Systems & Tools

FAS Systems

Aurora

System Login to Aurora

The Faculty of Arts and Sciences has implemented Aurora to replace the current FAS Personnel Information Network, ASPerIN. Aurora supports Staff, Temp/LHT, TF/TA, Faculty and other academic appointment processing in a new system that is streamlined and user-friendly. Training on Aurora is available through the FAS Administrative Systems Assistance Program (ASAP).

Access to Aurora is provided by the FAS systems security unit and can be requested via email.

Fact Sheet

Aurora Knowledge Center

University Systems

Effort Reporting & Salary Certification (eCRT)

System Login to eCRT

Harvard’s effort reporting and certification system. The Federal government requires that faculty members or other knowledgeable individuals report and certify compensation and cost shared effort on federal awards. Harvard University uses the web-based system, ECRT (Effort Certification and Reporting Tool), to report and certify effort.

Buy-to-Pay (B2P)

System Login to Buy-to-Pay (B2P)

Provides a user-friendly shopping experience by enabling users to buy what they need quickly, securely, and cost-effectively. This eProcurement system optimizes the shopping process by replacing manual and inefficient processes with a seamless process from point-of-order to payment. Users can make informed business decisions through enhanced analytic and reporting capabilities. 

Buy-to-Pay (B2P) allows Harvard to:

  • Eliminate the need to collect, manage, and store paper documents
  • Provide workflow transparency
  • Gain greater control and visibility into order details and status

Forms that may be required for purchases include:

Vendor Justification Form

Harvard University requires vendor/supplier selection justification and price verification for orders > $50,000 purchased with Federal funds (100000-199999 fund range). Purchases made with cost-share funds or journaled onto Federal funds must also meet these requirements.

Debarment Certification

A signed Debarment Certification Form is required for contract purchases ≥ $35,000 subject to Federal Acquisition Regulations, or debarment language must be included in the contract before Harvard makes a purchase commitment.

The previous procurement system, HCOMis still active for older Purchase Orders (POs), as well as referencing historical transactions.

Buy-to-Pay Resources

GMAS

Grants Management Application Suite (GMAS)
GMAS is a grants management application developed by Harvard and debuted at the University in 2004. This application is used to submit requests to sponsors, to view proposals and award documents, to see detailed expenses, and to compare budgeted expenses to actual transactions.

Access to GMAS can be arranged by contacting FAS Application Security, through the departmental authorized requestor. Periodic GMAS workshops are also offered.

PI Dashboard System

Harvard's PI Dashboard is a post-award management system that provides financial reporting and projection tools for Harvard's research community with both sponsored and non-sponsored funds. It provides summary information and also allows users to create and save projections, monitor spending, print reports, and manage a PIs full portfolio of funding. It is a pull and display system which means it pulls data from the data warehouse and displays the information in a way that is useful to the user. It does not “push” information to any other systems.

Overview:

The dashboard’s user interface can be used to access key data points like balances and projected balances on accounts, account end dates, details about spending, fringe rates and object codes, and more. The dashboard also has several downloadable reports:

  • Account report which includes actuals vs. budget for the life of an account and can include projections
  • Multi-Account report which is a single workbook that includes the 'Totals by month' tab (from the account report) for each account in the root.
  • Root report which is a multi-tab report that gives you a wealth of information on all the PIs accounts.
  • Multi-Root report which is a root report that can be run to include accounts from multiple roots/PIs.
  • Personnel Plan Report which has a costing distribution view of personnel on the root. The workbook includes a list of personnel by person and by account. Current and projected costings (along with projected account balance in direct cost) are included.
  • Admin report which can list all the accounts in your portfolio including start and end dates, account strings and balances.

Login Information:

Click here to access the PI Dashboard. Please note, requires Harvard VPN connection to access the system

Request Access:

Access to PI Dashboard can be arranged by contacting FAS Application Security for those affiliated with FAS departments, or by contacting Pam Baker-Webber for those affiliated with SEAS departments. 

Contact:

Need assistance? Reach out to the FAS PI Dashboard Training & Support team (Monica Patel and Tanya Sukharenko), who can provide user training and address any inquiries or problems.

Resources:

Click here.