1. Oracle Finance Overview for IT Advisory Group September 2004

2. Page 1 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. Page 2 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) u Electronic documents replace paper processes u Approvals will be done electronically u Monthly account statements will be distributed electronically October 4, 2004 is the Finance go-live date

4. Page 3 Logging On Open your web browser Type the following address: www.uab.edu/adminsystems Click on the following link

5. Page 4 Logging On The Logon page will be displayed Enter your BlazerID and strong password u Links are available to get a BlazerID or to reset your password

6. Page 5 Logging On You must acknowledge that you agree with UABs confidentiality agreements and that you will not give anyone your password

7. Page 6 Accessing Oracle Administrative Systems Example of HR Responsibilities Example of Finance Responsibilities Self Service for all Employees Your BlazerID is displayed here

8. Page 7 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 UserNot RestrictedDefaultInquiryN/A UAB FIN Entry/Approval Not RestrictedDefaultUpdate PO Requisition Form, Payment Request (Non-PO Requisition) Form, GL JE (Journal Entry) UAB GL End User Restricted by Organization RequestInquiryN/A UAB GA End UserNot RestrictedRequestInquiryN/A

9. Page 8 Oracle Financial Modules General Ledger Grants Accounting Purchasing Payables

10. Page 9 Oracle Financial Modules 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)

11. Page 10 Oracle Financial Modules 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)

12. Page 11 Oracle Financial Modules 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

13. Page 12 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 Financial Modules

14. Page 13 Oracle Account Structures Account numbers/structure are different u Oracle has two accounting applications, General Ledger (GL) and Grants Accounting (GA) u Additional information about the account strings can be found at http://www.uab.edu/images/finance/vpad/Docs/STEPS/aso.ppt

15. Page 14 Oracle Account Structures Account Subaccount Balancing Organization Future Object Code Account String 3103085.000.453103085.371000000.0000.8201099 ACCTSUBBALORGFUTOBJ GL Accounting Key

16. Page 15 Oracle Account Structures Uniquely identifies an active GL Account String Used as search criteria throughout Oracle applications GL Account Alias

17. Page 16 Oracle General Ledger Oracle Is Similar To… Dollar Balance Inquiry ScreenFAS Online Screens 31 & 32 TASC FormFAS Online Screens 15 & 81-84 UAB Attribute DictionaryFAS Online Screen 45 Monthly Account Statements (MAS)AM090s & AM091s Account Summary ReportsAM095s & FAS Online Screen 61 Charts of Accounts Listing (COA) TSO Chart of Accounts Official Object Code Listing (OOCL)FAS Online Screen 07

18. Page 17 Oracle Account Structures Project Task Award Organization Expenditure Type Project String Example: 221216 01.01 1521216 10 8202560 GA Project Key or PTAOE

19. Page 18 Finance Documents Purchase Order Requisition Payment Request Journal Entry

20. Page 19 Requisition Forms Found in the Oracle Purchasing module Consists of Purchase Order Requisitions and Payment Requests u Payment Requests replace electronic CKREQU and TATREQ u Payment Requests replace paper disbursement requisitions Created, processed, and approved electronically

21. Page 20 Sample Purchase Order Requisition Header Item Detail Supplier

22. Page 21 Distributions Window Account

23. Page 22 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. Page 23 Sample Completed Journal

25. Page 24 Workflow Electronic approval path Each document has its own approval path Established and maintained by Workflow Officers (WFOs) for organizations u Every organization has an individual appointed as a WFO u The Workflow Approval Maintenance (WAM) form is completed by the WFO to establish the approval path u The WFO has full control to maintain and make changes to the workflow paths Split distributions follow one organization’s workflow

26. Page 25 Worklist To view documents to be approved, select Notifications from the Navigator window. Notice the date format -- dd-mmm-yyyy

27. Page 26 End User Resources and Support

28. Page 27 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

29. Page 28 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 u 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) u Level 2 Assistance  HR functional team members  Finance functional team members  Other Technical team members

30. Page 29 End User Resources -- Oracle Go-Live Checklist Do you have a BlazerID? If not, go to BlazerID Central http://www.uab.edu/blazeridhttp://www.uab.edu/blazerid Do you know your strong password? If not, contact AskIT. Call 996-5555 or Email AskIT@uab.edu 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 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. Page 30 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.http://www.uab.edu/adminsystems 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 http://www.uab.edu/it/steps/AccessReports.htm.http://www.uab.edu/it/steps/AccessSpreadsheet STEPS@uab.edu

32. Page 31 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