Finance/HR Release 12 (R12) Upgrade Information

After almost 5 years since the last upgrade, the University of Virginia is implementing an upgrade to release 12 of the Integrated System Finance and HR applications. In addition to providing some navigation enhancements and other minor additional functionality improvements, the upgrade ensures that the University will continue to receive premium support from Oracle, including regulatory and statutory updates to HR/Payroll. The scheduled go-live date is May 2, 2011.

The Integrated System R12 upgrade completed successfully. Users were notified of system availability at 6:30am, May 2.

TABLE OF CONTENTS

• Project Charter
• Project teams
• Project updates
• Key enhancements with R12
• Upgrade timeline
• Training information

 

 

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Key enhancements with R12

• No more changing passwords!
• General
• Fixed Assets
• General Ledger
• Grants Management
• Accounts Receivable
• Cash Management
• Accounts Payable
• iProcurement
• Purchasing

General

• Main Menu is a separate scrollable area

• Favorites is now a drop down list at top of the page

• Navigator available on more pages

• Worklist Access – “specify which users can view and act upon your notifications”

Fixed Assets

• Minor changes for end-users
• Roll Back Depreciation

General Ledger

• Minor changes for end-users
• Desktop ADI no longer available

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Grants Management

• Minor changes for end-users
• Expenditure Inquiry item block sections are now tabs
• New Accounting Inquiries
  • Accounting Events
  • Journal Entries
  • Journal Entry Lines

• Invoice Variance Line

With our upgrade to R12, users will begin to see invoice variance lines when the unit price on an invoice is more or less than the unit price on the purchase order. This new feature will provide better insight into variances that occur between purchase order and invoice prices.
Invoice variance lines will appear on Grants Accounting reporting tools such as Expenditure Inquiry, Award Status, and Project Status. To determine the actual invoice line amount, you can add the amount of the variance line to the amount of the expense line. GA Discoverer reports (i.e., Expenditure Detail by Project) will net the line amount and variance as they always have.

Discoverer Plus - Expenditure Detail By Project Report
Supplier Variance Line Examples
Supplier: Beckman Coulter Inc.
PTA: 100008.101.DR00120.11000

Purchase Order 1061819: 2 @ 1040 = 2,080

Invoice Amount:  2 @ 1000 = 2,000
Cost Line 2080.00 + Variance Line <80.00> = 2,000.00 Total Expense

Purchase Order 1061820: 2 @ 980 = 1,960

Invoice Amount:  2 @ 1000 = 2,000
Cost Line 1,960.00 + Variance Line 40.00 = 2,000.00 Total Expense

Example of Invoice Price Variance line on AP Invoice Distributions


Expenditure Inquiry


Award Status (Expenditure Item Details: Actuals)

Project Status (Expenditure Item Details)

Accounts Receivable

• Customer Standard User Interface Redesign
• Line Level Cash Application

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Cash Management

• Minor changes for end-users
• Additional fields added to Bank Statement Interface form, Find Payments form and various Find Transactions forms

Accounts Payable

• Redesigned Supplier Entry Forms
• Redesigned Payment Voucher Forms
• Separate Payments Module
• Shared Bank Setup Resides in Cash Management

iProcurement

• Minor changes for end users
• Tabs/Sub Tabs Design
• Additional Copy/Change Options on My Requisitions Page
• Introduction of Confirm Receipt Notifications

Purchasing

• Minor changes for end users
• Introduction of Professional Buyer Work Center

No more changing passwords!

After the May 2nd go live, you will be prompted to change your password one more time to conform to new, stronger requirements. After that, you will not be required to change your password. New users' passwords also will have to meet the stronger requirements. New requirements will be:

• At least 8 characters long
• Contains at least one number
• Contains at least one letter
• Is case-sensitive; however, there is no requirement to include a capital letter or a lower-case letter
• Contains no repeating characters
• Does not include user name
• Should not contain special characters (special characters cause problems with Discoverer logons, especially $ and @) (same)

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