ISP is Coming...Are You Ready?
Systems Project - Streamlining and Modernizing UVa's Information Systems
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
efficiency and effectiveness of operations,
customer service, and
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.
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:
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.
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
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
Human Resources Issues
of Departmental Meetings for High Anxiety/Morale issues: Organizational
Development and Training, John Lord (4-4398)
Relations questions: University Human Resources, Bill Vining (4-4391),
Debbie Gausvik (4-6263), Jackie Cooke (4-4430)
Assistance questions: FEAP, Alan Cohn (4-9296)
Go-Live Applications Support
Your Desktop Ready
links below will provide detail on required software and step-by-step
instructions for loading it, where appropriate. For your Desktop Checklist,
load the Integrated System, you will need the following on your
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.
view or run reports, you will need the following on your computer:
3.1. Instructions for loading Discoverer 3.1 will be provided at a later
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.
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
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
Cutover Dates and Information
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:
- 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:
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.
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 firstname.lastname@example.org
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
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.
schedules will not be routed for approval.
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.
reports will be distributed and approved via email.
adjustments (retroactive funding changes) will be entered by departments.
There will be no re-keying in Human Resources.
and Accounts Payable
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.
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.
may be run on demand, without first entering account information into
a shadow system.
budgets, except for sponsored programs, will be created at the department
level, rather than entered centrally.
IDTs will be replaced by Oracle Grants Management transaction entry
(expenditures and encumbrances) screens.
encumbrances can be entered on-line in a manner similar to the way shadow
systems handle them today.
will not be able to expend against projects/awards that have expired.
transactions are entered on-line (user is primary driver, reduce need
for tracking receivable balances on external spreadsheets).
account balances may be viewed on-line by location (organization).
may be run by location on demand, via standard OAR reports and/or predefined
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).
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.
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beginning the race to the finish line, which is really the beginning.