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2025-06-23: Required Training for Gateway Users: On behalf of Jim Corkill, Associate Vice Chancellor, Controller

2025-06-23: Required Training for Gateway Users: On behalf of Jim Corkill, Associate Vice Chancellor, Controller

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June 23, 2025

TO: UCSB Campus Community

FR: Jim Corkill, Associate Vice Chancellor, Controller

RE: Required Training for Gateway Users

 

As part of the ongoing Financial Management Modernization (FMM) implementation, UCSB will re-launch the Gateway purchasing system on July 16 with several updates to accommodate the new campus financial system and processes.

 

Given these changes, some users will be required to complete role-specific Gateway training in order to maintain system access:

  • Project Analysts must complete training by Monday, June 30 in order to access Oracle Financials Cloud beginning July 1

  • All other Gateway users must complete any required training by Tuesday, July 8 in order to access Gateway beginning July 16. This includes any faculty who require Gateway access; these users will receive a direct notification if they have a role in Gateway that requires mandatory training. 

 

Gateway roles that require training and respective time commitments are as follows:

  • Requester and Department Analyst - 30 min.

  • Approver (FRU Approver, Project Analyst, Department Invoice Approver) - 15 min.

  • Allocator - 15 min.

  • Receiver - 10 min.

 

Training is available now in the UC Learning Center. While we are in the process of assigning training based on role assignments, users do not need to wait until training is formally assigned to complete the course. Once assigned, employees can log in and go to “Required Training” to check their status, and supervisors can also see training completion status for their employees in the Learning Center by clicking on the “Manager Dashboard.”

 

Please complete this training as soon as possible. If this deadline is not met, users will experience delayed system access due to anticipated support request volume. After the deadline, Role Security Administrators will have to resubmit a role assignment request for the user in ServiceNow once training has been completed. Departments will not be able to submit requisitions containing Project or FRU values until the assigned approver completes training.

 

We appreciate your attention to this training deadline and flexibility as we approach UCSB’s upcoming financial transformation.

 

UPDATE:

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July 1, 2025

 

TO: UC Santa Barbara Campus Community

FR: Kerry Bierman, Interim Vice Chancellor - Chief Financial Officer, and Josh Bright, Associate Vice Chancellor for IT & Chief Information Officer

RE: UCSB’s New Campus Financial System is Live

 

We are pleased to announce that UCSB has officially transitioned to a new campus financial system and Common Chart of Accounts as of July 1. This is a monumental achievement that will significantly transform our financial operations, providing us with more robust data, improved efficiency, and enhanced reporting capabilities across the entire campus. 

 

Over the next several weeks, we will bring additional components of the new system online: 

  • A new campus financial reporting portal, FinHub

  • A new Oracle tool used for budgeting and financial planning processes

  • Re-launch of several existing systems, including Gateway and Concur, with updates to accommodate the new financial system and processes

 

This multi-year undertaking was incredibly complex, involving more than a hundred dedicated individuals from 39 departments across campus. We want to extend our deepest gratitude to everyone who contributed. The Financial Management Modernization program is a testament to what we can achieve when we work together. 

 

To our campus community, we ask for your patience as we stabilize the new system and the many parts of campus that it impacts. As with any new technology, we expect that there will be initial challenges, but rest assured that we have a team in place to support users as we navigate this campus-wide transition. Financial staff and users who will access the new system received a separate communication earlier today with additional details.

 

Should you encounter any issues, please utilize one of the many ways to get support, including our call center, ServiceNow request form, and office hours. 

 

Thank you for your partnership and adaptability as we take this important step forward together.