Oracle Finance Overview for IT Advisory Group September 2004

1. Oracle Finance Overview for IT Advisory Group September 2004

2. 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

3. 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

4. Logging On • Open your web browser • Type the following address: www.uab.edu/adminsystems • Click on the following link

5. The Logon page will be displayed Logging On • Enter your BlazerID and strong password • Links are available to get a BlazerID or to reset your password

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

7. Accessing Oracle Administrative Systems Your BlazerID is displayed here Example of HR Responsibilities Example of Finance Responsibilities Self Service for all Employees

8. 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

9. Oracle Financial Modules • General Ledger • Grants Accounting • Purchasing • Payables

10. Oracle Financial Modules Oracle General Ledger (GL) • 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)

11. Oracle Financial Modules Oracle Grants Accounting (GA) • 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

12. Oracle Financial Modules Oracle Purchasing • 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

13. Oracle Financial Modules Oracle Payables • 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

14. 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

15. ACCT SUB BAL ORG FUT OBJ Oracle Account Structures GL Accounting Key • Account • Subaccount • Balancing • Organization • Future • Object Code Account String 3103085.000.453103085.371000000.0000.8201099

16. Oracle Account Structures GL Account Alias • Uniquely identifies an active GL Account String • Used as search criteria throughout Oracle applications

17. Oracle General Ledger

18. Project String Oracle Account Structures GA Project Key or PTAOE • Project • Task • Award • Organization • Expenditure Type Example: 221216 01.01 1521216 108202560

19. Finance Documents • Purchase Order Requisition • Payment Request • Journal Entry

20. 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

21. Sample Purchase Order Requisition Header Item Detail Supplier

22. Distributions Window Account

23. 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

24. Sample Completed Journal

25. 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

26. Worklist To view documents to be approved, select Notifications from the Navigator window. Notice the date format -- dd-mmm-yyyy

27. End User Resources and Support End User Resources and Support

28. End User Resources Access the IT Administrative Systems website for links to STEPS information at http://www.uab.edu/adminsystems Scroll down the page to Other Resources. Email your questions about the project to STEPS@ uab.edu

29. End User Resources -- Help Desk • For technical questions/assistance, contact AskIT help Desk -- AskIT@uab.edu or 996-5555 • Tiered Model of End User Support • Level 1 Help Desk (AskIT) • Assistance logging in to the system • Password resets • Desktop requirements • Basic “how to” questions • Other help desks (HSIS and User Services) • Level 2 Assistance • HR functional team members • Finance functional team members • Other Technical team members

30. 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 AskIT@uab.edu • 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.

31. 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 STEPS@uab.edu

32. 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