Access

Users of the Administrative Systems have access to sets of web pages, forms, functions, data and reports that are defined by specific "responsibilities" within the system.  Some Responsibilities are automatically set up in the Administrative Systems for individuals when they are added to the Oracle HR system as a New Hire, Rehire or Trainee.  Other responsibilities must be set up with the Access Control Form (ACF).

Select Oracle Administrative Systems Access for an introduction to Oracle security. For a quick look at specific topics, select one of the links below.

Roles

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 Oracle Administrative Systems Roles Summary Table for a description of the roles in Oracle.

As an individual logs onto the system, they will come to a screen to input their logon and password followed by a "Sign-on Agreement". After entering the logon and password, the user must accept the agreement to gain access to the system. By accessing the system, the user is agreeing to the following agreement(s):

Employee and Trainee Information Confidentiality and Proper Use Agreement

Transaction File Information Confidentiality and Proper Use Agreement for Independent Contractors/Third Party Entities

As the title indicates, The Employee and Trainee Information Confidentiality and Proper User Agreement applies to all employees and trainees. No signatures are required for this document; but by accessing the system, the user is explicitly agreeing to the policy.

The Transaction File Information Confidentiality and Proper Use Agreement for Independent Contractors/Third Party Entities is for accessing files of Oracle transaction data, requiring the signature of the individual accessing the flat file as well as a company official, if applicable. The approvals for this agreement are routed using the University Contract/Agreement Review routing form. After the contract is properly executed, the sponsoring School/VP/Hospital Fiscal Officer will be contacted with instructions for accessing the transaction file.

January 01, 2012

Oracle - Navigation

ADMINISTRATIVE SYSTEMS: Oracle HR and Finance Applications

Documentation: Navigation

The Navigation section includes the basic features of accessing and navigating the HR and Finance Administrative Systems. It is intended for users of the system with the following responsibilities: UAB HR Officer, UAB Timekeeper, UAB Salary Reclass, UAB GL End User, UAB GA End User, UAB FN Document Entry/Approval, and UAB Requisition Input.


January 01, 2012

Oracle Workflow

Workflow is the routing of electronic documents within the HR and Finance Administrative Systems. Some workflow routing is programmatically controlled, such as self service banking changes, effort reports, and invoices. Other workflow routing is defined by the user organizations.

Oracle workflow provides a great deal of flexibility so that documents can be routed differently based on the organization and the type of document. Some workflow routing is programmatically controlled, such as self service changes, effort reports, and invoices. Other workflow routing is defined by the user organizations.

Approval Process

 

Workflow for approving documents consists of three general stages.

  • Creation of online documents
  • Approval of online documents
  • Updating Oracle base tables

Any user with the appropriate Oracle responsibility may create documents. At submit, the system may validate specific fields related to a particular document type. If the document does not pass the validation, a message window will inform the user. Once the document is submitted, it enters a workflow path.

Every document has a specific departmental routing (end user approval path) before it moves on to review by one or more Central Offices for further approval. The document routing from the requestor to Central is referred to as the end user routing or end user approval path. The end user approval path is controlled at the organization level by the Workflow Officer via the Workflow Approval Maintenance (WAM) form.

Oracle base tables are updated after all approvals are complete.

Approval Paths Created with the WAM Form

 

Each organizational unit, such as a school, department, or AED, has a Workflow Officer assigned to manage the routing of documents for review and approval. The Workflow Officer is approved at the AED, school or vice president level and set up in Oracle by a workflow administrator.

Each organizational unit, such as school, department or AED, has a Workflow Officer assigned to manage the routing of documents for review and approval via the Workflow Approval Maintenance (WAM) form.  The Workflow Officer is approved at the AED, school or vice president level, and set up in Oracle by a workflow administrator.

The Workflow Officer is responsible for setting up, changing and/or updating the end user approval paths via the WAM form.  The Workflow Officer may use the same approval path for all document types, or the approval paths may vary by document type, based on the needs of the organization.  The WAM form must be updated by the Workflow Officer when a person on a document approval path terminates their employment with UAB, transfers to another organization and/or is no longer responsible for approving documents for the department.  Please refer any changes to the WAM form immediately to the Workflow Officer.

