Faculty Fin/HR Frequently Asked Questions
QUICK LINKS
- The Integrated System
- Preparation & Access
- Training Requirements
- Alternatives to Using the System
- Help
- What type of computer, operating system, and software do I need to use the system?
- What do I have to do if I want to use the system?
- Do I have to sign an Electronic Access Agreement form?
- Can I view reports on-line in the Integrated System?
- Do I need training to view reports?
- Do I need training just to approve transactions?
- Do I, or my employees, need training to create unique reports?
- Do I, or my employees, need training to do purchasing on-line?
- Why can't someone in my departmental office train me or my employees?
Alternatives to Using the System
- Do I have to go into the Integrated System to certify effort reports?
- If I do not want to be trained or do not have access to a properly configured PC, what alternatives do I have for viewing reports?
- If I do not want to be trained or do not have access to a properly configured PC, what alternatives do I have for running reports?
The Integrated System
What
is the Integrated System?
The Integrated Systems Project is a an Enterprise
Resource Planning (ERP) system, a state-of-the-art
group of integrated software
applications from Oracle Corp. in the areas of finance
and human resources information management. The third component of the Integrated System is SIS, an integrated student information system from PeopleSoft, owned by Oracle.
Does
the Integrated System affect me?
The finance implementation affects those faculty
members who do their own purchasing on-line and who
create, run or view financial reports on-line. The
human resources
implementation has little effect on faculty.
What
is a PTAEO?
This is a five-segment account that allows you to do
enhanced reporting. The segments are:
- Project: A major activity such as a grant, an instructional program, an athletic team, etc.
- Task: A further breakdown or division within the project (initially there will be one default task: 101)
- Award: A source of funds that supports one or more projects, e.g. a grant award.
- Expenditure Type: The item you are purchasing.
- Organization: All units at UVA have been assigned an organization code that is used by all Integrated System applications.
When making a purchase, you enter the appropriate PTAEO. Your departmental business officer is able to tell you the equivalent P-T-A-O for your current account. The E, like object code, will depend on what you are purchasing. All of these values are available on-line as lists of values from which to choose. All salaries, wages, and stipends are also charged to PTAEO.
Preparation & Access
What
type of computer, operating system, and software do
I need to use the system?
Click here for desktop requirements.
It is important that you review this information since
not every computer operating system will function within
the Integrated System environment. In addition, there
are several pieces of software that must be loaded
on the machines in order to run the Integrated System system and
its
query tool, Discoverer.
What
do I have to do if I want to use the system?
Anyone who uses the Integrated System will have to
be assigned an "Integrated System responsibility," go
through training, sign an Electronic Access Agreement,
and be given a password. The only exception for this
is viewing reports, where classroom training is not
required to receive the responsibility and password.
If you think you require access to the system, contact
your departmental business
manager.
Do
I have to sign an Electronic Access Agreement?
If you are given an Integrated System responsibility,
you will have to sign an Electronic Access Agreement.
Everyone
throughout the University with a given responsibility
has access
to the same forms and information as everyone else
with that responsibility. Therefore, it is essential
that
each person has signed an Electronic Access Agreement
confirming that they understand the proper use of the information
and
the consequences of misuse.
Can
I view reports on-line in the Integrated System?
You can view reports if you have the right software
loaded (see "Prepare
Your Desktop"), you have been
assigned
Viewer
responsibility, and you have followed on-line instructions,
attended a demonstration, or been shown how to view
reports on-line. Reports may be viewed real time from
within the Integrated System applications (e.g., OGM
Viewer responsibility). Additional reports are available
from
the Operational
Data Store (ODS) (if only viewing from the ODS and
not from the applications, you would require
the ODS
Viewer
responsibility).
Training Requirements
Do
I need training to view reports?
On-line instructions and/or large group demonstrations
are available for viewing reports. Or a trained employee
can show you how to view reports.
Do
I need training just to approve transactions?
Yes, approvers must receive the same training as the
person entering the transaction. Anyone authorized
to
approve a transaction in the Integrated System has
access to the same forms and information as the individuals
doing
the
transactions. Therefore, they must know how to navigate
correctly
and be able to interpret the transaction they are approving.
Approvers may be assigned the lowest level of responsibility
that provides access to the forms to minimize the hours
of training required.
Do
I, or my employees, need training to create unique reports?
Yes. Classes are required for employees who will create
reports. The reporting tool, Discoverer, is an end-user
query tool and it is relatively easy to learn and use.
Do
I, or my employees, need training to do purchasing on-line?
Yes. There are two departmental level purchasing responsibilities,
and both require classroom training.
Why
can't someone in my departmental office train me or
my employees?
Everyone throughout the University with a given responsibility
has access to the same forms and information as everyone
else with that responsibility. Therefore, it is essential
that each person has been trained on the proper use
of the forms and information and has signed an Electronic Access
Agreement confirming that they understand their proper use and
the consequences of misuse. Receiving the standard training
also minimizes the possibility of incorrect information
being provided and removes the time burden of training
from schools and departments.
Alternatives to Using the System
Do
I have to go into the Integrated System to certify
effort reports?
No. Effort reports will be distributed and certified
via messenger mail.
If
I do not want to be trained or do not have access to
a properly configured PC, what alternatives do I have
for viewing reports?
You would have to have someone in your departmental
office print the report for you.
If
I do not want to be trained or do not have access to
a properly configured PC, what alternatives do I have
for running reports?
In order to run Discoverer Plus reports you must first:
- take a Discoverer Training Class to obtain the UVA ODS Specialist responsibility (not required if you have any other finance or HR responsibility in the Integrated System).
- have VPN up and running
- have access to the Internet, and
- be running a certified browser and operating system
Help
What help resources are available?
- The U.Va. Help Desk at 4-HELP (434-924-4357)
- Continued training commitment for new employees, people who need additional training, and people who change jobs or responsibilities
If
I have questions, whom should I contact?
Because the people in your department will know most
about how they are implementing the Integrated System,
we suggest you seek assistance in the following order:
- Departmental business officer
- The U.Va. Help Desk at 4-HELP (434-924-4357)
- Carole Horwitz, ISDS Communication Manager, chorwitz@virginia.edu