How To: Update PTA Roles / Owning Attributes (for single PTA or mass updates)

Who does this?  Department Staff with ePTA authority

When?  Staff turnover or reorganization causes Oracle PTA information to be out of sync with your organization.

How?  Using the ePTA Maintenance module in the Oracle Financials application

Important Note:  See How Changes to PTA Attributes Affect Authority and Reporting to understand the impact of making changes.

 

On this page:

 

Update a Single PTA Role or Owning Organization (4 steps)

step 1

Identify staff changes which require Oracle system updates:

  1. Identify changes resulting from staff turnover for which deletion / addition of these individuals in various roles is needed within Oracle.
  2. Identify changes in Organizational Hierarchy which affect the Owning Org assignment for the departments PTAs.
Note:  These changes may affect authority. For a summary of impacts, see Resources and Job Aids: How Changes to PTA Attributes Affect Authority and Reporting.
step 2

Launch the ePTA application from Stanford's Oracle Financials system:

  1. https://ofweb.stanford.edu.
  2. Enter your SUNet ID and password if prompted.
  3. Click SU ePTA Maintenance link in the Navigator section.
step 3

Search for the PTA requiring changes to the Manager, Owning Org, Email Distribution, and/or Principal Owner

Note: Using this method, you can only make changes to the Principal Owner for non-sponsored PTAs.

  1. Enter search criteria (Project, Task, Award, Org, or Manager / Owner).
  2. Click Search.
  3. Click the edit icon icon next to the PTA you would like to edit.
step 4

Change PTA Owning attributes:

  1. Click in the text box of the owning attribute value you wish to update.
  2. Type in the new value. Notice that the new value will be highlighted red.

    Note:  Non-active employees cannot be inputted as a role and parent org codes cannot be selected as an owning org.


  3. Click the Submit Changes button.
  4. Verify that the Summary of Proposed Attribute Changes is accurate.
  5. Submit changes by clicking the Process Changes button.
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What Happens Next?

  • A history of your attribute changes is maintained in the system and can be reviewed by clicking the View History link at the bottom of the Update PTA Attributes Page.
  • Unless you entered an effective date, your changes are effective immediately in Oracle.

Questions?

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Update PTA Owning Attributes via Mass Update (4 steps)

step 1

Identify staff changes which require Oracle system updates:

  1. Identify changes resulting from staff turnover for which deletion / addition of these individuals in various roles is needed within Oracle.
  2. Identify changes in Organizational Hierarchy which affect the Owning Org assignment for the departments PTAs.
Note:  These changes may affect authority. For a summary of impacts, see Resources and Job Aids: How Changes to PTA Attributes Affect Authority and Reporting.
step 2

Launch the ePTA application from Stanford's Oracle Financials system:

  1. https://ofweb.stanford.edu.
  2. Enter your SUNet ID and password if prompted.
  3. Click SU ePTA Maintenance link in the Navigator section.
step 3

Search for the list of PTAs requiring changes to the Manager, Owning Org, Email Distribution, and/or Principal Owner:

  1. Enter Owning Org, Manager, or Owner (non-sponsored only) search criteria and click Search.

    Note:  In order to do a Mass Update for an attribute, you need to search by that attribute. For example, in order to mass change a manager role, you need to search by a currently existing manager.


  2. Click Search.
step 4

Change PTA Owning attributes:

  1. Check the boxes next to the projects that you want to be updated in Oracle.
  2. Click the Mass Update Task sub-tab.
  3. Check the boxes next to the tasks that you want to be updated in Oracle.
  4. Click the Mass Update Award sub-tab.
  5. Check the boxes next to the Awards that you want to be updated in Oracle.

    Note:  Non-active employees cannot be inputted as a role and parent org codes cannot be selected as an owning org.


  6. Click the Submit Changes button.
  7. Review the Summary of Proposed Attribute Changes to verify they are accurate.
  8. Submit changes by clicking the Process Changes button.
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What Happens Next?

  • A history of your attribute changes is maintained in the system and can be reviewed by clicking the View History link at the bottom of the Update PTA Attributes Page.
  • Unless you entered an effective date, your changes are effective immediately in Oracle.

Questions?

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