Systems & Tools

FAS Systems

FAS Sponsored Project Accounting Reports (FASSPAR)
FASSPAR is a tool that provides a suite of reports, some general and others quite detailed, for a Principal Investigator’s sponsored accounts. FASSPAR gives summaries of the PI’s sponsored portfolio and a PER-like report for each individual account. It also offers specialized reports on personnel, purchases, equipment, deadlines, cost sharing, and invalid code combinations. 

Arts and Sciences Personnel Information Network (ASPerIN)
Appointments for all FAS personnel are made through the Arts and Sciences Personnel Information Network, ASPerIN. Once the appointment has been made in ASPerIN and also entered into PeopleSoft HR system, salaries and corresponding fringe benefit charges will be automatically charged to the account(s) specified. Training on ASPerIN is available through the FAS Administrative Systems Assistance Program (ASAP).

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

The University is implementing a new Oracle Fixed Asset system (OFA) at FAS and its affiliated tubs as of July 1, 2014.  OFA will replace our current capital equipment database, Equipster.  The new system is an opportunity to merge our equipment management system with Harvard’s accounting system university –wide.  This will increase our efficiency.

University Systems

Harvard University has deployed the web-based system, ecrt, to serve as the new tool to facilitate the effort certification and reporting process.

HCOM (Harvard Crimson Online Marketplace)
HCOM is a one-stop online shopping tool to purchase supplies, equipment and other services that were previously purchased through ERP Power and Web Voucher. The system has functionality that enforces more robust controls on the amounts that the user can approve. The system performs requisitions, purchase orders, receiving, returns, and invoice payment. For purchases using federal sponsored funds, the Vendor Justification Form has been incorporated into HCOM at the requisition stage. If charges with a single vendor exceed $5,000 and a federal fund is used, the requisitioned will be required to fill out the justification information in the ‘Split Cost Allocation’ screen before submitting the requisition for approval. Debarment Certification may also be completed through HCOM. More information on access, training, system updates, and other relevant details can be found on the Harvard Eureka Job Aids site.

Vendor Justification Form
For purchases of $5,000 or more with federal funds, and other purchases exceeding $10,000, a Harvard University Vendor Justification/Price Verification Form must be completed. HCOM users may complete the Vendor Justification Form online.

Debarment Certificate
For federally funded purchases with a cumulative total of $25,000 or more, a Debarment Certificate must be completed. The vendor must complete a certificate when the Purchase Order is created and the certificate must be retained by the department. HCOM users may complete Debarment Certification online.

ERP Power (EREQ)
ERP Power was a full-service desktop requisitioning, purchase order, receiving, and invoice-payment system that has been replaced by HCOM. ERP Power will be maintained as a historical database of purchasing and access can be obtained by your department’s designated Authorized Requestor.

Web Voucher
The web voucher system is a web-based tool for processing reimbursements to employees and non-employees, direct payments to Harvard corporate cards on behalf of cardholders, employee travel advances, travel authorizations, honoraria to invited guests, and to replenish petty cash accounts. The Web Voucher system is also a historical database for looking up coding and details on previous invoice payments. The HCOM system is now the avenue utilized for purchasing. Access to the Web Voucher system can be obtained by contacting your local Authorized Requestor.

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.