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Training Courses

Budget & Finance training @ UC San Diego

Support teams are in the process of refreshing training courses to provide you with a better understanding of the financial information system functionality and the related processes and procedures to take full advantage of the system. Attend training courses to improve your understanding of budget and financial information and ensure departments’ success in managing the university’s fiscal responsibilities.

 

Fundamental Courses

Fundamental courses provide high-level instruction covering basic financial terms and concepts, policies and procedures, system navigation, and transactional overviews.

Fundamental training is advised for all department preparers with Oracle standard roles -e.g., Fund Managers, Fiscal Assistants, Financial Analysts, and Administrative Assistants

Fundamental eCourses

These Oracle and Concur courses are short in duration and serve as module overviews with new system terminology. eCourses should be viewed prior to watching advanced training courses or registering for instructor-led classes.

Domain Training  Description Recommended Participants
Accounts Receivable Oracle: Accounts Receivable Invoicing 

Requests for a New Customer Account and Edits to an Existing Customer Account, Creating and Editing an Invoice, Invoice Adjustments and Credit Memos, and Setting up a Recurring Bill Plan Billing Reports
(27 mins)

Department positions that work with accounts receivable:

  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
Accounts Receivable Oracle: Advanced Concepts in Accounts Receivable Invoicing

Create/Edit Invoice: Revenue to Multiple Chart Strings & Other Complex Scenarios, Reviewing Customer Account Balances in Detail, and Billing Adjustments and Credit Memos: When to Use and Why (1.5 hrs)

Department positions that work with accounts receivable:

  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
Accounts Receivable Oracle: Accounts Receivable Receipts Applying Payment to a Receivable and a Customer Account, Unapplied Payments and Credits, and Issuing a Refund (17 mins)

Department positions that work with accounts receivable:

  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
Budget & Planning Oracle Budget: Introduction to Budgeting at UCSD Key budgeting changes at UCSD, Oracle bottoms-up budget development, budget preparer role 
(10 mins)
  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Planning and Budgeting Navigation Overview  Oracle Planning and Budgeting (EPBCS) system, key terms and concepts, navigation and task lists
(13 mins)
  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Introduction to Staff Planning Overview of Staff Planning task lists steps in Oracle Planning and Budgeting (EPBCS) system and view of Staff Planning data entry forms (8 mins)
  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Introduction to Faculty Planning Overview of Faculty Planning task lists steps in Oracle Planning and Budgeting (EPBCS) system and view of Faculty Planning data entry forms (9 mins)
  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Introduction to Projects Planning Overview of Projects Planning task lists steps in Oracle Planning and Budgeting (EPBCS) system and view of Projects Planning data entry forms (10 mins)
  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Introduction to Entering Core and Non-Core Funded Budgets

Overview of Non-Compensation Planning Tasks in Oracle Planning and Budgeting including how to Review and Realign Core Recurring Budget, Review and Realign Core One-Time Budget, How to Enter Requests for New Core Funding from the campus and how to Enter Budget Plans for Non-Core, Other Unrestricted Funds
(9 mins)

  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Introduction to Budget Review and Approval using Reports and Dashboard Overview of the final steps in the budget development review process in the Oracle Planning and Budgeting (EPBCS) system
(13 mins)
  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Introduction to SmartView for Oracle Planning & Budgeting Overview and demonstration of how to use the Smart View Excel Add In to connect to a database, navigate to task lists, access forms, enter data, and submit data as an alternative to Oracle’s EPBCS web application (22 mins)
  • Budget preparers
  • Financial Officers
Financial Accounting/Oracle PPM Capital Projects Oracle: Advanced Concepts in PPM Capital Projects

Project Maintenance Financial Transactions and Capture Costs Financial Monitoring and Reporting Project Closeout (1.5 hrs)

  • Fund Manager
  • Fund Financial Managers
Financial Accounting/Oracle PPM General Projects Oracle: Advanced Concepts in General Project Recharges

