Oracle Release 12 Training Information

This special issue of e-News provides information about upcoming changes to applications within the Oracle E-Business Suite, and recommended training courses/end user documentation available to support those changes. In addition to this information, users of the Oracle E-Business Suite applications should view the Oracle Release 12 Overview Video prior to the commencement of training. Users should also be aware of system cut-off dates and where to send additional questions. Please consult the following resources for this additional information:

Oracle Release 12 Overview Video
Cut-Off Dates: Financial Administration Oracle R12 Upgrade Schedule
Oracle Release 12 wiki

Training for the Oracle Release 12 Upgrade is geared to existing users of the applications.

Regular course offerings for HCOM Users, Web Reimbursement Users, etc. will continue until the end of October. There will be no training courses in any applications for new users in November. Steady-state training following the upgrade will commence in December for HCOM and Processing Reimbursements; Accounts Receivable steady-state training will commence in January. New users of these applications can sign up for the December and January courses via PeopleSoft self-service.

The Oracle Release 12 Upgrade Training Program will consist of online simulations, webinars, brown-bag lunches (with the exception of Accounts Receivable, which will be hands-on) and documentation. Training will begin on Tuesday, October 23 and end for most users on Tuesday, December 18. Receivables training will continue until January 8.

Online simulations and documentation for all applications will live on Eureka with the following exceptions:

All forms for all areas remain in ABLE
CAPS: documentation and training will continue to live on the CAPS iSite
Chart Security Maintenance Application (CSMA): documentation will continue to live on ABLE
PCard: documentation will continue to live on the UFS Card Services iSite

Questions should be sent to the Oracle Release 12 upgrade mailbox at: oracle12_upgrade@harvard.edu.

Tag: Oracle

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Oracle E-Business Suite Summary of Application Changes/Training Recommendations

This summary table provides an overview of the upcoming changes to each application within the Oracle E-Business Suite and also provides a recommendation for what training courses you should take to learn more about the changes. See the articles following for course descriptions and registration information.

End users have the option of taking recommended instructor-led classes as either a Webinar or brown bag lunch. The only hands-on course will be for users of Accounts Receivable, who will be introduced to the new iReceivables Module.

Online simulations and end user documentation will be available to end users in mid to late October.

See the next article for complete course descriptions and registration information.

Click on an application to jump to that section of the e-News:

Accounts Receivable
Vendor Request Form
Harvard Crimson Online Marketplace (HCOM)
Web Reimbursement
General Ledger & ADI
Sponsored Budget ADI
CAPS
Chart Security Maintenance Application (CSMA)
PCard Settlement System
Fedex
AP Views

