Introduction to Projects for Project Administrators

8/9/2019 Introduction to Projects for Project Administrators

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Oracle Financials

Training Guide

Introduction to Projects for Project Administrators

IT Services Training Team

The University of Manchester

email:[email protected]

www.itservices.manchester.ac.uk/trainingcourses/coursesforstaff

Version:4.1
mailto:[email protected]:[email protected]:[email protected]://www.itservices.manchester.ac.uk/trainingcourses/coursesforstaffhttp://www.itservices.manchester.ac.uk/trainingcourses/coursesforstaffhttp://www.itservices.manchester.ac.uk/trainingcourses/coursesforstaffmailto:[email protected]


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Table of Contents

1 Introduction .............................................................................................................. 41.1 What is a Project? ............................................................................................................. 51.2 RMS and Oracle Projects .................................................................................................... 5

1.3

User Roles ........................................................................................................................ 5

2 Interactions with Other Oracle Modules ................................................................... 63 Project Status Flows ................................................................................................. 84 Tasks ......................................................................................................................... 94.1 Additional Top Tasks ....................................................................................................... 105 Oracle Projects Terms ............................................................................................. 115.1 Key Members .................................................................................................................. 115.2 Customers ...................................................................................................................... 115.3 Agreements .................................................................................................................... 125.4

Service Types (HESA Code) .............................................................................................. 12

5.5 Transaction Controls ........................................................................................................ 125.6 Burden Schedules ............................................................................................................ 125.7 Project Events ................................................................................................................. 126

Logging on to Oracle Financials .............................................................................. 13

7 The Top Ten List ...................................................................................................... 148 Project Status Inquiry Screen ................................................................................. 159

Data Displayed on the Main PSI Screen .................................................................. 16

9.1 Drilling Down for More Data ............................................................................................. 179.2 Viewing Project Information ............................................................................................. 189.3 Viewing Commitments ..................................................................................................... 219.4 Viewing Commitment Details ............................................................................................ 229.5 Accessing Task Status ..................................................................................................... 239.6 Drilling Down from the Task Status Window ...................................................................... 2510 Expenditure Inquiry Screens .................................................................................. 2610.1 Searching by Project Number/Name or Task Number/Name ............................................... 26

10.2

Searching by Item Dates .................................................................................................. 27

10.3 Searching by Expenditure Batch (Project Journals) ............................................................ 2710.4 Searching by Inventory Item ............................................................................................ 2810.5 Searching by Transaction Source ...................................................................................... 2810.6 Searching by Expenditure Type ........................................................................................ 2910.7 Drilling Down from the Expenditure Inquiry Screens .......................................................... 3011 My Projects ............................................................................................................. 3211.1 Searching with a Project Number ..................................................................................... 3511.2 Searching with the Project Name ...................................................................................... 3511.3 Searching by Key Member................................................................................................ 3511.4 Searching by Faculty/School Code .................................................................................... 3612 PA Reports .............................................................................................................. 37

12.1

Running a Report ............................................................................................................ 3712.2 Printing a Report ............................................................................................................. 38

12.3

Exporting a Report .......................................................................................................... 40

13 Help and Support .................................................................................................... 4114 Document Retention Policy .................................................................................... 4215 Appendix AShortcuts and Function Keys ............................................................ 4516 Appendix BToolbars ............................................................................................ 4817 Appendix CExporting Oracle Projects Data......................................................... 4918 Appendix D - Cross Reference RMS/Oracle Projects .............................................. 5219

Reference Glossary ................................................................................................. 54

19.1 Accessing Documentation ................................................................................................ 5419.2 Accessing the Live System ............................................................................................... 54


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Training GuideIntroduction to Projects for Project Administrators

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1 Introduction

This manual gives you an overview of Oracle Financials Projects module and introduce you to keyconcepts. You will learn how to work with a research project in Oracle Projects.

This manual covers basic Oracle Projects terminology and the Project Status Inquiry screen, which isused to view data about projects.

It is written for project administrators, in particular, for people who will create journals againstprojects.

DISCLAIMERS: This course covers the centralised processes involved inproject accounting in Oracle Projects. It does not cover how to manage aresearch project, how to cost or bid for grants, or how to use RMS. It does notcover local faculty or school procedures for managing projects, nor will it trainyou to be an accounting officer, if you have no previous experience.

The Oracle Financials system is still under development as this manual is beingwritten. Some details of the system may change in future; updated versions ofthe manual will be made available on the training web site as changes aremade.

Training on Oracle Projects consists of several courses:

For Research Project Managers

Introduction to Projects for Project Managers Project Journals Project Invoicing

For Research Project Administrators

Introduction to Projects for Project Administrators Project Journals


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IT Services Training


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1.1 What is a Project?