Recharge mechanism in future state, How to generate and upload an Miscellaneous Cost Import (MCI) file, and How to view generated recharges in PPM (1 hr)

  • Fund Manager
  • Fund Financial Managers
Financial Accounting/Oracle PPM General Projects Oracle: Advanced Concepts for PPM Project Billing

Overview of accounts receivable in PPM, Step-by-step process for creating and approving contracts and associating them with tasks, Step-by-step process for generating invoices, and Tracking PPM receivables (1 hr)

  • Fund Manager
  • Fund Financial Managers
General
Ledger
Oracle: Introduction to Creating Journals Create Journal in User Interface and Create Journal in a Spreadsheet 
(13 mins)
  • Budget preparers
  • Financial Officers
Post Award Financials/Oracle PPM Awards Oracle: Advanced Concepts in PPM Awards

Award structure and beginning-to-end process, POET(AF), Navigation of the various award spaces, and Viewing and navigating budget and costs (2 hrs)

 

  • Research Administrators
  • Fund Managers
  • Financial Managers
Project Portfolio Management The University Cost Transfers training provides a general overview of the various types of cost transfers, uses, and system navigation. Topics include how to initiate & approve cost transfers, and view cost transfers in OFC. (60 mins)
Downloadable: Training FAQs and Training Deck

Department positions that perform cost transfers:

  • Fund Manager
  • Fund Financial Managers
  • Financial Officers
Project Portfolio Management Oracle: Introduction to PPM Awards Award beginning-to-end process, Award and Project set-up and maintenance, Manage and review costs, and Closeout process
(18 mins)

Department positions that work with sponsored projects:

  • Fund Manager
  • Fund Financial Managers
Project Portfolio Management Oracle: Introduction to PPM General Projects Reasons to create a new project, Project and task set-up and maintenance, Budget creation or editing, and External billing process (14 mins)
  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
  • Fund Financial Managers
Procurement University Procurement Card Program Procurement Card Use and Benefits, Program Guidelines, and Cardholder Responsibilities (17 mins)
  • Approved Cardholders
Procure to Pay Payment Compass Webinar Session provides an overview of Payment Compass navigation as well as the registration process. 
(40 mins)
  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
  • Fund Financial Managers

Oracle: Buying and Paying for PO Requisitioners

UC Learning Registration: Oracle: Buying and Paying for PO Requisitioners

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 2 hours

Recommended Participants: Anyone that prepares purchase order requisitions in Oracle Procurement to buy goods or services for their department.

Course Overview: This course will be especially valuable for employees who want to further their understanding of buying on campus. Instruction will involve an introduction to Oracle Procurement as well as hands-on practice and feedback to gain valuable, practical experience. Intended for fiscal administrators, fund managers and financial managers who are familiar with sponsored award management on campus and would like to learn about more advanced buying terminology and concepts.

  • Shopping for and purchasing goods and services
  • Searching across UC San Diego requisitions and POs
  • Closing POs
  • Processing NonPO payments through Oracle Procurement
  • Checking PO and NonPO invoice status
  • Receiving credits through refund checks

Self-Help Resources: 

UC San Diego Travel: Before You Go

UC Learning Registration: UC San Diego Travel: Before You Go

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 1.5 hrs 

Recommended Participants: Travel Arrangers, Delegates, Travelers and Financial Managers

Course Overview: The course will include an in-depth explanation of topics covered in the Concur Travel and Expense eCourse. This course will be especially valuable for employees who travel or book business travel and want to further their understanding of travel preauthorization and UC San Diego's instance of Concur Travel booking tool. Intended for travel arrangers, delegates, travelers, and financial managers who are familiar with Travel Policy G-28 and would like to learn about more advanced Concur Travel terminology and concepts.

