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ISP Bulletin
April 2002

WHAT'S NEW

Three New Reports Unveiled
Responding to requests from Oracle users, the Reports team has published three new reports:

  • Organization List of Values: This report shows all organization names and numbers for easy reference.
  • Project BBA by Task: This report allows the user to review current budgeted amounts and compare them to actuals and commitment amounts. Data is summarized at the Task level. This report may be run for any accounting period, past or present. This report was designed to meet the needs of units who are moving forward by budgeting and tracking expenses at the task level.
  • Revenue Project Relationships: This report shows relationships between General Ledger revenue projects, awards, and Grants Management expending projects (P-A's-P's). It has a second tab that shows revenue parents and their children.

Reports Group Offers Quick Tips
The Reports Users Workgroup has created a set of reports quick tips for Discoverer users, sharing the short cuts they have identified in their many hours of manipulating and analyzing reports. Tips include how to:

  • Run reports with multiple tabs
  • Use the refresh option
  • Delete columns
  • Rearrange columns
  • Drag column headings to the page item section
  • Drag page item headings down to the body of a report
  • Print all combinations of a report
  • Edit and find
  • Auto-size columns
  • Allow text to wrap in columns
  • Rename columns
  • How to use the Query Governor
  • How to understand the transaction number field
  • How to preview what will print
  • How to save reports with your specifications
  • How to register for reports training

These tips are available on the Integrated System Reports web site at http://www.virginia.edu/integratedsystem/reports/home.html

"Important Future Dates" on Current News Page
Stay tuned for a small calendar, soon to be added to the top right corner of the Current News web site (the page you see when you click the Enter button on the Integrated System homepage). This calendar will offer a "heads up" for important upcoming events related to the HR/Payroll and Fixed Assets go-live activities.

PHASE 2 UPDATE

Multi Layers of Security Built In for HR Data
Members of the Provost's Employee Communication Council breathed easier after hearing Bill Randolph, ISP director, walk through all the security levels put in place for human resources/payroll information in Oracle. Unlike the finance applications, where there are few restrictions on visibility of data, and Discoverer reports are available to all Oracle users, HR/Payroll data is segmented into "legally restricted," "limited access," and "generally available" categories.

Legally restricted data includes information on such things as benefits, involuntary deductions, and performance evaluations. This information is only available to people in the central Human Resources office with specific responsibilities that require them to view that data.

Limited access data includes such information as an individual's assignment, salary, address, etc. This data can be viewed only by individuals with responsibilities in the HR/Payroll applications - a total of 650 people, all of whom will have signed a confidentiality agreement.

Generally available refers essentially to phone book data, e.g. department, name, title, and address (if individual chooses to publicize home address). This information is not restricted.

"No system is ever 100 percent secure," says Randolph, "but we think we have followed industry best practices in this critical area and have listened to our employees concerns over the past three years while designing the Oracle applications for use at U.Va.”

Employee Number Trumps Social Security Number in New System
No employee issue is more sensitive than the indiscriminate use of social security numbers. Fortunately, the Oracle system actually discourages use of social security numbers and encourages the use of employee numbers.

"Every employee at the University was assigned an employee number when we went live with the Oracle financial applications last July," reports Bill Randolph, ISP director. "Once we go live with the HR/Payroll applications at the end of June, that number should be the consistent numeric identifier for all U.Va. employees. An employee's assignment number (the job they hold) is also their employee number. If they have a second assignment, the number is their employee number dash 2. If you do a search for an employee, you can search by name, employee number, or social security number.

"Right now people don't know their employee number, so are unlikely to use it. Once we go live with Oracle HR/Payroll, it will be more pervasive, showing up on time sheets and in the Oracle Self Service application (social security number is not displayed in either of these), and we expect people will begin to use it."

"Social security number is still required documentation for tax purposes," concludes Randolph, "but Oracle does allow us to minimize its use as the sole numeric identifier of members of the University community."

More Self Service to Come
Have you had to change your address or phone number recently? Not only do you have to let friends, family, the postmaster, and all your creditors know, but you have to find, complete, and submit a form to University Human Resources so that your pay advice, W2s, and all other correspondence go to the right place.

Beginning with the phase 2 implementation, at least that last step will be quick and painless. With Oracle Self Service, through which you can now register for Oracle and other Division of Training classes, you will be able to view and change your address and/or phone number on line. The changes will immediately be reflected in the Oracle database.

Also on view for all employees will be their own employment and training history, in one place with easy access. "Employees will no longer have to make an appointment with Human Resources to view their employment history," says Barbara Henry, Phase 2 functional lead.

And lest you be concerned that the information is also available to everyone else at the University, Henry reports that "any individual information in Self Service can only be seen by the employee him or herself and by the employee's supervisors. Social security numbers are not included on the Self Service screens, so even supervisors cannot view that information through the application."

In 2003, after the upgrade to the next version of the Oracle software, employees will also have the option of entering their time and leave on line through Oracle Self-Service.