Oracle Projects helps the University work with projects where:

The project has a definite start and end date outside the Universitys financial year or if theproject crosses a year end.

A specific award funds the project.

The University needs to analyse costs differently than the General Ledger activity codes. Forexample, with Oracle Projects, computers can appear in Consumables for project accounting,but in Equipment in the GL.

1.2 RMS and Oracle Projects

In future, new research projects will start in the PreAward system in RMS. After award, an interface

program will move these projects to Oracle Projects.

NOTE: Integration - The PreAward portion of the RMS system will beintegrated with Oracle Projects. Oracle Projects will manage the post-awardfinancial aspects of a project. RMS will still handle research projects prior toaward. Research projects will start their life in the (PreAward) RMS. They willmove to Oracle Projects after award.

Project numbers are automatically assigned by Oracle Projects. The numbers consist of a letter prefix,plus a six digit number:

Research Projects (R)

Other Projects (P -- non-Research, non-Estates)

In this manual, we will consider Research projects only. R100034 is an example of a typical Researchproject number. The same number is used as the projects General Ledger code.

1.3 User Roles

User roles determine what menu options you can view within Oracle Projects. Three user roles havebeen defined for the Projects module: Project Manager, Project Administrator and Project

Inquiry. Oracle Financials calls these roles responsibilities.

This table summarises the main tasks that each user role/responsibility can perform:

Project Manager Edit project record

Create budgets

Create journals

Create invoices

Project Administrator View project data

Create journals

Project Inquiry View project data


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2 Interactions with Other Oracle Modules

The diagram on the following page shows links between the Projects module and other modules inOracle Financials. Specifically, some processing, while affecting project accounting, doesnt occur

within the Projects module.

Referring to the diagram on the following page:

Oracle Projects doesnt raise requisitions or purchase orders for projects (do this within iProc or Oracle Purchase Ordering modules)

Oracle Projects doesnt manage supplier invoices or payments(managed within the Oracle Accounts Payable module)

Oracle Projects does create invoices and claims for projects

(data is passed to the Oracle Accounts Receivable module)

Oracle Projects doesnt manage debtor/funder receipts(handled by the Oracle Accounts Receivables module)

However, all data relevant to a project, regardless of where initiated, passes to Oracle Projects.Various screens within Projects allow you to drill down to the original transaction, even if wheninitiated outside the Projects module.

Why is this important? One reason: Requisitions and purchase orders for projects must be enteredwith the required identifying data about the project to be charged.


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DiagramInteractions with Other Oracle Modules


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3 Project Status Flows

In general, projects go through several stages. Oracle Projects calls a stage of the project its status.As an example, the status flow for grants is shown below. The status flow for contract projects is very

similar.

G-Award In Prep

G-Awarded notActivated

G-Pending Closed

G-Awarded

G-Closed

Status Flow for Grants (Post Award)

Project setupFund project from agreement

Create budgets

Add costsCreate invoices/revenues

Journals

Journals

The project status determines the order in which activities can be undertaken on a project; the right

column of the diagram above lists the activities occurring at each stage. Also note that it is possible tomove backwards between some stages, say from G-Pending Closedback to G-Awarded.

You will not be able to post transactions or create journals against a project until the status is setappropriately by the Project Manager.


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4 Tasks

Oracle Projects organises projects into smaller units called tasks. By default, any project has at leastone task, the Top Task.

TIP:Tasks may seem like a strange name for what you might call theprojects activities. Remember that Oracle Projects has been designed as aflexible system, capable of dealing with projects undertaken by anything fromconstruction companies to multinational corporations to universities like ours.

Task Structure

Tasks are organised in a hierarchy. For example, the tasks below could appear in a Research Councilproject. The projects tasks correspond to categories normally found in claims.

Task A - Funder - Research CouncilA01 - StaffA02 - Student MaintenanceA03 - Student FeesA04 - FeesA05 - Travel & SubsistenceA06 - EquipmentA07 - ConsumablesA08 - MiscellaneousA99 - Indirect Costs

NOTE: Research Council projects should use the numbering scheme shownabove. If a category, such as A02 Student Maintenance is not applicableto a project, it may be deleted, but the other subtasks, such as A03StudentFees will not be renumbered to close the gap. This means that similar projectswill have similar task lists, with gaps where unnecessary tasks were removed.

NOTE:fEC projects will be transferred from the RMS with an appropriate taskstructure that differs somewhat from the one illustrated above. The principlesfor working with tasks are the same regardless of the whether the project usesfEC.

