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Oracle User Guide

Enterprise Resource Planning (ERP) Overview and
Oracle Navigation

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Objectives
• This user guide provides you with an overview of the following

Enterprise Resource Planning (ERP) Overview

Navigation in Oracle

Data Entry

Searching for Data

Access Oracle Reports

Manage Attachments

Note: There is an Oracle Navigation Job Aid which provides an overview of key Oracle
processes and buttons. Please select the file icon below to access the card

Oracle Navigation
Job Aid

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ERP OVERVIEW
• Overview
• Benefits of ERP

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Enterprise Resource Planning (ERP) Overview
• Enterprise Resource Planning (ERP) is an application which integrates the key business
processes of an organisation. ERP employs specific software suites that allow business
processes to be simplified, standardized, and integrated across the various business
functions and geographical locations of a company.
• Organisations implement ERP in order to:

Tie independent company functions together

Reduce complexity inherent with multiple data sources and systems

Standardize operating principles and processes

Provide the backbone of information, communication, and control

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Benefits of ERP Implementation
• Process Excellence:

Adopt world class processes to improve effectiveness

Centralize common processes to help to increase efficiency
• Better Informed Decisions:

One company-wide view

Accurate, timely information

More time spent on decision making vs. information gathering
• Performance Improvement:

Create a performance-driven environment with enhanced leadership capabilities
• Cost Benefits:

Companies save money on both time spent on tasks and on servicing legacy systems

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NAVIGATION IN ORACLE
• Overview
• Step by Step Guide
• Checkpoint

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Oracle Overview
• Oracle is an integrated suite of modules consisting of Finance, Procurement, Project
Management and Human Resources. Oracle provides features that help to better manage
information across NBN Co
• Some of the features supported by Oracle are:

User-friendly Interface: The applications within Oracle share a common look and feel,
enabling you to use all of the functions with a common way of navigating and
working.

Online Help: While working in an application, you can get help when you need it.
Online help is available based on where you are in the application, providing
explanations on the current form or screen.

Security: Your data is secure from unauthorized access.

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Navigation in Oracle: Accessing Oracle
• Oracle is a web-based application that is accessed through your Web browser. Upon
accessing Oracle, you will be directed to the sign-on screen.
• Your sign-on credentials are linked to Responsibilities assigned within Oracle. These
Responsibilities control the access you have to screens, functions, reports, and data in the
application.
• Your sign on credentials will be provided to you by the NBN Co system administrator*, and
the procedure for signing in will be shown in the following slides

*Roles of NBN Co System administrator to be confirmed

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Navigation in Oracle: Oracle webpage URL
• Navigate to the Oracle webpage URL

1. Enter your user name into the

User Name text box.
2. Enter your default password
into the Password text box.
3. Click Login

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Navigation in Oracle: Creating a password in Oracle
• When you access Oracle for the first time, you will be prompted to change your password.
This prevents unauthorized access to your application data by another user.

1. Enter the default password, as

you did on the main login
screen.

2. Enter your desired password

Note: The password should be
alpha-numeric and contain at
least five characters.
Passwords are case-sensitive.

3. Re-enter your new password

and click Submit

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Navigation in Oracle: E-Business Suite Overview
• After logging into Oracle, the E-Business Suite home page is displayed. The home page
lists the responsibilities assigned to you
• The E-Business Suite is the set of modules provided by Oracle for NBN Co to perform
Finance, Procurement, Project Management and Human Resource functions
• Oracle provides users with two types of forms:

HTML (web-based)

Core Applications (non web-based)

Tip:
The easiest way to distinguish between these two types of forms is by the coloring scheme. HTML (web-
based) forms appear in light and darker blue. Core Applications (non web-based) forms appear in grey
and dark blue.

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Navigation in Oracle: Oracle Responsibilities
• A responsibility is a level of authority in Oracle that enables you to access those system
functions, forms, and menus necessary to perform your role in NBN Co

Favourites portlet
Navigator portlet provides a list of the allows you to
responsibilities assigned to you. bookmark
hyperlinks to
submenus.

2. Upon choosing the responsibility, the

1.The home screen lists
corresponding sub-menus associated
your assigned
with the selected responsibility will
responsibilities. You will
be displayed.
have at least one
responsibility and can
possibly have more
than one, depending on
your job role.

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Navigation in Oracle: Navigation in Core Application
• This screen serves as your table of contents.
Menu bar Tip:
1. The Navigator screen contents may
Toolbar
change from one responsibility to
another.
Region tabs
2. The icon located at the tool bar
allows you to change responsibilities
3. The Navigator is used to open forms
in Core Application.
4. To Navigate to another form in Core
Navigation
Application, you have to return to the
Buttons
Navigator.
Note:
This screen must remain open when
you are in Oracle. Minimise but DO
Functions NOT CLOSE!

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Navigation in Oracle: Navigator Toolbar
• The Navigation Toolbar provides the most commonly used actions on the menu with
shortcut icons. The icons are enabled or disabled depending on where you are in the
application.

Tip:
1.Refer to the Oracle Navigation quick reference card for the functions of the relevant icons

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Navigation in Oracle: Navigation List
• The Navigation List is organized like the hierarchy of a file system. You can expand items
that begin with a plus sign to further sublevels. Items that are already expanded are
preceded by a minus sign.

Tip:
1. The Navigation list allows you to
quickly navigate to specific
functions and sub-functions by
double-clicking on any item
with a plus (+) sign.
2. You may select a specific
function by double-clicking on
the function or by selecting the
function and clicking on the
‘Open’ button at the bottom of
the Navigator Window.

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Navigation in Oracle: Creating a Navigation Top 10 List
• This list enables you to easily access your most frequently visited forms within a specific
responsibility. You can add or remove items from the Top Ten List based on your priorities
and requirements.
Tip:
Your Top Ten list
changes depending
upon the responsibility
selected.

2.Click the activated arrow

1.Select the item button pointing towards the
to be added to Top 10 List. The selected item
the Top 10 List will be displayed with
number assigned to it

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Navigation in Oracle: Reset Oracle Password or Retrieve
Username
• Navigate to the Oracle webpage URL

1. Click [Login Assistance]

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Navigation in Oracle: Reset Oracle Password or Retrieve
Username

To Reset Password
1. Enter your User Name.
2. Click [Forgot Password].

To Retrieve User Name

1. Enter your email address.
2. Click [Forgot User Name].

You will be prompted with a

confirmation note once you have
submitted your request.

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Navigation in Oracle: Change Preferences
• You can change your password and display preference at any time by accessing the E-
Business Suite home page and by selecting [Preferences] from the top right-hand corner.

Change Time Format and Time zone

1. Change your date format to allow you to enter and display
dates.
2. Change your time zone according to your respective time
zone which is important for reporting purposes.

Change Password
1. Enter your current password in the Old Password field.
2. Enter your new password in the New Password field.
3. Enter the new password again in the Repeat Password field.
4. Click the [Apply] button to change the password.

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Navigation in Oracle: Logging Out of Oracle
• Close Oracle applications
1. Ensure all data has been saved.
2. Click [File]. Select Exit Oracle Applications.
3. When prompted to confirm that you want to exit, click [OK].
Or
1. Ensure all data has been saved.
2. Click on located at the top right-hand corner of your browser screen.
3. When prompted to confirm that you want to exit, click [OK].

• After exiting, you will also need to log out of the E-Business Suite home screen.
1. Click [Logout] on the top right-hand corner.
2. When prompted to confirm that you want to exit,
click [OK] upon ensuring that all data has been saved.

• After exiting, you will also need to close out the final window
Tip:
Best practice: Always remember to log out from system if not in use

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Navigation in Oracle: Checkpoint
• You should now be able to

Access the Oracle application

Explain the features of the E-Business Suite home screen

Understand and difference between HTML and Core Applications forms

Navigate within Oracle screens

Using Oracle Help:

• The online help feature in Oracle provides you with assistance at both the window and application
level.
• To access Oracle help in Core Application either:
1. Click the [?] icon in the Oracle toolbar. This will provide information based on the window
currently opened or
2. Select Help  Window Help on the Menu toolbar.
• To access Oracle help in Webpage:
1.Click on the Help hyperlink on the right side of the web page.

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DATA ENTRY IN ORACLE
• Overview
• Step by Step Guide
• Checkpoint

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Data Entry: Overview (1/2)
• In Oracle there are two ways of entering information:

Oracle Forms
– Field: Used to enter, view, update, or delete data
– Record: A logical grouping of fields. All required fields in a record must be
completed before you can move to the next record
– Block: Displays a set of records either in a single-row format or a multi-row
format

List of Values (LOV) appropriately categorise data added into Oracle
– Enter data quickly and easily without having to memorise or look up valid
data for each field. You can select data from an online list of valid input
choices whenever you want.
– Rely upon Oracle to validate your input during data entry. When you enter
incorrect data, you know right away so that you can make appropriate
corrections.
– Use NBN Co terminology as valid values for certain standard and user-defined
fields.

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Data Entry: Overview (2/2)
• Colour Codes

The fields are colour coded to indicate what kind of activities you can perform. The
table lists the available colour codes along with their description.
Edit box Colour Example Description
White Allows data entry (optional)
Yellow Requires data entry (mandatory)
Pale Blue Indicates the form is in query mode
Gray Indicates that the fields are protected and non-editable
An “ellipsis” where it will provide supplementary screen with a
A gray button with
list of selection and also indicates a list of valid values for the
three dots
field (LOV)

A gray button with Provides a drop down List of Values (LOV) valid values
down arrow

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Data Entry: Enter Data Into Forms
• Navigate to the desired form to enter the data.

1. After entering the desired

data, select File > Save or
File > Save or CTRL+S and
proceed to save the record
to the database.
2. Press Tab to move to next
field or use your mouse to
click in next field

Tip:
• When you click [Save and
Proceed], the system
automatically displays the
next record.
• Data is validated when Tab
is used (where applicable)

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Data Entry: Search for Field Values
• Each ellipsis shows a list of selection

• As soon as the supplementary screen displays, you can specify any group of characters in
the Find edit box. Tip:
• You can search for a particular
category using the wildcard symbol
(%).
• However, entering just (%) to see
all values may take a very long
time.
• It is advisable to use the wildcard
(%) before or after your search
data or in both places to reduce the
list

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Data Entry: Checkpoint
• You should now be able to:

Enter data in Oracle forms

Understanding the concepts of a Field, Record, Block, Ellipsis and LOV

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SEARCH FOR DATA
• Overview
• Step by Step Guide
• Checkpoint

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Search of Data: Overview
• Oracle provides you with search capabilities to access application information. You can
quickly retrieve and review all available information without having to remember the
information displayed in screens, or without having to print lengthy reports to see the
data. Instead you can simply run a search to obtain the information you want, and then
review the data online in the same screen used to enter the data.
• Benefits of data searching

Gain instant, online access to all of your application information. You can find
information quickly and easily, without having to use complex queries.

Search for a specific record or for a group of records based on criteria you enter.

Search for information using criteria of different types or lengths, including a single
letter, a single word, or a group of characters.
• To query in your current block or screen you can either:

Query using the Find Command

Query by Example

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Search for Data: Query using the Find Command
• To view records in your current screen, use the View > Find option or click the icon on
the Toolbar. A screen is displayed in which you can specify search criteria.

Find screen: Contains fields for entering search criteria. These fields are specific to
the current screen and often validate the search criteria you enter against a list of
valid values. Below is an example of Find screen

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Search for Data: Query using by Example

• Use the View > Query By Example> Tip:

Enter • You can search for a
particular category
OR using the wildcard
• You also have the option of using F11 symbol (%).
• It is advisable to use
the wildcard (%) to
replace the unknown
character e.g.
• To execute the query View > Query
%FIB

FIBRE%
By Example> Run

%FIB%
OR
• You also have the option of using the
CTRL+F11

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Search for Data: Search Records
• After performing a search, Oracle retrieves any records that match your criteria

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Search for Data: Checkpoint
• You should now be able to

Search for existing data in an application using Query Mode

Use the Query Find screen to simplify a search

Include wildcards and query operators in your search criteria

Review records retrieved from a search

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ACCESS ORACLE REPORTS
• Overview
• Step by Step Guide
• Checkpoint

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Access Oracle Reports: Overview
• Some features of the reporting function within Oracle are:

Oracle has standard reports that are specific to each application function in the
system.

Report requests within Oracle are handled by the Concurrent Manager

Concurrent Manager: It is a program that monitors and runs reports without tying up
your computer. The Concurrent Manager sweeps the system at regular intervals
looking for report requests. Once your request is submitted, the Concurrent
Managers take over and complete the task with no further involvement from you

• Benefits of Oracle reports

You can save time by defining a group of reports to run together as a report set

You can automatically have your request set run at a specific date and time each
month

Once you have submitted your reports, you can monitor their progress and view
their output online in the View Requests screen

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Access Oracle Reports: Run Reports in Oracle (1/3)
1. You can submit a standard request from the menu options by selecting View> Request
2. Select Submit a New Request from the Find Requests prompt box
Tip:
• Some applications provide
access to the Submit New
Request window from
multiple menu choices.
However, the list of requests
that you can run and the
name of the window itself
may vary depending on the
navigation path you use to
access the window.

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Access Oracle Reports: Run Reports in Oracle (2/3)
3. Choose the type of request based on your requirements in the Submit a New Request
prompt box.

Single Request: To run a single report or program

Request Set : To run a series of predefined reports or programs at the same time
4. Click OK

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Access Oracle Reports: Run Reports in Oracle (3/3)
5. Once you clicked OK, will be prompted with the Submit Request Window

11. Enter the name of the report or

1 program you want to run and
press TAB. This opens the
parameters window where you
enter the required parameters.
22. Define a schedule based on
when you want your report to
2 run.
33. Under Options, you can define
the following:
• Layout: Define the layout
• Notify: Choose the recipient
3
of the report
• Print to: Select the printer.
4 44. Click Submit.

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Access Oracle Reports: View Reports in Oracle (1/2)
• Users can only see the reports that they run, or forwarded reports. They cannot
see the reports of others.

1 2 3

4 5 6

7 8 9

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Access Oracle Reports: View Reports in Oracle (2/2)
• In your Request Window:
1 Refresh Data: On the request window, click the Refresh Data button to update the
reports processing status until the status indicate from Pending to Completed.
2 Find Request: Select this button to perform a search for additional results.
3 Submit New Request: Select this button to submit a new request to the Concurrent
Manager.
4 Hold Request These buttons illuminate if the Concurrent Manager has not already
begun running the program. You can Hold a request by using these buttons.
5 View Details: Displays the Details screen to view detailed information about your
request, for example, submission dates, scheduling and other information.
6 View Output: Displays an online format of your report which can be saved and printed
7 Cancel Request: You can Cancel a request by using this button.
8 Diagnostics: Displays diagnostic information about your request such as when it ran
and if it completed successfully.
9 View Log: Displays information about the request regarding arguments used and other
technical information.

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Access Oracle Reports: Phase & Status of Request (1/2)
• You can access the completion of your request based on the Phase and Status Field
Phase Status Description
Normal Request is waiting for the next available manager.
Program to run request is incompatible with other program(s) currently
Standby
running.
Pending Scheduled Request is scheduled to start at a future time or date.
A child request is waiting for its Parent request to mark it ready to run. E.g. A
Waiting request in a request set that runs sequentially must wait for a prior request
to complete.
Normal Request is running normally.
Parent request pauses for all its child requests to finish running. E.g. A
Paused
request set pauses for all requests in the set to complete.
Running All requests submitted by the same parent request have completed running.
Resuming
The Parent request resumes running.
Request is terminated by choosing the Cancel Request button in Requests
Terminating
window.

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 Access Oracle Reports: Phase & Status of Request (2/2)

Phase Status Description

Normal Request completed successfully.
Error Request failed to complete successfully.
Request completed with warnings. For example, a request is generated
Warning
successfully but fails to print.
Completed
Pending or Inactive request is cancelled by choosing the Cancel Request
Cancelled
button in the Requests window.
Request is terminated by choosing the Cancel Request button in the Requests
Terminated
window.
Disabled Program to run request is not enabled. Contact your system administrator.
Pending request is placed on hold by choosing the Hold Request button in the
On Hold
Requests window.
Inactive
No manager is defined to run the request. Check with your system
No Manager administrator. A status of No Manager is also given when all managers are
locked by run-alone requests.
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Access Oracle Reports: Checkpoint
• You should now be able to:

Submit a report or inquiry

View the progress of a request

Cancel or change a request

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MANAGING ATTACHMENTS
• Overview
• Step by Step Guide
• Checkpoint

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Managing Attachments: Overview
• Oracles allows user to:

Attach files such as images, word processing documents, spreadsheets, or video to
records within Oracle.

When the Attachments feature is available, an Attachment List link or the icon is
displayed.

If the current record already has an attachment, the icon appears to hold a piece of
paper.

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Managing Attachment: Adding an Attachment
1. Select View > Attachments or icon.
In the Main Tab:
2. In the Attachment screen, edit the information 1. Select a Category from the list of values.
3. Save your work by clicking icon or CTRL+S 2. Click on the May Be Changed checkbox
4. Select View > Attachments to check attachments to allow changes to the attachment
In the Source Tab:
1. Select the attachment Data Type from the
list of values.
• Short Text: Enter text that is less than
4000 characters.
• Long Text: Enter text that is greater than
4000 characters.
• File: Launch the Upload a File screen in
your browser. Click [Browse] to locate
the file in your file system or enter the file
location in the File edit box.
• Web Screen: Your cursor advances to
the URL edit box on the Source tab of
the screen. Enter the URL for the Web
screen.

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Managing Attachment: Edit an Attachment
1. Click the icon or select View > Attachments
2. In the Attachment screen, edit only the information as it pertains to the attachment.
3. Save your work by clicking icon or CTRL+S
4. Select View > Attachments to check the attachment

Tip:
1. You can update the URL for a Web screen attachment, but you cannot change it to a File attachment.

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Managing Attachment: Delete an Attachment
1. Click the icon or select View > Attachments
2. In the Attachments screen, select the document to delete.
3. Select icon from the Edit menu.
4. Save your work by clicking icon or CTRL+S

Tip:
1. When you delete an attachment, you can remove the association between the record and the
attached document or remove the attached document from the Oracle database.

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Managing Attachment: Checkpoint
• You should now be able to:

Attach a file to a record

Edit an attachment

Delete an attached file

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