January 31, 2023 | 106th Edition
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Oracle & Concur Role Request Form Updates
The Oracle & Concur Role Request Form in Services & Support has been updated to improve functionality and approval processing.
For new role requests, when submitters select a “Yes” response for the first question the form will automatically block the response for the second question and vice versa. This change was made to restrict users from submitting an improper role request.
Select “Yes” to the first question (Does the person need standard inquiry and reporting access for viewing financial information across all Oracle modules?) only after checking the roles assigned to the user and confirming the user only has the UCSD IT Self Service JR role assigned. To look up roles, see KB0032242 - How to Look Up User Roles in Oracle.
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For all workflow role requests, submitters will see the financial unit code listed for each question. The financial units are listed in order of financial unit code. Submitters can search for the financial unit to select by entering the financial unit name or the code.
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For cost transfer approver role requests, submitters will see the level 4 financial unit codes only. Cost transfer approvals are only done at the level 4 financial unit.
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For Concur workflow role requests, when submitters select a “Yes” response to the department head approver question (Does the person have a Delegation of Authority for University Department Head signed by their Vice Chancellor?) The form will automatically block the response for the special entertainment approver question (Does the person have a Delegation of Authority for University Sponsored Special Entertainment signed by the Chancellor?) and vice versa. This change was made to restrict users from submitting an improper role request.
Please note that Concur does not assign the department head approver level and the Special Entertainment approver level for the same financial unit. A person can only have one level of authority assigned to them per financial unit.
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For role request approvers, you will see the workflow approval level:
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"Approval for DH" means the approver is reviewing the Department Head approver level
- "Approval for FINU" means the approver is reviewing the financial unit approver level
- "Approval for PCARD" means the approver is reviewing the Procurement Card Administrator level
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"Approval for SE" means the approver is reviewing the Special Entertainment approver level
- "Approval for CT" means the approver is reviewing the cost transfer approver level
Role request approver groups will be renamed soon to align the group name with the associated financial unit code. When reviewing role requests for approval, please be sure to note the level and the financial unit for the approval item before clicking on the item to review it.
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Fund Management Office Hours
Every Thursday
11:00am - 12:00pm
At this week’s office hours, we will be hosting a demo of the new Department Operations Dashboard. Come get your questions answered and solidify your knowledge and understanding from a useful and fun information packed session. Don’t miss it!
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Reporting Workshop: Dashboard of the Week Series
Monday, February 6 @ 11:00am - 12:00pm
Join us virtually each week as we dedicate time to training on a specific dashboard or report. The workshop format will include an interactive report demo, discussion of what questions the report can answer, opportunities to ask questions and walk through your use cases, and hear how others are using the dashboard or report. Next week's session will feature the Transaction Details.
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NEW! Financial Accounting Program: Upcoming Information Sessions
We invite you to hear more about the Financial Accounting Program by attending an upcoming Information Session for the following dates. Please register using links below:
This program is currently being offered at no cost to you! We encourage you to share this information with your teams, colleagues, and those who may be interested in participating in the program or taking the assessment. We appreciate the partnership with UC San Diego Division of Extended Studies and the support from supervisors across campus and health sciences.
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IPPS Hot Topics: Concur on Your Device
Wednesday, February 22 @ 10:00am - 11:00am
Learn about various mobile and electronic features available with Concur that can make your travel and reconciliation easier.
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Oracle: Buying and Paying for Goods & Services
Thursday, February 23 @ 9:00am - 11:00am
This course will be especially valuable for employees who want to further their understanding of buying on campus or those who will be approving requisitions or invoices. Instruction will involve an introduction to Oracle Procurement as well as hands-on practice and feedback to gain valuable, practical experience. Intended for fiscal administrators, fund managers and financial managers who are familiar with sponsored award management on campus and would like to learn about more advanced buying terminology and concepts.
Topics Covered:
- Shopping for and purchasing goods and services
- Searching across UC San Diego requisitions and POs
- Approving invoices and requisitions
- Closing POs
- Processing NonPO payments through Oracle Procurement
- Checking PO and NonPO invoice status
- Receiving credits through refund checks
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Reporting 1:1 Sessions
Sign up for a 1:1 Zoom session to meet with a member of the BI & Financial Reporting team who can answer your specific questions about financial reporting and dashboards/panoramas in the Business Analytics Hub (BAH).
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Call the UC San Diego Finance Help Line! Knowledgeable agents are standing by to assist you and answer Finance-related questions.
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Click to access the Event Calendar on Blink, which showcases a consolidated view of Office Hours, Instructor-Led Training sessions, and Hot Topics.
Be sure to try out the different calendar views in the upper right corner!
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NEW! Department Operations Dashboard
The new Department Operations Dashboard provides year-to-date overall net financial surplus or loss by Managerial Fund categories, Mission, or Project Classification. It is intended to help department fiscal managers, MSOs, DBOs, and Assistant Deans understand the health of their operations. The dashboard is accessible from the Business Analytics Hub under the Budget and Financial Management tab. For more information about the dashboard, visit the Department Operations Dashboard Blink page and join the Fund Management office hours this week to see a demo.
This dashboard is a result of the feedback, testing, and work done by the following members of the Fiscal Managers Reporting Workgroup: Jennifer Mathews, Anna Nordeen, Devaney Kerr, Tami Stein, Jillian Kochan, Jamie Atkinson, Becky Uhl, Hanna Choe, Teresa Wassum, Ariel Tam, Yani Salas, Daniel Redfern, Heather Fagan, Eva Thiveos, & Beverly Randez.
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How to Add a Line to an Existing Purchase Order
Earlier this month, the ability to add a new line to an existing Purchase Order was added to Oracle Procurement. You can review our KBA for more information on how to do this, as well as how this feature can be used to change the POETAF/COA referenced on a partially invoiced PO.
Request Forms in Oracle Procurement
As you may have noticed, the request form offerings in Services & Support was greatly reduced and changed. Request forms can be used to order items that cannot be found in Advanced Search or punchout offerings. If you want guidance on these new forms, we would first recommend referring to our Request Forms Overview video guide. Once you know which form is appropriate for your purchase, refer to our Ordering Goods & Services with Request Forms video guide for more assistance in completing the proper form.
Advanced Search Feedback
Do you have any feedback about the Advanced Search feature in Oracle Procurement? Fill out the Advanced Search Survey or send feedback to UCSDFeedback@labviva.com. Both of these links can be found on the Advanced Search landing page.
Did You Know?
Keeping your Travel Profile in Concur updated will streamline the booking process and assure that you’re getting your loyalty reward program benefits. Check regularly to make sure your payment cards are current and that no information has changed. Add loyalty rewards numbers, travel arrangers, emergency contact info, special preferences, and more! Concur requires certain fields but completing your full profile with current information only benefits you, the traveler.
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The Support Framework: Your Guide to Finding Help
Learning all there is to know about budget & finance can feel daunting.
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The Support Framework is designed to help the Budget & Finance community, including faculty or staff with financial responsibilities, identify their resources based on the following questions:
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What can I do on my own?
- Where can I get help?
- Who can help escalate?
- How do I suggest enhancements?
Bookmark or download a copy for quick links to various resources available to you.
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Each Tuesday, the Weekly Digest provides important updates related to
Budget & Finance, including Oracle Financials Cloud and Concur Travel & Expense.
Our goal is to deliver timely information that matters to you.
Not sure where to find answers? Get started using our Support Framework.
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