Oracle Financial Information System project info

Auxiliary Services

Facilities

Financial Policies and Procedures

Miscellaneous Fees and Charges

Oracle Financial Information System Project Information

Payment of Salary and Staff Benefit

Payment Schedule

Rental Charges

Superannuation Fund and MPF Scheme

Useful Information

Insurance for Staff Members

Cost Allocation Practices

Performance Pledge

Oracle FIS

Training Materials	User Training (Jan 2021) Staff Expense Claims (Preparer) Staff Expense Claims (Approver) Payment Requisition to Vendors (Preparer) Payment Requisition to Vendors (Approver) Enhancement Note on iExp and PRV (Feb 2024) Steps for Inputting the Declaration and Approval List iExp and PRV (Apr 2024) Check approval list before claim submission (Apr 2024)
Relevant Materials	Memo on Rollout of new i-Expense Module
Video (Cantonese)	I-Expense Input Approve Reports Access Authorization Payment Requisition to Vendors (PRV) Input Approve Reports Setting Up of Vacation Rule for I-Expense and PRV Video
Video (English)	I-Expense Input Approve Reports Access Authorization Payment Requisition to Vendors (PRV) Input Approve Reports Setting Up of Vacation Rule for I-Expense and PRV Video

User Guide: New concise version of Income and Expenditure (I/E) Statements	User Guide: New concise version of Income and Expenditure (I/E) Statements (Updated on 11 Sept 2020)
PR Goods Receipt: How to Return Items / Correct Receipts	PR Goods Receipt: How to Return Items / Correct Receipts
How to set Scheduler for Oracle Report	Using web form (HKBU XX Financial Reports) (Updated on 5 Nov 2020) Using JAVA form (HKBU XX Financial Inquiry) and FO users (Updated on 11 Sept 2020)
Purchase Requisition User Manual	For Preparer For Reviewer For Approver (Updated on 13 May 2019)
e-Learning Video English Version	PR Creation (Non-Catalog Request) PR Approval (For Review or Approver) PR Receipt against Delivery of Goods & Service PR related Report Printing Financial Reports Printing
e-Learning Video Chinese Version	PR Creation (Non-Catalog Request) PR Approval (For Review or Approver) PR Receipt against Delivery of Goods & Service: video 1 \| video 2 PR related Report Printing

Date	Topics	Participants
15, 17 May 2019	Briefing on Financial Information System (FIS): Concise version of Income and Expenditure Statements HKBU Concise Version of Income and Expenditure Statements (Updated on 11 Sept 2020)	FIS users
28 June 2018	Income & Expenditure Statements of the FIS Scheduling automatic generation of FIS reports and FAQs on the FIS (Updated on 11 Sept 2020)	FIS users
Schedule	To introduce the new procurement e-workflow To practice and perform input of Purchase Requisition (PR) and goods receipt To introduce how to gnerate reports iProcurement Part 1 iProcurement Part 2	PR Preparer
Schedule	To brief the new procurement e-workflow and review / approval functions To introduce how to generate reports iProcurement Briefing	PR Reviewer or Approver / Budget Controllers

Date	Topics	Participants
20-Jun-2018	Account Receivable Customer Maintenance Period End Rceipt Transaction	FO users
20-Jun-2018	How to build a simple FSG Report	FO users
8-Dec-2017 11-Dec-2017 (Re-run)	General ledger (GL) Chart of Account Structure Journal Processing Summary Template Account Inquiry Budget Processing Revaluation and Consolidation Period End Processing and Reporting Fund Check Guidelines	FO users
11-Dec-2017 12-Dec-2017 (Re-run)	Invoice input and approval (AP) include AP supplier and bank account Supplier Invoice	FO users
13-Dec-2017	Project Information Form (PIF)	FO users
14-Dec-2017	Fixed Assets (FA)	FO users
4-Jan-2018	Purchasing (PO) include PO supplier input (Updated on 22-Aug-2019)	FO users

Oracle EBS - Navigation and Short-Cut Keys

Date	Topics	Participants
Mid Nov-2020	i-Expense Module (i) Introduction PDF / Video (ii) i-Expense Preparer PDF / Video Approver PDF / Video (iii) Payment Requisition to Vendors Preparer PDF / Video Approver PDF / Video	Department Users
27-Aug-2018	Accounts Receivable (AR) Receipt Transaction Customer Period End	FO and SCE Users
Nov-2017	iProcurement Training Lesson 1 Lession 2	Department Users
21-Aug-2017	Payables (Invoice) Invoice Period End Supplier	FO users
22-Aug-2017	Fixed Assets	FO users
24-Aug-2017	iProcurement Part 1 Part 2	FO users
25-Aug-2017	Purchasing Purchasing Administration	FO users
29-Aug-2017	Project Information Form
30-Aug-2017	General ledger (GL) Chart of Account Structure Journal Processing Summary Template Account Inquiry Budget Processing Revaluation and Consolidation Period End Processing and Reporting	FO users
31-Aug-2017	Payment Cash Management	FO users

Date	Topics	Participants
29-Aug-2017	Retained Modules - Student Account Module (include Studentship) Retained Modules - Fixed Deposit Module	FO users
1-Sep-2017	Retained Modules - Payroll and Related Modules Full Time Payroll Module Monthly and Unit Pay Module Staff Cost Commitment Module Staff Cost Projection Module Student Helper Payroll Module Medical and Dental Reimbursement Module	FO users
4-Sep-2017	Retained Modules - (i) Donation Module (ii) Credit Card Payment Gateway Donation Account Module Centralized Credit-Card Payment Module	FO users

Date	Topics	Participants
13-Oct-2016 25-Oct-2016 07-Nov-2016 14-Nov-2016	An overview on the standard functions and workflow on financial modules (Oracle EBS R12.2) Oracle Financial Applications Overview Student Guide Volume 1 Student Guide Volume 2 Student Guide Volume 3	FO Project Team
11-Oct-2016 18-Oct-2016	An overview on the standard functions and workflow on procurement modules (Oracle EBS) Purchasing Fundamentals - Practices and Solutions Purchasing Fundamentals (Volume I) Purchasing Fundamentals (Volume II)	FO Project Team
3-Dec-2020	An overview on the standard functions and workflow on Internet Expenses modules (Oracle R12.2) Activity Guide Student Guide	FO Project Team

iExpense and Payment Requisition to Vendors (PRV)

Purchase Requisition (PR)

Cost Allocation Guidelines (CAG)

UGC's requirements

UGC Cost Allocation Guidelines for UGC-funded and non-UGC funded Activities (September 2015)

About the Survey

Time Analysis Survey Background (Last updated: 09-Sep-2023)

FAQ (Last updated: 05-Oct-2023)

Data Privacy Framework (Last updated: 29-Oct-2018)

User Guide (Last updated: 03-Mar-2024)	User Guide (Background) User Guide (Endorser) User Guide (Preparer - Prof and Lect) User Guide (Preparer - RSH) User Guide (Delegate of Endorser) User Guide (Delegate of Preparer)
Training Video for Endorser	- View Timesheet Details - Endorse / Reject Timesheets
Training Video for Preparer	- Option 1 – Submit Timesheet by Declaration - Option 2 – Input Timesheet by Day - Resubmit Timesheet
Training Video for Delegates	- Input Timesheet by Day for Preparer - Review Submission Status for Endorser

Financial Dashboards

Website	https://insights.hkbu.edu.hk Link can only work within HKBU's network (i.e. VPN connected if WFH)
Training Materials	- User Guide (Nov 2022) - Training Video

Background

The Council has, at its meeting on 21 June 2016, approved the implementation of a new Financial Information System (FIS) using Oracle E-Business Suite and Oracle Hyperion to meet the long-term needs of the University as well as to fulfill the new requirements of the University Grants Committee (UGC). The new FIS will facilitate segment reporting in 2016-17 and the allocation of costs based on appropriate cost drivers including usage of premise and timesheets of academic staff. We appreciate your keen participation and kind support.