  • Review the process to request travel preauthorization via Concur Request
  • Be able to request a new University Travel & Entertainment Car
  • Learn how to book travel via Concur Travel

Self-Help Resources: 

UC San Diego Travel: Reporting Expenses

UC Learning Registration: UC San Diego Travel: Reporting Expenses

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 1.5 hrs 

Recommended Participants: Travellers, Preparers, and Approvers 

Course Overview: Those involved in the process of trip reconciliation for business travel at UC San Diego, including travelers, preparers (Concur Delegates) and approvers. The course provides an overview of UC San Diego travel policy and procedure, including summarized guidelines, resources, and information about online tools. In this course, you will learn about Concur processes for prepaying travel and claiming expenses after the business trip occurs in accordance to Travel Policy G-28.

  • Arranging for prepayment of fees, such as registration
  • Making deposits, such as for hotels
  • Reporting expenses
  • Claiming traveler reimbursement

Self-Help Resources: 

Core Courses

Core courses provide in-depth instruction covering advanced concepts, including embedded business processes, what-if scenarios, best practices, and workflow hierarchies, including information for Financial Unit Approvers.

Departmental staff working with sponsored projects and accounts receivable should take additional function-specific training courses.

Concur: Event and Expense Reimbursements

UC Learning Registration: Concur: Event and Expense Reimbursements

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 2 hours

Recommended Participants: Preparers, meeting/event hosts, financial managers, and entertainment approvers

Course Overview: The course will include an in-depth explanation of Concur processes related to meetings, entertainment, and business expense reimbursements. This course will be especially valuable for employees who host meetings and events and want to further their understanding of the expense reconciliation process via Concur. Also, those who previously utilized MyPayments for requesting employee reimbursements for business expenses may attend this course. Intended for preparers, meeting/event hosts, financial managers, and entertainment approvers who are familiar with Entertainment Policy BUS-79 and would like to learn about more advanced meetings and entertainment terminology and concepts.

  • Learn how to submit event payment requests and employee reimbursements via Concur
  • Review the process to submit event vendor payments
  • Be able to view and reconcile Travel & Entertainment card transactions

Self-Help Resources: 

Oracle: Advanced Concepts in PPM Awards

Recorded Training: Oracle Advanced Concepts in PPM Awards

Training Office: Office of Post Award Financial Services

Course Details: Recorded Instructor-led training/ 2 hours

Recommended Participants: Research administrators, fund managers and financial managers

Course Overview: The course will include more in-depth explanations of topics covered in Introduction to Oracle PPM Awards. This course will be especially valuable for employees who want to further their understanding of post-award management on campus. Intended for research administrators, fund managers and financial managers who have a basic understanding of Oracle PPM Awards and would like hands-on practice and feedback to gain valuable, practical experience. Intended for research administrators, fund managers and financial managers who are familiar with sponsored award management on campus and would like to learn about more advanced Oracle PPM terminology and conceptss

  • Award structure and beginning-to-end process
  • POET(AF)
  • Navigation of the various award spaces
  • Viewing and navigating budget and costs

This is not an introductory course. Participants should first complete 

Self-Help Resources: 

Oracle: Buying and Paying for Financial Unit Approvers

UC Learning Registration: Oracle: Buying and Paying for Financial Unit Approvers

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 1.5 hours

Recommended Participants: Fiscal administrators, fund managers and financial managers who approve invoices or purchase order requisitions

Course Overview: This course will be especially valuable for employees who will be approving invoices and requisitions for purchase orders in Oracle Procurement. Instruction will involve an overview of responsibilities and functions as well as hands-on practice and feedback to gain valuable, practical experience. Intended for fiscal administrators, fund managers and financial managers who are familiar with sponsored award management on campus and would like to learn about more advanced buying terminology and concepts.

  • Accessing different approval queues
  • Approving invoices and requisitions
  • Reviewing the PO requisitioner experience
  • Searching across UC San Diego POs and requisitions
  • Closing POs

Self-Help Resources: 

Oracle Budget: Preparing a Budget in Oracle Planning and Budgeting

UC Learning Registration: Preparing a Budget in Oracle Planning and Budgeting

Training Office: Campus Budget Office

Course Details: Instructor-led training/8.0 hours

Recommended Participants: Budget Preparers identified by the Vice Chancellor Office. You must have access to Oracle Planning and Budgeting (EPBCS) to attend this course. Please check with your Vice Chancellor Central Office.

