ISP is Coming...Are You Ready?
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,
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.
This is the
3rd "Are You Ready?" bulletin we have sent to give you the information
you need to be fully prepared. You can view the archived
issues. Click the links below for detailed information or instructions.
from Labor Distribution - Get the VPN Up and Running
The deployment of the Labor Distribution application took place as
scheduled on May 29, and LD users are successfully scheduling labor. There
were some anticipated issues related to system access, primarily for people
who had difficulty loading and starting the VPN. To assist everyone in
being prepared for the July go-live, we are establishing Oracle accounts
for all those who have been assigned an Oracle responsibility for July.
The account will have a future effective date for access to Oracle. The
process will be as follows:
the VPN software onto your computer. Instructions may be found at http://www.itc.virginia.edu/desktop/integratedsystem/vpn/
2. You will
receive an email the week of June 11, notifying you that your account
has been established and you can create a VPN account and start the VPN.
Instructions may be found at http://www.itc.virginia.edu/desktop/integratedsystem/vpn/
(do not use $ or @ in your password).
3. Once the
VPN is installed and you logon, you will be able to link to the PTAO card
generator, if you wish.
4. A mass
email will go out around June 29 to users who have completed training
and submitted their Confidentiality Agreement. Users trained after deployment
will probably be notified individually of their Oracle logon IDs and initial
5. You will
logon to the VPN, open the Integrated System website, and logon to Oracle,
using the Oracle user ID and Oracle password in the email. You will be
asked to change the Oracle password the first time you logon.
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.
Payroll Is Not Affected in Phase 1 of the ISP
Your paycheck will continue to be cut out of the current HR/Payroll system
until the implementation of Phase 2 of the Integrated Systems Project
in July of 2002.
of Help/Support Available
for all help and support resources.
An updated list of active Project-Task-Award
combinations is now available through the Integrated System website,
including a project FAS account mapping where possible.
Your Confidentiality Agreement
No one will be granted access to the new system without sending a signed
confidentiality agreement to the Human Resources Office. 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
is a new and improved Desktop
Checklist available, called Integrated System Getting Started. This
site provides step-by-step instructions for getting started on the Oracle
Selected Reports in Discoverer
For instructions on how to install and start Discoverer 3.1, click here.
Once you are in Discoverer, you select the report you want to view.
Will We Know We're Set to Go?
Closer to go-live, we will provide information on what to expect during
"Dim Week" and how you will know you can begin work in the new system.
and Using Your PTAO Card
The PTAO Card generator is now accessible from the Integrated System homepage.
You must start the VPN
before you can link to the card generator. As noted above (Lesson from
Labor Distribution), you will receive email notice soon that you can set
up your VPN account.
Help sessions for the various Oracle responsibilities will be offered
the week before go-live and the week after for those who have completed
training. Responsibility-specific notices will be sent soon with time,
place, and instructions.
2 Training Notice Soon
People identified specifically for Wave 2 training will receive an email
message during the week of June 18 providing instructions on how to register
Below are some "hot" FAQs. More questions and answers are available via
Asked Questions website.
entering a labor schedule, how do I know which assignment in LD to choose
for my employee?
When you enter a labor schedule for an employee, you must select the correct
assignment in LD. The assignment is equal to the employee's company viewed
in the Online Personnel Action System (OPAS). An Oracle Discoverer Report
- "LD_Employee Assignment & Companies" report was developed to identify
which assignment in LD corresponds with which company in OPAS. To insure
you are entering a labor schedule for the correct assignment, you should
run this report prior entering the employee's labor schedule.
are Encumbrances being handled in LD (with examples)?
for the answer.
How many characters can I enter in the address (site) level reference
How are IDT Functions Accomplished in Oracle?
The table below maps some specific IDT functions to equivalent Oracle
functions. Those listed in the table are some we've been asked about specifically.
to remove revenue
Specifically, for a deposit credited to an incorrect Chart of Accounts
accounting string, a Journal Entry is used to move the revenue to
the correct account.
involving GL accounts
This should be rare in departments. In most cases, you will move funding
among projects within the same award types by increasing funding to
one project and decreasing funding to the other project.
from the Last "Are You Ready?"
Important Cutover Dates and Information
- NOTE: ChemStores orders require PTAEOs effective June 8, 2001.
Oracle Responsibilities for New Employees
to ARCHIVED ISP NEWS DIRECTORY
ISP NEWS FROM OTHER PUBLICATIONS