The UAB GA End User responsibility gives the user the ability to view project, task and award dollar balances and dollar transactions, view GA attributes (non-dollar data), and run certain predefined GA ad hoc reports on line.

Please visit Financial Affairs for more information.

The UAB FN Document Entry/Approval responsibility gives the user the ability to create the three finance online document types: Purchase Order Requisitions, Payment Requests and GL Journal Entries. Users may also view previously entered Purchase Order Requisitions, Purchase Orders, supplier/vendor information, and all GL Journal Entries.


The UAB Requisition Input responsibility gives the user the ability to create and view requisitions and payment requests, and to view supplier/vendor information.


  • Payment Request
  • Supplier Inquiry
  • Document Locator
  • Supplier Item Catalog
  • Purchase Order Summary
  • Additional Information:

     

    UAB Policies & Guidelines (Expenditure Guidelines) - Resources for faculty and staff for UAB's institutional policies and procedures applicable to the expenditure of UAB funds.  

     

    Oracle Official Object Code Listing The official UAB object code listing for Oracle General Ledger and Oracle Grants/Projects Accounting. List includes official definitions for the use of each primary object code and the rollup/blocking structure for Oracle object codes.

    Item Categories for Requisitions This file contains the full list of item categories used in Purchase Order Requisitions.

    Ordering Items from Oracle's Item Master This document describes how the item number in Oracle is structured.

    Payment Request Supplier and Object Code Edits This document lists each payment type and the allowable object codes and allowable supplier types for each payment type

    Purchasing Ship To Locations This document lists all valid ship to locations for purchase orders.

    Purchase Order Search This document describes how to look up Purchase Orders.

    Requisition Search This document describes how to lookup Purchase Order Requisitions

    Access

    Users log on to the Oracle Administrative System using a BlazerID and strong password, but what a user is able to access within Oracle is based on their Responsibilities. "Responsibility" is the term used to identify the sets of web pages, menu options, forms, data, and reports that users can use within the system. Some responsibilities are set up automatically for the users based on certain criteria, and other responsibilities must be set up with the Access Control Form (ACF).

    In addition to access responsibilities, employees may be assigned certain “roles” within Oracle so that they may view and/or update data, and receive notifications and reports. Click here for information about the roles assigned in the Oracle Administrative Systems.


    BlazerID and Strong Password

    Anyone needing access to Oracle must have their own BlazerID and a strong password. First the individual must be appointed in Oracle HR via an ACT document as an employee to become eligible for a BlazerID. After the ACT hire document has reached the complete status, an overnight process adds the individual to the UAB Electronic Phonebook, which is used to validate requests for BlazerIDs.

    If the individual does not have a BlazerID, they can easily obtain one by accessing http://www.uab.edu/blazerid. System users are not permitted to share their BlazerIDs with other people, so they must sign up for their own. They will also create a strong password, which consists of a combination of letters and numbers from 8 to 16 characters long. Learn more about a Strong Password by accessing the UAB Electronic Phonebook.

    After entering the BlazerID and Password, users must accept the "Signon Agreement" to gain access to the system. The "Signon Agreement" references the Oracle Access Agreements for Employees.

    Responsibilities

    Users log on to the system using a BlazerID and strong password, but what a user is able to access within Oracle is based on their Responsibilities. "Responsibility" is the term used to identify the sets of web pages, menus, forms, data and reports that users can use within the system. Below is a list of end user responsibilities.

     

    HR ResponsibilitiesFinance Responsibilities
    UAB Self Service Applications, UAB Self Service Views, UAB TEL, UAB Effort Report User, UAB HR Officer, HURS View, UAB Timekeeper, UAB Salary Reclass, UAB ACT Input UAB AP End User, UAB FN Document Entry/Approval, UAB Sunflower Custom Reports, UAB GA End User, UAB GL End User, UAB Budget Model User, UAB Requisition Input

    How does an individual get access responsibilities?

    To be eligible for access to Oracle, an individual must be appointed via an ACT document as a Person Type of Employee. Responsibilities are set up in one of two ways: by default and by an approval process.

    Default responsibilities -- The term "default" responsibilities refers to responsibilities that are set up systematically (automatically) for a user based on certain criteria. After an employee has obtained a Blazer ID, a process is run granting access based on the criteria shown below in the Eligibility column. Below is a table listing the responsibilities set up by default.

     

    Responsibilities Assigned by Default
    Responsibility TitleHR or FNEligibility
    UAB Self Service Applications HR Individuals with Person Type of Employee
    UAB Self Service Views HR Individuals with Person Type of Ex-employee
    UAB Effort Report User HR Any assignment with a Payroll of 12/12 Monthly Faculty, 9/12 Monthly, 9/9/ Monthly, Monthly
    UAB TEL HR Any assignment with a Payroll of Biweekly
    UAB AP End User FN Employees with an Assignment Category of 01 and 03
    UAB FN Document Entry/Approval FN Employees with an Assignment Category of 01 and 03
    UAB Sunflower Custom Reports FN Employees with UAB FN Document Entry/Approval responsibility

    Approved Responsibilities - Responsibilities that are not assigned by default must be requested via the Access Control Form, and the request is routed through workflow for approval. Below is a table listing the end user HR and Finance approved responsibilities.

     

    Responsibilities Assigned after Approval Process
    Responsibility TitleHR or FNEligibility
    UAB HR Officer
    (Example: 706600000 Orthopedic Nursing)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    HURS View
    (Example: 3100000000 HURS View)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Salary Reclass
    (Example: 3116500000-Reclass Salaries)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Timekeeper
    (Example: 190702000-Timekeeper)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB ACT Input
    (Example: Example: 392200000-ACT Input)
    HR Employees with an Assignment Category of 04 Irregular and a Primary Assignment in org 114402000 Temporary Services
    UAB GA End User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB GL End User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Budget Model User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Requisition Input FN Employees with an Assignment Category of 02, 04, 06, 07, 11, 12, 17, 21
    UAB AP End User FN Employees with an Assignment Category of 04-Retiree, 04-Affiliated Zero Pay
    UAB FN Document Entry/Approval FN Employees with an Assignment Category of 04-Retiree, 04-Affiliated Zero Pay

    Does everyone with a specific responsibility see the same data?

    The type of access for a responsibility is "restricted" or "open". If the responsibility has restricted access, the user is limited in what forms and data they can view or update. If the responsibility has open access, all users with the responsibility have access to all forms, data and ad hoc reports associated with that responsibility.

    Responsibilities that are restricted limit access based on one of three criteria: individual, HR org or GL org range.

    Individual - responsibility limits access to the user's (individual's) personal data. Responsibilities that are "restricted by individual" are: UAB Self Service Applications, UAB Self Service Views, UAB TEL, UAB Effort Report User

    HR Org - responsibility limits access to designated HR organization hierarchy. Responsibilities that are "restricted by HR org(s)" are: UAB HR Officer, UAB Timekeeper, UAB Salary Reclass, UAB ACT Input.

    GL Org Range - responsibility limits access to designated GL organization ranges. Responsibilities that are "restricted by GL org range(s)" are: UAB GL End User, UAB Budget Model User.

    Open access means the user has access to all forms, data and ad hoc reports associated with that responsibility. The responsibilities with open access are: UAB AP End User, UAB FN Document Entry/Approval, UAB GA End User, UAB Requisition Input, and UAB Sunflower Custom Reports.

    How or when are responsibilities terminated?

    Responsibilities are end dated (terminated) in one of two ways: (1) systematically or (2) through the approval process.

    1. Responsibilities are end dated systematically when:
      1. an ACT Termination document is Complete, or
      2. an employee's transfer document is Complete, or
      3. an ACT Leavedocument for biweekly-paid employees is Complete.
        1. When an employee's ACT Termination document reaches Complete status, all responsibilities are systematically end dated effective the date of the ACT Termination document. Note: UAB Self Service Views is systematically assigned to an individual when the ACT Termination document reaches Complete status.
        2. When an ACT "transfer" document reaches Complete status, all approved responsibilities are systematically end dated effective the date of the ACT document. The ACT transfer document must have document reasons of Transfer Lateral/Different Department or Transfer with Promotion and a change in org.
        3. When a biweekly-paid employee's ACT Leave document reaches Complete status, all responsibilities except UAB Self Service Applications are systematically end dated effective the date of the ACT Leave document.
          --Default responsibilities are systematically reinstated when employee's status returns to "Active"
          --Approved responsibilities must be requested after employee's status returns to "Active"
    2. The approved responsibilities may be end dated via the Access Control Form, and the request is routed through workflow, with the final approval(s) being made at the appropriate School, Hospital or VP level.

    Administrative Systems Logon for all IT systems

    Oracle Administrative System Documentation and Training Information


    Oracle Administrative System –  Human Resources, Financial and Self Service Applications

    The Oracle Administrative System is an integrated suite of Human Resource (HR) and Finance (FN) modules used by the University of Alabama at Birmingham for administrative operations and record keeping. It is a web-based system that includes a Self Service Application for all employees, as well as, HR and FN Applications for staff and faculty to conduct day-to-day business. The Oracle Administrative System uses an Oracle database and is typically referred to as "Oracle".



     

    Oracle Administrative System – Training, Instruction and Online Documentation

    The Oracle Administrative System Instruction and Development Team is dedicated to providing training and instruction material to assist users of the Oracle Administrative System.  To accommodate the training needs of the campus community, a variety of training methods have been developed  Details are available by clicking on the links below. Please click on the links below for additional information. For questions regarding training and instructions for the Oracle Administrative System, please email instructeam@uab.edu.

    • Computer Classroom Instruction

    o    Course Descriptions and Prerequisites

    o    Course Schedules and Registration

    o    Oracle Administrative Systems Certificate Programs

     

    Weekly “Walk-In” Oracle Users Clinic – The Oracle Administrative System Instruction and Development team is available every Thursday afternoon from 2:00 to 3:30 in AB B60 computer classroom to assist users of the Oracle Administrative Systems with the following:

    1. 2:00 – 3:30 General assistance in resolving problems or individualized training
      (Users may come and go during the 2:00 – 3:30 time period)
    2. 2:00 – 2:30 Approving or Certifying Effort Reports
      (must have UAB Effort Report User responsibility and register for the class via the UAB Faculty & Staff Learning System)
    3. 2:30 – 3:00 Reporting Biweekly Time Using the TEL Document
      (must have UAB TEL responsibility and register for the class via the UAB Faculty & Staff Learning System)
    • Online Instruction and Documentation This online documentation is designed to provide users of the Oracle Administrative System with information and step-by-step instructions for effectively using the various system applications.  Documentation has been developed for each system application, and can be accessed by clicking on the links below.
    1. Using Oracle - Overview and Basics - (recommended for all users)
    1. Using the UAB Self Service Application  - (recommended for all UAB Employees, Trainees and Volunteers)
    1. Viewing UAB Self Service Views  (Ex-UAB Employees, Trainees and Volunteers)
    1. Using the Human Resource Applications  (recommended for users responsible for the processing of ACT, TEL and Salary Reclass documents)
    1. Using the Finance Applications  (recommended for users responsible for the processing of Payment Request, Purchase Requisitions, Journal Entries or GL and GA Reporting)
    1. Getting Help

     

    In addition, the Oracle Administrative System Instructors perform/provide the following:

    System Alerts/Announcements – ensures that the campus community is aware of any new features and system updates and/or changes.

    ·         Special training sessions for groups needing training or assistance with specific Oracle processes. To request a special session, email instructeam@uab.edu.

    ·         Assistance to AskIT in providing Oracle-related desktop support.

    o    Contact AskIT at 205-996-5555

    ·         System testing and assistance with System implementation processes.

    ·         Collaboration with the user community to ensure continual assessment of System uses and needs.


     

    Sign up for the Organizational Learning and Development E-newletter


    Organizational Learning and Development sends a monthly e-newsletter with information about upcoming classes and new classes added to the schedule, as well as tips and other resources. Click here to join our e-newsletter mailing list. Your email address will not be shared and you may choose to cancel your registration at any time.

     


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