The ISP is Coming...Are You Ready?
April 2001

Integrated Systems Project - Streamlining and Modernizing UVa's Information Systems

On July 2, 2001, the University of Virginia will be implementing the finance phase of the Integrated Systems Project, including the following Oracle applications: General Ledger, Funds Management, Purchasing and Accounts Payable, Accounts Receivable, Order Entry/Inventory, and Cash Management. We will stop entering transactions into the current systems on July 2 and begin entering them into the new system on July 9. Labor Distribution goes live on May 29, 2001.

We are in the final testing and training stages for a new system that will better support the core missions of the University of Virginia - teaching, research, and public service - by

• increased efficiency and effectiveness of operations,
• improved customer service, and
• better ability to adapt to growth and change.

We will send you several "Are You Ready?" bulletins between now and go-live to give you the information you need to be fully prepared. Click the links below for detailed information or instructions.

Setting Expectations
The new system offers many advantages over the way we currently operate, and, overall, people who are going through training are enthusiastic about these changes. Periods of transition are difficult, however, even when moving toward something better. Here are some things to keep in mind:

Computer response time
While we will save time and effort in many areas, the computer response time will be just a bit slower due to the graphical user interface (Windows) that will be replacing the mainframe technology. In almost all areas, Oracle will be providing more functionality, so it will take a little more time to deliver it to the screen on your computer.

Productivity
While processes may take less time once people are familiar with them, there will be a "learning curve" (as there is with most things in life) before things settle into a normal state. Oracle applications are currently used in over 8,000 institutions world wide so, after some learning, we at U.Va. will using them as effectively as others who have gone before us.

Reactions
Some people are excited about and embrace change. Others are frustrated or anxious when they suddenly have to consider each step of a process they could previously do on autopilot. There are a variety of support avenues available.

Help/Support
Human Resources Issues

• Facilitation of Departmental Meetings for High Anxiety/Morale issues: Organizational Development and Training, John Lord (4-4398)
• Employee Relations questions: University Human Resources, Bill Vining (4-4391), Debbie Gausvik (4-6263), Jackie Cooke (4-4430)
• Employee Assistance questions: FEAP, Alan Cohn (4-9296)

Pre Go-Live Assistance

• Training
• Use of Oracle Sandbox
• On-line procedures

Post Go-Live Applications Support

• On-line procedures
• Oracle and ITC Help Desks
• Swat teams from ISP

Getting Your Desktop Ready
The links below will provide detail on required software and step-by-step instructions for loading it, where appropriate. For your Desktop Checklist, click here.

To load the Integrated System, you will need the following on your computer:

• Web browser
• Oracle Jinitiator
• Virtual Private Network (VPN) - This is the "firewall" which will provide another level of security for the system. Instructions for downloading the VPN will be provided at a later date.

To view or run reports, you will need the following on your computer:

Discoverer 3.1. Instructions for loading Discoverer 3.1 will be provided at a later date.

To print an Oracle standard report, your computer must be linked to a network printer defined in Oracle (check with your local computer support person to be certain you can print to a network printer). Discoverer reports from the Operational Data Store (ODS - the equivalent of the Information Warehouse) may be printed to any printer recognized by the user's computer - usually the one closest to you.

Finding Your PTAEOs
For a refresher on what a PTAEO is, click here.

Business officers can find PTAEO equivalents of current FAS accounts in the ISP document repository. For all others, ask your business officer to help you identify your PTAEOs. If you don't know whom in your unit to contact, contact your area's ISP advisor.

Oracle Responsibilities for New Employees
For a description of all the Oracle responsibilities and the training courses required for each, click here.

If you are a new UVa employee and need access to the Oracle system, complete the following form linked from the ISP How Do I? webpage: Oracle Responsibility Assignment and Change Form

If you are a non-UVa employee and need access to the Oracle system, complete the following form linked from the ISP How Do I? webpage: Oracle Access Form for Non-UVa Employees

Important Cutover Dates and Information
Financial Administration and Procurement Services have established firm deadlines for when processes are no longer entered in the current system, when they begin to be entered in the Integrated System, and what to do in the interim. The dates and information may be viewed at:

• General Accounting
• Procurement Services
• The Labor Distribution go-live date is May 29, 2001. Units will have to enter labor schedules in both OPAS and Oracle from May 29, 2001, until the date actions are due in HR for the following payrolls:

--Biweekly payroll: 6/13-6/26 actions due in HR by 6/26
--Semi-monthly payroll: 6/10-6/24 actions due in HR by 6/14
--Monthly payroll: 5/25-6/24 actions due in HR by 6/14
--Only schedules that change during this period of time or are for new/rehired employees will have to be entered into OPAS for those payrolls.
--All labor schedules must be completed in Oracle LD by 6/30.

