Overview
- 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
Critical Concepts
- All role requests must be submitted through Services & Support using the Oracle and Concur Role Requests form
- Read article on How to Request Oracle System Roles (Standard Roles) to get instructions on how to request inquiry and reporting roles
- Read article on How to Look Up User Roles in Oracle to find out what roles you have
- Read article on How to Lookup Role Request Approvers to find out who your role approvers are
Standard Roles for Departmental Preparers
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. |
Inquiry and Reporting Roles
All of the six roles listed below are requested using the process for a Standard Roles Request. Read article on How to Request Oracle System Roles (Standard Roles) to get instructions on how to request inquiry and reporting roles.
|
Standard Role Name |
Role Description |
Home Page Tab |
Oracle Home Page Tile |
|
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 BI Catalog to run standard and custom BI reports. These BI reports are part of the Business Analytics Hub under the Budget & Finance section. |
Tools |
|
Departmental Roles
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 that create Contracts and project invoices need the following role:
|
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. 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 |
|
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 Transfer or Split, but not Split and Transfer. The initiator will need to do each one separately to achieve desired results. Cost transfer initiators can't be an approver for any unit. Approvers have the UCSD WF XXXXXXC Cost Adjustment Approver JR role. |
Projects and Awards |
Not Applicable |
Department positions that do accounts receivable functions also need*:
*Users do not need AR roles to perform external billing and recharges. Project billing is done in the Contract Management area of the Project Portfolio Management (PPM) module.
|
Standard Role Name |
Role Description |
Home Page Tab |
Oracle Home Page Icon |
|
UCSD AR Inquiry and Reporting JR |
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 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 |
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
If you still have questions or need additional assistance, please submit a ticket