NOTE:The latest Task list can be found at:http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/proj/
http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/proj/http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/proj/http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/proj/


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4.1 Additional Top Tasks

Oracle Projects allows the University to analyse the finances of relatively complex research projects.One tool for doing this is to add a second top task to a project. Here are several examples of projects

where it would be useful to have more than one top task:

Example: A project with two funder/debtors, each with its own indirect cost schedule (called theburden schedule in Oracle). Each funder/debtor has its own task (A and B), and a different indirectcost schedule is assigned to each funder/debtors task. fEC Projects are always set to No IndirectCosts.

Heres a sample list of tasks for a project:

Task AFunder/DebtorUK Industry

A01: StaffA04: FeesA07: ConsumablesA99: Indirect Costs

Task B - FunderUK Central Government

B01: StaffB04: FeesB07: ConsumablesB99: Indirect Costs

Example:A project where another University works as a subcontractor. The project itself is assignedto Task A; the subcontracting University is assigned to Task B. Heres a sample list of tasks for aproject:

Task AFunder/DebtorResearch Council

A01: StaffA05: TravelA06: EquipmentA07: ConsumablesA99: Indirect Costs

Task B - FunderOther Universities Subcontractor

B01: StaffB05: TravelB06: Equipment

B07: ConsumablesB99: Indirect Costs

NOTE: The last subtask, A99, B99, etc., is always reserved for systemgenerated Indirect Costs.


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5 Oracle Projects Terms

Your User Role (Project Administrator/Project Inquiry) determines which menus you see when youlog in to Oracle Projects. Each project has Key Members assigned. Key Members work with the

project accounting data, or may be the Principal Investigatoror Co-Investigatoron the project.

5.1 Key Members

When a Key Member is assigned to a project, that person can access information about the project inOracle. Key Members can see their own projects, but not anyone elses projects.

TIP:Only Key Members on a project can access that projects record. Everyonewho needs to view a project needs to be added as a Key Member.

Each project must have one Key Member called the Project Manager. In Oracle Financials, theProject Manager is the person who manages the project record, not the project itself! The systemallows only one Project Manager per project at any time. The Project Manager has complete control ofthe project record.

Other types of Key Members include the Research Business Managerand the Research ContractManager.

The Principal Investigatorand any Co-Investigatorswill be Key Members even though they maynot need to access the complex data stored in the system. This is because their names and affiliationsare used in credit split computations. Oracle computes indirect costs according to the faculty andschool splits entered for the PI and Co-Is.

TIP:Staff entering purchase requisitions do not need to be Key Members of aproject. Enter purchase requisitions in the iProc module, or manually.

5.2 Customers

Organisations that fund research projects are called Customers in Oracle Projects. In Projects,customers have a relationship with the University. A customer can be a funder, a debtor, or afunder/debtorfor a project.

The project debtor is the organisation from which the University will receive payment. When aproject has a single customer, the customer will be either a funder/debtor, or a debtor. If invoices orclaims are to be created, there must be a customer who is a debtor.


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6 Logging on to Oracle Financials

Oracle is a web-based system. We use a standard web browser to run Oracle.

Steps to Log on:1. Start your web browser. Go to the Universitys home page.

2. Enter finance after the Universitys URL:http://www.manchester.ac.uk/finance

3. Navigate to: Oracle Financials

4. Select the Login to Oracle Financialslink as shown below.

5. Type your Usernameand Password.

6. Click on the responsibilityyou wish to use. Options appear in the right column for thisresponsibility.

7. Click Project Status Inquiryin the right column. The Find Project Statuswindow appears.

Conclusion:We are now ready to work with Oracle Projects.
http://www.manchester.ac.uk/financehttp://www.manchester.ac.uk/financehttp://www.manchester.ac.uk/financehttp://www.manchester.ac.uk/financehttp://www.manchester.ac.uk/finance


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7 The Top Ten List

You can copy menu options that you use frequently to the Top Ten List.

Steps to copy a menu option to the Top Ten List:1. If you wish to add a menu sub-option, double click the option to expand the menu first.

Menus with sub options have +signs in front of them, like +Expenditures or +Billing in the listbelow. Here Billing has been expanded to display sub options. The Agreements sub option isselected.

2. Click the option you wish to add, like Agreementsin the list above.

3. Click the arrow. The option moves to the Top Ten List.

Conclusion: You have copied a menu option to the Top Ten List.


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8 Project Status Inquiry Screen

Once a project is underway, you can use the Project Status Inquiry (PSI) screen, to viewinformation about the project. The PSI screen provides a detailed snapshot about projects. An Oracle

process updates the data on the PSI screen.

Navigate To: Project Status Inquiry

Displaying a Single Project

1. Type the Project Numberin the Number field.

2. Click Find. The Project Status screen appears with data about your project.

Displaying Multiple Projects

If you dont know the project number, or would like to view several projects at once, try one of theseoptions:

Leave all fields blank on the Find Project Statusscreen and click Find. All projects you areauthorised to view will appear on the PSI screen.

If you know the name of a Key Memberon the project, type the surname in the Namefieldand press Tabon your keyboard. Projects you are authorised to view with this Key Memberappear on the PSI screen. Click Find. The PSI screen will appear.


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9 Data Displayed on the Main PSI Screen

Navigate To: Project Status Inquiry

The table below shows the column heading abbreviations and the data that appears as you scrollacross the screen. All amounts shown in the PSI screen are in GBP.

Heading Abbreviation Heading

Ovr Bgt Over Budget

TotCst Bgt TotalCost Budget

ITDAct Cost Inception to DateActual Cost

Commit Amt Commitment Amount

TotRev Bgt TotalRevenue BudgetITDAct Rev Inception to DateActual Revenue


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9.1 Drilling Down for More Data

While on the main Project Status screen, you can drill down to view other information about theproject.

1. Events- Events are not available through this button. Instead, select the Task Statusbutton.

2. InvoicesNot accessible through Projects Admin or Project Inquiry access (available with high-level access only).

3. Commitments Use this to see commitments against the project (see page 21). To limitcommitments to ones associated with a particular task, click Task Status.

4. Project- For an overview, including classifications, customers and key members (see page18).

5. Resource Status- Not used at University of Manchester.

6. Task Status - For information about events (if appropriate), task level commitments, actuals,and the tasks themselves (see page23).

1 2

3 4 5 6


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9.2 Viewing Project Information

To view information about a particular project from the Main PSI screen:

1. Select (highlight) the project you wish to view.

2. Click the Projectbutton. The Project Informationwindow appears.

Note these fields at the top of this screen:

Number Oracle Projects automatically assigns a sequential number to the project. Forresearch projects, the number consists of R (Research) + 6 digits.

TypeG (Grant) or C (Contract) and a description of the project type.

Organization The unit within the University of Manchester that owns the project.Examples include University Administration and EPS Faculty Office.

Trans DurationThese are the earliest and latest dates that transactions can be entered

for the project. They are not the start and end dates of the project itself.

StatusStage of the project, as discussed previously.

The Classificationstab at the bottom of the screen contains two items:

Type of Projectalways Research for research projects

Research Programmethe type of Research Programme associated with a project, such asClinical Trials or Research Grant.


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3. Click the Customerstab to see customer details.

4. Click the Key Memberstab to see the list of Key Members.


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5. Click on the Headerof the Project Informationscreen (any of the top fields).

6. Click on the Zoomicon on the toolbar.

7. A window appears showing youAdditional Informationabout the project.You wont be able toview the actual project but you can see the additional dates from here.


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9.3 Viewing Commitments

1. From the Project Statuswindow, select the project you wish to view.

2. Click the Commitmentsbutton.

3. The Find Commitmentswindow opens.

You can use this screen to limit the commitments shown. If you want to see all commitments for thisproject, just click Findwithout completing any fields.

Limit by Supplier Name- Use the wildcard %and a keyword (e.g. %lyreco% and press Tab) tofilter the list or just type %and click the []to get a full list of suppliers.

Limit by Expenditure Type - Use the wildcard %if you know the Expenditure Type code (e.g. 2%and press Tabto see staff costs).

Limit by Commitment Dates - Enter a start date and an end date for the commitments you wish toview.

Limit by Commitment Type - Click the [] to get a list of Commitment Types (e.g. SupplierInvoices, Purchase Orders). Select the type desired, and click OK.


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9.5 Accessing Task Status

This window shows the same information as the main PSI window, but broken down by task.

1. From the Project Statuswindow, select the project you wish to view.

2. Click the Task Statusbutton. The Task Statuswindow opens.

3. The window opens with only the Top Taskvisible.


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4. If there are events associated with this top task, the Eventsbutton is active.

5. Click the Events button to see the associated events.

6. Close the Event Detailswindow to return to the Task Statuswindow.

7. Double click the +sign in front of the Top Taskletter to reveal the sub tasks.


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9.6 Drilling Down from the Task Status Window

You can view further information about a task or subtask from the Task Status window. Beforedrilling down, click the task you want more information about.

1. Click Commitments, Actuals, or Task, as desired. These options are described below. (TheEventsbutton only displays information for the top task).

2. Click Tasksto view Task Information(shown below).

3. For Subtasksyou can view:

Commitments(on the same screen as shown above).

Task(same screen as shown above, but for this subtask).

Actuals- This opens the Find Expenditure Itemsscreen (shown below)

4. Enter any criteria desired to limit the items returned and click Find. The Expenditure ItemDetailsscreen appears.

Conclusion: You have viewed detailed data about projects.


