http://www.virginia.edu/integratedsystem/IntegratedSystem.html 0.5 1177286400 Untitled Document http://www.virginia.edu/integratedsystem/Responsibility Hierarchies.htm 3 1090972800 PowerPoint Presentation 14-Nov-03: University of Virginia Integrated System This page uses frames, but your browser doesn't support them. http://www.virginia.edu/integratedsystem/Upgrades/11i.10/Key11i10Enhance.htm 24 1177286400 UVa - The Integrated System Key 11i Enhancements The University of Virginia is upgrading from version 11i (11.5.9) of the Oracle financial and human resources/payroll applications to version 11i.10. New features will include: TABLE OF CONTENTS • More Employee Self Service features • A new site for training registration • Forgot your password? feature on the Integrated System login page • Another way to unreserve PO/LPOs • Award field in PO summary and Requisition summary More Employee Self Service features With the 11i.10 upgrade on April 24th comes the opportunity to update more personal information on line. You will see the following options, in addition to Payslip and Employee W2, on the Self Service menu: Personal Information : Includes updating your preferred name, previous last name, marital status, phone numbers, and main address Banking Information : Where you can update bank information regarding where you want the University to send your payroll and other deposits. Tax Form : Where you can change your federal withholding information (W4 form). You will also have the ability to view the W4 worksheets. My Information : Provides basic human resources data for your viewing purposes only, including organization, position, job, supervisor’s name, grade, salary, performance rating, and the date of last review. A new site for training registration The training registration website is part of a new application called Learning Management. On the Self Service menu, you will see a section called “Learning,” with a link below to “Learner Home.” You will have the option to search a course catalog or type in the class you want. Forgot your password? Effective early May, you will be able to get a password reset without calling the Help Desk. Just click the words “Forgot your password?” on the Integrated System login page, enter your user ID, and submit. You will receive an email to confirm that you have asked for a new password. Respond as instructed and be certain the email processes (is sent). You will then receive another email containing a new password. When you log on with the new password, you will immediately be instructed to change that password to a strong password . It is strongly recommended that only users with UVA registered email accounts use this feature. BACK TO TOP Another way to unreserve PO/LPOs Currently, you can unreserve POs and LPOs from the Approve screen. Following the upgrade, there will be a second way to unreserve. Open the PO/LPO and go to Tools>Unreserve on the toolbar, leave the defaulted date, and ignore the check box “Use Document GL Date to Unreserve.” All PO/LPOs should be unreserved before you make changes. Award field in PO summary and Requisition summary Currently, you do not have the option of seeing the Award field in PO Summary and Requisition Summary on the distribution level. Following the upgrade, the Award field will be available, using the Folder menu -> Show Field. You will then be able to see the complete PTAEO from the summary screens. ISDS will set up basic folders in each of these screens for general use. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i.10/Upgrade Timeline11i10.htm 20 1177286400 11i10Timeline Upgrade Timeline Completion of the 1st upgrade November 11, 2005 Completion of high-level analysis impact November 30, 2005 Completion of the 2nd upgrade December 9, 2005 11.5.9 development freeze January 2, 2006 Completion of Conference Room Pilot-I February 23, 2006 Completion of User Acceptance Testing April 17, 2006 Month-end close March 31, 5 p.m. Finance, LD users out for 11i.10 upgrade April 20, noon All users out for 11i.10 upgrade April 20, 5 p.m . ODS available normal hours April 20-23 GO-LIVE April 24, 2006, 7:00 a.m. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i.10/desktopReq11i10.htm 16 1133481600 11i10Desktop Reqs 11i.10 Desktop Requirements Will be posted as soon as determined. We expect no changes from the current 11i requirements. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i.10/index11i10.html 21 1177286400 11i.10 Key 11i.10 Enhancements Upgrade Timeline Frequently Asked Questions Desktop Requirements Heads Up 11i.10 Information The University of Virginia is implementing an upgrade to version 11i.10 of the Oracle applications. Version 11i.10 is a "point" release, which will have less of an impact of users than the original 11i (11i.9) upgrade. Click the quick links to the left for more information on the upgrade. More links will be added as the upgrade progresses. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb.htm 3 1177286400 Integrated Systems Project 20-Jan-04: Integrated System 11i Upgrade This page uses frames, but your browser doesn't support them. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/error.htm 1 1177286400 This presentation contains content that your browser may not be able to show properly. This presentation was optimized for more recent versions of Microsoft Internet Explorer. If you would like to proceed anyway, click here . http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/filelist.xml 3 1177286400 http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/frame.htm 1 1177286400 Integrated Systems Project http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/fullscreen.htm 0.5 1177286400 http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/master01.htm 35 1177286400 ‹header› ‹date/time› Click to edit Master text styles Second level Third level Fourth level Fifth level ‹footer› ‹#› • An upgrade is not an implementation. It’s shorter: just 9 months start to finish. And there is much less training required in most cases. • The latest version usually means more features and improvements on existing features. • We will be doing a technical upgrade, which means doing the least amount of work required to get on the new technology platforms and mirror the current environment as closely as possible. The technical upgrade will be followed   by a series of functional upgrades, where we evaluate what new functionality UVA wants to implement that is possible with the latest version of the software. Some new functionality comes automatically with the technical upgrade, and we will look at some of those in a minute. • allows us to stay current with technology, functionality and best business practices. • Upgrades bring with them enhanced functionality. In the case of 11i, there is much easier navigation. • Longer term opportunities exist whenever you do an upgrade. The University can choose to implement this new functionality that would not even be available without an upgrade. Examples on next slide. • • Other self service options would be in the area of recruitment and benefits. Position Control: setting up positions in departments and having it route for approval. Burden schedule overrides: Allows users to identify different burden schedules for projects funded by the same award. Automatic PO Faxing: Allows users to fax PO’s directly to vendors Improved Invoice approval routing: Allows new alternatives for routing invoices to approvers • Fine balance in deploying upgrades to not be the first, but not to wait too long. It’s easier to do if you aren’t too far away from the new release, but you don’t want to be among the first since there are always bugs to work out. 11i was rolled out 2 years ago, and we are implementing the 9 th   version of 11i, benefiting from all the fixes that have taken place. • Plus it’s harder to get support from the vendor if you are not on the current release, and we are finding it harder to get support from Oracle without being on 11i. • The approach is basically a series of trial upgrades – we plan on doing 4 –so that, by the real upgrade, the time it takes and the issues that arise are both minimized. You will see this in the timeline later. Some of the things that will come with the technical upgrade. Personal homepage – will show in a minute. Cancellation of Long-running Queries: Most queries now include a Cancel button that allows the user to end or abort long-running queries when necessary.   So when you’ve started a query and realize that you failed to include limiting parameters, you will be able to cancel immediately and resubmit with the right parameters. Automatic retry: Users will no longer receive Oracle Workflow “retry” notifications where they are asked to resubmit a transaction because of a workflow failure.   Instead the retry has been included in the process itself which will improve the process flows. PO copying: Users can now copy existing purchase order to new PO’s.   This works for both open and closed PO’s and eliminates the need to rekey large numbers of distribution lines each year. Direct drilldown from GL: Users can drilldown from GL transaction to the details in the subsidiary modules and view the related accounting data in either T-Account or Summary Trial Balance format.   Users can also view journal entries in either T-Account or Summary Trial Balance format. Drill down: Users can drill down to Award Budget form without closing the Award Management form.   This allows users to fund on the Award Management form and then easily transition to the Award Budget form to complete the budgeting tasks – modifying, submitting, and baselining . Installment closeout notification: Users will receive a notification in Oracle when the installment is activated or when the installment is nearing the end-date.   The notification includes the open commitments so that those can be liquidated before the end-date is reached.   This will be available in the Notification form rather than by email at Go Live. Mass employee assignment update: An example is when a supervisor terminates or retires. The department can change the supervisor on all employees affected in one process. Earnings policy button: Now it is on the EIT. In 11i, the button is on the main assignment form. Summary of adjustments: Can run a report to see what adjustments are in the process of being approved. Dist. Adj. by assignment: Will be able to do adjustments at the assignment level en masse, rather than element by element. Pro-rata: Will give better calculations if someone starts, ends, or changes employment mid-pay period. Plan on supporting Macs unless some obstacle surfaces that would take too many resources. In that case, we would do it as a functional upgrade. (if ask about 9 month employees, would be a functional upgrade.) 11i uses Multiple Document Interface , which means that all windows are displayed inside a single window, with a single toolbar and menu attached to that window.   So, since the toolbar opens as part of the window, there is no way for the toolbar to get disconnected or “lost”.   The Menu Options have changed: • New menu options are File, Edit, View, Folder, Tools, Window, Help • The query feature is under the View menu – more information on queries will be given in the navigation training. Many other features stay the same: • The Top Ten List • The buttons to expand and collapse the list of functions • Most of the same Icons are still there with the same functionality, but with a new look The personal homepage ties together the responsibilities and functions of each responsibility.   It replaces the list of responsibilities in 11.0.3.   By adding favorites, you can bypass the navigator window for the responsibility and go directly to that particular form. The responsibilities are listed in the left column.   For the responsibility selected, the functions will appear in the column on the right (or the middle).    The column to the far right is your list of favorites from any responsibility. You can also add websites to your list of favorites. Workflow Notifications for all responsibilities appear on the personal homepage. Required Fields Highlighted - Fields where input is required now have a highlighted background. List of Values Indicator – Fields for which there is a list of values (LOV) are visually indicated in the field, instead of having the icon on the toolbar. The Message Line and the Status Line are shown at the bottom of the window, instead of on the toolbar. Bubble Help is available for all iconic buttons, including those on the main toolbar, folder toolbar, and calendar.   11.O.3 did not have this functionality. Alternate Regions - The Alternate Regions are tabbed rather than on a drop down list. • This makes it possible to see the information for one region and at the same time see what other regions are available for display. • If there are too many regions to be listed across as tabs, there will be arrows on the right that allow you to scroll over. Clicking the right mouse will open up a menu that offers the cut, copy, and paste features, as well as folders and help. • There will be a short navigation course that will be large group demo. • We anticipate also offering high level functional workshops by application, e.g. general ledger, grants management, human resources, time management • Where the changes are more significant, e.g. labor distribution, there will be more training • There will be a freeze on new hire training during at least a two week cross over period so that people aren’t trained on the current version of the applications and then, immediately, have to be retrained on 11i. However, 11i navigation will be offered continuously, as well as functional workshops and walk in sessions on 11i for current users. Soon after go live, 11i responsibility training will be offered for all new hires. • Basically the same way, though some details may be different. Keep in mind, LD will be significantly different. • Responsibilities will remain the same, but some may have more menu options. • Housekeeping: Data clean-up. Completing transactions in progress, for example LD batches that have not yet been approved. • Cutover period: will begin sending information in January on how business will be transacted during the cutover period and how to prepare for it. • User fair in March in the Newcomb Hall Ballroom to see the applications and have the opportunity to ask questions. • User acceptance testing: central users and some power users • Why May 2004? When we looked at when we could go live with the upgrade, all but two months were eliminated because of year end, fiscal year end, people leaving at the end of May, people returning in September, and the sun and moon being in alignment for payrolls. May and October were our two choices, and scheduling dictated that we choose May. • • There will be about a week-long cutover period when we will not be able to do any transactions in the system. You will begin hearing in January how to prepare for this time and how transactions will be handled during the cutover period. • http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/master02.htm 6 1177286400 ‹header› ‹date/time› ‹footer› ‹#› http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/master06.htm 1 1177286400 Click to edit Master title style Click to edit Master text styles Second level Third level Fourth level Fifth level http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/master06.xml 3 1177286400 http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/outline.htm 29 1177286400   Notes Outline Integrated System   11i Upgrade Overview What is an upgrade? Not an implementation Movement from the current version of the applications to the latest available version Technical vs. functional Why do an Upgrade? Allows University to stay current Enhanced functionality, even with technical upgrade Long-term opportunities to use major new functionality Long-term Functional Opportunities With Upgrade Self Service Time entry View earnings statement View and modify selected personal information More Position Control Burden Schedule Overrides Automatic PO Faxing Improved Invoice Approval Routing Why now? Ease of upgrade to latest version Not the first Optimal support from the vendor What comes with the technical upgrade? For everyone Web-like features, Personal homepage, Better help and error messages Cancellation of long-running queries Purchasing Automatic retry of Document Manager errors Purchase order copying General Ledger Direct drill-down from GL to PO, AP, AR, and GM What comes with the technical upgrade? Grants Management Drill down from award management to award budget forms Installment closeout notification HR Mass employee assignment update Earnings policy button on assignment What comes with the technical upgrade? LD Summary of adjustments by batch name Distribution adjustment by assignment Standard reports for payroll encumbrances Schedule lines sorted most recent on top Pro-rata calculation of encumbrances Support for MacIntosh OS 10 and greater Differences in the Navigator Window Personal Homepage Differences in the Forms   More Differences in Forms    Right Mouse Click     Capability Impact on You Training Primarily navigation High level functional workshops Expanded training for some modules, e.g. LD 11.0.3 training phase-out Impact on You Basically, do work the same way Responsibilities remain virtually the same Discoverer reports: Will still be available Will need to be tested and possibly modified New version of Discoverer – 4.1 Opportunity to participate in housekeeping functions Cutover period Timeline Completion of the 1st trial upgrade        9/2/03 11.0.3 development freeze   9/15/03 Completion of 2nd trial upgrade 10/10/03 Completion of CRP-I 11/19/03 Completion of 3rd trial upgrade 12/17/03 Completion of CRP-II   2/18/04 Completion of 4th trial upgrade     3/2/04 Desktop Preparation & Discoverer Upgrades            2/16-3/16/04 11i User Fair     3/3/04 Begin User Training   3/22/04 Availability of Discoverer Test Instance   3/22/04 Completion of User Acceptance Testing        4/5/04 GO-LIVE     5/3/04 Functional Upgrade Analysis & Implementation 5/2004 – 5/2005? Desktop Requirements In general Memory upgrades OS Windows 2000 or above Performance degradation in PCs over 3 years old For specific recommendations, see www.virginia.edu/integratedsystem and click the 11i Information quick link. For more information Go to www.virginia.edu/integratedsystem and click 11i Information quick link. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/pres.xml 5 1177286400 http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0055.htm 7 1177286400 Integrated Systems Project 20-Jan-04: What is an upgrade? What is an upgrade? • • Not an implementation • Movement from the current version of the applications to the latest available version • Technical vs. functional • • An upgrade is not an implementation. It’s shorter: just 9 months start to finish. And there is much less training required in most cases. • The latest version usually means more features and improvements on existing features. • We will be doing a technical upgrade, which means doing the least amount of work required to get on the new technology platforms and mirror the current environment as closely as possible. The technical upgrade will be followed   by a series of functional upgrades, where we evaluate what new functionality UVA wants to implement that is possible with the latest version of the software. Some new functionality comes automatically with the technical upgrade, and we will look at some of those in a minute. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0056.htm 8 1177286400 Integrated Systems Project 20-Jan-04: Why now? Why now? • • Ease of upgrade to latest version • Not the first • Optimal support from the vendor • • • • • Fine balance in deploying upgrades to not be the first, but not to wait too long. It’s easier to do if you aren’t too far away from the new release, but you don’t want to be among the first since there are always bugs to work out. 11i was rolled out 2 years ago, and we are implementing the 9 th version of 11i, benefiting from all the fixes that have taken place. • Plus it’s harder to get support from the vendor if you are not on the current release, and we are finding it harder to get support from Oracle without being on 11i. • The approach is basically a series of trial upgrades – we plan on doing 4 –so that, by the real upgrade, the time it takes and the issues that arise are both minimized. You will see this in the timeline later. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0060.htm 5 1177286400 Integrated Systems Project 17-Oct-03: Desktop Requirements Desktop Requirements • Minimum Oracle requirements to be reviewed by LSP taskforce to determine UVA recommended requirements • Will be published before end of year • Questions? Contact your LSP •     or H.T. Brown (htb2n@virginia.edu) http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0061.htm 4 1177286400 Integrated Systems Project 20-Jan-04: Integrated System 11i Upgrade Integrated System   11i Upgrade Overview http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0065.htm 5 1177286400 Integrated Systems Project 20-Jan-04: Right Mouse Click Capability    Right Mouse Click     Capability Clicking the right mouse will open up a menu that offers the cut, copy, and paste features, as well as folders and help. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0066.htm 13 1177286400 Integrated Systems Project 20-Jan-04: Timeline Timeline • Completion of the 1st trial upgrade         9/2/03 • 11.0.3 development freeze    9/15/03 • Completion of 2nd trial upgrade 10/10/03 • Completion of CRP-I 11/19/03 • Completion of 3rd trial upgrade 12/17/03 • Completion of CRP-II   2/18/04 • Completion of 4th trial upgrade     3/2/04 • Desktop Preparation & Discoverer Upgrades            2/16-3/16/04 • 11i User Fair     3/3/04 • Begin User Training   3/22/04 • Availability of Discoverer Test Instance   3/22/04 • Completion of User Acceptance Testing         4/5/04 • GO-LIVE     5/3/04 • • Functional Upgrade Analysis & Implementation 5/2004 – 5/2005? • • User fair in March in the Newcomb Hall Ballroom to see the applications and have the opportunity to ask questions. • User acceptance testing: central users and some power users • Why May 2004? When we looked at when we could go live with the upgrade, all but two months were eliminated because of year end, fiscal year end, people leaving at the end of May, people returning in September, and the sun and moon being in alignment for payrolls. May and October were our two choices, and scheduling dictated that we choose May. • There will be about a week-long cutover period when we will not be able to do any transactions in the system. You will begin hearing in January how to prepare for this time and how transactions will be handled during the cutover period. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0068.htm 7 1177286400 Integrated Systems Project 20-Jan-04: Why do an Upgrade? Why do an Upgrade? • • Allows University to stay current • Enhanced functionality, even with technical upgrade • Long-term opportunities to use major new functionality • • • • allows us to stay current with technology, functionality and best business practices. • Upgrades bring with them enhanced functionality. In the case of 11i, there is much easier navigation. • Longer term opportunities exist whenever you do an upgrade. The University can choose to implement this new functionality that would not even be available without an upgrade. Examples on next slide. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0069.htm 6 1177286400 Integrated Systems Project 20-Jan-04: Impact on You Impact on You • Training – Primarily navigation – High level functional workshops – Expanded training for some modules, e.g. LD – 11.0.3 training phase-out • There will be a short navigation course that will be large group demo. • We anticipate also offering high level functional workshops by application, e.g. general ledger, grants management, human resources, time management • Where the changes are more significant, e.g. labor distribution, there will be more training • There will be a freeze on new hire training during at least a two week cross over period so that people aren’t trained on the current version of the applications and then, immediately, have to be retrained on 11i. However, 11i navigation will be offered continuously, as well as functional workshops and walk in sessions on 11i for current users. Soon after go live, 11i responsibility training will be offered for all new hires. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0070.htm 8 1177286400 Integrated Systems Project 20-Jan-04: Impact on You Impact on You • Basically, do work the same way • Responsibilities remain virtually the same • Discoverer reports: – Will still be available – Will need to be tested and possibly modified – New version of Discoverer – 4.1 • Opportunity to participate in housekeeping functions • Cutover period • • Basically the same way, though some details may be different. Keep in mind, LD will be significantly different. • Responsibilities will remain the same, but some may have more menu options. • Housekeeping: Data clean-up. Completing transactions in progress, for example LD batches that have not yet been approved. • Cutover period: will begin sending information in January on how business will be transacted during the cutover period and how to prepare for it. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0072.htm 8 1177286400 Integrated Systems Project 20-Jan-04: What comes with the technical upgrade? What comes with the technical upgrade? • Grants Management – Drill down from award management to award budget forms – Installment closeout notification • HR – Mass employee assignment update – Earnings policy button on assignment • Drill down: Users can drill down to Award Budget form without closing the Award Management form.   This allows users to fund on the Award Management form and then easily transition to the Award Budget form to complete the budgeting tasks – modifying, submitting, and baselining . Installment closeout notification: Users will receive a notification in Oracle when the installment is activated or when the installment is nearing the end-date.   The notification includes the open commitments so that those can be liquidated before the end-date is reached.   This will be available in the Notification form rather than by email at Go Live. Mass employee assignment update: An example is when a supervisor terminates or retires. The department can change the supervisor on all employees affected in one process. Earnings policy button: Now it is on the EIT. In 11i, the button is on the main assignment form. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0073.htm 8 1177286400 Integrated Systems Project 20-Jan-04: What comes with the technical upgrade? What comes with the technical upgrade? • LD – Summary of adjustments by batch name – Distribution adjustment by assignment – Standard reports for payroll encumbrances – Schedule lines sorted most recent on top – Pro-rata calculation of encumbrances – • Support for MacIntosh OS 10 and greater • Summary of adjustments: Can run a report to see what adjustments are in the process of being approved. Dist. Adj. by assignment: Will be able to do adjustments at the assignment level en masse, rather than element by element. Pro-rata: Will give better calculations if someone starts, ends, or changes employment mid-pay period. Plan on supporting Macs unless some obstacle surfaces that would take too many resources. In that case, we would do it as a functional upgrade. (if ask about 9 month employees, would be a functional upgrade.) http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0074.htm 9 1177286400 Integrated Systems Project 20-Jan-04: Long-term Functional Opportunities With Upgrade Long-term Functional Opportunities With Upgrade • Self Service – Time entry – View earnings statement – View and modify selected personal information – More • Position Control • Burden Schedule Overrides • Automatic PO Faxing • Improved Invoice Approval Routing • Other self service options would be in the area of recruitment and benefits. Position Control: setting up positions in departments and having it route for approval. Burden schedule overrides: Allows users to identify different burden schedules for projects funded by the same award. Automatic PO Faxing: Allows users to fax PO’s directly to vendors Improved Invoice approval routing: Allows new alternatives for routing invoices to approvers http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0075.htm 5 1177286400 Integrated Systems Project 20-Jan-04: For more information For more information • • • Go to www.virginia.edu/integratedsystem   and click 11i Information quick link. • http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0076.htm 17 1177286400 Integrated Systems Project 20-Jan-04: Personal Homepage Personal Homepage Set Up Favorites Add Website   Addresses Workflow Notifications The personal homepage ties together the responsibilities and functions of each responsibility.   It replaces the list of responsibilities in 11.0.3.   By adding favorites, you can bypass the navigator window for the responsibility and go directly to that particular form. The responsibilities are listed in the left column.   For the responsibility selected, the functions will appear in the column on the right (or the middle).    The column to the far right is your list of favorites from any responsibility. You can also add websites to your list of favorites. Workflow Notifications for all responsibilities appear on the personal homepage. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0077.htm 14 1177286400 Integrated Systems Project 20-Jan-04: Differences in the Navigator Window 11i Differences in the Navigator Window • • 11.0.3 New Menu Options Menu Options Toolbar Connected Toolbar 11i uses Multiple Document Interface , which means that all windows are displayed inside a single window, with a single toolbar and menu attached to that window.   So, since the toolbar opens as part of the window, there is no way for the toolbar to get disconnected or “lost”. The Menu Options have changed: • New menu options are File, Edit, View, Folder, Tools, Window, Help • The query feature is under the View menu – more information on queries will be given in the navigation training. Many other features stay the same: • The Top Ten List • The buttons to expand and collapse the list of functions • Most of the same Icons are still there with the same functionality, but with a new look http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0078.htm 14 1177286400 Integrated Systems Project 20-Jan-04: Differences in the Forms 11.0.3 11i Required Fields Highlighted Differences in the Forms LOV in Field LOV icon on toolbar Message and Status Lines at the bottom of the window Message and Status Lines on Toolbar Required Fields Highlighted - Fields where input is required now have a highlighted background. List of Values Indicator – Fields for which there is a list of values (LOV) are visually indicated in the field, instead of having the icon on the toolbar. The Message Line and the Status Line are shown at the bottom of the window, instead of on the toolbar. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0079.htm 11 1177286400 Integrated Systems Project 20-Jan-04: More Differences in Forms   More Differences in Forms 11.0.3 11i Bubble Help Alternate Regions Alternate Regions in Drop-down list Bubble Help is available for all iconic buttons, including those on the main toolbar, folder toolbar, and calendar.   11.O.3 did not have this functionality. Alternate Regions - The Alternate Regions are tabbed rather than on a drop down list. • This makes it possible to see the information for one region and at the same time see what other regions are available for display. • If there are too many regions to be listed across as tabs, there will be arrows on the right that allow you to scroll over. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0080.htm 5 1177286400 Integrated Systems Project 5-Jan-04:   • Questions? http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0082.htm 10 1177286400 Integrated Systems Project 20-Jan-04: What comes with the technical upgrade? What comes with the technical upgrade? • For everyone – Web-like features, – Personal homepage, – Better help and error messages – Cancellation of long-running queries • Purchasing – Automatic retry of Document Manager errors – Purchase order copying • General Ledger – Direct drill-down from GL to PO, AP, AR, and GM • Some of the things that will come with the technical upgrade. Personal homepage – will show in a minute. Cancellation of Long-running Queries: Most queries now include a Cancel button that allows the user to end or abort long-running queries when necessary.   So when you’ve started a query and realize that you failed to include limiting parameters, you will be able to cancel immediately and resubmit with the right parameters. Automatic retry: Users will no longer receive Oracle Workflow “retry” notifications where they are asked to resubmit a transaction because of a workflow failure.   Instead the retry has been included in the process itself which will improve the process flows. PO copying: Users can now copy existing purchase order to new PO’s.   This works for both open and closed PO’s and eliminates the need to rekey large numbers of distribution lines each year. Direct drilldown from GL: Users can drilldown from GL transaction to the details in the subsidiary modules and view the related accounting data in either T-Account or Summary Trial Balance format.   Users can also view journal entries in either T-Account or Summary Trial Balance format. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iDemoweb_files/slide0086.htm 5 1177286400 Integrated Systems Project 20-Jan-04: Desktop Requirements Desktop Requirements • In general – Memory upgrades – OS Windows 2000 or above – Performance degradation in PCs over 3 years old • For specific recommendations, see www.virginia.edu/integratedsystem and click the 11i Information quick link. http://www.virginia.edu/integratedsystem/Upgrades/11i/11iHeadsup.htm 38 1177286400 UVa - Heads-up Things to Watch For at Go-Live There are a few things that will be different when users begin to work in the upgraded version of the Integrated System. The information below will help to alleviate confusion when users come across something different from their normal operations. TABLE OF CONTENTS • For Everyone • For Purchasing/Accounts Payable Users • For Grants Management Users • For Human Resource Users For Everyone • Bookmarks/Favorites : Browser bookmarks (favorites) that you set before may not work in 11i. Be sure to enter the system by clicking the ENTER button on the I.S. webpage . You will also have to link to the PTAO Card Generator from the I.S. webpage. • Passwords : 1. You will be able to use the same system password in 11i that you did during cutover, until that password is set to expire. At that time, you will have to change your password to a strong password. Instructions will be included in the email message telling you your password is about to expire. 2. The system will lock you out after three unsuccessful efforts to log on. If you forget your password or get locked out of the system, call the ITC Help Desk at 4-3731. Your new password will not work in Discoverer until the next day. • Discoverer Log-on : When you log on to Discoverer, you will now type iODS instead of ODS in the Connect field on the log-on window. If you have trouble logging on and know you used the correct password and iODS, check the version you are using (should be 4.1.47). If old version (4.1.37), contact LSP or ITC Help Desk, 4-3731. • Double clicking a saved Discoverer report : If you double-click a saved Discoverer report on your desktop and it does not open, it is a Windows file association problem. To correct it, see instructions . • Session Time-Out: Your Integrated System session will time-out if you have a form open for 90 minutes with no activity. You will receive an error message saying, "Your log on session is no longer valid. Would you like to log back on?" Respond YES, and it will bring up the log-on screen. Log on and continue. • “Cancel Query” pop-up box: If it takes longer than 10 seconds to retrieve data, you will see a pop-up box that is titled “cancel query” that states “press to cancel to end this database operation.” Pressing cancel or clicking the “x” to close the box will end the query. Therefore, you should only select cancel or click “x” if the action is no longer needed. • JInitiator message: If you receive a message when opening 11i that you need a newer version of JInitiator, click “Accept” and follow the prompts (for Internet Explorer) to install the new version. If you have questions, contact your LSP or click here . You may also call the ITC Help Desk at 4-3731. • ActiveX error message: If you receive an activeX error when opening 11i or receive an activeX warning, you will need to update your security settings. To do this, click here . If you have questions, contact your LSP for assistance or call the ITC Help Desk at 4-3731. • Discoverer report run time notice: Discoverer gives you the option of warning you if a query will run longer than a certain number of minutes that you determine. Under the Tools menu, select Options, then select Query Governor, and see "Warn me if predicted query time exceeds," followed by a box. In version 11i of the Integrated System, the system will try to predict the run time of the query, and if it is longer than the number of minutes in the box, it will ask you if you still want to run the query. If you do not want to be asked this each time you run a query, set the number in the box higher. • Don’t get locked out of Discoverer: In 11i, you will get an email notification 10 days, 5 days, and 1 day in advance of your Integrated System password expiration. If you do not change your password at that time, you will be notified when your password actually expires. If you get the “Your password has expired” notice when logging on to the I.S. applications, you will be unable to log on to Discoverer until the day after you change your password. To avoid this, either change your password as soon as you get the email notification in advance of your password expiration, or you may choose to mark your calendar to proactively change your password once a month. Change it at the end of the day, before 5:30, and the next day both Production and ODS are in sync, and your new password is in effect. If you change it earlier in the day, your old password will continue to work in Discoverer throughout that day. To proactively change your password in 11i, you will go to the Navigator window menu bar, select the EDIT menu, then Preferences -> Change Password. Version 11i of the Integrated System will lock out users after 3 failed password attempts. You will need to call the ITC Helpdesk at 924-3731 to have your password reset, but it will not work for Discoverer until the next day. So be careful when logging on to the applications that you use the correct password. Discoverer will not lock you out unless your system password has expired. It will shutdown, however, after three failed attempts to log on. You will have to reopen Discoverer and try again. BACK TO TOP For Purchasing/Accounts Payable Users • Purchasing Preferences: Preferences (Tools>Preferences from the PO or Requisition screens) are used to default information into the Purchasing forms. Once the PTAEO information defaults, saving will generate your account. If you need to change any piece of the PTAEO that defaulted from your Preferences, first Save, generate the current account, then change the PTAEO as needed and the new account will be created. If you do not save first you will have to click through a series of error messages and replace the complete PTAEO. • Invoice Folders: All of the current folders need to be replaced. After go-live, create a new folder and add the REQUESTER field (Folder>Show Field) to the new folder. You can push this field all the way to the right so it does not interfere with the data. If you do not add the REQUESTER field, you will experience folder error messages. • Vendor Add: Open the Vendor Add form, click View>Find to get the Find screen, and you are presented with an error message that says use View>Query by Example. Just ignore this error message, click OK, and continue with your work. • Payment Vouchers/Invoices Terminology Change: You will see Validated, Never Validated, etc. in place of Approved. This is in anticipation of eventually being able to route Payment Vouchers/Invoices for approvals. Meanwhille, Validated = Approved. BACK TO TOP For Grants Management Users • Award Budget drilldown: Award Managers have a new drilldown option from the Award Management screen to the Award Budget form. From the menu bar, select Tools, then Award Budgets. • New concurrent processes submitted for award budgets: Depending on the circumstances, two different concurrent processes may be submitted when submitting and baselining Award Budgets. When the “Submit” button is selected, a concurrent process may be submitted. If you choose to do this, click “OK,” then click the “Find Draft” button to refresh the budget. You will know that the submit process has completed when the budget status changes from “Working” to “Submitted” and the “Baseline” button becomes available. You then select the “Baseline” button, and another concurrent request may be submitted. You can click on the “Find Draft” button to refresh your screen. You will know that it has completed when the budget status changes from “Submitted” to “Working.” Typically, the Submit and Baseline actions only submit concurrent requests when transactions exist against the PTA combination being baselined. • Budgeting for first time linkages: When a project is funded by an award for the first time, the project goes into workflow to be reviewed and approved by Award Oversight and Central approvers. Users should not create their award budgets until the project status has changed to “Approved.” • No manual Budgetary Controls: Award Managers no longer need to manually enable Budgetary Controls on an Award/Project combination. The system will automatically do this when the Award Budget is baselined. To verify that budgetary controls have been enabled, drill down from the Award Budget screen – select “Tools” from the menu bar, then "Budgetary Controls." BACK TO TOP For Human Resource Users • Date entry : When you enter "04" as a date, it may populate the field as "0004" rather than "2004." If so, call the Support Center at 3-7550. • Visa Type moved: To access Visa Type, you must navigate to People>Others>Extra Information. • Time Information: The time information that was formerly on the Assignment form under the Others button is now a new button named Time Information on the Assignment form. It is also now a date-tracked form. • Schools and Colleges search feature: A search will now bring up anything with the search value found under both Establishment and Location. For example, %China% will bring up anything with China under Establishment and Location. • “You have selected a different position” caution box: When adding or changing a position on an assignment, a caution box pops up that says, “You have selected a different position. Where the position has default values, etc., etc.” The Decision Box requires that you select “yes” or “no.” You should always select “yes.” • Position records are now date-tracked: When accessing records under Position Description, be sure you are date-tracked to the appropriate date for which you wish to view information. • Qualification form: Each qualification form needs to be saved before additional qualifications can be entered. • Displaying LOV for position and grade: In order to display the list of values (LOV) for position and grade, you need to put a % sign in the “Find” field at the top before selecting the find button. • Completing a new hire: In order to complete a new hire, select “Create Employment” in the “Action” field. • No LOV for a field: Not all fields have a list of values (LOV). If you select LOV in a field and it says “does not contain LOV,” you do not need to enter data in that field. • Communication delivery method form: The communication delivery method form should only be completed for employees who prefer email. This is found by navigating to People>Others. • Termination form: A new field called Last Standard Process date has been added and is automatically populated when terminating an employee. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/Copy of 11iHeadsup.htm 39 1177286400 UVa - Heads-up Things to Watch For at Go-Live There are a few things that will be different when users begin to work in the upgraded version of the Integrated System. The information below will help to alleviate confusion when users come across something different from their normal operations. TABLE OF CONTENTS • For Everyone • For Purchasing/Accounts Payable Users • For Grants Management Users • For Human Resource Users For Everyone • Bookmarks/Favorites : Browser bookmarks (favorites) that you set before may not work in 11i. Be sure to enter the system by clicking the ENTER button on the I.S. webpage . You will also have to link to the PTAO Card Generator from the I.S. webpage. • Passwords : 1. You will be able to use the same system password in 11i that you did during cutover, until that password is set to expire. At that time, you will have to change your password to a strong password. Instructions will be included in the email message telling you your password is about to expire. 2. The system will lock you out after three unsuccessful efforts to log on. If you forget your password or get locked out of the system, call the ITC Help Desk at 4-3731. Your new password will not work in Discoverer until the next day. • Discoverer Log-on : When you log on to Discoverer, you will now type iODS instead of ODS in the Connect field on the log-on window. If you have trouble logging on and know you used the correct password and iODS, check the version you are using (should be 4.1.47). If old version (4.1.37), contact LSP or ITC Help Desk, 4-3731. • Double clicking a saved Discoverer report : If you double-click a saved Discoverer report on your desktop and it does not open, it is a Windows file association problem. To correct it, see instructions . • Session Time-Out: Your Integrated System session will time-out if you have a form open for 90 minutes with no activity. You will receive an error message saying, "Your log on session is no longer valid. Would you like to log back on?" Respond YES, and it will bring up the log-on screen. Log on and continue. • “Cancel Query” pop-up box: If it takes longer than 10 seconds to retrieve data, you will see a pop-up box that is titled “cancel query” that states “press to cancel to end this database operation.” Pressing cancel or clicking the “x” to close the box will end the query. Therefore, you should only select cancel or click “x” if the action is no longer needed. • JInitiator message: If you receive a message when opening 11i that you need a newer version of JInitiator, click “Accept” and follow the prompts (for Internet Explorer) to install the new version. If you have questions, contact your LSP or click here . You may also call the ITC Help Desk at 4-3731. • ActiveX error message: If you receive an activeX error when opening 11i or receive an activeX warning, you will need to update your security settings. To do this, click here . If you have questions, contact your LSP for assistance or call the ITC Help Desk at 4-3731. • Discoverer report run time notice: Discoverer gives you the option of warning you if a query will run longer than a certain number of minutes that you determine. Under the Tools menu, select Options, then select Query Governor, and see "Warn me if predicted query time exceeds," followed by a box. In version 11i of the Integrated System, the system will try to predict the run time of the query, and if it is longer than the number of minutes in the box, it will ask you if you still want to run the query. If you do not want to be asked this each time you run a query, set the number in the box higher. • Don’t get locked out of Discoverer: In 11i, you will get an email notification 10 days, 5 days, and 1 day in advance of your Integrated System password expiration. If you do not change your password at that time, you will be notified when your password actually expires. If you get the “Your password has expired” notice when logging on to the I.S. applications, you will be unable to log on to Discoverer until the day after you change your password. To avoid this, either change your password as soon as you get the email notification in advance of your password expiration, or you may choose to mark your calendar to proactively change your password once a month. Change it at the end of the day, before 5:30, and the next day both Production and ODS are in sync, and your new password is in effect. If you change it earlier in the day, your old password will continue to work in Discoverer throughout that day. To proactively change your password in 11i, you will go to the Navigator window menu bar, select the EDIT menu, then Preferences -> Change Password. Version 11i of the Integrated System will lock out users after 3 failed password attempts. You will need to call the ITC Helpdesk at 924-3731 to have your password reset, but it will not work for Discoverer until the next day. So be careful when logging on to the applications that you use the correct password. Discoverer will not lock you out unless your system password has expired. It will shutdown, however, after three failed attempts to log on. You will have to reopen Discoverer and try again. BACK TO TOP For Purchasing/Accounts Payable Users • Purchasing Preferences: Preferences (Tools>Preferences from the PO or Requisition screens) are used to default information into the Purchasing forms. Once the PTAEO information defaults, saving will generate your account. If you need to change any piece of the PTAEO that defaulted from your Preferences, first Save, generate the current account, then change the PTAEO as needed and the new account will be created. If you do not save first you will have to click through a series of error messages and replace the complete PTAEO. • Invoice Folders: All of the current folders need to be replaced. After go-live, create a new folder and add the REQUESTER field (Folder>Show Field) to the new folder. You can push this field all the way to the right so it does not interfere with the data. If you do not add the REQUESTER field, you will experience folder error messages. • Payment Vouchers/Requester field : Do not enter information into the Requester field on the Payment Voucher or Invoice form. It will create problems causing trigger errors. • Vendor Add: Open the Vendor Add form, click View>Find to get the Find screen, and you are presented with an error message that says use View>Query by Example. Just ignore this error message, click OK, and continue with your work. • PO Summary and Requisition Summary: When querying Buyers, you will see some users listed twice. Select either version of the name; both will return the same results. We are working on the problem and hope to have it corrected soon. • Payment Vouchers/Invoices Terminology Change: You will see Validated, Never Validated, etc. in place of Approved. This is in anticipation of eventually being able to route Payment Vouchers/Invoices for approvals. Meanwhille, Validated = Approved. BACK TO TOP For Grants Management Users • Cannot change Award Managers : You cannot currently change Award Manager. ISDS is working this issue and hopes to have it resolved soon. • Award Budget drilldown: Award Managers have a new drilldown option from the Award Management screen to the Award Budget form. From the menu bar, select Tools, then Award Budgets. • Do NOT submit or baseline Project Budgets: Project Budgets are automatically summarized when Award Budgets are submitted/baselined. Users must NOT submit or baseline Project Budgets unless specifically instructed to do so by Integrated System Deployment & Support (ISDS). (Please note: If you heard otherwise in your GM Overview class, this is updated information.) • New concurrent processes submitted for award budgets: Depending on the circumstances, two different concurrent processes may be submitted when submitting and baselining Award Budgets. When the “Submit” button is selected, a concurrent process may be submitted. If you choose to do this, click “OK,” then click the “Find Draft” button to refresh the budget. You will know that the submit process has completed when the budget status changes from “Working” to “Submitted” and the “Baseline” button becomes available. You then select the “Baseline” button, and another concurrent request may be submitted. You can click on the “Find Draft” button to refresh your screen. You will know that it has completed when the budget status changes from “Submitted” to “Working.” Typically, the Submit and Baseline actions only submit concurrent requests when transactions exist against the PTA combination being baselined. • Budgeting for first time linkages: When a project is funded by an award for the first time, the project goes into workflow to be reviewed and approved by Award Oversight and Central approvers. Users should not create their award budgets until the project status has changed to “Approved.” • No manual Budgetary Controls: Award Managers no longer need to manually enable Budgetary Controls on an Award/Project combination. The system will automatically do this when the Award Budget is baselined. To verify that budgetary controls have been enabled, drill down from the Award Budget screen – select “Tools” from the menu bar, then "Budgetary Controls." BACK TO TOP For Human Resource Users • Visa Type moved: To access Visa Type, you must navigate to People>Others>Extra Information. • Time Information: The time information that was formerly on the Assignment form under the Others button is now a new button named Time Information on the Assignment form. It is also now a date-tracked form. • Schools and Colleges search feature: A search will now bring up anything with the search value found under both Establishment and Location. For example, %China% will bring up anything with China under Establishment and Location. • “You have selected a different position” caution box: When adding or changing a position on an assignment, a caution box pops up that says, “You have selected a different position. Where the position has default values, etc., etc.” The Decision Box requires that you select “yes” or “no.” You should always select “yes.” • Position records are now date-tracked: When accessing records under Position Description, be sure you are date-tracked to the appropriate date for which you wish to view information. • Qualification form: Each qualification form needs to be saved before additional qualifications can be entered. • Displaying LOV for position and grade: In order to display the list of values (LOV) for position and grade, you need to put a % sign in the “Find” field at the top before selecting the find button. • Completing a new hire: In order to complete a new hire, select “Create Employment” in the “Action” field. • No LOV for a field: Not all fields have a list of values (LOV). If you select LOV in a field and it says “does not contain LOV,” you do not need to enter data in that field. • Communication delivery method form: The communication delivery method form should only be completed for employees who prefer email. This is found by navigating to People>Others. • Termination form: A new field called Last Standard Process date has been added and is automatically populated when terminating an employee. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/HRcutover.htm 17 1177286400 11i Desktop Reqs Key HR 11i Cutover Dates • Last date for entry of hires and other employee maintenance until 5/04/04 4/15/04, 5:00 p.m. • Complete entry of biweekly OTM hours for 3/31-4/13 4/16/04, 5:00 p.m. • Timekeepers begin entry of OTM hours for 4/10-4/24 semi-monthly and 4/14-4/27 biweekly 4/19/04, 7:00 a.m. • Semi-monthly OTM hours entered for 4/10-4/24 4/20/04, 5:00 p.m. • Timekeepers continue entry of OTM hours for 4/14-4/27 biweekly 4/21/04, 7:00 a.m. • Complete entry of biweekly OTM hours for 4/14-4/27 • Complete entry and approval of LD adjustments 4/22/04, 5:00 p.m. • All HR responsibilities can be resumed 5/4/04, 7:00 a.m. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/Key11iEnhance.htm 25 1177286400 UVa - The Integrated System Key 11i Enhancements The University of Virginia has implemented version 11.03 of the Oracle financial and human resources/payroll applications. The technical upgrade to version 11i of the Oracle applications will offer more intuitive navigation and a new look and feel. A series of functional upgrades will follow the technical upgrade. Some of the new features that will be part of the technical upgrade are listed below. For a complete list of new features and when they will be implemented, click here . TABLE OF CONTENTS • General • Fixed Assets • General Ledger • Grants Management • Human Resources • Labor Distribution • Order Entry/Inventory • Purchasing General Personal homepage Web-like features Better help and error messages Cancellation of long-running Queries Intend to support MacIntosh support OS 10 and higher Fixed Assets Rerunnable depreciation General Ledger Drilldown to details in PO, AP, AR, Fixed Assets, Inventory, and Grants Management BACK TO TOP Grants Management Drill down from award management to award budget forms Establish burden schedule overrides Installment closeout notification Human Resources Mass employee assignment update Earnings policy button on assignment Find and update a set of applicant assignments as a group Position copy Mass move to reorganize positions and the people assigned to them Mass position update Position date tracking Organization and position hierarchy diagrammers BACK TO TOP Labor Distribution Summary of adjustments by batch name Distribution adjustment by assignment Standard reports for payroll encumbrances Schedule lines sorted most recent on top Pro-rata calculation of encumbrances Order Entry/Inventory Entirely new application Purchasing Automatic retry of Document Manager errors Purchase order copying Search forwarded documents based on document number Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/Timeline.htm 18 1177286400 11i Desktop Reqs 11i Upgrade Timeline • Completion of the 1st trial upgrade 9/2/03 • 11.0.3 development freeze 9/15/03 • Completion of 2nd trial upgrade 10/10/03 • Completion of CRP-I 11/19/03 • Completion of 3rd trial upgrade 12/17/03 • Completion of CRP-II 2/18/04 • Completion of 4th trial upgrade 3/2/04 • Desktop Preparation & Discoverer Upgrade 2/16-3/16/04 • 11i User Fair 3/3/04 • Begin User Training 3/22/04 • Completion of User Acceptance Testing 4/5/04 • GO-LIVE 5/3/04 • Functional Upgrade Analysis & Implementation 5/2004 – 5/2005? Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/Upgrade Timeline.htm 20 1177286400 UVa - The Integrated System Upgrade Timeline Completion of the 1st upgrade September 2, 2003 11.0.3 development freeze September 15, 2003 11.0.3 development freeze September 19, 2003 Completion of high-level analysis impact September 26, 2003 Completion of the 2nd upgrade October 10, 2003 Completion of CRP-I November 19, 2003 Completion of CRP-II February 18, 2004 11i User Fair March 3, 2003 Begin User Training March 22, 2004 Completion of User Acceptance Testing April 5, 2004 GO-LIVE May 3, 2004 Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/UpgradeEmailArchive.html 36 1177286400 11i Key 11i Enhancements See 11i Upgrade Timeline 11i Presentation (View with MS Internet Explorer only) Frequently Asked Questions Desktop Requirements 11i Planned Environment Project Plan by Resource Project Plan by Task Cost Transfer Schedule Payroll Calendar HR/Payroll System Availability Procurement Services Cutoff Dates Upgrade Email Archive The following are email messages sent to Integrated System users regarding the upgrade to version 11i of the Oracle software. 2/19/04 4/19/04 4/30/04 February 19, 2004, 5:00 p.m. IMPORTANT Upgrade Information for Go-Live The purpose of this message is to provide initial information on the 11i Upgrade cutover for go-live plan to all employees that have any Integrated System (I.S.) responsibility. The separate sections of the message are directed toward groups of employees with specific system responsibilities. If you are assigned a responsibility in an I.S. application that is in CAPS at the beginning of a section, please be certain to read that information and/or link to the website indicated. The most current information will always be on the websites, and more detailed information will be sent before cutover begins. Please note these system availability dates: 1. The final dates for entering specific transactions are specified on the following websites. ODS and Viewer responsibilities will remain available throughout the cutover period except for normal downtimes. Please note, these cutoff dates are all earlier in the month than "normal," so please check them early and plan accordingly. 2. Normal business activity resumes at 7:00 a.m. on Monday, May 3. ALL USERS OF INTEGRATED SYSTEM FINANCIAL APPLICATIONS: See http://www.virginia.edu/finance/genacct/Cost%20transfer%20schedule.pdf This includes month-end close information as well as cost transfer (including grants and gifts) and OGL journal cut off dates (TBD) for April. PURCHASING AND ACCOUNTS PAYABLE USERS (including Chem Store orders): See http://www.virginia.edu/procurement/ and select Procurement & 11i Cutover from right-hand column for cutover dates and information. HUMAN RESOURCES AND PAYROLL AND LABOR DISTRIBUTION USERS: Payroll Processing Calendar: http://www.hrs.virginia.edu/payroll/calendar.html System Availability Calendar: http://www.hrs.virginia.edu/payroll/System%20Availability.html ALL USERS: Go to http://www.virginia.edu/integratedsystem/Upgrades/11i/index.html for information on the 11i upgrade. Beginning in March, upgrade information will be posted on the I.S. homepage. Questions? Please contact the applicable office: Procurement Services: 924-4212 Accounting Services: 924-4201 University Human Resources: 243-7550 (I.S. Customer Support Center) Integrated System Deployment & Support: 243-0346 April 19, 2004, 5:00 p.m. Reports availability during cutover period To all I.S. users, Don’t forget: The cutover period for the Integrated System upgrade begins later this week (the exact day depends on your responsibilities – see below). This means you will have all but your Viewer responsibilities disabled until go-live at 7:00 a.m. on Monday, May 3. ODS and Viewer responsibilities will remain available throughout the cutover period except for normal downtimes. You can run and view Integrated System and Discoverer throughout the cutover period. However, if you run any Integrated System reports between April 24th and May 2nd, we suggest you print and keep a copy of the report. You will not be able to view that report once we go live with version 11i on May 3. Just before go-live, we will be sending you a list of some things that will or may be different when you begin to work in the upgraded version of the Integrated System and what to do when you confront them. If you have any questions, please contact the I.S. Customer Support Center at 3-7550. Dates responsibilities disabled: HR/Payroll users – see http://www.hrs.virginia.edu/payroll/Apr04.pdf Grants Management users – Wednesday, April 21, 5:00 p.m. PO/AP users - Wednesday, April 21, 5:00 p.m. All users – Friday, April 23, 5:00 p.m. April 30, 2004, 8:00 a.m. Important information for May 3rd I.S. Upgrade go-live Dear I.S. Users, We are scheduled to go live with the Integrated System upgrade to version 11i on Monday, May 3, at 7:00 a.m. The I.S. Customer Support Center will be available to take calls at 7:00 a.m. (3-7550) This message offers last minute reminders and information that will minimize confusion when you log on Monday morning. Please read the following carefully. Bookmarks/Favorites : Browser bookmarks (favorites) that you set before may not work in 11i. Be sure to enter the system by clicking the ENTER button on the I.S. webpage . Passwords : 1. You will be able to use the same system password in 11i that you did during cutover, until that password is set to expire. At that time, you will have to change your password to a strong password. Instructions will be included in the email message telling you your password is about to expire. 2. The system will lock you out after three unsuccessful efforts to log on. If you forget your password or get locked out of the system, call the ITC Help Desk at 4-3731. Your new password will not work in Discoverer until the next day. Discoverer Log-on : When you log on to Discoverer, you will now type iODS instead of ODS in the Connect field on the log-on window. Things to Watch For: There are a few things that will be different when you begin to work in the upgraded version of the Integrated System. Please click the links below to read the “For Everyone” items, plus those for any modules for which you have a responsibility. This will help to alleviate confusion when you come across something different from your normal operations. For Everyone For Purchasing/Accounts Payable Users For Grants Management Users For Human Resources Users We hope you find the upgraded version of the Integrated System to be a positive change. We appreciate your help and patience during this transition period. If you have questions, please call the I.S. Customer Support Center at 3-7550. ISDS Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/UserFair.html 37 1177286400 11i Key 11i Enhancements See 11i Upgrade Timeline 11i Presentation (View with MS Internet Explorer only) Frequently Asked Questions Desktop Requirements 11i Environment Integrated System User Fair Theme: Get Ro 11i ng with the Integrated System Held: Wednesday, March 3, 2004 10:00-3:00, Newcomb Hall Ballroom IN THE BALLROOM: Fun, refreshments, and a first look at the new version of the I.S. (11i) Door Prizes, Give Aways Central Office, ISDS, and Support Center staff there to answer questions Computer stations where you can test drive 11i TABLE OF CONTENTS • Door Prize Winners • Presentations • Handouts • Sponsors • Planning Committee Door Prize Winners Name Department Prize Barbara Hogan Development UVA Sweatshirt Laura Lingo Financial Analysis 2 UVA Lacrosse tickets Angela Rogers Pathology Duffle bag Denise Thompson Pediatrics UVA Sweatshirt Kathy White Pediatric Cardiology 2 UVA Baseball tickets Presentation Schedule (Newcomb Hall) Time South Meeting Room Boardroom 10:30 Fashioning Your I.S. Personal Homepage Building with Debt – Financing Capital Projects 11:00 Tips on How to Customize Folders (demo) Show Me the Money – Accounting for University Funds 11:30 11i Upgrade-What, Why, What’s New and What’s Next Labor Distribution Rocks! 12:00 How Do I Get from Here to There? – Dealing with Cutover Tickets to (Budget) Paradise – The Reports You Should be Using 12:30 Show Me the Money – Accounting for University Funds 11i Upgrade-What, Why, What’s New and What’s Next 1:00 Labor Distribution Rocks! How Do I Get from Here to There? – Dealing with Cutover 1:30 Where Did That Come From? – Drilling from GL into other I.S. modules (demo) Tickets to (Budget) Paradise – The Reports You Should be Using 2:00 Fashioning Your I.S. Personal Homepage Where Did That Come From? – Drilling from GL into other I.S. modules (demo) 2:30 Tips on How to Customize Folders (demo) Investing Alternatives – Endowment vs. Imputed Interest Handouts How to Print Integrated System Reports Is Your Desktop Ready to Go on May 3? Working with Strong Passwords and other security issues Navigation Differences Between Versions 11.0.3 and 11i Quick Tips for Working with Discoverer Reports What is an Upgrade? Types of Awards Where to Go for Cutover Information Equipment Expenditure Types Commonly Used Expenditure Types Purchasing Card Information Procurement FAQs Procurement Services Contact Information Procurement Cutoffs for 11i Upgrade Procurement Reports in Operational Data Store (ODS) Top 15 Reasons Travel is Returned Budget Drilldown from Award Form 11i New Hire Form New Features Cutover Schedule for HRMS Specialists and Timekeepers Expenditure Inquiry Drilldown to T-Account Funds Check Failure Report Now Available 11i Accounts Receivable New Features Budget FAQs ICOM Request Form New Award Form-Instructions F&A Distribution Information ETF FAQs Fixed Asset FAQs New LD Report: Employee Labor Schedule Report-Regular New LD Report: Employee Labor Schedule Report-Exception Upgrade Training Schedule Sponsors University of Virginia Sponsors Financial Administration Integrated System Deployment & Support Office of Sponsored Programs Procurement Services University Budget Office University Human Resources Door prizes from Business Operations and Athletics External Sponsors Bearing Point Oracle Corporation Pepsi Solution Beacon, LLC Sun Microsystems Planning Committee Terry Butler, Procurement Services Rose Chisholm, Integrated System Deployment & Support Mike Cline, Budget Office Debbie Deane, University Human Resources Carole Horwitz, Integrated System Deployment & Support Paul Orange, UHR Division of Training Rick Seaman, Financial Administration Rod Waterman, Office of Sponsored Programs Stephanie Szakal, Bearing Point Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/desktopReq.htm 25 1177286400 11i Desktop Reqs 11i Desktop Requirements User Profiles (assumes that all users have both a mail service and calendar running in background) Average User Power User Periodic use of Integrated System (in and out of Integrated System) Batch work for Integrated System Integrated System open for extended periods of time High volume of transactions in Integrated System High use of MicroSoft products/Opened at same time (e.g. Excel with links) Switch and export between Discoverer and Excel Oracle/Solution Beacon Desktop Requirements (While these will work, performance may be slow and more prone to operating system errors.) Windows 98 NT 4.0 (SP3, 5 or later) Windows 2000 Windows XP Minimum 250 MHz Minimum 128MB RAM Windows 98 NT 4.0 (SP3, 5 or later) Windows 2000 Windows XP Minimum 250 MHz Minimum 128MB RAM UVA Desktop Recommendations Windows 2000 and above Minimum 500 MHz Recommend 256MB RAM Windows 2000 and above Minimum 500 MHz Recommend 512MB - 1.0Gb RAM Browser Recommendations Microsoft Internet Explorer (MSIE) 5.5x & 6.0/6.0 SP1 are the preferred browsers for E-Business Suite 11i. Although 11i is also certified with MSIE 5.0x & Netscape Navigator 4.7x (where x = 3 or higher), performance of the HTML self service interface is substantially better with MSIE 5.5x & 6.0/6.0 SP1. NOTE: MSIE 5.0 was de-supported. Oracle is continuing to test and certify ongoing releases of the browsers and may adjust this recommendation in the future. MacIntosh Recommendations ISDS requirements to support Mac users: 200 MHz processor (G3 or higher) 128 MB RAM Must be on OS X v 10.2.x or higher Requires Apple Java 1.3.1 update (downloaded from Apple website) Microsoft Internet Explorer 5.2 (not certified with Netscape or Safari browsers) Cisco VPN Client 3.7 (for Mac 10.1.5 and greater) - ITC website No Discoverer access (however, other SQL client tools can be used) Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/11i/index.html 24 1177286400 11i Key 11i Enhancements See 11i Upgrade Timeline 11i Presentation (View with MS Internet Explorer only) LD Presentation Frequently Asked Questions Desktop Requirements 11i Information The University of Virginia has completed a technical upgrade to Version 11i of the Oracle applications. Version 11i offers more intuitive navigation and a new look and feel. Click the quick links to the left for more information on the upgrade. Heads Up on some things that are different in 11i. Download 11i Presentation in PowerPoint Once in MS Internet Explorer, choose File: Save As to download to your local drive. For information on the I.S. User Fair, held on March 3, 2004, click here . Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/Upgrades/upgradeIndex.html 19 1216944000 11i Integrated System Upgrade Information The University of Virginia implements upgrades to the Integrated System approximately every two to three years to stay current with technology, functionality, and best business practices. Links from this site provide information on upgrades to the system. 11i.9 Upgrade 11i.10 Upgrade Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/archive/deskTopReq.html 22 1177286400 IS Desktop Req Integrated System Desktop Requirements To help you prepare your offices for the Integrated System, please see the following for operating system requirements. All Dell DCI computers satisfy minimum requirements. All but the first issue of Dell DCI computers (around May 1999) have 128 MB RAM. For desktop requirements beginning May 3, 2004, for the upgrade to version 11i of the Integrated System software, click here . Type Oracle Corporation's Minimum PC Configuration ISP Recommended PC Configuration CPU Pentium/66 MHz PC Pentium/133-500 MHz PC Memory 64 MB RAM 128 MB RAM Monitor SVGA Color SVGA Color with a resolution of at least 1024x768 pixels Disk Space 1 GB 3-5 GB Operating System Windows 98 Windows 98 Windows NT 4, 2000, XP Jinitiator 1.1.8.11 22 MB approx. 22 MB approx. Discoverer 4.1 76 MB approx. for minimal install* 140 MB approx. for full install Browser-Internet Explorer 4.01 5.0 Browser-Netscape 4.04 4.5/4.73 Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/archive/docrepository.html 15 1177286400 Document Repository People/Web Search Calendar UVA Map Website Index University of Virginia Document Repository This repository holds selected, regularly updated, documents that contain valuable information for working in the Integrated System environment. Documents are updated each Monday. General Information | Award and Project | Financial Codes and Mapping | Responsibilities General Information HR Field Definitions and Lists of Values This spreadsheet contains the following information about the People database: names of forms and fields which are used by schools or departments definitions of the fields values in any field with a list of values d efinitions of the values where not obvious what type of person or assignment the field is used for whether the field is required Integrated System Business Rules This is a comprehensive set of rules for operating within the Oracle financial environment. All financial transactions and Project-Task-Award combinations must be consistent with these established business rules. Organization Document This document presents the Organization codes and descriptions for U.Va. as well as ISDS advisor and data security contacts, LD suspense award and LD suspense project for each Organization. Project, Award, and Organization Prefixes These prefixes are to always be used by each ISDS advisor area when creating "pick list" names for awards, projects, and organizations. Discoverer Predefined Reports Inventory This document includes the following information on all Discoverer reports created by ISDS: name, intended user, purpose, description, frequency, parameters, page items, and columns. Processing Funds (Best viewed with Microsoft Internet Explorer) Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control. back to top Award and Project Information Mapping Award Prefixes to Award Types This spreadsheet provides information on the relationship between the two-character award prefix and the award types that may be assigned to each award prefix. Project Types This spreadsheet provides information on the different types of projects that can be created in the Integrated System and the appropriate expenditure function codes that can be assigned to each type of project. It also contains information on project numbering. Active PTA Combinations All valid PTA combinations, including project FAS account mapping may be found in the Discoverer report IS.FM_Active & Inactive Award-Project-Task Combinations. Award Common Attributes Attributes for all awards, including number, name, owning organization, award type, start and end dates, award manager and award oversight names, purpose code, etc., may be found in the Discoverer report IS.FM_Award Common Attributes. Project Common Attributes Attributes for all projects, including number, name, owning organization, project type, start and end dates, project manager name, expenditure function code, etc. See the Discoverer report IS.FM_Project Common Attributes. back to top Financial Codes and Mapping Object Codes (GL) Object Codes and their descriptions may be found in the Discoverer report IS.GL_Object Code. This document lists all balance sheet, revenue, and expense object codes in the U.Va. General Ledger. Expenditure Types (GM) Expenditure Types and their descriptions may be found in the Discoverer report IS.FM_GM Expenditure Types. Expenditure Types are the equivalent of expenditure object codes in FAS and are housed in the Funds (Grants) Management application. They represent the E values in the PTAEO. These values should be used whenever making purchases, scheduling labor or doing cost transfers. Fund Source (GL/GM) The Fund Source code identifies revenue by fund such as unrestricted, restricted, plant funds, etc., and by source such as state appropriation, tuition and fees, federal grants and contracts, sales and services, etc. This document lists all U.Va. Fund Source values. Expenditure Function Codes (GM) The Expenditure Function code identifies the use of funds, for example, undergraduate education, sponsored research training, auxiliary enterprises, student support activities, etc. Each project in Funds Management must have one expenditure function code. This document shows the U.Va. expenditure function code values. F&A Cost Codes (GM) F&A stands for Facilities and Administrative (costs), and was formerly known as "indirect cost." Expenditure Functions to F&A Cost Code Mapping (GM) This document provides the crosswalk from expenditure function to F&A code. It indicates which F&A code to assign, when setting up a new project, based on the expenditure function. back to top Responsibilities Information Integrated System Application Responsibilities A responsibility is a predefined set of data, menus, and screens that defines a user's particular level of authority while using the system. This link will take you to the web site the defines each Oracle responsibility for U.Va. PTA Set-Up & Maintenance Activities (This link now goes to the Processing Funds document.) Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control. PTA Set-Up & Maintenance Responsibilities This documents the tasks involved in setting up and maintaining projects and awards in the Integrated System and specifies the University offices and Integrated System responsibilities associated with setting up and maintaining Project and Award relationships for different types of funds. back to top © 2001 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/archive/faqtaskforce.html 45 1177286400 Task Force FAQs FAQ Index Task Force Frequently Asked Questions TABLE OF CONTENTS • Funds Accounting • Deposits • GM Workflow • Vendor Transactions (External) • Vendor Transactions (Internal Service Providers) • Labor Distribution • Reports • Reorganization Funds Accou nting Which are the most common GL object codes for recording departmental revenue? When do I use revenue versus recovery versus expenditure credit? When do I use cost transfers vs. cash transfers vs. journal entries? What is the difference between revenue projects (GL) and expenditure projects (GM)? Which types of transactions are limited to which? How do I modify the budget of a award-project combination? How do I change how projects are funded within a single award? How do I change the installment amount on my award (and modify related project funding and award-project budgets)? Is there a listing of all the Expenditure Types and their definitions? How do I know which object code to use for a GL transfer? Which GL Transaction Category should I use? Why can't I see revenue for all of my projects? When and how do I perform project/award linkages and changes? Who is responsible for putting an installment into a new project and how we know when that has happened? Who is responsible for project funding and budgeting? How are new projects and awards created; what are the guidelines? How do I find my GL accounting string for deposits? Why can I enter invalid combinations of entity/fund source/object code in my GL string, and how do I find out it is invalid? BACK TO TOP Deposits How do I determine what to do with a check/cash? How are deposits reflected in an award or a GL report, and who is responsible for what? What are the central versus departmental responsibilities for deposits? What fund source should I use when making a deposit? GM Workflow How can I know who and when new project/award linkages will be approved so that I can avoid payroll going to my suspense account due to "frozen" linkages? How can project managers know when workflow is completed and projects are approved? Vendor Transactions (External) How do I make changes to purchase orders with restricted expenditure types? When I see a status of "Needs Reapproval" for my Payment Voucher, what does this mean? How do I find out which vendor invoices or payment vouchers are problems in AP? How do I find out why purchase requisitions go from an approved status to incomplete or requires reapproval status? How do I locate the PO number for my requisition without looking at each purchase req. record? How do I provide itemized info to vendors on LPO forms? How do I find CAPPS payment history to answer vendor inquiries? Vendor Transactions (Internal Service Providers) How do I get sufficient documentation from internal service providers? How are surplus property transactions handled when the buyer/seller are both within the University? BACK TO TOP Labor Distribution How do I identify the problem, troubleshoot and correct labor suspense charges? How do I find out who entered a labor schedule against my PTAEOs? Why, when I use the default labor schedule, are my budget balances not correct in the FM Project BBA by Expenditure Type (History) report? Reports What is happening regarding improving existing or creating new reports? How do I process a change request? Will I be notified if reports are improved or new reports are created? How do I know what is in each Discoverer report and which one to use? How can I understand the links, views, and fields to create my own reports by modifying and/or combining information from existing reports? How can I modify existing Discoverer reports to meet my needs? How do I print Oracle reports on 8 ½ x 11 paper? How do I get more information about a transaction on the detail transaction report than the name of the person preparing the transaction report? How do I see the invoice payment date on the Detailed Transactions report? Where can I see the Voucher Number or Invoice Number for my Expenditures? Reorganization Where can I get assistance in structuring my office and workforce to best utilize the Integrated System? BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/archive/j-initiator-original.html 24 1177286400 J-initiator Initial Access to Oracle Applications (Installing the J-initiator) Some text can go here to describe the contents of the page. 1. (If you are just installing the new j-initiator, be sure to first connect to the VPN) Navigate to the Integrated System home page. http://www.virginia.edu/integratedsystem 2. Select the link to access Oracle Applications. The following window will appear. 3. If you are just upgrading the new j-initiator, select "Production." 4. Select the Go button. If your browser is Netscape, goto task #5. If browser is Internet Explorer, goto task #17. 5. Using Netscape as your browser, the following window will appear. 6. Select the Get the Plug-in button. If the Plug-in Not Loaded warning box does not appear. Click on the puzzle piece. 7. The Save As dialog box will appear. 8. Save the file as "jinit1.1.8.11.exe" to "C:\windows\temp". 9. Close all applications including Netscape. 10. Navigate to "C:\windows\temp" 11. Double click the "jinit1.1.8.11.exe" file. The install wizard will install the file. 12. Select the Next button when prompted. Select the Next button when prompted again. The installation will complete. 13. Open Netscape and navigate to the Integrated System home page. http://www.virginia.edu/integratedsystem 14. Select the link to access Oracle Applications. 15. If you are just upgrading the new j-initiator, select "Production." 16. Select the Go button. Goto task #19. 17. Using Internet Explorer as your browser, the following window will appear. 18. Select the Yes button on the Security Warning window to install and run the required file. "Oracle Jinitiator" will automatically load and install. 19. After installation is complete, the log on form will appear. 20. If you are already an Oracle user, enter your user ID and password. This is the last step if you are using these instructions just to load a new version of the j-initiator. 21. Select the Connect button. 22. The Responsibilities form will appear. 23. Select the desired Responsibility. 24. Select the OK button. 25. The Navigator form will appear. 26. Select the desired Function, then select the sub-function. 27. Select the Open button. 28. The selected form will open. Effective: 2/14/02 Revision: 3 Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/archive/j-initiator.html 24 1177286400 J-initiator Initial Access to Oracle Applications (Installing the J-initiator) 1. (If you are just installing the new j-initiator, be sure to first connect to the VPN) Navigate to the Integrated System home page. http://www.virginia.edu/integratedsystem 2. Select the link to access Oracle Applications. The following window will appear. 3. If you are just upgrading the new j-initiator, select "Production." 4. Select the Go button. If your browser is Netscape, goto task #5. If browser is Internet Explorer, goto task #17. 5. Using Netscape as your browser, the following window will appear. 6. Select the Get the Plug-in button. If the Plug-in Not Loaded warning box does not appear. Click on the puzzle piece. 7. The Save As dialog box will appear. 8. Save the file as "jinit1.1.8.11.exe" to "C:\windows\temp". 9. Close all applications including Netscape. 10. Navigate to "C:\windows\temp" 11. Double click the "jinit1.1.8.11.exe" file. The install wizard will install the file. 12. Select the Next button when prompted. Select the Next button when prompted again. The installation will complete. 13. Open Netscape and navigate to the Integrated System home page. http://www.virginia.edu/integratedsystem 14. Select the link to access Oracle Applications. 15. If you are just upgrading the new j-initiator, select "Production." 16. Select the Go button. Goto task #19. 17. Using Internet Explorer as your browser, the following window will appear. 18. Select the Yes button on the Security Warning window to install and run the required file. "Oracle Jinitiator" will automatically load and install. 19. After installation is complete, the log on form will appear. 20. If you are already an Oracle user, enter your user ID and password. This is the last step if you are using these instructions just to load a new version of the j-initiator. 21. Select the Connect button. 22. The Responsibilities form will appear. 23. Select the desired Responsibility. 24. Select the OK button. 25. The Navigator form will appear. 26. Select the desired Function, then select the sub-function. 27. Select the Open button. 28. The selected form will open. Effective: 2/14/02 Revision: 3 Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/contact.htm 19 1216944000 Contact Information Contact Us at: ISDS Mailing Address: P.O. Box 400805 Charlottesville, VA 22904-4805 Location: 2211 Hydraulic Road Charlottesville, VA 22901 Tel: 434-243-0346 Fax: 434-243-0349 IS Suggestion Box: ISSuggestionBox@virginia.edu Integrated System Customer Support Center (Integrated System applications questions and password change) 243-7550 Hours: Monday - Friday, 8:00 a.m. to 5:00 p.m. ITC Help Desk (Integrated System access, VPN, and other desktop issues) 924-3731 Hours: Monday - Friday, 8:00am - 5:00pm In case of an emergency, please call the ITC Help Desk phone number, 924-3731, and follow the procedures on the voice message to leave a report. The call-down service is staffed 24 hours a day, 7 days a week, for emergencies. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/directionsToISDS.html 24 1216944000 UVa - The Integrated System Directions to ISDS The offices of ISDS are located at 918 Emmet Street on the first floor. See below for directions from different locations. TABLE OF CONTENTS • From Northern Virginia • From Charlottesville Airport • From 250E • From Interstate 64 From Northern Virginia: Head south on US 29 toward Charlottesville. Once in Charlottesville, continue past the US/250 Bypass overpass and turn right at the Barracks Road traffic light. Take the first left onto Millmont Street. Go to the traffic light at Arlington Blvd., and turn left. Go to the traffic light at Emmet Street, and turn left. Pass the entrance to the 914-918 Emmet Street parking lot, and turn right into the second parking lot entrance, Carruthers Hall Visitors Parking. Walk across the walkway back to 918 Emmet Street. From Charlottesville, VA Airport: From the airport exit, go straight and head for US 29. At the stoplight, turn right onto US 29 South. Charlottesville is about 10 miles south of the airport. Once in Charlottesville, continue past the US/250 Bypass overpass and turn right at the Barracks Road traffic light. Take the first left onto Millmont Street. Go to the traffic light at Arlington Blvd, and turn left. Go to the traffic light at Emmet Street, and turn left. Pass the entrance to the 914-918 Emmet Street parking lot, and turn right into the second parking lot entrance, Carruthers Hall Visitors Parking. Walk across the walkway back to 918 Emmet Street. From 250E: Take the Barracks Road exit and turn left. Take the first right onto Millmont Street. Go to the traffic light at Arlington Blvd., and turn left. Go to the traffic light at Emmet Street, and turn left. Pass the entrance to the 914-918 Emmet Street parking lot, and turn right into the second parking lot entrance, Carruthers Hall Visitors Parking. Walk across the walkway back to 918 Emmet Street. From Interstate 64: Take exit 118B. Take the Barracks Road exit and turn right. Take the first right onto Millmont Street. Go to the traffic light at Arlington Blvd., and turn left. Go to the traffic light at Emmet Street, and turn left. Pass the entrance to the 914-918 Emmet Street parking lot, and turn right into the second parking lot entrance, Carruthers Hall Visitors Parking. Walk across the walkway back to 918 Emmet Street. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/financeLinks/archive/indexold.html 37 1216944000 Finance Links PTAO Card Generator You can access this link only after you have made your VPN connection. Financial and Administrative Policies & Procedures Monthly Closing Calendar Accounting Services Budget Office Procurement Services UVA Forms IS Finance FAQs Finance Usability Taskforces Finance Links The documents below contain valuable information for working in the Integrated System environment. Documents are updated each Monday. TABLE OF CONTENTS • General Information • Award and Project Information • Financial Codes and Mapping • Responsibilities GENERAL INFORMATION Integrated System Business Rules This is a comprehensive set of rules for operating within the Integrated System financial environment. All financial transactions and Project-Task-Award combinations must be consistent with these established business rules. Organization Document This document presents the Organization codes and descriptions for U.Va. as well as ISDS advisor and data security contacts, LD suspense award and LD suspense project for each organization. Project, Award and Organization Prefixes These prefixes are to always be used by each ISDS advisor area when creating "pick list" names for awards, projects, and organizations. Discoverer Predefined Reports Inventory This document includes the following information on all Discoverer reports created by ISDS: name, intended user, purpose, description, frequency, parameters, page items, and columns. Processing Funds (Best viewed with Microsoft Internet Explorer) Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control. BACK TO TOP AWARD AND PROJECT INFORMATION Mapping Award Prefixes to Award Types This spreadsheet provides information on the relationship between the two-character award prefix and the award types that may be assigned to each award prefix. Project Types This spreadsheet provides information on the different types of projects that can be created in the Integrated System and the appropriate expenditure function codes that can be assigned to each type of project. It also contains information on project numbering. Active PTA Combinations All valid PTA combinations, including project FAS account mapping may be found in Discoverer report IS.FM_Active & Inactive Award-Project-Task Combinations. Award Common Attributes Attributes for all awards, including number, name, owning organization, award type, start and end dates, award manager and award oversight names, purpose code, etc., may be found in Discoverer report IS.FM_Award Common Attributes. Project Common Attributes Attributes for all projects, including number, name, owning organization, project type, start and end dates, project manager name, expenditure function code, etc. See Discoverer report IS.FM_Project Common Attributes. BACK TO TOP FINANCIAL CODES AND MAPPING General Ledger Object Codes (GL) Object Codes and their descriptions may be found in the Discoverer report IS.GL_Object Code. This document lists all the balance sheet, revenue, and expense object codes in the U.Va. General Ledger. Fund Source (GL/GM) Fund Source code identifies revenue by fund such as unrestricted, restricted, plant funds, etc., and by source such as state appropriation, tuition and fees, federal grants and contracts, sales and services, etc. This document lists all U.Va. Fund Source values. Expenditure Function Codes (GM) Expenditure Function code identifies the use of funds, for example, undergraduate education, sponsored research training, auxiliary enterprises, student support activities, etc. Each project in Funds Management must have one expenditure function code. This document shows the U.Va. expenditure function code values. F&A Cost Codes (GM) F&A stands for Facilities and Administrative (costs), and was formerly known as "indirect cost." Expenditure Functions to F&A Cost Code Mapping This document provides the crosswalk from expenditure function to F&A code. It indicates which F&A code to assign, when setting up a new project, based on the expenditure function. BACK TO TOP RESPONSIBILITIES Integrated System Application Responsibilities A responsibility is a predefined set of data, menus, and screens that defines a user's particular level of authority while using the system. This link will take you to the web site the defines each Integrated System responsibility for U.Va. PTA Set Up & Maintenance Activities This link now goes to the Processing Funds document.) Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control. PTA Set Up & Maintenance Responsibilities This documents the tasks involved in setting up and maintaining projects and awards in the Integrated System and specifies the University offices and Oracle responsibilities associated with setting up and maintaining Project and Award relationships for different types of funds. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/financeLinks/index.html 38 1242259200 Finance Links PTAO Card Generator You can access this link only after you have made your VPN connection. Financial and Administrative Policies & Procedures U.Va. Finance-Related Offices' Websites UVA Forms IS Finance FAQs Finance Usability Taskforces IS Functional Glossary Finance Links The documents below contain valuable information for working in the Integrated System environment. Documents are updated each Monday. TABLE OF CONTENTS • How to Process Funds • General Information • Award and Project Information • Financial Codes and Mapping • Responsibilities HOW TO PROCESS FUNDS How to Process Funds (Best viewed with Microsoft Internet Explorer) Provides the who, what, when, and how for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control. GENERAL INFORMATION Organization Document This document presents the Organization codes and descriptions for U.Va. as well as ISDS advisor and data security contacts, LD suspense award and LD suspense project for each organization. Project, Award and Organization Prefixes These prefixes are to always be used by each ISDS advisor area when creating "pick list" names for awards, projects, and organizations. Discoverer Predefined Reports Inventory This document includes the following information on all Discoverer reports created by ISDS: name, intended user, purpose, description, frequency, parameters, page items, and columns. BACK TO TOP AWARD AND PROJECT INFORMATION Mapping Award Prefixes to Award Types This spreadsheet provides information on the relationship between the two-character award prefix and the award types that may be assigned to each award prefix. Project Types This spreadsheet provides information on the different types of projects that can be created in the Integrated System and the appropriate expenditure function codes that can be assigned to each type of project. It also contains information on project numbering. Active PTA Combinations All valid PTA combinations, including project FAS account mapping may be found in Discoverer report IS.FM_Active & Inactive Award-Project-Task Combinations. Award Common Attributes Attributes for all awards, including number, name, owning organization, award type, start and end dates, award manager and award oversight names, purpose code, etc., may be found in Discoverer report IS.FM_Award Common Attributes. Project Common Attributes Attributes for all projects, including number, name, owning organization, project type, start and end dates, project manager name, expenditure function code, etc. See Discoverer report IS.FM_Project Common Attributes. BACK TO TOP FINANCIAL CODES AND MAPPING General Ledger Object Codes (GL) Object Codes and their descriptions may be found in the Discoverer report IS.GL_Object Code. This document lists all the balance sheet, revenue, and expense object codes in the U.Va. General Ledger. Fund Source (GL/GM) Fund Source code identifies revenue by fund such as unrestricted, restricted, plant funds, etc., and by source such as state appropriation, tuition and fees, federal grants and contracts, sales and services, etc. This document lists all U.Va. Fund Source values. Expenditure Function Codes (GM) Expenditure Function code identifies the use of funds, for example, undergraduate education, sponsored research training, auxiliary enterprises, student support activities, etc. Each project in Funds Management must have one expenditure function code. This document shows the U.Va. expenditure function code values. F&A Cost Codes (GM) F&A stands for Facilities and Administrative (costs), and was formerly known as "indirect cost." Expenditure Functions to F&A Cost Code Mapping This document provides the crosswalk from expenditure function to F&A code. It indicates which F&A code to assign, when setting up a new project, based on the expenditure function. BACK TO TOP RESPONSIBILITIES Integrated System Application Responsibilities A responsibility is a predefined set of data, menus, and screens that defines a user's particular level of authority while using the system. This link will take you to the web site the defines each Integrated System responsibility for U.Va. PTA Set Up & Maintenance Activities This link now goes to the Processing Funds document.) Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control. PTA Set Up & Maintenance Responsibilities This documents the tasks involved in setting up and maintaining projects and awards in the Integrated System and specifies the University offices and Integrated System responsibilities associated with setting up and maintaining Project and Award relationships for different types of funds. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/financeLinks/uvaOffices.html 22 1242259200 Finance Links PTAO Card Generator You can access this link only after you have made your VPN connection. Financial and Administrative Policies & Procedures UVA Forms IS Finance FAQs Finance Usability Taskforces IS Functional Glossary U.Va. Finance-Related Offices' Websites • Budget Office • University Comptroller • Accounting Services • Office of Sponsored Programs • Procurement Services Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/forms/ambrulesprocs.html 16 1177286400 AMB Rules Change Request Business Rules & Procedures ISDS is in the process of revising these business rules and procedures. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/forms/index.html 27 1216944000 Integrated System Forms UVA Forms Directory AMB Change Request Rules & Procedures Forms Below are links to forms relating to the use of the Integrated System. Form Name Description Award Create Request Form Create a new award Delivery Location Code Request Form New or change to delivery location code both within Oracle and with Procurement Services Discoverer View, Join, LOV Request Form Create or modify view, join, LOV for the creation of a Discoverer report Expenditure Type (GM) Request Form New or change GM expenditure type Installment Creation or Modification (ICOM) Request Form Create or modify installment to a new or existing award Integrated System Access Form (see Getting Started ) Create, modify, delete access to Integrated System via responsibility assignment. Key Member Data Element Change Request Form Change GM key member/ personnel name if an employee is listed 50 or more times as a key member/personnel in Grants Management Object Code (GL) Request Form New or change GL Object Code Organization Values Request Form Create, modify Organizational (org) value new parent or child org (create) lineage of existing org (modify) name or alternate name of existing org (modify) property specialist (modify) data security contact (modify) labor suspense PTA (modify) OTPS suspense PTA (modify) Project Create Request Form Attach to all new projects upon creation. The form responses should justify the expenditure function chosen when creating the project. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/00000002.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Next, see how to log into the Integrated System. Click the ENTER Integrated System Applications Here button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000003.html 1 1181865600 Logging in to the Integrated System Screen image of this step Congratulations! You have completed the section on logging into and out of the Integrated System, how to use the navigator form for a responsibility, and how to switch responsibilities without exiting the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000004.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image This box contains the Integrated System News . Updates, important dates, and links to important information are included here. You should read the information in the System News box and then close it. Click the Close [X] button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000005.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the Go! button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000000B.html 1 1181865600 Logging in to the Integrated System Screen image of this step Enter your Username and Password, and click on the Login button. Your username is your UVa computing ID, and your initial password should have been given to you by your supervisor. You have three attempts to log in successfully. If you forget your password, you can click on the Forgot your password? link, which will initiate a password reset process through your e-mail account. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000000D.html 1 1181865600 The Integrated System Website Screen image of this step Congratulations! You have completed the section on the Integrated System Website. If you would like to go to the website now, click on the light bulb below. Tip Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000010.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the Finance Links button. You will see links to finance-related offices at UVa, such as the University Comptroller and the Office of Sponsored Programs as well as links to other financial documents and information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000011.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the HR/Payroll Links button. You will see links to HR/Payroll offices at UVa and University Human Resources, as well as links to other HR/Payroll Information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000012.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the Reports button. You will see links to information on Reports and Oracle Discoverer , which is the reporting tool that is used with the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000013.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the Forms button. You will see links to Integrated System-related forms including forms for Grants Accounting, Purchasing, and the Integrated System Access form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000018.html 1 1181865600 The Integrated System Website Screen image of this step The Integrated System website is the starting point for accessing the Integrated System. The website also provides you with valuable information about the Integrated System, as well as links to related information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000002B.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image IS Interfaces & Data Flow is an interactive tool to help you understand how data flows between and among the different modules in the Integrated System. In this example, take a look at the purchasing module and see how it interacts with Accounts Payable and other modules. Click the IS Interfaces & Data Flow link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000002C.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Double-click the Purchasing object. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000002D.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image You can click on any highlighted box to change the view and see how the data flows to and from that module. Click the Accounts Payable link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000002E.html 1 1181865600 The Integrated System Website Screen image of this step Now you can see how data flows to and from the Accounts Payable module. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000030.html 1 1181865600 The Integrated System Website Screen image of this step There are many other Quick Links with valuable information which you can view as needed and at your convenience. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000032.html 1 1181865600 Overview of the Integrated system Screen image of this step Congratulations! You have completed this section. Next, learn about the Integrated System website and other related resources you can access from the website. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000033.html 1 1181865600 Overview of the Integrated system Screen image of this step You can access the Integrated System via the internet using Internet Explorer. The website address for the Integrated System is: www.virginia.edu/integratedsystem Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000047.html 2 1181865600 Overview of the Integrated system Screen image of this step Click here to view tutorial and information regarding the UVa Payslip All UVa employees use the Integrated System to access payroll information via the online Payslip . The Payslip is accessible through Employee Self Service , which is a separate responsibility in the Integrated System. You can click on the icon below now if you want to see information regarding the UVa online Payslip, including a tutorial on how to access and read your payslip. Using the responsibility Employee Self Service, employees can also view, and in some cases change, their personal information (such as phone numbers and address), as well as bank information. Employees can also sign up for training classes by accessing Learner Home in Employee Self Service. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000049.html 1 1181865600 Overview of the Integrated system Screen image of this step Some employees use the Integrated System to perform financial functions like purchasing, grants accounting, and accounting for fixed assets. Human Resources functions in the Integrated System include timekeeping, payroll processing, hiring and terminating employees, maintaining employee records, and labor distribution. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000004A.html 2 1181865600 Overview of the Integrated system Screen image of this step Concept The Integrated System (IS) at the University of Virginia is group of integrated software applications, also called an Enterprise Resource Planning (ERP) system, from Oracle Corporation . Since the software is customized to meet our needs at the University of Virginia, and since it includes inter-related modules or applications, it is referred to as The Integrated System. The Financial modules (applications) of the ERP were implemented in July 2001, and the Human Resources and Payroll modules were implemented in October 2002. At this time, the Integrated System is used for the administration of fiance and human resources only. However, the Integrated System will also interface with the Jobs@UVa system, the treasury system, as well as the Student System, all currently in the development stages. Click on the icon below to read about the advantages of having an Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000004B.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Action area of the screen image Click the Getting Started button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000004C.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Congratulations! You have completed the section on gaining access to the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000004E.html 2 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to open an IS Access Form Once it has been decided which responsibility(ies) will be assigned to you, your supervisor will need to submit a completed Integrated System Access Form that includes required signatures. Optionally, you may click on the icon below to open the IS Access Form now. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000050.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to read about IS Responsibilities The first step is the assignment of responsibilities. Click on the icon below (before continuing) to read important information about responsibilities in the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000053.html 2 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to open the Electronic Access Agreement You will be required to read and sign the Electronic Access Agreement (also known as the Confidentiality Agreement) and turn it in to University Human Resources. Optionally, you may click on the icon below to open the Electronic Access Agreement Form now. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000054.html 2 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to check your assignment status You are required to take training courses applicable to the responsibility you have been assigned. You can sign up for training courses through Employee Self Service (Learner Home) in the Integrated System. You also have the ability to check your assignment status by clicking on the check your assignment status link and entering your computing ID. If your name is not found or if no required training is listed, check with your supervisor to make sure the Optionally you may check your assignment status now by clicking on the icon below. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000057.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Information for preparing your desktop is available here, including links to Information Technology and Communication (ITC) for Virtual Private Network (VPN) and printer support, information about Oracle Discoverer (the Integrated System's reporting application), and information about passwords. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000059.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Once you have completed the required forms and training for a responsibility, you will see that responsibility added to your list when you log in to the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000064.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image Click the How Do I ...? button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000065.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step You will see lists of modules separated into three categories: Finance, HR/Payroll, and General. Under the section How Do I Get Help? you will find the Integrated System Customer Support Center telephone number and hours. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000066.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image Select the module for which you need help. Click the Payroll link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000067.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image When you select the module, the responsibilities that have access to that module will be listed. Click the HRMS Timekeeper link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000068.html 2 1181865600 Getting Help in Using the Integrated System Screen image of this step When you select a responsibility, you will see the Desk Manual for that responsibility. The Desk Manual includes Procedures, Navigation Instructions, and sometimes Reference Documents or other documents. Procedures are business processes. They include one or more Navigation Instructions which provide step-by-step instructions for completing tasks in the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000069.html 2 1181865600 Getting Help in Using the Integrated System Screen image of this step You will also see a link to Student Guides. Student Guides are PDF files of the actual training manuals used in instructor-led classes that you can view or print. If you hold your cursor over the link, you will see a list of the modules in the Integrated System. You can click on the name of the module and then click on the Student Guide you want to see or print. Next you will see how to view a Navigation Instruction . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000006A.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image Click the Time Management - Entering Time for Salaried Employees link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000006B.html 2 1181865600 Getting Help in Using the Integrated System Screen image of this step When you select a Navigation Instruction , you will see step-by-step instructions for completing the task in the Integrated System. There are is also a link to the Procedure , when applicable, and sometimes there are links to reference documents in the Navigation Instruction. When you are finished viewing an online Navigation Instruction, you can simply close it by clicking on the x in the upper right-hand corner and you will go back to the Desk Manual for the responsibility you selected. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000075.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Congratulations! You have completed the section on how to access resources for help in using the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000078.html 2 1181865600 The Integrated System Website Screen image of this step The Getting Started button will lead you to important information such obtaining access to the Integrated System, IS responsibilities, preparing your desktop, and registering for training. You can also print out an Integrated System Access Form, which is the form that must be signed by the employee's supervisor and the department's Data Security Contact (DSC), and ultimately gives employees access to the system. This section is described in detail in the section of the training called "Gaining Access to the Integrated System". Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000007A.html 1 1181865600 The Integrated System Website Screen image of this step The How Do I...? section is where you find online help documentation, as well as PDF files of the student guides used in Integrated System training classes. This section is described in detail in the section of the training called "Getting Help in Using the Integrated System" . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000007E.html 2 1181865600 Logging in to the Integrated System Screen image of this step Click here for VPN information Click here to see instructions for connecting to the VPN Before you log into the Integrated System, you will need to connect to the VPN (Virtual Private Network). It is not necessary to connect to the VPN if you are only logging into Employee Self Service or to the UVA Marketplace as a PO Shopper. The two icons below offer links to VPN support and instructions for connecting to the VPN. You can click on them now (before continuing) to view this information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000007F.html 2 1181865600 Logging in to the Integrated System Screen image of this step Click here to read about IS Responsibilities When you log into the Integrated System, you will see several sections: Worklist includes notifications or items that require an action from you (approval, reapproval, etc.) The Navigator section is where you will see your list of active responsibilities. Click on the icon below now for important information regarding Integrated System responsibilities. Favorites is a section that you can customize for easy access to functions in the Integrated System or links to websites. You will learn how to set up favorites in a later section of the training. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000081.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Select an Integrated System responsibility. Click the UVA PO Purchaser link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000082.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image When you select a responsibility, you will see the list of all of the functions that are available for that responsibility. Click on the link for the function (or task) that you need to perform. Click the Vendor Adds link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000086.html 1 1181865600 Logging in to the Integrated System Screen image of this step When you have selected the function, the form for that function will open. (In this example, you opened the Suppliers form by clicking on the Vendor Add function.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000088.html 2 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click on the X to close the form. When you close the form, you will return to the main navigator form for the responsibility, but will not exit the Integrated System. Click the X button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000008B.html 2 1181865600 Logging in to the Integrated System Screen image of this step This is the Navigator form for the responsibility. From this form you have access to all of the functions for the responsibility indicated at the top. These are the same set of functions that you saw on the E-Business Suite homepage for the responsibility. When you select the function from the E-Business Suite homepage, you bypass the Navigator form for the responsibility. From this form you can also switch responsibilities , and change your password . Documents, such as purchase orders, can also be saved to the navigator , and you can access those documents here by clicking on the Documents tab . You can expand or collapse the list of functions by clicking on the + or - buttons on the left. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000008D.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Next, see how to switch responsibilities without exiting the Integrated System. Click the Switch Responsibility... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000008E.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click an entry in the list. Click on Β  UVA AP/PO Viewer . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/0000008F.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000091.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Next, see how to sign out of the Integrated System. Click the Close [X] button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000092.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/00000094.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the Close [X] button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000002.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Next, see how to log into the Integrated System. Click the ENTER Integrated System Applications Here button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000003.html 1 1181865600 Logging in to the Integrated System Screen image of this step Congratulations! You have completed the section on logging into and out of the Integrated System, how to use the navigator form for a responsibility, and how to switch responsibilities without exiting the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000004.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image This box contains the Integrated System News . Updates, important dates, and links to important information are included here. You should read the information in the System News box and then close it. Click the Close [X] button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000005.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the Go! button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000000B.html 1 1181865600 Logging in to the Integrated System Screen image of this step Enter your Username and Password, and click on the Login button. Your username is your UVa computing ID, and your initial password should have been given to you by your supervisor. You have three attempts to log in successfully. If you forget your password, you can click on the Forgot your password? link, which will initiate a password reset process through your e-mail account. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000000D.html 1 1181865600 The Integrated System Website Screen image of this step Congratulations! You have completed the section on the Integrated System Website. If you would like to go to the website now, click on the light bulb below. Tip Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000010.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the Finance Links button. You will see links to finance-related offices at UVa, such as the University Comptroller and the Office of Sponsored Programs as well as links to other financial documents and information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000011.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the HR/Payroll Links button. You will see links to HR/Payroll offices at UVa and University Human Resources, as well as links to other HR/Payroll Information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000012.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the Reports button. You will see links to information on Reports and Oracle Discoverer , which is the reporting tool that is used with the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000013.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Click the Forms button. You will see links to Integrated System-related forms including forms for Grants Accounting, Purchasing, and the Integrated System Access form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000018.html 1 1181865600 The Integrated System Website Screen image of this step The Integrated System website is the starting point for accessing the Integrated System. The website also provides you with valuable information about the Integrated System, as well as links to related information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000002B.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image IS Interfaces & Data Flow is an interactive tool to help you understand how data flows between and among the different modules in the Integrated System. In this example, take a look at the purchasing module and see how it interacts with Accounts Payable and other modules. Click the IS Interfaces & Data Flow link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000002C.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image Double-click the Purchasing object. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000002D.html 1 1181865600 The Integrated System Website Screen image of this step Action area of the screen image You can click on any highlighted box to change the view and see how the data flows to and from that module. Click the Accounts Payable link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000002E.html 1 1181865600 The Integrated System Website Screen image of this step Now you can see how data flows to and from the Accounts Payable module. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000030.html 1 1181865600 The Integrated System Website Screen image of this step There are many other Quick Links with valuable information which you can view as needed and at your convenience. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000032.html 1 1181865600 Overview of the Integrated system Screen image of this step Congratulations! You have completed this section. Next, learn about the Integrated System website and other related resources you can access from the website. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000033.html 1 1181865600 Overview of the Integrated system Screen image of this step You can access the Integrated System via the internet using Internet Explorer. The website address for the Integrated System is: www.virginia.edu/integratedsystem Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000047.html 2 1181865600 Overview of the Integrated system Screen image of this step Click here to view tutorial and information regarding the UVa Payslip All UVa employees use the Integrated System to access payroll information via the online Payslip . The Payslip is accessible through Employee Self Service , which is a separate responsibility in the Integrated System. You can click on the icon below now if you want to see information regarding the UVa online Payslip, including a tutorial on how to access and read your payslip. Using the responsibility Employee Self Service, employees can also view, and in some cases change, their personal information (such as phone numbers and address), as well as bank information. Employees can also sign up for training classes by accessing Learner Home in Employee Self Service. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000049.html 1 1181865600 Overview of the Integrated system Screen image of this step Some employees use the Integrated System to perform financial functions like purchasing, grants accounting, and accounting for fixed assets. Human Resources functions in the Integrated System include timekeeping, payroll processing, hiring and terminating employees, maintaining employee records, and labor distribution. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000004A.html 2 1181865600 Overview of the Integrated system Screen image of this step Concept The Integrated System (IS) at the University of Virginia is group of integrated software applications, also called an Enterprise Resource Planning (ERP) system, from Oracle Corporation . Since the software is customized to meet our needs at the University of Virginia, and since it includes inter-related modules or applications, it is referred to as The Integrated System. The Financial modules (applications) of the ERP were implemented in July 2001, and the Human Resources and Payroll modules were implemented in October 2002. At this time, the Integrated System is used for the administration of fiance and human resources only. However, the Integrated System will also interface with the Jobs@UVa system, the treasury system, as well as the Student System, all currently in the development stages. Click on the icon below to read about the advantages of having an Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000004B.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Action area of the screen image Click the Getting Started button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000004C.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Congratulations! You have completed the section on gaining access to the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000004E.html 2 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to open an IS Access Form Once it has been decided which responsibility(ies) will be assigned to you, your supervisor will need to submit a completed Integrated System Access Form that includes required signatures. Optionally, you may click on the icon below to open the IS Access Form now. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000050.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to read about IS Responsibilities The first step is the assignment of responsibilities. Click on the icon below (before continuing) to read important information about responsibilities in the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000053.html 2 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to open the Electronic Access Agreement You will be required to read and sign the Electronic Access Agreement (also known as the Confidentiality Agreement) and turn it in to University Human Resources. Optionally, you may click on the icon below to open the Electronic Access Agreement Form now. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000054.html 2 1181865600 Gaining Access to the Integrated System Screen image of this step Click here to check your assignment status You are required to take training courses applicable to the responsibility you have been assigned. You can sign up for training courses through Employee Self Service (Learner Home) in the Integrated System. You also have the ability to check your assignment status by clicking on the check your assignment status link and entering your computing ID. If your name is not found or if no required training is listed, check with your supervisor to make sure the Optionally you may check your assignment status now by clicking on the icon below. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000057.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Information for preparing your desktop is available here, including links to Information Technology and Communication (ITC) for Virtual Private Network (VPN) and printer support, information about Oracle Discoverer (the Integrated System's reporting application), and information about passwords. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000059.html 1 1181865600 Gaining Access to the Integrated System Screen image of this step Once you have completed the required forms and training for a responsibility, you will see that responsibility added to your list when you log in to the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000064.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image Click the How Do I ...? button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000065.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step You will see lists of modules separated into three categories: Finance, HR/Payroll, and General. Under the section How Do I Get Help? you will find the Integrated System Customer Support Center telephone number and hours. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000066.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image Select the module for which you need help. Click the Payroll link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000067.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image When you select the module, the responsibilities that have access to that module will be listed. Click the HRMS Timekeeper link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000068.html 2 1181865600 Getting Help in Using the Integrated System Screen image of this step When you select a responsibility, you will see the Desk Manual for that responsibility. The Desk Manual includes Procedures, Navigation Instructions, and sometimes Reference Documents or other documents. Procedures are business processes. They include one or more Navigation Instructions which provide step-by-step instructions for completing tasks in the Integrated System. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000069.html 2 1181865600 Getting Help in Using the Integrated System Screen image of this step You will also see a link to Student Guides. Student Guides are PDF files of the actual training manuals used in instructor-led classes that you can view or print. If you hold your cursor over the link, you will see a list of the modules in the Integrated System. You can click on the name of the module and then click on the Student Guide you want to see or print. Next you will see how to view a Navigation Instruction . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000006A.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Action area of the screen image Click the Time Management - Entering Time for Salaried Employees link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000006B.html 2 1181865600 Getting Help in Using the Integrated System Screen image of this step When you select a Navigation Instruction , you will see step-by-step instructions for completing the task in the Integrated System. There are is also a link to the Procedure , when applicable, and sometimes there are links to reference documents in the Navigation Instruction. When you are finished viewing an online Navigation Instruction, you can simply close it by clicking on the x in the upper right-hand corner and you will go back to the Desk Manual for the responsibility you selected. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000075.html 1 1181865600 Getting Help in Using the Integrated System Screen image of this step Congratulations! You have completed the section on how to access resources for help in using the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000078.html 2 1181865600 The Integrated System Website Screen image of this step The Getting Started button will lead you to important information such obtaining access to the Integrated System, IS responsibilities, preparing your desktop, and registering for training. You can also print out an Integrated System Access Form, which is the form that must be signed by the employee's supervisor and the department's Data Security Contact (DSC), and ultimately gives employees access to the system. This section is described in detail in the section of the training called "Gaining Access to the Integrated System". Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000007A.html 1 1181865600 The Integrated System Website Screen image of this step The How Do I...? section is where you find online help documentation, as well as PDF files of the student guides used in Integrated System training classes. This section is described in detail in the section of the training called "Getting Help in Using the Integrated System" . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000007E.html 2 1181865600 Logging in to the Integrated System Screen image of this step Click here for VPN information Click here to see instructions for connecting to the VPN Before you log into the Integrated System, you will need to connect to the VPN (Virtual Private Network). It is not necessary to connect to the VPN if you are only logging into Employee Self Service or to the UVA Marketplace as a PO Shopper. The two icons below offer links to VPN support and instructions for connecting to the VPN. You can click on them now (before continuing) to view this information. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000007F.html 2 1181865600 Logging in to the Integrated System Screen image of this step Click here to read about IS Responsibilities When you log into the Integrated System, you will see several sections: Worklist includes notifications or items that require an action from you (approval, reapproval, etc.) The Navigator section is where you will see your list of active responsibilities. Click on the icon below now for important information regarding Integrated System responsibilities. Favorites is a section that you can customize for easy access to functions in the Integrated System or links to websites. You will learn how to set up favorites in a later section of the training. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000081.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Select an Integrated System responsibility. Click the UVA PO Purchaser link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000082.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image When you select a responsibility, you will see the list of all of the functions that are available for that responsibility. Click on the link for the function (or task) that you need to perform. Click the Vendor Adds link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000086.html 1 1181865600 Logging in to the Integrated System Screen image of this step When you have selected the function, the form for that function will open. (In this example, you opened the Suppliers form by clicking on the Vendor Add function.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000088.html 2 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click on the X to close the form. When you close the form, you will return to the main navigator form for the responsibility, but will not exit the Integrated System. Click the X button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000008B.html 2 1181865600 Logging in to the Integrated System Screen image of this step This is the Navigator form for the responsibility. From this form you have access to all of the functions for the responsibility indicated at the top. These are the same set of functions that you saw on the E-Business Suite homepage for the responsibility. When you select the function from the E-Business Suite homepage, you bypass the Navigator form for the responsibility. From this form you can also switch responsibilities , and change your password . Documents, such as purchase orders, can also be saved to the navigator , and you can access those documents here by clicking on the Documents tab . You can expand or collapse the list of functions by clicking on the + or - buttons on the left. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000008D.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Next, see how to switch responsibilities without exiting the Integrated System. Click the Switch Responsibility... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000008E.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click an entry in the list. Click on Β  UVA AP/PO Viewer . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000008F.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000091.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Next, see how to sign out of the Integrated System. Click the Close [X] button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000092.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000094.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the Close [X] button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000095.html 1 1181865600 Logging in to the Integrated System Screen image of this step The Navigator form for the responsibility UVA AP/PO Viewer will appear. Notice that the list of functions is different from the previous list. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000096.html 1 1181865600 Logging in to the Integrated System Screen image of this step Action area of the screen image Click the Logout link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000097.html 1 1181865600 Changing Your Password Screen image of this step Action area of the screen image To change your password, you must be in a form or at the navigator form of any responsibility. Click the Edit menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000098.html 1 1181865600 Changing Your Password Screen image of this step Congratulations! You have completed the section on Changing Your Password. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000099.html 1 1181865600 Changing Your Password Screen image of this step Action area of the screen image Point to the Preferences menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000009B.html 1 1181865600 Changing Your Password Screen image of this step Action area of the screen image Click the Change Password... menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000009E.html 1 1181865600 Changing Your Password Screen image of this step Action area of the screen image In this example the password fields have been entered for you. Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000009F.html 1 1181865600 Changing Your Password Screen image of this step Click here for important information about Integrated System Passwords When you change your password, the password you enter must meet the criteria of a "strong password". Click on the icon below to view the definition of a "strong password" and for other important information about Integrated System passwords. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000A1.html 1 1181865600 Changing Your Password Screen image of this step Action area of the screen image Click the Preferences link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000A2.html 1 1181865600 Changing Your Password Screen image of this step You can change your password here, and click the Apply button when you have completed the three fields in the Change Password section. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000A5.html 1 1181865600 Changing Your Password Screen image of this step You can also change your password from the e-business Suite homepage. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000A6.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Edit Favorites button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000A7.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Congratulations! You have completed the section on Customizing your E-business Suite homepage. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000A9.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Go button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000AA.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image The list of functions appears. All functions may not appear on the same page, so you might have to navigate to another page to see more functions. You can check as many boxes as you want. The functions you check will be listed in your favorites. Click the Submit Processes and Reports option. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000AC.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Add button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000AF.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Vendor Adds option. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000B0.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Add button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000B2.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image You must apply the changes to save them. Click the Apply button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000B7.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the button to the right of the Responsibility field. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000BD.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the UVA HRMS Timekeeper list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000BE.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Entry/Validation/Approval option. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000BF.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image You can select another responsibility from the list. UVA PO Purchaser has been selected for you. Click the Go button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C0.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step You can add as many functions as you like, from different responsibilities or the same responsibility. You should only add those functions that you use the most, to make them easily accessible. After adding functions to the list of favorites, scroll down to the bottom to see the functions that will be displayed in your list of favorites. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C2.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Congratulations! You have completed the section on Using the Menu and Toolbar. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C3.html 2 1181865600 Entering Data Screen image of this step Action area of the screen image This is an example of a free-form field, into which you can enter anything -- alpha or numeric characters. Generally, there are naming conventions involved when you are entering data, however, so be sure to follow the guidelines for entering the data for the particular form in which you are working. Required fields are yellow. The system will not allow you to move on if you leave a required field incomplete. Enter the desired information into the Supplier Name field. Enter " ABCD SUPPLY COMPANY " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C4.html 1 1181865600 Entering Data Screen image of this step Congratulations! You have completed the section on Entering Data into the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C5.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Enter the desired information into the Taxpayer ID field. Enter " 987654321 " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C6.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Click in the Type field. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C7.html 2 1181865600 Entering Data Screen image of this step Action area of the screen image The ellipsis (...) indicates that the field is a list of values field. This means that the data you enter into this field must be selected from a list. If you click on the ellipsis button you will open the list, although you can also type directly in the field. If the list is very long, you will be asked to shorten the list. Click the ... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000C9.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image "Supplier" has been selected for you from the list. Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000CA.html 2 1181865600 Entering Data Screen image of this step Action area of the screen image When you click on a button, you open up a different, but related, form. In this case, the Sites button will open up a sites form , where you enter the site information for the vendor. Click the Sites button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000CB.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Enter the desired information into the Site Name field. Enter " charlottesville " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000CD.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image This is a checkbox. Checkboxes work as toggle on/off, and always give you the ability to select more than one checkbox. Click the Purchasing option. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000CE.html 2 1181865600 Entering Data Screen image of this step Action area of the screen image General and Contacts are Tabs on this form. Tabs give you alternative regions , where one part of the form will be static, but each Tab opens up a different region in which you enter other relevant information that pertains to the static part of the form. Click the Contacts tab. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000D0.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Contact information has been entered for you. You can enter additional contacts by adding another record. Click the New button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000D3.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Click in the Site Name field. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000D4.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Click the New button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000D5.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Click the Yes button. (This will save the contact information you added.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000D8.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image There are also fields called descriptive flex fields that are fields that are specific to UVa. Flexfields are identifiable by the brackets that are around them. Click in the [ ] field. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000D9.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Sometimes you will enter information into the flexfield, and sometimes the flexfield will show you information that has been entered either centrally or by someone else. In this example, no information was entered for this supplier, but this flexfield is used to show the vendor's eVA status, which is specific to UVa. Click the Cancel button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000DA.html 1 1181865600 Entering Data Screen image of this step Action area of the screen image Close the form. Click the X button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000DE.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image You can expand the list either in its entirety, or partially. The single + sign next to a function indicates that there are sub-functions within that function. The double + sign is the Expand All button, which will show you the entire list of functions and sub-functions for the responsibility. Click the Expand All button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000DF.html 1 1181865600 Working with the Navigator Form Screen image of this step Congratulations! You have completed the section on Working with the Navigator Form. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E0.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image You can also add functions to a Top Ten List. This allows you to organize your frequently used functions for easy access. Unlike the customized E-Business Suite Homepage, however, you cannot add functions from multiple responsibilities to a Top Ten List on the Navigator. Click the Vendor Adds list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E1.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image Click the Add to List button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E2.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image Click the Payment Voucher list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E3.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image Click the Add to List button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E5.html 2 1181865600 Using the Find Mode to Search for Data Screen image of this step Action area of the screen image You are going to find the supplier, ABCD Supply Company, that was entered in the last section. When you are looking for data, you go to the function where the data is entered (i.e., if you were looking for a payment voucher, you would click on Payment Voucher.) In this case, since we are looking for a vendor, we go to the Vendor Adds function. Double-click the Vendor Adds list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E6.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step Congratulations! You have completed the section on Using the Find Mode to search for data in the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E8.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step Action area of the screen image Click the Find... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000E9.html 2 1181865600 Using the Find Mode to Search for Data Screen image of this step Action area of the screen image When you click on the Find button, a separate form will open, in this case, the "Find Suppliers" form. The find mode gives you a separate form in which you can enter your search parameters. You can enter as many or as few search parameters as you want, but the more you enter, the more restricted your search will be. You can use the wildcard character, %, as applicable. Enter the desired information into the Supplier Name field. Enter " ABCD SUPPLY% " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000EB.html 2 1181865600 Using the Find Mode to Search for Data Screen image of this step Action area of the screen image Choose from the alternatives for this step: Alternative 1: Notice that the supplier name will appear based on the search parameter you typed in the Supplier Name field. If there is only one name that matches what you entered in the search, some basic information will appear automatically after you enter the search parameters. If your search matches more than one item in the list of values, another window will open with a list of those that matched your search. Click on the arrows icon below if you would like to see an example of this. Otherwise, continue by clicking on the Find button. Click the Find button. Next step from alternative 1 Alternative 2: Click in the Supplier Name field. Next step from alternative 2 Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000EC.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step Action area of the screen image You can view the sites for the supplier. Click the Sites button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000ED.html 2 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image Like using the Find mode, when you are performing a query to look for data, you go to the function where the data is entered (i.e., if you were looking for a payment voucher, you would click on Payment Voucher.) In this case, since we are looking for a vendor, we go to the Vendor Adds function. Double-click the Vendor Adds list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000EE.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step Congratulations! You have completed the section on using the Query Mode to search for Data in the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000EF.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image Click the View menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F1.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image Point to Query By Example . Click the Enter menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F2.html 2 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image When performing a query, you use the actual form to enter your search parameters, unlike using the Find Mode, which opens up a separate form. However, like using the Find Mode, you can enter as many search parameters as you like, and the more parameters you enter, the more restrictive your search will be. Enter the desired information into the Supplier Name field. Enter " ABCD SUPPLY% " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F3.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image After you enter your search parameters, you return to the View menu to run the query. Click the View menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F4.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image Point to Query By Example again. Click the Run menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F5.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image Click the Sites button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F6.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step Action area of the screen image Close the form. Click the X button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F7.html 1 1181865600 Record History Screen image of this step Action area of the screen image Click the Help > Record History menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F8.html 1 1181865600 Record History Screen image of this step Congratulations! You have completed the section on viewing a record's history. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000F9.html 1 1181865600 Record History Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000FA.html 1 1181865600 Using the Menu and Toolbar Screen image of this step You can click on this icon to add a new record. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000FB.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to open the Find form when using the find mode to perform a search. (This topic is covered later.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000FC.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to show the Navigator form . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000FD.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to save your work. Whenever you enter data you are automatically prompted to save your work upon exiting the form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000FE.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to switch from one responsibility to another without exiting the system. This function is only available if you go to the Navigator form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000000FF.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to print the screen. It is not recommended that you routinely print screens, but sometimes it may be necessary. In many cases, there are reports you can run that include the information from the transaction, so it usually is not necessary to print screens. (This topic is covered later.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000100.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to close the form. You can also close the form by clicking on the X in the upper right corner of the form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000101.html 1 1181865600 Using the Menu and Toolbar Screen image of this step The next three icons are Cut, Copy, and Paste. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000102.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to clear a record. Clearing a record does not delete the information from the system; it merely clears the fields on the form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000103.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to delete a record. This function is not always available. Very often, once you have created a record in the Integrated System, it cannot be deleted. Unlike clearing a record, deleting a record removes the information from the system. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000104.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to edit a field, if you are working in a field and need to or would like to see the entire field. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000105.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to add an attachment . (This topic is covered later.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000106.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Click on this icon to work with Folder tools. (This topic will be covered later.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000107.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Clicking on this icon will open a separate application for Oracle Help. Please do not use this help feature, as it is not customized to our use of the system at the University of Virginia. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000010F.html 1 1181865600 Using the Menu and Toolbar Screen image of this step There is a Toolbar with icons right below the Menu. These icons provide shortcuts for some of the most commonly used features on the menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000110.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Action area of the screen image See what functions are available from the File menu. Next, see the Edit menu. Click the Edit menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000117.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Action area of the screen image See what functions are available on the Edit menu. Next, click the View menu. Click the View menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000118.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Action area of the screen image See what functions are available on the View menu. Next, click the Folder menu. Click the Folder menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000119.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Action area of the screen image See what functions are available on the Folder menu. Next, click the Tools menu. Click the Tools menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000011A.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Action area of the screen image The Tools menu has different choices on the drop-down menu list, related specifically to the form within which you are working. Next, click the Window menu. Click the Window menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000011B.html 1 1181865600 Using the Menu and Toolbar Screen image of this step Action area of the screen image See what functions are available on the Window menu. Next, click the Help menu. Click the Help menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000011D.html 1 1181865600 Entering Data Screen image of this step Most of the time, fields that are gray (such as the Supplier Number field) are not editable by the user. These fields, with some exceptions, are automatically updated by the system when you save your work. There are a few gray fields into which you can enter data. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000011F.html 2 1181865600 Entering Data Screen image of this step This list does not have to be shortened because it is not that long. If you are required to shorten the list of values, you will be prompted to type in part of the name in the Find field at the top. You should use the wildcard character, % , because then you can enter only part of the name, or even just the first or first few letters of selection in the list. The list will be shortened according to how much information you enter in the Find field. If you enter only the wildcard character (%), as shown in this example, your search will not be limited at all. In some cases, this search (called a blind query ) could take a very long time. When possible you will want to enter part of the name and use one or more wildcard characters to help restrict the information. To view the list, use the scrollbars on the right, and select your choice from the list by simply clicking on it. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000120.html 1 1181865600 Entering Data Screen image of this step The rest of the address was entered for you. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000121.html 1 1181865600 Entering Data Screen image of this step Notice that another line is added in which you would be able to add another contact. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000122.html 1 1181865600 Entering Data Screen image of this step You can add as many sites as you want for a supplier. You add another record by clicking on the New icon on the toolbar after you have entered the required information. (A Richmond site will be added for you for this supplier.) Notice that the message line at the bottom tells you that you have applied and saved records. (The system will count the original supplier name, the one site that was added, and the contact information as individual records.) Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000123.html 1 1181865600 Entering Data Screen image of this step The supplier has been added, and a Supplier Number has been assigned. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000124.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step The search parameter has been entered for you, including the wildcard character. Press [Tab] . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000125.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step Action area of the screen image Click the ABCD SUPPLY COMPANY list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000126.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000129.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step You can press the down arrow on your keyboard to see any additional sites for this supplier. Press [Down] . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000012D.html 1 1181865600 Using the Find Mode to Search for Data Screen image of this step The other site appears. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000012F.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step You run the query by selecting Query By Example... Run from the View menu. However, if you want to see how many records will be retrieved based on the search parameters you entered for the query, you can select Count Matching Records before running the query. You will get a message at the bottom of the form indicating how many records will be retrieved. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000130.html 1 1181865600 Using the Query Mode to Search for Data Screen image of this step The first record that matched your query will appear. In this example, only one record matched the query, as indicated in the message. If your query returns more than one record it will be indicated in the message (i.e., Record: 1/5.) You could then see the other records by using the down arrow on your keyboard to go from one to the next. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000131.html 1 1181865600 Working with the Navigator Form Screen image of this step When you log into the Integrated System from the E-Business Suite homepage, you are taken directly to the function into which you select, and therefore, bypass the Navigator form for the responsibility. To return to the Navigator form for the responsibility, simply close the form you selected. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000132.html 1 1181865600 Working with the Navigator Form Screen image of this step You can expand the list either in its entirety, or partially. The single + sign next to a function indicates that there are sub-functions within that function. To see the sub-functions, you click on the function and then on the single + button on the left. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000133.html 1 1181865600 Working with the Navigator Form Screen image of this step You now have two functions on your Top Ten List. You can add up to ten. Next, see how to view documents that you have placed on the Navigator. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000136.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image Click the Documents tab. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000137.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image The Documents tab shows you documents that have been placed on the Navigator. By placing documents on the Navigator, you have easy access to the document, without having to perform a query or find it. Double-click the Purchase Order 313853 object. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000139.html 1 1181865600 Working with the Navigator Form Screen image of this step The document is opened. To close it, you click on the X in the upper right corner of the form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000013A.html 1 1181865600 Working with the Navigator Form Screen image of this step The List view button shows the documents that have been placed on the Navigator in a list. Next, see how to switch responsibilities from the Navigator. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000013D.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image Click the Switch Responsibility... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000013F.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000140.html 1 1181865600 Working with the Navigator Form Screen image of this step Action area of the screen image Click the UVA HRMS Timekeeper list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000143.html 1 1181865600 Working with the Navigator Form Screen image of this step The Navigator form for the responsibility you selected will appear. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000145.html 1 1181865600 Working with Attachments Screen image of this step Congratulations! You have completed the section on Working with Attachments. You have learned how to view existing attachments, add attachments, and delete attachments. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000146.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image Click the Attachments... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000148.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image Click the New button. Note: You will not have to do this step when you are adding the first attachment. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000014A.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image The Sequence, 20, and the category, Miscellaneous, have been entered for you. Enter the desired information into the Description field. Enter " example " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000014B.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image The Data Type field has a short list of values from which you can select the type of attachment. Click the Data Type button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000014C.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image Click the Short Text list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000014D.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000014F.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image You must save your work after completing all of the fields for the attachment. Click the Save button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000150.html 1 1181865600 Working with Attachments Screen image of this step To open the document, ensure that it is selected and click on the Open Document button. Next, see how to add another attachment to this form. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000151.html 1 1181865600 Working with Attachments Screen image of this step You use the paperclip icon on the toolbar to add or view an attachment. When the paperclip icon is shown with a piece of paper, the form already has an attachment. You can click on the icon to add another or to view the existing attachment. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000152.html 1 1181865600 Working with Attachments Screen image of this step Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000153.html 1 1181865600 Working with Attachments Screen image of this step When you choose either Short Text or Long Text as the Data Type for the attachment, you will enter the information in this window. In this example, the text has been entered for you. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000154.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image Next, you will learn how to delete an attachment. Select the attachment you want to delete. Click an entry in the row. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000155.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image Click the Delete button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000156.html 1 1181865600 Working with Attachments Screen image of this step Action area of the screen image Click the Attachment button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000157.html 1 1181865600 Working with Attachments Screen image of this step The attachment has been deleted. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000158.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Expand the list under Reports. Click the + Reports list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000159.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Congratulations! You have completed the section on Running Standard Processes and Reports in the Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000015A.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Double-click the Run list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000015B.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Single Request defaulted for you. Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000015C.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image View the List of Values for the Name of the Request. Click the ... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000015E.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Printed Requisitions Report has been selected for you. Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000160.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image The Requisition Number has been entered for you in the From and To fields. Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000161.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image When you are ready to run the process or report, you will submit it. Click the Submit button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000162.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image You must refresh the data on the form until you see that the phase is "Completed" . Click the Refresh Data button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000164.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image You can see the Output of the process or report. Sometimes you will be required to View Log , but most of the time you will choose to View the Output. Click the View Output button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000165.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Reports are most likely run as a Single Request . Processes may be Single Requests or Request Sets . Your module-specific training and documentation will identify when you should run certain Reports and Processes and whether they are Single Requests or Request Sets. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000166.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step The reports to which you have access are responsibility-specific. For example, if you have logged into the Integrated System as a UVA PO Purchaser the list of reports and processes you will be able to run are different from those that you will have access to if you log in as a UVA HRMS Timekeeper. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000167.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step The Parameter form for the Report or Process must be completed. The Parameters vary, depending on the Report or Process selected. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000016A.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image You have the ability to run reports or processes on a predetermined schedule. Next, see what options are available for scheduling reports and processes. Click the Schedule... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000016B.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image "As Soon as Possible" is the default, but you can also schedule the report or process to run once at a set time, on a periodic basis, or on specific days. Click the Once option. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000016C.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click the Periodically option. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000016D.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click the On Specific Days option. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000016E.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click the Cancel button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000016F.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click the Options... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000171.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click the Cancel button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000172.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step If you choose to the "Once" option, you have the ability to specify the date and time you want to run the job. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000175.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click in the Run At field. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000176.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click the ... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000177.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Action area of the screen image Click the Cancel button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000178.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step The list of values for any date field is the calendar. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000179.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step This option allows you to enter start and end date parameters and how often you want the report or process run. You can also save the schedule by checking the checkbox in the lower left corner of the form. You can then access the saved schedule by clicking on the Apply a Saved Schedule button when you run the process or report. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000017A.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step This option allows you to select the dates of the month or days of the week when you would like to run the process or report. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000017B.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step In the Notify the following people section you can enter a name of an individual to be notified of the action. In the Print the Output To section you can specify the printer to which you want the output printed and the number of copies you want. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000017C.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Your report will appear. You can print from this screen as well, even if you did not choose printing as an option upon completion. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000017D.html 1 1181865600 Working with Folder Tools Screen image of this step Action area of the screen image Click the Open Folder... button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000017E.html 1 1181865600 Working with Folder Tools Screen image of this step Congratulations! You have completed the section on Working with Folder Tools. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000017F.html 1 1181865600 Running Oracle Processes and Reports Screen image of this step Each module in the Integrated System contains standard processes and reports. These processes and reports are specific to the expansibility. In other words, if you are logged into the Integrated System as a UVA PO Purchaser, you will only see the reports and processes available to you under that responsibility. You will not see ALL standard processes and reports. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000186.html 1 1181865600 Working with Folder Tools Screen image of this step Action area of the screen image Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000187.html 2 1181865600 Working with Folder Tools Screen image of this step Action area of the screen image A list of values with any folders that were saved for public use will appear. You can use any of these folder definitions. At times, there are folders that have been created by either a central office or ISDS (Integrated System Deployment and Support) staff that you may be required to use or may be recommended. Such folders will be identified in the module-specific training. Click the PAYMENT VOUCHER list item. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000188.html 1 1181865600 Working with Folder Tools Screen image of this step When you open a different folder definition, the columns may be in a different order, widths of columns may be wider or smaller, and/or columns may be hidden or shown. The name of the folder you opened will appear next to the Open Folder icon. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000189.html 1 1181865600 Working with Folder Tools Screen image of this step Action area of the screen image Click the Folder menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000018B.html 1 1181865600 Working with Folder Tools Screen image of this step Action area of the screen image You may want to save a folder definition that you opened as your own folder definition. If you want to save a folder definition with a new name select Save As... from the Folder menu after opening the Folder definition you want to save. Click the Save As... menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000018D.html 2 1181865600 Working with Folder Tools Screen image of this step Action area of the screen image Click here for more information on using the Autoquery function. You can select Autoquery criteria and whether or not you want a saved folder definition to open as the default, and if you want a folder definition you saved to be public. For more information on Autoquery, click on the icon below. The Open as Default option will only apply to the last folder definition you specified to open as default. Β Β  Click the OK button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000018E.html 1 1181865600 Working with Folder Tools Screen image of this step If you click on the Show Field or Hide Field menu options you will see a list of values with the names of all of the fields (column headings). Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000191.html 1 1181865600 Working with Folder Tools Screen image of this step The Folder menu displays all of the options you have to customize the form. Some of the most commonly used tools allow you to show or hide fields, move fields to the left or right, and widen or shrink fields. To move a field or change a field (widen or shrink) you simply place your cursor in the field that you want to move or change and click on the desired option from the Folder menu. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000192.html 1 1181865600 The Integrated System Website Screen image of this step Since you selected Purchasing, you will see how data flows to and from the Purchasing module. The name of the module will appear at the top, and the module you selected will be highlighted in yellow. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000193.html 1 1181865600 Record History Screen image of this step You will see information about the record including when it was created and the user ID of the person who created it, as well as when the record was last updated and who updated it. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000194.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Notice that this responsibility has more than one page of functions. By clicking on Next 10 you would be able to see the next 10 functions. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000196.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Next you will learn how to add a website to your Favorites. Click the Edit Favorites button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000197.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image URL is an acronym that stands for Uniform Resource Locator which is basically the address of the website. Click the Add URL button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000198.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Enter the desired information into the Add URL field. Enter " UVA Website " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/00000199.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Enter the desired information into the URL field. Enter " www.virginia.edu " . Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000019A.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Apply button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000019C.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image The website has been added. Click the UVA Website link. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0000019D.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step The functions you have added will appear under your Favorites. You can easily access the function you have added from your favorites. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000001A1.html 1 1181865600 Customizing your E-Business Suite Homepage Screen image of this step Action area of the screen image Click the Back button. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000001A3.html 1 1181865600 Working with Folder Tools Screen image of this step This message will appear asking you to save as a private folder. You can do this, but you can not change a public folder and save the changes. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000001A4.html 1 1181865600 Using the Menu and Toolbar Screen image of this step When you click on the menu item, the menu appears below. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/000001A6.html 1 1181865600 Using the Menu and Toolbar Screen image of this step The Help menu appears. Again, it is important NOT to access online help from this menu, as this help is not customized to the system as we use it at UVa. Instead for online documentation and help, access the How Do I....? section of the Integrated System website. Next Step Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000002.html 10 1181865600 Logging in to the Integrated System Logging in to the Integrated System In this section you will learn how to log into and out of the Integrated System. You will also learn about the Navigator form and how to switch from one Integrated System responsibility to another without exiting the Integrated System. Steps: Before you log into the Integrated System, you will need to connect to the VPN (Virtual Private Network). It is not necessary to connect to the VPN if you are only logging into Employee Self Service or to the UVA Marketplace as a PO Shopper. The two icons below offer links to VPN support and instructions for connecting to the VPN. You can click on them now (before continuing) to view this information. Step 1 Next, see how to log into the Integrated System. Click the ENTER Integrated System Applications Here button. Step 2 This box contains the Integrated System News . Updates, important dates, and links to important information are included here. You should read the information in the System News box and then close it. Click the Close [X] button. Step 3 Click the Go! button. Step 4 Enter your Username and Password, and click on the Login button. Your username is your UVa computing ID, and your initial password should have been given to you by your supervisor. You have three attempts to log in successfully. If you forget your password, you can click on the Forgot your password? link, which will initiate a password reset process through your e-mail account. Step 5 When you log into the Integrated System, you will see several sections: Worklist includes notifications or items that require an action from you (approval, reapproval, etc.) The Navigator section is where you will see your list of active responsibilities. Click on the icon below now for important information regarding Integrated System responsibilities. Favorites is a section that you can customize for easy access to functions in the Integrated System or links to websites. You will learn how to set up favorites in a later section of the training. Step 6 Select an Integrated System responsibility. Click the UVA PO Purchaser link. Step 7 When you select a responsibility, you will see the list of all of the functions that are available for that responsibility. Click on the link for the function (or task) that you need to perform. Click the Vendor Adds link. Step 8 When you have selected the function, the form for that function will open. (In this example, you opened the Suppliers form by clicking on the Vendor Add function.) Step 9 Click on the X to close the form. When you close the form, you will return to the main navigator form for the responsibility, but will not exit the Integrated System. Click the X button. Step 10 This is the Navigator form for the responsibility. From this form you have access to all of the functions for the responsibility indicated at the top. These are the same set of functions that you saw on the E-Business Suite homepage for the responsibility. When you select the function from the E-Business Suite homepage, you bypass the Navigator form for the responsibility. From this form you can also switch responsibilities , and change your password . Documents, such as purchase orders, can also be saved to the navigator , and you can access those documents here by clicking on the Documents tab . You can expand or collapse the list of functions by clicking on the + or - buttons on the left. Step 11 Next, see how to switch responsibilities without exiting the Integrated System. Click the Switch Responsibility... button. Step 12 Click an entry in the list. Click on Β  UVA AP/PO Viewer . Step 13 Click the OK button. Step 14 The Navigator form for the responsibility UVA AP/PO Viewer will appear. Notice that the list of functions is different from the previous list. Step 15 Next, see how to sign out of the Integrated System. Click the Close [X] button. Step 16 Click the OK button. Step 17 Click the Close [X] button. Step 18 Click the Logout link. Step 19 Congratulations! You have completed the section on logging into and out of the Integrated System, how to use the navigator form for a responsibility, and how to switch responsibilities without exiting the Integrated System. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000005.html 3 1186963200 Changing Your Password Changing Your Password You must change your Integrated System password every 45 days. (If you only have the responsibility of Employee Self Service your password will not expire.) If you let your password expire, you will be prompted to change it when you log in, but you can change it before it expires. This section will show you how to change your password before it expires. Steps: To change your password, you must be in a form or at the navigator form of any responsibility. Click the Edit menu. Step 1 Point to the Preferences menu. Step 2 Click the Change Password... menu. Step 3 When you change your password, the password you enter must meet the criteria of a "strong password". Click on the icon below to view the definition of a "strong password" and for other important information about Integrated System passwords. Step 4 In this example the password fields have been entered for you. Click the OK button. Step 5 You can also change your password from the e-business Suite homepage. Step 6 Click the Preferences link. Step 7 You can change your password here, and click the Apply button when you have completed the three fields in the Change Password section. Step 8 Congratulations! You have completed the section on Changing Your Password. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000006.html 4 1181865600 Gaining Access to the Integrated System Gaining Access to the Integrated System In this section you will learn about important steps to gain access to the Integrated System. If you are taking this training, some of these steps have probably already been completed. Steps: Click the Getting Started button. Step 1 The first step is the assignment of responsibilities. Click on the icon below (before continuing) to read important information about responsibilities in the Integrated System. Step 2 Once it has been decided which responsibility(ies) will be assigned to you, your supervisor will need to submit a completed Integrated System Access Form that includes required signatures. Optionally, you may click on the icon below to open the IS Access Form now. Step 3 You will be required to read and sign the Electronic Access Agreement (also known as the Confidentiality Agreement) and turn it in to University Human Resources. Optionally, you may click on the icon below to open the Electronic Access Agreement Form now. Step 4 You are required to take training courses applicable to the responsibility you have been assigned. You can sign up for training courses through Employee Self Service (Learner Home) in the Integrated System. You also have the ability to check your assignment status by clicking on the check your assignment status link and entering your computing ID. If your name is not found or if no required training is listed, check with your supervisor to make sure the Optionally you may check your assignment status now by clicking on the icon below. Step 5 Information for preparing your desktop is available here, including links to Information Technology and Communication (ITC) for Virtual Private Network (VPN) and printer support, information about Oracle Discoverer (the Integrated System's reporting application), and information about passwords. Step 6 Once you have completed the required forms and training for a responsibility, you will see that responsibility added to your list when you log in to the Integrated System. Step 7 Congratulations! You have completed the section on gaining access to the Integrated System. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000007.html 6 1181865600 Customizing your E-Business Suite Homepage Customizing your E-Business Suite Homepage In this section you will learn how to add favorite functions from different responsibilities and how to add a URL to your Favorites list on the E-Business Suite homepage. Steps: Click the Edit Favorites button. Step 1 Click the button to the right of the Responsibility field. Step 2 Click the UVA HRMS Timekeeper list item. Step 3 Click the Go button. Step 4 The list of functions appears. All functions may not appear on the same page, so you might have to navigate to another page to see more functions. You can check as many boxes as you want. The functions you check will be listed in your favorites. Click the Submit Processes and Reports option. Step 5 Click the Entry/Validation/Approval option. Step 6 Click the Add button. Step 7 You can select another responsibility from the list. UVA PO Purchaser has been selected for you. Click the Go button. Step 8 Notice that this responsibility has more than one page of functions. By clicking on Next 10 you would be able to see the next 10 functions. Step 9 Click the Vendor Adds option. Step 10 Click the Add button. Step 11 You can add as many functions as you like, from different responsibilities or the same responsibility. You should only add those functions that you use the most, to make them easily accessible. After adding functions to the list of favorites, scroll down to the bottom to see the functions that will be displayed in your list of favorites. Step 12 You must apply the changes to save them. Click the Apply button. Step 13 The functions you have added will appear under your Favorites. You can easily access the function you have added from your favorites. Step 14 Next you will learn how to add a website to your Favorites. Click the Edit Favorites button. Step 15 URL is an acronym that stands for Uniform Resource Locator which is basically the address of the website. Click the Add URL button. Step 16 Enter the desired information into the Add URL field. Enter " UVA Website " . Step 17 Enter the desired information into the URL field. Enter " www.virginia.edu " . Step 18 Click the Apply button. Step 19 The website has been added. Click the UVA Website link. Step 20 Click the Back button. Step 21 Congratulations! You have completed the section on Customizing your E-business Suite homepage. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000008.html 9 1181865600 Using the Menu and Toolbar Using the Menu and Toolbar In this section you will learn what functions are available to you through the menu and the toolbar, and the uses of these functions in the Integrated System. Every function that you perform in the Integrated System is accessible through the menu which consists of the following choices: File, Edit, View, Folder, Tools, Window, and Help. Each of these menu choices has a drop-down list with choices. Not all choices on the menu will be available on every form, and some menu items (i.e., Tools) have different choices on the drop-down menu list, related specifically to the form within which you are working. Steps: When you click on the menu item, the menu appears below. Step 1 See what functions are available from the File menu. Next, see the Edit menu. Click the Edit menu. Step 2 See what functions are available on the Edit menu. Next, click the View menu. Click the View menu. Step 3 See what functions are available on the View menu. Next, click the Folder menu. Click the Folder menu. Step 4 See what functions are available on the Folder menu. Next, click the Tools menu. Click the Tools menu. Step 5 The Tools menu has different choices on the drop-down menu list, related specifically to the form within which you are working. Next, click the Window menu. Click the Window menu. Step 6 See what functions are available on the Window menu. Next, click the Help menu. Click the Help menu. Step 7 The Help menu appears. Again, it is important NOT to access online help from this menu, as this help is not customized to the system as we use it at UVa. Instead for online documentation and help, access the How Do I....? section of the Integrated System website. Step 8 There is a Toolbar with icons right below the Menu. These icons provide shortcuts for some of the most commonly used features on the menu. Step 9 You can click on this icon to add a new record. Step 10 Click on this icon to open the Find form when using the find mode to perform a search. (This topic is covered later.) Step 11 Click on this icon to show the Navigator form . Step 12 Click on this icon to save your work. Whenever you enter data you are automatically prompted to save your work upon exiting the form. Step 13 Click on this icon to switch from one responsibility to another without exiting the system. This function is only available if you go to the Navigator form. Step 14 Click on this icon to print the screen. It is not recommended that you routinely print screens, but sometimes it may be necessary. In many cases, there are reports you can run that include the information from the transaction, so it usually is not necessary to print screens. (This topic is covered later.) Step 15 Click on this icon to close the form. You can also close the form by clicking on the X in the upper right corner of the form. Step 16 The next three icons are Cut, Copy, and Paste. Step 17 Click on this icon to clear a record. Clearing a record does not delete the information from the system; it merely clears the fields on the form. Step 18 Click on this icon to delete a record. This function is not always available. Very often, once you have created a record in the Integrated System, it cannot be deleted. Unlike clearing a record, deleting a record removes the information from the system. Step 19 Click on this icon to edit a field, if you are working in a field and need to or would like to see the entire field. Step 20 Click on this icon to add an attachment . (This topic is covered later.) Step 21 Click on this icon to work with Folder tools. (This topic will be covered later.) Step 22 Clicking on this icon will open a separate application for Oracle Help. Please do not use this help feature, as it is not customized to our use of the system at the University of Virginia. Step 23 Congratulations! You have completed the section on Using the Menu and Toolbar. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000009.html 11 1181865600 Entering Data Entering Data The Integrated System has several different kinds of fields into which you enter data, including free-form fields , list of value fields , and drop-down lists . The Integrated System also includes fields called "Flex fields" , as well as checkboxes, Β  buttons, and tabs . In this section you will learn how to enter data into fields in the Integrated System. For this section, you will be working in the Vendor Add Form, which is part of the Purchasing and Accounts Payable modules. Steps: This is an example of a free-form field, into which you can enter anything -- alpha or numeric characters. Generally, there are naming conventions involved when you are entering data, however, so be sure to follow the guidelines for entering the data for the particular form in which you are working. Required fields are yellow. The system will not allow you to move on if you leave a required field incomplete. Enter the desired information into the Supplier Name field. Enter " ABCD SUPPLY COMPANY " . Step 1 Enter the desired information into the Taxpayer ID field. Enter " 987654321 " . Step 2 Most of the time, fields that are gray (such as the Supplier Number field) are not editable by the user. These fields, with some exceptions, are automatically updated by the system when you save your work. There are a few gray fields into which you can enter data. Step 3 Click in the Type field. Step 4 The ellipsis (...) indicates that the field is a list of values field. This means that the data you enter into this field must be selected from a list. If you click on the ellipsis button you will open the list, although you can also type directly in the field. If the list is very long, you will be asked to shorten the list. Click the ... button. Step 5 This list does not have to be shortened because it is not that long. If you are required to shorten the list of values, you will be prompted to type in part of the name in the Find field at the top. You should use the wildcard character, % , because then you can enter only part of the name, or even just the first or first few letters of selection in the list. The list will be shortened according to how much information you enter in the Find field. If you enter only the wildcard character (%), as shown in this example, your search will not be limited at all. In some cases, this search (called a blind query ) could take a very long time. When possible you will want to enter part of the name and use one or more wildcard characters to help restrict the information. To view the list, use the scrollbars on the right, and select your choice from the list by simply clicking on it. Step 6 "Supplier" has been selected for you from the list. Click the OK button. Step 7 When you click on a button, you open up a different, but related, form. In this case, the Sites button will open up a sites form , where you enter the site information for the vendor. Click the Sites button. Step 8 Enter the desired information into the Site Name field. Enter " charlottesville " . Step 9 The rest of the address was entered for you. Step 10 This is a checkbox. Checkboxes work as toggle on/off, and always give you the ability to select more than one checkbox. Click the Purchasing option. Step 11 General and Contacts are Tabs on this form. Tabs give you alternative regions , where one part of the form will be static, but each Tab opens up a different region in which you enter other relevant information that pertains to the static part of the form. Click the Contacts tab. Step 12 Contact information has been entered for you. You can enter additional contacts by adding another record. Click the New button. Step 13 Notice that another line is added in which you would be able to add another contact. Step 14 Click in the Site Name field. Step 15 Click the New button. Step 16 Click the Yes button. (This will save the contact information you added.) Step 17 You can add as many sites as you want for a supplier. You add another record by clicking on the New icon on the toolbar after you have entered the required information. (A Richmond site will be added for you for this supplier.) Notice that the message line at the bottom tells you that you have applied and saved records. (The system will count the original supplier name, the one site that was added, and the contact information as individual records.) Step 18 There are also fields called descriptive flex fields that are fields that are specific to UVa. Flexfields are identifiable by the brackets that are around them. Click in the [ ] field. Step 19 Sometimes you will enter information into the flexfield, and sometimes the flexfield will show you information that has been entered either centrally or by someone else. In this example, no information was entered for this supplier, but this flexfield is used to show the vendor's eVA status, which is specific to UVa. Click the Cancel button. Step 20 Close the form. Click the X button. Step 21 The supplier has been added, and a Supplier Number has been assigned. Step 22 Congratulations! You have completed the section on Entering Data into the Integrated System. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0500000A.html 4 1181865600 Using the Find Mode to Search for Data Using the Find Mode to Search for Data In this section you will learn how to use the Find Mode to search for data in the Integrated System. Steps: You are going to find the supplier, ABCD Supply Company, that was entered in the last section. When you are looking for data, you go to the function where the data is entered (i.e., if you were looking for a payment voucher, you would click on Payment Voucher.) In this case, since we are looking for a vendor, we go to the Vendor Adds function. Double-click the Vendor Adds list item. Step 1 Click the Find... button. Step 2 When you click on the Find button, a separate form will open, in this case, the "Find Suppliers" form. The find mode gives you a separate form in which you can enter your search parameters. You can enter as many or as few search parameters as you want, but the more you enter, the more restricted your search will be. You can use the wildcard character, %, as applicable. Enter the desired information into the Supplier Name field. Enter " ABCD SUPPLY% " . Step 3 Notice that the supplier name will appear based on the search parameter you typed in the Supplier Name field. If there is only one name that matches what you entered in the search, some basic information will appear automatically after you enter the search parameters. If your search matches more than one item in the list of values, another window will open with a list of those that matched your search. Click on the arrows icon below if you would like to see an example of this. Otherwise, continue by clicking on the Find button. Click the Find button. Step 4 You can view the sites for the supplier. Click the Sites button. Step 5 You can press the down arrow on your keyboard to see any additional sites for this supplier. Press [Down] . Step 6 The other site appears. Step 7 Congratulations! You have completed the section on Using the Find Mode to search for data in the Integrated System. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0500000C.html 5 1181865600 Working with Folder Tools Working with Folder Tools Folder Tools enable you to customize forms to meet your individual needs. You can move fields, shorten or lengthen the width of fields, and hide or show fields. Steps: Click the Open Folder... button. Step 1 A list of values with any folders that were saved for public use will appear. You can use any of these folder definitions. At times, there are folders that have been created by either a central office or ISDS (Integrated System Deployment and Support) staff that you may be required to use or may be recommended. Such folders will be identified in the module-specific training. Click the PAYMENT VOUCHER list item. Step 2 Click the OK button. Step 3 When you open a different folder definition, the columns may be in a different order, widths of columns may be wider or smaller, and/or columns may be hidden or shown. The name of the folder you opened will appear next to the Open Folder icon. Step 4 Click the Folder menu. Step 5 The Folder menu displays all of the options you have to customize the form. Some of the most commonly used tools allow you to show or hide fields, move fields to the left or right, and widen or shrink fields. To move a field or change a field (widen or shrink) you simply place your cursor in the field that you want to move or change and click on the desired option from the Folder menu. Step 6 If you click on the Show Field or Hide Field menu options you will see a list of values with the names of all of the fields (column headings). Step 7 You may want to save a folder definition that you opened as your own folder definition. If you want to save a folder definition with a new name select Save As... from the Folder menu after opening the Folder definition you want to save. Click the Save As... menu. Step 8 You can select Autoquery criteria and whether or not you want a saved folder definition to open as the default, and if you want a folder definition you saved to be public. For more information on Autoquery, click on the icon below. The Open as Default option will only apply to the last folder definition you specified to open as default. Β Β  Click the OK button. Step 9 This message will appear asking you to save as a private folder. You can do this, but you can not change a public folder and save the changes. Step 10 Congratulations! You have completed the section on Working with Folder Tools. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0500000D.html 1 1181865600 Record History Record History In this section you will learn how to use Record History to view information about a record, including the person (identified by User ID) who created and/or updated a record. Steps: Click the Help > Record History menu. Step 1 You will see information about the record including when it was created and the user ID of the person who created it, as well as when the record was last updated and who updated it. Step 2 Click the OK button. Step 3 Congratulations! You have completed the section on viewing a record's history. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/0500000E.html 10 1181865600 Running Oracle Processes and Reports Running Oracle Processes and Reports In this section, you will learn how to access, run, and view standard Oracle Processes and Reports. There is another application, Oracle Discoverer , in which there are many other reports. In Oracle Discoverer you have the ability to run and view pre-defined reports from the database as well as create your own reports. There are two classes offered to help with using Discoverer: ODS Viewer will help you learn how to run and view pre-defined reports in Discoverer; ODS2 will help you learn how to create your own reports. Oracle Discoverer is not covered in this course. Steps: Each module in the Integrated System contains standard processes and reports. These processes and reports are specific to the expansibility. In other words, if you are logged into the Integrated System as a UVA PO Purchaser, you will only see the reports and processes available to you under that responsibility. You will not see ALL standard processes and reports. Step 1 Expand the list under Reports. Click the + Reports list item. Step 2 Double-click the Run list item. Step 3 Reports are most likely run as a Single Request . Processes may be Single Requests or Request Sets . Your module-specific training and documentation will identify when you should run certain Reports and Processes and whether they are Single Requests or Request Sets. Step 4 Single Request defaulted for you. Click the OK button. Step 5 View the List of Values for the Name of the Request. Click the ... button. Step 6 The reports to which you have access are responsibility-specific. For example, if you have logged into the Integrated System as a UVA PO Purchaser the list of reports and processes you will be able to run are different from those that you will have access to if you log in as a UVA HRMS Timekeeper. Step 7 Printed Requisitions Report has been selected for you. Click the OK button. Step 8 The Parameter form for the Report or Process must be completed. The Parameters vary, depending on the Report or Process selected. Step 9 The Requisition Number has been entered for you in the From and To fields. Click the OK button. Step 10 You have the ability to run reports or processes on a predetermined schedule. Next, see what options are available for scheduling reports and processes. Click the Schedule... button. Step 11 "As Soon as Possible" is the default, but you can also schedule the report or process to run once at a set time, on a periodic basis, or on specific days. Click the Once option. Step 12 If you choose to the "Once" option, you have the ability to specify the date and time you want to run the job. Step 13 Click in the Run At field. Step 14 Click the ... button. Step 15 The list of values for any date field is the calendar. Step 16 Click the Cancel button. Step 17 Click the Periodically option. Step 18 This option allows you to enter start and end date parameters and how often you want the report or process run. You can also save the schedule by checking the checkbox in the lower left corner of the form. You can then access the saved schedule by clicking on the Apply a Saved Schedule button when you run the process or report. Step 19 Click the On Specific Days option. Step 20 This option allows you to select the dates of the month or days of the week when you would like to run the process or report. Step 21 Click the Cancel button. Step 22 Click the Options... button. Step 23 In the Notify the following people section you can enter a name of an individual to be notified of the action. In the Print the Output To section you can specify the printer to which you want the output printed and the number of copies you want. Step 24 Click the Cancel button. Step 25 When you are ready to run the process or report, you will submit it. Click the Submit button. Step 26 You must refresh the data on the form until you see that the phase is "Completed" . Click the Refresh Data button. Step 27 You can see the Output of the process or report. Sometimes you will be required to View Log , but most of the time you will choose to View the Output. Click the View Output button. Step 28 Your report will appear. You can print from this screen as well, even if you did not choose printing as an option upon completion. Step 29 Congratulations! You have completed the section on Running Standard Processes and Reports in the Integrated System. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000010.html 5 1181865600 Using the Query Mode to Search for Data Using the Query Mode to Search for Data In this section you will learn how to search for data in the Integrated System by performing a query. Steps: Like using the Find mode, when you are performing a query to look for data, you go to the function where the data is entered (i.e., if you were looking for a payment voucher, you would click on Payment Voucher.) In this case, since we are looking for a vendor, we go to the Vendor Adds function. Double-click the Vendor Adds list item. Step 1 Click the View menu. Step 2 Point to Query By Example . Click the Enter menu. Step 3 When performing a query, you use the actual form to enter your search parameters, unlike using the Find Mode, which opens up a separate form. However, like using the Find Mode, you can enter as many search parameters as you like, and the more parameters you enter, the more restrictive your search will be. Enter the desired information into the Supplier Name field. Enter " ABCD SUPPLY% " . Step 4 After you enter your search parameters, you return to the View menu to run the query. Click the View menu. Step 5 You run the query by selecting Query By Example... Run from the View menu. However, if you want to see how many records will be retrieved based on the search parameters you entered for the query, you can select Count Matching Records before running the query. You will get a message at the bottom of the form indicating how many records will be retrieved. Step 6 Point to Query By Example again. Click the Run menu. Step 7 The first record that matched your query will appear. In this example, only one record matched the query, as indicated in the message. If your query returns more than one record it will be indicated in the message (i.e., Record: 1/5.) You could then see the other records by using the down arrow on your keyboard to go from one to the next. Step 8 Click the Sites button. Step 9 Close the form. Click the X button. Step 10 Congratulations! You have completed the section on using the Query Mode to search for Data in the Integrated System. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000012.html 5 1181865600 Working with the Navigator Form Working with the Navigator Form You can use the navigator form within a responsibility to switch responsibilities, or go to another function or a saved document within the same responsibility. You can also create a "Top Ten List" on the Navigator. In this section you will learn about the Navigator form Steps: When you log into the Integrated System from the E-Business Suite homepage, you are taken directly to the function into which you select, and therefore, bypass the Navigator form for the responsibility. To return to the Navigator form for the responsibility, simply close the form you selected. Step 1 You can expand the list either in its entirety, or partially. The single + sign next to a function indicates that there are sub-functions within that function. To see the sub-functions, you click on the function and then on the single + button on the left. Step 2 You can expand the list either in its entirety, or partially. The single + sign next to a function indicates that there are sub-functions within that function. The double + sign is the Expand All button, which will show you the entire list of functions and sub-functions for the responsibility. Click the Expand All button. Step 3 You can also add functions to a Top Ten List. This allows you to organize your frequently used functions for easy access. Unlike the customized E-Business Suite Homepage, however, you cannot add functions from multiple responsibilities to a Top Ten List on the Navigator. Click the Vendor Adds list item. Step 4 Click the Add to List button. Step 5 Click the Payment Voucher list item. Step 6 Click the Add to List button. Step 7 You now have two functions on your Top Ten List. You can add up to ten. Next, see how to view documents that you have placed on the Navigator. Step 8 Click the Documents tab. Step 9 The Documents tab shows you documents that have been placed on the Navigator. By placing documents on the Navigator, you have easy access to the document, without having to perform a query or find it. Double-click the Purchase Order 313853 object. Step 10 The document is opened. To close it, you click on the X in the upper right corner of the form. Step 11 The List view button shows the documents that have been placed on the Navigator in a list. Next, see how to switch responsibilities from the Navigator. Step 12 Click the Switch Responsibility... button. Step 13 Click the UVA HRMS Timekeeper list item. Step 14 Click the OK button. Step 15 The Navigator form for the responsibility you selected will appear. Step 16 Congratulations! You have completed the section on Working with the Navigator Form. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000014.html 6 1181865600 The Integrated System Website The Integrated System Website This section will give you an overview of the Integrated System Website, including the Getting Started information, and how to access help documents in the How Do I...? section, and other resources for help when using the Integrated System. You will also see how to view the IS Interfaces and Data Flow , which is an interactive tool that explains how the various modules in the Integrated System are inter-related and work together. Steps: The Integrated System website is the starting point for accessing the Integrated System. The website also provides you with valuable information about the Integrated System, as well as links to related information. Step 1 The Getting Started button will lead you to important information such obtaining access to the Integrated System, IS responsibilities, preparing your desktop, and registering for training. You can also print out an Integrated System Access Form, which is the form that must be signed by the employee's supervisor and the department's Data Security Contact (DSC), and ultimately gives employees access to the system. This section is described in detail in the section of the training called "Gaining Access to the Integrated System". Step 2 The How Do I...? section is where you find online help documentation, as well as PDF files of the student guides used in Integrated System training classes. This section is described in detail in the section of the training called "Getting Help in Using the Integrated System" . Step 3 Click the Finance Links button. You will see links to finance-related offices at UVa, such as the University Comptroller and the Office of Sponsored Programs as well as links to other financial documents and information. Step 4 Click the HR/Payroll Links button. You will see links to HR/Payroll offices at UVa and University Human Resources, as well as links to other HR/Payroll Information. Step 5 Click the Reports button. You will see links to information on Reports and Oracle Discoverer , which is the reporting tool that is used with the Integrated System. Step 6 Click the Forms button. You will see links to Integrated System-related forms including forms for Grants Accounting, Purchasing, and the Integrated System Access form. Step 7 IS Interfaces & Data Flow is an interactive tool to help you understand how data flows between and among the different modules in the Integrated System. In this example, take a look at the purchasing module and see how it interacts with Accounts Payable and other modules. Click the IS Interfaces & Data Flow link. Step 8 Double-click the Purchasing object. Step 9 Since you selected Purchasing, you will see how data flows to and from the Purchasing module. The name of the module will appear at the top, and the module you selected will be highlighted in yellow. Step 10 You can click on any highlighted box to change the view and see how the data flows to and from that module. Click the Accounts Payable link. Step 11 Now you can see how data flows to and from the Accounts Payable module. Step 12 There are many other Quick Links with valuable information which you can view as needed and at your convenience. Step 13 Congratulations! You have completed the section on the Integrated System Website. If you would like to go to the website now, click on the light bulb below. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000017.html 4 1181865600 Overview of the Integrated system Overview of the Integrated system In this section you will receive a basic overview of the Integrated System and learn how employees at the University of Virginia use the system. Steps: The Integrated System (IS) at the University of Virginia is group of integrated software applications, also called an Enterprise Resource Planning (ERP) system, from Oracle Corporation . Since the software is customized to meet our needs at the University of Virginia, and since it includes inter-related modules or applications, it is referred to as The Integrated System. The Financial modules (applications) of the ERP were implemented in July 2001, and the Human Resources and Payroll modules were implemented in October 2002. At this time, the Integrated System is used for the administration of fiance and human resources only. However, the Integrated System will also interface with the Jobs@UVa system, the treasury system, as well as the Student System, all currently in the development stages. Click on the icon below to read about the advantages of having an Integrated System. Step 1 Some employees use the Integrated System to perform financial functions like purchasing, grants accounting, and accounting for fixed assets. Human Resources functions in the Integrated System include timekeeping, payroll processing, hiring and terminating employees, maintaining employee records, and labor distribution. Step 2 All UVa employees use the Integrated System to access payroll information via the online Payslip . The Payslip is accessible through Employee Self Service , which is a separate responsibility in the Integrated System. You can click on the icon below now if you want to see information regarding the UVa online Payslip, including a tutorial on how to access and read your payslip. Using the responsibility Employee Self Service, employees can also view, and in some cases change, their personal information (such as phone numbers and address), as well as bank information. Employees can also sign up for training classes by accessing Learner Home in Employee Self Service. Step 3 You can access the Integrated System via the internet using Internet Explorer. The website address for the Integrated System is: www.virginia.edu/integratedsystem Step 4 Congratulations! You have completed this section. Next, learn about the Integrated System website and other related resources you can access from the website. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000021.html 5 1181865600 Getting Help in Using the Integrated System Getting Help in Using the Integrated System In this section you will learn how to access the documentation in the How Do I...? section and other resources for help when using the Integrated System. Steps: Click the How Do I ...? button. Step 1 You will see lists of modules separated into three categories: Finance, HR/Payroll, and General. Under the section How Do I Get Help? you will find the Integrated System Customer Support Center telephone number and hours. Step 2 Select the module for which you need help. Click the Payroll link. Step 3 When you select the module, the responsibilities that have access to that module will be listed. Click the HRMS Timekeeper link. Step 4 When you select a responsibility, you will see the Desk Manual for that responsibility. The Desk Manual includes Procedures, Navigation Instructions, and sometimes Reference Documents or other documents. Procedures are business processes. They include one or more Navigation Instructions which provide step-by-step instructions for completing tasks in the Integrated System. Step 5 You will also see a link to Student Guides. Student Guides are PDF files of the actual training manuals used in instructor-led classes that you can view or print. If you hold your cursor over the link, you will see a list of the modules in the Integrated System. You can click on the name of the module and then click on the Student Guide you want to see or print. Next you will see how to view a Navigation Instruction . Step 6 Click the Time Management - Entering Time for Salaried Employees link. Step 7 When you select a Navigation Instruction , you will see step-by-step instructions for completing the task in the Integrated System. There are is also a link to the Procedure , when applicable, and sometimes there are links to reference documents in the Navigation Instruction. When you are finished viewing an online Navigation Instruction, you can simply close it by clicking on the x in the upper right-hand corner and you will go back to the Desk Manual for the responsibility you selected. Step 8 Congratulations! You have completed the section on how to access resources for help in using the Integrated System. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/05000028.html 5 1181865600 Working with Attachments Working with Attachments There are times that you need to attach additional information to forms in the Integrated System. You have the ability to attach text, files, or website links to forms. In this section you will learn how to open an attachment and add an attachment. Steps: You use the paperclip icon on the toolbar to add or view an attachment. When the paperclip icon is shown with a piece of paper, the form already has an attachment. You can click on the icon to add another or to view the existing attachment. Step 1 Click the Attachments... button. Step 2 To open the document, ensure that it is selected and click on the Open Document button. Next, see how to add another attachment to this form. Step 3 Click the New button. Note: You will not have to do this step when you are adding the first attachment. Step 4 The Sequence, 20, and the category, Miscellaneous, have been entered for you. Enter the desired information into the Description field. Enter " example " . Step 5 Step 6 The Data Type field has a short list of values from which you can select the type of attachment. Click the Data Type button. Step 7 Click the Short Text list item. Step 8 Click the OK button. Step 9 When you choose either Short Text or Long Text as the Data Type for the attachment, you will enter the information in this window. In this example, the text has been entered for you. Step 10 You must save your work after completing all of the fields for the attachment. Click the Save button. Step 11 Next, you will learn how to delete an attachment. Select the attachment you want to delete. Click an entry in the row. Step 12 Click the Delete button. Step 13 Click the Attachment button. Step 14 The attachment has been deleted. Step 15 Congratulations! You have completed the section on Working with Attachments. You have learned how to view existing attachments, add attachments, and delete attachments. Table of Contents Start Topic http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/I0200001D.html 2 1181865600 Infoblock When you are ready to begin the training, select the first topic, Overview of the Integrated System in the Introduction to the Integrated System Section, and click on the "Try It" playback mode. This will load the topic and you can begin the online training. The first time you take the training it is recommended that you play the topics in the order they appear in the outline. Thereafter you can return to the training and review individual topics without repeating the entire course. This course consists of four sections with the following headings: 1) Introduction to the Integrated System; 2) Basic Navigation; 3) Advanced Navigation; and 4) Reports. To expand the list of topics in each section, you must click on the section heading. In the training you will sometimes see an icon with a light bulb or something similar. When you click on this icon, you will be prompted to open either a document or a website. It is safe to open these outside links, and it is important that you do so, as they contain very important and useful information. After reviewing the information you can simply close the website or the document, and you will be returned to the training. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/I02000059.html 1 1181865600 Infoblock The Integrated System is an enterprise resource planning system (ERP), a group of inter-related software applications used for the administration of finance and human resources. The software for this system was developed by Oracle Corporation. Since the software is customized to meet our needs at the University of Virginia, and since it includes inter-related modules or applications, it is referred to as The Integrated System. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/I0200009B.html 1 1181865600 Infoblock A responsibility is a predefined set of data, menus, and forms that defines your particular level of authority and what forms and information you have access to while using the Integrated System. All individuals who will use the Integrated System must be assigned one or more responsibilities in order to gain access to the system. Responsibilities are often hierarchical, so seldom does an individual require more than one for a given Integrated System application. Training is responsibility-based. Integrated System Navigation and Overview is a prerequisite for all responsibilities, with the exception of ODS Specialist and all financial application Viewer responsibilities. Table of Contents Press Alt + Left Arrow to return to the previous page http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/contents.html 2 1181865600 Integrated System Navigation and Overview Integrated System Navigation and Overview Table of Contents Concept Concept Introduction to the Integrated System Overview of the Integrated system The Integrated System Website Gaining Access to the Integrated System Getting Help in Using the Integrated System Basic Navigation Logging in to the Integrated System Changing Your Password Using the Menu and Toolbar Entering Data Using the Find Mode to Search for Data Using the Query Mode to Search for Data Record History Advanced Navigation Customizing your E-Business Suite Homepage Working with Folder Tools Working with the Navigator Form Working with Attachments Reports Running Oracle Processes and Reports Keyword Index http://www.virginia.edu/integratedsystem/gettingStarted/B8291170/keywords.html 0.5 1181865600 Integrated System Navigation and Overview Integrated System Navigation and Overview Keyword Index oracle Running Oracle Processes and Reports Table of Contents http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralar.html 44 1177286400 Central AR Resp Responsibilities Index Registration Information Responsibilities for Central Accounts Receivable Users TABLE OF CONTENTS • AR Billing Specialist • AR Receipts Specialist • AR Collections Specialist • AR Printing Specialist • AR AutoInvoice Manager • AR Manager • AR Administrator AR Billing Specialist (in Central Departments) The AR Billing Specialist responsibility is assigned to individuals who are authorized to create and maintain customers, create transactions, and input/review accounting distributions. In the new system, receipt application and collection tasks will be performed by a central administrative unit. Specific functions the AR Billing Specialist has access to within the Integrated System include: View Integrated System Accounts Receivable information Run reports Create and maintain customers (sites, contracts, terms, etc.) Create transactions (invoices, credit memos, etc.) Input/review accounting distributions The following courses are required: Integrated System Navigation and Overview AR1: Accounts Receivable Departments AR3: Accounts Receivable Central - Part 1 AR4: Accounts Receivable Central - Part 2 Registration Information BACK TO TOP AR Receipts Specialist The AR Receipts Specialist responsibility is assigned to individuals requiring access to the menus, processes, functions, and reports related to receipts. This responsibility will not have update access to transactions or collections functionality or to managerial level processes such as interfaces. The specific functions to which the AR Receipts Specialist will have access within the Integrated System include: View OAR information and run reports Create and maintain customers (sites, terms, etc.) Enter and apply cash receipts Create bank deposit slips The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR Collections Specialist The AR Collections Specialist responsibility is assigned to individuals requiring access to the menus, processes, functions, and reports related to collections. This responsibility will not have update access to transactions or receipts functionality or to managerial level processes such as interfaces. The specific functions to which the AR Collections Specialist will have access within the Integrated System include: View OAR information and run reports Create and maintain customers (sites, terms, etc.) Maintain collection documentation and history Collect delinquent accounts The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR Printing Specialist The AR Printing Specialist responsibility is assigned to individuals who will have access only to the print function which allows printing of invoices, credit memos, debit memos, etc. The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR AutoInvoice Manager The AR AutoInvoice Manager responsibility is assigned to individuals requiring update access only to the autoinvoice interface function. The specific functions to which the AR AutoInvoice Manager will have access within the Integrated System include: View OAR information and run reports Run autoinvoice interface processes for OGM generated transactions The following courses are required: Integrated System Navigation and Overview AR6: Accounts Receivable AutoInvoice Registration Information BACK TO TOP AR Manager The AR Manager responsibility is assigned to individuals in the central Accounts Receivable Department who will have access to all system menus, processes, functions, and reports except for system setups. Specific functions to which the AR Manager will have access within the Integrated System include: Print and mail customer invoices and dunning letters Create and approve adjustments to OAR Initiate interfaces to other Integrated System applications Coordinate OAR open/closed periods with OGL Create and maintain customers Create and maintain transactions (invoices, credit memos, etc.) Enter and apply cash receipts Create bank deposits Maintain collection documentation and history Collect delinquent accounts Run autoinvoice interface processes for OGM-generated transactions The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR Administrator The AR Administrator responsibility is assigned with procedural limitations to individuals in the central Accounts Receivable Department requiring access to all application menus, processes, functions, and reports for technical maintenance. The specific functions to which the AR Administrator will have access within the Integrated System include: Print and mail customer invoices and dunning letters Create and approve adjustments to OAR Initiate interfaces to other Integrated System applications Coordinate OAR open/closed periods with OGL Create and maintain customers Create and maintain transactions (invoices, credit memos, etc.) Enter and apply cash receipts Create bank deposits Maintain collection documentation and history Collect delinquent accounts Run autoinvoice interface processes for OGM-generated transactions Maintain AR module set-ups The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central AR5: Accounts Receivable Administration ARv: Accouncts Receivable Viewer Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralbudget.html 22 1177286400 Central Budget Resp Responsibilities Index Registration Information Responsibilities for Central Budget Users TABLE OF CONTENTS • UBO Budget Developer UBO Budget Developer UBO Budget Developer is assigned to the appropriate individuals in the University Budget Office. These users will have access to the budget forms for entering, updating, or deleting revenue and expenditure budget information as well as access to additional fields and/or screens to make necessary changes to additions to data already loaded in the budget forms. These users will also have access to concurrent programs developed for loading files into the Budget Development table. Assignment of this responsibility requires the approval of the Budget Director. The following courses are required: Integrated System Navigation and Overview BD2: Budget Development for University Budget Office Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralcm.html 22 1177286400 Central Cash Management Resp Responsibilities Index Registration Information Responsibilities for Central Cash Management Users TABLE OF CONTENTS • CM Bank Reconciliation Accountant CM Bank Reconciliation Accountant The CM Bank Reconciliation Accountant is assigned to individuals who are authorized to reconcile the University's bank accounts, archive and purge reconciled statements, and coordinate research for unreconciled items. This responsibility may oversee the bank interface table and data transfers. Specific functions the CM Bank Reconciliation Account has access to within the Integrated System include: Bank reconciliation Bank reconciliation interface View receipts data View payments data Run resports The following courses are required: Integrated System Navigation and Overview CM1:Cash Management Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralfa.html 28 1177286400 Central Fixed Assets Resp Responsibilities Index Registration Information Responsibilities for Central Fixed Assets Users TABLE OF CONTENTS • FA Administrator • FA Plant Funds Manager • FA Specialist • FA Self-Service FA Administrator This responsibility, available for the Manager of Property Accounting and the ETF Coordinator, will have access to all forms and buttons except Setup. The following courses are required: Integrated System Navigation and Overview FA: Central Departments User Registration Information BACK TO TOP FA Plant Funds Manager This responsibility, available for users in the Investment and Tax Services Office, will have access to all basic transactions and mass additions capability except setup, inventory, and the "Run Depreciation" function. This user's primary role is management of capital construction assets. The following courses are required: Integrated System Navigation and Overview FA: Central Departments User Registration Information BACK TO TOP FA Specialist This responsibility, available for users in Property Accounting and designated property managers at U.Va. Wise and Southwest Virginia Higher Education Center, will have access to basic transactions and inventory functions. They will not have access to Fixed Assets Setup and Depreciation functions. This user's primary role is equipment management. The following courses are required: Integrated System Navigation and Overview FA: Central Departments User Registration Information BACK TO TOP FA Self-Service This responsibility is automatically assigned to everyone with a Fixed Assets responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralgl.html 40 1177286400 Central General Ledger Resp Responsibilities Index Registration Information Responsibilities for Central General Ledger Users TABLE OF CONTENTS • GL Accountant • GL Accounting Manager • GL Administrator • GL Budget Specialist • GL Financial Reporting Administrator • GL Financial Reporting Viewer • AR/CM/GL/GM Closing GL Accountant The GL Accountant responsibility is assigned to central GL accounting personnel authorized to perform the basic General Ledger responsibilities within Financial Administration. The specific functions to which the GL Accountant will have access within the Integrated System include: Create journal entries Approve journal entries Import and post entries View GL information and create reports Generate mass allocations and recurring journals The following courses are required: Integrated System Navigation and Overview GL1: General Ledger All Users GL3: General Ledger: Maintenance - Basic Registration Information BACK TO TOP GL Accounting Manager The GL Accounting Manager responsibility is assigned to central GL accounting personnel authorized to create, import or approve any journal entry. These individuals will have access to inquiry and reporting capabilities to facilitate reconciliation of selected General Ledger accounts and coordination of posting activity within the year-end adjustment period. The specific functions to which the GL Accounting Manager will have access within the Integrated System include: Create journal entries Approve journal entries Import and post entries View GL information and create reports Define and generate mass allocations and recurring journal entries Coordinate year-end adjustment period activities The following courses are required: Integrated System Navigation and Overview GL1: General Ledger All Users GL3: General Ledger: Maintenance - Basic Registration Information BACK TO TOP GL Administrator The GL Administrator responsibility is assigned to central GL users with the highest level of General Ledger responsibility within Financial Administration. The specific functions to which the GL Administrator will have access within the Integrated System include: Create journal entries Approve journal entries Import and post entries View GL information and create reports Define and generate mass allocations and recurring journal entries Coordinate year-end adjustment period activities Establish processing schedules Complete period and year-end closes Coordinate year-end adjustment period activities The following courses are required: Integrated System Navigation and Overview GL1: General Ledger All Users GL3: General Ledger: Maintenance - Basic GL5: General Ledger Setup Registration Information BACK TO TOP GL Budget Specialist GL Budget Specialist is assigned to users in the University Budget Office. In addition to the responsibilities defined for the GL Specialist, this responsibility will also allow these users to create budgets and budget organizations and to enter budget journal entries. Assignment of this responsibility requires the approval of the Budget Director. Training is provided as needed. Registration Information BACK TO TOP GL Financial Reporting Administrator The Financial Reporting Administrator responsibility is assigned to central GL users with the highest level of General ledger responsibility within Financial Reporting. This responsibility points to the second set of books that will be used for financial Reporting. Users assigned this responsibility will be in charge of consolidation of financial information into the second set of books. This responsibility will have access to all menus of a GL Administrator level as well as the Consolidation menus. Training is provided as needed. Registration Information GL Financial Reporting Viewer This responsibility is assigned to central GL users who have a need to access General Ledger data maintained in the second set of books but who have no responsibility for creating transactions in this set of books. The specific functions a Financial Reporting Viewer will have access to within the Integrated System include inquiring and reporting on GL activity and balances in the second set of books. Training is provided as needed. Registration Information BACK TO TOP AR/CM/GL/GM Closing This responsibility is assigned to central GL users who have a need to access Accounts Receivables, Cash Management, General Ledger, and Grants Management screens and data for period closing activities. Active during month-end closing. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralgm.html 40 1177286400 Central GM Resp Responsibilities Index Registration Information Responsibilities for Central Funds Management (GM) Users TABLE OF CONTENTS • GM Setup Specialist • GM Billing Specialist • GM Administrator • GM GL Projects • Accounting Services Workflow Approver • OSP Workflow Approver • Financial Analysis Workflow Approver • ITS Workflow Approver GM Setup Specialist The GM Setup Specialist will have access to many GM menu options including reporting on projects, tasks, and awards as requested by the field departments. This responsibility will not have access to any GM or Accounts Receivable (OAR) billing and invoicing areas. Specific GM functions include: Setting up projects in GM for grants and contracts (G & C) Creating awards and installments for both G & C and non-G & C awards Funding grants and contracts projects in GM Entering and adjusting transactions in GM Using Expenditure Inquiry Reporting from GM using Award Status Inquiry (ASI) and Project Status Inquiry (PSI) as well as Discoverer reports Budgets for G & C projects Enabling budgetary controls for G & C projects The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM2: Creating Awards GM4: Transactions GM6: Using Expenditure Inquiry Registration Information BACK TO TOP GM Billing Specialist The GM Billing Specialist will bill transactions through GM (mainly Sponsored Programs). This responsibility will have access to reporting on projects, tasks and awards, billing options, and to Accounts Receivable (OAR) to complete the invoicing process. Specific GM functions include: Entering and adjusting transactions in GM Using Expenditure Inquiry Billing sponsors for grants and contracts Reporting from GM using Award Status Inquiry (ASI) and Project Status Inquiry (PSI) as well as Discoverer reports The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM2: Creating Awards GM4: Transactions GM6: Using Expenditure Inquiry GM7: Invoicing Registration Information BACK TO TOP GM Administrator The GM Administrator is assigned to individuals in central departments who are responsible for the GM application. This responsibility has access to all application menus, processes, reports, and functions, and will be responsible for scheduling processes, including the central accounting aspects of the internal service provider billing transactions in GM. Specific GM functions include: Setting up projects in GM Creating awards and installments and funding projects in GM Entering and adjusting transactions in GM Using Expenditure Inquiry in GM Invoicing in GM Reporting from GM using Award Status Inquiry (ASI) and Project Status Inquiry (PSI) as well as Discoverer reports Setting up and maintaining project and award templates Budgets for G & C projects Enabling budgetary controls for G & C projects The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM2: Creating Awards GM4: Transactions GM6: Using Expenditure Inquiry GM7: Invoicing GM8: Creating and Maintaining Templates GM9: Maintaining the OGM Environment Registration Information BACK TO TOP GM GL Projects This responsibility will have access to one screen only, Find Projects. This access enables the central user to set up GL projects and number them manually. The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects Registration Information BACK TO TOP Accounting Services Workflow Approver The central office of Accounting Services' responsibility will have access to workflow notifications for viewing and approval of project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information BACK TO TOP OSP Workflow Approver The central office of Sponsored Programs' responsibility will have access to workflow notifications for viewing and approval of sponsored project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information BACK TO TOP Financial Analysis Workflow Approver The central office of Financial Analysis' responsibility will have access to workflow notifications for viewing and approval of project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information BACK TO TOP ITS Workflow Approver The central office of Investment and Tax Services' responsibility will have access to workflow notifications for viewing and approval of project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralhr.html 43 1177286400 Central HR Resp Responsibilities Index Registration Information Responsibilities for Central Human Resources Users TABLE OF CONTENTS • HRMS Position Control Specialist • HRMS Staffing Specialist • HRMS Staffing Manager • HRMS Staff Approver • HRMS Faculty Approver • HRMS Benefits Specialist • HRMS Payroll Specialist • HRMS Payroll Administrator • HRMS Records Specialist • HRMS Records Manager • HRMS Employee Relations Viewer HRMS Position Control Specialist This responsibility, available for the Classification and Compensation Division only, will have the ability to create and update positions while only viewing employee data. The following courses are required: Integrated System Navigation and Overview HR: Employee Relations Viewer HR: Position Control Registration Information BACK TO TOP HRMS Staffing Specialist This responsibility, available for the support staff in the Staffing Division, will enter the applications for applicants that apply at the University and enter hires for U.Va. Temps. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer HR: Staffing Specialist Registration Information BACK TO TOP HRMS Staffing Manager This responsibility, available for the recruitment staff and management in the Staffing Division, will be able to run recruitment management reports, hire applicants and U.Va. Temps. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer HR: Staffing Specialist Registration Information BACK TO TOP HRMS Staff Approver This responsibility will approve all staff hires and salary changes. This user will not be able to update any other employee information other than approving salary. The followings course are required: Integrated System Navigation and Overview HR: Approving Staff Hires Registration Information BACK TO TOP HRMS Faculty Approver This responsibility, for the Provost's office only, is the final approver for faculty hires and salary changes. This user will not be able to update any other employee information other than approving salary. The followings course are required: Integrated System Navigation and Overview HR: Approving Faculty Hires HR: Human Resources Viewer Registration Information BACK TO TOP HRMS Benefits Specialist This responsibility, available for Benefits Support Staff, will have access to adding and updating benefit information for employees. The following courses are required: Integrated System Navigation and Overview HR: Employee Benefits Registration Information BACK TO TOP HRMS Payroll Specialist This responsibility will update deduction and tax information and verify payroll data. The following courses are required: Integrated System Navigation and Overview PY: Central Time Management PY: Payroll and Leave Processing Registration Information BACK TO TOP HRMS Payroll Administrator This is the highest level of access in the Payroll Division. This responsibility will run payroll and transmit tax information. The following courses are required: Integrated System Navigation and Overview PY: Central Time Management PY: Payroll and Leave Processing PY: Payroll Administration Registration Information BACK TO TOP HRMS Records Specialist This responsibility, available for the Records Division, will be able to create and update position information, add employees, and update all employee information, except benefits and payroll information. The followings course are required: Integrated System Navigation and Overview HR: Records Management Registration Information BACK TO TOP HRMS Records Manager This responsibility, available for the Records Division, will be able to create and update position information, add employees, delete employee records, and update all employee information, except benefits and payroll information. The followings course are required: Integrated System Navigation and Overview HR: Records Management Registration Information BACK TO TOP HRMS Employee Relations Viewer This responsibility, available for the Employee Relations Division, will only view employee information, but differs from the departmental view only by the ability to view performance evaluation ratings. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer HR: Employee Relations Viewer Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralld.html 29 1177286400 Central LD Resp Responsibilities Index Registration Information Responsibilities for Central Labor Distribution Users TABLE OF CONTENTS • LD Administrator • LD Specialist - OSP LD Administrator The LD Administrator responsibility is assigned to individuals in central Human Resources having Labor Distribution access, with procedural limitations. This responsibility comes seeded with the LD applications, and permits access to all application menus, processes, reports, and functions. The specific functions to which the LD Administrator will have access within the Integrated System include: Setting organization suspense and default labor schedule accounts Creating a labor schedule for a new employee/assignment Modifying existing labor schedule(s) for an employee Creating PTAEO Timesheets extract file Importing non-Integrated System payroll sublines into LD Creating distribution lines in LD Summarizing and transferring payroll transactions to OGM Defining automated labor encumbrance parameters Creating automated labor encumbrances in LD and OGM Updating automated labor encumbrances in LD and OGM Liquidating automated labor encumbrances in LD and OGM Defining/submitting distribution adjustments Summarizing and transferring distribution adjustments to OGM Generating effort report data Regenerating effort reports due to distribution adjustments Reviewing/approving/certifying effort reports Monitoring effort reporting compliance The following courses are required: Integrated System Navigation and Overview LD1a: Labor Scheduling - All Users LD3: Encumbering LD4: Payroll Activities LD5: Effort Reporting Registration Information BACK TO TOP LD Specialist - OSP The LD Specialist-OSP responsibility will be assigned to individuals in the Office of Sponsored Programs requiring access to the effort reports options, certain processes and reports and set up options for effort reports. This responsibility will not have access to labor scheduling or distribution adjustments. The specific functions to which the LD Specialist-OSP will have access within the Integrated System include: Administers effort reporting process Generating effort report data Regenerating effort reports due to distribution adjustments Monitoring effort reporting compliance The following courses are required: Integrated System Navigation and Overview LD5: Effort Reporting Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralods.html 22 1177286400 Central ODS Resp Responsibilities Index Registration Information Responsibilities for Central Discoverer (ODS) Users TABLE OF CONTENTS • ODS Specialist-Restricted Operational Data Store (ODS) Specialist-Restricted The ODS Specialist-Restricted responsibility allows you to create and run Discoverer 3.1 reports against all HR tables and views including those containing Legally Restricted information such as, but not limited to, gender, birth date, marital status, ethnic origin, and contact names. This is the highest level of reporting responsibility, and allows full access to all financial and HR/Payroll tables/views available through the ODS and the End User Layer (EUL). Since this data is confidential in nature, this responsibility will be (automatically) granted only to individuals who have Central HR/Payroll application responsibilities. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. Integrated System Navigation and Overview ODSv: Working with Pre-Defined Reports ODS2: Discoverer 3.1 Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centraloeinv.html 31 1177286400 Order Entry/Inventory Resp Responsibilities Index Registration Information Responsibilities for Order Entry/Inventory Users TABLE OF CONTENTS • Inventory Specialist • Inventory Administrator Inventory Specialist The Inventory Specialist responsibility is assigned access to all the Order Entry and Inventory functions in order to facilitate the daily routines required to process internal orders placed by the University community. This responsibility will include only certain set up functions, which are required to maintain stock locators. The specific functions of which the Inventory Specialist will have access to within the Integrated System include: Receive items into inventory Fill orders from departments Release sales orders Generate pick slips Ship confirmed deliveries Ship backordered items Generate backordered items report Generate inventory planning report Create purchase orders to replenish stock Assign approved suppliers for inventory items Enter cycle counts and adjustments Enter return item accounting information View internal requisitions for accuracy Perform physical inventory Define items and item attribute controls including use of templates Assign item locators and subinventory information Maintain item planning accuracy Assign items to catalogs Update item costing information Assign manufacturer part numbers View item supply and demand information View inventory information and run reports The following courses are required: Integrated System Navigation and Overview INV1: Order Entry and Inventory, Part 1 INV2: Order Entry and Inventory, Part 2 INV3: Order Entry and Inventory, Part 3 Registration Information BACK TO TOP Inventory Administrator The Inventory Administrator responsibility is assigned access to all Order Entry and Inventory functions in order to manage and update the University's Inventory processes and procedures. This responsibility will also include all set up functions. The specific functions of which the Inventory Administrator will have access to within the Integrated System include: Super user responsibilities and all of the functions listed for Inventory Specialist with the addition of: Define stock locators Define cycle counts Define item classes Approve and adjust cycle counts Open and close inventory periods Define interclass conversions for Items Define item categories Define workday calendars and exemptions Schedule reports Define inventory mark-up percentages The following courses are required: Integrated System Navigation and Overview INV1: Order Entry and Inventory, Part 1 INV2: Order Entry and Inventory, Part 2 INV3: Order Entry and Inventory, Part 3 INV6: Inventory/Order Entry Administration Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralota.html 24 1177286400 Central OTA Resp Responsibilities Index Registration Information Responsibilities for Central Integrated System Training Administration U sers TABLE OF CONTENTS • OTA Administrator • OTA Specialist OTA Administrator This reponsibility is assigned to the UHR Division of Training staff. This responsibility has access to all application menus, processes, functions, reports, and select setups. Training is provided on an individual basis. Registration Information BACK TO TOP OTA Specialist This responsibility is assigned to the UHR Division of Training staff. This responsibility has access to Activity and Event setup and update, Enrollment setup and update, defining and booking Resources, creating and updating Customers, and Reports. Training is provided on an individual basis. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/centralpoap.html 58 1177286400 Central PO/AP Resp Responsibilities Index Registration Information Responsibilities for Central Purchasing and Accounts Payable U sers TABLE OF CONTENTS • PO Buyer • PO Buyer Manager • PO Administrator • PO Locations Specialist • Workflow Specialist • PO/AP/INV Closing • AP P-Card Coordinator • AP Vendor File/1099 Coordinator • AP Invoice Processor • AP Payment Processor • AP Administrator PO Buyer The PO Buyer responsibility is assigned to buyers in the central purchasing office, as well as buyers with delegated authority located in departments such as Facilities Management, College at Wise and Environmental Health and Safety. The specific functions to which the PO Buyer will have access within the Integrated System include: Request vendor file additions Can create a purchase order from a purchase requisition Issue direct entry purchase orders View PO information and run reports View on hand quantities of items in ChemStores View Accounts Payable information The following courses are required: Integrated System Navigation and Overview PO4: Central Purchasing - Part 1 PO5: Central Purchasing - Part 2 Registration Information BACK TO TOP PO Buyer Manager The PO Buyer Manager responsibility is assigned to individuals requiring access to all areas that buyers use, plus those required to manage buyer workload. The specific functions to which the PO Buyer Manager will have access within the Integrated System include: Request vendor file additions Can create a purchase order from a purchase requisition Issue direct entry purchase orders View PO information and run reports Complete internal requisitions (ChemStores) View on hand quantities of items in ChemStores View Accounts Payable information Receive requisitioned goods Manages buyer workload and assigns requisitions to buyers The following courses are required: Integrated System Navigation and Overview PO4: Central Purchasing - Part 1 PO5: Central Purchasing - Part 2 PO6: Purchasing Management Registration Information BACK TO TOP PO Administrator The PO Administrator responsibility is assigned to individuals requiring access to all screens and application setup. It should only be given to persons responsible for the maintenance of the module and its functions. The specific functions to which the PO Administrator will have access within the Integrated System include: Changing vendor information Receiving Resolving a receiving discrepancy Complete a purchase requisition Complete an internal requisition Issuing direct entry purchase orders Changing a Limited Purchase Order Issuing a Purchase Order Changing a Purchase Order Evaluating supplier performance Purchasing setup steps Location management Managing interfaces The following courses are required: Integrated System Navigation and Overview PO4: Central Purchasing - Part 1 PO5: Central Purchasing - Part 2 PO6: Purchasing Management PO7: Purchasing Administration Registration Information BACK TO TOP PO Locations Specialist The PO Locations Specialist responsibility is assigned to individuals who maintain PO customers and locations. The following courses are required: Integrated System Navigation and Overview PO Locations Registration Information BACK TO TOP Workflow Specialist The Workflow Specialist responsibility is assigned to individuals who maintain Purchasing Self-Approval Limits and Approval Hierarchy, Delivery Location Codes (Locations and Customer Table), and General Ledger Self-Approval Limits and Approvers. The Responsibility involves screens from three modules: PO, HR, GL, and AR. Training is provided on request after responsibility is assigned. BACK TO TOP PO/AP/INV Closing This responsibility will allow a central user to close all three modules from one menu screen. This limits the access of the individual(s) closing the modules and relieves them from having to sign on as Administrators to all three modules. Training is provided on request after responsibility is assigned. BACK TO TOP AP P-Card Coordinator The AP P-Card Coordinator responsibility is assigned to individuals who require access to procurement card program functions, including working directly with the procurement card vendor to manage the University's procurement card program. The specific functions to which the AP P-Card Coordinator will have access within the Integrated System include: View procurement card information and run reports Maintain procurement card setup (P-card assignments, default PTAEO, etc.) Change PTAEO on individual transactions The following courses are required: Integrated System Navigation and Overview AP4: P-Card Transactions AP5: P-Card Management Registration Information BACK TO TOP AP Vendor File/1099 Coordinator The AP Vendor File/1099 Coordinator responsibility is assigned to individuals requiring access to establishing suppliers and changing supplier information. The specific functions to which the AP Vendor File/1099 Coordinator will have access within the Integrated System include: Maintain vendor file information Release payment holds from vendors added by departments Approve requests for additions/changes to the vendor file View supplier, invoice/payment information and run supplier and 1099 reports Make changes to vendors already in vendor file Merge old to new supplies and/or sites The following courses are required: Integrated System Navigation and Overview AP1: Vendor File Maintenance Registration Information BACK TO TOP AP Invoice Processor The AP Invoice Processor responsibility is assigned to individuals who will approve departmental payment vouchers and enter invoices. This responsibility will not have access to payment functions. The specific functions to which the AP Invoice Processor will have access within the Integrated System include: Input vendor invoices and match to purchase orders Review payment vouchers and travel reimbursements View AP information and run reports The following courses are required: Integrated System Navigation and Overview AP2: Invoice Processing Registration Information BACK TO TOP AP Payment Processor The AP Payment Processor responsibility is assigned to individuals who are authorized to process payments, including payment scheduling and printing of checks. Invoice input access will be granted only for changing due dates. This responsibility will not input invoices. This responsibility will have full inquiry access and access to run payment related reports. Specific functions the AP Payment Processor has access to within the Integrated System include: Authorize checks to be printed View AP information and run reports Cannot enter vendor invoices Print checks in AP Run Comptroller Debt Set-off (CDS) reports Submit files to the University's bank Handle ACH rejections from the bank Process voiding and canceling checks The following courses are required: Integrated System Navigation and Overview AP3: Payment Processing Registration Information BACK TO TOP AP Administrator The AP Administrator responsibility is assigned to individuals who will have access to all Accounts Payable functions in order to manage the University's AP process. This responsibility includes access to all set up functions. Specific functions to which the AP Administrator has access within the Integrated System include: Adding vendors Changing vendor information Clearing vendor payment holds Entering vendor invoices received in AP Entering recurring invoices Problem invoice resolution Processing debit memos Processing credit memos from vendors Computer-generated payment batches (check runs) Creating single payments (quick checks) Processing manual checks (disaster recovery) AP month end close AP year end close AP period end reconciliation 1099 processing Processing payment vouchers Procurement card transactions Procurement card program management Internal invoice import Vendor invoice import The following courses are required: Integrated System Navigation and Overview AP1: Vendor File Maintenance AP2: Invoice Processing AP3: Payment Processing AP5: P-Card Program Management AP6: AP Administration Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptar.html 29 1177286400 Departmental AR Resp Responsibilities Index Registration Information Responsibilities for Departmental Accounts Receivable Users TABLE OF CONTENTS • AR Billing Specialist • AR Billing Specialist - Remote • AR Viewer AR Billing Specialist The AR Billing Specialist responsibility is assigned to individuals who are authorized to create and maintain customers, create transactions, and input/review accounting distributions. In the new system, receipt application and collection tasks will be performed by a central administrative unit. Specific functions the AR Billing Specialist has access to within the Integrated System include: View Accounts Receivable information Run reports Create and maintain customers (sites, contacts, terms, etc.) Create transactions (invoices, credit memos, etc.) Input/review accounting distributions The following courses are required: Integrated System Navigation and Overview AR1: Accounts Receivable Departments Registration Information BACK TO TOP AR Billing Specialist - Remote The AR Billing Specialist - Remote responsibility is assigned to individuals who are authorized to create and maintain customers, create transactions, input/review accounting distributions, create bank deposits and enter receipts using QuickCash. In the new system, receipt application and collection tasks will be performed by a central administrative unit. Specific functions the AR Billing Specialist - Remote has access to within the Integrated System include: View Accounts Receivable information Run reports Create and maintain customers (sites, contacts, terms, etc.) Create transactions (invoices, credit memos, etc.) Input/review accounting distributions Enter receipts using QuickCash The following courses are required: Integrated System Navigation and Overview AR2: Accounts Receivable Departments - Remote Registration Information BACK TO TOP AR Viewer The AR Viewer responsibility is assigned to individuals who are authorized to have read only access to all AR data. Specific functions the AR Viewer has access to within the Integrated System include: View Accounts Receivable information Run reports The following courses are required: Integrated System Navigation and Overview ARv: Accounts Receivable Viewer Training will be provided as requested. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptbudget.html 21 1177286400 Dept Budget Resp Responsibilities Index Registration Information Responsibilities for Departmental Budget Users TABLE OF CONTENTS • Budget Developer Budget Developer The Budget Developer is assigned to individuals who will be developing and entering budget information for the upcoming fiscal year. These users will have access to the budget forms for entering, updating, or deleting revenue and expenditure budget information. The following courses are required: Integrated System Navigation and Overview BD1: Budget Development Integrated System Forms Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptfa.html 23 1177286400 Dept Fixed Assets Resp Responsibilities Index Registration Information Responsibilities for Departmental Fixed Assets Users TABLE OF CONTENTS • FA Viewer • FA Self-Service FA Viewer This responsibility will have access to Fixed Assets Inquiry, standard reporting, and viewing functions. Their interaction with the property accounting system will be through monitoring reports and sending change requests to the Property Accounting office. This user's primary role is monitoring departmental property. The following courses are required: Integrated System Navigation and Overview FA: Viewer Training will be provided as requested. Registration Information BACK TO TOP FA Self-Service This responsibility is automatically assigned to everyone with a Fixed Assets responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptgl.html 26 1177286400 Dept General Ledger Resp Responsibilities Index Registration Information Responsibilities for Departmental General Ledger Users TABLE OF CONTENTS • GL Specialist • GL Viewer GL Specialist The GL Specialist responsibility is assigned to non-central General Ledger users who are authorized to create and approve journal entries and inquire or report on General Ledger account activities and balances. The specific functions an GL Specialist will have access to within the Integrated System include: View General Ledger information Create journal entries to record cash deposits and other GL activities, including university investment programs Correct or reverse previously created journal entries Self-approve journal entries within pre-determined limits Approve journal entries of other GL Specialists Inquire and report on GL activity and balances The following courses are required: Integrated System Navigation and Overview GL1: General Ledger: All Users Registration Information BACK TO TOP GL Viewer The GL Viewer responsibility is assigned to individuals who are authorized to view data and print reports from General Ledger. The specific functions a GL Viewer will have access to within the Integrated System include: View General Ledger information Inquire and report on GL activity and balances The following courses are required: Integrated System Navigation and Overview GLV: General Ledger Viewer Training will be provided as requested. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptgm.html 37 1177286400 Dept GM Resp Responsibilities Index Registration Information Responsibilities for Departmental Funds Management (GM) Users TABLE OF CONTENTS • GM Award Manager • GM Project Manager • GM Transaction Specialist • GM Encumbrance Specialist • GM Viewer GM Award Manager The GM Award Manager responsibility is assigned to individuals who are authorized to fund their projects from existing awards. These employees will also have the authority to set up projects, tasks, award budgets and projects budgets. Specific functions the GM Award Manager has access to within the Integrated System include: Set-up projects, tasks, award/project budgets based on departmental requirements Link awards to projects by allocating funding to projects Reconcile all awards transactions Create reports View GM information Create entries for manual encumbrances or cost transfers Create entries to adjust manual encumbrances and/or previously recorded transactions Create new expenditure batches on line in GM Enable budgetary controls on non-G&C projects Reconcile all project transactions The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM4: Transactions Registration Information BACK TO TOP GM Project Manager The GM Project Manager responsibility is assigned to individuals who are authorized to process transactions in the Funds Management module and to set up projects, tasks, and project budgets. Specific functions the GM Project Manager has access to within the Integrated System include: Setup projects, tasks, award/project budgets based on departmental requirements Reconcile all project transactions Create reports View GM information Create entries for manual encumbrances or cost transfers Create entries to adjust manual encumbrances and/or previously recorded transactions Create new expenditure batches on line in GM The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM4: Transactions Registration Information BACK TO TOP GM Transaction Specialist The GM Transaction Specialist responsibility is assigned to individuals who are authorized to process transactions in the Funds Management module. Specific functions the GM Transaction Specialist will have access to within the Integrated System include: View GM information Create reports Create entries for cost transfers Create entries to adjust previously recorded transactions Create new expenditure batches on line in GM The following courses are required: Integrated System Navigation and Overview GM4: Transactions Registration Information BACK TO TOP GM Encumbrance Specialist The GM Encumbrance Specialist responsibility is assigned to individuals who are authorized to enter encumbrances in the Funds Management module. Specific functions the GM Encumbrance Specialist will have access to within the Integrated System include: Create reports View GM information Create entries for manual encumbrances Create entries to adjust manual encumbrances The GM Encumbrance Specialist training will be concurrent with the GM Transaction Specialist training, since all individuals assigned one of those responsibilities will be assigned both. The following courses are required: Integrated System Navigation and Overview GM4: Transactions Registration Information BACK TO TOP GM Viewer The GM Viewer responsibility is assigned to individuals who are authorized to view but not process transactional data in the Funds Management application. The specific functions an GM Viewer will have access to within the Integrated System include: Print reports View GM information The following courses are required: Integrated System Navigation and Overview GMV: Grants Management Viewer Training will be provided as requested. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/depthr.html 31 1177286400 Dept HR Resp Responsibilities Index Registration Information Responsibilities for Departmental Human Resources Users TABLE OF CONTENTS • HRMS Specialist • HRMS Recruitment Viewer • HRMS Faculty/Staff Reviewer • HRMS Student & Faculty Wage Approver • HRMS Timekeeper • HRMS Viewer HRMS Specialist This responsibility will be able to enter and update employee information. This user cannot approve hires or salary changes. The following courses are required: Integrated System Navigation and Overview HR: Departmental Human Resources HR: Capstone Registration Information BACK TO TOP HRMS Recruitment Viewer This responsibility will only view requisition and applicant information. The following courses are required: Integrated System Navigation and Overview HR: Recruitment Viewer Registration Information BACK TO TOP HRMS Faculty/Staff Reviewer This responsibility is the first level of approvers for faculty and staff hires and salary changes, and will be able to add or update employee information in addition to completing the approve salary DFF on the salary form. The following courses are required: Integrated System Navigation and Overview HR: Departmental Human Resources HR: Capstone Registration Information BACK TO TOP HRMS Student & Faculty Wage Approver This responsibility is the final approver for student and faculty wage hires and salary changes. This user will not be able to update any other employee information other than approving salary. This responsibility cannot be assigned in conjunction with HRMS Specialist or HRMS Faculty/Staff Reviewer. The following courses are required: Integrated System Navigation and Overview HR: Approving Student and Faculty Wage Hires Registration Information BACK TO TOP HRMS Timekeeper This responsibility will be able to enter leave and time data for employees in Time Management, and can only view employee information. The following courses are required: Integrated System Navigation and Overview PY: Departmental Time Management Registration Information BACK TO TOP HRMS Viewer This responsibility will only view employee information, but differs from the Employee Relations view only by the inability to view performance evaluation ratings. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer Training will be provided as requested. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptld.html 35 1177286400 Dept LD Resp Responsibilities Index Registration Information Responsibilities for Departmental Labor Distribution Users TABLE OF CONTENTS • LD Approver/Setup • LD Approver • LD Specialist • LD Labor Schedule Specialist • LD Effort Report User LD Approver/Setup The LD Approver/Setups responsibility is assigned to users with the highest level departmental LD access. These individuals are authorized to setup Org Default Labor Schedules and Org Default Accounts, approve and initiate distribution adjustments, access distribution reports, and schedule labor. (Distribution adjustments, formerly known as retro-funding changes, are used to change the PTAEOs charged for prior pay periods.) Specific functions the LD Approver/Setups has access to within the Integrated System include: Schedule labor Certify effort reports Initiate distribution adjustments Access distribution reports Approve distribution adjustments Set up Org Default Labor Schedules The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Approver The LD Approver responsibility is assigned to individuals who are authorized to approve as well as initiate distribution adjustments, access distribution reports, and schedule labor. (Distribution adjustments, formerly known as retro-funding changes, are used to change the PTAEOs charged for prior pay periods.) Specific functions the LD Approver has access to within the Integrated System include: Schedule labor Certify effort reports Initiate distribution adjustments Access distribution reports Approve distribution adjustments The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Specialist The LD Specialist responsibility is assigned to individuals who are authorized to initiate distribution adjustments and access distribution reports as well as schedule labor. (Distribution adjustments, formerly known as retro-funding changes, are used to change the PTAEOs charged for prior pay periods.) Specific functions the LD Labor Schedule Specialist has access to within the Integrated System include: Schedule labor Certify effort reports Initiate distribution adjustments Access distribution reports The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Labor Schedule Specialist The LD Labor Schedule Specialist responsibility is assigned to departmental users who are authorized to assist in labor scheduling activities but should not have access to payroll dollar information. This responsibility can only enter labor schedules for current and future pay periods. All labor schedule changes for retroactive pay periods are entered as distribution adjustments. Specific functions the LD Labor Schedule Specialist has access to within the Integrated System include: Schedule labor Certify effort reports The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Effort Report User The LD Effort Report User will have access to review and certify effort reports using the workflow and notifications processes within the Integrated System. Specific functions the LD Effort Report User has access to within the Integrated System include: Certify effort on Projects Training for the LD Effort Report User will be accomplished with information sent via e-mail from the Office of Sponsored Programs. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptods.html 29 1177286400 Dept ODS Resp Responsibilities Index Registration Information Responsibilities for Departmental Discoverer (ODS) Users TABLE OF CONTENTS • ODS Specialist • ODS Specialist-Limited • ODS Specialist-Deducts Operational Data Store (ODS) Specialist The ODS Specialist responsibility is assigned to individuals who are authorized to create and run Discoverer 3.1 reports. These reports access Integrated System application data via an end-user-layer (EUL) and business areas that contain Generally Available information. Everyone given application access to the Integrated System will be given access to the ODS Specialist. Individuals with any other Integrated System application responsibility will learn how to view Discoverer reports during training for their responsibility. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. ODSv: Working with Pre-Defined Reports ODS2: Discoverer 3.1 Registration Information BACK TO TOP Operational Data Store (ODS) Specialist-Limited The ODS Specialist-Limited responsibility allows you to create and run Discoverer 3.1 reports against HR tables and views that contain information classified as Limited information such as, but not limited to, hire date, social security number, veteran status, address line 2 (home), schools and colleges attended, and qualifications information. This responsibility also allows access to all financial tables/views and generally available HR/Payroll data available through the ODS and the End User Layer (EUL). Since this data is confidential in nature, this responsibility will be (automatically) granted only to individuals who have HR/Payroll application responsibilities. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. ODSv: Working with Pre-Defined Reports ODS2: Discoverer 3.1 Registration Information BACK TO TOP Operational Data Store (ODS) Specialist-Deducts The ODS Specialist-Deducts responsibility allows users to create and run Discoverer reports against restricted HR tables and views, which includes payroll deduction information and Social Security numbers. Specific U.Va. departments need this information to reconcile payroll deductions to their internal systems. Since this data is confidential in nature, access to this responsibility must be approved by the Chief Human Resources Officer and the ISP Project Director. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. ODSv: Working with Pre-Defined Reports ODS2: Discoverer 3.1 Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptota.html 23 1177286400 Dept Self Service Web Resp Responsibilities Index Registration Information Responsibilities for Self Service Web Applications Users TABLE OF CONTENTS • Employee Self Service • Fixed Assets Self Service Employee Self Service The Employee Self Service reponsibility can be assigned to all University and Medical Center employees. This responsibility allows the employee to self-manage enrollments in Division of Training (DOT) managed workshops, classes, and presentations. To have this responsibility assigned, please contact the Training Administrator at 434-243-5998. Click here to see information on enrolling in DOT managed events. Registration Information BACK TO TOP Fixed Assets Self Service This responsibility is automatically assigned to everyone with a Fixed Assets responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/deptpoap.html 35 1177286400 Dept PO/AP Resp Responsibilities Index Registration Information Responsibilities for Departmental Purchasing and Accounts Payable U sers TABLE OF CONTENTS • PO Purchaser • PO Requester • PO Receiver • AP P-Card Holder • AP/PO Viewer PO Purchaser The PO Purchaser responsibility is assigned to individuals who are authorized to place internal orders (ChemStores), issue limited purchase orders, complete purchase requisitions, manage procurements, and receive. Specific functions the PO Purchaser has access to within the Integrated System include: Add vendors to vendor file Complete purchase requisitions (external vendor) Issue Limited Purchase Orders View PO information and run reports Complete internal requisitions (ChemStores) View on-hand quantities of items in ChemStores Initiate and approve payment vouchers View Accounts Payable information Document receipt of purchased items The following courses are required: Integrated System Navigation and Overview PO1: Departmental Purchasing PO2: Advanced Departmental Purchasing Registration Information BACK TO TOP PO Requester The PO Requester responsibility is assigned to individuals who are authorized to place internal orders for items from ChemStores, issue limited purchase orders, and complete purchase requisitions. Specific functions the PO Requester will have access to within the Integrated System include: Add vendors to vendor file Complete purchase requisitions (external vendor) Issue Limited Purchase Orders View PO information and run reports Complete internal requisitions for purchase from ChemStores View on hand quantities of items in ChemStores Does not receive Does not have access to payment voucher form The following courses are required: Integrated System Navigation and Overview PO1: Departmental Purchasing Registration Information BACK TO TOP PO Receiver The PO Receiver responsibility is assigned to individuals who are authorized only to access receiving screens within the Integrated System. Specific functions the PO Receiver has access to within the Integrated System include: Document receipt of purchased items Document returning items in the Integrated System The following courses are required: Integrated System Navigation and Overview PO3: Receiving Registration Information BACK TO TOP AP P-Card Holder The AP P-Card Holder responsibility is assigned to individuals who are authorized to adjust procurement card charges to other than the default PTAEOs prior to processing the bill for payment. Specific functions the AP P-Card Holder has access to within the Integrated System include: Make changes, if necessary, to the PTAEO distribution on P-card purchases The following courses are required: Integrated System Navigation and Overview AP4: Accounts Payable Procurement Card Transactions Registration Information BACK TO TOP AP/PO Viewer The AP/PO Viewer is assigned to individuals in departments that export invoices to the Integrated System via interfaces, such as the Bookstore, Library, and ISIS staff, as well as users who have AP or PO responsibilities that will be disabled during month end or year end closing of the financial modules. This combination of screens will provide view only access to the user for determining the status of their invoices, Purchase Orders, LPOs, and Requisitions. This responsibility will be automatically added to any employee who is assigned any AP or any PO responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/OLD/depttech.html 22 1177286400 Dept Technical Resp Responsibilities Index Registration Information Responsibilities for Departmental Technical Users TABLE OF CONTENTS • Printer Setup Specialist Printer Setup Specialist The Printer Setup Specialist responsibility is assigned to local support partners (LSP's) and other technical individuals in departments to set up printers that have been established on the network in the Oracle system for application printing. It also allows the user to review and run concurrent requests. The following course is required: ANAV: Integrated System Navigation and Overview OSA: Integrated System Technical Support Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/ISResp/respindex.html 70 1151280000 Resp Index Procedures/Navigations for CM applications. Registration Information Responsibilities for Users of the Integrated System A responsibility is a predefined set of data, menus, and forms that defines your particular level of authority and what forms and information you have access to while using the Integrated System. All individuals who will use the Integrated System must be assigned one or more responsibilities in order to gain access to the system. Responsibilities are often hierarchical, so seldom does an individual require more than one for a given Integrated System application. Training is responsibility-based. Integrated System Navigation and Overview is a prerequisite for all responsibilities, with the exception of ODS Specialist and all financial application Viewer responsibilities. You can familiarize yourself with getting around in the Integrated System by clicking the following link: Navigating Integrated System Applications Review the reponsibilities below for descriptions and training information. Last Modified: Thursday, 26-Feb-2004 09:51:21 EST © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralar.html 44 1084838400 Central AR Resp Responsibilities Index Registration Information Responsibilities for Central Accounts Receivable Users TABLE OF CONTENTS • AR Billing Specialist • AR Receipts Specialist • AR Collections Specialist • AR Printing Specialist • AR AutoInvoice Manager • AR Manager • AR Administrator AR Billing Specialist (in Central Departments) The AR Billing Specialist responsibility is assigned to individuals who are authorized to create and maintain customers, create transactions, and input/review accounting distributions. In the new system, receipt application and collection tasks will be performed by a central administrative unit. Specific functions the AR Billing Specialist has access to within the Integrated System include: View Integrated System Accounts Receivable information Run reports Create and maintain customers (sites, contracts, terms, etc.) Create transactions (invoices, credit memos, etc.) Input/review accounting distributions The following courses are required: Integrated System Navigation and Overview AR1: Accounts Receivable Departments AR3: Accounts Receivable Central - Part 1 AR4: Accounts Receivable Central - Part 2 Registration Information BACK TO TOP AR Receipts Specialist The AR Receipts Specialist responsibility is assigned to individuals requiring access to the menus, processes, functions, and reports related to receipts. This responsibility will not have update access to transactions or collections functionality or to managerial level processes such as interfaces. The specific functions to which the AR Receipts Specialist will have access within the Integrated System include: View OAR information and run reports Create and maintain customers (sites, terms, etc.) Enter and apply cash receipts Create bank deposit slips The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR Collections Specialist The AR Collections Specialist responsibility is assigned to individuals requiring access to the menus, processes, functions, and reports related to collections. This responsibility will not have update access to transactions or receipts functionality or to managerial level processes such as interfaces. The specific functions to which the AR Collections Specialist will have access within the Integrated System include: View OAR information and run reports Create and maintain customers (sites, terms, etc.) Maintain collection documentation and history Collect delinquent accounts The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR Printing Specialist The AR Printing Specialist responsibility is assigned to individuals who will have access only to the print function which allows printing of invoices, credit memos, debit memos, etc. The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR AutoInvoice Manager The AR AutoInvoice Manager responsibility is assigned to individuals requiring update access only to the autoinvoice interface function. The specific functions to which the AR AutoInvoice Manager will have access within the Integrated System include: View OAR information and run reports Run autoinvoice interface processes for OGM generated transactions The following courses are required: Integrated System Navigation and Overview AR6: Accounts Receivable AutoInvoice Registration Information BACK TO TOP AR Manager The AR Manager responsibility is assigned to individuals in the central Accounts Receivable Department who will have access to all system menus, processes, functions, and reports except for system setups. Specific functions to which the AR Manager will have access within the Integrated System include: Print and mail customer invoices and dunning letters Create and approve adjustments to OAR Initiate interfaces to other Integrated System applications Coordinate OAR open/closed periods with OGL Create and maintain customers Create and maintain transactions (invoices, credit memos, etc.) Enter and apply cash receipts Create bank deposits Maintain collection documentation and history Collect delinquent accounts Run autoinvoice interface processes for OGM-generated transactions The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central Registration Information BACK TO TOP AR Administrator The AR Administrator responsibility is assigned with procedural limitations to individuals in the central Accounts Receivable Department requiring access to all application menus, processes, functions, and reports for technical maintenance. The specific functions to which the AR Administrator will have access within the Integrated System include: Print and mail customer invoices and dunning letters Create and approve adjustments to OAR Initiate interfaces to other Integrated System applications Coordinate OAR open/closed periods with OGL Create and maintain customers Create and maintain transactions (invoices, credit memos, etc.) Enter and apply cash receipts Create bank deposits Maintain collection documentation and history Collect delinquent accounts Run autoinvoice interface processes for OGM-generated transactions Maintain AR module set-ups The following courses are required: Integrated System Navigation and Overview AR3: Accounts Receivable Central AR5: Accounts Receivable Administration ARv: Accouncts Receivable Viewer Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralbudget.html 22 1084838400 Central Budget Resp Responsibilities Index Registration Information Responsibilities for Central Budget Users TABLE OF CONTENTS • UBO Budget Developer UBO Budget Developer UBO Budget Developer is assigned to the appropriate individuals in the University Budget Office. These users will have access to the budget forms for entering, updating, or deleting revenue and expenditure budget information as well as access to additional fields and/or screens to make necessary changes to additions to data already loaded in the budget forms. These users will also have access to concurrent programs developed for loading files into the Budget Development table. Assignment of this responsibility requires the approval of the Budget Director. The following courses are required: Integrated System Navigation and Overview BD2: Budget Development for University Budget Office Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralcm.html 22 1084838400 Central Cash Management Resp Responsibilities Index Registration Information Responsibilities for Central Cash Management Users TABLE OF CONTENTS • CM Bank Reconciliation Accountant CM Bank Reconciliation Accountant The CM Bank Reconciliation Accountant is assigned to individuals who are authorized to reconcile the University's bank accounts, archive and purge reconciled statements, and coordinate research for unreconciled items. This responsibility may oversee the bank interface table and data transfers. Specific functions the CM Bank Reconciliation Account has access to within the Integrated System include: Bank reconciliation Bank reconciliation interface View receipts data View payments data Run resports The following courses are required: Integrated System Navigation and Overview CM1:Cash Management Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralfa.html 28 1084838400 Central Fixed Assets Resp Responsibilities Index Registration Information Responsibilities for Central Fixed Assets Users TABLE OF CONTENTS • FA Administrator • FA Plant Funds Manager • FA Specialist • FA Self-Service FA Administrator This responsibility, available for the Manager of Property Accounting and the ETF Coordinator, will have access to all forms and buttons except Setup. The following courses are required: Integrated System Navigation and Overview FA: Central Departments User Registration Information BACK TO TOP FA Plant Funds Manager This responsibility, available for users in the Investment and Tax Services Office, will have access to all basic transactions and mass additions capability except setup, inventory, and the "Run Depreciation" function. This user's primary role is management of capital construction assets. The following courses are required: Integrated System Navigation and Overview FA: Central Departments User Registration Information BACK TO TOP FA Specialist This responsibility, available for users in Property Accounting and designated property managers at U.Va. Wise and Southwest Virginia Higher Education Center, will have access to basic transactions and inventory functions. They will not have access to Fixed Assets Setup and Depreciation functions. This user's primary role is equipment management. The following courses are required: Integrated System Navigation and Overview FA: Central Departments User Registration Information BACK TO TOP FA Self-Service This responsibility is automatically assigned to everyone with a Fixed Assets responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralgl.html 40 1084838400 Central General Ledger Resp Responsibilities Index Registration Information Responsibilities for Central General Ledger Users TABLE OF CONTENTS • GL Accountant • GL Accounting Manager • GL Administrator • GL Budget Specialist • GL Financial Reporting Administrator • GL Financial Reporting Viewer • AR/CM/GL/GM Closing GL Accountant The GL Accountant responsibility is assigned to central GL accounting personnel authorized to perform the basic General Ledger responsibilities within Financial Administration. The specific functions to which the GL Accountant will have access within the Integrated System include: Create journal entries Approve journal entries Import and post entries View GL information and create reports Generate mass allocations and recurring journals The following courses are required: Integrated System Navigation and Overview GL1: General Ledger All Users GL3: General Ledger: Maintenance - Basic Registration Information BACK TO TOP GL Accounting Manager The GL Accounting Manager responsibility is assigned to central GL accounting personnel authorized to create, import or approve any journal entry. These individuals will have access to inquiry and reporting capabilities to facilitate reconciliation of selected General Ledger accounts and coordination of posting activity within the year-end adjustment period. The specific functions to which the GL Accounting Manager will have access within the Integrated System include: Create journal entries Approve journal entries Import and post entries View GL information and create reports Define and generate mass allocations and recurring journal entries Coordinate year-end adjustment period activities The following courses are required: Integrated System Navigation and Overview GL1: General Ledger All Users GL3: General Ledger: Maintenance - Basic Registration Information BACK TO TOP GL Administrator The GL Administrator responsibility is assigned to central GL users with the highest level of General Ledger responsibility within Financial Administration. The specific functions to which the GL Administrator will have access within the Integrated System include: Create journal entries Approve journal entries Import and post entries View GL information and create reports Define and generate mass allocations and recurring journal entries Coordinate year-end adjustment period activities Establish processing schedules Complete period and year-end closes Coordinate year-end adjustment period activities The following courses are required: Integrated System Navigation and Overview GL1: General Ledger All Users GL3: General Ledger: Maintenance - Basic GL5: General Ledger Setup Registration Information BACK TO TOP GL Budget Specialist GL Budget Specialist is assigned to users in the University Budget Office. In addition to the responsibilities defined for the GL Specialist, this responsibility will also allow these users to create budgets and budget organizations and to enter budget journal entries. Assignment of this responsibility requires the approval of the Budget Director. Training is provided as needed. Registration Information BACK TO TOP GL Financial Reporting Administrator The Financial Reporting Administrator responsibility is assigned to central GL users with the highest level of General ledger responsibility within Financial Reporting. This responsibility points to the second set of books that will be used for financial Reporting. Users assigned this responsibility will be in charge of consolidation of financial information into the second set of books. This responsibility will have access to all menus of a GL Administrator level as well as the Consolidation menus. Training is provided as needed. Registration Information GL Financial Reporting Viewer This responsibility is assigned to central GL users who have a need to access General Ledger data maintained in the second set of books but who have no responsibility for creating transactions in this set of books. The specific functions a Financial Reporting Viewer will have access to within the Integrated System include inquiring and reporting on GL activity and balances in the second set of books. Training is provided as needed. Registration Information BACK TO TOP AR/CM/GL/GM Closing This responsibility is assigned to central GL users who have a need to access Accounts Receivables, Cash Management, General Ledger, and Grants Management screens and data for period closing activities. Active during month-end closing. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralgm.html 40 1084838400 Central GM Resp Responsibilities Index Registration Information Responsibilities for Central Funds Management (GM) Users TABLE OF CONTENTS • GM Setup Specialist • GM Billing Specialist • GM Administrator • GM GL Projects • Accounting Services Workflow Approver • OSP Workflow Approver • Financial Analysis Workflow Approver • ITS Workflow Approver GM Setup Specialist The GM Setup Specialist will have access to many GM menu options including reporting on projects, tasks, and awards as requested by the field departments. This responsibility will not have access to any GM or Accounts Receivable (OAR) billing and invoicing areas. Specific GM functions include: Setting up projects in GM for grants and contracts (G & C) Creating awards and installments for both G & C and non-G & C awards Funding grants and contracts projects in GM Entering and adjusting transactions in GM Using Expenditure Inquiry Reporting from GM using Award Status Inquiry (ASI) and Project Status Inquiry (PSI) as well as Discoverer reports Budgets for G & C projects Enabling budgetary controls for G & C projects The following courses are required: Integrated System Navigation and Overview GM1: Setting Up and Funding Projects GM2: Creating Awards GM4: Transactions Registration Information BACK TO TOP GM Billing Specialist The GM Billing Specialist will bill transactions through GM (mainly Sponsored Programs). This responsibility will have access to reporting on projects, tasks and awards, billing options, and to Accounts Receivable (OAR) to complete the invoicing process. Specific GM functions include: Entering and adjusting transactions in GM Using Expenditure Inquiry Billing sponsors for grants and contracts Reporting from GM using Award Status Inquiry (ASI) and Project Status Inquiry (PSI) as well as Discoverer reports The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM2: Creating Awards GM4: Transactions GM6: Using Expenditure Inquiry GM7: Invoicing Registration Information BACK TO TOP GM Administrator The GM Administrator is assigned to individuals in central departments who are responsible for the GM application. This responsibility has access to all application menus, processes, reports, and functions, and will be responsible for scheduling processes, including the central accounting aspects of the internal service provider billing transactions in GM. Specific GM functions include: Setting up projects in GM Creating awards and installments and funding projects in GM Entering and adjusting transactions in GM Using Expenditure Inquiry in GM Invoicing in GM Reporting from GM using Award Status Inquiry (ASI) and Project Status Inquiry (PSI) as well as Discoverer reports Setting up and maintaining project and award templates Budgets for G & C projects Enabling budgetary controls for G & C projects The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM2: Creating Awards GM4: Transactions GM6: Using Expenditure Inquiry GM7: Invoicing GM8: Creating and Maintaining Templates GM9: Maintaining the OGM Environment Registration Information BACK TO TOP GM GL Projects This responsibility will have access to one screen only, Find Projects. This access enables the central user to set up GL projects and number them manually. The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects Registration Information BACK TO TOP Accounting Services Workflow Approver The central office of Accounting Services' responsibility will have access to workflow notifications for viewing and approval of project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information BACK TO TOP OSP Workflow Approver The central office of Sponsored Programs' responsibility will have access to workflow notifications for viewing and approval of sponsored project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information BACK TO TOP Financial Analysis Workflow Approver The central office of Financial Analysis' responsibility will have access to workflow notifications for viewing and approval of project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information BACK TO TOP ITS Workflow Approver The central office of Investment and Tax Services' responsibility will have access to workflow notifications for viewing and approval of project/award linkages in GM. The following courses are required: Integrated System Navigation and Overview GM2: Creating Awards Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralhr.html 43 1084838400 Central HR Resp Responsibilities Index Registration Information Responsibilities for Central Human Resources Users TABLE OF CONTENTS • HRMS Position Control Specialist • HRMS Staffing Specialist • HRMS Staffing Manager • HRMS Staff Approver • HRMS Faculty Approver • HRMS Benefits Specialist • HRMS Payroll Specialist • HRMS Payroll Administrator • HRMS Records Specialist • HRMS Records Manager • HRMS Employee Relations Viewer HRMS Position Control Specialist This responsibility, available for the Classification and Compensation Division only, will have the ability to create and update positions while only viewing employee data. The following courses are required: Integrated System Navigation and Overview HR: Employee Relations Viewer HR: Position Control Registration Information BACK TO TOP HRMS Staffing Specialist This responsibility, available for the support staff in the Staffing Division, will enter the applications for applicants that apply at the University and enter hires for U.Va. Temps. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer HR: Staffing Specialist Registration Information BACK TO TOP HRMS Staffing Manager This responsibility, available for the recruitment staff and management in the Staffing Division, will be able to run recruitment management reports, hire applicants and U.Va. Temps. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer HR: Staffing Specialist Registration Information BACK TO TOP HRMS Staff Approver This responsibility will approve all staff hires and salary changes. This user will not be able to update any other employee information other than approving salary. The followings course are required: Integrated System Navigation and Overview HR: Approving Staff Hires Registration Information BACK TO TOP HRMS Faculty Approver This responsibility, for the Provost's office only, is the final approver for faculty hires and salary changes. This user will not be able to update any other employee information other than approving salary. The followings course are required: Integrated System Navigation and Overview HR: Approving Faculty Hires HR: Human Resources Viewer Registration Information BACK TO TOP HRMS Benefits Specialist This responsibility, available for Benefits Support Staff, will have access to adding and updating benefit information for employees. The following courses are required: Integrated System Navigation and Overview HR: Employee Benefits Registration Information BACK TO TOP HRMS Payroll Specialist This responsibility will update deduction and tax information and verify payroll data. The following courses are required: Integrated System Navigation and Overview PY: Central Time Management PY: Payroll and Leave Processing Registration Information BACK TO TOP HRMS Payroll Administrator This is the highest level of access in the Payroll Division. This responsibility will run payroll and transmit tax information. The following courses are required: Integrated System Navigation and Overview PY: Central Time Management PY: Payroll and Leave Processing PY: Payroll Administration Registration Information BACK TO TOP HRMS Records Specialist This responsibility, available for the Records Division, will be able to create and update position information, add employees, and update all employee information, except benefits and payroll information. The followings course are required: Integrated System Navigation and Overview HR: Records Management Registration Information BACK TO TOP HRMS Records Manager This responsibility, available for the Records Division, will be able to create and update position information, add employees, delete employee records, and update all employee information, except benefits and payroll information. The followings course are required: Integrated System Navigation and Overview HR: Records Management Registration Information BACK TO TOP HRMS Employee Relations Viewer This responsibility, available for the Employee Relations Division, will only view employee information, but differs from the departmental view only by the ability to view performance evaluation ratings. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer HR: Employee Relations Viewer Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralld.html 29 1084838400 Central LD Resp Responsibilities Index Registration Information Responsibilities for Central Labor Distribution Users TABLE OF CONTENTS • LD Administrator • LD Specialist - OSP LD Administrator The LD Administrator responsibility is assigned to individuals in central Human Resources having Labor Distribution access, with procedural limitations. This responsibility comes seeded with the LD applications, and permits access to all application menus, processes, reports, and functions. The specific functions to which the LD Administrator will have access within the Integrated System include: Setting organization suspense and default labor schedule accounts Creating a labor schedule for a new employee/assignment Modifying existing labor schedule(s) for an employee Creating PTAEO Timesheets extract file Importing non-Integrated System payroll sublines into LD Creating distribution lines in LD Summarizing and transferring payroll transactions to OGM Defining automated labor encumbrance parameters Creating automated labor encumbrances in LD and OGM Updating automated labor encumbrances in LD and OGM Liquidating automated labor encumbrances in LD and OGM Defining/submitting distribution adjustments Summarizing and transferring distribution adjustments to OGM Generating effort report data Regenerating effort reports due to distribution adjustments Reviewing/approving/certifying effort reports Monitoring effort reporting compliance The following courses are required: Integrated System Navigation and Overview LD1a: Labor Scheduling - All Users LD3: Encumbering LD4: Payroll Activities LD5: Effort Reporting Registration Information BACK TO TOP LD Specialist - OSP The LD Specialist-OSP responsibility will be assigned to individuals in the Office of Sponsored Programs requiring access to the effort reports options, certain processes and reports and set up options for effort reports. This responsibility will not have access to labor scheduling or distribution adjustments. The specific functions to which the LD Specialist-OSP will have access within the Integrated System include: Administers effort reporting process Generating effort report data Regenerating effort reports due to distribution adjustments Monitoring effort reporting compliance The following courses are required: Integrated System Navigation and Overview LD5: Effort Reporting Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralods.html 22 1084838400 Central ODS Resp Responsibilities Index Registration Information Responsibilities for Central Discoverer (ODS) Users TABLE OF CONTENTS • ODS Specialist-Restricted Operational Data Store (ODS) Specialist-Restricted The ODS Specialist-Restricted responsibility allows you to create and run Discoverer 4.1 reports against all HR tables and views including those containing Legally Restricted information such as, but not limited to, gender, birth date, marital status, ethnic origin, and contact names. This is the highest level of reporting responsibility, and allows full access to all financial and HR/Payroll tables/views available through the ODS and the End User Layer (EUL). Since this data is confidential in nature, this responsibility will be (automatically) granted only to individuals who have Central HR/Payroll application responsibilities. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. Integrated System Navigation and Overview ODSv: Working with Pre-Defined Reports ODS2: Discoverer 41 Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centraloeinv.html 31 1084838400 Order Entry/Inventory Resp Responsibilities Index Registration Information Responsibilities for Order Entry/Inventory Users TABLE OF CONTENTS • Inventory Specialist • Inventory Administrator Inventory Specialist The Inventory Specialist responsibility is assigned access to all the Order Entry and Inventory functions in order to facilitate the daily routines required to process internal orders placed by the University community. This responsibility will include only certain set up functions, which are required to maintain stock locators. The specific functions of which the Inventory Specialist will have access to within the Integrated System include: Receive items into inventory Fill orders from departments Release sales orders Generate pick slips Ship confirmed deliveries Ship backordered items Generate backordered items report Generate inventory planning report Create purchase orders to replenish stock Assign approved suppliers for inventory items Enter cycle counts and adjustments Enter return item accounting information View internal requisitions for accuracy Perform physical inventory Define items and item attribute controls including use of templates Assign item locators and subinventory information Maintain item planning accuracy Assign items to catalogs Update item costing information Assign manufacturer part numbers View item supply and demand information View inventory information and run reports The following courses are required: Integrated System Navigation and Overview INV1: Order Entry and Inventory, Part 1 INV2: Order Entry and Inventory, Part 2 INV3: Order Entry and Inventory, Part 3 Registration Information BACK TO TOP Inventory Administrator The Inventory Administrator responsibility is assigned access to all Order Entry and Inventory functions in order to manage and update the University's Inventory processes and procedures. This responsibility will also include all set up functions. The specific functions of which the Inventory Administrator will have access to within the Integrated System include: Super user responsibilities and all of the functions listed for Inventory Specialist with the addition of: Define stock locators Define cycle counts Define item classes Approve and adjust cycle counts Open and close inventory periods Define interclass conversions for Items Define item categories Define workday calendars and exemptions Schedule reports Define inventory mark-up percentages The following courses are required: Integrated System Navigation and Overview INV1: Order Entry and Inventory, Part 1 INV2: Order Entry and Inventory, Part 2 INV3: Order Entry and Inventory, Part 3 INV6: Inventory/Order Entry Administration Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralota.html 24 1090972800 Central OTA Resp Responsibilities Index Registration Information Responsibilities for Central Integrated System Training Administration U sers TABLE OF CONTENTS • OTA Administrator • OTA Specialist OTA Administrator This reponsibility is assigned to the Human Resource Development and Training staff. This responsibility has access to all application menus, processes, functions, reports, and select setups. Training is provided on an individual basis. Registration Information BACK TO TOP OTA Specialist This responsibility is assigned to the Human Resource Development and Training staff. This responsibility has access to Activity and Event setup and update, Enrollment setup and update, defining and booking Resources, creating and updating Customers, and Reports. Training is provided on an individual basis. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/centralpoap.html 58 1084838400 Central PO/AP Resp Responsibilities Index Registration Information Responsibilities for Central Purchasing and Accounts Payable U sers TABLE OF CONTENTS • PO Buyer • PO Buyer Manager • PO Administrator • PO Locations Specialist • Workflow Specialist • PO/AP/INV Closing • AP P-Card Coordinator • AP Vendor File/1099 Coordinator • AP Invoice Processor • AP Payment Processor • AP Administrator PO Buyer The PO Buyer responsibility is assigned to buyers in the central purchasing office, as well as buyers with delegated authority located in departments such as Facilities Management, College at Wise and Environmental Health and Safety. The specific functions to which the PO Buyer will have access within the Integrated System include: Request vendor file additions Can create a purchase order from a purchase requisition Issue direct entry purchase orders View PO information and run reports View on hand quantities of items in ChemStores View Accounts Payable information The following courses are required: Integrated System Navigation and Overview PO4: Central Purchasing - Part 1 PO5: Central Purchasing - Part 2 Registration Information BACK TO TOP PO Buyer Manager The PO Buyer Manager responsibility is assigned to individuals requiring access to all areas that buyers use, plus those required to manage buyer workload. The specific functions to which the PO Buyer Manager will have access within the Integrated System include: Request vendor file additions Can create a purchase order from a purchase requisition Issue direct entry purchase orders View PO information and run reports Complete internal requisitions (ChemStores) View on hand quantities of items in ChemStores View Accounts Payable information Receive requisitioned goods Manages buyer workload and assigns requisitions to buyers The following courses are required: Integrated System Navigation and Overview PO4: Central Purchasing - Part 1 PO5: Central Purchasing - Part 2 PO6: Purchasing Management Registration Information BACK TO TOP PO Administrator The PO Administrator responsibility is assigned to individuals requiring access to all screens and application setup. It should only be given to persons responsible for the maintenance of the module and its functions. The specific functions to which the PO Administrator will have access within the Integrated System include: Changing vendor information Receiving Resolving a receiving discrepancy Complete a purchase requisition Complete an internal requisition Issuing direct entry purchase orders Changing a Limited Purchase Order Issuing a Purchase Order Changing a Purchase Order Evaluating supplier performance Purchasing setup steps Location management Managing interfaces The following courses are required: Integrated System Navigation and Overview PO4: Central Purchasing - Part 1 PO5: Central Purchasing - Part 2 PO6: Purchasing Management PO7: Purchasing Administration Registration Information BACK TO TOP PO Locations Specialist The PO Locations Specialist responsibility is assigned to individuals who maintain PO customers and locations. The following courses are required: Integrated System Navigation and Overview PO Locations Registration Information BACK TO TOP Workflow Specialist The Workflow Specialist responsibility is assigned to individuals who maintain Purchasing Self-Approval Limits and Approval Hierarchy, Delivery Location Codes (Locations and Customer Table), and General Ledger Self-Approval Limits and Approvers. The Responsibility involves screens from three modules: PO, HR, GL, and AR. Training is provided on request after responsibility is assigned. BACK TO TOP PO/AP/INV Closing This responsibility will allow a central user to close all three modules from one menu screen. This limits the access of the individual(s) closing the modules and relieves them from having to sign on as Administrators to all three modules. Training is provided on request after responsibility is assigned. BACK TO TOP AP P-Card Coordinator The AP P-Card Coordinator responsibility is assigned to individuals who require access to procurement card program functions, including working directly with the procurement card vendor to manage the University's procurement card program. The specific functions to which the AP P-Card Coordinator will have access within the Integrated System include: View procurement card information and run reports Maintain procurement card setup (P-card assignments, default PTAEO, etc.) Change PTAEO on individual transactions The following courses are required: Integrated System Navigation and Overview AP4: P-Card Transactions AP5: P-Card Management Registration Information BACK TO TOP AP Vendor File/1099 Coordinator The AP Vendor File/1099 Coordinator responsibility is assigned to individuals requiring access to establishing suppliers and changing supplier information. The specific functions to which the AP Vendor File/1099 Coordinator will have access within the Integrated System include: Maintain vendor file information Release payment holds from vendors added by departments Approve requests for additions/changes to the vendor file View supplier, invoice/payment information and run supplier and 1099 reports Make changes to vendors already in vendor file Merge old to new supplies and/or sites The following courses are required: Integrated System Navigation and Overview AP1: Vendor File Maintenance Registration Information BACK TO TOP AP Invoice Processor The AP Invoice Processor responsibility is assigned to individuals who will approve departmental payment vouchers and enter invoices. This responsibility will not have access to payment functions. The specific functions to which the AP Invoice Processor will have access within the Integrated System include: Input vendor invoices and match to purchase orders Review payment vouchers and travel reimbursements View AP information and run reports The following courses are required: Integrated System Navigation and Overview AP2: Invoice Processing Registration Information BACK TO TOP AP Payment Processor The AP Payment Processor responsibility is assigned to individuals who are authorized to process payments, including payment scheduling and printing of checks. Invoice input access will be granted only for changing due dates. This responsibility will not input invoices. This responsibility will have full inquiry access and access to run payment related reports. Specific functions the AP Payment Processor has access to within the Integrated System include: Authorize checks to be printed View AP information and run reports Cannot enter vendor invoices Print checks in AP Run Comptroller Debt Set-off (CDS) reports Submit files to the University's bank Handle ACH rejections from the bank Process voiding and canceling checks The following courses are required: Integrated System Navigation and Overview AP3: Payment Processing Registration Information BACK TO TOP AP Administrator The AP Administrator responsibility is assigned to individuals who will have access to all Accounts Payable functions in order to manage the University's AP process. This responsibility includes access to all set up functions. Specific functions to which the AP Administrator has access within the Integrated System include: Adding vendors Changing vendor information Clearing vendor payment holds Entering vendor invoices received in AP Entering recurring invoices Problem invoice resolution Processing debit memos Processing credit memos from vendors Computer-generated payment batches (check runs) Creating single payments (quick checks) Processing manual checks (disaster recovery) AP month end close AP year end close AP period end reconciliation 1099 processing Processing payment vouchers Procurement card transactions Procurement card program management Internal invoice import Vendor invoice import The following courses are required: Integrated System Navigation and Overview AP1: Vendor File Maintenance AP2: Invoice Processing AP3: Payment Processing AP5: P-Card Program Management AP6: AP Administration Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptar.html 29 1084838400 Departmental AR Resp Responsibilities Index Registration Information Responsibilities for Departmental Accounts Receivable Users TABLE OF CONTENTS • AR Billing Specialist • AR Billing Specialist - Remote • AR Viewer AR Billing Specialist The AR Billing Specialist responsibility is assigned to individuals who are authorized to create and maintain customers, create transactions, and input/review accounting distributions. In the new system, receipt application and collection tasks will be performed by a central administrative unit. Specific functions the AR Billing Specialist has access to within the Integrated System include: View Accounts Receivable information Run reports Create and maintain customers (sites, contacts, terms, etc.) Create transactions (invoices, credit memos, etc.) Input/review accounting distributions The following courses are required: Integrated System Navigation and Overview AR1: Accounts Receivable Departments Registration Information BACK TO TOP AR Billing Specialist - Remote The AR Billing Specialist - Remote responsibility is assigned to individuals who are authorized to create and maintain customers, create transactions, input/review accounting distributions, create bank deposits and enter receipts using QuickCash. In the new system, receipt application and collection tasks will be performed by a central administrative unit. Specific functions the AR Billing Specialist - Remote has access to within the Integrated System include: View Accounts Receivable information Run reports Create and maintain customers (sites, contacts, terms, etc.) Create transactions (invoices, credit memos, etc.) Input/review accounting distributions Enter receipts using QuickCash The following courses are required: Integrated System Navigation and Overview AR2: Accounts Receivable Departments - Remote Registration Information BACK TO TOP AR Viewer The AR Viewer responsibility is assigned to individuals who are authorized to have read only access to all AR data. Specific functions the AR Viewer has access to within the Integrated System include: View Accounts Receivable information Run reports The following courses are required: Integrated System Navigation and Overview ARv: Accounts Receivable Viewer Training will be provided as requested. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptbudget.html 21 1084838400 Dept Budget Resp Responsibilities Index Registration Information Responsibilities for Departmental Budget Users TABLE OF CONTENTS • Budget Developer Budget Developer The Budget Developer is assigned to individuals who will be developing and entering budget information for the upcoming fiscal year. These users will have access to the budget forms for entering, updating, or deleting revenue and expenditure budget information. The following courses are required: Integrated System Navigation and Overview BD1: Budget Development Integrated System Forms Registration Information Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptfa.html 23 1084838400 Dept Fixed Assets Resp Responsibilities Index Registration Information Responsibilities for Departmental Fixed Assets Users TABLE OF CONTENTS • FA Viewer • FA Self-Service FA Viewer This responsibility will have access to Fixed Assets Inquiry, standard reporting, and viewing functions. Their interaction with the property accounting system will be through monitoring reports and sending change requests to the Property Accounting office. This user's primary role is monitoring departmental property. The following courses are required: Integrated System Navigation and Overview FA: Viewer Training will be provided as requested. Registration Information BACK TO TOP FA Self-Service This responsibility is automatically assigned to everyone with a Fixed Assets responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptgl.html 26 1084838400 Dept General Ledger Resp Responsibilities Index Registration Information Responsibilities for Departmental General Ledger Users TABLE OF CONTENTS • GL Specialist • GL Viewer GL Specialist The GL Specialist responsibility is assigned to non-central General Ledger users who are authorized to create and approve journal entries and inquire or report on General Ledger account activities and balances. The specific functions an GL Specialist will have access to within the Integrated System include: View General Ledger information Create journal entries to record cash deposits and other GL activities, including university investment programs Correct or reverse previously created journal entries Self-approve journal entries within pre-determined limits Approve journal entries of other GL Specialists Inquire and report on GL activity and balances The following courses are required: Integrated System Navigation and Overview GL1: General Ledger: All Users Registration Information BACK TO TOP GL Viewer The GL Viewer responsibility is assigned to individuals who are authorized to view data and print reports from General Ledger. The specific functions a GL Viewer will have access to within the Integrated System include: View General Ledger information Inquire and report on GL activity and balances The following courses are required: Integrated System Navigation and Overview GLV: General Ledger Viewer Training will be provided as requested. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptgm.html 37 1084838400 Dept GM Resp Responsibilities Index Registration Information Responsibilities for Departmental Funds Management (GM) Users TABLE OF CONTENTS • GM Award Manager • GM Project Manager • GM Transaction Specialist • GM Encumbrance Specialist • GM Viewer GM Award Manager The GM Award Manager responsibility is assigned to individuals who are authorized to fund their projects from existing awards. These employees will also have the authority to set up projects, tasks, award budgets and projects budgets. Specific functions the GM Award Manager has access to within the Integrated System include: Set-up projects, tasks, award/project budgets based on departmental requirements Link awards to projects by allocating funding to projects Reconcile all awards transactions Create reports View GM information Create entries for manual encumbrances or cost transfers Create entries to adjust manual encumbrances and/or previously recorded transactions Create new expenditure batches on line in GM Enable budgetary controls on non-G&C projects Reconcile all project transactions The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM4: Transactions Registration Information BACK TO TOP GM Project Manager The GM Project Manager responsibility is assigned to individuals who are authorized to process transactions in the Funds Management module and to set up projects, tasks, and project budgets. Specific functions the GM Project Manager has access to within the Integrated System include: Setup projects, tasks, award/project budgets based on departmental requirements Reconcile all project transactions Create reports View GM information Create entries for manual encumbrances or cost transfers Create entries to adjust manual encumbrances and/or previously recorded transactions Create new expenditure batches on line in GM The following courses are required: Integrated System Navigation and Overview GM1a: Setting Up and Funding Projects GM4: Transactions Registration Information BACK TO TOP GM Transaction Specialist The GM Transaction Specialist responsibility is assigned to individuals who are authorized to process transactions in the Funds Management module. Specific functions the GM Transaction Specialist will have access to within the Integrated System include: View GM information Create reports Create entries for cost transfers Create entries to adjust previously recorded transactions Create new expenditure batches on line in GM The following courses are required: Integrated System Navigation and Overview GM4: Transactions Registration Information BACK TO TOP GM Encumbrance Specialist The GM Encumbrance Specialist responsibility is assigned to individuals who are authorized to enter encumbrances in the Funds Management module. Specific functions the GM Encumbrance Specialist will have access to within the Integrated System include: Create reports View GM information Create entries for manual encumbrances Create entries to adjust manual encumbrances The GM Encumbrance Specialist training will be concurrent with the GM Transaction Specialist training, since all individuals assigned one of those responsibilities will be assigned both. The following courses are required: Integrated System Navigation and Overview GM4: Transactions Registration Information BACK TO TOP GM Viewer The GM Viewer responsibility is assigned to individuals who are authorized to view but not process transactional data in the Funds Management application. The specific functions an GM Viewer will have access to within the Integrated System include: Print reports View GM information The following courses are required: Integrated System Navigation and Overview GMV: Grants Management Viewer Training will be provided as requested. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/depthr.html 31 1084838400 Dept HR Resp Responsibilities Index Registration Information Responsibilities for Departmental Human Resources Users TABLE OF CONTENTS • HRMS Specialist • HRMS Recruitment Viewer • HRMS Faculty/Staff Reviewer • HRMS Student & Faculty Wage Approver • HRMS Timekeeper • HRMS Viewer HRMS Specialist This responsibility will be able to enter and update employee information. This user cannot approve hires or salary changes. The following courses are required: Integrated System Navigation and Overview HR: Departmental Human Resources HR: Capstone Registration Information BACK TO TOP HRMS Recruitment Viewer This responsibility will only view requisition and applicant information. The following courses are required: Integrated System Navigation and Overview HR: Recruitment Viewer Registration Information BACK TO TOP HRMS Faculty/Staff Reviewer This responsibility is the first level of approvers for faculty and staff hires and salary changes, and will be able to add or update employee information in addition to completing the approve salary DFF on the salary form. The following courses are required: Integrated System Navigation and Overview HR: Departmental Human Resources HR: Capstone Registration Information BACK TO TOP HRMS Student & Faculty Wage Approver This responsibility is the final approver for student and faculty wage hires and salary changes. This user will not be able to update any other employee information other than approving salary. This responsibility cannot be assigned in conjunction with HRMS Specialist or HRMS Faculty/Staff Reviewer. The following courses are required: Integrated System Navigation and Overview HR: Approving Student and Faculty Wage Hires Registration Information BACK TO TOP HRMS Timekeeper This responsibility will be able to enter leave and time data for employees in Time Management, and can only view employee information. The following courses are required: Integrated System Navigation and Overview PY: Departmental Time Management Registration Information BACK TO TOP HRMS Viewer This responsibility will only view employee information, but differs from the Employee Relations view only by the inability to view performance evaluation ratings. The following courses are required: Integrated System Navigation and Overview HR: Human Resources Viewer Training will be provided as requested. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptld.html 35 1084838400 Dept LD Resp Responsibilities Index Registration Information Responsibilities for Departmental Labor Distribution Users TABLE OF CONTENTS • LD Approver/Setup • LD Approver • LD Specialist • LD Labor Schedule Specialist • LD Effort Report User LD Approver/Setup The LD Approver/Setups responsibility is assigned to users with the highest level departmental LD access. These individuals are authorized to setup Org Default Labor Schedules and Org Default Accounts, approve and initiate distribution adjustments, access distribution reports, and schedule labor. (Distribution adjustments, formerly known as retro-funding changes, are used to change the PTAEOs charged for prior pay periods.) Specific functions the LD Approver/Setups has access to within the Integrated System include: Schedule labor Certify effort reports Initiate distribution adjustments Access distribution reports Approve distribution adjustments Set up Org Default Labor Schedules The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Approver The LD Approver responsibility is assigned to individuals who are authorized to approve as well as initiate distribution adjustments, access distribution reports, and schedule labor. (Distribution adjustments, formerly known as retro-funding changes, are used to change the PTAEOs charged for prior pay periods.) Specific functions the LD Approver has access to within the Integrated System include: Schedule labor Certify effort reports Initiate distribution adjustments Access distribution reports Approve distribution adjustments The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Specialist The LD Specialist responsibility is assigned to individuals who are authorized to initiate distribution adjustments and access distribution reports as well as schedule labor. (Distribution adjustments, formerly known as retro-funding changes, are used to change the PTAEOs charged for prior pay periods.) Specific functions the LD Labor Schedule Specialist has access to within the Integrated System include: Schedule labor Certify effort reports Initiate distribution adjustments Access distribution reports The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Labor Schedule Specialist The LD Labor Schedule Specialist responsibility is assigned to departmental users who are authorized to assist in labor scheduling activities but should not have access to payroll dollar information. This responsibility can only enter labor schedules for current and future pay periods. All labor schedule changes for retroactive pay periods are entered as distribution adjustments. Specific functions the LD Labor Schedule Specialist has access to within the Integrated System include: Schedule labor Certify effort reports The following courses are required: Integrated System Navigation and Overview LD1a: Labor Distribution - All Users Registration Information BACK TO TOP LD Effort Report User The LD Effort Report User will have access to review and certify effort reports using the workflow and notifications processes within the Integrated System. Specific functions the LD Effort Report User has access to within the Integrated System include: Certify effort on Projects Training for the LD Effort Report User will be accomplished with information sent via e-mail from the Office of Sponsored Programs. Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptods.html 29 1084838400 Dept ODS Resp Responsibilities Index Registration Information Responsibilities for Departmental Discoverer (ODS) Users TABLE OF CONTENTS • ODS Specialist • ODS Specialist-Limited • ODS Specialist-Deducts Operational Data Store (ODS) Specialist The ODS Specialist responsibility is assigned to individuals who are authorized to create and run Discoverer 4.1 reports. These reports access Integrated System application data via an end-user-layer (EUL) and business areas that contain Generally Available information. Everyone given application access to the Integrated System will be given access to the ODS Specialist. Individuals with any other Integrated System application responsibility will learn how to view Discoverer reports during training for their responsibility. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. ODSv: Working with Pre-Defined Reports ODS2: Discoverer 4.1 Registration Information BACK TO TOP Operational Data Store (ODS) Specialist-Limited The ODS Specialist-Limited responsibility allows you to create and run Discoverer 4.1 reports against HR tables and views that contain information classified as Limited information such as, but not limited to, hire date, social security number, veteran status, address line 2 (home), schools and colleges attended, and qualifications information. This responsibility also allows access to all financial tables/views and generally available HR/Payroll data available through the ODS and the End User Layer (EUL). Since this data is confidential in nature, this responsibility will be (automatically) granted only to individuals who have HR/Payroll application responsibilities. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. ODSv: Working with Pre-Defined Reports ODS2: Discoverer 4.1 Registration Information BACK TO TOP Operational Data Store (ODS) Specialist-Deducts The ODS Specialist-Deducts responsibility allows users to create and run Discoverer reports against restricted HR tables and views, which includes payroll deduction information and Social Security numbers. Specific U.Va. departments need this information to reconcile payroll deductions to their internal systems. Since this data is confidential in nature, access to this responsibility must be approved by the Chief Human Resources Officer and the ISP Project Director. Though training is not required, the following courses will help you better utilize Discoverer reports. There is also web-based information on fundamentals of using Discoverer reports. ODSv: Working with Pre-Defined Reports ODS2: Discoverer 4.1 Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptota.html 23 1090972800 Dept Self Service Web Resp Responsibilities Index Registration Information Responsibilities for Self Service Web Applications Users TABLE OF CONTENTS • Employee Self Service • Fixed Assets Self Service Employee Self Service The Employee Self Service reponsibility can be assigned to all University and Medical Center employees. This responsibility allows the employee to self-manage enrollments in Division of Training (HRD&T) managed workshops, classes, and presentations. To have this responsibility assigned, please contact the Training Administrator at 434-243-5998. Click here to see information on enrolling in HRD&T managed events. Registration Information BACK TO TOP Fixed Assets Self Service This responsibility is automatically assigned to everyone with a Fixed Assets responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/deptpoap.html 35 1084838400 Dept PO/AP Resp Responsibilities Index Registration Information Responsibilities for Departmental Purchasing and Accounts Payable U sers TABLE OF CONTENTS • PO Purchaser • PO Requester • PO Receiver • AP P-Card Holder • AP/PO Viewer PO Purchaser The PO Purchaser responsibility is assigned to individuals who are authorized to place internal orders (ChemStores), issue limited purchase orders, complete purchase requisitions, manage procurements, and receive. Specific functions the PO Purchaser has access to within the Integrated System include: Add vendors to vendor file Complete purchase requisitions (external vendor) Issue Limited Purchase Orders View PO information and run reports Complete internal requisitions (ChemStores) View on-hand quantities of items in ChemStores Initiate and approve payment vouchers View Accounts Payable information Document receipt of purchased items The following courses are required: Integrated System Navigation and Overview PO1: Departmental Purchasing PO2: Advanced Departmental Purchasing Registration Information BACK TO TOP PO Requester The PO Requester responsibility is assigned to individuals who are authorized to place internal orders for items from ChemStores, issue limited purchase orders, and complete purchase requisitions. Specific functions the PO Requester will have access to within the Integrated System include: Add vendors to vendor file Complete purchase requisitions (external vendor) Issue Limited Purchase Orders View PO information and run reports Complete internal requisitions for purchase from ChemStores View on hand quantities of items in ChemStores Does not receive Does not have access to payment voucher form The following courses are required: Integrated System Navigation and Overview PO1: Departmental Purchasing Registration Information BACK TO TOP PO Receiver The PO Receiver responsibility is assigned to individuals who are authorized only to access receiving screens within the Integrated System. Specific functions the PO Receiver has access to within the Integrated System include: Document receipt of purchased items Document returning items in the Integrated System The following courses are required: Integrated System Navigation and Overview PO3: Receiving Registration Information BACK TO TOP AP P-Card Holder The AP P-Card Holder responsibility is assigned to individuals who are authorized to adjust procurement card charges to other than the default PTAEOs prior to processing the bill for payment. Specific functions the AP P-Card Holder has access to within the Integrated System include: Make changes, if necessary, to the PTAEO distribution on P-card purchases The following courses are required: Integrated System Navigation and Overview AP4: Accounts Payable Procurement Card Transactions Registration Information BACK TO TOP AP/PO Viewer The AP/PO Viewer is assigned to individuals in departments that export invoices to the Integrated System via interfaces, such as the Bookstore, Library, and ISIS staff, as well as users who have AP or PO responsibilities that will be disabled during month end or year end closing of the financial modules. This combination of screens will provide view only access to the user for determining the status of their invoices, Purchase Orders, LPOs, and Requisitions. This responsibility will be automatically added to any employee who is assigned any AP or any PO responsibility. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/OLD/depttech.html 22 1084838400 Dept Technical Resp Responsibilities Index Registration Information Responsibilities for Departmental Technical Users TABLE OF CONTENTS • Printer Setup Specialist Printer Setup Specialist The Printer Setup Specialist responsibility is assigned to local support partners (LSP's) and other technical individuals in departments to set up printers that have been established on the network in the Oracle system for application printing. It also allows the user to review and run concurrent requests. The following course is required: ANAV: Integrated System Navigation and Overview OSA: Integrated System Technical Support Registration Information BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/Resp_Finance.htm 21 1222646400 Resp_Finance.gif Procedures/Navigations for CM applications. http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/Resp_General_3.htm 12 1168905600 Resp_General_3.gif http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/Resp_HR Payroll.htm 9 1168905600 Resp_HR Payroll.gif http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/replaced sept 08 respindex.html 70 1222646400 Resp Index Procedures/Navigations for CM applications. Registration Information Responsibilities for Users of the Integrated System A responsibility is a predefined set of data, menus, and forms that defines your particular level of authority and what forms and information you have access to while using the Integrated System. All individuals who will use the Integrated System must be assigned one or more responsibilities in order to gain access to the system. Responsibilities are often hierarchical, so seldom does an individual require more than one for a given Integrated System application. Training is responsibility-based. Integrated System Navigation and Overview is a prerequisite for all responsibilities, with the exception of ODS Specialist and all financial application Viewer responsibilities. You can familiarize yourself with getting around in the Integrated System by clicking the following link: Navigating Integrated System Applications Review the reponsibilities below for descriptions and training information. Last Modified: Thursday, 26-Feb-2004 09:51:21 EST © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/respindex.html 70 1222646400 Resp Index Procedures/Navigations for CM applications. Registration Information Responsibilities for Users of the Integrated System A responsibility is a predefined set of data, menus, and forms that defines your particular level of authority and what forms and information you have access to while using the Integrated System. All individuals who will use the Integrated System must be assigned one or more responsibilities in order to gain access to the system. Responsibilities are often hierarchical, so seldom does an individual require more than one for a given Integrated System application. Training is responsibility-based. Integrated System Navigation and Overview, a web-based class, is a prerequisite for all responsibilities, with the exception of ODS Specialist and all financial application Viewer responsibilities. You can familiarize yourself with getting around in the Integrated System by clicking the following link: Navigating Integrated System Applications Review the reponsibilities below for descriptions and training information. Last Modified: Thursday, 26-Feb-2004 09:51:21 EST © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/ISResp/respindexold.html 70 1121385600 Resp Index Procedures/Navigations for CM applications. Registration Information Responsibilities for Users of the Integrated System A responsibility is a predefined set of data, menus, and forms that defines your particular level of authority and what forms and information you have access to while using the Integrated System. All individuals who will use the Integrated System must be assigned one or more responsibilities in order to gain access to the system. Responsibilities are often hierarchical, so seldom does an individual require more than one for a given Integrated System application. Training is responsibility-based. Integrated System Navigation and Overview is a prerequisite for all responsibilities, with the exception of ODS Specialist and all financial application Viewer responsibilities. You can familiarize yourself with getting around in the Integrated System by clicking the following link: Navigating Integrated System Applications Review the reponsibilities below for descriptions and training information. Last Modified: Thursday, 26-Feb-2004 09:51:21 EST © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/JRE.html 59 1234915200 JRE Installation & FAQ Java Security Warning JRE Installation and FAQ Installation and questions about JRE as installed on client PCs. TABLE OF CONTENTS • Move to JRE November 17, 2008 . • How do I get the JRE 1.6_07? • Issues with NEW JRE versions (10/23/08) • JAVA SECURITY WARNING (10/23/08) • JRE 6u11 SLOW WHEN MOVING FORM (NEW 12/12/08) • Firefox plug-ins (11/17/08) • In what instance/ URL can I test the connection with JRE ? • Is it compatible? • Do I need to uninstal l old Jinitiator versions prior to JRE? • "This account does not have sufficient privileges..." • Nothing happens • All Browser windows close (11/12/08) • Internet Explorer has encountered a problem... (11/13/08) • What about "Your current security settings prohibit running ActiveX controls ... the page may not display correctly."? • Pop-up Blockers can prevent access. • Windows XP SP2 can prevent access. • How to determine the default version of the JRE on Windows • Clear Java Cache. • FRM-40202 on a Mac. (12/2/08) • Can't View Output. (2/18/09) • Can't Export data. • Automatically Export to Excel. • Can't open Attached files. • Adding IS to the Trusted Zone. • What browsers should I use? • What Operating Systems are certified? • Java 6u10 (11/12/08) Move to JRE November 17, 2008 Access to the Integrated Systeml requires Java Runtime Environment (JRE) version 1.6_07 on the client workstation (began November 17, 2008). This replaces the Oracle Jinitiator which has been used historically. If the client does not have the required version of JRE, it will automatically download and install. Several benefits result from this upgrade. Foremost is that many more browsers and Operating Systems are certified with its use. Old and new versions of JRE can co-exist. This version may be installed and tested. See below . Users may have XP Pop-up blocker and ActiveX blockers to contend with. Installation with Windows Administrator privileges is required. Caveats: For best performance, set the following: (click link for details) Set Integrated System site as allowed by pop-up blockers . Add Integrated System site to Trusted Zone . Adjust XP firewall as suggested by ITC Microsystems . Sample Scenario: Windows XP SP2, Windows firewall on, Popup blocker on, all Internet Options Security set to Default, logged in with Windows administrative privileges, VPN on. Logged into the Oracle Applications( click here for test URL ), UVA Printer Setup Specialist, clicked Register, popup "Did you notice the Information Bar?," OK. On the yellow Information Bar, choose Install ActiveX Control, click Register again . JRE download started and installation began. Click Install button, Accept, Finish. On the Information Bar, choose “Always allow Pop-ups from this site,” click Register yet again . JRE started for successful system access. How do I get JRE 1.6_07? Users may login to the production instance of the Integrated System with Internet Explorer and be automatically prompted to download and install the required version, or ... To download a copy of JRE 1.6_07 for Windows XP (offline installation) to test connectivity to the upgraded Oracle applications (link below). Java SE JRE for other Operating Systems is available from java.sun.com . BACK TO TOP Issues with New JRE versions: The Integrated System implemented dynamic JRE versioning which means JRE Version 6 Update 7 (aka JRE 1.6.0_07) is the minimum version required, but newer versions should be compatible. Over time, Sun Microsystems continues to release newer versions of Java. By default, Java Updater will search for updates monthly. Users can check for updates or disable Automatic Updates on the Update tab of the Java Control Panel found in Windows Control Panel. Java Version 6 Update 10 (aka JRE 6u10 or 1.6.0_10) introduced some new features, including "next generation" java plug-in. This can cause conflicts accessing the Integrated System. General info about Java 6u10. Some work arounds follow: JAVA SECURITY WARNING: A JAVA SECURITY WARNING window may appear. If the user clicks Run, Java 1.6.0_07 will be used. If the user clicks Cancel, the newest Java version (ie. 6U10) will be used. To avoid the annoying warning, do the following: A simplistic solution is to remove the newer version of Java, ie. JRE 6u10, but that's not always practical. Internet Explorer: If a user has difficulty accessing the Integrated System after installing JRE 6u10, or newer, disable next-generation plug-in. Open Windows Control Panel, Java Control Panel, Advanced tab, double-click Java Plug-in, UNcheck "Enable the next-generation...", Apply, OK, OK, close all browser windows and retry. What is next-generation Java Plug-in and how can I switch between the old Java plug-in and new Java plug-in? JRE 6u11 SLOW WHEN MOVING FORMS: With JRE 6u11, aka JRE 1.6.0_11, moving forms within Oracle is *very* slow. A solution is add a parameter for JRE. Open Control Panel, Java Control Panel, Java tab, (Java Applet Runtime Settings) View. On the 1.6.0_11 line, double click the Java Runtime Parameters field (normally blank) and insert (paste) the following: -Dsun.java2d.d3d=false Click OK, Apply, OK. Firefox plug-ins : Firefox stops at the "download" page: A workaround is to disable next-generation plug-in as described above; plus copy C:\Program Files\Java\jre1.6.0_07\bin\npjpi160_07.dll to C:\Program Files\Mozilla Firefox\plugins. To prevent this DLL from being removed by the next install, make it Read-only. Further explanation: Firefox retains the use of static versioning, therefore it can only connect using the same plug-in version as set in Oracle E-Business Suite. However, Firefox also only uses the latest version of the plug-in that it finds on the desktop client which can therefore cause a mismatch and a failure to connect. With this model, setting Oracle E-Business Suite to use JRE 1.6.0_07 would mean users must connect to a forms-based responsibility using the same version. By default, Firefox only uses the latest version of the plug-in that it finds on the desktop. Unless Oracle E-Business Suite is set to use the latest available version of the plug-in, users may not be able to connect. To view all active Firefox plug-ins, type "about:plugins" (without quotes) in the address bar. BACK TO TOP In what instance/URL can I test the connection with JRE? You can test the connection on a NON-production test instance (Dev1 Dev2 10/22/08) at: http://isp-dev.admin.virginia.edu:8072/oa_servlets/AppsLogin/ (VPN required) User_id = LSP, password = intsys2jre. Click Printer Setup Specialist, Register, Java will then start. See Sample Scenario above for dealing with ActiveX and pop-ups. Is it compatible? There are many versions of Java. Some software requires specific versions. JRE 1.6_07 may conflict with other Java centric programs installed on the client PC. Example: the WinRunner product will not run with the new JRE. Do I need to un-install old Jinitiator versions prior to JRE ? No. Administrator Permissions: during installation, a Warning window states "This account does not have sufficient privileges to install Java(TM)..." or "When I try to start a responsibility, nothing happens." The Windows account does not have Administrator permissions or equivalent. Re-logon to Windows as Administrator or equivalent. All browser windows close after choosing an Oracle responsibility. An additional symptom is Java Control Panel (within Windows Control Panel) will not open. There is a Java conflict with an Add-on. This can be difficult to resolve. Add-ons can be disabled individually in Internet Options, Programs tab, Manage Add-ons button. On one occasion, all Adobe products had to be Uninstalled to resolve the conflict. Reinstalling current versions restored functionality. Internet Explorer has encountered a problem and needs to close. Internet Options, Advanced tab, uncheck 'Enable third-party browser extensions'. BACK TO TOP What about "Your current security settings prohibit running ActiveX controls on this page. As a result, the page may not display correctly."? It is recommended to put the IS site in the Trusted Zone ( click for directions ). Otherwise ... Internet Explorer's ActiveX settings may prevent successful operation. To set this in Internet Explorer, first close all Windows applications. Then click on Tools, Internet Options, Security tab, Internet icon, Custom Level button. Set: "Download signed ActiveX controls" to Enable or Prompt, "Download UNsigned ActiveX controls" to Enable or Prompt, "Run ActiveX controls and plugins" to Enable or Prompt. Upon completion of the installation of Java, the security level for the Internet zone should be reset to the Default, which is Medium. On Internet Explorer menu bar, click Tools, Internet Options, Security tab, Internet zone (the globe), Default Level button, Apply, OK. Pop-up Blockers can prevent access: Some pop-up blockers (like Windows XP SP2 or the Goggle Toolbar) have been known to prevent the Java window from starting, thereby denying access. Additionally, pop-up blockers have prevented users from being able to "View Output" and open certain forms. Some pop-up blockers may be configurable to avoid this problem. For example, the Goggle toolbar can be configured to allow pop-ups from www.virginia.edu pages, yet continue to block pop-ups from other sites. Click here for more information about the Windows XP Service Pack 2 (XPSP2) Pop-up blocker and how to configure it for IS compatibility. BACK TO TOP How to determine the default version of the JRE on Windows: To determine the default version of the JRE on a system for Windows: Click "Start", Select "Run", Type "cmd" (starts a command-line). At the prompt, type "java -version" (without quotes). Note: This command only determines the default version. Other versions may also be installed on the system. Enable Java Console: Enable the Java Console on your PC through the 'Java Control Panel' by clicking on the 'Java' icon within your desktop clients 'Control Panel'. Select the 'Advanced' Tab and expand the 'Java Console' field. Make sure the 'Show Console' option is selected. Clear Java Cache: On occasion, it may be required to flush the Java cache (Temporary Internet Files). In Control Panel, select Java, General tab, Settings button, Delete Files button, OK, OK. By default, the actual location is C:\Documents and Settings\\Application Data\Sun\Java\Deployment\cache. Windows Vista JRE Cache Directory: The JRE cache directory can no longer be changed within the Java Control Panel. The Change button has been disabled under 'Java Control Panel' -> 'General' (tab) -> 'Settings' -> 'Location'. The default cache is set to a low-integrity directory under the users home, i.e. C:\Users\\AppData\LocalLow\Sun\Java\Deployment\cache. Users wishing to change the cache location must do so through the deployment.properties file. (At the user level, this is located at C:\Documents and Settings\\Application Data\Sun\Java\Deployment\deployment.properties) For information on updating the deployment.properties file, please reference the 'Deployment Configuration File and Properties' document on the Sun web site at: http://java.sun.com/javase/6/docs/technotes/guides/deployment/deployment-guide/properties.html . FRM-40202 on a Mac: This is a known issue when attempting to Query by Example on Timecard screen using an Apple Macintosh. ISDS is working with Oracle to find a solution. A temporary alternative is to use a Windows XP PC. Can't View Output: Symptom: User clicks View Output button and nothing seems to happen. This can be caused by browser settings blocking downloads. Adding the IS to the Trusted Zone in Internet Options may be a solution. Please see Trusted Zone below. (2/18/09) The output may not be visible. In Internet Explorer with tab viewing enabled, View Output opens a new tab to display the data, but its not in the active window. To get the new tab to display in the foreground: Internet Options, Tab section (near bottom) Settings button, Check "Always switch to new tabs when created.", OK, OK. You may have to close and restart all browser windows for the setting to be effective. BACK TO TOP Can't Export data? The export function is usually prevented by restriction of the “Automatic prompting for file downloads” being disabled in Internet Options. Quick workaround for XP users: To circumvent the block, hold down the Ctrl (control) key during the Export process. Specifically, after the File/ Export, a red progress indicator displays. Depress and hold the Ctrl key until the File Download dialog box is displayed. Adding the IS to the Trusted Zone in Internet Options may be a better solution. Please see Trusted Zone below. To enable “Automatic prompting for file downloads” only: Close all browsers. Click Start, Settings, Control Panel, Internet Options, Security tab, Internet, Custom Level, scroll down to Downloads/ Automatic prompting for file downloads, click Enable, OK, Yes to changes, Apply, OK. Automatically Export to Excel? The Export downloads the file fnd_gfm.tsv. The File Download prompt has Save/ Cancel buttons only if the TSV file is not associated. If that file type (TSV) is associated with Excel, the File Download dialog box prompts the user to Open/ Save/ Cancel. On that File Download dialog box, there's a check box for "Always ask ..." If that box is UNchecked and you click Save, the subsequent exports will simply open in Excel automatically. To un-do this and regain the Open/ Save/ Cancel box: start Windows Explorer, Tools, Folder Options, File Types tab, scroll down the Registered File Types list, click to highlight the TSV file type, Advanced button, uncheck and then check the "Confirm Open After Download" box, OK, Close. If TSV was associated with another program, such as notepad, the association can be changed as follows. In Windows Explorer, navigate to a saved copy of fnd_gfm.tsv, right click, Open with, Choose From a List, choose Microsoft Excel, CHECK the "Always use box", OK. BACK TO TOP Can't open attached files. File Download needs to be enabled. In Internet Explorer, go to Tools, Internet Options, Security tab, click Internet zone, Custom Level button, set Automatic Prompting for File Downloads to Enabled. Adding the IS to the Trusted Zone in Internet Options has proven to be a solution. See Trusted Zone below. Adding IS to the Trusted Zone? It is suggested that the Integrated System server be added to the Trusted Zone in Internet Options. This allows for fewer restrictions on the IS site while retaining more restrictions for public Internet traffic. This helps resolve issues with Export failure and file attachment failure. Add to Trusted Zone: You may need Administrator privileges on the PC to set Internet Options. Close all browsers. Click Start, Settings, Control Panel, Internet Options, Security tab, Trusted sites, Sites button, enter https://is-sswa.admin.virginia.edu in the "Add this Web site" box, Add button. Should also check the "Require server verification (https:) for all sites in this zone" box. OK, Apply, OK. What browsers should I use? What Operating Systems are certified? While the following indicates various Operating Systems that are certified with the Oracle Applications access, be reminded that Oracle Discoverer is still certified on Windows XP platform only. The following Operating Systems are certified to access Oracle Applications using the indicated browser and JRE versions. Browser Version Windows Vista, SP1 Windows XP SP2, SP3 OS X v10.3.9 OS X v10.4.7 or higher MSIE 7 JRE 1.6.0_03 or later JRE 1.6.0_03 or later Not Certified Not Certified MSIE 6 Not Certified JRE 1.6.0_03 or later Not Certified JRE 1.6.0_03 or later Firefox 2.0.x JRE 1.6.0_03 or later JRE 1.6.0_03 or later Safari 2.0.4 and later n/a n/a n/a JRE 1.5.0_06 or later Safari 1.3.2 and later n/a n/a JRE 1.4.2_09 or later n/a Recommended Safari Browser Settings From the Safari Menu, go to 'Preferences -> Security -> Web Content' and select; 'Enable Plug-ins', 'Enable Java' and 'Enable JavaScript'. Do not select 'Block Pop-Up Windows'. (Selecting this will cause Oracle E-Business Suite not to open). From the Safari Menu go to 'Preferences -> Advanced' and select 'Press Tab to highlight each item on a web page'. If you experience any difficulties, contact the ITC Help Desk at 924-3731. BACK TO TOP Java 6u10: Notes about Java SE version 6 update 10. Quote: Don't be fooled by its unassuming name: Java SE 6 update 10 is a very different animal than the updates that preceded it. Java SE 6u10 pushes the envelope by adding more new features and functionality than in any previous Java programming language update release, including many that have been a long time coming. End-quote. JRE installs (starting with 6u10): Static vs. Patch-in-place (default). Java Quick Starter for Java SE 6u10 What is next-generation Java Plug-in and how can I switch between the old Java plug-in and new Java plug-in? BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/REALindex.html 24 1134604800 Getting Started Getting Started Checklist Responsibilities for Users of the Integrated System Integrated System Glossaries Getting Started TABLE OF CONTENTS • Getting Started • Integrated System Mailing Lists Receive user ID and temporary password from your supervisor when you become an employee at the University of Virginia. For instructions on how to log onto Integrated System Self Service, click here . If you require additional Integrated System responsibilities: 1. Have an Integrated System responsibility assigned (or changed). IS Responsibility Descriptions and Policies Integrated System Access Form IS Responsibility Hierarchies (PowerPoint presentation) Data Security Contacts by Organization (see column R) 2. Sign an Electronic Access Agreement . 3. Prepare your desktop. Desktop requirements j-Initiator VPN Discoverer Check your printing needs Integrated System passwords 4 . Determine required training. Visit the Human Resource Development and Training Web site to get more information about Integrated System Training Preparation and Registration . Integrated System Mailing Lists New users of the Integrated System are automatically subscribed to two mailing lists: IS Downtimes IS Bulletins If you are not subscribed and wish to be on the mailing lists, please send an email to crh5y@virginia.edu . Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/checklist.html 19 1238976000 Getting Started Checklist Check List for Integrated System Readiness Φ Receive temporary password from supervisor upon employment. Φ Change temporary password to strong password. If you need IS responsibilities in addition to Self Service: Φ Check responsibility descriptions and hierarchies. Φ Complete Integrated System Access Form. Φ Have Data Security Contact sign form. Φ Sign and submit Confidentiality Agreement. Φ Install JRE Φ Install VPN. Φ Install Discoverer. Φ Check printing needs. Φ Register for training. Φ Complete training. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/default.htm 0.5 1181865600 Table of Contents: Oracle 11i Oracle 11i Integrated System Navigation and Overview http://www.virginia.edu/integratedsystem/gettingStarted/deskTopReq.html 28 1238976000 Desktop Reqs Desktop Requirements for Oracle Applications 11i.10.2 click HERE for Desktop Requirements for 11.5.10 (prior to 9/17/07) User Profiles (assumes that all users have both a mail service and calendar running in background) Average User Power User Periodic use of Integrated System (in and out of Integrated System) Batch work for Integrated System Integrated System open for extended periods of time High volume of transactions in Integrated System High use of MicroSoft products/Opened at same time (e.g. Excel with links) Switch and export between Discoverer and Excel UVA Desktop Recommendations Windows 2000 and above Windows XP Minimum 500 MHz Recommend 256MB RAM Windows 2000 and above Windows XP Minimum 500 MHz Recommend 512MB - 1.0Gb RAM Browser Recommendations Microsoft Internet Explorer (MSIE) Browser Version Windows XP MSIE 6 JRE 1.6.0_03 or later MSIE 7 JRE 1.6.0_03 or later Firefox 1.5 and later JRE 1.6.0_03 or later Click HERE to see Oracle Note 285218.1.doc. MacIntosh Recommendations ISDS requirements to support Mac users: 200 MHz processor (G3 or higher) 256 MB RAM 800x600 minimum display resolution; 1024x768 or higher preferred Must be on OS X v10.3.9 along with any other security and Java updates in the Software Update program started from the Apple icon menu on the desktop. Safari 1.3.2 (v312.5) or higher Requires Apple Java 1.4.2_09 or higher (downloaded from Apple website) Note: Oracle Applications 11i is not certified with the Netscape, Mozilla, Firefox, or Opera browsers on Mac OS X. Oracle Applications 11i on the 11.5.10 technology stack is not certified or supported with the Internet Explorer browser on Mac OS X. (new) Mac OS X 10.4 (also known as Tiger) and Safari 2.0 have not been certified for Oracle Applications 11i. On the Windows client, Oracle provides J-initiator to provide the local Java VM functionality for Oracle client-side Java support. On the Mac OS X client, Oracle J-initiator is not required because Oracle uses the Java Runtime from Apple to provide the Oracle Applications client-side Java requirements. Apple-Specific Environment Settings: Use the following settings to improve client-side performance and usability. For Safari (under the Safari menu option): -Under Preferences>Security>Web Content, ensure the following options are selected: Enable plug-ins, Enable Java, Enable JavaScript -Under Preferences>Advanced>Universal Access, ensure the following option is selected: Press Tab to highlight each item on a webpage -Ensure the following is not selected: Block Pop-Up Windows For the Java Plug-in (in Finder>Applications>Utilities>Java>Java 1.4.2 Plug-in Settings): -In the Cache tab, ensure the following is selected: Enable Caching For System Preferences (in the desktop's dock): -In Displays>Resolutions, select 1024 x 768 or higher (recommended), or 800 x 600 (minimum) -In Displays>Colors, select Millions -In Dock, select Automatically hide and show the Dock for users with limited screen area Cisco VPN Client 3.7 (for Mac 10.1.5 and greater) - ITC website Browser Version OS X v10.3.9 OS X v10.4.7 or higher Safari 2.0.4 and later n/a JRE 1.5.0_06 and later Safari 1.3.2 and later JRE 1.4.2_09 and later n/a No Discoverer access (however, other SQL client tools can be used) Click HERE to see Oracle Note 285218.1.doc. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/deskTopReq1159.html 25 1139961600 Desktop Reqs Desktop Requirements for 11.5.9 User Profiles (assumes that all users have both a mail service and calendar running in background) Average User Power User Periodic use of Integrated System (in and out of Integrated System) Batch work for Integrated System Integrated System open for extended periods of time High volume of transactions in Integrated System High use of MicroSoft products/Opened at same time (e.g. Excel with links) Switch and export between Discoverer and Excel Oracle/Solution Beacon Desktop Requirements (While these will work, performance may be slow and more prone to operating system errors.) Windows 98 NT 4.0 (SP3, 5 or later) Windows 2000 Windows XP Minimum 250 MHz Minimum 128MB RAM Windows 98 NT 4.0 (SP3, 5 or later) Windows 2000 Windows XP Minimum 250 MHz Minimum 128MB RAM UVA Desktop Recommendations Windows 2000 and above Minimum 500 MHz Recommend 256MB RAM Windows 2000 and above Minimum 500 MHz Recommend 512MB - 1.0Gb RAM Browser Recommendations Microsoft Internet Explorer (MSIE) 5.5x & 6.0/6.0 SP1 are the preferred browsers for E-Business Suite 11i. Although 11i is also certified with MSIE 5.0x & Netscape Navigator 4.7x (where x = 3 or higher), performance of the HTML self service interface is substantially better with MSIE 5.5x & 6.0/6.0 SP1. NOTE: MSIE 5.0 was de-supported. Oracle is continuing to test and certify ongoing releases of the browsers and may adjust this recommendation in the future. MacIntosh Recommendations ISDS requirements to support Mac users: 200 MHz processor (G3 or higher) 128 MB RAM Must be on OS X v 10.2.x or higher Requires Apple Java 1.3.1 update (downloaded from Apple website) Microsoft Internet Explorer 5.2 (not certified with Netscape or Safari browsers) Cisco VPN Client 3.7 (for Mac 10.1.5 and greater) - ITC website No Discoverer access (however, other SQL client tools can be used) Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/deskTopReq13123.html 26 1189382400 Desktop Reqs Desktop Requirements for Oracle Applications 11i.10 click HERE for Desktop Requirements for 11.5.9 (prior to 4/24/06) User Profiles (assumes that all users have both a mail service and calendar running in background) Average User Power User Periodic use of Integrated System (in and out of Integrated System) Batch work for Integrated System Integrated System open for extended periods of time High volume of transactions in Integrated System High use of MicroSoft products/Opened at same time (e.g. Excel with links) Switch and export between Discoverer and Excel UVA Desktop Recommendations Windows 2000 and above Windows XP Minimum 500 MHz Recommend 256MB RAM Windows 2000 and above Windows XP Minimum 500 MHz Recommend 512MB - 1.0Gb RAM Browser Recommendations Microsoft Internet Explorer (MSIE) 6.0 & 6.0 SP1 and SP2 are certified, and are the preferred browsers for E-Business Suite 11i on MS Windows clients. (Macintosh requirements below) Although 11i is also certified with other browsers, such as Firefox 1.0.x (where x >= 4), Mozilla 1.7.x, Netscape Navigator 7.2, they are not tested nor supported by Integrated System. Please note that Netscape 8.x is NOT recommended for use with 11i E-Business Suite. For more information about browsers, click HERE to see Oracle Note 285218.1.doc. MacIntosh Recommendations ISDS requirements to support Mac users: 200 MHz processor (G3 or higher) 256 MB RAM 800x600 minimum display resolution; 1024x768 or higher preferred Must be on OS X v10.3.9 along with any other security and Java updates in the Software Update program started from the Apple icon menu on the desktop. Safari 1.3.2 (v312.5) or higher Requires Apple Java 1.4.2_09 or higher (downloaded from Apple website) Note: Oracle Applications 11i is not certified with the Netscape, Mozilla, Firefox, or Opera browsers on Mac OS X. Oracle Applications 11i on the 11.5.10 technology stack is not certified or supported with the Internet Explorer browser on Mac OS X. (new) Mac OS X 10.4 (also known as Tiger) and Safari 2.0 have not been certified for Oracle Applications 11i. On the Windows client, Oracle provides J-initiator to provide the local Java VM functionality for Oracle client-side Java support. On the Mac OS X client, Oracle J-initiator is not required because Oracle uses the Java Runtime from Apple to provide the Oracle Applications client-side Java requirements. Apple-Specific Environment Settings: Use the following settings to improve client-side performance and usability. For Safari (under the Safari menu option): -Under Preferences>Security>Web Content, ensure the following options are selected: Enable plug-ins, Enable Java, Enable JavaScript -Under Preferences>Advanced>Universal Access, ensure the following option is selected: Press Tab to highlight each item on a webpage -Ensure the following is not selected: Block Pop-Up Windows For the Java Plug-in (in Finder>Applications>Utilities>Java>Java 1.4.2 Plug-in Settings): -In the Cache tab, ensure the following is selected: Enable Caching For System Preferences (in the desktop's dock): -In Displays>Resolutions, select 1024 x 768 or higher (recommended), or 800 x 600 (minimum) -In Displays>Colors, select Millions -In Dock, select Automatically hide and show the Dock for users with limited screen area Cisco VPN Client 3.7 (for Mac 10.1.5 and greater) - ITC website No Discoverer access (however, other SQL client tools can be used) Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/deskTopReq13128.html 28 1183939200 Desktop Reqs Desktop Requirements for Oracle Applications 11i.10.2 click HERE for Desktop Requirements for 11.5.10 (prior to 8/27/07) User Profiles (assumes that all users have both a mail service and calendar running in background) Average User Power User Periodic use of Integrated System (in and out of Integrated System) Batch work for Integrated System Integrated System open for extended periods of time High volume of transactions in Integrated System High use of MicroSoft products/Opened at same time (e.g. Excel with links) Switch and export between Discoverer and Excel UVA Desktop Recommendations Windows 2000 and above Windows XP Minimum 500 MHz Recommend 256MB RAM Windows 2000 and above Windows XP Minimum 500 MHz Recommend 512MB - 1.0Gb RAM Browser Recommendations Microsoft Internet Explorer (MSIE) Browser Version Windows XP MSIE 6 JInitiator 1.3.1.x MSIE 7 JInitiator 1.3.1.x Firefox 1.0.4 and later JInitiator 1.3.1.x Firefox 1.5 and later JInitiator 1.3.1.x click HERE to see Oracle Note 285218.1.doc. MacIntosh Recommendations Oracle requirements to support Mac users: 200 MHz processor (G3 or higher) 256 MB RAM 800x600 minimum display resolution; 1024x768 or higher preferred Must be on OS X v10.3.9 along with any other security and Java updates in the Software Update program started from the Apple icon menu on the desktop. Note: Oracle Applications 11i is not certified with the Netscape, Mozilla, Firefox, or Opera browsers on Mac OS X. Oracle Applications 11i on the 11.5.10 technology stack is not certified or supported with the Internet Explorer browser on Mac OS X. On the Windows client, Oracle provides J-initiator to provide the local Java VM functionality for Oracle client-side Java support. On the Mac OS X client, Oracle J-initiator is not required because Oracle uses the Java Runtime from Apple to provide the Oracle Applications client-side Java requirements. Apple-Specific Environment Settings: Use the following settings to improve client-side performance and usability. For Safari (under the Safari menu option): -Under Preferences>Security>Web Content, ensure the following options are selected: Enable plug-ins, Enable Java, Enable JavaScript -Under Preferences>Advanced>Universal Access, ensure the following option is selected: Press Tab to highlight each item on a webpage -Ensure the following is not selected: Block Pop-Up Windows For the Java Plug-in (in Finder>Applications>Utilities>Java>Java 1.4.2 Plug-in Settings): -In the Cache tab, ensure the following is selected: Enable Caching For System Preferences (in the desktop's dock): -In Displays>Resolutions, select 1024 x 768 or higher (recommended), or 800 x 600 (minimum) -In Displays>Colors, select Millions -In Dock, select Automatically hide and show the Dock for users with limited screen area Cisco VPN Client 3.7 (for Mac 10.1.5 and greater) - ITC website Browser Version OS X v10.3.9 OS X v10.4.7 or higher Safari 2.0.4 and later n/a JRE 1.5.0_06 and later Safari 1.3.2 and later JRE 1.4.2_09 and later n/a No Discoverer access (however, other SQL client tools can be used) Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/fullGlossary.html 115 1115078400 IS Full Glossary Integrated System Functional Glossary Finding a word : Either click on the appropriate letter of the alphabet, or go to "Edit" on the browser toolbar and select "Find (on this Page)," type the word, and click "Find Next." Navigating the page : If you click a link within a definition, you can return to the word by clicking the Back function. Glossary of Acronyms and Terms A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z TERM BRIEF TRANSLATION OR EXPLANATION A Administrative Appointment A functional title held in addition to faculty rank. For example, Professor of History and Dean; Lecturer and Associate Provost; etc. If the administrator is a non-track faculty member, the term of the administrative appointment should run concurrently with the term of the faculty election. Allowed Cost Schedule Expenditure Types that are valid for use on an award. AP A ccounts P ayable. An Integrated System finance module used to process vendor invoices from receipt to payment. AR A ccounts R eceivable. An Integrated System finance module used to manage amounts due to the University for goods and services supplied. ASI A ward S tatus I nquiry. An Integrated System GA feature that enables users to quickly review actual and commitment transactions, invoices, and budget and expenditure data at the award , project , or task level on a project-to-date basis. Attachment Electronic documents such as spreadsheets, quotes, contracts, justification forms, etc. which can be attached to Integrated System transactions with the "Paperclip" icon (when icon is available on the toolbar). Award The "A" in PTAEO that represents a source of funds. Award Close Date The last date expenditures (except for open purchasing commitments) can be posted to an award. For sponsored programs , the close date is typically 90 days past the award end date. Award End Date The last expenditure item date for which transactions are valid for an award. No transactions can be posted to an award if the expenditure item date is after the award end date. Award Installment The allotment of funds authorizing expenditures (authority to spend limit) for a specific period of time. Award Number A seven character code used to uniquely identify an award . The naming convention is: two alpha character prefix that defines the general source of funds, followed by a five digit number. (example: SG11419) Award Prefix The first two alpha characters of an Award Number that identifies the general source of funds. See Mapping Award Prefixes to Award Types to see the various award prefixes and their corresponding source of funds. Award Purpose Code A six-digit code in the form of 9999-99. This field is used to map PTAEO charging instructions in GA to COA charging instructions in GL . The first four digits represent the GL Fund Source ; the last two digits represent the GL Entity . Award Type An attribute on each award indicating the major category of Fund Source . B Baselining The final process of approving a budget for use in reporting and accounting. BBA B udget B alance A vailable - The budget amount, less expenditures and encumbrances. Budget A forecast of cost or revenue. Budgetary Control Settings in GA that determine the extent to which the system will enforce budget dollar availability before applying actual and encumbrance transactions. The budgetary control level is set when the award is created. Burden Costs Overhead costs. (In the Integrated System this includes: Fringe Benefits, UVA Temp Svcs fees, and F&A Costs .) They are calculated by applying a burden multiplier as defined in the Burden Schedule of the Award to applicable raw costs. Burden Schedule Establishs the burden multipliers used to calculate burden costs. Also referred to as the Indirect Cost Rate Schedule on the award. Refer to View Burden Costs to see applicable burden costs asociated with a PTAEO. C Carrying-out Org The owning organization of a project , task , or award . (Also know as, Owning Org). Charging Org See Incurred-by Org . COA C hart Of A ccounts string. The GL charging instruction used by the University to record transactions, maintain, and report account balances. It consists of 6 segments in the following order: 1. Entity 2. Project 3. Fund Source 4. Object Code 5. Organization 6. Future. The COA is displayed with a period between segment values (e.g.; 99.999999.9999.9999.99999.0000). Note: the sixth segment is reserved for a future use and always contains a default value of 4 zeroes. Commitment A legally binding purchase agreement. The Integrated System automatically creates commitments for the balance remaining on approved requisitions, purchase orders, and invoices that have not yet incurred the full cost. For reporting purposes, encumbrances and commitments are treated as one and the same. Cost Transfer A movement of an expenditure or credit from one PTAEO to another. Also known as a ''usage." Courtesy Appointment An appointment that is normally non-salaried, and recognizes a faculty member's contribution to a department that is not his/her home department. Faculty members who hold courtesy appointments do not have voting rights or other rights normally afforded to members of that department. D back to top Delivery Location Code (DLC) Five-digit code used to identify the various physical locations where ordered commodities from a particular Purchasing Location should be delivered. First two characters correspond to the associated Purchasing Unit code. For more information, see Purchasing Locations and Delivery Locations . Direct Cost A Sponsored Programs term referring to those raw costs that can be identified and assigned specifically to a particular sponsored project, instructional activity, or any other institutional activity, with a high degree of accuracy. Discoverer A powerful, highly intuitive, and easy-to-use query and analysis tool that enables end-users to create and/or view pre-defined reports, and if desired, easily export data to Microsoft Excel. See Introduction to Discoverer for End-users for more details. Distributions The charging instructions (either PTAEO or, in some cases, COA ) to which all or a portion of the transaction amount is to be posted. E Encumbrance An entry made to record anticipated expenditures of any type. Example, LD Labor Encumbrances record anticipated labor expenditures. (For reporting purposes, encumbrances and commitments are treated as one and the same.) Entity A two-digit code (the first segment of the COA ) that defines the state, local, or outside entity associated with transactions and balances for each of U.Va.'s four state agencies. It is the balancing segment of the COA. For a more in-depth definition and instructions, see how to select the correct entity . Expending Org See Incurred-by Org . Expenditure Batch A group of manual cost transfers , or internal service provider ( isp ) billings. Expenditure Category A code used to group Expenditure Types together by type of cost. (e.g. "Classified Salaries," "Faculty Salaries," "Supplies & Materials," "OTPS," etc.) You can see a complete list of Expenditure Categories and associated Expenditure Types by running the following Discoverer Report: IS.FM_GM Expenditure Types. Expenditure Code A four digit number used by internal service providers ( isp's ) to identify the expenditure type to be charged. See the Discoverer Report: IS.FM_GM Expenditure Types. Note: The Expenditure Code is listed in the column labeled "Internal Service Provider Code." Expenditure Comment Free text that can be entered for any expenditure item to explain or describe it in further detail. A maximum 240 character comment can be stored and reported. Expenditure Credit Funds received as credits or reimbursements for original expenditures in the GA module. See the Finance and Administrative Policy and Procedure for Expenditure Credits for more detailed information. Expenditure Function Code A four digit code that is used to categorize a project’s primary reason for existence. Expenditure functions include “core missions” of the University (Instruction, Research, and Public Service), as well as “support” functions. This code is required when creating new projects. Refer to the Expenditure Function Code Directory for more specific information. Expenditure Group A unique batch name used to group a set of expenditures or manual encumbrances lines entered into GA . For a more detailed description, refer to U.Va.'s coding conventions for Expenditure Group names. Expenditure Item Date The date the expenditure was incurred, which varies by type of transaction. For: 1. Requisitions and Purchase Orders - the date the document was created (resides in the "Expenditure Date" field on the form). 2. Payment Vouchers - the date the invoice was issued (resides in the "Invoice Date" field on the form). 3. Payroll and LD transactions - the last day of the payroll period associated with the expense, adjustment, or commitment. 4. Cost transfers - the original expenditure item date of the transaction being transferred. 