As Customized for the University of Virginia

ORACLE USER RESPONSIBILITIES As Customized for the University of Virginia

This document is a guide to the Oracle system responsibilities that have been customized for the University of Virginia's Integrated System. The following pages

 Define responsibility in the context of the Integrated System

 Outline the basic rationale for the selection of responsibility names

 List the responsibility names by module

 Indicate the organizational level at which they are intended to be used

 Display the approximate number of system screens available in the responsibility

 Link the responsibility names to general descriptions of the tasks encompassed

 Estimate the number of users by module expected to hold the listed responsibilities. Responsibility: A collection of functions within an Oracle Application. Each application user is assigned one or more responsibilities to allow them access to applications screens. Once you have used the sign- on screen to begin the logon process, you must tell the system what type of access you will be using. A responsibility is a predefined set of data, menus, and screens that defines your particular level of authority while using the system. Naming Rationale: There were five categories of work in each of the modules (i.e. General Ledger, Accounts Payable, Accounts Receivable, etc) that were comparable in terms of the number of screens available to them and the depth of system knowledge their use required. Those categories and a broad description of the comparability between are:

 Administrator: generally 2-5 individuals per module may be assigned this responsibility. It permits access to all screens in the applicable module. Users with this responsibility will be able to complete setup tasks, basic user maintenance, and all transaction level functions within the module. This responsibility is designed to support central financial management functions

 Manager: 2-25 individuals per module may be assigned this responsibility. As a general rule, the Manager responsibility provides access to all screens except the module setup functions. In some modules the Manager or equivalent responsibility may be assigned only selected setup responsibilities. This responsibility is designed to support central financial management functions

 Approver or Specialist: 5-2000 individuals per module may be assigned this responsibility. The responsibilities accumulated under either of these names are intended to deal with creation (Specialist) or creation and approval (Approver) of transaction level tasks. This responsibility is designed to support functions at the department and/or school levels.

 Viewer: Any number of individuals may be assigned this responsibility. It provides view only access to selected information in specific modules and allows the user to obtain pre-defined reports. The Viewer must be granted system access to the applications(s) whose data is to be viewed. Users at any level may have needs for this responsibility.

 Data Store Specialist: This is a separate, specialized category of the Viewer responsibility. It is intended to provide users the same view only access of the Viewer but, will not require the user to have system access to any particular module of the Integrated System.

NOTE: These similarly scoped responsibility names may or may not appear in all applications. There are several responsibility names that are not found on the list above. See the display on the next page. RESPONSIBILITY NAMES LEVEL # SCREENS Accounts Payable Descriptions .AP Administrator Central 101 .AP Payment Processor Central 23 .AP Invoice Processor Central 21 .AP Vendor File/1099 Coordinator Central 13 .AP P-Card Coordinator Central 9 .AP P-Card Holder Central,Departments,Schools 1 Accounts Receivable Descriptions .AR Administrator Central 50 .AR Manager Central 50 .AR AutoInvoice Manager Central 25 .AR Collections Specialist Central 25 .AR Viewer Central,Departments,Schools 17 .AR Billing Specialist Central,Departments,Schools 15 .AR Receipts Specialist Central 15 Data Store Descriptions .ODS Data Store Specialist Central,Departments,Schools 10 General Ledger Descriptions .GL Administrator Central 179 .GL Accounting Manager Central 122 .GL Accountant Central 71 .GL Specialist Departments,Schools 19 .GL Approver Departments,Schools 19 .GL Viewer Central,Departments,Schools 14 .GL Interface Specialist Central 11 Oracle Grants Management Descriptions .OGM Administrator Central 247 .OGM Setup and Billing Specialist Central 57 .OGM Setup Specialist Central 40 .OGM Award Manager Departments,Schools 30 .OGM Project Manager Departments,Schools 28 .OGM Transaction Specialist Departments,Schools 25 .OGM Viewer Central,Departments,Schools 23 Labor Distribution Descriptions .LD Administrator Central 69 .LD Approver/Setups Departments,Schools 29 .LD Approver Departments,Schools 27 .LD Specialist Departments 26 .LD Specialist-OSP Central 23 .LD Labor Schedule Specialist Departments 15 .LD Effort Report Specialist Departments,Schools 5 Order Entry / Inventory Descriptions .INV Administrator Central 416 .INV Inventory Specialist Central 183 Purchasing Descriptions .PO Administrator Central 111 .PO Buyer Manager Central 43 .PO Buyer Central 30 .PO Receiver Departments,Schools 8 .PO Purchaser Departments,Schools 28 .PO Requestor Departments,Schools 10 System Administration Descriptions .OSA System Administrator Central 500 .OSA User Setup Specialist Central 7 .OSA Printer Setup Specialist Departments,Schools 5 Accounts Payable Responsibilities - (Estimate 820 users) Back to Top .AP Administrator: This responsibility will have access to all Accounts Payable functions in order to manage the University’s AP process. This responsibility includes access to all set up functions. (Estimated users = 2,- AP Systems Specialist and AP Manager)

