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Oracle and Concur Role Requests

Learn how to request access to Oracle Financials Cloud and Concur Travel & Expense.

Oracle Financials Cloud (Oracle) and Concur systems, collectively, the financial information system on launched July 1, 2020 with an automated request process to support user provisioning post go-live.

Benefits of an automated access provisioning process include:

  • Streamlined experience for both submitting and approving financial system access requests
  • Enable checkpoints within central offices for segregation of duty conflicts and elevated role requests
  • Provide a consistent audit trail for provisioned employees
  • Provide a scalable solution for future financial system access requests 

The new financial information system provisioning process applies to all members of the University community including faculty, students, administrative officials, staff, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Access Requests to Financial Systems

Access Request and Removal Process

Tasks Prior to Submitting an Oracle & Concur Access Request

In order to have your access request processed in the most efficient manner, please use the process outlined below to check for roles already assigned to your user profile. Note: All employees and affiliates will automatically have a basic level of access to Oracle ($0 PO Requisitioner role) and Concur. Also, to view this report, you must have the UCSD BI Consumer JR role.

The UCSD-BIP Campus User Roles report in the Business Analytics Hub provides a list of all users set up in OFC and the roles they have been provisioned. This report can be used for two primary purposes:

  1. Determine which roles a user has been provisioned.
  2. Determine if a user has an SSO account established, where all users who have SSO accounts will be included in this report. If an individual is not included in this report, that person does not have an SSO account set up in OFC

Follow these instructions: How to Look Up User Roles in Oracle. Departments should identify a few people per unit to become familiar with the roles and access request guidelines to help coordinate and vet access requests. Also, please be sure to review and discuss appropriate roles with your financial unit approvers before submitting a request.


Completing Requests


Approving Role Requests

Process for Role Assignment Review

  1. After financial unit approval, roles requests will be reviewed for separation of duties, conflicts by internal controls
  2. Separation of duties is necessary to ensure transactions are being completed in a manner that prevents errors or fraud
  3. Roles that are identified as elevated will be reviewed for proper access by domain leads
  4. Once roles are approved by the department and central office, the user will be provisioned in Oracle and Concur
  5. The approver and individual provisioned will receive notification through an email

Role Removal Requests

  1. When an employee separates or transfers to another UC San Diego department, the department is responsible for completing an Oracle and Concur Role Removal request. 
  2. When an employee transfers departments, the new home department is responsible for evaluating and requesting appropriate system access based on the employee's new roles and responsibilities.
  3. Use the Campus User Roles Report to see what access is provisioning to a user/individual. 

Standard Oracle Roles

Standard roles are roles that anyone may be assigned because the permissions that are contained within a role allows the person to either view transactions and reports, or create a transaction with review from another person. Standard roles are typically for department preparers/users.

Before submitting an Oracle and Concur Role Request for standard roles, please read knowledge base article (KB0032200): How to Determine the Oracle & Concur Standard Roles Departmental Preparers Need.

  

Role Name Description Domain
UCSD GL Inquiry and Reporting JR Access to view journals and reports. User Examples: Anyone that has access to the system should receive all inquiry and reporting roles General Ledger
UCSD AR Invoice Entry JR Ability to create and manage invoice transactions, review customer account details, review journal entries, and manage revenue adjustments. User Examples: Primarily for invoice preparers with accounts receivable duties assigned by their departments.

Exception: This role is 'elevated' for Health staff (Medical Centers, Physician Group and Population Health Services), and should not be requested unless instructed.
Accounts Receivable
UCSD AR Adjustment Entry JR Ability to create and manage invoice transactions. Approve invoice adjustments and create a credit memo. User Examples: Primarily for department approvers.

Exception: This role is 'elevated' for Health staff (Medical Centers, Physician Group and Population Health Services), and should not be requested unless instructed.
Accounts Receivable
UCSD PPM Project Inquiry and Reporting JR Access to view projects and project performance. User Examples: Department fund and financial managers with non-sponsored projects.

Project Portfolio Management
UCSD PPM Grants Inquiry JR Access to view grants (awards) and award performance. User Examples: Department fund and financial managers with contracts and grants (sponsored projects). Project Portfolio Management
UCSD PPM Project Budget and Contract Manager This role is intended for Department support staff that manage budgets for Sponsored Projects. This is normally fund managers.

Exception: This role is 'elevated' for Health staff (Medical Centers, Physician Group and Population Health Services), and should not be requested unless instructed.
Project Portfolio Management
UCSD AP Reporting JR Ability to view Accounts Payables reports. Accounts Payable
UCSD PO Reporting JR Access to reports Procurement
UCSD IT Self Service User JR Employee role given to everyone in Oracle, ability to view all requisitions and create/submit requisitions with $0 purchasing authority. Information Technology
UCSD BI Consumer JR Access to run BI reports. User  Business Intelligence

Elevated Oracle Roles

Elevated privileges are defined as roles or permissions that- if misused or compromised- could allow a person to exploit the University’s financial systems or impact financial statements

More specifically, elevated roles need additional review by the project team and internal controls because they allow the person to create transactions without review from another person or modify the system in a way that impacts the greater financial community. Elevated roles are typically for IT Services & Campus and Health Central Office staff only.