5. P-Card transactions - the date the expense was charged on the card. Expenditure Project A project that is funded and budgeted by an award . Expenditure Type The "E" in the PTAEO . It is used to describe a specific type of expense such as "Salary, Class Staff FT," "FB, Classified Staff," "Supplies, Office," etc. You can see a complete list of Expenditure Types and the Expenditure Categories to which they belong by running the Discoverer Report: IS.FM_GM Expenditure Types. F F&A Cost Codes A two digit numeric code that designates a grouping of F&A Costs . For more information see F&A Cost Codes . F&A Costs F acilities & A dministrative Costs , formerly known as "indirect costs" when referring to sponsored programs . These are costs of doing business not directly attributed to work performed. Examples: administrative salaries, office/lab space, etc. For more information see F&A Cost Codes . FA F ixed A ssets. An Integrated System finance module used to account for University Assets. FM F unds M anagement. See GA . Fund (verb) To allocate all or part of an award installment to a project as a prerequisite to budgeting and entering expense transactions against the project. Often referred to as "linking" a project and award. Fund (noun) A segregation of resources used to: -- control and monitor financial activity, and -- help ensure and demonstrate University compliance with legal and administrative requirements. Fund Source A four digit code which defines the type of funds (gift, grant, state E&G, endowment, etc.) for institution level reporting and accounting. See Fund Source (GL/GM). G back to top GA G rants A ccounting. An Integrated System finance module. At U.Va., GA is used as a subsidiary ledger to record all expenditures at the PTAEO level. Also known as FM, GM and OGM. GL G eneral L edger. An Integrated System finance module that represents the University's book of record for all financial transactions such as revenues, expenses, and balance sheet items. It is also the module that receives and records all revenue. GL Period Monthly calendar dates, as defined by U.Va. in GL . GL Periods are shown in the following format: Mon-YY. (Example: Apr-04). In addition to the twelve monthly accounting periods, U.Va. has also defined two adjusting periods for each fiscal year. Adjusting period abbreviations are Adj1 and Adj2. (Example: Adj1-05) GL String See COA . GM G rants M anagement. See GA . Grant See Sponsored Program . Grant format This refers to a Discoverer report format that shows a breakdown between Direct and Indirect Costs, as well as other Sponsored Program -related data elements such as Principal Investigator , etc. I ICOM I nstallment C reation O r M odification. A UBO form used to request the creation or modification of an award installment on specified types of awards. See Processing Funds website to determine when an ICOM is necessary. Incurred-by Org The "O" in the PTAEO . The organization that incurred the expense. Also known as the expending org or charging org. Indirect Cost See F&A Costs . Installment (award) See Award Installment . Internal service provider See isp . iODS See ODS . The "i" stands for the release level of the software in the ODS. IS I ntegrated S ystem . The enterprise-wide administrative on-line information system used for Finance, HR, Payroll, Labor Distribution, and Training Administration. ISDS I ntegrated S ystem D eployment and S upport. The department responsible for providing leadership, service, and support for enterprise-wide administrative information systems. isp i nternal s ervice p rovider. A University-based enterprise authorized by the VP for Management & Budget to provide and bill for services. Internal service providers will normally process charges by using direct billing through the Grants Accounting module of the Integrated System as a GA Cost Transfer . L Labor Schedule A schedule that specifies the PTAEO (s) to which an employee’s pay is to be distributed. It can be defined at an individual assignment level or as a default for all employees of an organization. LD L abor D istribution. An Intergrated System HR/Payroll application that provides functionality to distribute labor (payroll) costs to PTAEO s based upon a predefined Labor Schedule. Limited Purchase Order One of three methods by which departments may buy eligible goods and services directly from suppliers: for the purchase of non-restricted goods and services less $5,000. See Limited Purchase Order on the Procurement Services website for more information. Linking See Fund (verb) . LOV L ist O f V alues. A list of valid values for the field being entered on an Integrated System form. See Using a List of Values . LPO L imited P urchase O rder. See Limited Purchase Order . M Major Budget Unit, or MBU A group of departments and cost centers having a common organizational relationship, typically that functional unit immediately below a vice president. It may include a large unit such as an entire school (for example, the College of Arts & Sciences) or a single administrative department (for example, the University Budget Office). See Organization Document . Manual Encumbrance An manual entry made to record an anticipated expenditure or credit of any type. N Non-12-Month Salary The salary paid to an employee who does not work 12 months per year. A 9-month appointment will have a salary that is paid for the period of August 25 through May 24 of the following year. A 10-month appointment will have a salary that is paid for the period of August 25 through June 24 of the following year. An 11-month appointment will have a salary that is paid for the period of August 25 through July 24 of the following year. For example, a 9-month faculty member who is paid $10,000 per month will have a Non-12 Month Salary of $90,000. Non-Paid Those individuals who have an officially-recognized relationship with the University but receive no pay from the University. Non-Salaried Not on the salaried payroll. Also may be used to refer to someone who receives no compensation from the University, but has an officially-recognized relationship with the University (see Non-Paid ). Number of work months The number of months annually an employee is employed. The field is used in the calculation of salary and benefits for non-12 month employees. This field is blank for 12-month employees and all biweekly wage employees. Valid values are 9, 10, or 11 (see Non-12 Month Salary ). O Object Code A four digit number that signifies a specific GL Revenue, Expense, Asset, Liability, or Fund Balance account. Object Codes and their descriptions may be found in the Discoverer report IS.GL_Object Code. ODS O perational D ata S tore. Also referred to as iODS. A copy of the Integrated Ssystem application database used for reporting. ODS (iODS) data is refreshed once a day, and the data will be at least 24 hours old in most cases. Org An abbreviation for Organization . Organization A five digit numeric code followed by an alpha description that uniquely identifies an organization (departments and schools) within the University. (example: 20030 FI-Human Resources) See Organization Document . OSP O ffice of S ponsored P rograms . The office responsible for the review and processing of all grants and contracts applications and proposals, whether federal or non-federal, including continuations, extensions, renewals, supplements, and transfer applications for all departments and schools outside the School of Medicine. This review and processing constitutes "institutional approval." OSP also manages post award accounting for all sponsored projects. OTA University T raining A dministration System, an Integrated System HR/Payroll application used to publish available classes, schedule offerings, and facilitate training enrollment through Employee Self Service. OTM T ime M anagement. An Integrated System HR/Payroll application used to enter employee time reports. OTPS O ther T han P ersonnel S ervices. Expenditures not related to wages, salaries, or the related fringe benefits. Owning Org See Carrying-out Org . P back to top Payment Voucher A procedural method by which departments may request demand payments through the Integrated System. Allows payments to be made without the prior issuance of a purchase order (requisition), limited purchase order, or the use of the University Procurement Card. For rules of use, applicable goods and services, and allowable dollar limits, see Payment Voucher on the Procurement Services Web site. PI P rincipal I nvestigator. The lead researcher on a Sponsored Program . PO P urchase O rder. An Integrated System finance application used for the procurement of goods and services. POAP P urchase O rder and A ccounts P ayable. Two Integrated System finance applications, sometimes referred to together in relation to the procure-to-pay process. Pre-Defined Reports Discoverer reports that have been created and stored in the database for use by "'UVA ODS Specialist"' responsibility holders. The prefix characters before the period (.) are the computing id of the person who created the report. Those created by the Integrated System developers are stored with an " IS. " prefix. PROD or iPROD Short for Production, this is the live IS application database. Project The "P" in PTAEO . A primary unit of work or discreet activity that represents a use of funds within the Integrated System. NOTE: A project can be a Revenue Project , an Expenditure Project , or both. For a better understanding, refer to the Discoverer report IS.GL_Revenue Project Relationships. Project Centric The term that describes the University's use of the GA module for all institutional expenditure transactions. University activities are defined as projects . Project Number A six digit number that uniquely identifies a project within the Integrated System. PSI P roject S tatus I nquiry. An online form within GA that allows users to request information regarding expenditures and budgets including project-to-date totals. PSI allows review of the current status of projects , and drill-down capabilities are available for more detailed review of a project and its tasks . See the Project Status Inquiry How-Do-I for instructions on how to use. PTA P roject, T ask, A ward. The first three sections of the PTAEO . Often isp 's will just ask for a PTA combination to bill, as the Expenditure Type is defined by the good or service being provided, and they automatically populate your org as the expending org. PTAEO P roject, T ask, A ward, E xpenditure Type, and expending O rganization are the charging instructions for expenses in the University's Project Centric environment. All Labor Distribution and Procurement transactions contain at least one PTAEO to record a transaction. Internal Service Providers ( isp 's) bill customer PTAEOs and credit their own PTAEOs. PTAO P roject, T ask, A ward, and expending O rg. The PTAEO , omitting the Expenditure Type segment. Used when the Expenditure Type is pre-determined and just the Project, Task Award, and Organization is required to complete the PTAEO. Purchasing Unit Code (PUC) A 2-character code assigned by Procurement Services to business units with procurement activities, used to identify the business unit that is responsible for a purchase. For more information, see Purchasing Locations and Delivery Locations . Q Query The process by which a user retrieves information from the database, based on specific criteria defined by user. Simple queries can be done through the Integrated System forms; more complex queries are accomplished by using the Discoverer reporting tool. R Recovery (Cost) A credit in GA , usually defined by a fee schedule and representing revenues generated by your PTAO from other University department(s), e.g., a user fee charged to a U.Va. department or project. Responsibility A predefined set of data, menus, and forms that defines a particular level of authority within the Integrated System. Note: several users can share the same responsibility, and a single user can have multiple responsibilities. See University Application Responsibilities . Revenue Additions to assets that do not increase any liability and do not represent the recovery of an expenditure (Examples: gifts, investment income, sales revenues, conference registration fees, royalty payments). Revenue Project Projects used for non-sponsored programs only to record revenue in GL and identify the fund source of award installments . For a better understanding, refer to the Discoverer report IS.GL_Revenue Project Relationships. S Sponsored Program Any externally funded research or scholarly activity that has a defined scope of work and set of objectives which provide a basis for accountability and sponsor expectations. In the Integrated System, this is any award that starts with a "G." Click here if you are unsure whether a new award is a gift or a sponsored program . Standard Reports Real time reports contained in and run from the IS applications. Standard reports CAN NOT be accessed through Discoverer . Suspense Project (Labor) A Project, Task, Award ( PTA ) combination assigned at the organization level to be used to charge all labor suspense charges (i.e., labor charges for which no valid PTA combination is specified). Suspense Project (OTPS) A Project, Task, Award ( PTA ) combination assigned at the organization to be used to charge all OTPS suspense charges. This PTA combination will be charged any time LPO information is incomplete in or internal service providers are unable to obtain valid PTAO combinations from their customers. T Task The "T" in the PTAEO . Used to more narrowly define a subset of activities within a project . It is assigned by the project manager and is useful for tracking and reporting in GA . Transferred Date The date on which costs, revenue, and invoices are transferred from one Integrated System module to another. (i.e., from GA to GL ). U UBO U niversity B udget O ffice . Usage See Cost Transfer . User-Defined Reports Reports created by end-users in Discoverer and run from iODS . They can be saved on a local PC, a shared directory within a department/school, or (if permission has been granted by the ODS Administrator) they can be saved to the Discoverer database and shared with other users. User-Defined reports saved to the database are prefixed with the user ID of the person who saved the report. V VPN V irtual P rivate N etwork. A system that uses encryption and other security mechanisms to ensure that only authorized users can access the University's network and that the data cannot be intercepted. W back to top Workflow (terminology) A tool that allows the University to automate business processes by routing information in the Integrated System applications to individuals when their action or attention is required. For example, a workflow may be built to notify a supervisor when a GL journal entry batch has been created and requires approval. The supervisor would receive an interactive notification screen from which the batch would be approved or rejected. Workflow Status (for Projects) There are three project statuses created by workflow: Submitted, Submitted to Central, and On Hold. Once the workflow is complete and all requirements are properly fulfilled, the status is changed to "Approved." See the Workflow How-do-I document for more information. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/index.html 28 1238976000 Getting Started Getting Started Checklist Responsibilities for Users of the Integrated System Integrated System Glossaries IS Responsibility Hierarchies (PowerPoint presentation) Getting Started The E-Business Suite is your Integrated System homepage. Employee Self-Service is the responsibility you will select to check your payslip. link to instructions for checking your payslip. check or change Personal Information (address, etc.) enter your Learner Home page to enroll for training or take a required online class such as: Navigation Marketplace P-Card IS Training Requirements and How to Enroll Supervisors assign responsibilities for financial or HR/Payroll functions. 1. S upervisors complete the Integrated System Access Form Signed by your Organization's Data Security Contact see col R). Certain IS Responsibilities cannot be assigned together. Exceptions are granted consistent with UVA Policy 4.2 2. Employees for whom access is being requested must sign and submit an Electronic Access Agreement before access is granted. 3. Check with your supervisor or Email the administrator for information about your assignment status, access rights, and your training history. The IS Responsibilities page explains what the responsibilities entail, which classes are required, and how to enroll in the classes. 4. Prepare your desktop with the help of your supervisor and your Local Support Partner ( LSP ), prepare your desktop. Desktop requirements JRE VPN Discoverer Printing IS passwords Required Training prerequisite: NAV-Integrated System Navigation and Overview, an ONLINE class, is a prerequisite for most responsibilities. Some courses have additional prerequisites. Required Training and Mac users : The interactive .html version of NAV can be used in lieu of online training by Mac users, or employees who do not have access to Employee Self Service (i.e., hospital employees). However, it is not a good substitute for the online training available via Employee Self Service. If you must follow this method please notify IS Training at pam5w@virginia.edu after completing NAV. Six Month Rule : Training and access must be activated within six months of taking the class, you will be required to retake the class. If you are assigned a responsibility that you previously had, which was deactivated for longer than six months, you will be required to retake the course(s) before it is reactivated. I ntegrated System Mailing Lists New users of the Integrated System are automatically subscribed to two mailing lists: IS Downtimes IS Bulletins If you are not subscribed and wish to be on the mailing lists, please send an email to crh5y@virginia.edu . Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/index1.html 28 1225411200 Getting Started Getting Started Checklist Responsibilities for Users of the Integrated System Integrated System Glossaries IS Responsibility Hierarchies (PowerPoint presentation) Getting Started The E-Business Suite is your Integrated System homepage. Employee Self-Service is the responsibility you will select to check your payslip. link to instructions for checking your payslip. check or change Personal Information (address, etc.) enter your Learner Home page to enroll for training or take a required online class such as: Navigation Marketplace P-Card IS Training Requirements and How to Enroll Supervisors assign responsibilities for financial or HR/Payroll functions. 1. S upervisors complete the Integrated System Access Form Signed by your Organization's Data Security Contact see col R). Certain IS Responsibilities cannot be assigned together. Exceptions are granted consistent with UVA Policy 4.2 2. Employees for whom access is being requested must sign and submit an Electronic Access Agreement before access is granted. 3. Check with your supervisor or Email the administrator for information about your assignment status, access rights, and your training history. IS Responsibilities page explains what the responsibilities entail, which classes are required, and how to enroll in the classes. 4. Prepare your desktop with the help of your supervisor and your Local Support Partner ( LSP ), prepare your desktop. Desktop requirements j-Initiator JRE VPN Discoverer Printing IS passwords Required Training prerequisite: NAV-Integrated System Navigation and Overview, an ONLINE class, is a prerequisite for most responsibilities. Some courses have additional prerequisites. Mac users : The interactive .html version of NAV can be used in lieu of online training by Mac users, or employees who do not have access to Employee Self Service (i.e., hospital employees). However, it is not a good substitute for the online training available via Employee Self Service. If you must follow this method please notify IS Training at pam5w@virginia.edu after completing NAV. Six Month Rule : Training and access must be activated within six months of taking the class, you will be required to retake the class. If you are assigned a responsibility that you previously had, which was deactivated for longer than six months, you will be required to retake the course(s) before it is reactivated. I ntegrated System Mailing Lists New users of the Integrated System are automatically subscribed to two mailing lists: IS Downtimes IS Bulletins If you are not subscribed and wish to be on the mailing lists, please send an email to crh5y@virginia.edu . Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/index2.html 29 1216598400 Getting Started Getting Started Checklist Responsibilities for Users of the Integrated System Integrated System Glossaries IS Responsibility Hierarchies (PowerPoint presentation) Getting Started The E-Business Suite is your IS homepage UVA Employee Self Service is on the E-Business Suite homepage. Log in with your password and s elect UVA Employee Self Service to: check your Payslip (link to instructions) check or change personal information (like your address) enter your Learner Home page to: enroll for administrative access training take required online classes like Nav, Mktplace, or P-Card IS Training Requirements and How to Enroll Supervisors assign responsibilities for financial or HR/Payroll functions. 1. S upervisors complete the Integrated System Access Form Signed by your Organization's Data Security Contact see col R). Certain IS Responsibilities cannot be assigned together. Exceptions are granted consistent with UVA Policy 4.2 2. Employees for whom access is being requested must sign and submit an Electronic Access Agreement before access is granted. 3. You can check your assignment status, access rights, and your training history. Access tracking IS Responsibilities page explains what the responsibilities entail, which classes are required, and how to enroll in the classes. 4. Prepare your desktop with the help of your supervisor and your Local Support Partner (LSP), prepare your desktop. Desktop requirements j-Initiator JRE VPN Discoverer Printing IS passwords Required Training prerequisite: NAV-Integrated System Navigation and Overview, an ONLINE class, is a prerequisite for most responsibilities. Some courses have additional prerequisites. Mac users : The interactive .html version of NAV can be used in lieu of online training by Mac users, or employees who do not have access to Employee Self Service (i.e., hospital employees). However, it is not a good substitute for the online training available via Employee Self Service. If you must follow this method please notify IS Training at pam5w@virginia.edu after completing NAV. Six Month Rule : Training and access must be activated within six months of taking the class, you will be required to retake the class. If you are assigned a responsibility that you previously had, which was deactivated for longer than six months, you will be required to retake the course(s) before it is reactivated. I ntegrated System Mailing Lists New users of the Integrated System are automatically subscribed to two mailing lists: IS Downtimes IS Bulletins If you are not subscribed and wish to be on the mailing lists, please send an email to crh5y@virginia.edu . Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/navindex.html 0.5 1181865600 Table of Contents: Oracle 11i Oracle 11i Integrated System Navigation and Overview http://www.virginia.edu/integratedsystem/gettingStarted/oldindex.html 29 1168905600 Getting Started Getting Started Checklist Responsibilities for Users of the Integrated System Integrated System Glossaries IS Responsibility Hierarchies (PowerPoint presentation) Getting Started The Integrated System (IS) is U.Va.'s enterprise-wide administrative on-line information system used for Finance, HR, Payroll, Labor Distribution, and Training Administration. This page is designed to assist you in preparing for your new or added responsibilities for accessing the Integrated System. TABLE OF CONTENTS • Getting Started • Integrated System Mailing Lists New UVA employees: Receive a user ID and temporary password from your supervisor. Instructions for logging onto IS Self Service to see your Payslip . All UVA employees: If you require additional access to do your job your supervisor can assign responsibilities to you. 1. Assignment of responsibilities and authorizations Your supervisor must complete an Integrated System Access Form with the required signatures authorizing youto access the system. Signed by your Data Security Contacts by Organization (see column R) Certain IS responsibilities conflict with one another and cannot be assigned together. Exceptions to this policy will be granted on a limited basis and will be consistent with policy 4.2 of the University of Virginia Administrative Data Access Policy. This policy is housed at: http://www.itc.virginia.edu/policy/itcadminnew.htm IS Responsibilities web site 2. Complete an Electronic Access Agreement All individuals trained on the IS applications will be required to sign an electronic access agreement confirming that you understand the proper use of the data to which you have access. The agreement must be completed one time only. 3 . Determine required training To determine required classes, access the IS Responsibilities web site page on the Integrated System web site. You may also enroll in any class through this process. NAV-Integrated System Navigation and Overview is a required prerequisite for most responsibilities. NAV-Integrated System Navigation and Overview only needs to be taken once to meet the requirement. Some courses have additional prerequisites. Six Month Rule : If you have taken a required class for a specific responsibility, but have not completed the training nor have had the responsibility activated within six months of taking the class, you will be required to retake the class. Also, if you are assigned a responsibility that you previously had, which was deactivated for longer than six months, you will be required to retake the course(s) before it is reactivated. Check your status : Use your computing ID to check your assignment status , including classes you need to attend and documentation you need to submit. 4. Prepare your desktop With the help of your supervisor and your Local Support Partner (LSP), prepare your desktop. Desktop requirements j-Initiator VPN Discoverer Check your printing needs Integrated System passwords Integrated System Mailing Lists New users of the Integrated System are automatically subscribed to two mailing lists: IS Downtimes IS Bulletins If you are not subscribed and wish to be on the mailing lists, please send an email to crh5y@virginia.edu . Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/reinstalling_11816.html 23 1090972800 Reinstalling Jiniator 1.1.8.16 Re-installing Jinitiator 1.1.8.16 The following are Instructions for re-installing Jinitiator 1.1.8.16 with the newly re-created 3/1/04 edition. Beta testers need to re-install 1.1.8.16? (3/4/04) Users that connected to beta 11i instances for testing prior to March 1, 2004, including CRP2 and LSP testers, need to UNinstall the original Jinitiator 1.1.8.16 and re-install. The new copy was recompiled and has the same version number. The file C:\Program Files\Oracle\identitydb.obj should be dated 3/1/04 or newer. If you experience any difficulties, contact the ITC Help Desk at 4-3731. How to determine if a re-install 1.1.8.16 is needed? If the file C:\Program Files\Oracle\identitydb.obj is older than 3/1/04, please re-install. 1. In order to install the new copy of jinitiator 1.1.8.16, you must un-install the old copy. From Start/ Settings/ Control Panel/ Add or Remove Programs, select "Orale Jinitiator 1.1.8.16", click Change/ Remove button. You should leave the other Jinitiators on your machine; do NOT un-install them. 2. Ensure the files were properly un-installed: open Windows Explorer and verify the directory “C:\Program Files\Oracle\JInitiator 1.1.8.16” has been removed. 3. Also delete file C:\Program Files\Oracle\ identitydb.obj. 4. Restart/Reboot your computer 5. Start VPN 6. Start Internet Explorer and go to Tools/Internet Options/Security. Make sure your Internet security settings are set to low. You do so by selecting the Default button and then dragging the bar down. You do not need to apply these; just enter OK. 7. Connect to an 11i instance. 8. Select a Responsibility and a Function and the Jinitiator will start downloading. DO NOT close any windows until the Jinitiator installation is complete. 9. After completing the ‘new’ installation, you will notice that the version of Jinitiator is the same as before (version 1.1.8.16). If you are experiencing problems, verify that you have the new installation date on C:\Program Files\Oracle\ identitydb.obj ‘modified’ date via windows explorer. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/reinstalling_11824.html 21 1140048000 Reinstalling Jiniator 1.1.8.24 Re-installing Jinitiator 1.1.8.24 The following are Instructions for re-installing Jinitiator 1.1.8.24 with the newly re-created 5/23/05 edition. Re-installing 1.1.8.24. 1. Un-install old or non-working copies of Jinitiator. From Start/ Settings/ Control Panel/ Add or Remove Programs, select "Oracle Jinitiator 1.1.8.24", click Change/ Remove button. Repeat for any other Oracle Jinitiators. 2. Ensure the files were properly removed: open Windows Explorer and verify the directory “C:\Program Files\Oracle\” is empty. The file C:\Program Files\Oracle\ identitydb.obj may need to be deleted. 3. Delete IE cache: Start/ Settings/ Control Panel/ Internet Options, General tab, Delete Files button, check Delete All Offline Content, OK, OK. It is suggested to also go to the Advanced tab, scroll to the bottom, check "Empty Temporary Internet Files folder when browser is closed". 4. It is suggested that the IS site be added to the Trusted Zone. Please see: http://www.virginia.edu/integratedsystem/gettingStarted/jiniatorUpgrade.html#trusted for details. 5. It is also suggested that the XP Pop-up blocker be set to allow pop-ups from admin.virginia.edu sites. For details, See http://www.virginia.edu/integratedsystem/howdoi/SP2%20FAQ.html#popup 6. Power the computer off/ on. 7. Start VPN and re-logon to the Integrated System using Internet Explorer for Jinitiator automatic download/ install. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/reinstalling_13123.html 21 1140048000 Reinstalling Jinitiator 1.3.1.23 Re-installing Jinitiator 1.3.1.23 The following are Instructions for re-installing Jinitiator 1.3.1.23. Re-installing Jinitiator 1.3.1.23. 1. Un-install old or non-working copies of Jinitiator. From Start/ Settings/ Control Panel/ Add or Remove Programs, select "Oracle Jinitiator 1.3.1.23", click Change/ Remove button. Repeat for any other Oracle Jinitiators. 2. Ensure the files were properly removed: open Windows Explorer and verify the Jinitiator folder is removed from C:\Program Files\Oracle\. The file C:\Program Files\Oracle\ identitydb.obj may need to be deleted. 3. Empty Jcache: open Windows Explorer and verify the directory C:\Documents and Settings\{your user ID}\Oracle Jar Cache is empty. 4. Delete IE cache: Start/ Settings/ Control Panel/ Internet Options, General tab, Delete Files button, check Delete All Offline Content, OK, OK. It is suggested to also go to the Advanced tab, scroll to the bottom, check "Empty Temporary Internet Files folder when browser is closed". 5. It is suggested that the IS site be added to the Trusted Zone. Please see: http://www.virginia.edu/integratedsystem/gettingStarted/jiniatorUpgrade.html#trusted for details. 6. It is also suggested that the XP Pop-up blocker be set to allow pop-ups from admin.virginia.edu sites. For details, See http://www.virginia.edu/integratedsystem/howdoi/SP2%20FAQ.html#popup 7. Power the computer off/ on. 8. Start VPN and re-logon to the Integrated System using Internet Explorer for Jinitiator automatic download/ install. BACK TO TOP Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/gettingStarted/techGlossary.html 61 1104883200 Technical Glossary Integrated System Glossary of Technical Acronyms and Terms This glossary defines technical terminology sometimes used by Integrated System programmers. Knowledge of these concepts is not essential for use of the Integrated System. These are provided to assist system users when reviewing technical project documentation. A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z TERM SOURCE BRIEF TRANSLATION OR EXPLANATION A ActiveX MS Web page controls for forms to design or collect active data (as opposed to Java applets). ANSI ANSI American National Standards Institute, founded in 1918, is a voluntary organization composed of over 1,300 members (including all the large computer companies) that creates standards for the computer industry, including a wide range of technical areas, from electrical specifications to communications protocols and programming languages. For example, FDDI, the main set of protocols for sending data over fiber optic cables, is an ANSI standard. ADSM IBM Tivoli ADSTAR Distributed Storage Manager is a centralized storage solution that enables IT organizations to deploy, access, share, and protect data. ATM Generic Asynchronous Transfer Mode is a network protocol competing with Ethernet. It is primarily used for high-demand network backbones, rather than connecting desktops C CGI Generic Common Gateway Interface is an industry standard means of submitting data from HTML forms through a web server, whereby processing of the data is done at the web server, not on the client side. Client Oracle A general term for the computer in a client/server configuration that requests services, data, or processing. The computer supplying the services, data, or processing is the server. Clusters Generic Groups of one or more tables that share common columns and are often used together. They are physically stored together to improve the speed of access time. The related columns of the tables in such a cluster are referred to as the cluster key (which is also indexed to improve access speed). D back to top Database Index Generic A mechanism to locate and access data within a database. Database Instance Oracle One set of database management processes and an allocated area in memory for managing those processes. Typically, a database instance is associated with one database. Note that a database instance may process data for one or more applications. There is always a one-to-one correspondence between an Oracle Instance and a system global area (SGA). Data Block Generic A chunk of fixed space where data is actually stored. Data Mart Generic A data mart contains a subset of corporate data that is of value to a specific business unit, department, or set of users. Typically, a data mart is derived from an enterprise data warehouse. DSS Generic Decision Support System is an application primarily used to consolidate, summarize, or transform transaction data to support analytical reporting and trend analysis. E EDD Oracle Enterprise Data Dictionary: 1) A part of a database that holds definitions of data elements, such as tables, columns, and views. 2) A set of database tables and views that contains administrative information about users, data storage, and privileges. It is created and maintained automatically. EDW Oracle Enterprise Data Warehouse, see ETT. ETT Oracle Extract-Transform-Transport Architecture is used by Oracle to extract raw data from the operational systems, transform it into a useable format, and transfer it into the data warehouse or data mart. A graphic from Oracle illustrates the process. ch1a.gif EUL Oracle End User Layer. Discoverer consists of three main components: the User Edition, the End User Layer, and the Administration Edition. Without the concept of an End User Layer, relational data must be accessed directly using SQL. This requires an understanding of underlying relational database structures such as tables, columns, joins, etc. The End User Layer of Discoverer provides a way to mask the underlying complexity of the database to provide end users with an interface they can easily understand. enduse.gif Extent Generic A certain number of side-by-side data blocks that have been allocated. I back to top IETF Generic Internet Engineering Task Force is the collective group that defines Internet standards from emerging technologies. IMAP Generic Internet Mail Access Protocol is an IETF standard for accessing e-mail remotely. The current version is v.4. Instance Generic See Database Instance. J JDK Oracle Java Development Kit is a software development kit for producing Java programs. JVM Generic Java Virtual Machine is a component of a standard web-browser. It is the cornerstone of the Java programming language and part of the technology responsible for Java's cross-platform delivery. K KI Oracle Key Indicators: 1) a report that lists statistical receivables and collections information that allows the user to review trends and projections, 2) an Oracle Applications feature used to gather and retain information about productivity, such as the number of invoices paid. Users define key indicators and periods, and Oracle Applications provides a report which shows productivity indicators for your current and prior period activity. M back to top Materialized View Generic A pre-computed table comprising aggregated and/or joined data from fact and possibly dimension tables. Builders of data warehouses will know a materialized view as a summary or aggregation. MIME Generic Multipurpose Internet Mail Extension is a messaging format that enables the attachment of multimedia (formatted text, video, audio, graphics) to e-mail messages. MIME uses special encoding techniques to convert multimedia binary files to ASCII text, and is the best way to encode attachments to e-mail or transport files across the Internet. O OAS Oracle Oracle Application Server OLTP Generic On Line Transaction Processing OWB Oracle Oracle Warehouse Builder is a software that enables the design and deployment of data warehouses, data marts, and e-business intelligence applications. P PL/SQL Oracle A procedural extension of SQL that provides programming constructs such as blocks, conditionals, and functions. POP Generic Post Office Protocol is an IETF standard for downloading e-mail to a desktop. The current version is v.3. Program Units Generic "Canned" chunks of PL/SQL statements that are executed as a group to perform a certain function or procedure. Q back to top Query Generic A user's request for information, generally as a formal request to a database or search engine. R RAID Generic Redundant Array of Independent Disks is used for server fault tolerance in the event of a hard disk failure. RDBMS Oracle Relational Database Management System is a database management system in which data can be viewed and manipulated in tabular form. Data can be sorted in any order and tables of information are easily related or joined to each other. Responsibility Profile Generic Assigned to each Oracle user, it controls access to system resources and assures that you are not logged on multiple times. It ensures there is not unnecessary idle connect time, that the system is not overloaded, and that only allowed actions are executed. It also audits the system to log suspicious database use. Rollback Segment Oracle A set of entries used to undo changes in the database in the event of transaction rollback, crash, or media recovery. S back to top Schema Oracle 1) An information model implemented in a database. A schema may be a logical schema, which will define, for example, tables, columns, and constraints, but may not include any optimization. It may be a physical schema that includes optimization, for example, table clustering. 2) An Oracle account or Oracle ID. Segments Generic Groups of extents allocated for certain logical structures (ex. data segment, index segment, undo segment). Server Oracle A program or machine that provides resources, such as files, processing, or other information, to other programs or machines, which are called clients. For example, the Oracle Forms Server process runs on a forms server (machine), and the Oracle Database Server (database process) runs on a database server. Server processes may communicate with other programs, such as desktop client processes, or with other servers. Be specific when describing a server (ex. Hardware Server, Applications Server). Sequence Generic Schema objects that create a series of unique numbers for numeric columns of a database's tables. This feature allows two people to be working on the same table at the same time without interfering with each other. SGA Oracle System Global Area is a reserved section of main memory that provides communication between all database users and the Oracle background processes. SQL Oracle Structured Query Language is the ANSI internationally accepted standard for relational database systems, covering not only query but also data definition, manipulation, security, and some aspects of referential and entity integrity. SMTP Generic Simple Mail Transfer Protocol is an IETF standard for exchanging e-mail. Synonym Oracle 1) A name assigned to a table or view that may then be used more conveniently for reference. 2) An alternate name for an entity. T Table Oracle The basic unit of storage in a relational database management system, defined by one or more columns of data and a primary key. A table represents entities and relationships. Tablespace Oracle A logical portion of an Oracle database used to allocate storage for data and to group related logical structures. For example, one tablespace may contain all of one Oracle Applications product's database tables and indexes. TCP/IP Generic Transmission Control Protocol\Internet Protocol is a popular industry-standard networking protocol used for communication between computers. V back to top View Oracle 1) A means of accessing a subset of data in a database. 2) A custom-tailored presentation of the data in one or more tables. A view can be thought of as a stored query. Vision Oracle Release 11 Oracle Application Demonstration Database. Sources of definitions include Oracle AIM documentation, http://www.webopedia.com/, U.Va.'s ITC web site, and G.W.U's financial's web site http://www.gwu-financials.com/doclib.htm. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/hrPayrollLinks/index.html 29 1197417600 HR/Payroll Links Generic Integrated System Time Sheet New Hire Forms (Go to Employee Records) Model Time Sheet w/ Instructions Payroll Information Budget Office Provost's Office IS Human Resources FAQs IS Labor Distribution FAQs IS Payroll FAQs HR/Payroll Reports Taskforce Labor Distribution Presentation IS Functional Glossary HR/Payroll Links The documents below contain valuable information for working in the Integrated System environment. TABLE OF CONTENTS • General Information • Responsibilities GENERAL INFORMATION HR Field Definitions and Lists of Values For more information on definitions of specific HR fields and lists of values please call the Integrated System Customer Support Center (434-243-7550). Organization Document This document presents the Organization codes and descriptions for U.Va. as well as ISDS advisor and data security contacts, LD suspense award and LD suspense project for each organization. Discoverer Predefined Reports Inventory This document includes the following information on all Discoverer reports created by ISDS: name, intended user, purpose, description, frequency, parameters, page items, and columns. BACK TO TOP RESPONSIBILITIES Integrated System Application Responsibilities A responsibility is a predefined set of data, menus, and screens that defines a user's particular level of authority while using the system. This link will take you to the web site the defines each Integrated System responsibility for U.Va. Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/index.html 32 1246233600 Integrated System Information available on using the Integrated System. Integrated System, ISDS, training, Oracle, ISP bar bar The Integrated System is supported by Integrated System Deployment & Support 2009 IS User Survey Posted Click here to view results from the 2009 Integrated System User Survey. Integrated System News Summer 2009 No more paper timesheets! On September 14, 2009, U.Va. will begin tracking time and leave online in the Integrated System. The majority of U.Va. staff will stop using paper timesheets and convert to this system. To learn the advantages and details of Self-Service Time & Leave (SSTL), click here . The SIS is open for enrollment Students can now use the SIS to select classes and prepare for fall 2009 enrollment, which begins the week of April 6. To see demos of the faculty and student self service components of the SIS, click here . Also: Hints and Tips about getting IS access, timekeeping, and more. IS Tips Workflow Notifications : May not work with Zone Alarm, Spyware, other security programs, or some pop-up blockers. Try disabling those programs. May also be categorized as spam mail by spam blockers. View through the navigator window. Browser : Do not use Netscape. System News Hours of System and iODS Availablility Training FAQs IS Exchange IS User Survey Usability Taskforces IS Facts and Glossaries Upgrade Information Directions to ISDS ISP Archive Last Modified: © 2003 by the Rector and Visitors of the University of Virginia http://www.virginia.edu/integratedsystem/isExchange/archives.html 14 1227571200 UVa - IS Exchange ARCHIVES BACK TO CURRENT ISSUE IS Exchange is the news journal for the Integrated System ISDS Home IS Exchange Archives Winter 2003 Spring 2004 Summer 2004 Fall 2004 Winter 2005 Summer 2005 Fall 2005 Spring 2006 Summer 2006 Spring 2007 HOME http://www.virginia.edu/integratedsystem/isExchange/index.html 16 1227571200 IS Exchange Winter 2008 BRIEFLY... New Software Download for the Integrated System • No More Paper Timesheets! • New ISDS Staff • Current Usability Task Force Projects ARCHIVES IS Exchange is the news journal for the Integrated System ISDS Home The IS Exchange is a quarterly on-line newsletter designed to keep Integrated System users and others abreast of new IS developments and to share helpful hints and tips from users. Anyone with information to share or ideas for topics that may be of interest to other users, please contact Carole Horwitz at crh5y@virginia.edu. ODS Hours Extended Good news! ODS hours of availability were extended October 1. Also, due to improvements in processes and hardware speed, data in the ODS is no longer one day behind. As of October 1, ODS data now includes the previous days transactions. MORE You Said - We Listened Thank you for responding to the Integrated System 2008 User Survey! While we listen to IS users throughout the year, the survey is an effective tool for consolidating opinions, comments, and concerns so they may be addressed. Most of the questions and comments in 2008 revolved around UVa Marketplace. MORE Check It Out! The Student Information System (SIS) Faculty Center demo is now online, viewable from the SSP website . It provides an overview of how faculty will view class lists, submit grades, and view information about advisees. All of this in approximately 10 minutes! MORE http://www.virginia.edu/integratedsystem/isExchange/stories/2003/november/20/1.html 21 1177286400 UVa - IS Exchange FEATURES... New Improved IS Web Site • The Focus is on "U" • ISDS Begins 11i Upgrade BRIEFLY... ISDS Moves • Current Usability Task Force Projects • Choice Eliminates Spam • Hints and Tips • Questions and Answers From Users ARCHIVES HOME IS Exchange is the news journal for the Integrated System Welcome to the New and Improved IS Web Site Much has happened in the past 2 1/2 years in the evolution and stabilization of the Integrated System, and the IS web site now reflects that progress. A focus group of system users helped prioritize links and information. Thanks to Darcie Cuffia, Mary Leigh Thacker, Kathy Woodson, and Penny Catlett, as well as members of the Financial Usability System Solutions (FUSS) task force for their input on the web site. HIGHLIGHTS INCLUDE: Fly-outs when you cursor over a home page link allow you to connect directly from the home page to your destination site. A Search function helps you navigate the site, one for the IS site and one for the How Do I? documentation (procedures and navigation). A Forms button takes you directly to the form you are seeking. The Document Repository has been replaced by Finance Links and HR/Payroll Links sites, each housing the documents relevant to those functional areas. The new pages also include links to departmental and informational links that finance users and HR/Payroll users frequently access. A Getting Started site focuses on how a person gets assigned an Integrated System responsibility. The How Do I? site now includes only “Get Help” information and the IS procedures and navigation links. This is an ever-evolving web site. Your ideas are welcome and encouraged. Please email Carole Horwitz at crh5y@virginia.edu with your comments. HOME http://www.virginia.edu/integratedsystem/isExchange/stories/2003/november/20/2.html 20 1177286400 UVa - IS Exchange FEATURES... New Improved IS Web Site • The Focus is on "U" • ISDS Begins 11i Upgrade BRIEFLY... ISDS Moves • Current Usability Task Force Projects • Choice Eliminates Spam • Hints and Tips • Questions and Answers From Users ARCHIVES HOME IS Exchange is the news journal for the Integrated System The Focus is on “U” One of the luxuries of having the Integrated System implementation in the rearview mirror is the opportunity to focus on how the implemented system is working for users of the system. As soon as the Finance phase was stabilized, the ISP formed a reports task force to explore ways to make reports more useful and accessible. Focus groups were convened around issues related to the other financial applications. Following the HR/Payroll phase, a reports group was formed for those applications. This approach to involving end users in evaluating and improving the Integrated System has proven so successful that ISDS has institutionalized it with the creation of a new strategic initiative, headed up by a new Director of System Usability, Rose Chisholm. Chisholm, the former ISP Reports Lead, has taken the concept of "system usability" to heart. "The full benefits of the Integrated System can only be realized if end users understand how to use it and it helps them do their jobs efficiently and effectively," she says. "I'm committed to working with others to identify and remove roadblocks to the productive and efficient use of the system." Chisholm has transformed her reports task forces into a multitude of groups tackling hot button issues such as encumbrances, grants reporting, and reconciliation. The original Finance Reports Task Force has morphed into the Finance Usability and System Solutions (FUSS) group, chartered to "... enhance user confidence through improved education, communication, reporting, processes, and procedures." (Click here for a listing of members of the various ISDS task forces.) "Task force members have invested untold hours into working with ISDS to make the system work well for all users," says Chisholm. "I am enormously privileged to have their expertise and commitment to help me do my job, and the University is equally fortunate since we all benefit from their efforts." See New and In the Works Projects from the IS Usability Taskforces HOME http://www.virginia.edu/integratedsystem/isExchange/stories/2003/november/20/3.html 20 1177286400 UVa - IS Exchange FEATURES... New Improved IS Web Site • The Focus is on "U" • ISDS Begins 11i Upgrade BRIEFLY... ISDS Moves • Current Usability Task Force Projects • Choice Eliminates Spam • Hints and Tips • Questions and Answers From Users ARCHIVES HOME IS Exchange is the news journal for the Integrated System ISDS Begins 11i Upgrade Consultants are on board, ISDS staff and others have been trained, and the upgrade effort is underway. 11i ­ here we come. During the Integrated System implementation, users heard a common mantra: This will be better in 11i. Some of those better things will be offered to system users in May 2004, when the University completes the technical part of the 11i upgrade. More will be offered following the technical upgrade, as the University evaluates the additional functionality offered through this newest version of the software. The most apparent changes to most users will be the improved "look and feel" of the applications, including a personal homepage, web-like features, and better help and error messages. Other new features include installment closeout notification, ability to cancel long-running queries, streamlined data entry capability for labor distributions, document copying for purchasing users, and direct drill-down from General Ledger to Purchasing, Accounts Payable, Accounts Receivable and Grants Management. The Central offices and ISDS demonstrated the new look and feel of release 11i to groups such as the Fiscal Administrators and HR/Payroll Users Group beginning in mid-October (to view the Power Point presentation, click here ). Planned for March is a Users Fair in the Newcomb Hall Ballroom, where people will have the opportunity to navigate in the upgraded applications, ask questions, and hear about different features. Training for 11i is slated to begin March 22. Members of the central offices, the system usability task forces, and the Integrated Systems Customer Support Center are all involved in helping ISDS design and test the upgrade. This is the first of many collaborative processes to work toward an ever more useful and user friendly administrative information system for the University. Click here for more information on the 11i upgrade. HOME http://www.virginia.edu/integratedsystem/isExchange/stories/2003/november/20/briefly.html 35 1177286400 UVa - IS Exchange FEATURES... New Improved IS Web Site • The Focus is on "U" • ISDS Begins 11i Upgrade BRIEFLY... ISDS Moves • Current Usability Task Force Projects • Choice Eliminates Spam • Hints and Tips • Questions and Answers From Users ARCHIVES HOME IS Exchange is the news journal for the Integrated System Briefly... ISDS Moves ISDS has relocated to the Michie North Building at 918 Emmet Street. "While the more isolated environment at 2400 Old Ivy Road was helpful in our 'project' phase, this new location will allow us to work more closely with both our partners and the people we support," says Virginia Evans, Assistant V.P. for Integrated System Deployment & Support. New and In the Works Projects from the IS Usability Taskforces FUSS members, from left: Mike Boblitz, Neal Grandy, Nancy Pace, Rose Chisholm, Sandy Layne, Melissa Clarke, Florence Buchholz, Rick Seaman, Angie Wooten. Finance Usability & System Solutions (FUSS) Task Force Prior to its designation as the FUSS task force, this group refined, enhanced, and improved the usability and functionality of existing FM and LD reports. Based on a straw poll of Fiscal Administrators, the FUSS group is currently focused on communication and knowledge transfer in the subject area of month-end reconciliation requirements, policies, and procedures. FUSS is partnering with the Division of Training and Financial Administration to create both a new class and a web site focused on reconciliation. FUSS is working on a method to exclude end-dated projects and awards from month-end reconciliation reports. Manual Encumbrance Task Force In September, this task force rolled out an extension to the Grants Management (GM) module to aid users in creating and maintaining manual encumbrances. This new functionality is available to the UVA GM Encumbrance Specialist responsibility. A new parameter was added to the existing FM_Expenditure Detail by Project report to allow old Oracle Manual Encumbrances to optionally be excluded from the report. Click here for procedures. Grants Task Force This task force was charged with creating and improving reports for principal investigators and other grants administrators. To date they have created five Discoverer reports specifically for this group. Currently, they are working on a sponsored program-related addendum to the basic reconciliation course being developed by the FUSS task force. HR Reports Task Force This task force is working on 3 new reports and changes to a fourth. These reports will be published in the ODS for users with the 'UVA ODS Specialist ­ Limited' responsibility. Users will be notified by Central HR when these reports are available. HR_Employee Roster by Org: This report provides a departmental employee roster of employees who have their Primary Assignment Organization assigned to a specified department. HR_Current Salary Information: This report can be used by departments to identify groups of employees who will have a salary change. This report is based off a non-date tracked folder/view. It can be run by Org or MBU. HR_Faculty Report: This Discoverer workbook contains 4 tabs (reports), all related to faculty. The individual tabs show data in each of the following areas: Basic Employee Information, Tenure Information, Endowed Chair Information, and Qualification Information. UVA_Employee Information for Labels: The new version of this report will provide an option to show employees on-leave and/or suspension. The following columns have also been added: Hire Date, Home Phone, and Additional Titles. LSP Task Force This group is currently working on 11i workstation sizing and any necessary desktop upgrade (j-initiator, Discoverer, etc) requirements. BACK TO TOP Choice Eliminates Spam ISDS has created two new mailing lists, automatically subscribing all Integrated System users and fiscal administrators, but giving them the option to unsubscribe if they do not want to receive messages. These include: IS Downtimes : Notice of out-of-the-ordinary system downtimes. These notices are also posted on the Current News web site. IS Bulletins : IS Exchange and other notices of general interest to system users. If you are not subscribed or know of someone who is not subscribed to either of these lists but would like to be subscribed, please click here . Targeted emails to people with specific Integrated System responsibilities are not optional since they convey information that those users must have to do their work. Those messages will be sent from an IS User Notice account. BACK TO TOP Hints and Tips From Nancy Eagle, Office of the V.P. for Finance Shift + tab to navigate backwards between cells instead of using the mouse to move there. From Tara Poleski, ISDS Shift + F5 will copy the cell above. Shift + F6 will copy the entire line above. (Be aware, if you have attachments to the line above, the attachments copy also) From Stacey Rittenhouse, Office of the Comptroller When you go to the List of Values and put the first letter before the % sign, it takes you to that letter of the alphabet in the list. For example, I use travel a lot...so I just type a T%, and find, and it takes me right to all the travel expenditure types. If you know expenditure types by heart, such as regular wages OTM on the time sheets, you just type “reg” in the field and tab, and it fills it in. Please send your hints and tips to Carole Horwitz at crh5y@virginia.edu so they may be included in the next issue of IS Exchange. If your tips are published, we will send you a thank you gift for helping out your fellow users of the Integrated System. BACK TO TOP Questions and Answers From Users We encourage you to send questions, or answers to questions you have heard, to be included in future issues of IS Exchange. Please send them to Carole Horwitz at crh5y@virginia.edu. HOME http://www.virginia.edu/integratedsystem/isExchange/stories/2003/november/20/winter03index.html 18 1177286400 IS Exchange Winter 2003 BRIEFLY... ISDS Moves • Current Usability Task Force Projects • Choice Eliminates Spam • Hints and Tips • Questions and Answers From Users ARCHIVES IS Exchange is the news journal for the Integrated System The IS Exchange is a quarterly on-line newsletter designed to keep Integrated System users and others abreast of new IS developments and to share helpful hints and tips from users. Anyone with information to share or topics about which they would like more information, please contact Carole Horwitz at crh5y@virginia.edu . A Note from Virginia Evans, Assistant V.P. for Integrated System Deployment & Support This first issue of the IS Exchange is part of a series of strategic initiatives ISDS has launched to make sure that the Integrated System will serve the needs of its users. The newsletter provides us with a vehicle to share with you information on how we are proceeding, and hopefully, succeeding in those initiatives. I encourage you to browse the redesigned web site, read about the activities of the "Usability" taskforces, and see if the tips submitted by fellow system users are helpful to you. Read about the 11i upgrade, and click over to the new 11i web site. I hope you will be pleased with the new upgrade now underway. IS Exchange is truly designed to be an exchange of information between ISDS and the user community. So please send questions, topics about which you would like more information, and hints or tips to share either to me ( vevans@virginia.edu or 243-0346) or to Carole Horwitz ( crh5y@virginia.edu or 924-1627). Thanks, and I hope you find the IS Exchange useful! Virginia Evans Welcome to the New and Improved IS Web Site Much has happened in the past 2 1/2 years in the evolution and stabilization of the Int