources for Hiring Staff and Academic Appointees

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Obtain a Permanent ID Card - must have an HUID Request PIN - “Personal Identification Number” - must have an HUID and email address in order to obtain a PIN Request HUID Card Activation for Floor Access - then click on “Card Swipe Access” Request an Office Key Financial and HR Applications Security

Telephone Equipment – This link should be used to obtain a telephone if necessary

Date equipment is needed Home Telephone Number Employee Name Type of Equipment (Single Line or ISD, Cell Phone,

Blackberry) Jack#: xx-xxx to which phone will be connected Location

Features – if needed Automatic Callback Calling Long Distance Call Hold Speed Dial Call Forward Variable Voice Mail Conference Call Distinctive Ring International Calling

NOTE: You’ll need to provide costing ; 275.Org.Object Cd.Fund.Activity.Sub-Activity.Root

Manager and Departmental Resources for Hiring Staff and Academic Appointees

Items Needed to Gain Access to HSPH

Telephone Equipment

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Purchase a Computer Purchase Software PC Set-Up Request (Form) Request to Move Computer Equipment (Form) Request for Assistance With Equipment Request a New Computer Account (Form) Request for a Novell Account Request a VPN (Virtual Private Network – for remote access) eMail Account Outlook Email Help Desk

NOTE: You’ll need to provide costing; 275.Org.Object Cd.Fund.Activity.Sub-Activity.Root

Financial Applications and Training Absence Management - Exempt Employee (right side of screen) Absence Management - Overtime Eligible Employee (right side of screen) PeopleSoft Reporting Time - Overtime Eligible Employees Only Questions on either the Absence Management or Time and Labor Application PCard Training (if applicable) PCard (Procurement Card) Application Wasabi Manual Petty Cash (OFS) Corporate Credit Card Application HSPH Word Press (to edit faculty and researcher web pages) Conflict of Interest Reporting System

Manager and Departmental Resources for Hiring Staff and Academic Appointees

Computer Equipment

Training and/or Questions

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Bicycle Parking Cambridge Shuttle Bus Schedule Landmark Shuttle Bus Schedule Event Planning Mail and Receiving Services Request Name Plate through Operations Office HSPH Courier Service Ordering Food for Meetings through Sebastians Parking in Longwood Medical Area Garage Personnel Manual –Exempt Employees Personnel Manual – Overtime Eligible Employees Posting an Announcement Room Reservation Union (HUCTW) Agreement – Overtime Eligible Employees HSPH Visitor Pass Form Access the Bar Code Sheet for sending US Mail in the office

Manager and Departmental Resources for Hiring Staff and Academic Appointees

Miscellaneous Resources

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There are a number of available on-line resources that will help you navigate the systems, learn Harvard’s policies, and stay informed. Click on the link to be directed to the website:

How to Find What you Need

Helpful University Websites:

•HARVie (Internet for Employees)

•ABLE (A Better Learning Environment)

•Benefits Service Group

•Eureka (Learning Management System)

•Financial and Reporting Applications

•Map of Harvard University

•Records Retention/Management

•Best Practices/Risk Management

•Tax Services

•Travel Office

•University Financial Departments

•University Payroll Services

•University Resources and Support

•University Student Financial Services

•Financial University Policies

•Office of Financial Services Schedules

Helpful HSPH Websites:

•Harvard School of Public Health

•HSPH Administrative Offices

•HSPH Academic Offices

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Where Can I Get

HSPH Human Resources (For Staff)

Office for Faculty Affairs (Faculty/Academic)

Financial and HRIS Systems Access (For any HSPH employee)

Elissa Brennan, 2-6443 ebrennan@hsph.harvard.edu Cesar Mieses, 2-6441 cmieses@hsph.harvard.edu Diane Stacey-Wood, 2-4579 dstacey@hsph.harvard.edu Linda Picard, 2-2719 lpicard@hsph.harvard.edu List of HSPH Departments and Centers and their Associated HR Partner

Debbie Mattina, 2-1327 dmattina@hsph.harvard.edu Justin Sayde, 2-7217 jsayde@hsph.harvard.edu

Wasabi and CREW Finance: Diane Standring, 2-7631 wasabi@sphofs.harvard.edu PeopleSoft and CREW HR: Travon Simmons, 2-7241 tsimmons@hsph.harvard.edu or Trina Weekes, 2-4368 tweekes@hsph.harvard.edu, HCOM: Lisa Parisi, 2-7693, lparisi@hsph.harvard.edu HUBS: David White, 2-7364, dwhite@hsph.harvard.edu GMAS: Kathleen Sullivan, 2-8187, ksulliva@hsph.harvard.edu

Office of Financial Services

Payroll Specialists - The following employees are those who may be contacted for questions related to payroll matters “after” the New Hire/Re-Hire/Concurrent Job Form has been approved by the Office of Financial Services.

Overtime Eligible Employees

Exempt and Temp Employees

All Monthly Paid Employees (Faculty, Other Academics, Teaching fellows)

Judy Zara Senior Payroll Specialist Tel: 432-1016 90 Smith Street 3rd Floor jzara@hsph.harvard.edu

Stacey Rodgers Payroll Specialist Tel: 432-7696 90 Smith Street 3rd Floor srodgers@hsph.harvard.edu

Ann Howe Payroll Specialist Tel: 432-1016 90 Smith Street 3rd Floor ahavea@hsph.harvard.edu