oracle finance overview for it advisory group september 2004

Oracle Finance Overview for IT Advisory Group

September 2004

Agenda

Logging On Accessing Oracle Administrative Systems Oracle Financial Modules Oracle Account Structures Finance Documents Workflow Worklist Exiting Oracle Applications End User Resources and Support

Quick Review

Oracle is web-based All Oracle modules are integrated Oracle log-in requires BlazerID and strong password

www.uab.edu/blazerid

The Oracle Administrative System replaces the Financial Accounting System (FAS) and the Electronic Forms Systems (EFS) Electronic documents replace paper processes Approvals will be done electronically Monthly account statements will be distributed electronically

October 4, 2004 is the Finance go-live date

Logging On

Open your web browser

Type the following address: www.uab.edu/adminsystems

Click on thefollowing link

Logging On

The Logon page will be displayed

Enter your BlazerID and strong password Links are available to get a BlazerID or to reset your password

Logging On

You must acknowledge that you agree with UABs confidentiality agreements and that you will not give anyone your password

Accessing Oracle Administrative Systems

Example of HR Responsibilities

Example of Finance Responsibilities

Self Service for all Employees

Your BlazerID is displayed here

Accessing Oracle Administrative Systems

The term “Responsibility” in Oracle refers to a specified set of data, menus, and forms that you will be able to view and/or update

End User Responsibility

Restriction Access Assigned by:

Update vs. Inquiry

Documents Updated

UAB AP End User Not Restricted Default Inquiry N/A

UAB FIN Entry/Approval

Not Restricted Default Update PO Requisition Form, Payment Request (Non-PO Requisition) Form, GL JE (Journal Entry)

UAB GL End User Restricted by Organization

Request Inquiry N/A

UAB GA End User Not Restricted Request Inquiry N/A

Oracle Financial Modules

General Ledger

Grants Accounting

Purchasing

Payables


Official set of books for UAB Central data repository for summary information from

other modules Maintains annual budgets (uploaded from the UAB

Budget Model system) Restricts access by Organization Fiscal year accounts (Old FAS Ledger 1s, 2s, and some

3s, 4s, 7s, and 8s)

Oracle General Ledger (GL)


Consists of grant project and plant project accounts

Restricts access based on Responsibility, not Organization

Corresponds to old FAS Ledger 5s & 6s, and some 3s, 4s, 7s, and 8s

Oracle Grants Accounting (GA)


Allows online requisition generation for end users and purchase order creation for Purchasing Department

Utilizes approved supplier and supplies lists with automatic pricing

Includes PO Requisitions and Non-PO Requisitions

Allows non-restricted access through UAB Purchasing End User responsibility

Oracle Purchasing

Allows Accounts Payable Department to enter, approve, and pay invoices

Allows end users to view payment information

Utilizes Purchasing information to match invoices

Allows unrestricted access through the UAB Accounts Payable End User responsibility

Oracle Payables


Oracle Account Structures

Account numbers/structure are different

Oracle has two accounting applications, General Ledger (GL) and Grants Accounting (GA)

Additional information about the account strings can be found at http://www.uab.edu/images/finance/vpad/Docs/STEPS/aso.ppt


Account Subaccount Balancing Organization Future Object Code

Account StringAccount String

3103085.000.453103085.371000000.0000.8201099

ACCT SUB BAL ORG FUT OBJ

GL Accounting Key


Uniquely identifies an active GL Account String

Used as search criteria throughout Oracle applications

GL Account Alias

Oracle General Ledger

OracleOracle Is Similar To…Is Similar To…

Dollar Balance Inquiry Screen FAS Online Screens 31 & 32

TASC Form FAS Online Screens 15 & 81-84

UAB Attribute Dictionary FAS Online Screen 45

Monthly Account Statements (MAS) AM090s & AM091s

Account Summary Reports AM095s & FAS Online Screen 61

Charts of Accounts Listing (COA) TSO Chart of Accounts

Official Object Code Listing (OOCL) FAS Online Screen 07


ProjectTaskAwardOrganizationExpenditure Type

Project StringProject String

Example: 221216 01.01 1521216 10 8202560

GA Project Key or PTAOE

Finance Documents

Purchase Order Requisition

Payment Request

Journal Entry

Requisition Forms

Found in the Oracle Purchasing module

Consists of Purchase Order Requisitions and Payment Requests Payment Requests replace electronic CKREQU and TATREQ Payment Requests replace paper disbursement requisitions

Created, processed, and approved electronically

Sample Purchase Order Requisition

Header

ItemDetail

Supplier

Distributions Window

Account

GL Journal Entries (JEs)

Found in the Oracle General Ledger module

Uses GL account strings only

Created, processed, and approved electronically

Allows actual or encumbrance dollars

Sample Completed Journal

Workflow

Electronic approval path

Each document has its own approval path

Established and maintained by Workflow Officers (WFOs) for organizations Every organization has an individual appointed as a WFO The Workflow Approval Maintenance (WAM) form is completed by

the WFO to establish the approval path The WFO has full control to maintain and make changes to the

workflow paths

Split distributions follow one organization’s workflow

Worklist

To view documents to be approved, select Notifications from the Navigator window.

Notice the date format -- dd-mmm-yyyy

End User Resources and Support

End User Resources and Support

End User Resources

Email your questions about the project to STEPS@ uab.edu

Scroll down the page to Other Resources.

Access the IT Administrative Systems website for links to STEPS information at http://www.uab.edu/adminsystems

End User Resources -- Help Desk

For technical questions/assistance, contact AskIT help Desk -- [email protected] or 996-5555

Tiered Model of End User Support Level 1 Help Desk (AskIT)

Assistance logging in to the systemPassword resetsDesktop requirementsBasic “how to” questionsOther help desks (HSIS and User Services)

Level 2 AssistanceHR functional team membersFinance functional team membersOther Technical team members

End User Resources -- Oracle Go-Live Checklist

Do you have a BlazerID?If not, go to BlazerID Central http://www.uab.edu/blazerid

Do you know your strong password?If not, contact AskIT. Call 996-5555 or Email [email protected]

Have you been trained?Contact you departmental administrator to assess what Oracle training is appropriate for you. Also, you may view the training simulations and manuals online at http://www.hrm.uab.edu/oracletraining

Is your computer ready for Oracle?The J-INITIATOR browser plug-in should automatically load the first time you access an Oracle application. If not, contact your desktop support personnel for help with installation.

End User Resources -- Oracle Go-Live Checklist

Have you explored the “play” application online?If not, go to http://www.uab.edu/adminsystems, and click on Oracle HR and Finance Training Application.

Have you reviewed your access responsibilities in Oracle using the “play” application?To view a list of assigned responsibilities for your organization, visit http://www.uab.edu/it/steps/AccessReports.htm.To request changes to your access responsibilities, complete the spreadsheet found at http://www.uab.edu/it/steps/AccessSpreadsheet. Forward the spreadsheet to your departmental administrator for review/approval. The administrator will send the approved spreadsheet to [email protected]

Additional Finance Training

General Ledger Course

Grants Accounting Course

Purchase Order Requisitions Course

Payment Requests Course

To register for classes, view official course titles and descriptions, go to the Oracle training website.

www.hrm.uab.edu/oracletraining

oracle finance overview for it advisory group september 2004

Documents

oracle modules

end user responsibility

password slide

oracle finance overview

quick review oracle

integrated oracle log

logon page

support slide