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Support for Users

 

 

  • Getting started
  • Support Procedure
  • Useful Information
  • Changes and Additions
  • Further Training

  •  

    Getting Started

    To help get you set up with using Oracle, please see the Hints and Tips 

    If you are having problems with your internet browser the Common Browser Errors document may help you.

    For Preparers and Financial Approvers needing help managing email, the Mail Rules should help in setting up folders and rules to filter emails.

    For guidance regarding the On-line Ordering Procedure for a limited number of Laboratory/Scientific Suppliers , these notes may be of assistance

     

     

    Support Procedure

    Step 1: Review the training manuals and e-learning, speak to other colleagues plus Champions and LCRs to try get an answer.


    Step 2: Still stuck? Contact insrvConnect

    Email: insrvConnect@cardiff.ac.uk 
    Phone: +44 (0)29 208 74487
    Web: www.cardiff.ac.uk/insrv/it/help/form.html 

    If your call cannot be dealt with in Step 1 or Step 2, insrvConnect staff will log calls to the Oracle Support Team.

  • NOTE - Please do not send e-mails to applprod, arianprod or OracleEBS addresses. These are unmanned mail accounts and if you send questions or issues to these accounts you will not receive an answer. Please use the insrvconnect e-mail for all your support issues, requests or queries.

  •  
    Problems with Passwords

    Click Forgotten your Username/Password link on home page. If you experience further problems with your password contact insrvConnect.

     

    Accounts Payable – problem with specific expenses or invoices?  
    Email Payments@cf.ac.uk 

    Purchasing – issues with e-catalogs, £10K compliance checks or other purchasing queries?  
    Email Buyline@cf.ac.uk 

    Accounts Receivable – problems with receipting, sales invoice requests cash and cheque invoice?
    Email Income@cf.ac.uk 

    Projects – Correcting costs / incorrect data queries?
    Contact RACDV Pre / Post Awards / EC teams

     

     

    Useful Information

    Business Processes

    A summary of key changes to business processes is provided to assist you in the getting used to a new way of working.

     

    Expenses - Staff List   

    This is a list of staff in Schools and Directorates against whom expenses can be raised. This list is security password protected. Please see your Manager if you will be inputting quick invoices.

     

    Supplier Lists

    We have provided you with a list of suppliers that will be available on Oracle from go live so that you know who you can raise requisitions against in Oracle.
    There is also a list of suppliers that still need to be added to Oracle. We have provided you this list so that you and the Purchasing Team DO NOT duplicate work.
    Non-standard supplier lists have also been provided so you know which orders can be raised outside of Oracle.  

     

    The process for dealing with exceptions to standard suppliers or (non standard suppliers) is that the preparer would raise the order with the supplier outside Oracle. The non-standard invoice will be sent back to the school and Directorate. A grid is to be attached and completed with the invoice before it is sent to Accounts Payable Team for payment.

    Reports Information

    This document provides information to Schools & Directorates with the reports that will be available from go live, what the purpose of the report is and how to run the reports.

     

    Sub-Account Mapping

     

    Projects (Research Grants and Services Rendered)

     

     

     

    Changes and Additions

    Require additional suppliers?

    Require Changes to Chart of Accounts?

    Chart of Accounts changes to published document

    • Complete the  Chart of Accounts Amendment Request Form.
    • Email completed form to COA@cardiff.ac.uk
    • Inbox managed by Finance who check that form has been completed correctly, that the email has been received from an authorised person (Head of School, School Manager, Director)
    • Pass to Functional Support for set up

    Require Changes to User Access / Responsibilities or Changes to Approval Levels?  

    Users / responsibilities / hierarchies changes to published document

    • Complete the Oracle Access Request Form . When selecting responsibilities use the Oracle Responsibility Definitions document.
    • Email completed form to OracleUsers@cardiff.ac.uk
    • Inbox managed by Finance who check that form has been completed correctly, that the email has been received from an authorised person (Head of School, School Manager, Director)
    • Finance obtain any other additional authorities required
    • Pass to Functional Support for set up

     

     

    Further Training

    Struggling Using the System?

    If staff members have not yet attended relevant training courses or if some staff are struggling using the system there are two support methods available:

    1. There are mop-up Training courses available the second week of December (those staff who haven’t attended training yet will be given priority). Click here for further information.

