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                        Oracle Responsibilities

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Accounts Payable
| Accounts Receivable | Funds Management |
General Ledger | Labor Distribution | Operational Data Store |
Order Entry/Inventory | Purchasing | Systems Administration |

Accounts Payable Responsibilities (Departmental)

AP P-Card Holder
The AP P-Card Holder responsibility is assigned to individuals who are authorized to adjust
procurement card charges to other than the default PTAEOs prior to processing the bill for
payment. Specific functions the AP P-Card Holder has access to within Oracle include:

•Make changes, if necessary, to the PTAEO distribution on P-card purchases

The estimated number of hours of training for the AP P-Card Holder is 4.

Accounts Payable Responsibilities (Central)

AP P-Card Coordinator
The AP P-Card Coordinator responsibility is assigned to individuals who require access to
procurement card program functions, including working directly with the procurement card
vendor to manage the University's procurement card program. The specific functions to
which the AP P-Card Coordinator will have access within Oracle include:

•View procurement card information and run reports
•Maintain procurement card set-up (P-card assignments, default PTAEO, etc.)
•Maintain shadow system of P-card data (if needed)
•Change PTAEO on individual transactions

The estimated number of hours of training for the AP P-Card Coordinator is 12.

AP Vendor File/1099 Coordinator
The AP Vendor File/1099 Coordinator responsibility is assigned to individuals requiring access
to establishing suppliers and changing supplier information. The specific functions to which
the AP Vendor File/1099 Coordinator will have access within Oracle include:

•Maintain vendor file information
•Release payment holds from vendors added by departments
•Approve requests for additions/changes to the vendor file
•View supplier, invoice/payment information and run supplier and 1099 reports
•Make changes to vendors already in vendor file
•Merge old to new supplies and/or sites

The estimated number of hours of training for the AP Vendor File/1099 Coordinator is 8.

AP Invoice Processor
The AP Invoice Processor responsibility is assigned to individuals who will approve
departmental payment requests and enter invoices. This responsibility will not have
access to payment functions. The specific functions to which the AP Invoice
Processor will have access within Oracle include:
•Input vendor invoices and match to purchase orders
•Review payment vouchers and travel reimbursements
•View AP information and run reports
•Same as above through CAPPs and E-Forms

The estimated number of hours of training for the AP Invoice Processor is 12.

AP Payment Processor
The AP Payment Processor responsibility is assigned to individuals who are authorized
to process payments, including payment scheduling and printing of checks. Invoice input
access will be granted only for changing due dates. This responsibility will not input invoices.
This responsibility will have full inquiry access and access to run payment related reports.
Specific functions the AP Payment Processor has access to within Oracle include:

•Authorize checks to be printed
•View AP information and run reports
•Cannot enter vendor invoices
•Print checks in AP
•Run Comptroller Debt Set0off (CDS) reports
•Submit files to the University's bank
•Handle ACH rejections from the bank
•Process voiding and canceling checks

The estimated number of hours of training for the AP Payment Processor is 12.

AP Administrator
The AP Administrator responsibility is assigned to individuals who will have access to
all Accounts Payable functions in order to manage the University's AP process. This
responsibility includes access to all set up functions. Specific functions to which the
AP Administrator has access within Oracle include:

•Adding vendors
•Changing vendor information
•Clearing vendor payment holds
•Entering vendor invoices received in AP
•Entering recurring invoices
•Problem invoice resolution
•Processing debit memos
•Processing credit memos from vendors
•Computer-generated payment batches (check runs)
•Creating single payments (quick checks)
•Processing manual checks (disaster recovery)
•AP month end close
•AP year end close
•AP period end reconciliation
•1099 processing
•Processing payment vouchers
•Procurement card transactions
•Procurement card program management
•Internal invoice import
•Vendor invoice import

The estimated number of hours of training for the AP Administrator is 40.

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Accounts Receivable Responsibilities (Departmental)

AR Inquiry
The AR Inquiry responsibility is assigned to individuals who are authorized to have read only
access to all AR data. Specific functions the AR Inquiry has access to within Oracle include:

•View Oracle Accounts Receivable information
•Run reports

AR Inquiry training will be available on-line or through large-group demonstration.

