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Effective
4-8-02
Important
changes have been implemented to improve the University's
Oracle accounting system. The system has at its foundation
a chart of accounts (COA) that lists all the valid account
numbers for income and expenses. As part of the original
Oracle implementation, the University also created a second
set of account numbers to record more detailed information
on just expenditures. Starting in April 2002, these two
sets of account numbers will be consolidated into just one
making the use of financial and human resources applications
a bit easier to master and a little faster to use.
How
will the department users benefit from these changes?
Overall
Oracle users should expect to see benefits in the following
areas:
- Many
data entry screens will have new "pop-up" windows
that will simplify the entry of account numbers,
- All
applications will use the same format for account numbers
regardless of which application they are using (and no
more confusion about "leading zeros"!),
- New
functionality will assist data entry and reduce errors,
- Staff
will not need to learn a separate set of account numbers
for income versus expense,
- Consolidated
reports will be able to show both income and expenses
on one report.
What
are the overall changes?
- Oracle
Application Changes (and related forms)
More specifically, applications that formerly used PTAEO
will continue to use PTAEO, but the format for entering
the charging instructions may change. Users may notice
that the segments will appear in the same order P-T-A-E-O
in all applications. New functionality assists data entry
by allowing selection of only Tasks, Awards, and Organizations
that are valid with the Project that has been entered.
Applications that previously used PSOO, including the
Receipts Identification Form (RIF) and JSA will all be
converted to use only PTAEO after the cutover. Paper forms
have also been modified to collect PTAEO rather than PSOO.
- Reporting
Changes
Also, after the COA Consolidation cutover in early April,
all transactions going into the data warehouse will be
based on PTAEO and it will be possible to see both expenditures
and revenue on a single report. PSOO-based reporting will
still be available and supported in Web Statements and
Reports and the BUG library. Some minor changes will be
noticeable on several current reports. Data warehouse
users will be informed of these well in advance.
- Budgeting
Changes
Those who use Oracle Financial Analyzer to enter budgets
have already been informed that they will need to enter
their Management Plan Zero budgets (in June) in the PTAEO
format rather than the PSOO format available in prior
budget cycles. Unit budgets, which have been entered in
PSOO format and are being submitted in February 2002,
will be automatically converted to the new PTAEO format
for Management Plan Zero. The budgeting system will be
converted to support PTAEO budgeting for fiscal year 2004.
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