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.
Labor Distribution To Go Live May 29th
411 University employees will complete their LD training in time to
go live on May 29th. At that time, they will begin scheduling labor for
their departments so that the first payroll post go-live in July will
be charged to the correct PTAEOs. These are our Oracle pioneers.
The Human Resources Office has sent an email message to all who have been
identified as an employee who requires access to the University's Integrated
(Oracle) System in order to perform their assigned duties and responsibilities.
To preserve confidentiality of sensitive financial, human resource and/or
student information, all users of the Oracle system must sign the
If you have
not submitted a signed agreement, go to http://www.hrs.virginia.edu/emplmemos/oracle.html
to see the memo and to print, sign and submit a copy of the agreement.
concerning this Agreement may be addressed to the Human Resources Office
Your Desktop Ready
links below provide updated detail on required software and step-by-step
instructions for loading it, where appropriate. For your Desktop Checklist,
check this site regularly, as it will be updated on a frequent basis.
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. Users will have to log on to the VPN
prior to logging on to the Integrated System. Instructions for downloading
the VPN may be viewed at http://www.itc.virginia.edu/desktop/isp/vpn/
You can download the VPN software now. The Desktop Checklist will list
shortly where to go to authenticate and establish your VPN user logon.
Only users who are linked to a resonsibility will be able to authenticate
for the VPN, so initially, only LD users will be able to do so.
view or run reports, you will need the following on your computer:
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. For further information, click here.
Passwords: Receiving Them and Changing Them
For those trained in Wave 1, the ISP will do a mass email to users
with their Oracle logon IDs and initial Oracle passwords. The mass email
will go out just prior to go-live for May 29th for Labor Distribution
users, and just prior to the July go-live for other financial applications
users who are trained and ready. Estimated dates are May 22 for LD and
June 29 for others. Users trained after deployment will probably be notified
individually of their Oracle logon IDs and initial Oracle passwords.
also be notified of the url that you need to use to authenticate and establish
your VPN (firewall) user logon. Once you have created your VPN account,
you will be able to logon to the VPN, open the Integrated System website,
and logon to Oracle, using the Oracle user ID and Oracle password you
will receive through the email. You will be asked to change the Oracle
password the first time you logon. You will do this from the Special menu
of the Navigator window.
passwords will have to be changed every 45 days. The VPN passwords will
not be required to change. The Oracle password will have to be at least
5 characters long.
Reports Available for Viewing
The ISP Reports team is developing a variety of custom predefined reports
in the Operational Data Store (ODS) using Oracle's query tool, Discoverer.
These reports will be available to all users in the ODS. A "Work-in-Progress"
sample of some predefined reports available from the ODS can be viewed
by going to http://www.virginia.EDU/isp/5archives/faq.htm#reports,
going to the FAQ "Can I see some sample reports?" and clicking the link.
This will allow you to access a Word document. Click "Open it," then Okay.
and Using Your PTAO Card
You all have been promised a PTAO card so you won't have to memorize your
PTAEO to provide it to internal service providers. You will be able to
go to a url to create your PTAO (the E will be provided by the service
provider) card by May 29. You will have to log on to the VPN (see Getting
Your Desktop Ready, above) to access the url, but you do not have to log
on to Oracle. The VPN client is already available on the ITC website and
can be installed today (see above). You will not be able to set up a VPN
user ID, however, until after user names are loaded into HR, by May 29.
At that point, anyone with the VPN loaded should be able to access the
url for the PTAO card.
Cutover Dates and Information
The implementation date for all financial Oracle applications except Labor
Distribution is July 2. This means that employees have stopped entering
transactions into the legacy systems by that date (specific deadlines
referenced below). Final data conversion and application set up activities
take place between July 2 and July 8. Employees begin entering transactions
into the new system on July 9.
Set By Central Offices
Accounting Services, Revenue Collections, Procurement Services, and Human
Resources 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
Accounting (now includes links to cutoff dates for credit card deposits,
credit card transactions, and deposits)
- 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.
While the application training provides instruction on how to use
the Oracle system, users have questions about how University policies
and procedures fit into the Oracle procedures. Financial Administration
is undertaking the task of writing and refining policies and procedures
that will be incorporated into the Oracle Tutor on-line procedures. We
will notify you as those procedures are completed. In the meanwhile, check
the ISP FAQ list to see if your question has been posted. If not, write
email@example.com and we
will try to get it answered for you and posted for others.
