Business & Financial Services

Financial Systems
Financial Systems

Oracle Financials

The Oracle Financials suite is UC Riverside’s core financial system, supporting key functions across Procurement, Accounts Payable, General Ledger, Project Portfolio Management, and more. For assignment and training purposes, system roles are structured around standard business flows and require careful alignment with each user’s responsibilities.

  • Oracle Financials Environment Context for SAAs

    • Unit staff participating in hands-on training must be assigned roles in Training – Oracle Financials in addition to their production system roles.
    • JR = Job Role
    • Roles must be assigned individually.

    Security Context Requirements

    • Most roles require a security context (e.g., Accountability Structure).
    • Users must receive role assignments for every Accountability Structure where they will perform that function.
      • Example: If someone is the Purchasing Department Fiscal Approver for Department A and Department B, the role must be assigned under both departments.

    Inquiry Access

    • The UCR Inquiry JR role provides inquiry-only access to multiple modules, including:
      • Procurement
      • Accounts Payable
      • General Ledger
      • Fixed Assets
      • Accounts Receivable (C&G related)
      • PPM Awards
      • PPM Projects
      • PPM Project Costs

    Role Availability Timing

    • Oracle roles assigned in EACS typically become 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 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.

Training & Support

Finance Training Program 
Training - Oracle Financials 
Finance and Administration Support

Related Links 

Oracle Financial Reports