AR Viewer
The AR Viewer responsibility is assigned to individuals who are authorized to have read only
access to all AR data. Specific functions the AR Viewer has access to within Oracle include:

•View Oracle Accounts Receivable information
•Run reports

AR Viewer training will be available through large-group demonstration.

AR Billing Specialist
The AR Billing Specialist responsibility is assigned to individuals who are authorized to create
and maintain customers, create transactions, and input/review accounting distributions. In
the new system, receipt application and collection tasks will be performed by a central
administrative unit. Specific functions the AR Billing Specialist has access to within Oracle
include:

•View Oracle Accounts Receivable information
•Run reports
•Create and maintain customers (sites, contacts, terms, etc.)
•Create transactions (invoices, credit memos, etc.)
•Input/review accounting distributions

The estimated number of hours of training for the AR Billing Specialist is 6.

AR Billing Specialist - Remote
The AR Billing Specialist-Remote responsibility is assigned to individuals who are authorized to
create and maintain customers, create transactions, and input/review accounting distributions.
In the new system, receipt application and collection tasks will be performed by a central
administrative unit. However, the AR Billing Specialist-Remote will be able to process receipts
against Oracle-generated invoices that are misdirected to a remote (outside Charlottesville)
location. Specific functions the AR Billing Specialist - Remote has access to within Oracle include:

•View Oracle Accounts Receivable information
•Run reports
•Create and maintain customers (sites, contacts, terms, etc.)
•Create transactions (invoices, credit memos, etc.)
•Input/review accounting distributions
•Enter receipts using QuickCash

The estimated number of hours of training for the AR Billing Specialist is 7.

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Accounts Receivable Responsibilities (Central)

AR Receipts Specialist
The AR Receipts Specialist responsibility is assigned to individuals requiring access
to the menus, processes, functions, and reports related to receipts. This responsibility
will not have update access to transactions or collections functionality or to managerial
level processes such as interfaces. The specific functions to which the AR Receipts
Specialist will have access within Oracle include:

•View OAR information and run reports
•Create and maintain customers (sites, contracts, terms, etc.)
•Enter and apply cash receipts
•Create bank deposit slips

The estimated number of hours of training for the AR Receipts Specialist is 12.


AR Collections Specialist
The AR Collections Specialist responsibility is assigned to individuals requiring access
to the menus, processes, functions, and reports related to collections. This responsibility
will not have update access to transactions or receipts functionality or to managerial
level processes such as interfaces. The specific functions to which the AR Collections
Specialist will have access within Oracle include:

•View OAR information and run reports
•Create and maintain customers (sites, contracts, terms, etc.)
•Maintain collection documentation and history
•Collect delinquent accounts

The estimated number of hours of training for the AR Collections Specialist is 12.


AR AutoInvoice Manager
The AR AutoInvoice Manager responsibility is assigned to individuals requiring update
access only to the autoinvoice interface function. The specific functions to which the
AR AutoInvoice Manager will have access within Oracle include:

•View OAR information and run reports
•Run autoinvoice interface processes for OGM generated transactions

The estimated number of hours of training for the AR AutoInvoice Manager is 3.


AR Manager
The AR Manager responsibility is assigned to individuals in the central Accounts
Receivable Department who will have access to all system menus, processes,
functions, and reports except for system setups. Specific functions to which the
AR Manager will have access within Oracle include:

•Print and mail customer invoices and dunning letters
•Create and approve adjustments to OAR
•Initiate interfaces to other Oracle applications
•Coordinate OAR open/closed periods with OGL
•Create and maintain customers
•Create and maintain transactions (invoices, credit memos, etc.)
•Enter and apply cash receipts
•Create bank deposits
•Maintain collection documentation and history
•Collect delinquent accounts
•Run autoinvoice interface processes for OGM-generated transactions

The estimated number of hours of training for the AR Manager is 12.


AR Administrator
The AR Administrator responsibility is assigned with procedural limitations to
individuals in the central Accounts Receivable Department requiring access
to all application menus, processes, functions, and reports for technical
maintenance. The specific functions to which the AR Administrator will have
access within Oracle include:

•Print and mail customer invoices and dunning letters
•Create and approve adjustments to OAR
•Initiate interfaces to other Oracle applications
•Coordinate OAR open/closed periods with OGL
•Create and maintain customers
•Create and maintain transactions (invoices, credit memos, etc.)
•Enter and apply cash receipts
•Create bank deposits
•Maintain collection documentation and history
•Collect delinquent accounts
•Run autoinvoice interface processes for OGM-generated transactions
•Maintain AR module set-ups

The estimated number of hours of training for the AR Administrator is 18.


