Managing access to Oracle Financials - Overview

The University uses Oracle Financials to manage financial activity. Granting and managing appropriate access is therefore crucial to the safety and security of the University's financial information and the integrity of its financial controls.

Oracle Financials is not linked to other systems (e.g. CoreHR) and so proactive and regular access management is needed. 

All staff must meet the requirements of the University's Financial Regulations and Regulations Relating to the Use of Information Technology Facilities.

Note: Once provided, access to Oracle Financials may enable the individual to see sensitive and personal data. The individual must therefore be aware of the requirements for confidentiality in handling University information. The University complies with the requirements of the General Data Protection Regulation (GDPR) and individuals with access to Oracle Financials must ensure they do not contravene these. Financial or personal information must never be divulged to parties who do not need this in the course of ordinary University business.

This process and associated financial controls have been written in support of the Financial Regulations.

Forms

Access requests are managed via a series of service requests:

Oracle R12 Add New Shopper

Use this form to:

• add up to five users to Oracle who only require shopper or reviewer access (UO iProcurement – Shopper, £0.01p & UO iProcurement – Reviewer £0.02p)

Oracle R12 Department User Access

Use this form to: 

• request access to Oracle R12 for a new user working within a Department
• request access for an existing user changing Department
• request additional access, or amend existing access for a user working within a Department
• reinstate Oracle R12 access for a returning Departmental user 
• amend or remove an end date on a temporary Oracle R12 account for an existing Departmental user

Oracle R12 Central User Access

Use this form to: 

• request access to Oracle R12 for a new user working within a Central Finance
• request access for an existing Central Finance user changing Department or Team
• request additional access, or amend existing access for a user working within Central Finance
• reinstate Oracle R12 access for a returning Central Finance user 
• amend or remove an end date on a temporary Oracle R12 account for an existing Central Finance user

Financial Systems Reporting Tools and BFT Access

Use this form to request access to the following systems or tools:

• SplashGL related access
• SplashXL
• Month End Dashboard
• User Access Dashboard
• User Access Reports (in Oracle Financials)
• Budgeting and Forecasting Tool (BFT)

Remove Access to Financial Systems and Reporting Tools

Use this form to remove access to the following systems or tools:

• SplashGL related access

• SplashXL
• Month End Dashboard
• User Access Dashboard
• User Access Reports (in Oracle Financials)
• Budgeting and Forecasting Tool (BFT)

Authorised Signatory for Financial Systems

Use this form to add or remove yourself as an Authorised Signatory for financial systems (Oracle Financials, BFT, and eExpenses).