Business & Financial Services

Financial Applications & Tools
Financial Applications

Oracle Financials Overview                                                      

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The Oracle Financials suite of applications makes up UC Riverside's core financial system. It comprises modules such as Procurement, Accounts Payable, General Ledger, Project Portfolio Management, and more. For assignment purposes, roles are organized by standard business flow (e.g., procure to pay, contracts and grants). Additional Oracle Financials environment context for SAAs:

  • Unit staff taking hands-on training must be assigned roles in Training - Oracle Financials to support their training efforts, in addition to their Oracle Financials production roles.
  • JR = Job Role
  • Roles must be assigned individually.
  • Most roles require a security context (e.g., Accountability Structure); users must be assigned roles for every Accountability Structure for which they will perform the role function.
    • For example, if a user is the Purchasing Department Fiscal Approver for Department A and Department B, the role must be established under both departments.  
  • UCR Inquiry JR role provides inquiry access to various modules
    • Procurement, Accounts Payable, General Ledger, Fixed Assets, Accounts Receivable (C&G related), PPM Awards, PPM Projects, PPM Project Costs
  • Oracle roles assigned in EACS are typically available in Oracle within several minutes. 

Role Assignments

Domain

Role Name

Description/Duties

General Ledger

UCR Budgetary Control Inquiry JR 
  • Access to view budgets in the GL (note budgets created in PPM or EPM will flow to the GL for inquiry/reporting purposes)

System Inquiry

UCR Inquiry JR
  • Access to view all modules, transactions, orders, and financial data within Oracle Financials
  • Assign the UCR Inquiry JR role whenever you assign any other role in Oracle Financials

Project Portfolio Management (C&G)

UCR Grants Department Analyst JR
  • Grants reporting notifications based on Accountability Structure

Project Portfolio Management (C&G)

UCR Projects Budget Management JR
  • Maintain award budgets, not limited to Accountability Structure

Project Portfolio Management (C&G/Capital)

UCR Projects Department Costing JR
  • Available in EACS but not currently utilized

Workflow Approver (C&G)

UCR Grants Department Administrator Approver JR
  • Available in EACS but not currently utilized

Project Portfolio Management (C&G)

Project Manager*
  • Not assigned in EACS 
  • Access is automatic if designated as a Lead Investigator or Co-Investigator on an Award/Project
Procurement UCR Purchasing Requisition Entry JR
  • Create and submit procurement requisitions to Department Transactors
Procurement UCR Purchasing Department Transactor JR
  • Create and manage procurement requisitions that align with the campus procurement standards and UC policy
  • Edit access of requisition through approval notification.
  • Create/modify Purchase Orders and Contract Purchase Agreements
  • Create Purchase Orders through 'Process Requisitions'
  • Create and Modify Contract Clauses.
  • View/Inquire Purchase Orders
Procurement

UCR Purchasing
Receiving JR
  • Receive expected shipment lines
  • Correct receipts
  • Return receipts
  • Basis for payment of invoices
Procurement UCR Supplier Requestor JR
  • View Supplier Details (internal/external suppliers)
  • Request New Supplier
Workflow Approver (Procurement) UCR Purchasing Department Fiscal Approver JR
  • Responsible for approving all financial transactions related to Procurement
Workflow Approver (Accounts Payable) UCR Payables Department Fiscal Approver JR
  • Responsible for approving all AP invoices related to Procurement over $10K

Separation of Duties 

Separation of duties is necessary to ensure transactions are being completed in a manner that prevents errors or fraud. Roles below require separation:

Role Name

Conflicting Role(s)

Rationale

UCR Purchasing Department Transactor JR

UCR Purchasing
Receiving JR
  • Employee other than the individual placing the ordered should review and receive order

UCR Purchasing Department Transactor JR
  • UCR Payables Department Fiscal Approver JR 
  • UCR Purchasing Department Fiscal Approver JR
  • Employee other than the individual placing the ordered should authorize payment
  • Approver should check for reasonableness of expenses and investigate those outside the norm

 

Additional Assignment Considerations

  • In the production environment, SAAs should continue to ensure role assignments are based on the individuals job duties/requirements and that the individuals has completed required training
  • Department Procurement Transactor's procurement limit is $10K; requisitions over $10K must route to Central Procurement.  There is no ability to modify this amount in EACS
  • Department Transactors cannot approve their own transactions  
  • All Requisitions created/finalized by the Department Transactor will route to a Department Fiscal Approver.
  • All Requisitions and invoices greater than $10K charged to a contract, grants and capital project will route to the designated Lead Investigator, Co-Investigator or Project Manager on the project code.  Note: the PI will need to approve all subaward invoices. 
  • If your department does not have Capital Projects or Contracts and Grants funding, it is not advised to assign Project Portfolio Management roles highlighted in green.
  • All department “Workflow Approver” roles should be assigned at the FAO/FOM level or higher.
  • If provisioning the PI in a Procurement role, it should be limited to the “Requester” role.  Any other role will negatively impact workflow.