Administrative Systems Class Descriptions

COURSE

DESCRIPTION

Introduction to Oracle Administrative Systems

Target Audience: New employees and users who wish to improve their Oracle navigation skills.
Requirements:Must have a BlazerID and password AND either the UAB FN Document/Approval or Requisition Input responsibility
Description: Covers the basic features of accessing and navigating the UAB Oracle Administrative Systems. Topics include an Introduction to the Oracle Administrative System, primary uses of the system, basic access and navigation of the system’s forms and applications, the system’s approval workflow process, and how to locate and track documents within the administrative system. Participants will log on using their BlazerID & password.

HR and the Oracle Administrative System 

Target Audience: Individuals responsible for processing ACT documents; individuals responsible for approving ACT documents
Requirements: Must have a BlazerID and password AND either the UAB FN Document/Approval or Requisition Input responsibility.
Description: Introduces the Oracle HR Module and its integration with other related modules within the Oracle Administrative System. Topics to be covered include: a guided tour of Informative UAB Websites as they relate to the Oracle HR Module; explanation of the Oracle Organization Structure, HR Organizational Hierarchy and Security, Oracle HR Roles and Responsibilities, as well as an introduction to the Oracle HR Forms and HR Officer Menu Options.

Overview of the Oracle Finance System

Target Audience: Individuals using the Oracle finance application
Requirements: UAB FN Document Entry/Approval responsibility
Description: Introduces Oracle finance terminology, GL org structure, basic account structures for GL and GA, integration of the modules, the finance responsibilities, access and the finance forms.

Approving or Certifying Effort Reports

Target Audience: Individuals who have effort reports to certify or approve. 
Requirements: UAB Effort Report User responsibility
Description: Discusses the process of approving or certifying effort reports, including access to the document through the personal worklist and the information available using the "View Previous Efforts Reports" menu option.

Reporting Biweekly Time Using the TEL Form

Target Audience: Individuals who complete their own electronic timesheet (TEL form).
Requirements: UAB TEL responsibility
Description: Introduces basic information related to completing a TEL document including understanding the fields on the TEL document, the use of elements, reprocessing and reassigning documents.

Using UAB Self Service Applications

Target Audience: Any employee.
Requirements: UAB Self Service Applications responsibility
Description: Introduces the purpose and use of the various menu options available through the Self Service Applications responsibility.

Managing Biweekly Time and Labor Costing on the TEL Form 

Target Audience: Employees responsible for managing time and costing instruction for biweekly employees
Requirements: UAB Timekeeper or UAB HR Officer responsibility
Description: Hands-on approach to entering data on the Time Entry and Labor (TEL) document, managing work and benefit categorization, and using the assignment and/or element costing feature available. Additional information includes reassigning and reprocessing documents, establishing timekeeping groups, copy/paste schedule, etc.

Using the ACT Form

Target Audience: Individuals who wish to gain a working knowledge of the Oracle HR module and ACT forms
Requirements: UAB HR Officer responsibility
Description: Provides an overview of the Oracle HR module with emphasis on locating and retrieving a personnel record, using data inquiry to review personnel information, and creating and updating personnel records using the ACT forms. Topics include basic ACT functionality including document types, reasons and statuses, and necessary attachments to be forwarded with each document reason. Also covered are instructions on locating and tracking ACT documents through the approval process.

Effort Reporting: From New to Certified

Target Audience: Employees responsible for tracking effort reports through to certification and persons charged with verifying the accuracy of the quarterly effort report and CSSR data.
Requirements: UAB HR Officer or UAB Salary Reclass responsibilities
Description: The topics covered include managing labor distribution (LD) using burst reports, system tools and system forms. Other topics covered are the effort report workflow, effort report document statuses, notification action buttons, document locator, view effort report extract, salary reclass form, and viewing salary distributions by period and document.

Leave of Absence Guidelines and Procedures

Target Audience: Individuals who process Leave documents and individuals who approve leave documents
Requirements
: UAB HR Officer responsibility
Description: Provides a detailed explanation of guidelines and policies pertaining to Leave of Absences at UAB. Topics include a review of Leave of Absences available to UAB Faculty and Staff, eligibility requirements and required documentation. Also covered are instructions for processing a Leave of Absence ACT document, how to extend a leave of absence and how to process a Return from Leave ACT document.

ACT Document Reasons: When, Why & Which to Use

Target Audience: Individuals responsible for processing and approving ACT Documents 
Requirements
: UAB HR Officer responsibility
Description: Provides a detailed explanation of the ACT Document Reasons currently available for Faculty and Staff Employees. Topics include a detailed definition of each ACT Document Reason available, and the appropriate use of each document reason; how to use the WAM form to locate the Workflow approval path for a specific document type. Also covered is the Central Administration approval path for each document type, and understanding payroll deadlines as they pertain to ACT Documents.

Essentials for Creating & Submitting Payment Requests

 Target Audience: New users or users with limited experience creating payment requests 
Requirements: UAB FN Document Entry/Approval or UAB Requisition Input responsibility
Description: Covers the processes used to create Payment Requests. Topics include creating, & editing payment requests, using Supplier Inquiry and the Personal Worklist, creating payment requests for special cases (i.e., patient/subject payments), and creating supporting documentation.

Essentials for Creating & Submitting Requisitions

Target Audience: New users or users with limited experience creating requisitions
Requirements
: UAB FN Document Entry/Approval or UAB Requisition Input responsibility
Description: Covers the processes used to create Purchase Order Requisitions. Topics include creating, canceling, deleting & editing requisitions, using Supplier Inquiry, creating requisitions for contracted & non-contracted suppliers, using split account distributions, and adding attachments.

Requisitions & Payment Requests: Tracking & Follow Up

Target Audience: Users with limited experience creating locating payment requests and requisitions in the Oracle Administrative Systems.
Requirements: UAB FN Document Entry/Approval or UAB Requisition Input responsibility
Description: Covers the available search mechanisms that are used to locate Payment Requests, purchase Order Requisitions and their associated invoices/payments. Topics include using Document Locator, Personal Worklist, Requisition Summary, Purchase Order Summary, & UAB Payment Request Inquiry. Also included are instructions for handling check transactions through Accounts Payable (cancelled checks, stop payments, etc.).

Understanding the General Ledger & GL Reporting

Target Audience: Individuals who work with GL accounts
Requirements: UAB GL End User responsibility
Description: Provides an overview of the General Ledger (GL) and its function as UAB's official financial repository. Also provides detailed explanation of the account structure. Topics include identifying each account segment, what those segments define, and their importance to the overall account structure and financial system. The second half covers using the Inquiry and UAB Attributes menu options, as well as all reporting options available: explaining system-delivered and ad hoc GA reports, how to set parameters and create them, read and understand them, export applicable reports into Excel, and use reports to perform daily account management tasks. Includes information on setting up secondary recipients and using the Report Viewer.

Understanding Oracle Grants Accounting 

Target Audience: Individuals who wish to gain a working knowledge of the Oracle GA module
Requirements: UAB GA End User responsibility.
Provides an overview of the UAB Grants Application, its uses, the types of funding managed, and the accounting structure used within the module. Topics include understanding the GA account structure, its segments and how they combine to describe the work being performed and source of funding. Also covers using the inquiry options within the responsibility.

Retroactive: What You Need to Know about Payroll and Costing

Target Audience: Experienced users of the Oracle Administrative Systems or users that have completed the following classes: Using the ACT Form, ACT Document Reasons, and Managing Biweekly Time and Labor Costing on the TEL form.
Requirements: UAB HR Officer or UAB Salary Reclass responsibility
Description:Provides information related to the payroll/costing processes that occur once a retroactive (late) ACT document is completely processed. Discuss the impact of retroactive transactions on the organization and the employee/trainee. Specific topics covered include: managing effective dates, system edits, internal and external policies and procedures that govern personnel transactions, and locating payroll/costing information using system forms and extracts.

HR Reporting: Retrieving, Viewing and Exporting HR Data

Target Audience: Individuals responsible for managing personnel and human resource functions.
Requirements: UAB HR Officer Responsibility
Description: Provides instructions and suggestions for utilizing the HR Data Views menu options as an Oracle HR Management Tool.  Discuss how to use and export employee data using the Assignment List, View current and historical biweekly accruals, using the Personnel Action Log (PAL) to view an employee’s personal changes, and an overview of the Faculty Data Form.  Also includes information on HR Ad-Hoc Reporting and HR electronically distributed reports.

HR Reporting: Salary, LD and Payroll Data

Target Audience: Individuals responsible for employee/trainee salary distributions, effort reports and payroll expenditures for an organization.
Requirements: UAB HR Officer Responsibility assigned in the Oracle Admin System
Description: Provides instructions and suggestions for utilizing the HR Data View menu options as a means of managing Salary, Labor Distributions and Payroll expenditures for an organization. This course includes detailed instruction on the Payroll Information Extract as an equity and labor costing management tool. Also covered are the “view” menu options and HR Ad-hoc reports available to assist with salary distribution management and effort reporting oversight.

GA Inquiry and Reporting

Target Audience: Individuals who review financial reports, and individuals who want to generate ad hoc reports
Requirements: UAB GA End User responsibility
Description: Explains system-delivered and ad hoc GA reports. Topics include detailed instructions for creating ad hoc reports and the Expenditure Inquiry form, setting parameters, and exporting applicable reports into Excel. Covers all reporting options available, how to create them, read and understand them, and use them to perform daily account management tasks. Also includes information on setting up secondary recipients and using Report Viewer.

GL Journal Entries

Target Audience: Individuals who create, approve, and/or track GL journal entries
Requirements: UAB FN Document Entry/Approval responsibility
Description: Provides information necessary to enter basic journal entries (JEs), as well as JEs involving multiple accounts and internal payments. Topics include types of transactions processed on JEs and any restrictions applicable to such transactions. Covers tracking journals/batches and any supplemental documentation using queries, WebIt/Optidoc, and Document Locator. Also introduces several problem-solving options such as deleting journals/batches, changing accounting periods, handling orphaned batches, and troubleshooting.

Managing Accounts with Oracle

Target Audience: Employees whose primary responsibilities include day to day account reconciliation, account transaction research, cash management, and the periodic reporting of financial standing to departmental management.
Requirements: Must have the following responsibilities: UAB FN Document Entry/Approval, and GA End User or GL End User
Description: The Managing Accounts with Oracle class provides users of the Oracle Financial applications an overview of what it means to manage UAB accounts. Not meant as a step-by-step guide, it covers the basic considerations and components necessary for an effective account management system and/or process. It also provides a summary of all the tools in the Oracle finance applications that can assist with development and implementation of sound management procedures. This course is geared towards employees

How to Request Oracle Responsibilities through ACF

Target Audience: Employees who approve documents or who manage/supervise "requestors" of Oracle documents
Requirements: UAB HR Officer Responsibility, UAB GA End User, or UAB GL End User
Description: Provides an introduction to end user responsibilities and how they are assigned.  Who is eligible to add or terminate access? How to use the ACF (Access Control Form) to process a request to add or change responsibilities for an employee. What happens to an employee’s access if they go on a leave of absence? Discuss the electronic approval process for ACF.

Tracking Payroll and Costing Actions with the Oracle Administrative Systems

Target Audience: Employees responsible for providing HR and financial information to management which includes: researching of salary expenditures and reconciliation of accounts.
Requirements: Must have one of the following system responsibilities: UAB HR Officer, UAB GL End User or UAB GA End User.
Description: Provides users of the Oracle Administrative Systems HR and Financial Applications an in-depth look at tracking payroll source documents (.e.g. ACT, TEL, salary reclass) from creation through costing and finally, GA and GL posting. In addition, recommendations for utilizing system inquiry tools and reports will be given in order to assist users in managing personnel payroll expenditures and personnel account management.

WAM and the Workflow Officer

Target Audience: Workflow Officers and employees who approve documents.
Requirements: UAB FN Document Entry/Approval responsibility
Description: Provide an overview of WAM (Workflow Approver Maintenance) and its functions. Discuss responsibilities of the Workflow Officer and other Workflow Administrative roles. How approvers and the notify person for an organization are set up in WAM. Approval basics for approving documents in Oracle; discuss workflow and personal worklist. Also includes information on running reports in WAM.