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SYSTEM LOGIC AND MODULE RELATIONSHIPS

SYSTEM LOGIC AND MODULE RELATIONSHIPS. Within Oracle, financial and human resource activities are performed in one system. Within Oracle, business processes are organized into units called modules. OGM. Labor Dist. Fixed Assets. Purchasing. Payables. HRMS. Receivables. General Ledger.

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SYSTEM LOGIC AND MODULE RELATIONSHIPS

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  1. SYSTEM LOGICANDMODULE RELATIONSHIPS

  2. Within Oracle, financial andhuman resource activities areperformed in one system.

  3. Within Oracle, business processes are organized into units called modules.

  4. OGM Labor Dist Fixed Assets Purchasing Payables HRMS Receivables General Ledger

  5. Frequent WVU BusinessActivities • Setting up and reconciling departmental budgets • Hiring and paying employees • Ordering and paying for goods • Tracking items costing more than $1,000 (fixed assets) • Receiving revenue • Refunding students

  6. Oracle Modules

  7. General Ledger • Maintains accounting information at the summary level • All roads lead to the General Ledger

  8. 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

  9. Human Resources Management System • Records all personal, work, and pay information

  10. Labor Distribution • Maintains information about employee’s distribution of time and salary across different funding sources

  11. Receivables • Records money received: • State • Research Corporation • Outside funding agencies • Tuition and fees • Miscellaneous: tickets, parking, vending machines

  12. 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

  13. 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

  14. 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

  15. Hiring an Employee:Vaughn Viola

  16. Assumptions: • Split-funded: Grant and State • Grant has been established in the Oracle Grants Management module. • Replacement for person who quit, so money has already been allocated.

  17. HRMS

  18. LDM 1 HRMS

  19. Generating a Paycheck $$$ $$$ PAYDAY!!! Vaughn Viola Six thousand and no/100 dollars West Virginia University $$$ $$$

  20. Assumptions: • Split-funded: Grant and State • WVU seeks reimbursement from the funding agency after the paycheck has been generated with university funds.

  21. LDM 1 HRMS

  22. 2 LDM OGM 1 2 HRMS GL

  23. 2 LDM OGM 1 2 3 HRMS GL

  24. 2 LDM OGM 4 AR 1 2 3 HRMS GL Funding Agency

  25. 2 LDM OGM 4 AR 1 2 3 HRMS 5 GL Funding Agency Funding Agency

  26. 2 LDM OGM 4 AR 1 2 3 HRMS 5 6 GL Funding Agency

  27. 2 LDM OGM 4 AR 1 2 3 HRMS 5 6 GL 7 Funding Agency

  28. 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.

  29. 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.

  30. Purchasing a Fixed Asset with Grant Funding

  31. 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.

  32. OGM 1 Purchasing 1 GL

  33. OGM 1 Purchasing 1 GL

  34. OGM 2 2 1 FA Purchasing 1 GL

  35. OGM 2 2 1 FA Purchasing 3 1 Payables GL

  36. OGM 2 2 1 FA Purchasing 3 1 Payables GL 4

  37. 5 OGM 2 2 1 FA Purchasing 3 1 Payables GL 4

  38. OGM 2 2 1 FA Purchasing 3 1 5 6 Payables GL 4

  39. AR OGM 2 7 2 1 FA Purchasing 3 Funding Agency 1 6 5 Payables GL 4

  40. AR OGM 2 7 2 8 1 FA Purchasing 3 Funding Agency 1 6 5 Payables GL 4

  41. AR OGM 2 7 9 2 8 1 FA Purchasing 3 Funding Agency 1 6 5 Payables GL 4

  42. AR OGM 2 7 9 2 8 1 FA Purchasing 3 Funding Agency 1 6 5 Payables GL 4 10

  43. 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.

  44. 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.

  45. Miscellaneous Cash Receipts

  46. Vending Machines

  47. AR 1 Vending Machines

  48. AR 1 Vending Machines 2 GL

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