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10 Expenditure Inquiry Screens

Navigate To: Expenditures > Expenditure Inquiry > Project

The Expenditure Inquiry screens let you see all expenditure on a particular project. Or you couldselect the Expenditure Inquiry > All option if you dont know the project number. There arevarious fields to use when searching, some are explained below.

10.1Searching by Project Number/Name or Task Number/Name

1. Enter any criteria into one of the top fields on the screen e.g. Project Number.

2. Click Find. The Project Expenditure Itemsscreen appears.


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10.4Searching by Inventory Item

1. Enter the Stores Item Reference.


10.5Searching by Transaction Source

1. Enter or select a Transaction Sourcefrom the list of values [].



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10.6Searching by Expenditure Type

1. Enter or select the Expenditure Typefrom the list of values [].



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10.7Drilling Down from the Expenditure Inquiry Screens

Once the Project Expenditure Itemsscreen appears (shown below) you can drill further down tosee more details about transactions.

1. Click Item Details. This window will pop-up.

2. Select one of the following, these are explained on the next pages:

Cost Distribution Lines

AP Invoice

PO Receipt

Purchase Order Details

PO Receipt if available, shows you the goods receipt for the purchase order e.g. quantitiesreceived and any corrections.

Purchase Order Detailsif available, shows you the purchase order details e.g. Buyer (person who

created the order), line details, Charge Accounts (finance codes) and supplier details.


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Cost Distribution Lines shows you the Debit and Credit for this transaction and the PA(Project) & GL PeriodsandDatesit has been posted to.

AP Invoiceshows you details of the Supplier Invoice from the Accounts Payable module. View theDate the invoice was paid, or the Due Date, Payment Method, Invoice Amounts, VoucherNumber.


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11 My Projects

Navigate To: My Projects

Either select PA My Projectsfrom your list of responsibilities from the main E-Business Suite homepage as shown below.

Or, if youre already in one of the Oracle screens, youll need to Switch Responsibilities. Close offall windows so that you return to the Navigator. Click the Top Haticon on your toolbar.

A list of the responsibilities that you have been assigned appears and you can choose which one you

want to change to. Select PA My Projectsfrom the list then click OK.


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My Projects is a relatively new reporting tool that is designed to bring back a list of the projects thatan academic or key member is working on and then be able to drill down to the lower level detail andtransactions.

1. Upon entering the My Projects area you will be presented with a list of the projects that you are

assigned to.

2. From this screen you can click on the hyperlinks (the project numbers) and this will take you to atask breakdown of the summary. It starts with the tasks rolled together so you will only see the

top task information. Click on the button to expand the task list.


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3. From here you can click on the task numbers to drill to the actual costs/revenue with these tasks.This is actually the information in the BH05/PA09 reports.

4. From the home page you can search for other projects using the project number project name,key member name or using the faculty or school alpha code. These are explained in the nextsections.

NOTE: The Budget status column is a simple calculation. If the budget amountis less than the actual costs to date amount then the status column will show ared cross, otherwise it will show a green tick.


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11.1Searching with a Project Number

1. Click the torch icon to bring up the search screen, or enter the project number directly.

2. Click the Quick Select icon. This will bring back a list of projects matching your search criteriaand you can then use it in the same way as the My Projects list.

11.2Searching with the Project Name

1. Click the torch icon and then change the drop down to Project Name.

2. Enter the name of the project (use the wildcard %to help with searching).

3. Use the Quick Selecticon to then select this project.

11.3Searching by Key Member

1. Click the torch icon and enter the surnamein the Key Member search field.

2. Use the Quick Selectas above.


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11.4Searching by Faculty/School Code

1. Click the torch icon and then change the drop down to Code.

2. Enter the code for the school or faculty and click GO. Use the Quick Selectas before.


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12 PA Reports

Navigate To: PA Reports > Discoverer Viewer

Reports in Oracle are linked to responsibilities. On the Projects Admin course we look at three Projectsreports:

PA02 - Balances - Actuals & Budgets Report

This report shows you similar detail to the Project Status Inquiry (PSI) screen. This is the same reportas the BH2 report. It shows the Project balances as per the PSI screen which is refreshed overnight.

PA09 - Transactions All Report

This report shows you similar detail to the Expenditure Inquiry screen. This is the same report as the

BH5 report. It includes revenue and expenditure transactions.

PA47List of Projects and Tasks

This report provides details of tasks for selected projects.

12.1Running a Report

Navigate To: PA Reports (UOM) >Discoverer Viewer

1. To open a report, youll need to use the expandor focusicons (as highlighted below).

2. From the expanded list of worksheets, choose the worksheet you wish to open the report on.

3. Enter the required Parametersand click Goto run the report.


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4. The report will be shown.

Once a Discoverer report has been run, the output can be printed or exported.

12.2Printing a Report

1. From theActionslist at the top-left hand side of the screen, select the option Printable Page.

2. This link will display the Printable Page Options; Contentand Page Setup. By default theContentoption will be selected.


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3. You can make choices as to what content you wish to have printed on the page such as titles.

4. Once you have made your choices you can click on Preview sample.

5. A sample PDF will be created which you can view first, and then click on the Printable PDFbutton to generate a complete PDF document.

6. Once you have viewed the PDF, close it and click on Printable PDF.

7. The PDF will be created. Click on the link to view, save and print as appropriate.


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12.3Exporting a Report

1. From theActionslist at the top-left hand side of the screen, select the option Export.

2. The export link allows you to export to different formats. Use the drop down menu to choose theexport type.

3. Once you have chosen the file type click on Export.

4. The export will be ready to view. Click on the Click to view or savebutton.

5. A File Download dialogue box opens according to the file type you have chosen. You canchoose to Open it and then save to a specified area on your computer, or choose to Save itstraight away.


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13 Help and Support

The support model for the Oracle Financials system is as follows:

1. Check theOracle Financials web sitefor the answer.

Look at theTop 10 FAQ's,and theTraining Material and FAQ'sfor the area you are havingproblems with.

If you are not able to find the answer here, then go to step 2.

2. Contact yourFrequent User.

3. Raise a Support Call.

Once your frequent user has been contacted, and agrees that the problem cannot be solvedlocally, a support call should be logged. There is a new link on the Oracle Financials Help andSupport web page to log a support call:

http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.html

As part of the process to log the support call, you will have to verify that you have checked thewebsite and spoken to a frequent user. Once you have ticked these boxes, you will have tocategorise your call from a selection in a drop down box. This will ensure that the call is directedappropriately. Any call logged which is capable of being dealt with locally will revert to the user forsolution.

4. My password needs changing or I have forgotten my password

A newweb page has been placed on the Oracle Financials website to direct users to an emailaddress under the control of the IT service desk, who will continue to deal with passwordchanges.

5. Your Access

Your Oracle access may take several days to come through. If you havent received your access after several days, you must log a support call(see section 3 above).

New users you will receive an e-mail with your username, password & the link to the Livesystem. You will be prompted to change your password the first time you log in.

Existing usersyou will see your new responsibility e.g. PA Projects Admin added to your list.

NOTE: The information above can be found on the Universitys Finance

web pages. Go to:http://manchester.ac.uk/financeand thenselect Oracle Financials.
http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://manchester.ac.uk/financehttp://manchester.ac.uk/financehttp://manchester.ac.uk/financehttp://manchester.ac.uk/financehttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/forgottenpassword.htmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/Support/SupportModel.htmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_super_user_network.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingdocumentation/staffrestricted/corpapps_ofa_FAQ_top_10.pdfhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtml


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Accounts Receivable

Type of document Where kept? How long? Any further comments

Sales orders Local storage inschools/departments

Retain untilthe debt hasbeen fully

paid, or thecontract isended.

Keep these if they are available, asthey are required to be produced iflegal action is needed to recover a

debt. Reference them locally by thesales invoice number generated bythe system.

Contracts withcustomers

Local storage inschools/departments(high valuecontracts originalpaperwork may bestored centrally)

Life of thecontract plusthe period ofobligations

Sales invoices Not required Please make sure all information onthe system is complete.

Sales credit note Signed copies need

to be retained indepartments

2 years

Remittance advicereceived with payment

Centrally stored,and also storedlocally bydepartments who dotheir own banking.

6 years pluscurrent year,or if EU grant,life of grantplus 3 years

Bank Giro Credits Centrally stored,and also storedlocally bydepartments who dotheir own banking.

6 years pluscurrent year,or if EU grant,life of grantplus 3 years

This is the paper document issuedby the bank when cash/cheques arepaid in.

Manual (paper)receipts

These are manualreceipts given tocustomers toacknowledge receiptof cash.

6 years pluscurrent year,or if EU grant,life of grantplus 3 years ifneeded.

In most cases the receipt will begenerated electronically by thesystem, and no paper record isneeded. This only applies if apaper based receipting system is inoperation.

Source direct debitinstructions (forcollections)

These are usuallyonly kept centrally,for Accommodationoffice and SSC

6 years


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Projects


Project journals Not required Not requiredproviding allinformation is entered onto the

electronic record.Claims documentation 6 years plus

current year,or if EU grant,life of grantplus 3 years ifrequired

General Ledger


Journals Not required Please make sure all information on

the system is complete, and anysupporting information for the journalis attached to the electronic record asan attachment prior to the journalbeing posted.