• The last day to submit retroactive funding changes in the OPAS system is 5:00 p.m. on June 12, 2001. After this date, it will not be possible to adjust funding for salaries or wages (which accounts salary or wage are charged to) for any fiscal year 2000-'01 activity. Once we are live with Oracle, there will be no FAS accounts to go back to to restructure the funding of salaries and wages. Therefore, it is critical that any and all adjustments for salaries and wages be in the OPAS system by close of business June 12. This does not apply to corrections in total amounts paid for salaries and wages. There will be mechanisms for correcting dollar amounts, just not distribution among accounts.

Sign Up Right Away for Training
Almost 2000 individuals require 6,500 people-days of training on the Oracle applications between now and the end of June. Clearly, it is essential to fill every seat to get this accomplished. Be sure to register for classes as soon as you receive the email notice notifying you of your user identification number and instructions for registering. And be sure to sign up for the courses in the order they are presented. The lower numbers are prerequisites for the higher numbers. Please contact ispregistrar@virginia.edu with questions.

Processes That Have Changed Significantly
Below are just a few examples of things you will do differently in the Oracle system. For more information on how the new system will work, check out our Frequently Asked Questions.

Labor Distribution

• Employee information will be entered in OPAS or the Employment System, as it is now, and the employee funding information (which PTAEOs to charge for salary and wage costs) will be entered in Oracle Labor Distribution.
• Labor schedules will not be routed for approval.
• Labor schedules can be entered for any time period into the future. Encumbrances can be viewed on-line in Oracle Grants Management.
• The PTAEO labor schedule will be printed on timesheets in place of the FAS account.
• Effort reports will be distributed and approved via email.
• Distribution adjustments (retroactive funding changes) will be entered by departments. There will be no re-keying in Human Resources.

Purchasing and Accounts Payable

• Anyone who will receive a non-payroll check must be in the vendor file. This means that all employees, students, payment voucher vendors, student groups, and anyone else who receives a check must be in the vendor file.
• The payment voucher E-form will no longer be available after the Oracle implementation. All payment vouchers will be completed in the Oracle system.
• The Oracle system will assign your requisition and LPO numbers once you save the document. Departments will be unable to assign their own requisition and LPO numbers.
• Procurement card holders will be able to change the PTAEOs for each P-card transaction in Oracle so that the correct account is charged. You may adjust the PTAEO on all transactions at one time, instead of completing multiple IDTs after receiving your statement from American Express.

Funds Management

• Reports may be run on demand, without first entering account information into a shadow system.
• Project budgets, except for sponsored programs, will be created at the department level, rather than entered centrally.
• E-forms IDTs will be replaced by Oracle Grants Management transaction entry (expenditures and encumbrances) screens.
• Manual encumbrances can be entered on-line in a manner similar to the way shadow systems handle them today.
• Users will not be able to expend against projects/awards that have expired.

Accounts Receivable

• Invoice transactions are entered on-line (user is primary driver, reduce need for tracking receivable balances on external spreadsheets).
• Customer account balances may be viewed on-line by location (organization).
• Reports may be run by location on demand, via standard OAR reports and/or predefined Discoverer report.

General Ledger

• Lists of values will make selecting the correct accounting codes easier.
• Most people will use Oracle General Ledger (OGL) for recording revenues and will go to Oracle Funds Management (OGM) rather than OGL for transactions that now use the IDT form (like moving expenditures between projects and charging other departments for services).
• There will be very little need to transfer funds within the GL to deliver money for expenditure purposes. The "Oracle Way" is to fund projects from awards. For example, if one school or department is providing financial support to another, the unit providing the funds should request the project number that the receiving unit would like funded, and the award manager should then fund that project from installment funds available in the award.

Go to ARCHIVED ISP NEWS DIRECTORY

ISP NEWS FROM OTHER PUBLICATIONS