September 12, 2000
Phase 1 of the Integrated Systems Project Affect Me?
July 2, 2001, is the "Go Live" date for the financials phase of the Integrated
Systems Project, a fact that will impact some of us more than others.
The following table will tell you if and how your work will be affected
by the project. If it is, rest assured that you will receive ample training
to do your work effectively in the new environment.
you currently use:
the future you will use:
Warehouse for financial information processed prior to 7/1/01 and
for all other non-financial information·
ODS - Oracle Operational Data Store for financial information
processed after 7/1/01. In essence, the ODS will contain a copy of
all transactions initiated in the Oracle applications.
90, 91, and other AMO reports(use or view)
standard reports from the Oracle Funds Management and General Ledger
modules will be available on a periodic basis, presenting revenue,
expenditure, and balance information. Drill down capabilities. Available
in electronic form only, published on website to review, print, or
download into other applications, such as Access, Excel, etc., for
customization. Two reporting tools will be available on line in the
Funds Management module: Award Status Inquiry (ASI) and Project Status
of the possible combinations provided by the Oracle Funds Management
account structure (Project, Task, Award, Expenditure Type, Organization)
will, over time, allow departments to develop and maintain activity-based
costing systems. It is predicted that this functionality will eliminate
the need for many existing shadow systems. Transaction information
will be available through the Operational Data Store (ODS). You will
be trained in how to generate reports from the ODS.
General Ledger: Journal Entry
In Funds Management: Cost transfer mechanism
Personnel Action System (OPAS)
to use OPAS to establish salary rates, employment start and end dates,
Use Oracle Labor Distribution module to create labor schedules
so correct accounts can be charged
Resources Employment System
Resources Employment System
(Student Information System)
(Financial Accounting System)
of the Oracle General Ledger and Funds Management applications. Some
of the attributes contained within FAS will migrate to the new Oracle
environment, and many others will be available for local designation
system to access Chem Stores
Purchasing and Order Entry/Inventory modules
and contracts billed by OSP using their central system
and contracts billed by OSP using combination of Oracle Funds Management
and Accounts Receivable modules
document to report effort for work performed on federal grants or
notice of effort report ready for review and certification on line
through Oracle system.
and sending bills outside University, e.g. conference fees
50% of departments doing so will use Oracle Accounts Receivable Balance
will use OAR in 1-2 years.
Something Cool - Oracle Tutor Gives Leg Up on Training
Ever wonder how all those step-by-step procedures and flow charts are
created by which we all will be trained to do our work in the new integrated
system? It's by combination of a clever Oracle product called Tutor and
a creative group of ISP team members called Instructional Designers.
Tutor comes packaged with documented procedures
for all of the Oracle business practices included in the applications
purchased by the University. As the teams customize those business practices,
the instructional designers tailor the step-by-step instructions to reflect
those changes. All changes are then automatically incorporated into flow
charts that provide a visual representation of the steps. Any new procedures
documented by the instructional designers also are automatically converted
into flow charts.
"Once we tailor the procedures, Tutor generates
student guides, both in print and on-line," says James Potter, ISP training
manager. "And since the content will be centrally maintained, any changes
will be universally available immediately."
Two aspects of Tutor make it of special value
to end users, according to Potter:
Tutor is responsibility-based, so it groups procedures for all the
tasks related to a given responsibility.
If the user gets "stuck" mid-task, he/she can call up a visual flow
chart of the entire procedure, click on the specific task, and see step-by-step
"This tool is terrific in terms of saving time
and helping us generate consistent and thorough training documents, as
well as print and on-line help materials," asserts Potter. "It is a user-friendly
version of the infamous gray financial procedures manual."
ISP Advisors Spearhead Two Major Efforts
There is no way a project of the magnitude of the Integrated Systems Project
can happen without the support and cooperation of hundreds - even thousands
- of people throughout the University. At the front line of those people
who are spending an increasing amount of their time helping the University
prepare itself for phase 1 go live are the 23 ISP advisors who make sure
the interests of every unit throughout the institution are represented
and reflected in the final product.
Two of their greatest efforts will take place
in the next couple months, and they will be turning to their support networks
in all the units to help them.
Mapping FAS Codes to the Oracle System
There are approximately 12,000 codes in the current Financial Accounting
System (FAS) that must be converted into PTAEOs
for the Oracle system. Fortunately, some of those FAS codes are inactive,
but even those have to be identified so they can be culled.
"In most cases, there will be a one to one relationship
between the existing code and its replacement in the Oracle system," says
Bill Randolph, ISP project director. "This is particularly true for grants
and contracts, gifts, and endowments. Where there is an opportunity to
redesign the account structure, e.g., for state funds, there may be instances
in which one FAS code translates into several Award/Project combinations,
or several FAS codes translate into fewer Award/Project combinations.
Our advisors will work with the ISP team and their unit administrators
to make these decisions."
Beginning in October, ISP advisors will be given a list of the new Oracle
responsibilities and the tasks that fall within each of those responsibilities.
They will then work with their unit administrators to identify which individuals
in their units will be assigned which responsibilities in the new Oracle
"This effort will be aided significantly by the
recent work of the advisors to complete matrices of who is performing
what financial tasks in the current system," says Leah Goswell, ISP associate
director and lead of the Human Resources Management team. "The assignment
of responsibilities is a critical step in setting up the Oracle system
and preparing for training. In Oracle, your assigned responsibilities
determine what you have access to in the system and what transactions
you are authorized to perform."
We are clearly getting down to the "nitty-gritty" now, and we are grateful
to the ISP advisors and their network of supporters who are carrying the
load in these areas while continuing to provide counsel in other areas
of the project. Please click here
to learn who comprises this important group of individuals.
- Once for Practice
There is definitely a learning curve when it comes to shifting gears between
institutional budgeting using FAS versus using Awards and Projects in
Oracle. As a result, the ISP Executive Committee has decided to use the
FY '01-'02 budget as an opportunity for a trial run. The FY '01-'02 budget
will be prepared, one more time, using the combination of FAS and BART
(the current University budget system). However, at the same time it is
being prepared in FAS, it will be prepared using the appropriate combinations
of Awards and Projects in Oracle.
"This is the only time we will do this in duplicate
fashion," says Colette Sheehy, U. Va. vice president of management and
budget and member of the ISP Executive Committee. "In addition to serving
as a good learning exercise, this method will create an important link
between University budgets prior to FY '01-'02 and after."
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the user gets 'stuck' mid-task, he/she can call up a visual flow
chart of the entire procedure, click on the specific task, and
see step-by-step instructions."