Petty cash imprestforms

Kept in thecentre when thecash float isreimbursed.

6 years

Other

Type of document Where kept? How long? Any further commentsBank statements Centre 6 years


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15Appendix AShortcuts and Function Keys

Description Shortcut Key

Block Menu Ctrl + B

Clear Block F7

Clear Field F5

Clear Form F8

Clear Record F6

Commit Ctrl + S

Count Query F12

Delete Record Ctrl + Up

Display Error Shift + Ctrl + E

Down Down

Duplicate Field Shift + F5

Duplicate Record Shift + F6

Edit Ctrl + E

Enter Query F11

Execute Query Ctrl + F11

Exit F4

Help Ctrl + H

Insert Record Ctrl + Down

List of Values Ctrl + L

List Tab Pages F2

Next Block Shift + Page Down

Next Field Tab

Next Primary Key Shift + F7

Next Record Down

Next Set of Records Shift + F8Previous Block Shift + Page Up

Previous Field Shift + Tab

Previous Record Up

Print Ctrl + P

Return Return

Scroll Down Page Down

Scroll Up Page Up

Show Keys Ctrl + K

Up Up

Update Record Ctrl + U


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Menus: File Menu

Command Description

New Creates a new record in the active form

Open Opens the detail screen for the selection

Save Saves any pending changes in the active form

Save and ProceedSaves any pending changes in the active formand advances to the next record

Next StepUpdates the workflow in the navigator byadvancing to the next step in the process

Export Exports information in your form to a browser

Place on NavigatorCreates an icon in the Documents tab of theNavigator which can be used to recall the activeform

Log on as a Different User Allows you to log on to as a different user

Switch Responsibility Allows you to change the responsibility

Print Prints your current window

Close Form Closes all windows of the current form

Exit Oracle Applications Quits Oracle Applications

Edit Menu

Command Description

Undo TypingUndoes any typing done in a field before the field isexited

Cut Cut

Copy Copy

Paste Paste

Duplicate Record Above Copies all values from the prior record

Duplicate Field Above Copies all the values of the current fieldClear Record Erases the record from the current field

Clear Block Erases all records from the current block

Clear Form Erases any pending changes

Delete Deletes the current record from the database

Select All Selects all records

Deselect AllDeselects all selected records except for the currentrecord

Edit Field Displays the Editor window for the current field

Preferences Change Password Displays the Change Password dialogue box

Preferences Profiles Displays the Profiles window


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View Menu

Command Description

Show Navigator Displays the Navigator window

Zoom Invokes custom defined zooms

Find Displays the Find window

Find All Retrieves all recordsQuery by Example Enter Opens Enter Query mode to enter search criteria

Query by Example Run Runs the query

Query by Example Cancel Cancels the query

Query by Example Show Last Criteria Recovers the search criteria used in the previousquery

Query by Example Count Matching Records Counts the number of records that would beretrieved if you ran the current query

Record First Moves the cursor to the first record

Record Last Moves the cursor to the last record

Translations Displays the translations window

Attachments Displays the attachments window

Summary/Detail Switch between the summary and detail views ofa combination block

Tools MenuMay contain up to 15 product-specific entries

Window Menu

Command Description

CascadeDisplays any open windows in a cascadedfashion

Tile HorizontallyDisplays any open windows in a horizontally tiledfashion

Tile VerticallyDisplays any open windows in a vertically tiledfashion

1 (Title of Open Window)Displays a list of open windows titles in the orderin which they are stacked

Help Menu

Command Description

Window Help Displays help for the current window

Oracle Applications Library Displays a window that lists all available Help text

Keyboard HelpDisplays the current mapping of specific functionsand menu options

Record History Displays information about who created andupdated the current record


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16Appendix BToolbars

New

Find

Show Navigator

Save

Next Step

Switch Responsibility

Print

Close Form

Cut

Copy

Paste

Clear Record

Delete

Edit Field

Zoom

Translations

Attachments

Folder Options

Window Help

% Wildcard used in searching


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17Appendix CExporting Oracle Projects Data

Exporting Data

Many screens in Oracle Projects allow you to export data. To check whether data from a particularscreen can be exported, select File> Exporton the menu. If Export is greyed out, you cannot exportfrom this screen.

Selecting Exportbrings up the following dialogue box:

If you select Open, the file opens in Notepad. Sample data appears below. This is fine if you justwant a quick printout of the data.

To work with the data in Excel:

1. Select Edit > Select Allfrom the menu (shortcut: press CTRL+A).

2. Select Edit > Copy(shortcut: press CTRL+C).

3. Opena blank Excel worksheet.

4. Select Edit > Paste(shortcut: press CTRL+V) and paste the data into Excel.

NOTE:Remember that this is a snapshot of your data. It will not update if thedata in Oracle Projects changes.


