October 26, 2012

Oracle Software

UAB's Oracle agreement includes both site-licensed product available to the UAB community (for installation on UAB owned systems) and limited-use products based on a specific number of installations, users, or use.  The current agreement renews each August and requires an annual payment and an annual true-up (purchase of additional licenses) to cover additional FTEs over the base FTEs covered the previous year. 
The following Oracle products are covered under a site license and are available to the entire UAB system at no additional cost and may be used in a production environment. They may be downloaded directly from Oracle by clicking on the product below. Server products are for use on Solaris, AIX, OS/390, UNIX, and Windows. Client products are for use on Windows and MAC.
Software may be downloaded directly from Oracle via their TechNet site .  You are only authorized to download products for production use from the Oracle site that is listed in the Products A"vailable section above.  Both current versions and archived versions of Oracle DB are available on the Oracle web site.  In general, all versions of the referenced database products are authorized under the UAB agreement including the most recent release.  Should the link not point to the most recent release of a product, please contact This email address is being protected from spambots. You need JavaScript enabled to view it.  for assistance.

UAB has three applications that will be impacted by the end of life for Oracle Java 6.  On July 3rd, the Oracle Java automatic update service will begin upgrading Java runtime environments (JRE) to Java 7.  Faculty, students and staff that use Blackboard Learn and the portions of Banner and Oracle that are built on the "Oracle Forms" product, will need to continue to use Java 6 on their computers until further notice

Special adjustments to your computer systems will likely be required to maintain this Java 6 configuration.  Disabling Java Update increases the risk to malware infection and will increase the effort required to manage vulnerabilities for this software product.  UAB IT is continuing to monitor the capability of the products that are currently dependent on Java 6 and will recommend that this automatic update feature be reinstated as soon as possible.

Students: for more information on how to setup your computer see http://www.uab.edu/it/instech/blackboard/faq.html and click on your appropriate operating system.

Faculty/Staff: please contact your computer support staff to ensure that your computer is configured properly to prevent any issues with this Java change.

If you have any issues or concerns please contactAskIT at This email address is being protected from spambots. You need JavaScript enabled to view it. or 205-996-5555.

January 01, 2012

Oracle - Getting Help

For Assistance Using the System:

The Oracle Documentation website was created to provide users of the Oracle Administrative Systems with the information and instruction needed to utilize the system effectively.

Instructor-Led Clinics are held each Thursday in AB B60 from 2:00 to 3:30 to assist users with specific problems or provide individualized training.

For time sensitive questions that cannot wait until the above stated times, email This email address is being protected from spambots. You need JavaScript enabled to view it. .

To Get a Blazer ID or Reset Your Password

Go to http://www.uab.edu/blazerid or call AskIT at 205-996-5555 or email AskIT at This email address is being protected from spambots. You need JavaScript enabled to view it. .

For Access to a Computer

For employees that do not have access to a computer on the job site, the Payroll Services Office in the Administration Building has three computers available for employees to use. Also, the Payroll staff is available to provide assistance with Self Service responsibilities each weekday from 9:00 a.m. until 3:00 p.m. in Room 280 of the Administration Building.

Campus libraries also have computers available for employees to access their Self Service information in the Administrative Systems. However, no one is available at these locations to assist with using the Administrative Systems.

Mervyn H. Sterne Library Lister Hill Library

917 13th Street South 1700 University Boulevard

Hours: http://www.uab.edu/lister/hours.htm#HOURS

For Technical Assistance  

Contact AskIT at 205-996-5555 or email This email address is being protected from spambots. You need JavaScript enabled to view it. .

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.
Page 1 of 4