Oracle Financial Systems Release Outage will result in outdated data on 4/24 and 4/25

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.

Guest Blogger Series - Alison Wellman Smith from HUIT: Q&A

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  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?

Guest Blogger Series - Alison Wellman Smith from HUIT: OBI and Sponsored Budgets

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.

Guest Blogger Series - Alison Wellman Smith from HUIT: OBI and GMAS – A Match Made in Reporting Heaven

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.

Guest Blogger Series - Alison Wellman Smith from HUIT

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.

Making the most of the new GMAS search

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.

GMAS Scheduled Outage and Release Notes

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:

Submitting budgets to the GL through GMAS


Starting on Monday, December 19th, GMAS users will be able to submit GL budgets through GMAS. If you have never submitted a budget to the GL, you’re probably asking yourself, “why should I bother with GL budgets”. Well, here are some great reasons why:

Having a GL budget

  • Assists with the increased requirements from sponsors to report budget to expenditure variances

  • Helps to proactively manage/identify the need for re-budget requests to sponsors

The connection between the research team and approvals


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

Action Memos in Action!

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.

Guest Blogger Series - Michael Toon from OSP: Data Commonly Corrected in Reporting

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.

Guest Blogger Series - Michael Toon from OSP

Over the span of the next few weeks, we will be welcoming guest blogger Michael Toon. Mike, a Senior Reporting Analyst from the Office for Sponsored Programs, has been working at Harvard for over forty years. His first twenty years was spent in various positions including a Biophysicist at the Medical School, and Manager of Research Operations at Cell Biology. His second twenty years has been spent at OSP in several positions including a Financial Analyst, a Member of the Operations Team, and he also worked on GMAS development where he focused as Functional Lead migrating data into GMAS.

Did you know GMAS has a training environment where you can play with the system with no impact on real data?

The GMAS training environment ( is refreshed on a weekly basis, on Sundays. It can be used for troubleshooting and for training. All of the data can be manipulated without any impact to real data that is used for reporting, and without sending false notifications to other users.

For questions about the training environment, please contact