Up 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
Below are some "hot" FAQs. For answers to more questions, go to our Frequently
which hours will I be able to enter labor schedules?
From May 29 - June 30, LD will be available from 7am - 7pm Monday - Saturday
and noon - 7pm on Sunday for the entry of labor schedules. For the period
after June 30, a go-live schedule will be issued for all the applications.
all labor schedules for wage employees be completed?
The first timesheets with PTAEOs will be printed on June 19 for the pay
period June 13 - 26. All labor schedules for wage employees should be
completed on that day for the correct PTAEOs to print on the timesheets.
we ensure that a labor schedule is completed for all employees?
A report of all active employees will be created and sent to the ISP advisors
by Friday, May 25. This will help ensure that a labor schedule is created
for all employees.
Do I have
to select the award from the list of values, or can I now enter it directly?
The problem has been fixed in Labor Scheduling where the award had to
be selected from the list of values (LOV) when entering a labor schedule.
You can now enter the award directly or a part of the award to begin your
search. This functionality is now the same as the project, task, organization
and expenditure type.
and Accounts Payable
What expenditure type can I assign to my card?
There are three standard P-card expenditure types set up in Oracle, but
you can assign any valid supply or service expenditure type. The standard
Oracle P-card expenditure types are: Equip, P-Card < $2K Supplies & Materials,
P-Card Svcs, P-Card, Contractual
be responsible for overriding PTAEO information on P-card transactions
Most departments are assigning this responsibility to the person who currently
has responsibility for IDT transactions for the cardholder in FAS. This
responsibility could also be assigned to the cardholder or to a departmental
fiscal officer. However, anyone who uses Oracle to change PTAEOs on UPC
transactions must have the Oracle responsibility called "AP P-Card Holder"
in order to access the appropriate Oracle screens, and they must attend
training. Training for AP P-Card Holders will be offered starting in May.
people get an LPO/PR number if I'm out of the office on vacation, due
to illness, at training, etc.?
There are a number of ways for your staff to have LPO numbers or the ability
to order what they need:
1. You give
them a number when they need one
2. When you are on vacation, you could establish someone to serve as your
back up who gives them a number
3. Each person could go into the system and get their own number
4. People who regularly order things should have a procurement card or
have standing orders to the vendors they use most often. For example if
you have someone who often needs to purchase supplies from Lowes and Martin
Hardware, they could have a standing LPO at each location and order items
up to $4,999. Or that person should have a procurement card.
What is the difference between an expenditure function code and an
The expenditure function is the overall purpose for which a project exists.
It is an attribute assigned to the project when it is created. In their
financial statements, public institutions are required to classify expenditures
by function. The following functional classifications are derived from
the Financial Accounting and Reporting Manual for Higher Education. For
a complete list of expenditure function codes, click here.
and Maintenance of Plant
Type is the Oracle term for the FAS object code. It lives in the Funds
Management application and is a text value, e.g. equipment, lab supplies,
faculty salaries. It represents the "E" segment of the PTAEO
and is a part of every PTAEO transaction. For a complete list of expenditure
types, click here.
Can I combine
state and local funds on one invoice?
No. State funds and local funds cannot be billed for on the same invoice.
bill for different projects, fund sources, or organizations on one invoice?
No. The accounting segment values for project, fund source, and organization
must be the same for each accounting string or journal line generated
by an invoice.
I deposit gift checks?
gift checks to University Development Gift Accounting office.
- Gift Accounting
will deposit the funds and record the gift in the appropriate project
- If no
project exists, Gift Accounting will notify the department to initiate
procedures for establishing a new project.
- At month-end,
the Investment and Tax Services department will update the corresponding
award in FM for the amount of gift deposits during the month.
it not appropriate to transfer funds in GL?
In general, it is not appropriate to transfer funds in GL in cases where
the funding of projects from awards can be performed, which is in almost
all cases. Bottom line: most users should never have a reason to make
GL transfers. Keeping GL transfers to a minimum makes institutional financial
reporting easier and provides extra insurance that the reports are accurate.
do I have for correcting journal entries?
The table below summarizes the methods available for correcting journal
from the Last "Are You Ready?"
Finding Your PTAEOs
Oracle Responsibilities for New Employees
to ARCHIVED ISP NEWS DIRECTORY
ISP NEWS FROM OTHER PUBLICATIONS