Basic Training

Training Goals

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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

Wasabi

A unified, front-end application to the University’s financial

data.

• a Harvard Chan School-specific application for

processing sponsored budgets, journals and personnel

actions

• Developed, designed and customized to meet SPH

needs through a collaborative effort among:

• Human Resources

• Financial Services

• Faculty Affairs

• Wasabi users

• Supported by Administrative Application Development

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P-Card &

VendorsHCOM

Web

Reimburse-

ment

33-Digit Harvard Chart of Accounts used for Budgets and all Financial Transactions

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Wasabi PeopleSoft

Time & Labor

Absence

Mgmt.

Self-Service

GMAS – Grant

Management

Accounting System

CREW – Common

Reporting Environment

Warehouse

Wasabi

The Big Financial Systems Picture

The General Ledger (Oracle) PeopleSoft

Tub.Org.Object.Fund.Activity.Subactivity.Root

Oracle

Payroll Actions:Hires, Data Changes

Addnl Pay, TermsJournals

Pcard – Purchasing Card

HCOM – Harvard Crimson Online Marketplace

OFS – Office of Financial Services

OFS

Harvard Data Warehouse HR Data Warehouse

OBI– Oracle Business

Intelligence

PI

Dashboard

CONCUR

Security and Datasets

Datasets identify the ORGs or Departments for user access

• To separate information by functional groups

• Data Set may relate to one Department or several ORGs within a Department – or -

• Several Datasets may be assigned to one Department

• If you need to transact against accounts outside of your Dataset (ORGs), you must submit an account access request.

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= ORGs 23435, 23460, 23462, 23464

Use Wasabi for…..

• Journals

• Payroll Actions

• Account Maintenance (Detailed Sponsored Program Budgets for some departments)

• Budget Reports

• Personnel Reports

• Detailed Transactions Report

• Financial Data Look Ups

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Workflows

• 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.

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Create Approve

Schedules

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• Blackout Dates for G/L Journal transactions• 4th and 5th 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

• Data Feed Schedule to Central Harvard Systems

Wasabi Menu

• Toolbar

• Toolbar view setting

• Shortcuts

• Help

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Wasabi Online Manual

• Links to Online Manual Sections available throughout Wasabi application

• Most information is in the Manual topic section

• FAQs are very helpful

https://wasabi.harvard.edu/fasst/

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Help Request Form

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https://wasabi.harvard.edu/fasst/manual/intro.shtml#help

Select one

of these.

Picklists

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Wasabi Form Standards

• Transaction or Reference Number (Unique Identifier),

beginning with:

• SPH = journals

• [Dataset] = payroll action

• Add a new record by clicking on the green plus sign.

• Use dropdown arrow to select and edit an existing record.

• Enter data starting with the left tab.

• Same look and feel for all transactions or payroll actions.

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Journals

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Resources for Transactions:

OFS Journals

Wasabi Manual/Transactions/Journals

H.U. Office of the Controller

Accounts Module

• Maintain all account

information and budgets.

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Account Maintenance

Account Access Requests and Rescinds

Create and Edit Accounts and Budgets

Account Types

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Payroll Workflow-Hire

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Start Date

Salary

Position

Term Date

Documents

I-9

Department

Create HIRE form

Approve and transmit

Attach documents

Review payroll action

Approve

Reject

Review for accuracy

Auto print form

Auto upload to PeopleSoft

Nightly

Download

Nightly Update

Reject Code

Personnel

• Payroll actions to hire an

employee or make

changes to employee

data.

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Personnel Manual Section

Job Aids – Hire (one example)

WasabiHelpJob Aids

HR Forms, Resources and Tools

Reports

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Note: Many reports can be

exported to an Excel File

Job Snapshot

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Export

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Distribution

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Export

Address Report

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Export

24

Detailed Transactions

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Subscribe – iCalendar

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Calendar

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Wasabi… Your Financial Resource

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More on the Manual

• FAQs by Main Topics

• Training and All “How To” Documents

• Updates

https://wasabi.harvard.edu/fasst/docs/index.shtml

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System Accounts Journals Personnel

Wasabi Resources

• Online Manual

• Wasabi Support Email

• EdiServe notifications

• Help Links throughout application

• Live Person Training Sessions

• Job Aids and Detailed Instructions

• Office of Financial Services Internal Site

• Harvard Longwood Research Administration website

• Monthly Administrative Forum

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Your Questions

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OFS Training

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