Overview
This article provides information on the Oracle & Concur standard roles that can be assigned to departmental users for the Campus Business Unit. Specifically, you will learn about OFC Inquiry and Reporting Roles, Transacting Roles for Department Users, and Workflow Roles for Departmental Approvers. Oracle Financials Cloud and Concur standard roles allow departmental users to view transactions and reports, and depending on the role, create a transaction with approval from another person (an approver).
Essential Information
- For information on automatic access to Oracle & Concur, read article KB0035165: Automatically Assigned Oracle & Concur Access for New Users (No Access Request Needed).
- All users who need guidance with Oracle & Concur access should KB035165 before proceeding.
- Standard roles are allowed to be requested by all UCSD Campus business unit users.
- Some roles have specific training requirements to be completed before a role request can be submitted.
- See Blink for more information: Budget & Finance Training.
- 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
- FA - Fixed Assets
- GL - General Ledger
- OFC - Oracle Financials Cloud
- PPM - Project Portfolio Management
- PADUA - Projects & Awards Data Update Application
- PO - Procurement
- CIPERB - Customers, Invoices, Project Expenses Report & Billing
Workflow Roles for Departmental Approvers
- To obtain workflow approver roles for Oracle & Concur, read article KB0032695: How to Request a Concur Approver Role.
- When completing the Access Request form, be sure to select all the Financial Unit(s) that you are an approver for.
- 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.
- Training Requirements for workflow roles include:
- Financial unit approver roles, complete the Finance Training Program: Oracle Foundations and Accounting in Oracle for Non-Accountants.
- Cost transfer approver roles, complete the Finance Training Program: Oracle Foundations and Intermediate PPM Concepts.
Frequently Asked Questions
Q: How do I request access to specific roles in Oracle and Concur?
A: To request access to specific roles, use the Oracle and Concur Role Requests Form. Ensure you select the correct roles and provide any necessary approvals. 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.
Q: How can I add or remove role request approvers for a Financial Unit?
A: To add or remove approvers for a Financial Unit, submit a request with the details of the individuals to be added or removed, along with the relevant Financial Unit information. Refer to article KB0033069: How to Lookup Role Request Approvers to find out who your role request approvers are.
Q: Can student workers obtain Oracle roles?
A: Yes, student workers can obtain Oracle roles, such as viewing the TDR and Faculty Researcher Dashboard, if their job responsibilities require it. Ensure proper approvals are obtained.
Q: How do I update the department head or approver roles in Oracle and Concur?
A: To update the department head or approver roles in Oracle and Concur, submit a request with the current and new approver details. Ensure you have the necessary approvals for the changes.
Q: How do I request access to specific financial reports?
A: To request access to specific financial reports, refer to the Next Steps section below for resources and information.
Q: How do I handle changes in departmental roles and responsibilities?
A: For changes in departmental roles and responsibilities, submit a request to update the relevant roles and approvers. Ensure that all changes are documented and approved by the appropriate authorities.
Q: How do I handle missing or incorrect access for new employees?
A: For new employees, ensure that all required roles are requested and approved. If access is missing or incorrect, submit a request to update the roles and provide any necessary approvals.
Q: What should I do if I encounter an error with role requests?
A: If you encounter an error with role requests, review the instructions and ensure all required fields are filled correctly.
Q: How do I get access to the RMP Recharge App?
A: 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.
Q: How do I get a purchasing authority for my department?
A: Refer to article KB0033630: How to Request a Purchasing Authority (Department Shopper Job Grade) to fund out how to get delegated purchasing authority of $500, $2500, or $5000.
Next Steps
Access to Financial Reporting in Cognos (BI Consumer Role Only):
Read article KB0035092, How to Request Access to Financial Reports in Cognos (BI Consumer Role) to get instructions on how to submit the request for this role.
| Standard Role Name | Role Description | Training Requirements |
| UCSD BI Consumer JR |
This role is needed by anyone who needs to access financial reporting in Cognos, such as the Faculty & Researcher Dashboard, Transaction Details Report, etc. |
None |
If the person needs to view certain transactions in OFC or data in Oracle-based reporting, then continue to the next section for Inquiry and Reporting Roles.
OFC Inquiry and Reporting Roles:
1. Examples of users that need to request inquiry and reporting roles, if they don't have them include:
- Fund Manager
- Fiscal Assistant
- Financial Analyst
- Financial Manager
- Administrative Assistant
- Research Administrator
- Department Business Officer
- Chief Administrative Officer
2. 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, KB0032242: How to Look Up User Roles in Oracle.
|
Standard Role Name |
Role Description |
Home Page Tab |
Oracle Home Page Tile |
Training Requirements |
|
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 the Receivables tile under the Billing and Receivables tab on your Oracle home page. |
Billing and Receivables |
| |
|
UCSD FA Inquiry and Reporting JR |
This role grants access to view fixed assets. Provides data access to the Asset Inquiry tile under the Fixed Assets tab on your Oracle home page. |
Fixed Assets |
| |
|
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 |
|
Finance Training Program:
|
|
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 |
|
None |
|
UCSD CIPERB Read User JR |
Read only access to CIPERB application. |
Not Applicable |
Not Applicable |
Transacting Roles for Departmental Users:
1. 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
2. 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 |
Training Requirements |
|
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). To request this role for CMD access, read article KB0033764, How to Request PPM Project Budget and Contract Manager JR Role. 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 |
|
Finance Training Program:
|
|
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 | Finance Training Program: Oracle Foundations | |
|
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 |
|
3. 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 |
Training Requirements |
|
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 |
Finance Training Program:
|
4. 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 |
Training Requirements |
|
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 |
Finance Training Program:
|
5. Departmental users who create and edit customer accounts using the CIPERB application need the following roles:
*To request access, read How to Request CIPERB Roles to Create & Edit Customer Accounts (Not Parties).
|
Standard Role Name |
Role Description |
Home Page Tab |
Role Provides Oracle Home Page Icon |
Training Requirements |
|
UCSD CIPERB Manage GP User JR |
Access to view non-sponsored project data using the CIPERB application. |
Not Applicable |
Not Applicable |
Finance Training Program:
CIPERB: Customers, Invoices, Project Expenses Report & Billing |
|
UCSD CIPERB Manage Customer Accounts Only JR |
Access to credit and edit customer accounts using the CIPERB application. |
Not Applicable |
Not Applicable |
Finance Training Program:
CIPERB: Customers, Invoices, Project Expenses Report & Billing |
6. Departmental users who create and edit customers (parties) using the CIPERB application need the following roles:
*To request access, read How to Request CIPERB Roles to Create & Edit Customers (Parties).
|
Standard Role Name |
Role Description |
Home Page Tab |
Role Provides Oracle Home Page Icon |
Training Requirements |
|
UCSD CIPERB Manage GP User JR |
Access to view non-sponsored project data using the CIPERB application. |
Not Applicable |
Not Applicable |
Finance Training Program:
CIPERB: Customers, Invoices, Project Expenses Report & Billing
|
|
UCSD CIPERB Manage Customer ALL JR |
Access to credit and edit customers (parties) using the CIPERB application. *Note: This role needs additional approval to be assigned. |
Not Applicable |
Not Applicable |
Finance Training Program:
CIPERB: Customers, Invoices, Project Expenses Report & Billing |
7. Departmental users who create and upload mass Events using the CIPERB application need the following roles:
|
Standard Role Name |
Role Description |
Home Page Tab |
Role Provides Oracle Home Page Icon |
Training Requirements |
|
UCSD CIPERB Manage Events JR |
Access to create and upload mass events using the CIPERB application. |
Not Applicable |
Not Applicable |