[Faculty] April 24 - Impact23 Faculty Update

[Gerard J Bomotti]

Dear Faculty Colleagues,

As the fourth quarter of the Impact23 transition continues, we will continue our regular email updates that we hope shed light on the progress being made, solutions to issues, changes in timelines, and resources available for faculty. These updates are designed to work hand-in-hand with other communication channels such as office hours, web updates, and campus publications. To catch up on previous updates, feel free to visit: https://drive.google.com/drive/u/1/folders/13EU_jcpzxx2nEmDoJCILv4XkP-7fmMRv

Staying informed is key! The Known Issues Tracker is regularly updated and can be accessed at: https://impact23.ucr.edu/known-issues-tracker

For a comprehensive update for the entire campus, don't miss out on the latest newsletter at:
https://impact23.ucr.edu/insider-news-digest#insider-newsletters

KEY FACULTY UPDATES

Oracle Procurement Approvals via Email: Although some issues with approvals via email in Oracle were addressed, the project team discovered another issue where email approvals were delayed and appeared not to work. Oracle acknowledged and deployed a fix to our environment on April 20, which we confirmed was successful. In addition to fixing the bug, we have also learned that the Bell Icon notifications in Oracle only update every 15 minutes even if an action has been taken. As such, users who check the Bell notifications quickly after an email approval may not see it updated for a few minutes. The project team is working on training and guidance to assist users with expected functionality, which will also be included in a future faculty email update.

Web Recharge Tool: As of March 27, all remaining Service Providers have been activated in the new Web Recharge system and can start billing for services, including backdated services provided since Oracle deployment. Service Providers may take some time to get caught up on the billing backlog, but charges should already start posting against appropriate funds in the coming weeks, with the goal of being caught up before 6/30/2024, at the close of the Fiscal Year.

Reimbursement Payments from Concur: The ongoing situation with certain transactions not being processed as expected into Oracle is being actively addressed as a matter of priority. Specifically, system and process enhancements have been made to increase data reliability, and for enhanced usability, with the goal of clearing hurdles for Concur payment processing. To learn how to avoid these issues, please refer to the Known Issue Information at https://impact23.ucr.edu/known-issues/2023/12/15/concur-expense-reports-not-paid-and-not-appearing-ledger-or-looker for additional guidance.

Re-Distribution of Kuali Award Notifications
Between November 2023 and February 2024, some Campus Award Notices (CANs) were not received by their intended recipients due to an email security block. A fix has been implemented, and to ensure everyone is up to date, all CANs sent during the affected period are being manually re-sent. This process involves the re-distribution of 440 award versions and is expected to be completed throughout April. These re-sent notifications will be clearly marked as "DUPLICATE" to avoid any confusion. For more detailed information: https://impact23.ucr.edu/announcement/2024/04/02/re-distribution-kuali-award-notifications, or those with specific questions can reach out to kualisupport at ucr.edu<mailto:kualisupport at ucr.edu>.

Charges for Closed Contracts and Grants: In cases where transactions have not yet posted to a C&G Award that is now closed, please contact your departmental FAO and/or your Organization CFAO for assistance. They will collaborate with the EMF team to explore viable solutions.

Payroll Certification System: The technical team is currently working on the development of the new Payroll Certification System under Oracle/COA. This system is being prioritized for a smooth transition for faculty members before the end of the Spring quarter and fiscal year.

Graduate Student Pay: Several cases of graduate students not getting paid have been brought to the attention of the Impact23 team. At this time, this is understood to be a UCPath issue, and not related to the Oracle implementation. These issues should be addressed with the respective UCPath Service Center. If you discover a Graduate Student Payment not related to UCPath, please contact your respective departmental Financial Manager for review and possible escalation.

RESOURCES FOR FACULTY
Faculty members, along with the organization's finance and administration staff, have access to various resources for effective navigation of Impact23.

Impact23 Meetings
Stay updated with Impact23-related meetings and office hours by visiting the Impact23 calendar.
These sessions provide updates on stabilization efforts and address current issues. Access the calendar here: https://impact23.ucr.edu/impact23-calendar

The April Town Hall will be a User Group Meeting instead. This is a great opportunity for your financial administrators to learn about all the latest updates. The date and time remain unchanged: April 30th, from 10:30 to 11:30 am. Calendar Link.<https://impact23.ucr.edu/impact23-calendar>

Concierge
For Impact23 system-related inquiries, reach out to the Concierge Helpline at (951) 827-9990 or submit a ticket here: https://impact23.ucr.edu/request-help-ticket

The dedicated team is diligently progressing towards system stabilization to ensure minimal impact on UC Riverside's mission and essential work. For any inquiries or feedback, please feel free to reach out at: Impact23 at ucr.edu<mailto:Impact23 at ucr.edu>

Sincerely,

Gerry Bomotti on behalf of the Impact23 Executive Steering Committee

Vice Chancellor and CFO
Planning, Budget & Administration
4118 Hinderaker Hall
900 University Ave., Riverside, CA  92521
Office: 951-827-7312 | Cell: 702-232-5267
gerry.bomotti at ucr.edu<mailto:gerry.bomotti at ucr.edu>

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