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SkyVU in Review E-Newsletter [Vanderbilt University]

June 30, 2020

Welcome to SkyVU in Review – features, announcements, tips & tricks and other updates for Vanderbilt’s Oracle Cloud system and related processes.

Oracle Cloud Updates

Updates for the new fiscal year

The following updates will be made in Oracle the first week of July 2020.

Enhanced Expenses landing page

Beginning July 1, the Expenses landing page will be enhanced to improve access to current and historical expense reports by eliminating the need to toggle between views.  Users can use the scroller to view their most recent 25 expense reports or select See All to access the searchable list.


New activity segment values to indicate project transactions related to Cost Sharing and Released from Restrictions 

Beginning July 1, users will see the following values in the COA activity segment in general ledger and subledger reports:

  • CSH: Indicates cost sharing transactions related to Grants and Contracts cost share projects; and
  • RFR: Indicates transactions where funds are released from restrictions related to Gifts and Endowments projects.

Note: Users should not populate these segment values to the COA manually, as entering the POET string will automatically record the related COA information in the subledger.


Updated Purchase Requisitions workflow

Beginning July 6, the Purchasing Services team will become part of the purchase requisition approval workflow, following the departmental approval step(s)(and business unit approval, when applicable).  This update will improve the processing and issuance of purchase orders following requisition approval.

While this change does not impact the departmental processes for creating, submitting and approving purchase requisitions, departmental users will see these additional steps when reviewing the requisition workflow status.

In addition, when an adjustment to a requisition is needed, departmental users will see the requisition returned from a member of the Purchasing team for correction before (rather than after) the purchase order is created.


Taleo Recruiting upgrade

HCM Specialists are reminded that the Taleo recruiting module will be updated on July 14, 2020.

The upgrade does not impact the overall recruiting process, however the system will have an enhanced, mobile-friendly user interface with additional features.

The updates will be reviewed in the next Finance and Core HR user group meeting on July 9, and updated training for Taleo will be available in Oracle Learning following the upgrade.

In Focus

Annual Role Reauthorization

Annual role reauthorization is important to the continued governance of the Oracle Cloud system. This annual process takes place at the start of each fiscal year.

The first step in the process is that the Chief Business Officers and other members of the Business Unit/Entity Approval Group will review the list of security role holders in their business units and make any necessary adjustments to their user list.

Once the user roles are confirmed and updated, users will be enrolled in applicable annual training, including the annual Confidentiality and Secure Access training module for all users and role-specific recertification training.  Additional information will be provided in the coming weeks.

Tip of the Week

Fall Student Employment Opportunities

Student Employment is asking for HCM Specialists and hiring managers to respond to a short survey to assist them in assessing fall student employment opportunities.

Please click here to provide your feedback to Student Employment.

2020 User Group Meetings

All user group meetings for the remainder of the summer semester will be hosted via Zoom.

Details for each meeting are posted on the VU Shared Administrative Calendar – please subscribe to the calendar to add these to your calendar.


Finance and HCM Users

Next meeting: Thursday, July 9 @ 2:35-3:50p 

Recordings of the combined Approver, FUM and HCM Specialist user group meetings are available in Oracle Cloud Continuing Education: Financials and Core HR course in Oracle Learning.


Procure-to-Pay Users

Next meeting: Friday, July 10 @ 9-9:30a

Recordings are being made available in the Learning Community for Oracle Procurement Users.  All Oracle Procurement users are encouraged to join the online community and participate in the user group meetings.

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