Funds Management Responsibilities (Departmental)

OGM Viewer
The OGM Viewer responsibility is assigned to individuals who are authorized to view but not process
transactional data in the Funds Management application. The specific functions an OGM Viewer
will have access to within Oracle include:

• Create reports
•View OGM information

OGM Viewer training will be available on-line or through large-group demonstration.

OGM Transaction Specialist
The OGM Transaction Specialist responsibility is assigned to individuals who are authorized to
process transactions in the Funds Management module, and to internal service provider personnel
who will send their transactions to the central finance department via FTP. Specific functions the
OGM Transaction Specialist will have access to within Oracle include:

•Create reports
•View OGM information
•Create entries for cost transfers
•Create entries to adjust previously recorded transactions
•Create new expenditure batches (on-line journal entries) in OGM
•FTP internal service provider transaction batches for interfacing with OGM

The estimated number of hours of training for the OGM Transaction Specialist is 12.

OGM Encumbrance Specialist
The OGM Encumbrance Specialist responsibility is assigned to individuals who are authorized
to enter encumbrances in the Funds Management module. Specific functions the OGM
Encumbrance Specialist will have access to within Oracle include:

•Create reports
•View OGM information
•Create entries for manual encumbrance
•Create entries to adjust manual encumbrances

The OGM Encumbrance Specialist training will be concurrent with the OGM Transaction Specialist
training of 12 hours, since all individuals assigned one of those responsibilities will be assigned both.

OGM Project Manager
The OGM Project Manager responsibility is assigned to individuals who are authorized to process
transactions in the Funds Management module and to set up projects, tasks, and project budgets.
Specific functions the OGM Project Manager has access to within Oracle include:

•Set-up projects, tasks, award/project budgets based on departmental requirements
•Reconcile all project transactions
•Create reports
•View OGM information
•Create entries for manual encumbrances or cost transfers
•Create entries to adjust manual encumbrances and/or previously recorded transactions
•Create new expenditure batches (on-line journal entries) in OGM
•FTP internal service provider transaction batches for interfacing with OGM

The estimated number of hours of training for the OGM Project Manager is 20.

OGM Award Manager
The OGM Award Manager responsibility is assigned to individuals who are authorized to
fund their projects from existing awards. These employees will also have the authority to
set up projects, tasks, award budgets and projects budgets. Specific functions the
OGM Award Manager has access to within Oracle include:

•Set-up projects, tasks, award/project budgets based on departmental requirements
•Link awards to projects and allocate funding to projects
•Reconcile all awards transactions
•Create reports
•View OGM information
•Create entries for manual encumbrances or cost transfers
•Create entries to adjust manual encumbrances and/or previously recorded transactions
•Create new expenditure batches (on-line journal entries) in OGM
•FTP internal service provider transaction batches for interfacing with OGM
•Reconcile all project transactions

The estimated number of hours of training for the OGM Award Manager is 24.


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Funds Management Responsibilities (Central)

OGM Setup Specialist
The OGM Setup Specialist responsibility will be assigned to individuals requiring access
for setting up and reporting on projects, tasks, and awards, as requested by the field
departments. Individuals with OGM Setup Specialist responsibility will not have access
to any OGM or Oracle Accounts Receivable billing and invoicing areas. The specific
functions to which the OGM Setup Specialist will have access within Oracle include:

•View Oracle Grants Management information
•Create reports (Awards Status Inquiry, Project Status Inquiry, seeded reports)
•Create entries for manual encumbrances or cost transfers
•Create entries to adjust manual encumbrances and/or previously recorded transactions
•Create new expenditure batches (on-line journal entries) in OGM
•Set-up projects, tasks, award/project budgets based on departmental requirements
•Reconcile all project transactions
•Selected personnel who link awards to projects and allocate funding to projects
•Reconcile all awards transactions
•Set-up projects, tasks, award budgets and project budgets based on departmental
 requests
•Approve new links between awards and projects; verify that projects contain accurate
 attribute information

The estimated number of hours of training for the OGM Setup Specialist is 32.


