Overview: About Oracle Financials Systems @ Stanford

On this page:

• Key Functions of the Oracle Financials System
• Modules Used Campus-wide
• Modules Used Only by Central Office Administration
• Oracle Financials Reporting Tools
• Staying Informed

 

Key Functions of the Oracle Financials System

Oracle Financials is the core of Stanford's Accounting System, allowing the University to conduct and manage its financial affairs. Key functions of the Oracle Financials system include:

• Processing transactions (purchases, payments, billings, receipts and journals);
• Receiving activity from the PeopleSoft system related to student accounts and payroll, recording it in the proper accounts, and sending accounting information back to the PeopleSoft and Time and Leave systems;
• Receiving accounting entries from other “feeder” systems (Development, Inter-department billings, etc.);
• Applying “burdens” (indirect costs, fringe benefits);
• Creating and posting allocations such as endowment payout;
• Tracking activity in funds, allowing for reporting to sponsors and donors, and departmental management of funds and expenditures.

Modules Used Campus-wide

Several hundred to several thousand school and department users across campus use seven key modules of the Oracle Financials System. Included in the table below are links to:

• Module overviews outlining roles and responsibilities, how to get access, types of transactions, available training, and more.
• Index pages where you will find Quick Step instructions, job aids, etc., pertaining to the use of each module.

Modules Used Campus-wide, Description, & Related Resources

Module Name	Module Purpose & Description	Index Pages with Related Quick Steps & Job Aids
iBudgets	A custom designed module that allows authorized users to initiate modifications to Expense or Revenue Control information documented in the 9/1 University Consolidated Budget. See Overview: About the iBudgets Module of Oracle Financials.	Funds Management
iJournals	A custom designed module that allows users to initiate transfers among PTAs (Project, Task, Awards) or across Expenditure Types or Object Codes. See Overview: About the iJournal Module of Oracle Financials.	Funds Management Month / Year End Close
Internet Procurement	Allows campus users to initiate purchases of goods and services on behalf of their departments and business units. See Overview: About the Internet Procurement Module of Oracle Financials.	Buying and Paying
iOU	A custom designed module that allows processing and approval of reimbursements, advances, other checks and petty cash replenishments. See Overview: About the iOU Module of Oracle Financials.	Buying and Paying Petty Cash Administration Reimbursements Travel
Labor Distribution	Allows authorized users to distribute and adjust payroll earnings, which are paid by the PeopleSoft Payroll system, to the appropriate PTAEOs. See Overview: About the Labor Distribution Module of Oracle Financials.	Month / Year End Close Payroll Administration
PCard	A custom designed module used to verify, edit, search, approve, or withdraw charges made against Stanford Purchasing Cards (PCards). See Overview: About the PCard Module of Oracle Financials.	Buying and Paying
Sunflower	Provides authorized users a means of tracking specific moveable assets and the ability to report on the status of these assets. For more information, see Property Training, Property Management Office.	Capital Equipment and Capital Projects

Modules Used Only by Central Office Administration

Certain modules of Oracle Financials are used only by Central Office Administration staff within the Controller's Office, Purchasing and Contracts, and Office of Research Administration. These core modules include:

• Accounts Payable
• Accounts Receivable
• Fixed Assets
• General Ledger
• Grants Accounting
• Purchasing

Oracle Financials Reporting Tools

Information from all Oracle Financials modules is fed to ReportMart3, the primary reporting tool. ReportMart3, Stanford's web reporting tool by Business Objects, provides access to over 160 reports. There are also several inquiry tools available directly from the Oracle Financials home page. See Overview: Oracle Financials Reporting for more information including:

• Tool Descriptions and Uses
• Access and Authority Information
• Frequency of Data Updates (Weekly vs. Daily)
• Available Training Resources
• How to Stay Informed of Changes to Reporting

Staying Informed

To receive email communications regarding changes and updates to Oracle Financials modules and Oracle Financials Reporting, subscribe to any of the email lists below.

Email List Subscriptions

Module Name	Click a link below to subscribe
iBudgets	Subscribe to iBudgets-users@lists
iJournals	Subscribe to iJournals-users@lists
Internet Procurement	Subscribe to purch-users@lists
iOU	Subscribe to reimburse-users@lists Subscribe to petty-cash@lists
Labor Distribution	Subscribe to LD-adjusters@lists Subscribe to labor-schedulers@lists
PCard	Subscribe to pcard-users@lists
ReportMart3	Subscribe to ReportSU-Finance@lists
Sunflower	For the latest information about Sunflower, visit the Property Management Office web site.

Check Archived Bulletins to view communications distributed on or after August 1, 2007. Bulletins are organized by financial activity and date.