Oracle Applications and Changes		Training Recommendation
Application	Summary of Changes	Online Simulations	Webinar or Brown Bag Lunch	End User Documentation
Accounts Receivable Return to Application List	• Look and feel changes • Updated Customer Set Up Form - added 3 new features • Some keyboard equivalent changes • New iReceivables module provides a dashboard view of customer and transaction information. Invoices will be reprinted through this module; users will no longer reprint from CREW. Customer information/transactions can also be exported to a file. • There will no longer be a Collections Responsibility for Tubs. Access to all information previously available will be found in the AR module or in iReceivables. Central Accounts Receivable will arrange with each Tub/unit that currently performs their own collections to review policies, processes and training needs. • No changes to how to create a manual invoice, copy an invoice, create a credit memo, or create a standard memo line • No changes to how AR feed users send and update customer or invoice information.	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • R12 Changes to Receivables • Using the iReceivables Module	R12 Receivables	New: • Accounts Receivable & iReceivables in Oracle R12(Webinar/Hands-On Presentation) • Using the iReceivables Module • iReceivables Quick Reference • AR User Guidebook Existing: All existing AR documentation and forms will be updated to reflect look and feel changes.
Vendor Request Form Return to Application List	• Look and feel changes • Users are no longer required to set-up employees as vendors, as the Vendor Master File will receive daily PeopleSoft feed (exception: 1099 services for employees will require set up using Form and payments will be processed in HCOM) • Users will still use Form to request new vendor set ups and reactivate vendors. • W9 Forms will be required documentation for all new vendors or reactivation requests (with the exception of Registered Harvard students where it must be noted in the comments field: Registered Harvard Student). • W9 forms must be faxed to University Financial Services. • Users will be able to link to the IRS site from the Form to obtain a blank W9 form, if applicable • Approvers and Preparers receive an email notification when vendor set-up is complete.	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • R12 Changes to the Vendor Request Form	R12 Disbursements	• What's Changing in Disbursements (Webinar/Brown Bag Lunch Presentation) • Using the Vendor Request Form • Approving a Vendor Request
Harvard Crimson Online Marketplace (HCOM) Return to Application List	• Look and feel changes • Change First Approver and Add Approver functions are now accessed via a Manage Approvals button on the Approver checkout screen. Once a Shopper selects Manage Approvals, a second screen will appear with the Add Approver and Change Approver options. Add Approver will be the default. The functions work the same as in the current version. • Shoppers will no longer make a final confirmation on Change Requests. All Change Requests will be resubmitted to the Approval Hierarchy, regardless of whether the change involves an increase or decrease to price. There are still no email notifications for Change Requests. • New Non-Employee Reimbursement Process: • All reimbursement requests for non-employees, certain employment categories (Temporary, Less-than-Half-Time [LHTs], students, non-Harvard Post Docs and Harvard Teaching Fellows) will be processed in HCOM • New Non-Employee Reimbursement Form will be available on ABLE for users to print.This form will include a place for the reimbursee's signature in place of the HCOM coversheet. • Original receipts and other standard reimbursement documentation will be required for these requests. • Reimbursement will be processed as a Payment Request-the Payment Request Form has been updated with a new checkbox that the user will select when processing a reimbursement request. After completing the requisition in HCOM, the Shopper forwards the receipts and, if using, the completed Non-Employee Reimbursement Form to the Approver for review. • Email notifications will be sent to Approvers when the non-employee reimbursement request is submitted • Approver will see a new category on the Approver screen, NONEMPREIMB. If the Approver receives the paperwork for a Non-Employee Reimbursement and the Approver does not see the category NONEMPREIMB, the Approver must reject the request. The Shopper will need to recreate the request, making sure to check off the checkbox. • After request is approved, HCOM generates "NR" number, indicating that it is a Non-Employee Reimbursement Request. This number must be filled in on the Non-Employee Reimbursement Form, if using, and then the Form and the receipts must be forwarded to UFS. If the form is not being used, then the HCOM cover sheet must be printed, signed by the reimbursee, receipts attached, and forwarded to UFS. • If the Approver wishes to view and/or write down the NR number on the Non-Employee Reimbursement Form, the Approver must locate the number by selecting Approved Requisitions from the drop-down menu of the Notifications screen. • If the Approver wishes to print the HCOM Cover Sheet, the Approver must search for the NR number using the steps in the last bullet, then proceed to the Requisitions Tab, Search Button, remove his/her name from the Requisition Created by screen, type in NR number in Order field and click Go. Approver can then access and print the HCOM Cover Sheet, attaches receipts, gets sheet signed by reimbursee, and then forwards all documentation to UFS. • Shopper will receive an email indicating request has been approved, along with NR number • If the Approver does not wish to write down the NR number on the Form, the Approver will return the documentation to the Shopper, who then writes the NR number on the Non-Employee Reimbursement Form, and then submit the Form and receipts to UFS. • If the Non-Employee Reimbursement Form is not used, the Shopper must print the HCOM Cover Sheet by logging into HCOM, selecting the Requisitions Tab, then Search, then typing the NR in the Order number field and clicking Go. The Shopper can then access and print the Cover Sheet. The Shopper attaches receipts to the Sheet, gets it signed by the reimbursee, and forwards everything to UFS. • No change to how Marketplace Orders, Non-Catalog Requests. Payment Requests are created and processed. No change to receiving, invoice holds, or search for requisition and payment information.	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • R12 Changes to HCOM • Processing Reimbursements	• R12 Disbursements • R12 Reimbursements	New: • What's Changing in Disbursements (Webinar/Brown Bag Lunch Presentation) • Processing Reimbursements (Webinar/Brown Bag Lunch Presentation) • Processing Non-Employee Reimbursements • Processing Reimbursements and Payments Frequently-Asked Questions (FAQs) • Reimbursements and Procurement Systems at a Glance Existing: All other existing HCOM documentation will be updated with new screenshots to reflect look and feel changes.
