This guide is intended for UChicago business users who need to learn how to approve, reject, or push back requests for master data changes, as well as how to audit and track changes to enterprise data in the Oracle Enterprise Data Management (EDM) application.

• Approving, Pushing Back or Rejecting Requests for Master Data Changes
• Auditing Changes to Enterprise Data

• 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.
• When a request is submitted in EDM, all users in the corresponding approval group will receive an email notification and see the request in their Requests for my approval section in EDM. Any of these users can approve, push back, or reject the request.
• Only one approval per group per request is required. Once a determination is made by any user, email notifications will stop, and the request will no longer appear under Requests for my approval in EDM.
• For changes to the Organization, Program, Site, Activity, and Fund (C90000 - Agency Funds and D27250 - Designated Operating) segments, Organization Financial Managers must assign the request to the Entity Financial Manager for first-level approval. Entity Financial Managers will then be responsible for submitting the request, which in these cases is considered equivalent to approving it. They will be able to see these requests in the Requests assigned to me section in EDM.
• For details on logging in, accessing functionality, changing user preferences, creating and submitting requests, and more, visit our Enterprise Data Management (EDM) Fundamentals Knowledge Base Article.

• 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.

1. Login by selecting OKTA Single-Sign On.

2. Select Requests for my approval in the Activity Panel.

3. 1. NOTE: Users can also access an individual request directly from the email they receive when a request requiring their approval is submitted. From the email, select either the Request ID or the View this request button to open it.

4. 2. NOTE: If the request involves changes to the Organization, Program, Site, Activity, or Fund (C90000 - Agency Funds and D27250 - Designated Operating) segments, Entity Financial Managers should select Requests assigned to me in the Activity Panel to locate the request(s) requiring submission (first-level approval).

3. From the list of requests on the Request Activity screen, locate the specific request that needs approval, and select either the Request ID or the Title and Description to open it.

4. Once in the request, review its details using the Requests pane. The Items tab lists all individual changes included in the request, with a number next to each item indicating how many properties were changed.

5. Review the changed properties for each item in the Properties pane, where they will be highlighted in yellow.

6. Changes in the request are highlighted with unique colors and icons in the hierarchy, enabling users to see which parts of the hierarchy were changed and what areas may be affected. The request icon library is outlined below.

7. After reviewing the request, add or reply to Comments, and review or add Attachments if desired. NOTE: To add or reply to a comment, select the Speech Bubble icon. To review or add an attachment, select the Paperclip icon.

8. For first-level approval as an Entity Financial Manager for updates to the Organization, Program, Site, Activity, and Fund (C90000 - Agency Funds and D27250 - Designated Operating) segments, proceed to Step 10.To make a decision on the request, select the appropriate option. Approve the request by selecting the Approve button located on the top right side of the screen. Push It Back to the submitter or Reject it by choosing the corresponding options from the Actions button. NOTE: If not ready to make a determination, select the Done button to keep the request in the In Flight status until an action is taken on it. Updates included in a request cannot be parsed out during approvals—all items in the request must be approved, pushed back or rejected together. Take this into consideration when making a decision.
   1. Approve:  Approves the request and passes it to the next approval stage. If the approver is the final approver, the request is automatically committed, and its status will change to Completed.
   2. Pushback: Returns the request to the submitter for changes and resubmission. Use this option if more information is needed or if something needs to be fixed before approval.
   3. Reject: Rejects the request. Unlike pushback, a rejected request cannot be resubmitted. Use this option if the requested change is duplicated or not needed in the system.

9. When making a decision on the request, users will be prompted to enter a Comment. NOTE: This comment is OPTIONAL when approving the request but REQUIRED when pushing it back or rejecting it, as a reason must be provided for these actions.

10. For first-level approval of updates to the Organization, Program, Site, Activity, and Fund (C90000 - Agency Funds and D27250 - Designated Operating) segments, the Entity Financial Manager must review the request and take one of the following actions:
    1. Submit: Approves the request and advances it to the next approval stage.
    2. Assign: Pushes back or returns the request to the Organization Financial Manager who created it for modifications and reassignment. Use this option if more information is needed or if something needs to be fixed before submission.
    3. Delete: Rejects the request. Use this option if the requested change is duplicated or not needed in the system. To delete the request, select the Vertical Ellipsis icon to the right of the Request Title and choose Delete.

You have now completed the process of Approving, Pushing Back or Rejecting Requests for Master Data Changes.

Return to the top.

1. Select the Requests card.

2. From the list of requests on the Request Activity screen, use the Vertical Ellipsis icon under the Actions column and select Inspect to review details and transaction history for a specific request.

3. A pop-up detail page about the request opens with tabs for Summary, Details, Comments, Attachments, Workflow, Lineage, History, and Audit. Please refer to our Enterprise Data Management (EDM) Fundamentals Knowledge Base article for details about these tabs.

4. Select the Audit tab to find a list of items that were included in the request. Expand each item to view a detailed list of all the actions taken on that specific node, including its parent node, the updates made to properties, the user who made the edits, the dimension, and the viewpoint. NOTE: This tab will only display information for Completed requests.

5. Filter the items in the request using available parameters such as Data Chain, Viewpoint, Actions, Node, and User. Select the Reset icon to return all filters to their default values and the Refresh icon to update the data based on the current filter settings.

6. To download the results to an Excel file, select Download Request Transactions.

7. To access transaction history for ALL requests, navigate back to the Homepage and select the Audit card.

8. The Transactions tab displays changes made to data over time. NOTE: The transactions users can view depend on their application role and security permissions.

9. If desired, filter transactions utilizing the parameters at the top of the screen. Select the Reset icon to return all filters to their default values and the Refresh icon to update the data based on the current filter settings. NOTE: By default, the Time Frame parameter is set to 7 days.

10. Use the Search icon to find specific transactions, and download the list of transactions to an Excel file by selecting the Download icon and choosing either Transaction History to download only the transactions or Transaction and Workflow History to download transactions and workflow history (submits and approvals) on a separate tab.

You have now completed the process of Auditing Changes to Enterprise Data.

Return to the top.