Integrated Systems Project
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Document Repository

This repository holds selected documents that contain valuable information for working in the Integrated System environment. Documents are updated weekly on Monday.

General Information

HR Field Definitions and Lists of Values
This spreadsheet contains the following information about the People database:

  • names of forms and fields which are used by schools or departments
  • definitions of the fields
  • values in any field with a list of values
  • definitions of the values where not obvious
  • what type of person or assignment the field is used for
  • whether the field is required

This spreadsheet is intended to aid the HRMS Viewer in completing:

  • the UVA HR Oracle Form for Non-Users to update employee information. This is a report run in Oracle.
  • the blank forms for student and faculty wage or salaried faculty new-hires. These forms are located on the University Human Resources web site.

Integrated System Business Rules
This is a comprehensive set of rules for operating within the Oracle financial environment. There is a set of guiding financial principles as well as documentation on how each separate source of funds shall be managed within the Oracle environment. All financial transactions and Project-Task-Award combinations must be consistent with these established business rules.

Organization Document
The organization list of values represents the organizational unit to which transactions
are recorded. The organization is a specific area responsible for a financial transaction.
Each award and project is "owned" by one organization. These values remain consistent across applications, including GL, Human Resources, Inventory and Purchasing. This
document presents the Oracle organization codes and descriptions for U.Va. as well as ISP advisor and data security contacts, LD suspense award and LD suspense project for each organization.

Project, Award, and Organization Prefixes
These prefixes are to always be used by each ISP advisor area when creating "pick list" names for awards, projects, and organizations.

Discoverer Predefined Reports Inventory
This document includes the following information on all Discoverer reports created by the Integrated System Project: name, intended user, purpose, description, frequency, parameters, page items, and columns.

Processing Funds (Best viewed with Microsoft Internet Explorer)
Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control.


Award and Project Information

Mapping Award Prefixes to Award Types
This spreadsheet provides information on the relationship between the two-character award prefix and the award types that may be assigned to each award prefix.

Project Types
This spreadsheet provides information on the different types of projects that can be created in Oracle and the appropriate expenditure function codes that can be assigned to each type of project. It also contains information on project numbering.

Active PTA Combinations
All valid PTA combinations, including project FAS account mapping. Log on to Discoverer (you must have the ODS Specialist Oracle responsibility) and view the Discoverer report with this name.

Award Common Attributes
Attributes for all awards, including number, name, owning organization, award type, start and end dates, award manager and award oversight names, purpose code, etc. Log on to Discoverer (you must have the ODS Specialist Oracle responsibility) and view the Discoverer report with this name.

Project Common Attributes
Attributes for all projects, including number, name, owning organization, project type, start and end dates, project manager name, expenditure function code, etc. Log on to Discoverer (you must have the ODS Specialist Oracle responsibility) and view the Discoverer report with this name.


Financial Codes and Mapping

General Ledger Object Codes (GL)
The object code categorizes the nature of a transaction as a specific type of fund
balance, revenue, or expenditure. This document lists all and revenue, balance sheet, and expense object codes in the U.Va. General Ledger.

Expenditure Types (GM)
The list of expenditure types and their descriptions may be found in the Discoverer report IS.FM_GM Expenditure Types. Log on to Discoverer (you must have the ODS Specialist Oracle responsibility) and view the Discoverer report with this name. Expenditure Types are the equivalent of expenditure object codes in FAS and are housed in Oracle Funds (Grants) Management. They represent the E values in the PTAEO. These values should be used whenever making purchases, scheduling labor or doing cost transfers.

Fund Source (GL/GM)
The Fund Source list of values of the General Ledger contains two attributes. The first
attribute identifies revenue by fund such as unrestricted, restricted, plant funds, etc.
Revenues are also identified by source such as state appropriation, tuition and fees,
federal grants and contracts, sales and services, etc. This document lists all U.Va.
Fund Source combinations. These are the primary financial "source" codes.

Expenditure Function Codes (GM)
The expenditure function code identifies the use of funds, for example, undergraduate
education, sponsored research training, auxiliary enterprises, student support activities, etc. Each project in Funds Management must have one expenditure function code. This document shows the U.Va. expenditure function code list of values. These are the primary financial "use" codes.

F&A Cost Codes (GM)
F&A stands for Facilities and Administrative (costs), and was formerly known as "indirect cost."

Expenditure Functions to F&A Cost Code Mapping (GM)
This document provides the crosswalk from expenditure function to F&A code. It indicates which F&A code to assign, when setting up a new project, based on the expenditure function.


Responsibilities Information

Oracle Application Responsibilities
An Oracle responsibility is a predefined set of data, menus, and screens that defines a user's particular level of authority while using the system. Application users are assigned one or more responsibilities to allow them access to applications forms. This link will take you to the website the defines each Oracle responsibilty for U.Va.

PTA Set-Up & Maintenance Activities
(This link now goes to the Processing Funds document.)
Provides the who, what, and when for depositing different types of funds, creating/adjusting an award installment, creating/adjusting an award budget, creating/adjusting a project budget, and setting budgetary control.

PTA Set-Up & Maintenance Responsibilities
This documents the tasks involved in setting up and maintaining projects and awards in Oracle and specifies the University offices and Oracle responsibilities associated with setting up and maintaining Project and Award relationships for different types of funds. One tab on the spreadsheet addresses U.Va. responsibilities; the other addresses College at Wise responsibilities.

 


 
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2001 by the Rector and Visitors of the University of Virginia
Monday, 03-Feb-2003 15:41:16 EST