is now working on a redesign of the chart of accounts. There will probably
· Natural Account (what we now call Object Code)
· Source (what we now call Account Code)
· Project (required for reporting in a Project Centric environment)
· A balancing segment
· Purpose (e.g. research, teaching, public service, etc.)
The GL Team
will work with the Reports Team to build a testing scenario for the proposed
Oracle Human Resources (HR)/Payroll will provide GM with employee- and organization-related validation tables.
Oracle Labor Distribution (LD) will provide detailed labor costs and encumbrances by employee/assignmentto GM using PTAEO. (See Labor Distribution flows)
billing systems will provide journal entries (formerly Inter-Departmental
Transfers – IDTs) to GM. The journal entry charge and credit information
will be in the form of positive/negative entries againstPTAEOs. Ideally,
the internal billing systems will verify the validity of the PTAEO at
the time the order or request for service is submitted. This validation
will include funds checking and comparison to the allowed
· Parking & Transportation
· Facilities Management
· Printing & Copying
· Information Technology and Communication (ITC)
· Library charges
· Organizational Development and Training (ODT)
· Human Resources Temp Service
· Shared research support units such as the Central Electron Microscope Facility in the School of Medicine
· Miscellaneous departmental uploads (copy charges, etc.)
Oracle Purchasing (PO) and Oracle Accounts Payable (AP) will push all supplier invoices and purchasing encumbrances to GM using PTAEO.
Oracle Accounts Receivable (AR) will provide GM with customer information and invoice types, while GM will provide AR the billing information. AR also provides Oracle General Ledger (GL) with billed revenue information. Cash collection of the receivable is handled through AR. All sponsored programs revenue will be billed and collected via Oracle AR. Other revenues will be billed and collected via Oracle AR as well.
GM will handle the following:
· Set Up Project, Task, Award (P.T.A.)
· Project/Award Budgeting & Budgetary Controls
· Labor Encumbrances
· PO/AP Encumbrances
· Manual Encumbrances (GM or Data Warehouse)
· Expenditure tracking and reportings (replaces AMOPro and other subsystems and shadow systems)
· *Journal Entries (internal cost transfers)
· *Allocations (Fund Transfers)
· Burdening (Fringe benefits & indirect costs on grants )
· External Sponsor Billings & Assoc. Revenue
· Project Status Inquiries (PSI) and Award Status Inquiries (ASI). These are on-line status checks of projects and awards.
The Oracle Data Warehouse will receive information from GM and GL and may be able to be used for manual encumbrances. Manual encumbrances would include situations where a department wants to reserve funds, such as for the future purchase of equipment, start-up funds for new faculty, funds reserved for future construction projects, etc. but does not have sufficient information to enter the information into an Oracle application to cause an automated encumbrance to be generated.
Note: The term “data warehouse” is used to represent a variety of reporting tools that could be employed to provide user information. The reporting solution will be determined during the detail design phase.
The GL Interface Table receives project costs, revenue and unbilled receivable information pushed from GM. The GM and GL applications are linked through a set of auto accounting rules that provide a crosswalk between the transaction attributes in GM to the GL chart of accounts. The GL pulls batches in from the GL Interface Table for processing.
Labor Distribution Status
LD will provide the following functionality:
· Labor scheduling
· Distribution adjustments
· Effort reporting
Departments will continue to enter employee demographic data, including total compensation information, into the Employment System and OPAS, as applicable. This data, along with a default funding account, will be updated in HRS, either manually or automatically, and then an interface from HRS will update Oracle Human Resource (HR) tables. The HR tables will serve as employee- and organization-related validation tables to be used in LD.
Departments will enter prospective funding information in LD; however, a time lag of perhaps one day will occur due to updating the Oracle HR tables, as noted above.
Using the default funding account, payroll will be processed as it is today in HRS, generating the Expanded Earnings History file (EEH). Labor costs will be posted from the EEH to a high-level clearing account in the Oracle General Ledger (GL).
The information in the EEH will be interfaced to LD for distribution processing (i.e., matching payroll data to labor schedule data). After LD processing distributes the labor costs to PTAEO(s), the labor costs will be recorded as expenditures by employee/assignment and PTAEO(s) in GM. Fringe benefits and other burdening will be applied during GM processing. Finally, the labor costs will flow from GM to GL using auto accounting rules.
will enter retroactive adjustments that do not impact an employee’s
Regardless of whether or not the retroactive adjustment impacts an employee’s pay, departments will continue to enter employee-related changes in the Employment System and OPAS.
Receivable & Cash Management Status
· Creating a customer
· Preparing an invoice
· Entering the invoice into the system
· Creating a receivable and recording it in central accounts receivable
· Crediting payment to an account
Questions Currently Being Considered
· What are the dividing lines of responsibility between departments and central offices, (e.g. who creates a customer and can modify information regarding the customer, and who renders charges?).
· Which University activities, in addition to all sponsored programs, will be billed through Oracle Accounts Receivable in Phase 1?
Cash Management Process Flows
· Bank reconciliation
· Daily and future cash forecasting
· Reimbursing the State for deposits received on the State account
· Requesting reimbursement from the State
· Payment of vendor invoices by the State on local account
· Month-end settlement with the State
The team is currently identifying potential gaps between these processes and the functionality of the Oracle applications and possible solutions to any identified gaps.
Reports & Data Warehouse Status
· Standard reports – All Oracle applications are bundled with a standard set of reports that can be requested by an authorized user at any time. Standard reports have a fixed format and layout, but their content can be focused each time the report is submitted by specifying selection parameters.
· Oracle Discoverer – Discoverer offers the capability of accessing the database with an interface that allows users to generate informative, decision-ready reports. Templates for instant report layout, seamless connectivity to the databases, and point-and-click query construction provide a simple mechanism for users to retrieve information.
- The User Edition enables users to create reports, query, and graph results. Users perform drill-and-pivot analysis and can publish the results to the web. The User Edition is available in a Windows and web-based environment.
- The Viewer Edition enables users to run and view reports created by users of the User Edition. The Viewer Edition is available only in a web-based environment.
In addition, Oracle Grants Management contains two tools that will be useful for reporting:
· The Award Status Inquiry (ASI) is a feature that enables users to quickly review actual and encumbered transactions, invoices, and budget and expenditure data at the award, project, resource, or task level. This feature allows users to view financial data at the award and project levels for all projects funded by an award.
· The Project Status Inquiry (PSI) is a feature that enables users to quickly review the current status of their projects and then drill down for more detailed expenditure data at the resource or task level.
and PSI data can be exported into a spreadsheet for further analysis.