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RIAS Phase II

Frequently Asked Questions

Project Questions Journal Questions Reports Questions
Project Answers

1. What are the benefits of RIAS Phase II?

General benefits of the RIAS Phase II project will be numerous, including:
  • Eliminiating paper journal entries and budget adjustments
  • On-line approvals and routing of journal entries and budget adjustments
  • Calculating and posting fringe benefits and indirect costs on a more frequent basis
  • Providing a more robust data warehouse and web-based reporting solution
  • Providing a spreadsheet interface for importing and exporting data
  • Establishing budgetary control and performing funds checking where appropriate
  • Providing report writing capabilities for ad-hoc reports

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What are the project goals?

The project's goals are to:
  • Migrate from paper based to web based electronic business processes
  • Simplify and streamline business processes
  • Create a comprehensive, integrated financial system that is user-friendly, flexible, accessible and supportive of our service goals and University strategic objectives

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What is the scope of the project?

The scope of this project includes implementing Oracle General Ledger which will be the University's official set of books, providing a more robust data warehouse and web based reporting solution, redesigning the financial data warehouse to better meet the University's needs and upgrading the operating system and the Discoverer application. Whenever possible, the modules will be implemented without customizations. Current business processes will be reviewed with the intent to enhance these processes by utilizing the functionality built into the software, which is based on best business practices. The University's goal is to take full advantage of the capabilities of the new information technology to improve service to the University community and provide access to accurate, comprehensive information on-line.

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When will the new system become available?

The time line for implementation of the project is July 2008. Refer to the time line link for more details.

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Who is on the project?

Rutgers University has partnered with Oracle Corporation on the implementation. Rutgers project team members include both technical as well as functional staff. Please refer to the team members link for more information.

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What are some of the key milestones for the project?

Track the history and progress of RIAS Phase II through its milestones.

Activity Time Frame
RFP Process March through August 2006
Account Number Transition June through July 2006
Project Team Training October 2006
Hardware Sizing October 2006
Annex I Renovations October through December 2006
Oracle Database Upgrade November 2006
RU Project Team Staffing January through June 2007
Oracle Staffing January through June 2007
Hardware Network Migration July 2007
Operating System Upgrade July 2007
SFTP Migration July 2007
Requirements and Definition May 2007 through October 2007
Solution Design August 2007 through November 2007
Build September 2007 through December 2007
System Test Instances August 2007 through November 2007
System Integration Test December 2007 through January 2008
User Acceptance Test December 2007 through January 2008
Communications/Training Ongoing
Implementation July 2008

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What activities are currently in progress for the project?

Some activities that the RIAS Phase II implementation team is currently working on are:

  • Reporting Inventory and Analysis
  • Reporting Attributes Inventory and Analysis
  • Data Conversion Design and Strategy
  • Inbound and Outbound Interfaces Design
  • Technical Architecture
    • 11.5.10 Preliminary testing and impacts
    • Test environments build in progress
  • Data Warehouse Design and Modeling
  • General Ledger Requirements gathering
    • Gap analysis
    • Document current business process flows

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Where can I direct questions about this project?

Please direct all questions to our Project Office at riasteam@rci.rutgers.edu.

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What is the security strategy for the data warehouse and the financial applications?

Access to data will be handled via the Extended Business Responsibility Code (EBRC) similar to OFIS access.

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What is the impact on the Online Financial Information System (OFIS)?

Oracle General Ledger, once implemented, will be the University's official set of books. OFIS will remain for historical reporting purposes as well as to provide access to certain functions, like budgeting information, which will not be a part of RIAS Phase II.

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Journal Answers

I followed the instructions in setting up Macros on my computer, but I still don’t see Oracle in my toolbar. What’s wrong?

When you finish setting up Macro Security level to your computer, close out of the application and then start it up again. A majority of applications will not realize that changes have been made to them unless they are closed out and reopened. After this process, Oracle should be shown in your Excel toolbar.

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I need to add more rows to my Journal Lines Section. It says that I have to "unprotect the sheet". How do I do that in Excel?

Go to Tools-->Protection--> select Unprotect sheet. Now you can add as many rows as needed for your journal by selecting Insert-->Rows.

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What is Manual Encumbrance?

The new General Ledger allows you to create Manual Encumbrance journals. Manual Encumbrance journals (open commitments) are used to place funds aside for a particular transaction that you know will happen in the future. As expenses occur for this transaction, you have to manually create journals to reduce the encumbrance journal. The Encumbrance journals will be reflected in reports and will be included in your account balance calculations.

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How long before my journal is sent to my Approver for approval?

Whether you are sending the journal via Web ADI or through the RIAS application, the system has a 30 minute wait window before the journal is delivered to the Approver. During this time the Preparer can add an attachment, if needed.

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When the Preparer submits a journal to the Approver, what is the timeline?

A Preparer submits a journal on Monday (Day 1) and obtains notification; Approver receives notification of the journal after 30 minutes. On Tuesday (Day 2) and Wednesday (Day 3) if no action is taken, the Approver obtains another reminder notification each day about the journal(s) waiting for approval. On Thursday (Day 4), the Preparer receives notification that the Approver has not approved the journal(s). At that point the Preparer can resubmit the journal(s) to the Approver again, seek an Alternate Approver or select the Unreserve Funds button and delete the journal(s).

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I have completed my journal in the RIAS application, how do I submit it to my Approver?

At the bottom of the journal there is a button labeled Reserve Funds. Select this button. A note appears advising you your transaction(s) passed funds reservation. Select OK. Then select Approve on either the Batch screen or on the bottom of the journal.

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Can an attachment be added to a journal after the journal is sent to an Approver?

Yes, when you submit your journal there is a 30 minute wait where the Preparer can add attachments to a journal.

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I sent a journal to be approved, but realized the journal has an error. Can the journal be corrected?

Once the journal has been sent to the Approver you cannot retrieve the journal and correct the mistake. Contact the Approver to have them reject the journal. The Preparer can then unreserve the journal, fix it and resend it. Another option is for the Approver to fix the error. After fixing the journal, the Approver would have to send it to another Approver for approval.

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Why should I number the journal lines in increments of 5?

It is recommended that journal lines are numbered in increments of 5 so that if you add a line between two existing journal line entries, the system can adjust the numbering of the lines.

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Who is able to view attachments?

Anyone that has access to the RIAS application is able to view any journal and any attachment. Be advised not to add attachments with any confidential information to a journal. Confidential attachments should be sent to an Approver via email directly or by campus mail.

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How can I find out who prepared and approved a journal in RIAS?

You can view current action history by selecting RU Journal Approval History. Action history will be displayed for current notifications. Notifications that are more than 30 days old will only be in the data warehouse. The data ware house will also maintain the journal action history. The report Document Lookup Report will provide the Preparer and Approver information.

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I am about to leave on vacation. Is there a way for me to setup a vacation message and delegate any notices?

This feature is for Approvers only. Sign into the RIAS application and select Full List under the notifications worklist. Then choose Vacation Rules. Select the dates you will be out and the your temporary Approver.

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Can I forward a journal that I created using Web ADI for review?

You can send the journal(s) for review before you upload it to the General Ledger. Save the template to your desktop and send an email with the spreadsheet as an attachment. If the individual you send the WEB ADI template to, uploads the journal, that person becomes the Preparer.

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If a journal is rejected where does the user see the rejection notification?

The user would see the rejected notification in their “FYI” notification list as opposed to their “TO DO” notifications list.

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I modified my journal's description in the header section. Why are my changes not displayed in the journal lines description?

Modifying the journal header description does not change the journal lines descriptions. In order for the change to populate to the line descriptions, you have to enter the changes in each line.

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When uploading a Web ADI journal template with Internet Explorer 7.0 and I receive no indication that the journal was uploaded successfully or there was an error, what should I do?

When uploading the Web ADI template with Internet Explorer 7.0 and the upload processing screen remains with no indication that the template was uploaded successfully or there is an error, the internet settings on your desktop have not been configured properly. The Scripting and Download sections on your internet settings must be enabled. See the Desktop Configuration guide for complete details.

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What do I do if I receive a journal for approval and the fiscal period chose has been closed?

You can reject the journal and have the Preparer change the fiscal period or you can modify the journal with the current fiscal period and submit the journal to your Approver. To change a fiscal period, select the Unreserve Funds button on either the Journals screen or Batch screen. A note window appears advising that your transaction(s) have passed unreservation. Select OK. Select Change Period button on either the Journals or Batch screen. Enter in the new current fiscal period and select OK. Select the Reserve Funds button and then select Approve. The journal with the updated fiscal period will be sent to the Approver.

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Rather than save the Web ADI Excel templates to my desktop and then create a journal, I would like to use the Web ADI Excel templates directly from the Forms Repository on the RIAS Website. I do not use Excel 2007. What do I do?

In order to use the templates directly from the Forms Repository there is a desktop configuration setup which must be done. This setup is not needed if you use Excel 2007. Click on My Computer. Select Tools-->Folder Options. The Folder Options window appears. Go to the File Types tabe and select XLS Microsoft Excel Worksheet. Select Advanced. Make sure that Browse in same window is unchecked. Select OK. Then select Close on the File Types window.

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Reports Answers

How will I know if I have access to the RIAS Gateway?

After you log into RIAS, if this error message appears, ERROR You do not have permision to perform this operation(WWC-41415), it means that you do not have access to the RIAS Gateway. Contact the Central Accounting Help Desk at 732-445-2100 if you think you should have access and you get this error message.

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Where do I find the online reports?

When you log into RIAS, the RIAS Gateway appears. Select the financial dashboard tab. The first time you login, you will be prompted to make a connection. A worksheet list screen on the left hand side of the screen will appear with a list of reports available for your use. Access to the data is based on your Extended Budget Responsibility Code (EBRC).

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Do I have to select "Always Allow Pop-Ups from this site?" every time I enter new parameters for a report?

Once you enable Pop-Ups on your desktop, the Pop-Up blocker message will not appear. For assistance on desktop configurations please review the desktop configuration guide.

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Is there a way to change the heading before you print the report?

You cannot change the heading in Discoverer before you print. You can change the heading if you Export the report to Microsoft Excel.

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In Reports is there a way to view multiple fund sources and multiple fiscal periods at once?

Yes. Enter in the multiple fund sources and fiscal periods on the parameters screen for the report. From the fund source drop down box select a particular fund source or All. If you select All then you must change All in the fund source description to view All Fund Sources. Then select All from the fiscal period drop down box. The window will refresh itself with the information you selected.

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I set my format in a report for the first time. Do I have to fix my format settings every time my parameters change?

No, when you format a particular report, select the Save As button and change the name of report. The report will be saved to your RIAS Gateway with your formatting.

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When I select Save from the Action box, where does it save to?

Select the Discoverer Viewer link under your Links and Notifications on the RIAS Gateway. Click on your connection for DW1. The report will be displayed in the Worksheet List.

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How can I delete columns in reports?

You cannot delete a column in a report. You can hide the column(s) by selecting Sort. In Sort next to the Go button select More... Locate the column you want to hide from the drop down box and check the Hide Column box next to the name. Put the column you want to Hide underneath all of the sorts on the Mulitple Sort screen (i.e. underneath the First Sort, Second Sort, Third Sort), so that the column is a low priority in the sort. Select Apply. The column will not appear on the report.

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How do I add other fields to my report?

The blue triangle next to a column name allows you to add a new field.

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How do I change the positions of the column(s) in the report?

In the Report formatting toolbar, select Layout. You can either move the columns by using the drop down boxes or select More... Here you can move the columns up/down/left/right by using the arrows shown next to the names. Once you've made your changes, select Apply to update the report(s).

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What is the Stoplight feature?

Stoplight is a way of color coding data. You might want to categorize account balances as Unacceptable, Acceptable, and Desirable. An amount for each range is defined and background colors are added for each range is identified and highlighted into each of the pre-defined categories.

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How can I highlight particular values in my report?

Select Format in the toolbar and choose Create Conditional Format to meet specific conditions. When you click on the Create Conditional Format you set up the condition based on the field you want to format. For example, you might want to highlight Actual Amount less than $100.00. Indicate the item you want highlighted, select the Operator (Less than (<)) and the Value. Select formatting options to apply to the specified cells. Finally select Apply to update the report(s).

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How can I sort the columns in the report(s)?

You can change the sort order for the column data by clicking on the Sort link in the Format toolbar. A drop down box will display a list of the column names and the order for the sort A to Z, Z to A, or Ascending or Descending, depending on the type of data in the column. Also if you select More... next to the Go button, a screen will display that allows sorting by more than one parameter.

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How can I view details about a specific amount in a report?

Select the Blue Triangle next to a dollar amount in a report. A detail screen will appear showing the breakdown of the transactions that occurred for that particular dollar amount.

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By accident I selected Revert to Saved in my Actions box. What happens to the report(s)?

The original report will be displayed, without any formatting changes you might have created.

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What does Content Setup/Page Setup do for printing the reports?

Content Setup allows you to change print settings such as page items, header and footer information or table or graph settings. Page Setup allows you to adjust page orientation, margins, scale or column widths.

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How do I export a report to Excel?

Click on the Export link in the Actions box. This will take you to the export page where you can specify the format as Excel, then select Export. A download box will appear asking whether you wish to Open or Save the file. Click on the Open button. When you open the file, a security warning regarding macros will display. Select the Enable Macros button. The report displays in Excel. You can then save it on your desktop. If you select Disable Macros the report will open in Excel, but you have disabled the formatting.

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How can I display graphs/tables in the report(s)?

Select Worksheet Options in the Actions box. This screen gives a list of Display Options and Sheet Options. In Display Options, you select the items you want to show on your report.

  • Title: Title of the report you are running
  • Graph: The report will display the data in a graph
  • Table: The report will display the data in table format
  • Both: The report will display the data in both graph and table format

Sheet Options include:

Show null values as: if no data is returned for a field in a worksheet you can define how to display this data. For example, if you enter 'Zero' in this field, the report will display the word 'Zero' where no data is returned.

When a report displays a graph, there is a separate toolbar. Use the Graph toolbar to select the graph type and specify how the graph is displayed. Use the Data toolbar to include in the graph either all the data in the worksheet, or just the rows and columns that are currently being displayed.

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Can I view a report on my MAC computer? Can I export a report to Excel on a MAC computer?

Yes

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“Refreshing Portlet” is displayed on the RIAS Gateway financial dashboard tab under Key Performance Indicators (KPIs) boxes. What should I do?

Go up to your Internet toolbar and select the Refresh icon until the information for the KPIs displays.

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In Discoverer Viewer, how do I display only one report, rather than the long list of standard reports?

There will be a listing of all reports that you have access to on the RIAS Gateway. Select the focus icon next to the report to display only that report and all of its worksheets.

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I'm getting an error message when I try to create a connection in Discoverer saying "ORA 28000 - account is locked". What does that mean? What should I do?

This error means that you have tried more than 3 times to create a connection to Discoverer and the system locked you out. When receiving this message, please contact the RIAS Help Desk for further assistance.

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  For questions or comments about this site, contact the RIAS Team at riasteam@rci.rutgers.edu Last Updated: August 5, 2008