The Administratrive Systems page, which many UAB staff and students use to access systems and applications across campus, is becoming interactive. Those who want to test the new site can access it here; that temporary link is not available off campus. When the new site goes live, it will be available at the current Administrative Systems page link.
UAB Web Communications and UAB IT collaborated to redesign the page so that users can custom configure the buttons that access various systems, from Banner to Oracle to Xtender.
The default layout shows the systems in alphabetical order, but users can click the “Configure Layout” button to rearrange the buttons, add or remove them.
A user’s customized layout is retained in the web browser when he or she returns.
Active system alerts and other important messages will also be displayed on the page.
Redesigning the Administrative Systems page was an idea proposed on SPARK, UAB IT’s platform for crowdsourcing innovation.
UAB IT recommends as a best practice that campus users access systems through the Administrative Systems page, rather than bookmarking systems, so that they can get up-to-date information and alerts as well as the correct links to those systems.
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 firstname.lastname@example.org or 205-996-5555.
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 email@example.com.
To Get a Blazer ID or Reset Your Password
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
For Technical Assistance
Contact AskIT at 205-996-5555 or email firstname.lastname@example.org.
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.
- Types of Access - Restricted or Open
- Obtaining Access: Default Responsibilities
- Obtaining Access: Approved Responsibilities
- End User Responsibility Summary Table
- Terminating (End Dating) Responsibilities
- Access Control Form
- ACF Workflow
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):
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.
ADMINISTRATIVE SYSTEMS: Oracle HR and Finance Applications
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.
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.
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.