Overview: About Oracle Financials Systems @ Stanford

On this page:

 

Key Functions of the Oracle Financials System

Oracle Financials is the core of Stanford's Accounting System, allowing the University to conduct and manage its financial affairs. Key functions of the Oracle Financials system include:

  • Processing transactions (reimbursements / expense reports, purchases, payments, billings, receipts and journals);
  • Receiving activity from the PeopleSoft system related to student accounts and payroll, recording it in the proper accounts, and sending accounting information back to the PeopleSoft and Time and Leave systems;
  • Receiving accounting entries from other “feeder” systems (Development, Inter-department billings, etc.);
  • Applying “burdens” (indirect costs, fringe benefits);
  • Creating and posting allocations such as endowment payout;
  • Tracking activity in funds, allowing for reporting to sponsors and donors, and departmental management of funds and expenditures.
back to top

Modules Used Campus-wide

Several hundred to several thousand school and department users across campus use one or more modules of the Oracle Financials System. Included in the table below are links to:

  • Module overviews outlining roles and responsibilities, how to get access, types of transactions, available training, and more.
  • Index pages where you will find Quick Step instructions, job aids, etc., pertaining to the use of each module.
Modules Used Campus-wide, Description & Related Resources
Module Name Module Purpose & Description Index Pages with Related Quick Steps & Job Aids
Commitment Management System (CMS)

A custom designed module used by school and department staff to forecast and manage available funds by tracking actual expenditures, accounting for anticipated expenditures and running "what if" scenarios.

See Commitment Management System (CMS) web site.
iBudgets

A custom designed module that allows authorized users to initiate modifications to Expense or Revenue Control information documented in the 9/1 University Consolidated Budget.

See Overview: About the iBudgets Module of Oracle Financials.
iJournals

A custom designed module that allows users to initiate transfers among PTAs (Project, Task, Awards) or across Expenditure Types or Object Codes.

See About the iJournal Module of Oracle Financials.

Internet Procurement (including SmartMart)

Allows campus users to initiate purchases of goods and services on behalf of their departments and business units.

See About the Internet Procurement Module of Oracle Financials.

iOU

A custom designed module that allows processing and approval of reimbursements, advances, Travel Card charges, other checks and petty cash replenishments.

See About the iOU Module of Oracle Financials.

Labor Distribution

Allows authorized users to distribute and adjust payroll earning allocations, which are paid by the PeopleSoft Payroll system, to the appropriate accounts (PTAs).

See Overview: About the Labor Distribution Module of Oracle Financials.
PCard

A custom designed module used to verify, edit, search, approve, or withdraw charges made against Stanford Purchasing Cards (PCards).

See About the PCard Module of Oracle Financials.

Sunflower

Provides authorized users a means of tracking specific moveable assets and the ability to report on the status of these assets.

For more information, see Property Training, Property Management Office.
back to top

Modules Used Only by Central Office Administration

Certain modules of Oracle Financials are used only by Central Office Administration staff within Financial Management Services (i.e., Controller's Office, Procurement, Treasurer's Office, Global Business Services, and Financial Management Consulting & Support), Research Administration (i.e., Office of Sponsored Research and Research Financial Compliance & Services), the Property Management Office, and Land Buildings & Real Estate. These core modules include:

  • Accounts Payable
  • Accounts Receivable
  • Cash Management
  • Enterprise Asset Management
  • eBusiness Tax
  • eSourcing
  • Fixed Assets
  • General Ledger
  • Grants Accounting
  • Purchasing
back to top

Oracle Financials Reporting Tools

Information from all Oracle Financials modules is fed to ReportMart3, the primary reporting tool. ReportMart3, Stanford's web reporting tool by Business Objects, provides access to over 160 reports. There are also several inquiry tools available directly from the Oracle Financials home page. See Overview: Oracle Financials Reporting for more information including:

  • Tool Descriptions and Uses
  • Access and Authority Information
  • Frequency of Data Updates (Daily vs. Real time)
  • Available Training Resources
  • How to Stay Informed of Changes to Reporting
back to top

Staying Informed

To receive email communications regarding changes and updates to Oracle Financials modules and Oracle Financials Reporting, subscribe to any of the email lists below.

Email List Subscriptions
Module Name Click a link below to subscribe
Commitment Management System (CMS) Note:  The CMS user mailing list includes all staff with access to CMS.
iBudgets
iJournals
Internet Procurement
iOU
Labor Distribution
PCard
ReportMart3
Sunflower

Check Archived Bulletins to view communications organized by financial activity and date.

back to top