OGM Billing Specialist
The OGM Billing Specialist responsibility is assigned to individuals needing to bill
transactions through OGM (mainly Sponsored Programs). The specific functions
to which the OGM Billing Specialist will have access within Oracle include:

•View Oracle Grants Management information
•Create reports (Awards Status Inquiry, Project Status Inquiry, seeded reports)
•Create entries for manual encumbrances or cost transfers
•Create entries to adjust manual encumbrances and/or previously recorded
  transactions
•Create new expenditure batches (on-line journal entries) in OGM
•Reconcile all project transactions
•Reconcile all awards transactions
•Limited to users with the need to bill transactions through OGM (OSP)
•Set-up billing options and have access to OAR to complete invoicing process
•Bill sponsors for grant activity

The estimated number of hours of training for the OGM Billing Specialist is 36.


OGM Administrator
The OGM Administrator responsibility is assigned to individuals in the central department
that are responsible for the OGM application. The OGM Administrator has access to all
application menus, processes, reports, and functions. The specific functions to which
the OGM Administrator will have access within Oracle include:

•View Oracle Grants Management information
•Create reports (Awards Status Inquiry, Project Status Inquiry, seeded reports)
•Create entries for manual encumbrances or cost transfers
•Create entries to adjust manual encumbrances and/or previously recorded transactions
•Create new expenditure batches (on-line journal entries) in OGM
•FTP internal service provider transaction batches for interfacing with OGM
•Set-up projects, tasks, award/project budgets based on departmental requirements
•Reconcile all project transactions
•Selected personnel who link awards to projects and allocate funding to projects
•Reconcile all awards transactions
•Set-up projects, tasks, award budgets and project budgets based on departmental
 requests
•Approve new links between awards and projects; verify that projects contain accurate
 attribute information
•Limited to users with the need to bill transactions through OGM (OSP)
•Establish and assign allowed cost schedules to Sponsored Program awards
•Set-up billing options and have access to OAR to complete invoicing process
•Bill sponsors for grant activity Super user application set-up and processing responsibility
•Review and analyze all OGM processes including isp transaction batches interfacing to OGM
•Systems analyst
•Programmer analyst

The estimated number of hours of training for the OGM Administrator is 38.


General Ledger Responsibilities (Departmental)

OGL Viewer
The OGL Viewer responsibility is assigned to individuals who have a need to access General Ledger
data but who have no responsibility for creating OGL transactions. The specific functions an OGL
Viewer will have access to within Oracle include:

•View Oracle General Ledger information
•Inquire and report on OGL activity and balances

OGL Viewer training will be available on-line or through large-group demonstration.


OGL Specialist
The OGL Specialist responsibility is assigned to non-central General Ledger users who are authorized
to create and approve journal entries and inquire or report on General Ledger account activities and
balances. The specific functions an OGL Specialist will have access to within Oracle include:

•View Oracle General Ledger information
•Create journal entries to record cash deposits and other OGL activities, including university
  investment programs
•Correct or reverse previously created journal entries
•Self-approve journal entries within pre-determined limits
•Approve journal entries of other OGL Specialists
•Inquire and report on OGL activity and balances

The estimated number of hours of training for the OGL Specialist is 8.


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Labor Distribution Responsibilities (Departmental)

LD Effort Report Specialist
The LD Effort Report Specialist will have access to review and certify effort reports using
the workflow and notifications processes within the Integrated System. Specific functions
the LD Effort Report User has access to within Oracle include:

•Certify effort on Projects

Training for the LD Effort Report Specialist will be accomplished with a printed guide similar to
the Oracle Quick Reference Guide. The critical path for this training will come in the fall of 2001.

LD Labor Schedule Specialist
The LD Labor Schedule Specialist responsibility is assigned to departmental users who are
authorized to assist in labor scheduling activities but should not have access to payroll dollar
information. This responsibility can only enter labor schedules for current and future pay periods.
All labor schedule changes for retroactive pay periods are entered as distribution adjustments.
Specific functions the LD Labor Schedule Specialist has access to within Oracle include:

•Schedule labor
•Certify effort reports

The estimated number of hours of training for the LD Labor Schedule Specialist is 8.


