MEMFIS System/Oracle Upgrade Changes for MEMFIS Users

Transcription

1 The MEMFIS system will have upgrade applied and implemented December 12, As a result of this upgrade, some changes occurred that affect the look and some functionality of the MEMFIS system. This document serves to reveal those changes. Pages 9-12 reveal new functionality. Current Home Page Upgraded Home Page Displays the person who is logged into Oracle. Routing Rules (setting a proxy) renamed to Vacation Rules. Vacation Rules located on the Home Page and in UNI Workflow User. Displays Username Setting a Proxy 1

2 Current Calendar Upgraded Calendar -added hours and minutes 2

3 Creating Requisitions Approve Document Form has changed in looks, but functionality is the same. See differences in the 2 forms below. Current Approve Document Form Upgraded Approve Document Form Circled area Transmission Methods are non-functional. Non-functional 3

4 Creating Requisitions - Submit for Approval Messages Current functionality - 3 messages appear after submitting requisition for approval. Upgrade functionality - 1 message appears after submitting requisition for approval. See example of a message below. REQUISITION FUNCTIONALITY CHANGE A requisition can be submitted for approval when charged to a General Fund account that has insufficient funds, but it can not be approved until the account has funds added by completing a Budget Fund Transfer. Current functionality: after submitting for approval Message displays indicating insufficient funds Requisition remains in the Incomplete status Requisition does not route to the approver Only after funds are added to the account can the requisition be submitted for approval Upgrade functionality: after submitting for approval Message below displays Requisition moves to In Process status if the preparer does not have ability to approve Requisition moves to Pre-Approved status if the preparer has the ability to approve clicking the Details button above displays the message on the next page 4

5 At this point in the process the requisition preparer has 2 options: Option 1 Option 2 Caveats: 1. Don t submit the requisition. 2. Make arrangements for additional funds to be added to the account by completing a Budget Fund Transfer. 3. After funds are added to the account, submit the requisition for approval. 1. Submit the requisition for approval 2. Inform the Approver there are insufficient funds for this requisition; the Approver can not tell that funds are insufficient by the Notification. 3. Approver waits to approve after additional funds are added to the account. 1. If the approver approves the requisition before additional funds are added to the account, the approver will receive a Notification that the Requisition could not be reserved. See screen below. 2. Approver must send the Notification back to the preparer and preparer must resubmit for approval when funds are sufficient. Option 1 involves fewer steps and is the recommended option. 5

6 Notifications Terminology Change References button in Notifications renamed to Open Document; functionality is the same. Terminology Change INFORMATION NOTIFICATION CHANGES Current Information Notification 6

7 Upgraded Information Notification: Type of Notification is displayed; see Information is noted in the top left of screen OK button replaces Close button. Resubmit Requisition not functional. View Requisition Details not functional. Type of Notification OK replaces Close Non-functional 7

8 OTHER SCREEN CHANGES Current Invoice Inquiry Screen MEMFIS System/Oracle Upgrade Upgraded Invoice Inquiry Screen 8

9 Self Service Functionality for Manager and Supervisor Self Service and Timecard Manager CURRENT VERSION Manager and Supervisor Self Service and Timecard Manager via Manager Actions to Details screen. See Details screen viewable information below. CURRENT VERSION Manager and Supervisor Self Service via HR Views screen. See HR Views screen viewable information below. Timecard Manager does not have access to this screen. Employee Information, Assignment Details and Compensation Activity are clickable tabs for more information. 9

10 Self Service Functionality for Manager and Supervisor Self Service and Timecard Manager UPGRADED VERSION Manager and Supervisor Self Service and Timecard Manager via Manager Actions to Details screen. The details screen contains all of the information currently in Manager Actions Details screen and HR Views screens (Employee Information, Assignment Details and Compensation Activity for assignments in your ORG). All information is combined and displayed on one screen. In addition, Salary and Absence History details are viewable by clicking on the respective link. Timecard Manager will have access to additional information. The screen shot below displays columns viewable to the right of the above information. To view these columns on your computer screen, use the scroll bar found at the bottom of the page. 10

11 Clicking the Salary link will display a page like the one below. Clicking on the Absence link will display a page like the one below. 11

12 NEW FUNCTIONALITY in EMPLOYEE SELF SERVICE As part of the MEMFIS system upgrade, new functionality allows employees to review their current benefit selections. Navigation path: Employee Self Service > View Benefits Selecting UNI Faculty & Staff (as shown below) displays your current benefits such as life insurance, disability, flexible spending accounts, dental and health insurance and beneficiaries. Selecting UNI Retirement Plans (as shown below) displays your type of retirement plan (TIAA Cref or IPERS) and any supplemental plan to which you may contribute funds. 12