“I'm paid by the University; therefore I am”
Did you know that, if you are not paid by the University, the central Human Resources office does not know you exist? The department you work for knows. But if someone calls the University looking for you, UHR will have to hunt you down.

The Oracle HR/Payroll implementation is allowing the University to correct this situation.

"The Oracle database allows us to include everyone associated with the University," says Barbara Henry, Phase 2 functional lead. "It's called a 'people' database, rather than 'employee' database, because it is not limited to people who are paid by the University. We have just sent out a spreadsheet to all ISP advisors so they can have the departments in their areas complete information currently housed only in their departmental shadow systems, such as visiting faculty, faculty who have non-paid faculty appointments at U.Va., the joint/secondary faculty appointments that many faculty at U.Va. have in other departments, etc."

Once that information is migrated into Oracle, the departments will be able to manage their personnel information all in one system, and all people associated with the University will be known to exist.

Oracle Pay Test Goes Swimmingly
We held our breath, took the plunge, and emerged smiling. The first parallel payroll test – of the semi-monthly, monthly, and biweekly payrolls – went well. After running the same payroll in Oracle as in the current system, less that 1 percent of the pay statements were not the same, and the reasons were easily identified and corrected, according to Barbara Henry, Phase 2 functional lead.

"We have since run a semi-monthly payroll and a biweekly payroll, with UHR staff double keying into the legacy system and Oracle," Henry reports. "The semi-monthly payroll showed 9 errors out of 1000 employees paid. Six of those were within three cents of each other. We will be researching discrepancies. They could be keying errors, but if not, we have to correct whatever is causing them not to reconcile. We have not yet analyzed the biweekly payroll."

One more parallel test each for semi-monthly, monthly, and biweekly payrolls are planned, plus the Conference Room Pilot 3 testing, says Henry. If all issues are not resolved by that point, there is still time for further parallel tests.

"We are very encouraged by the initial results," says Henry. "We fully expect to have any wrinkles straightened out by CRP 3."

HR Folks Dive Right In
By Monday, April 15, the first day of Phase 2 departmental training, almost 90 percent of people assigned HR/Payroll responsibilities had already registered for training.

"That's very good at this point in time," says John Hill, training administration manager. "It's important that everyone registers as soon as possible. We have enough seats to train all the people assigned responsibilities, if the classes are near capacity. Those who delay in registering run the risk of not receiving training before the implementation."

Over 90 percent of future HR/Payroll users have attended or registered for the HR Essentials class, a prerequisite for Oracle training. Those sessions are scheduled only through April.

Pressure-Packed Prologue for Timekeepers
As those who have attended an HR Essentials session know, Oracle Timekeepers' introduction to the HR/Payroll implementation will be fast and furious.

"There will be an initial three day flurry, then a breather before all three payroll types – biweekly, semi-monthly, and monthly – converge in July," says Barbara Henry, Phase 2 functional lead. "That means that after a one week respite, Timekeepers will either be printing, distributing, collecting, or keying in timesheets most days in July."

To allow Timekeepers to distribute the timesheets in advance of go-live for the 6/12-6/25 pay period for wage employees, ISP is creating a one-time generic timesheet that does not include specific employee information. These can be printed, distributed, completed and signed by the employee and the employee's supervisor, and returned to the Timekeeper by the go-live date of 6/26. The Timekeeper will then have three days to key in the time by 5:00 p.m. Friday, 6/28. It is very important that the Timekeepers have a VPN account and have tested the ability to reach the Production logon screen before 6/26 so they are ready to start keying at go-live.

A detailed schedule will be available to Timekeepers prior to go-live so they can anticipate their deadlines and plan accordingly.

Fixed Assets Team Works Toward July 1 Go-Live
With CRP 2 under its belt, the Fixed Assets team is rushing toward the finish line. ISP advisors are currently identifying future fixed assets users.

Employees in Property Accounting will be the primary users of this application. Their current contacts in the departments will make up the bulk of departmental Fixed Assets Viewers, who will be able to view information entered by the central office.

Property Accounting staff will continue to wander the University with their scanners, noting the number and location of all our computers and desks. ISP is creating a special interface to allow scanned data to go into the Oracle Fixed Assets application. Departmental users will be able to view all of their equipment information on line.

While Oracle Fixed Assets won't involve many users, like Order Entry/Inventory (used only by ChemStores users), it will be an integral part of our integrated system.

Go to ARCHIVED ISP NEWS DIRECTORY


ISP NEWS FROM OTHER PUBLICATIONS

Inside UVA
March 29, 2002
Inside UVA
June 22, 2001
Inside UVA
March 30, 2001
virginia.edu
Spring 2001
virginia.edu
Fall 2000
Cavalier Daily
September 28, 2000
Inside UVA
September 22, 2000
 


"The Oracle system actually discourages use of social security numbers and encourages the use of employee numbers."

 
 
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