Web Reimbursement Return to Application List	• Employees added via daily PeopleSoft feed-no need to set up employees through Vendor Set-Up Form • Web Reimbursement will be used for processing employee reimbursements only. These employment categories are: Monthly faculty, internal post-docs, biweekly staff (including overtime-exempt and overtime eligible, or non-exempt employees), and weekly trade employees. All reimbursement requests for non-employees, certain employment categories (Temporary, Less-than-Half-Time [LHTs], students, non-Harvard Post Docs and Harvard Teaching Fellows) will be processed in HCOM (see last section) • A new, optional Employee Reimbursement Form replaces the Universal Expense Form. This form can be found at ABLE and used the same way as the Universal Expense Form is used. If a preparer chooses to use this form, UFS must receive the paper copy of this form with the receipts to process the reimbursement request. • The cover sheet, printed from Web Reimbursement, must still be submitted in hard copy for all Web Reimbursement requests. • Employees appear as last name, first name (change from first name, last name) • Site code will default to OFFICE. There is no longer a HOME or DIRECTDEPOSIT Site • Employees will receive reimbursements in Web Reimbursement in the same manner as they receive their paychecks • You cannot copy any Web Reimbursement created prior to November 26. Once you create a reimbursement after November 26, that request can be copied • You can still search for historical invoice data; way you search has changed slightly; you can still use wildcards to search for names • Look and feel has not changed • Web Reimbursement still used for processing reimbursements for those employees listed above, Citibank Direct Pay and Credits, and Travel Authorizations; steps for processing these transactions have not changed • User preferences such as default Approvers and charge account codes will carry over from previous version	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • Processing Reimbursements	• R12 Disbursements • R12 Reimbursements	New: • What's Changing in Disbursements (Webinar/Brown Bag Lunch Presentation) • Processing Reimbursements (Webinar/Brown Bag Lunch Presentation) • Reimbursements and Procurement Systems at a Glance • Processing Reimbursements and Payments Frequently-Asked Questions (FAQs) • Create a Reimbursement • Web Reimbursement FAQ's • Harvard University Reimbursement Policy at a Glance Existing: All other existing documentation reviewed and refreshed in new documentation template.
General Ledger & ADI Return to Application List	• Look and feel changes • Some changes to keyboard equivalents • New copy journal feature saves time when creating new journal entries: Bring journal up on screen, select Autocopy Batch button, type in new title and period and click OK. You can then search for and make additional edits to your new journal. • New look to ADI template; template fields and functionality remains the same • No changes to how to create a manual journal entry, review an existing journal, create a reversing journal, delete an uposted journal, change the period on a journal, define and generate a recurring journal, set up and save a customized query in a folder, and print screenshots and reports. • No changes to how GL feed users send and update information • New Budget ADI Template for sponsored budgets (see below)	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • R12 Changes to Accounting Applications	R12 Accounting	New: • Copy a Journal Entry Existing: All other existing documentation reviewed and refreshed in new documentation template.
Sponsored Budget ADI Return to Application List	• Users will directly upload ADI spreadsheet to General Ledger; Sponsored Budget Tool no longer in use • Existing Budget Tool Responsibility will remain-users will simply be creating and uploading spreadsheet into GL • The training effort will be geared to those who use the existing tool and will not include information on how to create sponsored budgets.	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • Sponsored Budget ADI	Sponsored Budget ADI	New: • Download a Sponsored Budget ADI Journal Worksheet • Populate, Upload and Modify a Sponsored Budget ADI Journal Worksheet • Verify, Delete and Troubleshoot a Sponsored ADI journal worksheet
CAPS Return to Application List	• No look and feel changes • No changes to how to enter information about and/or approve projects • Single change to how you print a screen/report in CAPS: An intervening screen will appear asking you to confirm you want to print	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • R12 Changes to Accounting Applications	The change will be directly communicated to CAPS users and covered in the online simulation; there is no need to attend further training	All documentation will continue to live on the CAPS iSite.
Chart Security Maintenance Application (CSMA) Return to Application List	• No look and feel changes • No changes to how to create, edit, disable, or re-enable chart segments. • Single change to how you print a screen/report in CSMA: An intervening screen will appear asking you to confirm you want to print	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites • R12 Changes to Accounting Applications	The change will be directly communicated to CSMA users and covered in the online simulation; there is no need to attend further training	All documentation will continue to live on the ABLE website.
PCard Settlement System Return to Application List	• No look and feel changes • No change on how to use the application.	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites	There is no need to attend training if this is the only application you use.	All documentation will continue to live on the UFS Card Services iSite.
Fedex Return to Application List	• No look and feel changes • No change on how to use the application.	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites	There is no need to attend training if this is the only application you use.	All documentation will continue to live on the Eureka.
AP Views Return to Application List	• No look and feel changes • No change on how to use the application.	• R12 Changes to E-Business Suite Home Page • Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites	There is no need to attend training if this is the only application you use.	N/A

Questions should be sent to the Oracle Release 12 upgrade mailbox at: oracle12_upgrade@harvard.edu.

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Oracle R12 Training Courses and Registration Information

Training for the Oracle Release 12 Upgrade will be offered in many formats:

Online simulations: For those who would like an overview of the changes in various applications and to simulate working in an R12 environment, a series of online simulations will be offered and will be available 24 hours a day/7 days a week. You are encouraged to view the online simulations to get an introduction to the changes. If you need more information or have specific questions following the review of the simulation, register for a Webinar or a Brown Bag Lunch.
Webinars: These sessions allow you to dial in to access a presentation via the web and over the telephone. Registered users will be sent a confirmation with the webinar link and, when you access the link, a telephone number will display for you to dial into, or the webinar can also call your telephone number. The webinars will allow time for questions and answers, and are no more than 90 minutes in length.
Brown Bag Lunches: Bring your lunch to these demonstrations of changes in the various Oracle applications. Subject matter experts will be on hand to answer your questions. The lunch sessions will be held in Cambridge and in the Longwood Medical area.
End user documentation: A large number of documents, many delineated in the last article, are availble for review and reference. Most will be available via Eureka, and reflect a new, more modern looking template. All forms will remain on ABLE,and many of these have also been augmented with a new look and feel.

Course descriptions and registration information is provided in the table below; click on a course name to jump to that section of the e-News:

Oracle R12 Accounting Changes
Oracle R12 Sponsored ADI
Oracle R12 Disbursements
Oracle R12 Reimbursements
Oracle R12 Receivables

Course	Description	Type	Registration Information
ORACLE R12 ACCOUNTING CHANGES Return to course list	Overview: This course will provide an overview to the changes in the Accounting applications as a result of the upgrade to Oracle Release 12. Users of the following applications should attend this webinar/brown bag lunch: General Ledger (including ADI), and those who regularly access the Web Chart of Accounts Validator Tool. Topics to be covered include: Oracle Release 12 overview and cutoff dates, overview of the R12 Homepage, changes to General Ledger, demonstration of the new feature to copy a journal entry, ADI look and feel changes, and look and feel changes to the Chart of Accounts Validator.	Webinar or Brown Bag Lunch	You can sign-up now for these classes by going to PeopleSoft and navigating to Self Service > Learning and Development > Request Training Enrollment. Once at the search screen, do the following: 1. Select Search by Course Number. 2. In the search screen, enter CWD in the Category field. 3. In the course name field, enter R12 Accounting 4. Click Search. 5. The options for the Webinar, course number WBX300 or the Brown Bag, FSS300 will display. 6. Click View Available Sessions for the option you prefer and select a session a.If you are from the SPH, HMS and HSDM area, look for brown bag sessions at the Longwood Medical Area.
ORACLE R12 SPONSORED ADI Return to course list	Overview: This course will provide an overview on how to prepare sponsored budget worksheets that can be uploaded directly into the General Ledger using the ADI functionality. Users who currently upload worksheets and/or use the Sponsored Budget Tool should attend this webinar/brown bag lunch. Topics to be covered include: Oracle Release 12 overview and cutoff dates, overview of ADI process and demonstration of how to access,complete, upload, verify, modify, delete and troubleshoot the worksheet.	Webinar or Brown Bag Lunch	You can sign-up now for these classes by going to PeopleSoft and navigating to Self Service > Learning and Development > Request Training Enrollment. Once at the search screen, do the following: 1. Select Search by Course Number. 2. In the search screen, enter CWD in the Category field. 3. In the course name field, enter R12 Sponsored ADI 4. Click Search. 5. The options for the Webinar, course number WBX305 or the Brown Bag, FSS305 will display. 6. Click View Available Sessions for the option you prefer and select a session a.If you are from the SPH, HMS and HSDM area, look for brown bag sessions at the Longwood Medical Area.
ORACLE R12 DISBURSEMENTS Return to course list	Overview: This course will provide an overview to the changes in the Disbursement applications as a result of the upgrade to Oracle Release 12. Users of the following applications should attend this webinar/brown bag: Harvard Crimson Online Marketplace (HCOM), Web Reimbursement, and the Vendor Request Form. Topics to be covered include: Oracle Release 12 overview and cutoff dates, demonstrations of changes to the Vendor Request Form and new W9 documentation requirements, demonstration and overview of HCOM look and feel changes, and overview of changes to Web Reimbursement. It is strongly recommended that end users take this course prior to the R12 Reimbursements course.	Webinar or Brown Bag Lunch	You can sign-up now for these classes by going to PeopleSoft and navigating to Self Service > Learning and Development > Request Training Enrollment. Once at the search screen, do the following: 1. Select Search by Course Number. 2. In the search screen, enter CWD in the Category field. 3. In the course name field, enter R12 Disbursements 4. Click Search. 5. The options for the Webinar, course number WBX310 or the Brown Bag, FSS310 will display. 6. Click View Available Sessions for the option you prefer and select a session a.If you are from the SPH, HMS and HSDM area, look for brown bag sessions at the Longwood Medical Area.
ORACLE R12 REIMBURSEMENTS Return to course list	Overview: This course will provide an overview to the reimbursement business and system process changes that will be implemented with the Oracle Release 12 Upgrade. Users who currently reimburse employees and non-employees for out-of-pocket and travel-related expenses should attend this webinar/brown bag. Topics to be covered include: Oracle Release 12 overview and cutoff dates, and demonstrations covering the reimbursement process in Web Reimbursement and HCOM. The Web Reimbursement demonstration will provide details including the categories of employees reimbursed through Web Reimbursement, the new PeopleSoft feed of employee data, and historical inquiry. The HCOM demonstration will provide details including the categories of those reimbursed through HCOM, and the new non-employee reimbursement request process.	Webinar or Brown Bag Lunch	You can sign-up now for these classes by going to PeopleSoft and navigating to Self Service > Learning and Development > Request Training Enrollment. Once at the search screen, do the following: 1. Select Search by Course Number. 2. In the search screen, enter CWD in the Category field. 3. In the course name field, enter R12 Reimbursements 4. Click Search. 5. The options for the Webinar, course number WBX315 or the Brown Bag, FSS315 will display. 6. Click View Available Sessions for the option you prefer and select a session a.If you are from the SPH, HMS and HSDM area, look for brown bag sessions at the Longwood Medical Area.
ORACLE R12 RECEIVABLES Return to course list	Overview: This course will provide either a demonstration (webinar) or hands-on training on how to use Accounts Receivable and the new iReceivables applications. Topics to be covered include: Oracle Release 12 overview, customer set-up and naming conventions, a refresher on how to create, edit and copy and invoice, creating a standard memo line and a credit memo, how to use iReceivables to search for and export customer transaction information and reprint invoices, and an overview of the collections policy guidelines.	Webinar or Hands-On Class	You can sign-up now for these classes by going to PeopleSoft and navigating to Self Service > Learning and Development > Request Training Enrollment. Once at the search screen, do the following: 1. Select Search by Course Number. 2. In the search screen, enter CWD in the Category field. 3. In the course name field, enter R12 Receivables 4. Click Search. 5. The options for the Webinar, course number WBX320 or the Instructor-led, FSS320 will display. 6. Click View Available Sessions for the option you prefer and select a session a.If you are from the SPH, HMS and HSDM area, look for instructor-led sessions at the Longwood Medical Area.

Online Simulations

Online Simulations on the following topics will be available in mid-late October.

Accessing the Oracle Financial Application (E-Business Suite) and Setting Favorites

Overview:This course will cover the steps to access the Oracle E-Business Sutite and how to set Favorite responsibilties. Navigation through the suite will also be covered in this course.

R12 Changes to E-Business Suite Home Page

Overview:This course will cover the new R12 Homepage, including the new color scheme and navigation.

R12 Changes to Accounting Applications (GL, ADI, CMSA, CAPS and CoA)

Overview:This course will cover the changes to General Ledger, including look and feel changes, the new copy journal entry process, look and feel changes to ADI, slight change to how you print in CAPS and CSMA and the look and feel changes to the Web Chart of Accounts Validator.

Using ADI for Sponsored Budgets

Overview:This course will demonstrate how to create, populate upload, verify, delete and troubleshoot sponsored ADI worksheets into the General Ledger.

R12 Changes to the Vendor Request Form

Overview:This course will cover the R12 changes to the Vendor Request Form, including look and feel changes, and the documentation requirements for W8 and W9 forms.

R12 Changes to the HCOM Application

Overview:This course will cover the R12 changes to HCOM, including look and feel changes, change request process improvement, renamed tabs and buttons. Note that the new non-employee reimbursement process will be covered in the Processing Reimbursements online course.

Processing Reimbursements

Overview:This course will cover the R12 changes to the reimbursement process, including the PeopleSoft feeds into Web Reimbursement, and the new non-employee reimbursement process in HCOM.

R12 Changes to Receivables

Overview:This course will cover the changes to Receivables, including the new look and feel, customer standards, and review of basic receivables functions.

iReceivables Online Course

Overview:This course will introduce users to the new iReceivables Module, and include how to search for, import and print customer and transaction information.

Questions should be sent to the Oracle Release 12 upgrade mailbox at: oracle12_upgrade@harvard.edu.

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Release Number	Dates	Notes
8.8	8/25//2012