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Shortcut: Change the File Association

The export file has a .tsv extension, which will probably be associated with Notepad on yourcomputer. If you have sufficient rights on your computer, you can change the file association so thatthe file will automatically open with Excel.

To do this:1. Select File > Exportwithin Oracle Projects. The File Downloaddialogue box appears.

2. Click Save. The Save Asbox appears.

3. Savethe file to My Documents. Note the filename (fnd_gfm.tsv).

4. OpenMy Documents. Right click the file and select Open With.


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5. Click Choose Program. The Open With dialogue box opens.

6. Select Microsoft Office Excel.

7. TickAlways use the selected program to open this type of file. Be sure to tick this option,or your computer will not remember that you want to use Excel with this type of file (see previouspage for a screen shot example of this).

8. Click OK.

Saving the Excel File

If you want to work with this file again, be sure to save it as an Excel file. To do this:

1. Select File > Save As. Give the file an appropriate name.

2. Change Save as type to Microsoft Excel 97Excel 2003 & 5.0/95 Workbook.

3. Click Save.


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18Appendix D - Cross Reference RMS/Oracle Projects

Thanks to Annette Crossley for compiling the initial data on which this cross reference is based.

RMS Screen ORACLE PROJECTS

TO VIEW

Basic Details Application Reference PSI Screen Project Description

Basic Details Faculty PSI Screen Project

Basic Details School PSI Screen Project

Basic Details Title PSI Screen Project Long Name

Basic Details Planned Start Date Projects Main Screen Flexfield

Basic Details Award Date Projects Main Screen Flexfield

Basic Details Actual Start Date Projects Main Screen Flexfield

Basic Details Duration Projects Main Screen Flexfield

Basic Details Expected End Date Projects Main Screen Flexfield

Basic Details Final Accounting Date Projects Main Screen Transaction End Date

Basic Details Starting Cert Date Projects Tasks Flexfield

Basic Details Programme Scheme PSI Screen Project Classifications Class Code

Basic Details Status Projects Main Screen

Basic Details

Approval Form (RGC10, Blue Form,

PanMan) Projects Main Screen Flexfield

Basic Details Res A/cs Officer PSI Screen Project Key Members

Basic Details Currency Projects Currency

Basic Details Award Total PSI Screen Project

App App Appointments Approvals

Ext Part External Participants PSI Screen Project Key Members

Sponsors Funder PSI Screen Project Customers

Sponsors Funder/ Debtor Ref

Project Funding

Enquiry

Sponsors Funder VAT Status Where Funder is different from Debtor VAT info not needed.

Sponsors Source of Funds PSI Screen Task Status Task


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RMS Screen ORACLE PROJECTS

TO VIEW

Sponsors Debtor PSI Screen Project Customers

Sponsors Debtor Address Projects Customers

Sponsors Debtor VAT Status Projects Tasks Flexfield

Sponsors Indirect Cost Policy by Project Projects

Burden

Multipliers

Costing Burden

Schedules

Investigator PI PSI Screen Project Key Members

Investigator PI School Projects Zoom Icon

Investigator PI % Credit Projects Zoom Icon

Investigator PI RAE UoA Projects Zoom Icon

Investigator Co-I PSI Screen Project Key Members

Investigator Co-I School Projects Zoom Icon

Investigator Co-I % Credit Projects Zoom Icon

Investigator Co-I RAE UoA Projects Zoom Icon

Cost Headings Budget PSI Screen

Cost Headings Indirect Costs by Cost Headings Projects Tasks Options

Burden

Multipliers

Costing Burden

Schedules

Claim Profile Claim/ Invoice Schedule Projects

Billing

Information Billing Setup

Claim Profile Claim Type Projects

Billing

Information Billing Setup

Claim Profile

Profiled Amount for Installments/ Fixed

Claims Billing Events Project

Claim Profile Invoice Numbers & Amount PSI Screen InvoicesClaim Profile Claim Transactions

Claim Profile Payroll Details

Ind Cost Indirect Costs Debit Split Projects Zoom Icon

Ind Cost Indirect Costs Credit Codes Projects Zoom Icon

Ind Cost Indirect Costs Credit % Projects Zoom Icon


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19 Reference Glossary

19.1Accessing Documentation

All of our Training Guides and Supplementary Material can be downloaded from the IT ServicesTraining Team website at:

http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/

19.2Accessing the Live System

The live system can be accessed viathe following link and then select Login to Oracle Financials:

http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtml
http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/http://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtmlhttp://www.itservices.manchester.ac.uk/trainingcourses/corporateapplications/finance/

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