Course Overview: This virtual instructor-led course builds upon concepts introduced in the Oracle Budget Introductory eCourses through hands-on interaction with the tool. Business cases and in-class exercises will be used. This course will be especially valuable for employees who manage and/or approve the operating budget for their Financial Unit.

Topics Covered:

  • Overview of Oracle Planning and Budgeting system
  • In-Tool Navigation and Task Lists
  • Planning for Staff and Faculty Compensation and Benefits
  • Project and Task Budgeting
  • Unrestricted Funds Planning (core and non-core funds)
  • Budget review and approvals

This is not an introductory course. Participants should first complete the 7 associated Oracle Budget eCourses available through UC Learning. (06SED-BUD-1000 through OGSED-BUD-1006). Confirmed system access is also required prior to registration.

University Procurement Card Program

UC Learning Registration: University Procurement Card Program

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 2.5 hours

Recommended Participants:Preparers, cardholders, and fund/financial managers

Course Overview: The course will include more in-depth explanations of changes coming with the University Procurement Card Program. This course will be especially valuable for employees who oversee and/or use the Procurement Card and want to orient themselves in the new system. Intended for preparers, cardholders, and fund/financial managers who are familiar with buying and paying for low value goods and services on campus and would like to learn about more advanced Procurement Card terminology and concepts.

  • Understand the requirements, use and benefits of the card
  • Review the changes to the Procurement Card Program in Concur
  • Learn how to request a new card and related card requests Learn how to reconcile card transactions through Concur

This is not an introductory course. Participants should first complete the associated eCourse University Procurement Card Program available through UC Learning.

Self-Help Resources: 

Specialized Courses

Specialized courses are tailored to job-specific functions, provide elevated training, and enable staff to continue learning and optimizing the Financial Information System

Fund Management Training Series

Training Office: Business & Financial Services Divisions

Course Details: Instructor-led training/ ~1.5 hrs per course (1 hr. Training/30 mins. Q&A)

Recommended Participants: Fund and Financial Managers

Course Overview: The Fund Management training series is designed to address campus inquiries and key topics that matter to fund managers

Office Hours Support:

 


#1 Fund Management: PPM General Project Structure Options
Monday, March 15, 2021 @ 9:00am - 11:00am
Topics to include the revised PPM User Guide and the pros and cons associated with PPM budget-based vs. GL chart string-based structures.
Downloadable: Training Deck

#2 Fund Management: General Ledger
Wednesday, March 31, 2021 @ 9:00am - 10:30am
Topics include understanding the General Ledger in OFC and purpose, journal workflow, commonly used GL reports, and more!
Downloadable: Training Deck


#3 Fund Management: PPM Subledger
Monday, March 29, 2021 @ 9:00am - 10:30am
Topics include understanding the PPM Subledger, transactions within PPM, managing project activities, and commonly used PPM reports.
Downloadable: Training Deck


#4 Fund Management: Sponsored Projects Specialized Processes
Monday, April 5, 2021 @ 9:00am - 10:30am
Topics include Sponsored Project Closeout, Industry-Initiated/Sponsor-Initiated Clinical Trials, Fabrications, Program Income and Reading your Award Balance.
Downloadable: Training Deck


#5 Fund Management: Incoming & Outgoing Subawards
Wednesday, April 7, 2021 @ 9:00am - 10:30am
Topics include MCAs intercampus, Non UC and more!
Downloadable: Training Deck


#6 Fund Management: External Revenue
Monday, April 12, 2021 @ 9:00am - 10:30am
Topics include Incoming Service Agreements, Contract Management, Gift Revenue, Intercampus transfers ILTF and associated reports.
Downloadable: Training Deck


#7 Fund Management: Subledger Variances
Wednesday, April 14, 2021 @ 9:00am - 10:30am
Topics include Default Projects, Purchase Orders and Commitment Reconciliation, Exception reporting, Cost transfers and more!
Downloadable: Training Deck


