How to Determine the Oracle & Concur Standard Roles Departmental Preparers Need


Overview


Critical Concepts


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:

 

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


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