Oracle R12 Upgrade

1. Oracle R12 Upgrade Go Live Tuesday (Dec. 14) Administrative Information Systems Team Oracle R12 Revision Date: December 6, 2010 Experience Oracle R12 Central Financial Services

2. Oracle R12 Upgrade Welcome Presenter: Rob Andrews, CFS

3. Oracle R12 Upgrade Go Live Tuesday (Dec. 14) Agenda: • Welcome – Rob Andrews, CFS • Oracle • Across the Board Changes – Rob Andrews, CFS • Oracle • Discoverer data warehouse • General Ledger – Sandy Catalan, CFS • Purchasing Operations – Gina Smith, Purchasing • Open Discussion/Q&A

4. Oracle R12 Upgrade Across the Board Changes Presenter: Rob Andrews, CFS

5. Oracle R12 Upgrade Oracle Across the Board Changes - Oracle • Preparing for R12 • Training events • System downtime • New or improved features • Look and feel • Report output: templates & republishing • Visual accessibility options available, contact fse@ohsu.edu • Changes • Navigation page • Questions?

6. Oracle R12 Upgrade Oracle Training Events • Register in TrainingForce, https://trainingforce.ohsu.edu/registration/

7. Oracle R12 Upgrade Oracle System Downtime

8. Oracle R12 Upgrade Oracle • Navigator Appearance on Oracle Applications Home Page • Look and feel • Color change • Worklist

9. Oracle R12 Upgrade Oracle • Navigator Appearance on Base Apps Form • No change other than color change

10. Oracle R12 Upgrade Oracle • Report Output: Templates & Republishing • PDF and Excel formats may be available – select Options

11. Oracle R12 Upgrade Oracle • Locate Template Options • Select Template Name • Verify Format matches the template style selected

12. Oracle R12 Upgrade Oracle • Modify Report Format Post Completion • Select Tools > Reprint/Republish

13. Oracle R12 Upgrade Oracle • Verify Template Name Matches Output Format • Select Template Name dropdown list to view available formats • Select the preferred template

14. Oracle R12 Upgrade Oracle • Print Report • Select Copies > Apply

15. Oracle R12 Upgrade Discoverer Across the Board Changes - Discoverer • Preparing for R12 • Extract skip • New or improved features • Password change • Changes • Ledger name vs. set of books • Questions?

16. Oracle R12 Upgrade Discoverer • Extract Skip • Friday (Dec. 10) through Sunday(Dec. 12) • Up-to-date information expected Tuesday (Dec. 14)

17. Oracle R12 Upgrade Discoverer • Password Change • Access to HRDW only? • You can now reset your own password • Access to other data warehouses (e.g. APDW, GLDW, etc.) ? • You no longer need to log in to Oracle • Link to reset password will be available at Discoverer AIS web page, http://ozone.ohsu.edu/finance/discoverer.cfm

18. Oracle R12 Upgrade Discoverer • Ledger Name vs. Set of Books • New field, Ledger Name • Existing field, Set of Books remains

19. Oracle R12 Upgrade Discoverer • Future of Set of Books Field • Short term - Set of Book field and parameter remain • Long-term - replace Set of Books field with Ledger Name • Create new reports using Ledger Name

20. Oracle R12 Upgrade General Ledger Presenter: Sandy Catalan, CFS

21. Oracle R12 Upgrade General Ledger • Preparing for R12 • Early close schedule • November reports available Friday (12/10); one day early • New or improved features • Sub-ledger Accounting (SLA) • Definition, Events, Structure and Journal Drilldown • Changes • Reports • Close Other Forms Function • Outstanding issues or limitations • After go-live • Questions?

22. Oracle R12 Upgrade • General Ledger Early Close

23. Oracle R12 Upgrade General Ledger Subledger Accounting (SLA) Often referred to as SLA Provides a common repository of all your accounting information Behaves like a detailed version of your general ledger (GL) Allows the GL to be free of extraneous data; stores only what is needed for GL reporting and analysis Go directly to SLA to view detail

24. Oracle R12 Upgrade General Ledger SLA Architecture Allows businesses to create and modify accounting definitions to meet specific fiscal, regulatory and analytical requirements SLA is driven by events Accounting events represent transactions that have a financial accounting impact

25. Oracle R12 Upgrade General Ledger E.g. of an Invoice Event

26. Oracle R12 UpgradeGeneral Ledger Differences between 11i and R12

27. Oracle R12 UpgradeGeneral Ledger Reconciliation between R11i and R12

28. Oracle R12 UpgradeGeneral Ledger Reports *At go live Accounts Payable detail will be available; additional subledger detail available post go live. **Report not available in GL Inquiry OHSU AIS responsibilities; report to be utilized if the detailed lines on the Account Analysis – SLA - Secure report do not tie to general ledger balances

29. Oracle R12 UpgradeGeneral Ledger Reports (cont.) ***Download reports will work for historical data; new downloads/reports in development for post go live data.

30. Oracle R12 UpgradeGeneral Ledger Drilldown from General Ledger

31. Oracle R12 Upgrade Oracle Close Other Forms Function Recommend user set the Close Other Forms to unchecked for best General Ledger performance The Close Other Forms can be found on the main navigation form (Tools > Close Other Forms) Value is defined by user

32. Oracle R12 Upgrade General Ledger Outstanding Issues Bug when user drills down on Cost Management WIP transaction. Error message will disappear if user selects OK. System will enable drilldown to the transaction. Distribution button not available on the Material Transactions form when drilling from a General Ledger Cost Management MTL journal entry.

33. Oracle R12 Upgrade General Ledger Outstanding Issues (cont.) Export Feature in SLA fails to export the first line of the journal entry If there is only one line of data, system will provide the user with an error message If there are numerous transactions, system will export all data excel except the first line SLA is currently set to display 10,000 journal lines. If default is exceeded, not all transactions will be visible

34. Oracle R12 Upgrade Purchasing Operations Presenter: Gina Smith, Purchasing

35. Oracle R12 Upgrade Purchasing Operations • Preparing for R12 • Rejected or returned requisitions • New or improved features • View invoices from PO Summary • Changes • Requisition to Pay Reports do not migrate to R12 • Operating Unit field on Requisition & PO forms • After go-live • Notifications for Rejected/Returned requisitions • The Expenditure Type field nulls out when entering Project related information at the Distribution level on Requisitions • Questions?

36. Oracle R12 Upgrade Purchasing Operations Rejected or Returned Requisitions • In Process documents will be rejected (requisitions) or returned (purchase orders) on Friday (Dec. 10) • Resubmit for approval post go-live (Dec. 14)

37. Oracle R12 Upgrade Purchasing Operations View Invoices from PO Summary (Inquire > View Invoices) • You can now drill into more invoice detail

38. Oracle R12 Upgrade Purchasing Operations Requisition to Pay Reports do not migrate over to R12 • Requisition to Pay Reports by Requisition • Requisition to Pay Reports by Purchase Order • Requisition to Pay Reports by Invoice

39. Oracle R12 Upgrade Purchasing Operations Operating Unit Field • The Operating Unit field is now the first field on the Requisition/PO Summary forms and on the Requisition/PO forms (something to be aware of when entering Requisition or PO numbers)

40. Oracle R12 Upgrade Go Live Tuesday (Dec. 14) Open Discussion

41. Oracle R12 Upgrade Go Live Tuesday (Dec. 14) Administrative Information Systems Team Oracle R12 Thank you for attending the Oracle 12 Experience presentation. Please direct questions to: Financial Support & Education, fse@ohsu.edu Disclaimer: Oracle is the source of screen shots contained in this presentation. Central Financial Services