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ISP News
November 2001

OTA Means Oracle Self Service on November 5th!
Beginning Monday, November 5, every person with an Oracle responsibility was given a new responsibility: UVA Employee Self Service. When they click "Register for classes" on the Integrated System training website to sign up for new Oracle classes, they will now use Oracle Self Service Web Application instead of OTIS.

"The Self Service Web Application is the users' window into the Oracle Training Administration (OTA) application," says John Hill, OTA team lead. "That is all they will ever have to see. They can select a class, select a time and location, register for the class, cancel a class, and see their entire training history, including what courses they have signed up for, all within the Self Service application. Training administrators will manage the events within the OTA application."

"OTA is just the first use of Oracle self service applications for the University," says Barbara Henry, functional lead for the Human Resources/Payroll phase of the ISP. "Ultimately, everyone hired at the University will be automatically assigned the UVA Employee Self Service responsibility so they can sign up for training, change their own addresses and phone numbers, and view their own employment history on-line."

While Oracle training is the first University training managed through OTA, more will follow, significantly improving and easing the tracking of institutional training efforts. Units such as Facilities Management, ITC, and the Library will, in time, manage their training events through OTA, while users will sign up for all of those classes through the Self Service Web Apps.

"There will be no more hunting through all the different departments' websites to see who is offering what," says Hill. "All the information will be housed in OTA and visible via self service. We anticipate that this one-stop shopping will be easier and more convenient for users and event managers alike."

Help Coming: Beyond the Oracle Screens
Navigation training presented the high level connections between the Oracle financial applications. Applications training offered detailed instructions on how to use the Oracle screens. What has been missing, and causing difficulty for users, is the middle piece: How does this whole project/award/task thing work - all the way from a GL deposit, through award installments and project budgets, to reporting at month-end; who is supposed to perform, for each type of money, the many activities within the grants management application; what kicks off each of these activities, and how can I tell where something is in the process?

Help is on its way. Representatives from ISP and Financial Administration are developing a "big picture" view of Oracle above the screens and tying it back to the old FAS system where possible. They will work with the Human Resources Division of Training (DOT) to devise a variety of ways to distribute this information to users.

Simultaneously, a taskforce has been formed, comprised of representatives from ISP, the ISP Advisory Committee, and DOT, to identify the areas in which users are having greatest difficulty, and to come up with quick reference tools to answer their questions.

"In the ISP Taskforce, we are looking at problem areas within each application and reports," says Bob Lake, director of the DOT and facilitator for the taskforce. "We are drawing on central office and Application Support Center resources, as well as other subject matter experts, to provide the right answers."

The goal is to start rolling these aides out in November, as each is developed.

Don't Use the Integrated System Before Noon on Sundays!
The Integrated System website specifies that the system is available and is supported from 7:00 a.m. - 7:00 p.m. Monday through Saturday, and from 12:00 noon - 7:00 p.m. Sunday. While users may attempt to use the system other times on Monday through Saturday, they may find it is unavailable due to batch processing and system maintenance. If this occurs while users are in the system, they will lose the work they have not saved.

Users should NOT use the system between 3:00 a.m. and 12:00 p.m. (noon) on Sundays. That time is reserved exclusively for applying patches and other processing that can be seriously delayed if users enter the system during the brief periods the system is brought up for testing. Users will also lose their work if they enter during these periods.

This has happened, so it is not a hypothetical situation. Please take Sunday morning off from Oracle!

No "Reply" to Workflow Messages
"Workflow" is the means by which Oracle routes transactions for approval and processing, using email messages as the means of forwarding information. The messages include instructions on how to advance the process. There is no warm body at the other end of these messages to hear why you are or are not approving a transaction, so doing a "reply" will neither share your thoughts nor move the transaction along.

If you wish to send a message to the person before you in the workflow, please do so through a separate email message, and follow the instructions in the workflow message when you are ready to approve or disapprove the transaction.

Two New Reports On Deck plus Inventory
Two new Discoverer reports are almost ready to roll out. The GL_Only Project Activity Detail report will show only transactions that either originated in GL or are non-PTAEO type transactions. For a given accounting period, this detail plus the detail from any of the FM_Expenditure Detail by xxxx reports represent the total detail activity for a project. The report can be used to review GL transactions such as Cash Deposits, etc.

The GL_Project Activity Summary report will show all activity for a project summarized at the GL Fund Source and Object Code Level. For Projects that aren't associated with an award (such as 999xxx projects), this report will be the equivalent to the Cash Balance by Project Report.

We are also close to adding an inventory of Discoverer reports to the Document Repository, including name, purpose, description, frequency, parameters, page items, and fields. We hope to have that available within the next two weeks.

Human Resources/Payroll Teams Set Up
In just over a month, the "Faculty Group" on the ISP Human Resources team has caught up to the rest of the team in defining future processes, gaps, and solutions. Just in time to demo the system for ISP advisors.

"This was a very high level demo, but we were able to include some University data," reports Barbara Henry, Phase 2 functional lead. "We covered departmental and central functions in the application process, posting positions, hiring, compensation, maintaining employee data, benefits, and payroll."

"The next step for us is setting up the applications for our first Conference Room Pilot, which take place the beginning of December," says Henry. "These applications offer us a lot of places to hold a lot of information, so now it's up to us to specify where we want data to reside and to configure the software the way we want it. CRP 1 will be our first opportunity to work with subject matter experts in the central offices and departments to see if that set up will work the way we anticipate."

Fixed Assets Team Gears Up
For those of us who are not familiar with the term, the University's "fixed assets" include all its equipment, buildings, land, and land improvements. They are the items the folks from Property Accounting stop by to tag and inventory.

The Oracle Fixed Assets application will be the repository for all the University's fixed asset information including asset cost, ownership, location, and depreciation. Tim Gillet is the Fixed Assets team lead, and he has been working with team members Mike Jewell, Lisa Shuler, and Stan Cornett, and KPMG consultant Sam Manapakam, to document the as-is processes.

"We are now moving on to the 'to-be,'" says Gillet. "Now is when we will begin to see how the Fixed Assets application may work at the University of Virginia."

Warning: 9-Month Labor Encumbrancing Bug
For those of you who do labor encumbrancing for 9-month employees, we want you to be aware that labor encumbrances do not factor in the number of months a person is being paid, always assuming a 12-month contract. As a result, monthly pay is being encumbered in 12 increments, thus encumbering less per month than what will actually be paid to 9-month employees.

"We are working with Oracle to resolve this," says Barbara Henry, functional lead for the HR/Payroll phase of the ISP. "We are stressing that having this calculation correct is vital to all higher ed installations, not just UVA, but we want you to be aware so you can make adjustments and not come up short."



Inside UVA
March 30, 2001
Spring 2001
Fall 2000
Cavalier Daily
September 28, 2000
Inside UVA
September 22, 2000


"OTA is just the first use of Oracle self service applications for the University."

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2001 by the Rector and Visitors of the University of Virginia
Thursday, 22-May-2003 14:31:15 EDT
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