K12 SIG Web Cast Agenda

1. K12 SIG Web Cast Agenda • Introduction • Membership Directory • Organization Contact Person • Oracle Applications Version and OS • Web Site • OAUG – April 2007 • Future Topics • Speaker Introduction

2. CPS Non-Quota Position Opening in Oracle Position Control Presented by: Ken Harris – Chicago Public Schools

3. CPS Non-Quota Position Opening in Oracle Position Control • Click the CPS PC POSITIONS link from your responsibility list. • Click the OPEN POSITION link once your form menu appears.

4. CPS Non-Quota Position Opening in Oracle Position Control • Click the ACTION TYPE list and select the OPEN NON-QUOTA POSITION list item. • Click the SEARCH FOR UNIT button. Button and select your Unit. • Enter the desired information into the PURPOSE OF TRANSACTION field. • Click the POSITION TYPE and select the desired Position Type.

5. CPS Non-Quota Position Opening in Oracle Position Control • Click the POSITION CLASS and select the desired Position Class. • Click the SEARCH FOR JOB CODE and select the desired Job Code. • Click the RATE TYPE list and select the desired Rate. • Click the EFFECTIVE OPEN DATE and select the desired Effective Open date.

6. CPS Non-Quota Position Opening in Oracle Position Control • Click the EFFECTIVE CLOSE DATE and select the desired Effective Close date. • Click the SALARY PLAN and select the desired Salary Plan. • Click the FTE and select the desired FTE list item. • Click the PAY GROUP and select the desired Pay Group.

7. CPS Non-Quota Position Opening in Oracle Position Control • Click the LANE/GRADE list and select the desired Lane/Grade. • Click the STEP and select the desired step. • To proceed to the next page . . . Click the NEXT button.

8. CPS Non-Quota Position Opening in Oracle Position Control • Click the various budget class fields and select the desired Budget Class. • Enter the desired funding percentage in the PERCENT field. • To proceed to the next page . . . Click the NEXT button.

9. CPS Non-Quota Position Opening in Oracle Position Control • Review all of your entered information on this screen before submitting for approval. • Scroll down to see all of the funding information including a breakdown of benefit costs charged to the position.

10. CPS Non-Quota Position Opening in Oracle Position Control • After reviewing the funding information, submit your request for a position opening. • If your request meets all of the requirements, you will get a positive confirmation of position opening on this page.

11. Santa Ana Unified School District(SAUSD) • Position Control Implementation Present By Mobashir MOhammad

12. About SAUSD • Fifth Largest School District in California • Number of Students: 58,832 (K-12) • Geographic Size: 24 Square Miles • Number of Employees: 4,202 • Size of Operating Budget: $473.5 million • Declining Enrollment

13. Objective Use Oracle Position Control feature to control expenditures on positions through control of the number of positions each school or department is authorized to fill.

14. Business Requirements • The existence of a position is based on the funding source. • All the account codes must be attached to each position in Oracle and maintained. • Synchronize Account Codes in Position Form to Costing Form in Assignment Screen • Automate routing and approvals based on position funding i.e. Categorical and General

15. SAUSD PCN Standards • Implement New Naming Convention for Positions that would identify position’s funding source • A position is unique even Job and department is same but are funded from different account codes.

16. Position Naming Convention • FOR CLASSIFIED POSITIONS • “Site Number”. “Job Name-Months”. “Sequence Number” • FOR CERTIFICATED AND MANAGEMENT POSITIONS • “Site Number”. “Job Name-Months AND/OR SUBJECT”. “Sequence Number”

17. SAUSD Position Example • All General Funds position sequence will be from 00001-19999 • All Categorical Funds position sequence will be from 20001-99999 • For Example • Custodian in Adams Elementary General Funds working 10 months • 090.Custodian-10.00001 • If Categorical • 090.Custodian-10.20001 • Teacher in Adams Elementary General Funds • 090.Teacher-k5.00001 • If Categorical • 090.Teacher-k5.20001

18. Challenge 1 • All the account codes must be attached to each position in Oracle and maintained. • Solution • Create Account Codes in the SIT with proportion and effective dates

19. Solution

20. Challenge #2 • Synchronize Account Codes in Position Form to Costing Form in Assignment Screen • Solution • Created a Batch Procedure that compares Account Codes in Position Form to Account Codes in Assignment Costing Screen. • Synchronization of a Position account or accounts (split funded) can also get executed without running the batch process • Benefits • Only one Place to enter and maintain Account Codes for positions

21. Solution

22. Challenge # 3 • Automate routing and approvals based on position funding i.e. Categorical and General • Solution • Currently In Research

23. Current Position Approval Process

24. Future Plans • Automate routing, approvals and notifications • Validate transactions using business rules • Capture historical information

25. Questions and Answers

26. CPS Custom Purchase Order Final Close Application Presented by: Ken Harris – Chicago Public Schools

27. CPS Custom Purchase Order Final Close Application • CPS has developed a custom module to Final Close POs • Most of the process is run through a series of concurrent requests • Available as a separate responsibility to control access

28. CPS Custom Purchase Order Final Close Application • The first step is to run your selection request that builds the set of POs available to close • This data set can be updated by running the request again using the same Batch ID name/number

29. CPS Custom Purchase Order Final Close Application • Due to the various needs of the users, the selection criteria is very diverse • A majority of our closing requests are due to the ending of Grants, so they are given a special priority by having a wider set of selection criteria

30. CPS Custom Purchase Order Final Close Application • After you request has completed and your batch is created, you can review everything that is included in the batch or select only specific subsets using this search screen • This was done to limit the amount of records if your batch is a large one

31. CPS Custom Purchase Order Final Close Application • The selection screen has all of the info needed to make your decision • By checking the Final Close User box, the PO is selected for close • We can send letters to both the Unit and the vendor informing them of the close

32. CPS Custom Purchase Order Final Close Application • If you require more detailed information for the PO, by clicking the Detail button, you can see the line by line information including the funding source • You also have the ability to leave some lines on the PO open while Final Closing the rest

33. CPS Custom Purchase Order Final Close Application • After selecting your POs to close, this concurrent request completes the close • You can run the request without closing to see what the outcome would be • You can choose the close date and the message that will show in the Action History of the PO

34. CPS Custom Purchase Order Final Close Application • A final concurrent request produces a report of all POs closed • The report can be grouped by any segment in our Chart of Accounts

35. CPS Custom Purchase Order Final Close Application • While the report groups by the criteria selected in the request, you get the line level data for each PO line closed • This report is currently in text format but will eventually be converted to XML and possibly e-mailed to individual Units