SYSTEM LOGICSYSTEM LOGICANDAND

MODULE MODULE RELATIONSHIPSRELATIONSHIPS

SYSTEM LOGICSYSTEM LOGICANDAND

MODULE MODULE RELATIONSHIPSRELATIONSHIPS

Within Oracle, financial and

human resource activities are

performed in one system.

Within Oracle, business processes are organized

into units called modules.

HRMSReceivables

Purchasing

Payables

FixedAssets

OGM

LaborDist

GeneralLedger

Frequent WVU BusinessActivities

Setting up and reconciling departmental budgets

Hiring and paying employeesOrdering and paying for goodsTracking items costing more than

$1,000 (fixed assets)Receiving revenueRefunding students

Oracle Modules

General Ledger

Maintains accounting information at the summary level

All roads lead to the General Ledger

Oracle Grants Management (OGM)

Maintains accounting information about grants awarded to WVU

Grants can be from state, federal, and local governments, or private sources

Records expenditure activities in supplemental ledger called POETA

Human Resources Management System

Records all personal, work, and pay information

Labor Distribution

Maintains information about employee’s distribution of time and salary across different funding sources

Receivables

Records money received: State

Research Corporation

Outside funding agencies

Tuition and fees

Miscellaneous: tickets, parking, vending machines

Purchasing

Creates on line requisitions for goods and services

Creates RFQ’s, RFB’s, RFI’s, RFP’s

Creates purchase orders

Records receipt of items

Routes documents electronically and automatically

Payables

Matches invoices to purchase order and receiving record

Generates payments to vendors

Generates payments/refunds to students

Captures and passes Asset information to Fixed Assets automatically

Fixed Assets

Maintains location, award information, and custodian record of items costing $1,000 or more

Tracks construction in process

Defines capital and operating leases and tracks equipment purchased on a capital lease

Hiring an Employee:Hiring an Employee:Vaughn ViolaVaughn Viola

Assumptions:

Split-funded: Grant and StateGrant has been established in

the Oracle Grants Management module.

Replacement for person who quit, so money has already been allocated.

HRMS

HRMS

LDM

1

Generating a PaycheckGenerating a Paycheck

PAYDAY!!!$$$ $$$

Vaughn Viola

Six thousand and no/100 dollars

West Virginia University $$$$$$

Assumptions:

Split-funded: Grant and StateWVU seeks reimbursement from

the funding agency after the paycheck has been generated with university funds.

HRMS

LDM

1

HRMS

OGM

LDM

1

2

GL

2

HRMS

OGM

LDM

1

2

GL

23

HRMS

OGM

LDM

1

2

GL

23

AR4

Funding Agency

HRMS

OGM

LDM

1

2

GL

23

AR

5

Funding Agency

4

Funding Agency

HRMS

OGM

LDM

1

2

GL

23

AR

4

6 5

Funding Agency

HRMS

OGM

LDM

1

2

GL

23

AR4

6 5

7Funding Agency

Summary

HRMS sends salary amount to LDM.LDM calculates the amount to be

charged to each fund and sends details to GL and OGM.

OGM sends accounting details to GL.OGM sends billing information to AR.OGM produces invoices to send to

funding agency.

Summary (continued)

AR sends notice to GL to record accounts receivable.

The funding agency pays WVU.The payment is recorded in AR.AR sends the cash receipt to be

recorded in GL.

Purchasing a Fixed Asset Purchasing a Fixed Asset with Grant Fundingwith Grant Funding

Assumptions:

Over $1,000: not a Procurement card purchase

Funded by a grant which has been deposited to a Research Corporation account

The university seeks reimbursement from the funding agency after it has paid the invoice.

Purchasing

GL

1

OGM

1

GL

1

OGM

1

Purchasing

Purchasing

GL

1

OGM

1

FA

22

Purchasing

GL

1

OGM

1

Payables

3

FA

22

Purchasing

GL

1

OGM

1

Payables

3

4

FA

22

Purchasing

GL

1

OGM

1

Payables

3

4

FA

2

5

2

Purchasing

GL

1

OGM

1

Payables

3

4

FA

6

22

5

Purchasing

GL

1

OGM

1

Payables

3

4

FA

6

AR

72

2

5

Funding Agency

Purchasing

GL

1

OGM

1

Payables

3

4

FA

6

AR

8 22

5

7

Funding Agency

Purchasing

GL

1

OGM

1

Payables

3

4

FA

6

AR

79 28

2

5

Funding Agency

Purchasing

GL

1

OGM

1

Payables

3

4

FA

6

AR

79

10

28

2

5

Funding Agency

Summary

Purchasing transmits request to OGM and GL to reserve funds for this purchase.

Purchasing orders the item.After the item arrives, receipt data is

entered into Purchasing.The receiver submits Asset Acquisition

form to Asset Management.The vendor mails a bill to WVU.

Summary (cont.)

Payables generates a check to the vendor.Payables transmits accounting data to GL

and OGM.Payables transmits data to FA.OGM sends billing info to AR.OGM generates the invoices to be mailed

to the funding agency.The payment is recorded in AR.AR sends accounting data to the GL.

Miscellaneous Cash Miscellaneous Cash ReceiptsReceipts

Miscellaneous Cash Miscellaneous Cash ReceiptsReceipts

Vending

Machines

Vending

Machines

AR 1

Vending

Machines

AR 1

GL

2