The Integrated System
• What is the Integrated System?
• Does the Integrated System affect me?
• What is a PTAEO?

Preparation & Access
• What type of computer, operating system, and software do I need to use the system?
• What if I am also using the new U.Va. Health System ERP 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?

Training Requirements
• 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 purchasing?
• 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?

Help
• What help resources are available?
• If I have questions, whom should I contact?

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. A student system is being evaluated to replace ISIS.

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 if I am also using the new U.Va. Health System ERP system?
Information about the IHIMS project is available on the HSCS web site at http://www.mcc.virginia.edu/ihims/

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 purchasing?
You can use the American Express Purchasing Card (P-card). Individual transactions are authorized up to $1,999, and monthly limits are $7,500. However, higher limits may be requested by completing the Request for Exemption to Limit form on the Procurement Services website: http://www.virginia.edu/procurement/forms/Forms.html. In the new system, your P-card will have a default PTAEO (the equivalent of your FAS account today) assigned to it. However, someone in your departmental office can be assigned an Integrated System responsibility to adjust individual transaction charges on your card each month to other PTAEOs (accounts) before the bill is paid, thus eliminating the need for retroactive cost transfers. This allows the use of only one P-card for all University accounts (such as grants) for which a faculty member has responsibility.

You can also request a standing limited purchase order (LPO) from your departmental office, which would allow you to purchase up to $5,000 from a vendor before requiring another standing LPO.

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?
You will not be able to run a report without training, a PC with Windows 98, NT or 2000, and the appropriate software. Someone in your departmental office would have to run the report for you.

Help

What help resources are available?

• Integrated System Customer Support Center at 3-7550
• 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
• Integrated System Customer Support Center at 3-7550
• Carole Horwitz, ISP Communication Manager, chorwitz@virginia.edu