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 |
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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:
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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:
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Budget & Planning | Oracle Budget: Budgeting at UCSD | The course provides basic access and navigational information and walks you through each of the forms in the Task Lists that make up the budget process. Includes the web application and Smart View (1.0 hrs) |
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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) |
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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) |
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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) |
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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) |
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General Ledger |
Oracle: Introduction to Creating Journals | Create Journal in User Interface and Create Journal in a Spreadsheet (13 mins) |
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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) |
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Project Portfolio Management | University Cost Transfer Training | 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) . |
Department positions that perform cost transfers:
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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:
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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) |
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Procurement | University Procurement Card Program | Procurement Card Use and Benefits, Program Guidelines, and Cardholder Responsibilities (17 mins) |
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Procure to Pay | Payment Compass Webinar | Session provides an overview of Payment Compass navigation as well as the registration process. (40 mins) |
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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:
- Blink Resources: Oracle Procurement
- YouTube Video Playlist: Buying & Paying
- Services & Support Knowledge Base: Buying & Paying
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:
- Blink Resources: Travel & Concur Basics
- YouTube Video Playlist: Travel
- Services & Support Knowledge Base: Travel
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:
- Blink Resources: Travel & Concur Basics
- YouTube Video Playlist: Travel
- Services & Support Knowledge Base: Travel
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:
- Blink Resources: Travel & Travel Training and Guidelines
- YouTube Video Playlist: Travel
- Services & Support Knowledge Base: Travel
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:
- Blink Resources: Streamlined Training and Resource Tool (STaRT) on Award Financial Management
- Services & Support Knowledge Base: Post Award Financials
- Top Knowledge Base Articles
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:
- Blink Resources: Oracle Procurement
- YouTube Video Playlist: Buying & Paying
- Services & Support Knowledge Base: Buying & Paying
- Top Knowledge Base Articles
Oracle Budget: Preparing a Budget in Oracle Planning and Budgeting
Oracle Budget: Budgeting Salaries and Benefits for Admin Units - Web Based Application In Person or Zoom
Oracle Budget: Budgeting Salaries and Benefits for Academic Units - Web Based Application In Person or Zoom
Oracle Budget: Non-Compensation Expense Planning - Web Based Application In Person or Zoom
Oracle Budget: Budgeting Salaries & Benefits in Smart View
Oracle Budget: Budgeting Non-Compensation in Smart View
Oracle Budget: Budgeting Capital Projects
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:
- Blink Resources: Procurement Card
- YouTube Video Playlist: Banking, Cash & Card Products
- Services & Support Knowledge Base: Banking, Cash & Card Products
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:
- March 19: General Project Structure Options
- April 2: PPM Subledger & Reading the General Ledger
- April 9: Sponsored Projects Specialized Processes and Incoming & Outgoing Subawards
- April 23: 'Internal Revenue'/Recharges & Financial Reporting and Salary Project Projections
#1 Fund Management: PPM General Project Structure Options
Monday, March 15, 2021 @ 9:30am - 11:30am
Topics to include the revised PPM User Guide and the pros and cons associated with PPM budget-based vs. GL chart string-based structures.
#2 Fund Management: General Ledger
Wednesday, March 31, 2021 @ 9:30am - 10:30am
Topics include understanding the General Ledger in OFC and purpose, journal workflow, commonly used GL reports, and more!
#3 Fund Management: PPM Subledger
Monday, March 29, 2021 @ 9:30am - 10:30am
Topics include understanding the PPM Subledger, transactions within PPM, managing project activities, and commonly used PPM reports.
#4 Fund Management: Sponsored Projects Specialized Processes
Monday, April 5, 2021 @ 9:30am - 10:30am
Topics include Sponsored Project Closeout, Industry-Initiated/Sponsor-Initiated Clinical Trials, Fabrications, Program Income and Reading your Award Balance.
#5 Fund Management: Incoming & Outgoing Subawards
Wednesday, April 7, 2021 @ 9:30am - 10:30am
Topics include MCAs intercampus, Non UC and more!
#6 Fund Management: External Revenue
Monday, April 12, 2021 @ 9:30am - 10:30am
Topics include Incoming Service Agreements, Contract Management, Gift Revenue, Intercampus transfers ILTF and associated reports.
#7 Fund Management: Subledger Variances
Wednesday, April 14, 2021 @ 9:30am - 10:30am
Topics include Default Projects, Purchase Orders and Commitment Reconciliation, Exception reporting, Cost transfers and more!
#8 Fund Management: Internal Revenue/Recharges
Monday, April 19, 2021 @ 9:30am - 10:30am
Topics include internal revenue, tailored information for auxiliary units/recharge, & PPM updates!
#9 Fund Management: Financial Reporting & Salary Projections
Wednesday, April 21, 2021 @ 9:30am - 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!
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.
- Oracle BI Author: Introduction
- Oracle BI Author: OTBI
- Oracle BI Author: BI Publisher
- Oracle BI Author: CubeReporting
- Oracle BI Author: Best Practices
Self-Help Resources:
- Blink Resources: BI & Financial Reporting
- Services & Support Knowledge Base:
- BI & Financial Reporting
- BI Standards for Financial Reporting (login)
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:
- Blink - Cost (Expense) Transfers Overview
- Top Knowledge Base Articles
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
Project and Grant Management: Getting Started
See the Reporting Workshop page for more training options.