The Oracle HR Administrative System includes the following HR applications:

  • Core Human Resources Management
  • Advanced Benefits
  • Payroll  
  • Labor Distribution (LD) and Effort Reporting
  • Self Service Applications

Users of the system have access to a limited set of web pages, forms, functions, data and reports that are defined by specific HR "responsibilities".

Listed below are the HR "responsibilities" along with an example of how the responsibility displays on the individuals' personal homepage. Included is a brief overview of the responsibility and which transactional form/s available. Instructional documentation has been developed to assist individuals having access to a specific HR responsibility; simply click on the responsibility name or a specific transactional form.

 

Oracle HR Responsibility Transactional Forms and Functionality

UAB HR Officer:

709700000 Womens and Infant Services

329600000  Orthodontics


Gives users the ability to: view and update personnel data (ACT Form), view and update timesheet hours and cost distributions (TEL Form), view and retroactively redistribute previously posted salary/benefit dollars (Salary Reclass Form), view faculty data, and run ad hoc reports.

UAB Salary Reclass User:


329600000 Salary Reclass

Gives users the ability to: retroactively redistribute previously posted salary/benefit dollars for an employee, or fellowship dollars for a trainee, who is affiliated with that end user's organizational unit or who has any assignment in that organizational unit (Salary Reclass Form)
.

UAB TEL:


UAB TEL

Gives the users the ability to: view and update his/her own biweekly timesheet hours and cost distribution, and view vacation/personal holidays/sick time balances (TEL Form)

UAB Timekeeper:

329600000 Timekeeper


Gives the users the ability to: view, and may update, the biweekly timesheet hours and cost distribution of the biweekly employees in the assigned organizational unit(s) and view absence accrual balances (TEL Form)
.

UAB Effort Report User:


UAB Effort Report User


Gives users the ability to: view/certify their own personal effort report or effort reports delivered by the system for review.
January 01, 2012

Oracle - UAB HR Officer

The UAB HR Officer responsibility gives end users the ability to view and update personnel data, view and update timesheets hours and cost distributions, view and retroactively redistribute previously posted salary/benefit dollars, view faculty data, and run ad hoc reports.

The UAB HR Officer responsibility will appear on the end users Personal Home Page as a nine-digit org number plus the organization name. 

HR Officer Responsibility image

When the UAB HR Officer responsibility is selected, the menu options will display.

Menu Options image

Written instructions for each menu option and additional resources are available for viewing or printing by clicking on the green menu option below.

 

UAB HR Officer Menu Option Functionality


Access Control Form (ACF)

 


The Access Control Form (ACF) is used to view, request and change access responsibilities for employees.

HR Transactions:
 

ACT


The ACT form is used to view personnel records, create a new personnel record, to change any part of that record, or to terminate the relationship with UAB.

 

Biweekly Timesheets:

 TEL


The TEL form is utilized by the University for biweekly employees to record work and benefit time.
 

Update Salary Distributions: 


Salary Reclass Form

The Salary Reclass Form is used to retroactively redistribute previously posted salary/benefit dollars.

Workflow:


WAM - Approval Paths

Personal Worklist

UAB Document Locator

  • The WAM form documents the current approval path of each document; also includes an approver history for those documents.
  • System notifications are delivered to requestors and approvers via their Personal Worklist.
  • The UAB Document Locator allows users to locate a document and see its current location in the system.

 

 HR Data Views:

Assignment List

 

 The Assignment List provides a means of viewing personnel data for multiple employees, trainees and volunteers' in a list format. Data may be exported into Microsoft Excel format.

View Biweekly Accrual Balances

 

 The View Biweekly Accrual Balances provides viewing access in the Administrative Systems to BIWEEKLY PAID EMPLOYEES benefit time accrual balances. Data may be exported into Microsoft Excel format.

 

Personnel Action Log

 

The Personnel Action Log (PAL) provides a listing of all ACT Documents and Self Service changes that have been processed. Data may be exported into Microsoft Excel format.

 

View Salary Distribution
Information:

View Salary Distribution by Period 


View Salary Distribution by Document
 
  • The View Salary Distributions by Period provides a means to view funding/costing data for a specified period of time.
  • The View Salary Distribution by Document provides a means to view submitted salary reclass documents and provides a history of all documents processed for the specified assignment.

