PeopleSoft Upcoming Outage
PeopleSoft and all external system transmissions from/to PeopleSoft will be unavailable starting on Friday, May 19 at 5:00 p.m. until Monday, May 22 at 8:00 a.m. (at the latest) due to the PeopleSoft Spring 2023 Release.
Beginning on Monday, May 22, users will see the following key changes:
Name displayed in PeopleSoft will now include Preferred Last Name
- Until now, if an employee entered a preferred name in PeopleSoft, only the preferred first name was included in the name that displays on PeopleSoft pages. The preferred last name will now also be included in the display. The search fields on numerous administrative pages, such as Modify a Person/Personal Information and Job Data, have been expanded to include both preferred and legal name fields.
Enhancements to the Position Form to Make it Easier to Manage Position (Reports To) and Supervisor (Supervisor ID) Hierarchy Simultaneously
Updates have been made to allow Position preparers to trigger updates to Supervisor ID on an incumbent’s job record, when making Reports To updates to a Position.
- A new toggle has been added to the Incumbents step of the form. The toggle “Update incumbent’s job Supervisor with position’s Reports To” allows preparers to automatically update “Supervisor ID” on Job when updating “Reports To” on Position.
- This toggle will default to “No” for all transactions, except an RTC (Reports to Change). The toggle can be updated to “Yes” by the user.
- The toggle labels, instructional text, and fields in the Incumbents grid have been updated to aid with this process.
- See the PeopleSoft: Position Tracking (PDF) job aid for more details.
To align with the new toggle on the Position form, various changes have been made to the Position Data Extract/Upload process and Inquiry page:
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A new editable Yes/No “HU Update Incumbent Supervisor” field has been added to the upload. This will be set to “N” by default but can be changed to “Y”. If set to “Y”, incumbent’s “Supervisor ID” on the job record will be updated with the position’s “Reports To” incumbent.
- This field has also been added to the “Reports To” tab of the Position Data Inquiry page.
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The following read-only fields have been added to the extract so that users have more visibility into the current “Reports To” position details and the incumbent’s current supervisor on the job record:
- Reports To Title
- Reports To Incumbent
- Supervisor Name
- Update Incumbent Supervisor
- See the PeopleSoft: Extract/Upload Processes (PDF) job aid for more details on using the position data extract and upload.
Additional Changes to the Position Form
- A new position status: BudgetOnly – HUBS Budget Placeholder has been created. Currently a HUIT pilot, local offices will be able to create new positions during the annual budgeting process so that the position is sent to HUBS. Once the budget is approved, the position can be updated to ‘Available’ when it’s ready to be posted and filled.
- Business title updates (position action reason TTL) no longer require approval However, reviewers and approvers can be added ad hoc.
- Employee Class E (Interns) will no longer require positions. Note that a position will still be required if you wish to post an intern position in Harvard Careers.
Absence Management
New! Temporary Exempt Employees will be added to Absence Management
Temporary Exempt employees are being enrolled into Absence Management. This will give employees and their managers the ability to request absences, view current balances and view request history for Earned Sick Time using Employee and Manager Self Service. For information, please review Harvard’s Earned Sick Time policy.
New! ESS, MSS and Administrator Absence Balance Details page
The employee, manager or administrator will be able to view the last 12 rows that were processed. The page will show the starting balance, accrual, time taken and ending balance.
Retiring the Absence Event Page
We will be retiring the Absence Event page. This page is being replaced with the Maintain Absences for Admins page.
Enhancements for Maintain Absences for Admins page
- Allowing mixed case when searching by last name
- When any change is made to a row the select box will be automatically checked (one less step for the administrators)
Enhanced Absence Forecasting for Employee and Manager Self Service
Absence Balance Forecasting for the Employee and Manager Self Service Request Absence pages are being enhanced with a new forecasting capability. A new message will be displayed upon forecasting, alerting the user if the eligibility of a future dated absence request has changed.
Time and Labor
Enhanced Job Selection criteria for Enter Time Page
Job selection criteria for ESS and MSS Enter Time page will now include the time reporters’ job, business title and their supervisor’s name. This change will allow time reporters with multiple active jobs, and their time administrators, to select the correct job for reporting time.
Overtime Premium Hours
A customization to have Overtime Premium Hours on the Adjust Time and Approver Pages has been removed. Please note that there is no impact to the calculation of overtime hours as Overtime Premium Hours was only displaying the overtime hours, but the field was not calculating the hours correctly.
Payroll
ESS Direct Deposit Page
The Print Option selection on the ESS Direct Deposit page has been changed from toggle Yes/No to a check box. The functionality remains the same.
Prior Step(s):
New Step(s):
The process to reorder Direct Deposit Accounts has changed from renumbering to drag and drop, so users can simply move their accounts from the current order to the new one they wish.
Prior Step(s):
New Step(s):