#8 Fund Management: Internal Revenue/Recharges
Monday, April 19, 2021 @ 9:00am - 10:30am
Topics include internal revenue, tailored information for auxiliary units/recharge, & PPM updates!
Downloadable: Training Deck


#9 Fund Management: Financial Reporting & Salary Projections
Wednesday, April 21, 2021 @ 9:00am - 10:30am
Topics include reports.ucsd.edu, faculty MyFunds/EBS-like reporting, standard & managerial account hierarchy updates, salary projections, and new PPM names on reports!
Downloadable: Training Deck

Oracle BI Author for Report Developers: Getting Started

UC Learning Registration: Oracle BI Author for Report Developers: Getting Started

Training Office: Internal Controls & Accounting

Course Details: Instructor-led training/ 1.5 hours

Recommended Participants: Required for staff who will be providing department reports

Course Overview: These courses are for data analysts or information system analysts who are familiar with existing financial reports on campus and would like to learn about the Oracle Reporting Solutions within the Oracle Financial Reporting Center. This series builds a solid foundation about the architecture of the Oracle Financial Reporting environment. They will also outline the four main reporting tools and provide a basic understanding of what each of these tools is designed to do.

Courses are a pre-requisite and must be completed for BI Author access in the Oracle Financials Cloud (OFC) system. It will ensure participants have a minimal comfort level with the environment, navigation and high-level concepts prior to beginning the more advanced BI Author tool training. Participants should have proper technical backgrounds and current relevant job role to take this course.

Self-Help Resources: 

Oracle Cost Transfers

Recorded Training: Oracle Cost Transfers

Training Office: Office of Post Award Financial Services

Course Details: Recorded Instructor-led training/ 1.5 hours

Recommended Participants: Department positions that perform cost transfers including Fund Managers, Financial Managers, and Financial Officers

Course Overview: The course provides a general overview of the various types of cost transfers, uses, and Oracle system navigation for cost transfers. Topics include how to initiate & approve cost transfers, view cost transfers in OFC, and more!

  • Learn essential terminology and the navigation to perform cost transfers
  • How to initiate cost transfers
  • Understand the approval process and what to check before approving
  • Understand basic reporting of cost transfers

Self-Help Resources: 

Oracle Budget: Introduction to Resource Commitment Tracking

Course Type: e-course (10mins)

UC Learning Link: Introduction to Resource Commitment Tracking

Training Office: Campus Budget Office

This e-course is an introduction to the Resource Commitment Tracking Tool within the Oracle Planning and Budgeting (EPBCS) system. This course will equip VC and Division-level users with concepts needed for 1) entering resource commitments in the tool, and 2) executing resource transfers on those commitments in Oracle Financials Cloud.

Topics Covered:

  • Introduction to Resource Commitment Tracking Tool
  • Who has access
  • Intended use of the tool
  • Overview of Resource Commitment Process
Participants should expect an introductory course. Complete this course before attending advanced concepts, instructor-led courses or reviewing supplementary training materials.

Project and Grant Management: Getting Started

Training Office: Office of the Vice Chancellor Health Sciences 

Course Details: Recorded Instructor-led training/ 2 hours

Recommended Participants: Staff/Fund managers that manage department financial activities and construct financial statements.

Course Overview: Project and Grant Management: Getting Started is a fund manager training series created to support project and grant management via online video guides. Watch this series for step-by-step instruction on how to view the reports needed to manage department financial activities and construct financial statements.

As Oracle Financials Cloud (OFC) and UCPath reports are enhanced, it may consolidate the need to run mulitple reports as demonstrated within the modules. We hope you find this series useful for reviewing financial data and preparing financial reports for your faculty members.

Training Module  Video Guides

Module 1: Getting Started 

Module 2: Monitoring
Default Projects 

Module 3: Monitoring
Financial Activity on a Grant

Module 4: Financial
Summary Report 

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal