Training Goals. Learn how to use basic Wasabi functions. Learn where to find available resources and how to use them

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Andrew Joseph
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1 Basic Training

2 Training Goals Learn how to use basic Wasabi functions Learn where to find available resources and how to use them Find out the best way to get help in Wasabi 2

3 What is Wasabi? A unified, front-end application with secure access to the University s financial and personnel data for: Transacting Reporting Resource Journals Budgets Personnel Actions Endowment and Gifts Financial and Personnel Data Financial and Personnel Information

4 Chart of accounts Front-End Systems Functions Systems of Record Data Warehouses Reporting The Big Financial Systems Picture OBI Oracle Business Intelligence Wasabi GMAS Grant Management Accounting System PI Dashboard QlikView Harvard Data Warehouse HR Data Warehouse The General Ledger (Oracle) OFS PeopleSoft P-Card & Vendors HCOM CONCUR Journals Payroll Actions: Hires, Data Changes Addnl Pay, Terms Time & Labor Absence Mgmt. Self-Service Oracle Wasabi PeopleSoft 33-Digit Harvard Chart of Accounts used for Budgets and all Financial Transactions Tub.Org.Object.Fund.Activity.Subactivity.Root Pcard Purchasing Card HCOM Harvard Crimson Online Marketplace OFS Office of Financial Services

5 Chart of Accounts Segments

6 Security and Datasets Datasets are used to separate Wasabi access into functional groups and provides a secure view of account and salary information 6

7 Datasets and Access TUB.ORG.OBJECT.FUND.ACTIVITY.SUBACTIVY.ROOT Dataset = Department ORG or ORGs ORG is a segment of Harvard s 33-digit account structure that identifies the organization, which is the department One Dataset may give access to one ORG or multiple ORGs You may have access to one or more Datasets The Access Request process provides a way to create a transaction using another department s account. 7

8 Modules Account Maintenance Transaction Personnel List of valid accounts Process H i r e s Budgets J o u rnals Same Look and Feel across all Data Entry JForms o b D a t a C h anges Postage Barcode Validations A d dn l P a y Reports R e ports Te r m s Budget (PER) Financial All use the same lists and tables to assist in data entry and R ereport ports requests Financial Endowment and Gifts Terms & Conditions (Transaction Listing) Transaction Status Similar Action Buttons for all Forms Personnel Data Pay Action Status Help Link to Online Manual For All Forms and Entry PopUps 8

9 Workflows Create Approve Approved (transmitted) Journals feed directly to the General Ledger Some journals go on Hold with the Office of Financial Services Approved (transmitted) Payroll Actions go on Hold with HR or Faculty Affairs, and then OFS-Payroll for input to PeopleSoft Transmitted Budgets feed directly to the General Ledger, which updates GMAS. 9

10 Schedules Data Feed Schedule to Central Harvard Systems Blackout Dates for G/L Journal transactions 4 th and 5 th business day of the following month Best way to keep track of dates is through Wasabi icalendar feature How to Add a Wasabi icalendar to Outlook 10

11 Wasabi Menu Toolbar Toolbar view setting Shortcuts Help 11

12 Help Request Form Select one of these. 12

13 Picklists 13

14 Accounts Module Maintain all account information and budgets. Account Maintenance Account Access Requests and Rescinds Create and Edit Accounts and Budgets 1 4

15 Chart of Accounts Segments

16 Account Types 1 6

17 Journals Resources for Transactions: OFS Journals Wasabi Manual/Transactions/Journals H.U. Office of the Controller 1 7

18 Payroll Workflow-Hire Start Date Salary Position Term Date Documents I-9 Review for accuracy Auto print form Auto upload to PeopleSoft Reject Code Department Create HIRE form Approve and transmit Attach documents Nightly Update Review payroll action Approve Reject Nightly Download 1 8

19 Personnel Payroll actions to hire an employee or make changes to employee data. Personnel Manual Section Job Aids Hire (one example) Wasabi Help Job Aids HR Forms, Resources and Tools 1 9