Overview
This article will provide information on how to determine the Oracle & Concur standard roles departmental preparers need.
Essential Information
- Oracle Financials Cloud and Concur standard roles allow departmental users to either view transactions and reports, or create a transaction with review from another person (an approver).
- Standard roles are allowed to be requested by all UCSD Campus business unit users.
- Elevated roles are typically for IT Services & Campus Central Office staff only.
- Access request forms for UCPath can be found here: Payroll & HR Service Catalog.
- Access request forms for Kuali Research can be found here: Research Service Catalog.
Keywords:
- AR - Accounts Receivable
- AP - Accounts Payable
- BI - Business Intelligence
- GL - General Ledger
- OFC - Oracle Financials Cloud
- PPM - Project Portfolio Management
- PADUA - Projects & Awards Data Update Application
- PO - Procurement
Next Steps
Automatically Assigned Roles (No Access Request Needed):
Everyone in the UC San Diego community (employees and affiliates established in MyAffiliates):
| Standard Role Name | Role Description |
| UCSD IT Self Service User JR |
This role is automatically given to all employees, ability to view all requisitions and create/submit requisitions with $0 purchasing authority and access to Concur to make travel and expense requests. No access request needed. |
Inquiry and Reporting Roles:
All OFC users need to request the six roles listed below are requested using the process to request inquiry and reporting roles.
Read article KB0033631, How to Request Oracle Inquiry and Reporting Roles to get instructions on how to submit the request for these roles.
- Before access is requested, check to see what roles you have: How to Look Up User Roles in Oracle
|
Standard Role Name |
Role Description |
Home Page Tab |
Oracle Home Page Tile |
|
UCSD AR Inquiry and Reporting JR |
This role grants the ability to view accounts receivable invoice transactions, review customer account details, view receipt entries, and view revenue adjustments. Provides access to Receivables tile under the Billing and Receivables tab on your Oracle home page. |
Billing and Receivables |
|
|
UCSD PPM Project Inquiry and Reporting JR |
The role grants access to view PPM data across sponsored and non-sponsored projects. Provides data access to the Costs tile under the Projects and Awards tab on your Oracle home page. |
Project and Awards |
|
|
UCSD PPM Grants Inquiry JR |
Access to view grants (awards) and award performance. Provides access to Awards tile under the Projects and Awards tab on your Oracle home page. |
Projects and Awards |
|
|
UCSD GL Inquiry and Reporting JR |
Access to view journal entries and general ledger reports in the Financial Reporting Center. Provides access to Journals tile under the General Accounting tab and the Financial Reporting Center tile under the Tools tab on your Oracle home page. Provides access to Manage Project Costs task in PPM. |
General Accounting
Tools |
|
|
UCSD AP Reporting |
Access to view AP reports. Much of the access to view Accounts Payable Invoices is part of the IT Self Service role is that automatically given. |
Procure to Pay |
|
|
UCSD PO Reporting JR |
Access to Procurement reports. Much of the access to view Procurement is part of the IT Self Service role is that automatically given. |
Procure to Pay |
|
|
UCSD BI Consumer JR |
Access to Oracle BI Catalog to run standard and custom Oracle BI reports. These Oracle BI reports are part of the Business Analytics Hub under the Budget & Finance section. Other Cognos-based financial reports like the Faculty & Research Dashboard need this role to access the reports. This role does not automatically provide access to UCPath or payroll reports, and access to those reports are requested here: UCPath Cognos Reports Access Request. |
Tools |
|
Transacting Roles for Departmental Users:
Examples of users that need to request additional standard roles if they don't have them:
- Fund Manager
- Fiscal Assistant
- Financial Analyst
- Financial Manager
- Administrative Assistant
- Research Administrator
- Department Business Officer
- Chief Administrative Officer
Departmental users who create Contracts and project invoices need the following roles:
- To request access, read article KB0033755, How to Request to Roles for Billing Customers in PPM or AR (Standard Roles)
|
Elevated Role Name |
Role Description |
Home Page Tab |
Oracle Home Page Icon |
|
UCSD PPM Project Budget and Contract Manager |
Ability to manage budgets for Projects in PPM. Also used to manage contract billing on service agreements. This role is needed if you don't have the Contracts tile under the Projects and Awards tab on your Oracle home page. This role is needed if you want to access the Contract Management Dashboard (CMD). Exception: This role is 'elevated' for Health staff (Medical Centers, Physician Group and Population Health Services), and should not be requested unless instructed. |
Projects and Awards |
|
|
UCSD AR Invoice Entry JR |
Ability to create and manage invoice transactions. Exception: This role is 'elevated' for Health staff (Medical Centers, Physician Group and Population Health Services), and should not be requested unless instructed. |
Billing and Receivables | |
|
UCSD AR Adjustment Entry JR |
Ability to create and manage invoice adjustments. Exception: This role is 'elevated' for Health staff (Medical Centers, Physician Group and Population Health Services), and should not be requested unless instructed. |
Billing and Receivables |
Not Applicable |
Departmental users that initiate Cost Transfers from one project or task to another need the following role:
|
Standard Role Name |
Role Description |
Home Page Tab |
Role Provides Oracle Home Page Icon |
|
UCSD PPM Project Adjustment JR |
Access to initiate cost transfers from one project or task to another. Functionality includes the ability to Split, Transfer, and Split & Transfer. Approvers have the UCSD WF XXXXXXC Cost Adjustment Approver JR role. Users can have access to both roles, when appropriate, but will not be able to approve their own initiated cost transfers. To request access, read How to Request UCSD PPM Project Adjustments JR Role |
Projects and Awards |
Not Applicable |
Departmental users who create general projects using the PADUA application need the following role:
|
Standard Role Name |
Role Description |
Home Page Tab |
Role Provides Oracle Home Page Icon |
|
UCSD PPM PADUA Write User JR |
Access to create and update general projects using the PADUA application. To request access, read How to Request UCSD PPM PADUA Write User JR Role |
Not Applicable |
Not Applicable |
Workflow Roles for Departmental Preparers
- Common department Additional Roles include:
- Workflow approver roles for Oracle & Concur Watch: How to Request Workflow Approver Roles
- Delegated purchasing authority of $500, $2500, or $5000 Watch: How to Request Delegated Purchasing Authority
- When completing the Access Request form, be sure to select all the Financial Unit(s) that you are an approver for.
- Learn How To Request Roles: Oracle and Concur Role Request Instruction Guide
- The Services and Support platform routes to each Financial Unit selected one-at-a-time, and could take awhile for all approvals for the workflow roles provisioned in Oracle and Concur.
- If you need support requesting workflow roles for multiple Financial Units across different Departments, please submit a ticket.
- We will address concerns about these requests on a case-by-case basis to determine the method for Role provisioning.
Supplemental Guides
- Refer to article KB0032242, How to Look Up User Roles in Oracle to find out what roles you have before requesting additional roles to be assigned.
- Refer to article KB0033069, How to Lookup Role Request Approvers to find out who your role request approvers are.
- Refer to article KB0033521, How to Process Transactions in the RMP Recharge Application to find out how to get access to the RMP Recharge App.