.AP Payment Processor: This responsibility will allow access to the payment processing functions, including payment scheduling and printing of checks. Invoice input access will be granted only for changing due dates. This responsibility will not input invoices. This responsibility will have full inquiry access and access to run payment related reports. (Estimated users = 2)

.AP Invoice Processor: This responsibility will have access to invoice input functions along with review and approval of department payment requests and full inquiry access. Access to invoice related reports will be available. This responsibility will not have access to payment functions. (Estimated users = 12)

.AP Vendor File/1099 Coordinator: This responsibility will allow access to establishing suppliers and changing supplier information. This responsibility will also have access to 1099 reporting functions and review of 1099 reportable transactions. The responsibility will also have inquiry access to supplier, invoice and payment information and access to run supplier and 1099 related reports. (Estimated users = 2)

.AP P-Card Coordinator: This responsibility will have access to procurement card program functions including card program set up. This responsibility will work directly with the procurement card vendor to manage the University’s procurement card program. This responsibility will have access to running procurement card related reports. (Estimated users = 2)

.AP P-Card Holder: Responsibilities for individuals who have been issued a procurement card. The major Oracle responsibility will be the ability to change the PTAEO distribution on procurement card purchases. (Estimated users = 800)

Accounts Receivable Responsibilities - (Estimate 122 users) Back to Top .AR Administrator: For use by the Accounts Receivable Central Department, with procedural limitations. This responsibility has access to all application menus, processes, functions and reports. It will maintain Accounts Receivable module setups and will have responsibility for technical maintenance. (Estimated users = 2)

.AR Manager: For use by Accounts Receivable Central Department. The .AR Manager will have access to all system menus, processes, functions and reports except for system setups. (Estimated users = 2)

.AR AutoInvoice Manager: The .AR AutoInvoice Manager will have access only to the autoinvoice interface function. (Estimated users = 2)

.AR Collections Specialist: The .AR Collections Specialist will have access to the menus, processes, functions and reports related to collections and customers. This responsibility will not have access to transactions or receipts functionality or to Managerial level processes such as interfaces. (Estimated users = 10)

.AR Viewer: The .AR Viewer responsibility features inquiry only access to all Accounts Receivable related screens and data. All Accounts Receivable responsibilities will have view access, as will non- Accounts Receivable users who need view access, e.g., department Managers. ((Estimated users = unknown)

.AR Billing Specialist: The .AR Billing Specialist will have access to the menus, processes, functions and reports related to transactions and customers. This responsibility will not have access to receipts or collections functionality or Managerial level processes such as interfaces. (Estimated users = 100)

.AR Receipts Specialist: The .AR Receipts Specialist will have access to the menus, processes, functions and reports related to receipts and customers. This responsibility will not have access to transactions or collections functionality or to Managerial level processes such as interfaces. (Estimated users = 6) Data Store - (Estimated users unknown) Back to Top .ODS Data Store Specialist: This set of responsibilities is designed for employees working at levels down to departments and schools who do not have access to any Oracle module but may need to view data and produce reports to support overall financial management in their units. (Estimated users = unknown)

General Ledger Responsibilities - (Estimate 116 users) Back to Top .GL Administrator: Assigned to central General Ledger users with the highest level of General Ledger responsibility within Financial Administration. These users will have “super-user” access to all General Ledger screens and will be responsible for establishing the General Ledger closing schedules and adjustment period schedules, for completing the period-end and year-end closes, for approving postings to prior, future, and adjustment periods, and for defining new General Ledger responsibilities. (Estimated users = 2)

.GL Accounting Manager: For use by central accounting Managers who are authorized to create, modify, import, or approve any journal entry (within their predefined scope of functional responsibility). These users will be authorized to define mass allocations, recurring journals, and cross-validation rules. This responsibility will also include inquiry and reporting capabilities to facilitate reconciliation of selected General Ledger accounts and coordination of posting activity within the year-end adjustment period. (Estimated users = 2)

.GL Accountant: Assigned to central General Ledger accounting personnel authorized to perform the basic General Ledger responsibilities within Financial Administration. Their responsibilities will include creating central journal entries, approving selected departmental journal entries, clearing selected suspense account balances, and importing and posting departmental and Oracle subledger entries. These users will have access to the majority of the General Ledger menu options, including General Ledger account maintenance actions, but not access to define mass allocations, cross-validation rules, or authority to approve journal entries initiated centrally. (Estimated users = 20)

.GL Specialist: Assigned to non-central General Ledger users who are authorized to create journal entries and inquire or report on General Ledger account activities and balances. This level of access will be given to employees responsible for recording cash deposits on General Ledger as well as those responsible for reconciling and/or correcting non-central General Ledger activity. (Estimated users = 60)

.GL Approver: Assigned to non-central GL users who are responsible for reviewing and approving GL transactions initiated by GL departmental users. This responsibility will also have the authority to create and modify departmental journal entries as well as the ability to inquire or report on GL account activities and balances. These users will be authorized to submit requests for GL account maintenance actions to the central General Ledger accounting office and will have responsibility for the review and approval of GL account reconciliations. (Estimated users = 30)

.GL Viewer: Assigned to any UVA employee demonstrating a need to inquire or report on GL data. These users would include Financial Administration executive Managers, academic deans’ administrative officers, Budget Office analysts, and other University personnel with finance-related administrative and reporting duties. (Estimated users = unknown)

.GL Interface Specialist: Assigned to GL technical support personnel who will support the operation of GL on a daily basis. Access includes authorization to manage General Ledger processing schedule, maintain General Ledger interface programs and coordinate General Ledger interface processes. This responsibility will also maintain workflow approval hierarchies, create new General Ledger responsibilities, and maintain General Ledger technical documentation. (Estimated users = 2) Oracle Grants Management Responsibilities - (Estimate 673 users) Back to Top .OGM Administrator: This responsibility will be assigned to two, possibly three, individuals, for limited use, in the central department that is responsible for the OGM application. The .OGM Administrator has access to all application menus, processes, reports and functions. This includes scheduling the nightly import process used to process OGM's internal service provider billing transactions and to verify the results of the nightly OGM pre-validation processing and transaction import processing. (Estimated users = 3)

.OGM Setup and Billing Specialist: For use by anyone needing to bill transactions through OGM (mainly Sponsored Programs). This responsibility will have access to many OGM menu options including setting up and reporting on projects, tasks and awards, as well as establishing and assigning allowed cost schedules to sponsored program awards. This responsibility will also have access to the billing options in OGM and be granted access to Oracle Accounts Receivable (OAR) to complete the invoicing process. (Estimated users = 8)

.OGM Setup Specialist: This responsibility will have the access necessary for setting up and reporting on projects, tasks, and awards as requested by the field departments. It will not have access to any OGM or OAR billing and invoicing areas. (Estimated users = 12)

.OGM Award Manager: This responsibility will be granted to limited departmental areas as it will have access to the project funding button on the Award Management screen. Users with this responsibility will have the authority to fund their projects from awards created centrally. In addition, the users with this responsibility will be able to set up projects, tasks, award budgets and project budgets as well as having the same viewing and reporting options granted the OGM Viewer and the transactions processing granted the .OGM Transactions Specialist. (Estimated users = 50)

.OGM Project Manager: This responsibility will have access to several OGM menu options including setting up projects, tasks, and project budgets. This responsibility will have the same viewing and reporting options granted the .OGM Viewer, as well as the transaction processing granted the .OGM Transaction Specialist. (Estimated users = 200)

.OGM Transaction Specialist: This responsibility will have access to transaction processing (mainly cost transfers) in OGM, as well as the same viewing and reporting options granted the OGM Viewer. This responsibility also includes auxiliary operations (internal service provider, isp) personnel who will send their transactions to the central finance department (.OGM Administrator) via FTP. This FTP process does not require Oracle access. (Estimated users = 300)

.OGM Viewer: This responsibility will have access to the viewing and reporting options on the OGM menu. Persons needing to view but not process transactional data in OGM will be assigned this responsibility. This responsibility also includes departmental personnel with the authority to initiate requests for the creation/modification of projects, tasks and/or awards. (Estimated users = 100)

Labor Distribution - (Estimate 311 users) Back to Top .LD Administrator: For use by the central departments having Labor Distribution access, with procedural limitations. This responsibility permits access to all application menus, processes, reports and functions. (Estimated users = 3)

.LD Approver/Setups: For use by school/departmental-level users who have the highest-level departmental Labor Distribution access. This responsibility will have access to many of the Labor Distribution menu options, and some set up options, but not to certain processes and reports. This responsibility will be authorized to submit and approve labor distribution adjustments, and maintain organization level default account/labor schedule information. Because users granted this access will be able to view employee pay information through the distribution adjustments submit and approve forms, school level representatives should authorize this responsibility to specific individuals. (Estimated users = 25)

.LD Approver: This responsibility will have access to all of the same Labor Distribution menu options as the .LD Approver/Setups, except for set up options. Because users granted this access will be able to view employee pay information through the distribution adjustments submit form, school level representatives should authorize this responsibility to specific individuals. (Estimated users = 75) .LD Specialist: This responsibility will allow access similar to the .LD Approver, but without access to approval of distribution adjustments. Because users granted this access will be able to view employee pay information through the distribution adjustments submit form, school level representatives should authorize this responsibility to specific individuals. (Estimated users = 100)

.LD Specialist - OSP: This responsibility will have access to the effort reports options, certain processes and reports and set up options for effort reports, but not to labor scheduling or distribution adjustments. (Estimated users = 8)

.LD Labor Schedule Specialist: This responsibility will allow access at the departmental level for those users who will be assisting in labor scheduling activities but should not have access to payroll dollar information. (Estimated users = 100)

.LD Effort Report Specialist: This responsibility will allow users to review and certify effort reports using the Workflow and notifications process to be implemented at UVA. (Estimated users = 1000)

Order Entry / Inventory Responsibilities - (Estimate 4 users) Back to Top .INV Administrator: This responsibility will have access to all Order Entry and Inventory functions in order to manage and update the University’s Inventory processes and procedures. This responsibility will also include all set up functions. (Estimated users = 2)

.INV Inventory Specialist: This responsibility will have access to all the Order Entry and Inventory functions in order to facilitate the daily routines required to process internal orders placed by the University community. This responsibility will include only certain set up functions which are required to maintain stock locators. (Estimated users = 2)

Purchase Order Responsibilities - (Estimate 1642 users) Back to Top .PO Administrator: This user would have access to all screens and application set-up. It should only be given to persons responsible for the maintenance of the module and its functions. (Estimated users = 2)

.PO Buyer Manager: This responsibility provides access to all areas that buyers use plus those required to manage buyer workload. (Estimated users = 5)

.PO Buyer: This responsibility is designed for use by buyers in the central purchasing office, and several buyers with delegated authority located in departments such as Facilities Management, College at Wise, and Environmental Health and Safety. (Estimated users = 15)

.PO Receiver: This responsibility is for those individuals who only need access to receiving screens, such as loading dock personnel. (Estimated users = 20)

.PO Purchaser: This responsibility provides access to everything that the PO Requestor has, plus additional screens that can be used to manage procurement and handle receiving. (Estimated users = 600)

.PO Requestor: This responsibility is designed for an individual who would place internal orders (Chemstores) and initiate local purchase orders and purchase requisitions. (Estimated users = 1000)

System Administration - (Estimate 108 users) Back to Top .OSA System Administrator: All Oracle screens are accessible to the holder of these responsibilities. This user will perform central tasks of setup, security, user administration, trouble-shooting and maintenance. Individuals assigned this set of responsibilities will perform their tasks in support of central missions, but may be detailed to work in non-central locations as required by circumstance. (Estimated users = 4) .OSA User Setup Specialist: Individuals holding this responsibility will add new users to the Oracle system, make changes in user responsibility assignments, and delete access for users who no longer need access to integrated system. This responsibility is intended for assignment down to the department and/or school level to facilitate the routine maintenance of user access at the module level. (Estimated users = 4)

.OSA Printer Setup Specialist: This responsibility will be assigned to users down to the department and school level to configure printers and printing support for the integrated system. (Estimated users = 100)