Training

Unit 1 contains an educational tutorial available for all who request access to Administrative Information Systems (AIS).

It serves as the foundation for the financial modules of AIS, providing an Introduction to AIS and the Chart of Accounts. 

To begin, click the link below.

Unit 1: AIS Overview and Chart of Accounts

Glossary

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 1: COA. Please email any suggestions or comments to it-ais@siu.edu

Training Tutorials

Unit 2: Navigation

The Navigation Unit is highly recommended for all who request access to AIS. Navigation is the process of moving to a specific location within Oracle/AIS windows in order to accomplish a specific objective. It encompasses the following:

• Accessing and exiting the Administrative Information System (AIS).
• Selecting and displaying desired forms.
• Moving between windows within a form.
• Moving between fields within a window.
• Utilizing basic Oracle functionality.

A number of the Oracle Applications and several different Responsibilities will be used to demonstrate Navigation in AIS. You may or may not have access to all the applications and responsibilities used, but the functionality works the same, regardless the application or responsibility.

Begin by selecting Module 1: Getting Started Overview link. There are seven Modules in the Navigation Unit. View the tutorials in the order listed and repeat as often as necessary.

Module 1: Getting Started Overview

• Learning Cycle 1: Logging On & Off
• Learning Cycle 2: Login Assistance
• Learning Cycle 3: Personalize Main Menu
• Learning Cycle 4: Favorites
• Learning Cycle 5: Web Navigating
• Learning Cycle 6: Worklist

Module 2: Windows Overview

• Learning Cycle 1: Navigator Window Functions
• Learning Cycle 2: Basic Window Features
• Learning Cycle 3: Navigating within a Window

Module 3: Menus & Toolbars Overview

• Learning Cycle 1: Menus
• Learning Cycle 2: Toolbar
• Learning Cycle 3: HRMS Additional Information

Module 4: Finding Data Overview

• Learning Cycle 1: Query Find
• Learning Cycle 2: Query-by-Example

Module 5: Entering Data Overview

Module 6: Running Reports Overview

Module 7: Folders Overview

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 2: Navigation. Please email any suggestions or comments to it-ais@siu.edu

Unit 3: Fiscal Officer/ Delegate Inquiry & Reporting

Unit 3 is a series of educational tutorials available for those with Fiscal Officer/Delegate responsibilities within AIS.

New Users:

These eLearning Tutorials will help you become familiar with the Fiscal Officer/ Delegate Inquiry & Reporting function. If you would like additional help, contact your campus coordinator to set up a time and location.

Tutorials may be repeated as often as necessary.

Begin by clicking on the Module 3: Learning Cycle 1: Cash Balance Inquiry link. There are five Modules in the Fiscal Officer/ Delegate Inquiry & Reporting Unit. View the tutorials as they become available and repeat as often as necessary.

Module 1: Supplier Inquiry Overview

• Learning Cycle 1: Finding Supplier Information
• Learning Cycle 2: Special Searches (PDF)

Module 2: Invoice Overview & Invoice Inquiry

• Learning Cycle 1: Invoice Overview
• Learning Cycle 2: Invoice Inquiry

Module 3: Account Inquiry Overview

• Learning Cycle 1: Cash Balance Inquiry
• Learning Cycle 2: Cash Revenue Inquiry
• Learning Cycle 3: Expenditures Inquiry
• Learning Cycle 4: Exporting Data to a Spreadsheet
• Learning Cycle 5: Advanced Inquiry (Subledger)

Module 4: Funds Inquiry Overview

• Learning Cycle 1: Funds Available Inquiry

Module 5: Reporting Overview

• Learning Cycle 1: Fiscal Officer Reporting - Custom Reports
• Learning Cycle 2: Fiscal Officer Reporting - Oracle Standard Reports
• Appendix A: SIU Custom GL Reports
• Appendix B: SIU Fiscal Officer Payroll Reports
• See Also: R12 Running Reports - Custom - PDF & Standard - PDF

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 3: Fiscal Officer Delegate Inquiry & Reporting. Please email any suggestions or comments to it-ais@siu.edu

Unit 4: SIU Department Buyer

Unit 4 is a series of educational tutorials available for those with the SIU Department Buyer responsibility within AIS.

New Users:

These eLearning Tutorials will help you become familiar with the SIU Department Buyer function prior to formal training. Hands-on, instructor-led training is required for the SIU Department Buyer responsibility. You will be contacted by your campus coordinator with details.

Begin by clicking on the link: Introduction & Sign On. After completing the introduction, click on the Module 1 link and then each of the Learning Cycle links within the Module. There are three Modules in the SIU Department Buyer Unit. View the tutorials in the order listed. They may be repeated as often as necessary.

Module 1: PO Summary Overview*

• Learning Cycle 1: Finding Purchase Order Summary Information
• Learning Cycle 2: Inquire Menu
• Learning Cycle 3: Additional Search Techniques

*Note: The Purchase Order Summary module also appears in Unit 5 - SIU PO Department Buyer & Unit 6 - SIU Department Receiver. If you have either of these responsibilities, along with Department Buyer, you only need to review the information once.

Module 2: Scheduled Releases Overview

• Learning Cycle 1: Entering Scheduled Releases - See Also: R12 Entering a Scheduled Release
• Learning Cycle 2: Attachments - See Also: R12 Attachments
• Learning Cycle 3: Release Approval
• Learning Cycle 4: Change Orders to Scheduled Releases

Module 3: Notifications Overview

• Learning Cycle 1: Filtering Notifications
• Learning Cycle 2: FYI Notifications
• Learning Cycle 3: To Do Notifications
• See Also: R12 Worklist/ Notifications

Glossary

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 4: SIU Department Buyer. Please email any suggestions or comments to it-ais@siu.edu

Unit 5: SIU PO Department Buyer

Unit 5 is a series of educational tutorials available for those with the SIU PO Department Buyer responsibility within AIS. Department end users will use this responsibility to issue Standard Purchase Orders under the amount of $1,500. This responsibility is currently used only at the School of Medicine in Springfield.

New Users:

These eLearning Tutorials will help you become familiar with the SIU PO Department Buyer function prior to formal training. Hands-on, instructor-led training is required for the SIU PO Department Buyer responsibility. You will be contacted by your campus coordinator with details.

Begin by clicking on the Module 1 link and then each of the Learning Cycle links within the Module. There are six Modules in the SIU PO Department Buyer Unit. View the tutorials in the order listed. They may be repeated as often as necessary.

Module 1: Supplier Inquiry Overview

• Learning Cycle 1: Finding Supplier Information
• Learning Cycle 2: Special Searches (PDF)

Module 2: PO Summary Overview

Module 3: PO Entry Overview

• Learning Cycle 1: Filtering Notifications
• Learning Cycle 2: FYI Notifications
• Learning Cycle 3: To Do Notifications

• Learning Cycle 1: GL & PO Date Errors

Glossary

Your Opinion Counts

We would appreciate feedback on the self-directed training for Unit 5: SIU Department Buyer. Please email any suggestions or comments to it-ais@siu.edu

Unit 6: SIU Department Receiver

Unit 6 is a series of educational tutorials available for those with the SIU Department Receiver responsibility within AIS. It is designed for Department end users who access AIS to enter Receipts against Standard purchase orders and Scheduled releases, where the orders have been issued with a Receipt Routing of Direct and the Match Type as 3-way.

New Users:

These eLearning tutorials will help you become familiar with the SIU Department Receiver function prior to formal training. Hands-on, instructor-led training is required for the SIU Department Receiver responsibility. You will be contacted by your campus coordinator with details.

Begin by clicking on the Module 1: Learning Cycle 1: Selecting, Changing & Verifying procurement Orgs link and then each of the Learning Cycle links within the Module. There are three Modules in the SIU Department Receiver Unit. View the tutorials in the order listed. They may be repeated as often as necessary.

Module 1: Receipts Overview

• Learning Cycle 1: Selecting, Changing & Verifying Procurement Orgs
• Learning Cycle 2: Finding Receipts
• Learning Cycle 3: Entering Receipts
• Learning Cycle 4: Entering Receipts w/Multiple Distribution

Module 2: Receiving Transaction Summary

• Learning Cycle 1: Finding Receiving Transactions
• Learning Cycle 2: Viewing Summary Information

Module 3: PO Summary Overview*

• Learning Cycle 1: Finding Purchase Order Summary Information
• Learning Cycle 2: Inquire Menu
• Learning Cycle 3: Additional Search Techniques

*Note: The Purchase Order Summary module also appears in Unit 4 - SIU Department Buyer and Unit 5 - SIU PO Department Buyer. If you have either of these responsibilities, along with Department Receiver, you only need to review the information once.

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 6: SIU Department Receiver. Please email any suggestions or comments to it-ais@siu.edu

Unit 7: SIU Fixed Assets Managerial Inquiry & Reporting

Unit 7 is a series of educational tutorials available for those with the SIU Fixed Assets Managerial Inquiry & Reporting responsibility within AIS. It is designed for Department end users who access AIS to inquire on departmental assets and run summary reports.

New Users:

These eLearning tutorials will help you become familiar with the SIU Fixed Assets Managerial Inquiry and Reporting function.

After completing the introduction, click on the Module 1 link and then each of the Learning Cycle links within the Module. There are three Modules in the SIU Fixed Assets Unit. View the tutorials in the order listed. They may be repeated as often as necessary. At the end of each tutorial, there is a link to a “Printable Version” of the information.

Module 1: Financial Information

• Learning Cycle 1: Find by Asset Detail
• Learning Cycle 2: Find by Assignment
• Learning Cycle 3: Find by Source Line

Module 2: Transaction History

• Learning Cycle 1: Finding and Viewing Transactions

Module 3: Reporting

• Learning Cycle 1: Submit Request
• Learning Cycle 2: Viewing Reports

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 7: SIU Fixed Assets Managerial Inquiry & Reporting. Please email any suggestions or comments to it-ais@siu.edu

Unit 8: SIU HRMS Department View

Unit 8 is a series of educational tutorials available for those with the SIU HRMS Department View responsibility within AIS. It is designed for Department end users who access AIS to view information relative to an employee's assignment, address or phone number(s).

New Users:

These eLearning tutorials will help you become familiar with the SIU HRMS Department View function.

After completing the introduction, click on the Module 1 link and then each of the Learning Cycle links within the Module. There are three Modules in the SIU Fixed Assets Unit. View the tutorials in the order listed. They may be repeated as often as necessary. At the end of each tutorial, there is a link to a “Printable Version” of the information.

Module 1: Assignments Overview

• Learning Cycle 1: Find Person
• Learning Cycle 2: DateTrack
• Learning Cycle 3: Assignments - Header Region
• Learning Cycle 4: Assignments - Tabbed Region

Module 2: Additional Information

• Learning Cycle 1: Address & Phones
• Learning Cycle 1: Salary, Costing & Entries

Glossary

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 8: SIU HRMS Department View. Please email any suggestions or comments to it-ais@siu.edu

Unit 11: HRMS Time Entry & Summary Reporting

Unit 11 contains information for departments on campus to begin Payroll time entry into AIS Production for bi-weekly civil service staff and students.

Fiscal Officers or Fiscal Officer Delegates

Beginning April 15, 2015 current Fiscal Officers and Fiscal Officer Delegates having fiscal authority in AIS Production were automatically assigned the SIU HRMS Fiscal Officer Time Entry responsibility. The responsibility will appear on the Main Menu for use, if needed.

After April 15, 2015 when new Fiscal Officers or Fiscal Officer Delegates initially complete the AIS User Form to request fiscal authority in AIS Production, the time entry responsibility, SIU HRMS Fiscal Officer Time Entry, will be automatically assigned.

The Fiscal Officer or Fiscal Officer Delegate can use the responsibility to enter time against his/her Budget Purposes in AIS Production for bi-weekly civil service staff and/or students. If the Fiscal Officer or Fiscal Officer Delegate chooses not to enter time, then he/she can select a Timekeeper to enter time for him/her.

• If you are a Fiscal Officer or Fiscal Officer Delegate wishing to get started with time entry, view instructions here
• Fiscal Officers and Fiscal Officer Delegates wishing to select a timekeeper or enter time in to AIS Production should complete the training modules identified in the self-directed training section below.

Timekeepers

A timekeeper is an employee selected by a Fiscal Officer or Fiscal Officer Delegate to enter time in to AIS Production for a specific Budget Purpose(s).

• If you are going to be a Timekeeper, entering time electronically in to AIS Production, view instructions to get started.
• Timekeepers selected to enter time in to AIS Production must complete the training modules identified in the self-directed training section below with the oversight of the FO Delegate or an experienced timekeeper.

If you have questions or problems, please review our FAQs document before contacting Payroll or Accounting Services.

Self-Directed Training

There are four self-directed training modules for time entry. Fiscal Officers or Fiscal Officer Delegates wishing to learn how to setup a Timekeeper in AIS Production should complete Module 1: Selecting Timekeeper Overview, in addition to Learning Cycles 1 and 2 for that module.

Fiscal Officers or Fiscal Officer Delegates or Timekeepers wishing to learn how to enter time into AIS Production for bi-weekly civil service staff and/or students are required to complete Modules 2 through 4 in the order listed below; repeat as often as necessary.

Module 1: Selecting Timekeeper Overview

• Learning Cycle 1: Entering Timekeeper Information
• Learning Cycle 2: Changing Time Entry Information

Module 2: SIU Staff Time Entry Overview

• Learning Cycle 1: Querying using the SIU Staff Time Entry Form
• Learning Cycle 2: Entering Hours
• Learning Cycle 3: Entering Additional Elements

Module 3: SIU Student Time Entry Overview

• Learning Cycle 1: Querying using the Student Time Entry Form
• Learning Cycle 2: Entering Hours
• Learning Cycle 3: Entering Terminated or Inactive Status for Students (PDF)

Module 4: Reporting Overview

• Learning Cycle 1: Submit Requests
• Learning Cycle 2: View Report Requests

Your Opinion Counts

• We would appreciate feedback on the self-directed training for Unit 11. Please email any suggestions or comments to it-ais@siu.edu