LD Specialist
The LD Specialist responsibility is assigned to individuals who are authorized to initiate distribution
adjustments and access distribution reports as well as schedule labor. (Distribution adjustments,
formerly known as retro-funding changes, are used to change the PTAEOs charged for prior pay
periods.) Specific functions the LD Labor Schedule Specialist has access to within Oracle include:

•Schedule labor
•Certify effort reports
•Initiate distribution adjustments
•Access distribution reports

The estimated number of hours of training for the LD Specialist is 12.


LD Approver
The LD Approver responsibility is assigned to individuals who are authorized to approve as well
as initiate distribution adjustments, access distribution reports, and schedule labor.
(Distribution adjustments, formerly known as retro-funding changes, are used to change the
PTAEOs charged for prior pay periods.) Specific functions the LD Approver has access to within
Oracle include:

•Schedule labor
•Certify effort reports
•Initiate distribution adjustments
•Access distribution reports
•Approve distribution adjustments

The estimated number of hours of training for the LD Approver is 12.


LD Approver/Setup
The LD Approver/Setup responsibility is assigned to users with the highest level departmental
LD access. These individuals are authorized to setup Org Default Labor Schedules and Org
Default Accounts, approve and initiate distribution adjustments, access distribution reports,
and schedule labor. (Distribution adjustments, formerly known as retro-funding changes, are
used to change the PTAEOs charged for prior pay periods.) Specific functions the LD Approver/Setup
has access to within Oracle include:

•Schedule labor
•Certify effort reports
•Initiate distribution adjustments
•Access distribution reports
•Approve distribution adjustments
•Set up Org Default Labor Schedules

The estimated number of hours of training for the LD Approver/Setup is 12.


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Operational Data Store Responsibilities (Departmental)

ODS Specialist
The ODS Specialist responsibility is assigned to individuals who are authorized to view,
and/or create reports from the Operational Data Store using the Discoverer tool. Distinctions
are made only in required training.

•Individuals with an Oracle application responsibility in addition to ODS Specialist and who
  will only view reports will learn how to view Discoverer reports during training for their Oracle
  responsibility.
•Individuals assigned ODS Specialist responsibility who will only view Discoverer reports but
  do not have an Oracle responsibility will receive a two hour course in viewing Discoverer reports.
•Individuals who will create, view, schedule, and share Discoverer reports will receive specialized
  Discoverer/ODS training of approximately 8 hours.

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Order Entry/Inventory Responsibilities (Central)

INV- Inventory Specialist
The INV-Inventory Specialist responsibility is assigned access to all the Order Entry and Inventory
functions in order to facilitate the daily routines required to process internal orders placed by the
University community. This responsibility will include only certain set up functions, which are
required to maintain stock locators. The specific functions of which the INV-Inventory Specialist
will have access to within Oracle include:

•Receive items into inventory
•Fill orders from departments
•Release Sales Orders
•Generate Pick Slips
•Ship Confirm Deliveries
•Ship Backordered Items
•Generate Backordered Items Report
•Generate Inventory Planning Report
•Create Purchase Orders to replenish Stock
•Assign Approved Supplier Lists for Inventory Items
•Enter Cycle Counts and Adjustments
•Enter Return Item Accounting information
•View Internal Requisitions for accuracy
•Perform Physical Inventory
•Define Items and Item Attribute Controls including use of Templates
•Assign Item Locators and Subinventory Information
•Maintain Item planning accuracy
•Assign Items to Catalogs
•Update Item Costing Information
•Assign Manufacturer Part Numbers
•View Item On-hand Quantities
•View Item Supply and Demand Information
•View inventory information and run reports

The estimated number of hours of training for the INV-Inventory Specialist is 8.


INV - Administrator
The INV-Administrator responsibility is assigned access to all Order Entry and Inventory functions in
order to manage and update the University's Inventory processes and procedures. This responsibility
will also include all set up functions. The specific functions of which the INV-Administrator will have
access to within Oracle include:

•Super user responsibilities
•All of the functions listed for Inventory Specialist with the addition of:
•Define Stock Locators
•Define Cycle Counts
•Define Item Classes
•Approve and adjust cycle counts
•Open and close Inventory Periods
•Define Interclass conversions for Items
•Define Item Categories
•Define Workday calendars and exemptions
•Schedule Reports
•Define Inventory Mark-up percentages

The estimated number of hours of training for the INV-Administrator is 10.


