Oracle Fusion FAQ

Below are some answers to frequently asked questions about Oracle Fusion

• Will Fusion replace Timeware?
  No, Fusion will not replace Timeware; Annual Leave will be recorded on Fusion but Timeware can still be used for the time being to log hours worked at the discretion of managers.
• Will they have access to oracle, even though they are remote workers and do not have a Vale email address? 
  Yes, all staff will have access to Fusion even if they haven't got a Vale email address. The email address on file for ePay will be used for Fusion, although there maybe a few cases where no email address has been provided, and in those instances, staff will have to contact us for the accounts to be created.
•  Will annual leave be included on the team schedule for managers?
  Yes, all leave booked through Fusion will automatically be added to the Manager Team Schedule
• Can you amend your working hours on your calendar? 
  Work schedules are currently in development and will be defined by the Project Group, there will be no need to staff to amend these themselves.  If however, there are inconsistencies, please let us know so we can rectify this issue as soon as possible 
• Can Fusion be created as a desktop icon? 
  Yes, you can copy the url and create a Shortcut on the desktop 
• Could subtitles be available on the training?  

  If you require captions for the videos, you can do this automatically through Google Chrome by:

  
  1. Selecting Settings in the Google Chrome Menu (top right hand corner).

  2. Select Accessibility in the right-hand menu and then enable "live captions"Wait for the language file to download. 

  3. Captions will now show for any video you watch.

• Will there be an opportunity on Fusion to change the text colour and background colour for staff with learning needs such as dyslexia? 
  No, unfortunately there is very limited scope for user specific changes to text/colours 
• How will changes to personal information be approved? 
  These will be changed automatically by the system, no approval required 
• When will annual leave be going live in the system? 
  Annual leave will be going live in April 2023.  
• Will all annual leave be changing from April - March? 
  Yes, the system can’t support a birthday-to-birthday process, so all annual leave will be changing to April – March. 

• Can you view your payslip from your personal mobile phone?
  Yes, there are apps available on Google Play and the Apple store, so you can view your payslip or submit your expenses.  Full details, including QR codes will follow  
• Can payslips be viewed by Non-Vale Staff such as Big Fresh? 
  Yes, anyone who receives a payslip will have access to iDev training and Fusion 
• Will Fusion be able to roll forward to next year or hold purchased annual leave dates? 
  No, the system will not automatically include purchased leave, or any leave rolled forward, but the manager can manually input this information onto Fusion on behalf of employees 
• Can Fusion be used on any internet browser? 
  Yes, Fusion can be accessed on any internet browser. Corporate default is Microsoft Edge, and some users do like FireFox 
• Will ePay be de-commissioned from April? 
  No, ePay will be available for a considerable time to allow staff to go in and download historic payslips 
• Why are we asking for staff to update their personal / monitoring information? 
  We are required to submit monitoring information to Welsh Government annually, we are therefore, asking staff to go in and update the information where they see gaps, we will then have more accurate data available 
• Do Pool Car registration numbers need to be included as mandatory when claiming expenses? 
  No specific field for registration number, however, it would be helpful if you included your registration number in the description field 
• Do we still need exemption codes for mileage, do they need to be included when making the claim 
  Yes, exemptions codes are still required and should be checked by manager before approval 
• If Managers are submitting absences from staff, does that information then appear on the staff members records, to check the information is correct? 
  Yes - it will appear on your existing absences, and you can view the details
• Delegation on expenses/Iproc - will there be limits on who managers can delegate to? 
  Only appropriate Managers should be selected for delegation purposes. All entries are fully audited.

• My mileage claim is prior to 7^th March 2023 and the Expense type of Casual Mileage isn’t available for my claim.

  Please ensure that the mileage claim date is set at 7^th March and the detail of the journeys associated with the claim is included in the description or an attachment as required. If the mileage related to a period before January 2023 please request approval from Internal Audit prior to submitting. 

• I want to claim for a Glasses contribution and I am getting a message to say the claim is not inline with the policy set. 

  Please input the claim for a glasses contribution with a claim date of 21st March or later to be eligible for the updated contribution rate.

• I am receiving an expense account error when I try to submit an expense claim.

  Please contact the Oracle Fusion team to check that an expenses account has been set against your record.

• A member of my team wishes to claim expenses and does not have access to a personal or Council device. 

  Please contact the Oracle Fusion Team team to request their access to expenses is delegated to you so that you can submit an expense claim on their behalf.

• I'm receiving a lot of notifications, can these be managed?  

  To manage your notifications effectively we suggest the following.

  Please do not action any requests from within the Email notification itself, as this does not conform to our Financial Regulations.

  Instead, please log into Fusion and click on your Bell List (top right-hand corner of page) and then select 'Show all'. This will show all of your notifications.

  Some of these will be labelled “Action Required” and some are “FIY” (for information only).

  In the Search Box that opens input “Action Required” These results will show you any Action that you are required to complete. 

  
  You can also search for "FYI". These notifications are for information only.

  Periodically, you can clear the "FYI" notifications by using the 'Dismiss all' button.

• Procurement: How do I find my Migrated Purchase Orders? 

  Migrated Purchase Orders will only appear in Receipting and you will only be able to receipt them.

  If any changes are required, then you will need to contact the iProc Team:

  procurement@valeofglamorgan.gov.uk

  ycampbell@valeofglamorgan.gov.uk

  pcollard@valeofglamorgan.gov.uk

  Select:

  

  Then select: 

  

  The results will show as follows: 

  

   

  The Requestor field will default to your name.

  Change Items due from Last 7 days to Any Time.

  From Drop down add Requisitioning BU as VOG Corporate BU.

  Search should then look like this:

  

  Then select Search.

  Any POs that have been migrated against your name, will appear in a list.

  Please note that some information has been redacted from the search results below:

  

  Highlight the Lines that you want to receipt and select:

  

  The following page will open:

  

  If the Quantity Value is blank, then select:

  

  

  You can then receipt the amount you want and select: