This guide is intended for UChicago business users who want to learn how to use the Oracle Enterprise Data Management (EDM) application to manage Chart of Accounts (COA) master data.

• Navigating EDM

• • Logging In and Accessing Available Functionality
  • Accessing User Preferences
  • Accessing the Activity Panel
• Creating and Submitting Requests for Master Data Changes
  • Creating and Submitting a Manual (Interactive) Request
  • Creating and Submitting a Request Using a Load File
• Searching and Inspecting Submitted Requests

• Each COA segment follows a unique workflow, with different actors responsible for each step in the change request process (e.g., creation, submission, approval) to ensure proper governance for every update. For detailed information, review the Workflows for COA Values in EDM document.
  • For example, to create a new Program, units CAN initiate the request themselves, as Organization Financial Managers are responsible for creating requests for this segment. They assign the request to their Entity Financial Manager, who is responsible for submission. The request then routes to the F&A Director for approval, while the Budget Office and Solutions Team are notified.
  • Conversely, to create a new Purpose, units CANNOT initiate the request themselves. Cost Analysis COA Analysts are responsible for both creating and submitting the request, so units must reach out to someone with this role to start the process. Once submitted, the request goes to the F&A COA Director for approval, and the Solutions Team is notified.
• Before submitting a request for a new COA segment value, ensure to follow these steps:
  • Review the definition of the COA segments to understand how each of them are used and their purpose. For more information about the COA, visit the Inside UChicago | Chart of Accounts Resources page.
  • Once the specific COA segment that is needed has been determined, review all existing and available values to see if one of those will work to accomplish the unit’s need before creating new values. Leverage the COA Hierarchies Report to view all University’s COA hierarchies and values.
• EDM requests can include as many or as few updates as desired, following a shopping cart approach. For example, if a unit needs to create three new Activity values, all three can be added within the same request. However, individual items within a request cannot be separated during approvals. This means that all items in a request must be approved or rejected as a whole, at the same time. If certain updates are particularly time-sensitive, submitting separate requests is recommended.
• For any specific questions, please contact the F&A Team by submitting an Ask a Question about Oracle or Financial Processes request in ServiceNow.

• EDM: Oracle Enterprise Data Management Cloud, a platform utilized for Master Data Management. It provides solutions for managing changes in enterprise data by ensuring consistency, even across different applications.
• Metadata/Master Data: Metadata refers to data about data, while Master Data is a consistent & uniform set of identifiers and extended attributes that describes the core entities of the enterprise including… hierarchies and chart of accounts (Gartner).
• Chart of Accounts (COA): 10-segment string designed to track income and expenditure at the University. It comprises 10 segments (Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate and Future).
• Workflows: Workflows are used to administer control over the processes and methods used in EDM. Workflow is the process designed to control the flow of data through a series of stages to ensure necessary approvals are granted before data changes are implemented.
• Approvals: Approval policies allow approvers to review requests and approve or reject their contents.
• Views: In EDM, users work in Views to browse and make changes to enterprise data. Views provide a collection of hierarchies for a particular context or activity. They are comprised of one or more Viewpoints where users can update data.
• Nodes: Master or reference data records used to describe, qualify, or summarize enterprise data. Nodes are all the items that are grouped within the hierarchies available in Viewpoints.

Logging In and Accessing Available Functionality

1. Access EDM from Oracle by opening the Navigator (Hamburger Menu) in the top-left corner. Select Oracle Enterprise Performance Management Applications, then choose EDM Login.

2. Login by selecting OKTA Single-Sign On.

3. Upon accessing EDM, the Homepage will appear. Select the Hamburger Menu to access the Navigator Menu.

4. Select an option from the list to access the corresponding functionality.

5. Alternatively, use the Cards located on the left side of the Homepage to access the desired functionality. The three dots below a card label indicate a grouping of cards, called a Cluster.

6. NOTE: While all users will see the same options when they log in to EDM, both in the Navigator Menu and the Cards section, what they can view and do once they select an option will be determined by their role and associated permissions. Available functionality includes:
   1. Views: View and edit COA segments hierarchies.
   2. Requests: View and audit Draft and Completed requests.
   3. Applications: Manage and configure integrated applications (read only).
   4. Information Model.
      1. Node Types: Define and manage types of nodes in hierarchies (read only).
      2. Hierarchy Sets: Create and manage sets of hierarchies (read only).
      3. Node Sets: Group and manage related nodes (read only).
      4. Properties: Manage node attributes and properties (read only).
      5. Lookup Sets: Create and manage standardized data values for Properties & Converters (read only).
   5. Reports: Reports for permission, policy assignments, subscriptions, etc.
   6. Audit: Track and audit system changes for compliance.
   7. Tools.
      1. Connections: Manage integrations with other systems.
   8. Academy: Access Oracle’s educational resources for EDM.

You have now completed the process of Logging In and Accessing Available Functionality.

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Accessing User Preferences

1. On the top-right section of the Homepage, select the Username to access the Settings and Actions menu.

2. Select User Preferences.

3. Select Edit.

4. Select Choose File to update a profile image and upload an appropriate file (.jpg, .png, or .gif). The file must be less than 2 MB. Use the Clear button to remove the profile image.
5. Change the Time Zone and Language if desired; otherwise, they will default to the browser’s settings.
6. Check the I am currently out of the office box to take yourself out of the workflow for new requests.

7. When all changes are done, select Save.

8. Select Close.

9. A message will appear indicating that the page will be reloaded because the user preferences have been modified. Select OK.

10. When the profile is set as out of the office, an indicator showing the status will display on the Homepage, right under the profile picture. Select this indicator to return to the User Preferences and update the status back to in the office.

You have now completed the process of Accessing User Preferences.

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Accessing the Activity Panel

1. This panel displays the username and profile picture (if set) and helps users track transactions. Select Activity to view links to categorized request activity.

2. Select any of the options available in the panel. NOTE: When one or more requests in a category require action, the green badges will change to orange or yellow. The number inside the badges indicates how many requests are in each category.
   1. Announcements: Any system announcements entered by the Service Administrator.
   2. Requests assigned to me: Requests that are being worked on or have been assigned by another user that need to be submitted.
   3. Invitations for me to collaborate: Requests assigned to others, but they have asked for input to complete the request.
   4. Requests I’ve submitted: Requests that have been submitted for approval and are awaiting action.
   5. Blocked requests I’ve submitted: Requests that were submitted for approval but have been rejected.
   6. Requests for my approval: Requests that need to be approved, rejected, or pushed back. These requests can also be accessed through the notification email received when a request needs approval.
   7. Requests pushed back to me: Requests that have been pushed back for review and update before resubmitting.
   8. Requests for me to commit: While this option might be visible, it is not applicable to UChicago because requests are automatically committed once they are approved.

 

You have now completed the process of Accessing the Activity Panel.

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Creating and Submitting a Manual (Interactive) Request

1. From the Homepage, select Views.

2. From the list of Views, select the one representing the COA segment where the new request will be made. NOTE: Users will only see the Views for segments they are authorized to view or edit, depending on their role. The naming convention for these Views follows the format: Entry - [COA segment] Maintenance. For segments not shared between UCM and UChicago, the name will also indicate whether the segment is for UCM or UChicago. For example, to make changes to the Organization COA segment, select Entry – UChicago Organization Maintenance.

3. To start a request, select New Request on the top-right corner of the screen. This action will create a Draft request. NOTE: This button appears only for users with the role required to edit the specific COA segment. For details, refer to the workflows document in the Keep in Mind section of this article. If the button is unavailable, contact an authorized user to submit the request or reach out to the Role Assignment owner to submit an Oracle/Orbit Access request in ServiceNow for the necessary role. Also, before adding a new COA value, refer to the recommendations in the Keep in Mind section to ensure the need for a new value has been properly evaluated before creating the EDM request.

4. On the left side of the screen, the Requests pane will appear. Change the title of the request by selecting the default name (which will read Request followed by a Number) and entering a new name. NOTE: Including the organization name in the request title (e.g., "Request for New Activity Segment – Booth Financial Administration") is recommended, as it allows for easier identification of department requests in EDM. The request title will also appear in the notification email sent to the approver.

5. Change the description of the request by selecting the Description field and entering a new one. NOTE: Similar to the request title, including the organization name in the request description (e.g., "Request for new organization in Booth Financial Administration for reorganization and improved data management/reporting") is recommended, as it will appear in the notification email sent to the approver.

 

6. In the Mastered [COA segment] Hierarchy viewpoint (located in the middle of the screen under the tab with the same name), the hierarchy for the selected COA segment will appear. This hierarchy is displayed as a content tree that organizes COA segments into different categories or hierarchy levels. The names of these hierarchy levels start with a letter followed by a number (e.g., A1000). Hierarchy levels vary based on the COA segment. For example, the Organization segment has five levels (A to E), but the Activity segment has only two levels (A to C). In this hierarchy structure, items at the lowest level (those that cannot be expanded further) represent actual COA segment values and cannot contain additional values beneath them. Locate the item to be edited by expanding the hierarchy (using the arrows next to each item) or by searching for an existing value (using the magnifying glass icon). Once the desired item is located, select it (the selected item will be highlighted in blue) and use the Vertical Ellipsis icon in the middle of the row to choose one of the actions below. NOTE: Some actions may be unavailable to certain users, depending on role-based permissions in EDM. Also, shared items in EDM are items that appear in multiple locations within a hierarchy or across hierarchies but represent the same underlying data element.
   1. Add Child: Adds an item beneath the SELECTED item (highlighted in blue in the hierarchy), making the selected item the parent of the new item.
      1. For example, in the screenshot below, Account 11000 is selected in the hierarchy. If Add Child is chosen, a new value will be added under 11000. However, since 11000 is at the lowest level of the hierarchy (it cannot be expanded further), it should not have any values beneath it.
      2. If the selected value in the hierarchy were E1100, adding a child would create a new value at the same level as 11000 (similar to 11001 and 11005).
   2. Add Sibling: Adds an item at the same level as the SELECTED item (highlighted in blue in the hierarchy) in the hierarchy.
      1. For example, in the screenshot below, Account 11000 is selected in the hierarchy. If Add Sibling is chosen, the new value will be at the same level as 11000 (similar to 11001 and 11005).
      2. If the selected value were E1100, adding a sibling would create a new E-level value in the hierarchy.
   3. Copy: Creates a new item by copying the properties for the SELECTED item (highlighted in blue in the hierarchy) and inserting it under the same parent.
   4. Model After: Creates new items by copying the SELECTED shared item (highlighted in blue in the hierarchy) and inserting it under all of its parent items in the hierarchy.
   5. Insert Here: Creates a shared item as a child of the SELECTED item (highlighted in blue in the hierarchy).
   6. Move Here: Moves an item to a different location in the hierarchy.
   7. Remove: Removes an item from the hierarchy without deleting it from the system; removed items can be inserted into other applicable hierarchies.

7. After selecting one of the available options on the previous step, update the item’s properties by entering or updating all applicable fields in the Properties tab, located on the right-side of the screen. NOTE: All required fields, identified with an asterisk, must be filled out to proceed with the request. Other fields, while not marked as required, must also be updated to maintain data integrity. While some properties are common across all COA segments, others apply only to specific segments, causing the number of properties to vary by segment.
   1. In EDM, the Name field refers to the numerical value associated with a COA segment or hierarchy level, while the actual name is indicated in the Description field.
      1. It is recommended to follow the numbering sequence in the hierarchy. However, since each number must be unique, if a value using the entered number already exists, a validation will be triggered, and an error message will appear. To resolve the error, change the entered number to a value that has not been used.
      2. The COA Hierarchies Report can be used to identify all numbers already in use for segment values in Oracle. After accessing the report, select the desired segment from the tabs at the bottom of the screen. Near the top of the screen, select Expand All to view all values. To facilitate filtering, use the Options icon (represented by three horizontal lines in the top right corner of the table) and select Export to Excel to generate a spreadsheet with the information.
   2. Although not marked as required, the Requestor Entity, Requestor Organization, Requestor Email, and Reason for New [COA segment] fields must be completed. These fields are essential for identifying the entity and organization of the employee submitting the request, as well as for providing a justification for the new value or edits to existing ones. They will appear in the Properties pane for all COA segments.
   3. Like properties, validations can be configured to ensure that requested changes conform to business and system specifications. Validations run on requested changes and, when triggered, provide error messages (indicated in red) with instructions on how to resolve the issue(s). Requests with validation errors CANNOT be submitted until the errors are corrected.
   4. Warnings may also be triggered when creating an EDM request. These warnings appear as yellow/orange messages and include information on how to correct the issue(s). While warnings alert users to address specific actions, they do not prevent submission.

8. Users can also add Comments or Attachments to the request, if desired. NOTE: To add a comment, select the Speech Bubble icon. To add an attachment, select the Paperclip icon.

• 1. NOTE: All requests are shown visually in the hierarchy before they are committed/implemented in the system. Changes made are highlighted with unique colors and icons, allowing users to see which parts of the hierarchy or list were changed and what areas may be affected by the change. The request icon library is outlined below.

9. For updates to the Organization, Program, Site, Activity, and Fund (C90000 - Agency Funds and D27250 - Designated Operating) segments, proceed to Step 11. For updates to all other COA segments and Fund ranges, before submitting the request, use the Actions button to Assign it to someone else or invite other users to Collaborate on the request if desired; otherwise, proceed to Step 10. NOTE: When a request is assigned, ownership is transferred, meaning it can no longer be edited or submitted by the original owner. Collaborating means inviting others to view the request, make updates, and enter comments, while retaining ownership and responsibility for editing and submitting it.

10. After making all updates, select Submit. Submitting the request will begin the approval workflow. Approvers will receive an email notification that the request has been submitted and is ready for review. NOTE: The request will then be routed for approval and will appear under the Requests card with an In Flight status. To save changes and keep the request as a draft for further editing and later submission, select Done.

11. After making all desired changes, as an Organization Financial Manager, use the Actions button to Assign the request to the Entity Financial Manager responsible for the unit. If desired, invite other users to Collaborate on the request, allowing them to view, update, and comment. NOTE: Organization Financial Managers CANNOT submit the request. Although the Submit button is visible, selecting it will result in a validation error, preventing further action. For updates to the Organization, Program, Site, Activity, and Fund (C90000 - Agency Funds and D27250 - Designated Operating) segments, assigning a request to the Entity Financial Manager is considered equivalent to submitting it. Once assigned, ownership is transferred, and the Organization Financial Manager who created the request can no longer edit it. Selecting the Done button allows saving the request as a draft for later completion.

12. In the Assign Request dialog box, use the dropdown under New Assignee to select the appropriate Entity Financial Manager, enter a Comment if necessary, and select OK.

13. The request will route to the assigned Entity Financial Manager, who must review all items and updates included in the request. If changes are needed, they can refer to the previous steps in this guide to make any corrections on their own, or they can assign the request back to the Organization Financial Manager by following the instructions in the previous step. Once ready they must select Submit. Submitting the request will begin the approval workflow. Approvers will receive an email notification that the request has been submitted and is ready for review. NOTE: The request will then be routed for approval and will appear under the Requests card with an In Flight status. To save changes and keep the request as a draft for further editing and later submission, select Done.

You have now completed the process of Submitting a Manual (Interactive) Request.

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Creating and Submitting a Request Using a Load File

1. Before starting the request in EDM, create the request spreadsheet by following the guidelines below. NOTE: There is no predefined template for the load file, as the columns included in the spreadsheet depend on the specific Properties that need to be edited for the desired COA segment (these properties appear to the right of the COA segment hierarchy after accessing a View). If needed, contact the F&A team for assistance.

2. 1. The file must be an Excel workbook (a file with an .xlsx extension).
   2. The spreadsheet must include column headers that match the properties defined for the segment being updated. For example, if editing the Description and Parent properties, two separate columns must be added to the spreadsheet, each named after the corresponding property (Description and Parent). Columns can be placed in any order; however, it is recommended that the first column be Action Code (refer to the table below for a list of possible action codes), as it specifies the type of update being made. After adding the column headers, enter the corresponding values for the applicable changes under each column.
   3. The spreadsheet tab name must match the name of the Viewpoint (the tab at the top of the screen) where the file is being loaded. Typically, this will follow the format Mastered [COA segment] Hierarchy, such as Mastered Entity Hierarchy, Mastered Account Hierarchy or Mastered Fund Hierarchy.
      1. If the Viewpoint name exceeds 30 characters (e.g., Mastered Organization Hierarchy), a “label” must be used as the spreadsheet tab name. To find this “label,” select the Vertical Ellipsis icon on the Viewpoint tab and choose Inspect. The “label” will be displayed under the General tab. For example, for Mastered Organization Hierarchy, the “label” is Mastered Org Hierarchy, which should be used as the spreadsheet tab name.

3. 4. Spreadsheet rows are processed in order, so rows for parent items should precede rows for child items.
   5. Typical columns in a request file are:

4. 6. Possible action codes in a request file are:

2. Once the spreadsheet is ready, from the Homepage, select Views.

3. From the list of Views, select the one representing the COA segment where the new request will be made.

4. To start a request, select New Request on the top-right corner of the screen. This action will create a Draft request. NOTE: This button appears only for users with the role required to edit the specific COA segment. For details, refer to the workflows document in the Keep in Mind section of this article. If the button is unavailable, contact an authorized user to submit the request or reach out to the Role Assignment owner to submit an Oracle/Orbit Access request in ServiceNow for the necessary role. Also, before adding a new COA value, refer to the recommendations in the Keep in Mind section to ensure the need for a new value has been properly evaluated before creating the EDM request.

5. On the left side of the screen, the Requests pane will appear. Using the Vertical Ellipsis icon to the left of this pane, select Load Request Items.

6. In the Load From File pop-up, click to select or drop the load file (Excel spreadsheet) into the grey box.

7. Once the Excel spreadsheet populates, select Load in the top right corner.

8. If the file loads successfully, there will be a green message at the bottom and the results summary will show all rows loaded, processed, and skipped.
9. Select Close.

10. Any changes or updates made via the load file can be reviewed in the All Items section prior to submitting. NOTE: A successful load doesn’t mean the request is free of validation errors; it only means that the data in the spreadsheet was successfully loaded into the request. Users might still be missing some fields or have other errors. All items must be cleaned up to remove validation errors and proceed with the request.

11. If desired, before submitting the request, utilize the Actions button to Assign it to someone else or to invite other users to Collaborate on the request.

12. Select Submit once the request is finalized. For updates to the Organization, Program, Site, Activity, and Fund (C90000 - Agency Funds and D27250 - Designated Operating) segments, Assign the request to the Entity Financial Manager. Refer to Steps 10–13 in the previous section (Creating and Submitting a Manual (Interactive) Request) for details. NOTE: All requests will follow the specific approval workflow according to the segment in which the request was created. To save changes and keep the request as a draft for further editing or later assignment/submission, select Done.

You have now completed the process of Submitting a Request Using a Load File.

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1. Select the Requests card.

2. Use the parameters at the top of the screen to filter the list of requests. Available filters include:
   1. Request ID: Enter a specific Request ID number.
   2. View: Select a specific view.
   3. Request Type: Select Interactive (manual requests created by users) or Load (requests importing an Excel spreadsheet).
   4. Status: Select by the status of the request (Draft, In Flight, Pushed Back, Completed, or Rejected).
   5. Stage: Select by the stage of the workflow the request is in (Submit, Approved, or Closed).
   6. Owner: Select by request owner (either Submitter or Assignee).
   7. My Activity: Select the aspect of the request involved in (Assigned, Submitted, Invited, Participated, or Managed).
   8. Time Frame: Select the period of requests to show (either a specific time frame or a date range).

3. To delete a request, from the available list, select one by checking the appropriate box to the right of the Request ID, and then select the Delete Requests button. NOTE: Only Draft requests can be deleted.
4. To download the request summary or the details for selected requests in an Excel file, utilize the Download icon.
5. Using the Vertical Ellipsis icon under the Actions column, select one of the following options:
   1. Open: Available for Draft, In Flight, and Pushed Back requests, and used to navigate back to the request to review it, make additional changes, recall it, submit it, etc.
   2. Inspect: Used to review details and transaction history of any request.
   3. Delete: Delete a Draft request by selecting this option.
   4. Download to file: Create an Excel file with the request change details using this option.

6. Selecting Inspect will open a screen with different tabs:
   1. Summary: Contains the ID, Description, View, Status, Request Type, and Stage of the request. It also shows the age of the request, the number of items, any issues, and who created, modified, and submitted the request.

7. 2. Details: Displays a collapsed list of request items showing the affected node, the actions taken on the node, the person who performed the action, and the date and time each action was taken.

8. 3. Comments: Shows comments made by request participants at all stages.

9. 4. Attachments: Shows any documents or files that request participants may have added to the request.

5. 5. Workflow: Displays the workflow path and approval history for the request. Selecting each workflow stage provides further insights, including who submitted and approved the request.

6. 6. Lineage: Shows related requests that precede and follow the request being inspected.

7. 7. History: Displays the history of a request, including who participated, what actions were taken, and when.

8. 8. Audit: Displays the transaction history associated with a request. This tab will only display information for Completed requests.

You have now completed the process of Searching and Inspecting a Submitted Request.

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