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Purchasing Responsibilities (Departmental)

PO Receiver
The PO Receiver responsibility is assigned to individuals who are authorized only to access
receiving screens within Oracle. Specific functions the PO Receiver has access to within Oracle
include:

•Document receipt of purchased items
•Document returning items in Oracle

The estimated number of hours of training for the OGM Transaction Specialist is 2.


PO Requester
The PO Requestor responsibility is assigned to individuals who are authorized to place internal
orders for items from (ChemStores), issue limited purchase orders, and complete purchase
requisitions. Specific functions the PO Requestor will have access to within Oracle include:

•Add vendors to vendor file
•Complete purchase requisitions (external vendor)
•Issue Limited Purchase Orders
•View PO information and run reports
•Complete internal requisitions for purchase from (ChemStores)
•View on-hand quantities of items in ChemStores
•Does not receive
•Does not have access to payment voucher form

The estimated number of hours of training for the PO Requestor is 8.


PO Purchaser
The PO Purchaser responsibility is assigned to individuals who are authorized to place internal
orders (ChemStores), issue limited purchase orders, complete purchase requisitions, manage
procurements, and receive. Specific functions the PO Purchaser has access to within Oracle
include:

•Add vendors to vendor file
•Complete purchase requisitions (external vendor)
•Issue Limited Purchase Orders
•View PO information and run reports
•Complete internal requisitions (ChemStores)
•View on-hand quantities of items in ChemStores
•Initiate and approve payment vouchers
•View Oracle Accounts Payable information
•Document receipt of purchased items

The estimated number of hours of training for the PO Purchaser is 12.


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Purchasing Responsibilities (Central)

PO Buyer
The PO Buyer responsibility is assigned to buyers in the central purchasing office, as well as
buyers with delegated authority located in departments such as Facilities Management,
College at Wise and Environmental Health and Safety. The specific functions to which the
PO Buyer will have access within Oracle include:

•Request vendor file additions
•Can create a purchase order from a purchase requisition
•Issue direct entry purchase orders
•View PO information and run reports
•View on hand quantities of items in ChemStores
•Issue requests for quotations to vendors
•View Oracle Accounts Payable information

The estimated number of hours of training for the PO Buyer is 16.


PO Buyer Manager
The PO Buyer Manager responsibility is assigned to individuals requiring access to all areas
that buyers use, plus those required to manage buyer workload. The specific functions to
which the PO Buyer Manager will have access within Oracle include:

•Request vendor file additions
•Can create a purchase order from a purchase requisition
•Issue direct entry purchase orders
•View PO information and run reports
•Complete internal requisitions (ChemStores)
•View on hand quantities of items in ChemStores
•Issue requests for quotations to vendors
•View Oracle Accounts Payable information
•Same as PO Buyer except can receive
•Manages buyer workload and assigns requisitions to buyers

The estimated number of hours of training for the PO Buyer Manager is 22.


PO Administrator
The PO Administrator responsibility is assigned to individuals requiring access to all screens
and application set-up. It should only be given to persons responsible for the maintenance
of the module and its functions. The specific functions to which the PO Administrator will
have access within Oracle include:

•Changing vendor information
•Receiving
•Resolving a receiving discrepancy
•Initiating a Requisition
•Issuing direct entry purchase orders
•Changing a Limited Purchase Order
•Issuing a Purchase Order
•Changing a Purchase Order
•Evaluating supplier performance
•Maintaining the approved vendor list
•Issuing Requests for Quotations
•Initiating a payment voucher
•Location management
•Managing interfaces

The estimated number of hours of training for the PO Administrator is 24.


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Systems Administration Responsibilities (Departmental)

OSA Printer Setup Specialist
The OSA Printer Setup Specialist responsibility is assigned to individuals who are authorized
to configure printers and printing support for the Integrated System.

The estimated number of hours of training for the OSA Printer Setup Specialist is 4.


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2001 by the Rector and Visitors of the University of Virginia
Thursday, 29-Mar-2001 09:26:28 EST