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Campus User Roles Report

Last Updated: April 8, 2025 3:06:23 PM PDT
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The Campus User Roles Report provides the OFC roles and associated Business Units, Ledgers and other security contexts for those roles. Searchable by user email, username, assignment number, department and role.

The Campus User Roles Report is available from the Business Analytics Hub (bah.ucsd.edu) under the Information Lookup tab.

 

Report Demo

You can find the Campus User Roles Report Demo on the Budget & Finance MediaSpace channel - Fund Management Office Hours playlist.

Access

Access has been provisioned to anyone with standard inquiry and reporting access. Staff who do not have access should complete the Oracle and Concur Role Requests Form. Access failure typically appears as an inability to load prompt values.

  1. Navigate to bah.ucsd.edu. 
  2. Select Budget & Finance. 
  3. If using the List View, look for Campus User Roles in the list or use the search bar at the top right and click the dashboard name  
  4. If using the Card View, click the Information Lookup tab and click Launch on the Campus User Roles tile 
  5. Use your Active Directory credentials to sign in, if prompted.

Navigation

The Cognos and Oracle Tips & Tricks page shares various recommendations on navigating report functionality

Data Selection and View Options

  • Use these parameters to filter for the data you want to see
  • These filters can be used in combination or individually to produce desired results
  • Use the display prompt to select specific sets of access roles for review:
    • All Roles and Access
    • Quarterly Departmental Role and Access Review: this helps departments effectively review Oracle and Concur roles to ensure appropriate personnel have been assigned the proper system access according to the UC IS-3 Policy for Electronic Information Security.
      • Show all roles if Inactive HR Status
      • For users with Active HR Status, shows all roles except for the following:
        • UCSD AP Reporting JR
        • UCSD AR Inquiry and Reporting JR
        • UCSD CIPERB Read User JR
        • UCSD FA Inquiry and Reporting JR
        • UCSD GL Inquiry and Reporting JR
        • UCSD PO Reporting JR
        • UCSD PPM Grants Inquiry JR
        • UCSD PPM Project Inquiry and Reporting JR
        • UCSD BI Consumer JR
    • OFC Inquiry and Reporting Roles:
      • UCSD AP Reporting JR
      • UCSD AR Inquiry and Reporting JR
      • UCSD CIPERB Read User JR
      • UCSD FA Inquiry and Reporting JR
      • UCSD GL Inquiry and Reporting JR
      • UCSD PO Reporting JR
      • UCSD PPM Grants Inquiry JR
      • UCSD PPM Project Inquiry and Reporting JR
      • UCSD BI Consumer JR

 

campus user roles prompt 1

campus user roles prompt 2

 

Report Views

  • Results will display in a table of 10 columns formatted to HTML
  • Use the report controls on the right-hand side to render the report for Interactive, PDF, RTF, Excel or PowerPoint
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules

roles report

Campus User Roles Report

Summary 

The Campus User Roles Report provides the OFC roles and associated Business Units, Ledgers and other security contexts for those roles. Searchable by user email, username, assignment number, department and role.

Business Unit Ledger column: “UCSD” refers to the campus GL and “UCSD Campus” refers to the business unit.  Note: Roles can have different data security that is why some roles like this one have two rows. Usually, subledger roles have business unit level access.

Business Unit Ledger Value Level of Access (Data Security)
UCSD

Campus Ledger Access
FOUNDATION

Foundation Ledger Access
UCSD CAMPUS

Campus Business Unit Access
UCSD MEDICAL CENTER Medical Center business unit access
UCSD PHYSICIANS GROUP Physicians Group business unit access
UCSD POPULATION HEALTH Population Health business unit access
Enterprise Set Data security related to AR roles

For more information regarding roles, please read the knowledge base article (KB0032200): How to Determine the Oracle & Concur Standard Roles Departmental Preparers Need.

Also, please read the knowledge base article (KB0032242): How to Look Up User Roles in Oracle.

 

Business Scenarios

  • What roles do I have in the OFC system?
  • Do I have the necessary roles to run the Project Panorama?

Release Notes & Communications

Date Release Notes & Communications
4/8/2025 Budget & Finance Weekly Digest

Enhancements: 

  • A new display prompt allows you to select specific sets of access roles for review:
    • All Roles and Access
    • Quarterly Departmental Role and Access Review: this will help departments effectively review Oracle and Concur roles to ensure appropriate personnel have been assigned the proper system access according to the UC IS-3 Policy for Electronic Information Security.
    • OFC Inquiry and Reporting Roles
  • Added prompts for Business Unit Ledger and UCPath Status.
  • The Role prompt is now a 'search and select' prompt, allowing users to search for class of similarly-named roles
10/17/2023 Budget & Finance Weekly Digest

Prompts on the Campus User Roles report are now multi-select, enabling users to select more than one name, department, role, or purchasing authority. In addition, two new columns have been added to identify the Financial Unit and Financial Unit L4 from any workflow approver roles (i.e. Financial Unit Approver, Cost Adjustment Approver).
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.