 

Role Name Description Domain
UCSD GL Journal Entry JR Create journals. User Examples: Level 3 financial units should designate a primary GL journal entry preparer and approver, with an additional backup preparer and approver as secondary. (Primarily for department VC contacts) General Ledger
UCSD GL Journal Import Management JR Correct import errors, review subledger journals. User Examples: OPAFS, GA, Foundation, Health General Ledger
UCSD GL Journal Post JR Post journals.  User Examples: GA, Foundation, Health as one of these groups must approve all journals in the GL prior to posting. General Ledger
UCSD GL Budget Import JR Create budgets and correct budget import errors General Ledger
UCSD GL Encumbrance Journal Entry JR Create encumbrance journals General Ledger
UCSD GL Maintenance JR Setup role for business processes (manage CoA values, reporting currencies, daily rates) General Ledger
UCSD GL Setup JR Setup role for technical configuration (no transactional access) General Ledger
UCSD GL Period Mgmt JR Manage accounting periods and currency rates General Ledger
UCSD AR Transaction Mgmt JR Ability to review customer account details, create and manage transactions, view accounting entries, and approve adjustments. User Examples: AR Central Office Accounts Receivable
UCSD AR Cash Applications JR Apply payments to receivables and non-receivables transactions. User Examples: Cashiers Central Office Only. AR Receipts  Accounts Receivable
UCSD AR Collections Agent JR View collections dashboard, manage collection tasks and activities. User Examples: AR Central Office  Accounts Receivable
UCSD AR Setup JR Setup role for technical configuration (no transactional access). User Examples: AR Central Office or ITS Only. AR Central Office Accounts Receivable
UCSD AR Period Mgmt JR Manage accounting period and post AR subledger transactions to the general ledger. User Examples: AR Central Office Only. AR Central Office Accounts Receivable
UCSD AR Customer Maintenance JR Ability to create and update customer profiles, accounts, and sites. User Examples: AR Central Office Only. AR Central Office Accounts Receivable
UCSD CE Cash Reconciliation JR Create and reconcile bank statements, schedule processes Cash Management
UCSD CE Cash Transactions JR Create and manage transactions, view cash positions Cash Management
UCSD CE Cash Management Setup JR Manage bank details and cash management profile options  Cash Management
UCSD CE Cash Management Maintenance JR Setup role for technical configuration such as bank account master data (no transactional access)  Cash Management
UCSD CE Cash Management Inquiry JR Access to view cash balances, bank statements, and forecasts . User Examples: Treasury, GL and AR Central Office Cash Management
UCSD PPM Project Management JR Create projects, budgets, and contracts. User Examples: OPAFS and GA Central Office Project Portfolio Management
UCSD PPM Project Task Maintenance JR Manage and maintain projects and tasks. User Examples: OPAFS and GA Central Office  Project Portfolio Management
UCSD PPM Project Setup and Maintenance (Config) JR Setup role for technical configuration such as allocation rules and project/task organizations. User Examples: Central/ITS Project Portfolio Management
UCSD PPM Project Period Management JR Manage accounting periods and scheduling jobs. User Examples: Central Office (OPAFS and GA) Project Portfolio Management
UCSD PPM Project Cost Accountant JR Maintain project costs and revenue. User Examples: Central Office (OPAFS and GA) Project Portfolio Management
UCSD PPM Project Asset Accountant JR Maintain project assets. User Examples: Central Plant Accounting Project Portfolio Management
UCSD PPM Project Billing JR Maintain project billing and invoices. User Examples: Central Office (OPAFS and GA) Project Portfolio Management
UCSD PPM Project Adjustments JR Maintain project adjustments (costing). User Examples: Central Office (OPAFS and GA) Project Portfolio Management
UCSD PPM Grants Management JR Access to grants (awards) administrative functions and data entry. User Examples: Office of Post Award Financial Services Project Portfolio Management
UCSD PPM Grants Management Setup JR Setup role for grants and functional setups. User Examples: Central/ITS Project Portfolio Management
UCSD AP Tax Reporting JR Access to reports such as Form 1099 Accounts Payable
UCSD AP Tax Manager JR Access to Intrastat reporting Accounts Payable
UCSD AP Invoice Entry JR Create and manage invoices, correct import errors, create accounting, mass additions Accounts Payable
UCSD AP Invoice Entry (Edit Only) JR Manage invoices (limited access) Accounts Payable
UCSD AP Inquiry JR Access to view payables Accounts Payable
UCSD AP Invoice Load JR Load Invoices Accounts Payable
UCSD AP Payment Entry JR Create and manage payments, create accounting Accounts Payable
UCSD AP Period Mgmt JR Create and manage accounting periods Accounts Payable
UCSD AP Transaction Management JR Released holds and void payments Accounts Payable
UCSD AP Force Approve Invoice JR Grants Payables Invoice Force Approval Privileges. Works in Conjunction with UCSD AP Transaction Management JR. Accounts Payable
UCSD AP Setup JR Setup role for technical configuration (no transactional access) Accounts Payable
UCSD AP Maintenance JR Setup role for technical configuration (no transactional access) Accounts Payable
UCSD PO Buyer JR Manage PO's and run reports Procurement
UCSD PO Buyer Edit Only JR Manage PO's (limited access)  Procurement
UCSD PO Inquiry JR Access to view requisitions, PO's, and suppliers Procurement
UCSD PO Catalog Management JR Access to and management of procurement catalog Procurement
UCSD PO Interface Management JR Access to purge interface documents Procurement
UCSD PO Setup JR Setup role for technical configuration and business processes  Procurement
UCSD SM Supplier Maintenance JR Manage suppliers (create, import, and merge suppliers). User Examples: IPPS Supplier Management
UCSD SM Supplier Self Service Administrator JR Self-service role for suppliers to maintain profiles and provision user accounts. User Examples: Suppliers Supplier Management
UCSD SM Supplier Catalog Administrator JR Self-service role for suppliers to maintain catalogs. User Examples: Suppliers Supplier Management
UCSD IT Security Administrator JR Create and manage roles Information Technology
UCSD IT Workflow Administrator JR Configure and customize workflow Information Technology
UCSD IT Application Administrator JR Manage admin profile option values Information Technology
UCSD IT Job Scheduler JR Schedule and run jobs Information Technology
UCSD HR Maintenance ALL Data Role Create and modify person records Information Technology
UCSD IT Audit Report JR View access for audit reports Information Technology
UCSD IT Audit Administrator JR Access to enable audit for various objects Information Technology
UCSD IT Scheduled Job Output Viewer JR View access for scheduled jobs and logs. Allows access to output of processes run by other users. Information Technology
UCSD BI Administrator JR Administrative role for BI development; control shared folders and reports, and grants department access to Oracle BI. User Examples: Rarely at the department level (administrator grants all access to BI) Business Intelligence
UCSD BI Modeler JR Access to schedule and publish existing reports. Typically for individuals assigned by their department to create and develop data models. User Examples: Rarely assigned at the department level. Business Intelligence
UCSD BI Author JR Access to create and run BI reports for public domain. Not required for local ad hoc reporting or to view reports. User Examples: Rarely at the department level. Business Intelligence
UCSD IT File Import and Export JR Access to run file import and export functionality in Oracle Information Technology
UCSD Delegation Proxy JR Access to delegate proxies for employees Information Technology
UCSD IT Migration Manager Grants access to migration tools Information Technology