    2. There is a resource available during December 09 where Schools or Directorates are struggling to get used the Oracle system. Please email arian@cf.ac.uk with your requirements.

     

     

    Champions

    If you need to contact a local Champion:

    Cluster Group 1
    COMSC - John Evans - J.R.Evans@cs.cardiff.ac.uk - 79090
    COMSC - Robert Evans - Robert.Evans@cs.cardiff.ac.uk - 75518
    COMSC - Matthew Strangis - M.Strangis@cs.cardiff.ac.uk - 74812
    EARTH - Sharon Phillips - PhillipsS9@cf.ac.uk - 76351
    ENGIN - Sheena Davies - DaviesSM2@cardiff.ac.uk - 76850
    MATHS - Vicky Reynish - ReynishV@cf.ac.uk - 70694
    MEC - Rhianne Williams - BrittonR1@cf.ac.uk - 76263
    PHYSX - Nicola Hunt - HuntNJ@cf.ac.uk - 74458

    Cluster Group 2
    BIOSI - Gareth Hurley - HurleyGR@cardiff.ac.uk - 70191
    OPTOM - Sian Evans - EvansS35@Cardiff.ac.uk - 76621
    PHRMY - Wendy Webber - WebberW@cardiff.ac.uk - 74151
    PSYCH - Dave Johnson - JohnsonDG@Cardiff.ac.uk - 74553
    PSYCH - Elaine Rees - ReesEM1@Cardiff.ac.uk - 79416
    PSYCH - Heidi Bleach - BleachHC@cf.ac.uk - 74553

    Cluster Group 3
    ARCHI - Susan Bowden - BowdenS@cardiff.ac.uk - 74438
    CARBS - David Jones-Gerrad - Gerrard@cardiff.ac.uk - 76741
    JOMEC - Barbara Tomlin - TomlinBY@cf.ac.uk - 76188
    CLAWS - Julia McCarthy - McCarthyJM@cf.ac.uk - 74612

    Cluster Group 4
    CPLAN - Angela Evans - EvansA9@Cardiff.ac.uk - 75280
    ENCAP - Rachel Webber - WebberR@cf.ac.uk - 75400
    EUROS - Mary Raschella - raschellam@cf.ac.uk - 70245
    SOCSI - Carolyn Bowen - BowenCM@cardiff.ac.uk - 75142

    Cluster Group 5
    DENTAL - Richard Lewis - LewisR2@cardiff.ac.uk - (0)29 2074 4160
    SOHCS - Jan Arnold - ArnoldJK@cardiff.ac.uk - (0)29 206 87684
    SOHCS - Dianne Martin - MartinD@cardiff.ac.uk - (0)29 206 87795
    SONMS - Louise Jones - JonesL76@cardiff.ac.uk - (0)29 2091 7712
    PGMDE - Gabrielle Couch - couchgm@cardiff.ac.uk - (0)29 206 87408
    PGMDE - Jeff White - whitejc1@cardiff.ac.uk - (0)29 206 87499

    Cluster Group 6
    SRWEB - Justin Edwards - EdwardsJD@cf.ac.uk - 74747
    PLANN - Jen Meredith - MeredithJ1@cf.ac.uk - 76443
    ADVIS - Meg Peasley - Peasley@cf.ac.uk - 74720
    REGIS - Mel Steeles - Steeles@cf.ac.uk - 76939
    CARSV - Anne Davies - DaviesA6@cf.ac.uk - 74224
    HUMRS - Liz Jardine - JardineER@cf.ac.uk - 79238
    OSHEU - Debbie Bezant - Bezant@cf.ac.uk - 75396
    INSRV - Teri Augbaya - AugbayaT@cf.ac.uk -79365
    AUDIT - Pauline Pearce - PearceP@cf.ac.uk - 75330
    ESTAT - Amy Thomas - ThomasAL2@cf.ac.uk - 76905
    FINCE - Joanne Dober - DoberJ@cf.ac.uk - 79250
    CSERV - Gemma Cannings - CanningsGL1@cf.ac.uk - 74981
    INSRV - Nicola Bolt - Bolt@cardiff.ac.uk - 79046
    CSERV - Anna Brown - BrownA9@cardiff.ac.uk - 75248