 

 

View Effort Reports

 

 The View Effort Reports provides a means of running a data extract to determine the location of effort reports, a listing of all effort reports for effort report eligible employees for which the requestor has access.

 

 

Payroll Information Extract (PIE)

 

 The Payroll Information Extract (PIE) provides the ability to access detailed payroll and/or labor distribution (LD) information.  The information is extracted and the report sent in an Excel spreadsheet.

 

Legacy Payroll Info (OPIE)

 

The Legacy Payroll Info (OPIE) provides the ability to access detailed payroll and labor distribution information from the old LEGACY (HURS & FAS) system.

View Faculty Data Form

 

 The View Faculty Data Form provides viewing access to faculty related appointment data.

 

Run Reports:

Submit Process

View Request

 
  • The Submit Process menu option is used to generate HR Ad-Hoc (as needed) reports.
  • The View Request menu option is used to view previously generated HR Ad-hoc (as needed) reports.

 

HR Reporting:

HR Ad-Hoc Reports

HR Ad-Hoc Reports are available on the UAB HR Officer Responsibility.  These reports can be run on an "as needed" basis and provide valuable information related to managing personnel.

 

HR Electronically Distributed Reports:

University

Hospital

 

Specific HR reports are electronically distributed to individuals identified as the HR Organization Contact. Individuals responsible for HR functions will find these reports useful in managing personnel.

The UAB Self Service Applications responsibility gives active employees, trainees and volunteers the ability to view and update his/her own personal information, such as name and home address, direct deposit banking instructions, and view his/her own pay slips (deposit notice). It also gives individuals with active assignments, the ability to view their assignment and salary history, access their annual W2 information, generate an employment verification form, and certify their educational assistance benefit.

Instructional documentation is available and can be accessed by clicking on the link provided for each task or menu option.



Task To Be Performed
UAB Self Service Application Menu Option
Link To Instructions
Update name and home address Personal Information images/assets/56923.pdf 
View payslip Payslips http://financialaffairs.uab.edu/content.asp?id=515471




Add/Update direct deposit account(s)




Manage Direct Deposit Account
Initial Setup:
http://financialaffairs.uab.edu/content.asp?id=419405
Add Deposit:
http://financialaffairs.uab.edu/content.asp?id=419617
Update Deposit:
http://financialaffairs.uab.edu/content.asp?id=419622
Delete Deposit:
http://financialaffairs.uab.edu/content.asp?id=419626
Update federal tax withholdings online Federal Online Tax Forms http://financialaffairs.uab.edu/content.asp?id=415583
Update state tax withholdings: Alabama Form A-4 may be submitted online; out of state tax forms must be completed and faxed (975-7417) to Payroll Services  State Online Tax Forms http://financialaffairs.uab.edu/content.asp?id=415581
View personal employee assignment data and salary data from Oracle HR Employee Views images/assets/56925.pdf
View annual W-2 statement for a specific year Employee W2 http://financialaffairs.uab.edu/content.asp?id=420517
View employee information (i.e. personal information, deposit information, biweekly accrual detail, etc.) Employee Inquiry Form http://financialaffairs.uab.edu/content.asp?id=429246
Generate and  print an employment verification Employment Verification Report http://financialaffairs.uab.edu/content.asp?id=428098
Certify spouse/dependent eligibility for UAB tuition assistance Educational Assistance Form images/assets/56927.pdf
Change pay option between 9/9 and 9/12 (nine-month contract employees ONLY); available  April 1 - July 31 Nine Month Pay Election Form images/assets/56928.pdf
View payment calculations, including escrow withheld and escrow paid based on the 9/12 pay option Nine Month Pay Escrow Calculator images/assets/56929.pdf

 

January 01, 2012

Employment Verification

The employment verification form allows employees to obtain a printable verification of current employment information with or without salary details and earnings history. It may be printed and delivered to the party requesting the information. Each form has a unique identification number that enables the Payroll Services/UAB HRM Records area(s) to verify and/or validate the data.


The UAB GL End User responsibility gives the user the ability to view GL account string dollar balances and dollar transactions based upon his/her security rules, view all GL attributes (non-dollar data) for any and all account string, without regard to his/her security rules, and run certain predefined GL ad hoc reports on line.

Please visit Financial Affairs for more information.