Additional Roles

Common department 'additional roles' include workflow approver roles for Oracle & Concur and delegated purchasing authority of $500, $2500, or $5000. When completing the access request form, be sure to select all the Financial Unit(s) that you are an approver for.

Role Name Description Domain
PO Requisitioner Role (formerly known as the Shopper and Department Buyer Roles) The PO Requisitioner role will apply to the Oracle Procurement and Payables modules. This role will be very similar to the current Index-Informed Shopper and Department Buyer roles and will be available in four different amounts: $0, $500, $2500, $5000.

Employees and affiliates will automatically have access to Oracle with the PO Requisitioner $0 role. Those receiving a role with a delegated purchasing authority ($500, $2500, $5000) will be required to watch a video on Oracle Procurement in UC Learning. 
Procurement
Financial Unit (FinUnit) Approver  The FinUnit Approver role will be responsible for approving all financial transactions related to Procurement, Payables, and Travel and Expense in both Oracle and Concur. Click here to see a list of FinUnit Approvers Workflow Approver
Department Head The Department Head role will be merged with the Standard Entertainment Approver role. This role will continue to be responsible for approval of gifts and awards, as well as most entertainment expenses, within both Oracle and Concur. Note this individual cannot be the same individual designated as the Special Entertainment Approver for a given Financial Unit. Workflow Approver
Special Entertainment Approver The Special Entertainment Approver role will continue to be used for the approval of certain entertainment expenses, both in Oracle and Concur. The process for delegating this role has not changed. Workflow Approver
Procurement Card Department Administrator (formerly known as the Express Card Department Administrator) The Procurement Card Department Administrator will continue to be responsible for the use of Procurement Cards (PCards) within their department. More information on this role, and changes to the PCard process, is coming soon.

More Login Information

Additional details for Oracle and Concur provisioning:

  1. Oracle gets users from UC Path (employees and contingent workers) and MyAffiliates on a nightly basis
    1. Since the definition for contingent workers is narrow, most affiliates are not in there
  2. Log in using your Active Directory (AD) credentials. If that fails then try using Business Systems.  Employees and some Affiliates will be able to login with the AD credential.  Some Affiliates will need to use Business Systems.
  3. Once logged in, they will have access to whatever role they were assigned, or additional roles can be requested based on their job function

When UC San Diego's new Identity system comes online, it will replace MyAffliates, and associate those records with Active Directory.

Support

  • Visit the Budget & Finance Knowledge Base for step-by-step guidance on access to financial systems.

  • For assistance with selecting appropriate roles, inquiries, or approving access requests, please attend an upcoming office hours support session for access provisioning & role requests.
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal