Where an individual has been newly appointed, a New User service request, should be completed and submitted, if possible, even before they have started. This will ensure that everything is in place for their arrival. Before access to Oracle R12 is requested, all users including temporary staff, MUST be added to CoreHR so that an employee number is available. They must also have an Oxford Username (also known as Single Sign On), which is created in the recruitment process after a University Card is requested.
All users (whether new to the University or not) MUST also attend training before the requested/authorised access is released.
Note: Once provided, access to Oracle Financials will enable the individual to see sensitive and personal data, and the individual must therefore be aware of the requirements for confidentiality in handling University information. The University complies with the requirements of the Data Protection Act, and as part of this, 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.
All staff must also meet the requirements of the University's Financial Regulations and Regulations Relating to the Use of Information Technology Facilities.
The completed New User form should be submitted, via the relevant HEAT Service Request, by the department's authorised signatory indicating their approval for the request.
Upon receipt of the New User form, the Support Centre will check the details on the form, match the request to CoreHR records, and if required, contact the department to follow up any queries before creating the new account.
The Training team will then invite users to complete the relevant training course(s).
New User Follow Up
After training is completed, the Financial Systems Customer Services team is informed by the Training team and will contact the new user by email to advise of the access details and help with logging in for the first time, etc. If the user has several Oracle R12 roles, access is granted to each role on the system separately as soon as the user completes the necessary training for each one.