Integrated System Finance/HR

Upgrade Overview

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Integrated System R12 Upgrade

In this overview you will learn about some of the changes to the:

• New password requirements

• HR/Finance navigation

• Finance modules• Grants Accounting• Purchasing and Accounts Payable

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Passwords• 45-day password change requirement

eliminated

• New password requirements:– 8 characters (was 7)– Contains at least one number and one letter– Case-sensitive, but no requirement to

include a capital or lower-case letter– Cannot include user name– Avoid special characters and do not use

repeating characters

• You will need to reset your password once after May 2 to meet the stronger requirement

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Integrated System R12 Upgrade

HR/Finance navigation

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Current Look

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New Look/New Functions

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• Access the HR/Finance functions from the Main Menu.

• Note the expandable folders (+).7

Main Menu

Expandable Responsibilities

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Expanded View

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Worklist

• View or respond to your most important notifications from the Worklist, now located to the right of Main Menu.

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Worklist – Due Date

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Worklist has a Due Date column.

New Feature - Personalize

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Search for and Select the Responsibilities

Use the dropdown to select the responsibilities you want to personalize.

In this case :All Responsibilities

Click Go

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Select Responsibilities you want to either SHOW or HIDE.

In this case the first two responsibilities are selected.

Click HIDE and the status changes to Hidden.

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Personalize

Personalize

Click Apply to save changes and return to the Main Menu.

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Your Personalized Menu

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The Main Menu now has only the responsibilities with a status of SHOWN. Hidden items are accessible from Favorites if set as favorites.

Navigator

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Favorites

• Navigate to frequently-used functions or web pages from Favorites.

• Your selected favorites appear as a list of values when you click the down arrow.

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Favorites

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Manage Favorites

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Manage Favorites

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Add Functions

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Favorite Added

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Integrated System R12 Upgrade

Grants Accounting

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Grants Accounting

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Compare 11i >> R12

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Change to Responsibilities

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UVA Manual Encumbrance form has been added to the following responsibilities:

• UVA GM Administrator• UVA GM Award Manager• UVA GM Projects Manager• UVA GM Setup Specialist• UVA GM Transaction Specialist

UVA GM Encumbrance Specialist has been eliminated

Integrated System R12 Upgrade

Purchasing & Accounts Payable

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Purchasing and AP Changes

• Payment Voucher

• Invoice Overview

• Vendor Add

• PO Summary – Inquire, View Invoices

• iProcurement•

• Notifications

Payment Voucher–What’s New?

• A new tab: “Lines”

• Buttons:– All Distributions

– Discard Line 1

– Distribution Class

• Terminology – Vendor, Supplier, Trading Partner

• Attachments – Uses both tabs– New field called “Title”

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Payment Voucher – General tab

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CurrentNew

Payment Voucher – Lines tab

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Payment Voucher Distributions Example - Discard Line1

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Payment Voucher Attachments

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Current New

Invoice Overview

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Current

New

Vendor Add – What’s New?

• Form name: Supplier Entry

• Search and Data entry screens look different

• Some field names have changed

• Ability to modify data entries until you exit the form

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Vendor/Suppliers Search

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Current New

Suppliers Example

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NewCurrent

PO SummaryInquire View Invoices (currently)

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PO SummaryInquire View Invoices (new)

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iProcurement – What’s New?

• Tabs have moved from the right to the left side

• Additional links under Purchasing News

• A new “Change” column

• New buttons:– Apply

– Edit

– Manage Approvals

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iProcurement

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Current New

iProcurement – Manage Approvals

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Notifications

Today you receive two emails when a requisition generates a PO:

• Email #1 states the PO was created.

• Email #2 states the PO was Approved.

R12 will only send an email when the PO is Approved!

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Training

• Overviews: 2/25 - 3/21

• Training for current users: 3/28 – 4/29

• New user training: 4/15 – ongoing

• Tools: – Some online training and simulations will be

available

– System toolkits for each module• found on HR website – Employee

Development/Systems and Technical Training

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HR Employee Development

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Navigate to System Toolkit

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System Toolkit

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