Project Governance Structure

Implementation

Timeline

MAR 2021

JAN 2021

SEP 2020

June 2020

MAR 2020

SEP 2019

MAY 2019

JUN 2018

MAR 2018

DEC 2017

SEP 2017

JUN 2017

FEB 2017

NOV 2016

Activities	Participants	Date
Demonstration on Academic Timesheet System	Academic, Teaching and Research Staff	23 May 2018
Sharing Session on New FIS Project Updates and Live Demonstration	FO Staff	18 Aug 2017
Demonstration on e-Procurement Workflow	All staff who need to prepare or approve PRs	9 Jun 2017 14 Jun 2017
Demonstration on Academic Timesheet System	Academic, Teaching and Research Staff	8 Jun 2017
Sharing Session on New FIS Project Updates	FO Staff	9 Mar 2017
Sharing Session on New FIS �� Embrace the Challenges to Excel	Deans and Heads of the University	9 Nov 2016
Sharing Session on New FIS Project	FO staff	28 Sept 2016
Project Kick-off Meeting	Members of Project Working Committee and Project Team	22 Sept 2016

Activities	Participants	Date
Expense Reimbursement (i-Expense) Module To collect user comments / requirements on expense reimbursement (i-Expense)	Representatives from Faculties/Schools/Academy/Administrative Offices	6 May 2020 8 May 2020
New Income and Expenditure (I/E) Statements To collect user comments / requirements on new I/E statements	Representatives from Faculties/Schools/Academy Administrative Offices	9 Jan 2019 11 Jan 2019
Procurement e-Workflow To collect requirements on the electronic workflow on Purchase Requisitions (PR) as hard copy PR forms will cease.	Representatives from: Faculties/Schools/Academy Administrative Offices Estates Office School of Continuing Education	8 Dec 2016, 9 Dec 2016 8 Dec 2016 1 Nov 2016 11 Nov 2016
Financial Reports and Functions To collect requirements on new reports / enhancement for existing reports	Representatives from: Faculties/Schools/Academy Administrative Offices	13 Dec 2016 14 Dec 2016
UGC Cost Allocation Guidelines on Time Analysis Survey for Academic / Teaching Staff To collect requirements on new Timesheet System and sampling methodology	Representatives from Faculties/ Schools/Academy	15 Jan 2016 7 Dec 2016
UGC Cost Allocation Guidelines on Premises Related Cost To discuss the administrative arrangement to feed the room usage records for academic departments to EO's premises Booking System PDF1 PDF2	Representatives from Faculties/Schools/Academy	6 Dec 2016 6 Mar 2017

Activities	Participants	Date
UAT Testers Orientation	FO Staff	04 Sep 2017

Contact Us

Contact Us
Tel:	3411 5123
Email:	fo@hkbu.edu.hk
Fax:	3411 5888
Address:	Tsuen Wan Campus No. 2-12 Yi Lok Street Riviera Gardens Tsuen Wan, N.T.

Oracle Financial Information System project info

Oracle FIS

1. Oracle i-Expense Module

2. Reference Manual

3. New FIS - Departmental User Training

Date

Topics

Participants

4. New FIS - Training For FO

Date

Topics

Participants

5. Oracle EBS - Navigation and Short-Cut Keys

6. New FIS - UAT Training (Oracle EBS)

Date

Topics

Participants

7. UAT Briefing (Retained Modules in FIS)

Date

Topics

Participants

8. Training from Oracle Unviersity

Date

Topics

Participants

9. Add One Level up Approver in i-Expense/PRV and PR

Cost Allocation Guidelines (CAG)

Cost Allocation Guidelines

Time Analysis Survey

Academic Timesheet System (TSS)

Financial Dashboards