GMAS will be unavailable on Thursday, June 8th starting at 7pm for another stabilization release. The system should only be down for about an hour. The release will include additional fixes to bugs that were introduced with the May 22nd release. 

• Fixed bug on the "Edit proposal information" screen that resulted in the COI approval disappearing.
• Fixed bug which caused the inclusion enrollment form to map incorrect totals to the PDF preview on system to system proposals.
• Fixed logic on person email addresses to be more flexible (validates that Read more about GMAS Release this Thursday

GMAS May 2017 Release Communications Survey

Please take a moment to complete a brief survey about how we did communicating the latest GMAS release. Data from this survey will help us determine the best forms of communication for future releases. This link will also be available on the GMAS homepage, but feel free to share this survey link with those in your areas who may not log into GMAS often, or who do not subscribe to this blog.

Thank you for your anticipated Read more about Let us know how we're doing!

fCOI and GMAS will have a communication outage beginning Friday, 4/21 at 7pm through Monday, 4/24 at 8am.  This will result in GMAS not having up to date fCOI status information during that time.  Once the systems begin communicating again, the data will be updated (expected Monday morning 4/24).

Both systems will still be up and running during this time.

Please communicate this throughout your school/departments to end-users of GMAS as necessary.

Oracle Financials Systems will be having a Release Outage beginning on Friday, 4/21 at 6pm through Wednesday, 4/26 at 9am.

This will result in GMAS not having up to date financial information on Monday, 4/24 and Tuesday, 4/25 due to the unavailability of the Financials Data Warehouse.  We will have fresh data on Wednesday, 4/26 but it may be delayed because of final validation by Harvard Data Warehouse (HDW) staff.

We will continue to get updates from the HR Data Warehouse during this time period.

Please communicate this throughout your school/departments Read more about Oracle Financial Systems Release Outage will result in outdated data on 4/24 and 4/25

If you have ever tried to add a person to your research team or project in GMAS only to find they are not listed, the reason could be how they were set up in the Identity Management System (IDM/MIDAS).  The IDM system is used by HR to assign HUIDs and manage Harvard’s personnel identity data, such as job information and status, as well as start and end dates for positions. 

It can take up to three days for GMAS to receive new appointment records (a new person or a new position), however sometimes we find that even after 3 days we still do not see the person listed in GMAS.  If Read more about Person of Interest Roles in GMAS

Thank you so much for reading my blogs and for the interest these past weeks!  We have received some great questions as a result.  We thought we’d share the Q&A with everyone – hope this helps!  If you have other questions, please email the Help Desk at ITHelp@harvard.edu.  Your emails will go to the OBI project team.

Lets say you took a break from research admin for a bit and when you came back, CREW was gone and OBI is here.  What are the top reports you would tell a n00b to run?

The top grants dashboards I Read more about Guest Blogger Series - Alison Wellman Smith from HUIT: Q&A

Given the wonderful new process to upload sponsored budget to the General Ledger in GMAS, I wanted to take a second to talk about how OBI works with the GL Sponsored Budgets.  GL Sponsored Budgets can be found in a few different OBI dashboards: Sponsored Accounts, Current Grants Financial, Historical Grants Financial, and Printable Grants Financial dashboards.

The Sponsored Accounts dashboard provides expense, income, and budget information at the subactivity, or 33-digit, level.  There are two budget-related columns in this dashboard: Current GL Sponsored Budget and Budget Variance Read more about Guest Blogger Series - Alison Wellman Smith from HUIT: OBI and Sponsored Budgets

Thank you to the Research Administration Services team for asking me to be a guest blogger!  I hope I’ll be able to provide you with a bit more information about how the new reporting tool, Oracle Business Intelligence (OBI) can supplement all the great information you can find in GMAS.

For my first topic, I thought I would share a little behind-the-scenes info about where OBI gets its information.  OBI has data fed from all the same places as the Common Reporting Environment for the Warehouse (CREW).  OBI and GMAS both collect financial information from the General Ledger, which is Read more about Guest Blogger Series - Alison Wellman Smith from HUIT: OBI and GMAS – A Match Made in Reporting Heaven

Over the span of the next couple weeks, we will be welcoming our second guest blogger Alison Wellman Smith. Alison is a Business Analyst, focusing on the Grants Dashboards on the MFR project in HUIT. Alison began her career in sponsored research a little over thirteen years ago at Brigham and Women’s Hospital where her responsibilities focused on both pre and post award. From BWH, she transitioned into a post award role in the Office for Sponsored Programs here at Harvard. After six years in OSP, Alison took a position at the Harvard Kennedy School where her focus was on post award, Read more about Guest Blogger Series - Alison Wellman Smith from HUIT

The GMAS website has a list of FAQs for quick answers to commonly asked questions. They are a great resource and link to Job Aids when applicable!

You can access our FAQ page through this link or by hovering over User Resources and clicking FAQ from our main website.

Search tips:

• to narrow the results by category, click one of the categories (such as Document Repositories, System to System, etc.) 

Read more about Have you ever had a quick question about GMAS? Our website has a helpful list of FAQs just for you!

As part of updating the GMAS homepage, there is a new search box at the top of the screen that allows you to search based on fund, project id, PI name, and project title/nickname. It is now easier to search from more places in GMAS, so you can spend less time moving between different projects.

If you search based on fund or project id, you will automatically be taken directly to the segment home for that project. All the other options will take you to the search results page.

You can also save a few clicks by pressing the <Enter> key instead of clicking on the search icon Read more about Making the most of the new GMAS search

GMAS will be unavailable starting at 6pm on Friday, December 16th through 9pm on Sunday, December 18th. This outage is for the GMAS release scheduled to go live for December 19th. 

This release includes the new Edit GL Budget screen. The new screen will allow users to send new budgets, and edit existing budgets in the GL for active accounts. The screen will be available to the following roles:

• Central Administrator
• Central Financial Administrator
• Principal Investigator
• Mentor
• Department Administrator
• Lab administrator
• Read more about GMAS Scheduled Outage and Release Notes

GMAS tracks approvals, trainings, and certifications (referred to collectively as “Approvals”) required for requests, projects, or individuals in order to conduct sponsored research. The Research Team generates two of these approvals (Participation Agreement, and Conflict of Interest (COI)) based on each team member’s role as well as the questions answered in the request.

Participation Agreement for Harvard Employees

Generated for all members of the Research Team (anyone who is performing research.) All researchers employed by Harvard must sign the Read more about The connection between the research team and approvals

Want to learn more about how to read an Action Memo?  Then you’re invited to attend an Action Memo session on Wednesday, October 26, 2-3pm, Kresge 202A at the  Harvard T.H. Chan School of Public Health.   The session will cover why Action Memos are issued, how to review them and your role and responsibility in this process.  The session also includes several case studies to give you an opportunity to apply what you learn.

This session is open to everyone, but seats are limited to 32 people.  Click here Read more about Action Memos in Action!

I get all kinds of requests to answer a variety of questions about sponsored research. There are annual reports, semi-annual reports, quarterly reports, and many ad hoc reports. These reports are generated for sponsors, senior leadership, for audit purposes, many of the offices in central administration, and school deans and departments. The majority of these reports pull data from GMAS and the general ledger. Every piece of data is valuable in GMAS and should be completed as accurately as possible. Every project that is entered into GMAS will appear in one of these reports eventually. Read more about Guest Blogger Series - Michael Toon from OSP: Data Commonly Corrected in Reporting