Subcontract Resource Information

This page includes the following information to for Billable Subcontract Resources:

  • Oracle Time With Projects and Contractors Expenses Entry Instructions for Resources
  • Frequently Asked Questions (FAQs)
    • FAQs Related to Oracle Login Credentials
    • FAQs Related to Time and Expense Entry

Oracle Time With Projects and Contractors Expenses Entry Instructions for Resources

 

Important Information

  • Enter labor and expenses into the applications within 15 days from the week ending date to avoid nonpayment of your Supplier’s invoice.
  • Enter time and expense before the close of business for the location (local time) on Friday.
  • If performing services on an Oracle project with a fixed price contract, enter the time into the application only if required in the Statement of Work (SOW).
    • Typically, a SOW based on deliverables or milestones does not require time entry. In limited scenarios the SOW requires that time and/or expense entry. If unsure, discuss with your management (your Supplier or your Oracle Sponsoring Manager or Project Manager).

Frequently Asked Questions (FAQ)

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  • FAQs Related to Oracle Login Credentials

    • Q: What do I need to access time and expense entry and to perform services?

      Required

      • Single-Sign On (SSO) Credentials: Obtain the username and password from your Sponsoring Manager.
      • Network Access Account (NAA) Credentials: Obtain the username and password from your Sponsoring Manager.
      • SMS Two Factor Authentication (2FA): Your Sponsoring Manager will need your cell phone number for activation.
      • If you are performing services for Oracle Health Federal projects or performing services for Oracle project that require special access, Secure Global Desktop (SGD) will be requested and shared by Oracle Sponsoring Manager or Project Manager.

      Only as Needed

      • Oracle Email Account: Sponsoring Manager must request.
      • Slack: Add only channels that your Oracle contact asks you to add.
      • Organizational Required Tools/Access: Work with your Sponsoring Manager to identify.
    • Q: What do I need to do to obtain and maintain my access?

      Your Sponsoring Manager or related contact supplies your Single Sign-On (SSO) and Network Access Account (NAA) credentials. Use the SSO credentials to log into necessary Oracle accounts. The NAA is the base VPN, which you must have to reset your SSO account.

      The passwords for both accounts expire every 90 days. You must reset the passwords for both accounts before they expire.

      Only if required perform services will other accounts or additional VPN accounts be setup and provided.

    • Q: Do I Need Anything Other to Log In?

      You will need a Two Factor Authentication to log into Oracle network to access Oracle Learning, Oracle websites, and Oracle based tools. Your Sponsoring manager must obtain your mobile phone number to setup SMS Two Factor Authentication (2FA).

      When you log in, if prompted, select One time Pin through SMS.

    • Q: What if I do not receive a one-time pin number or receive a “Please choose your preferred method” error?

      To use a One Time Pin through SMS, you your Sponsoring Manager must have added your mobile number in Oracle Identity Manager (OIM).

      When you log in, the system sends a one-time pin to your mobile phone.

      If you do not receive one or see an error message, contact your Sponsoring Manager with your mobile number so the manager can confirm the phone number is correct in Oracle Identity Manager (OIM).

    • Q: What should I do if I receive an “Invalid Login” error?

      In most cases, it means you must reset your SSO password reset. See next question.

    • Q: How do I reset my SSO password?

      You must reset your password every 90 days or less. Please keep track of this so that you do not have to request a password reset.

      To reset your SSO password with only an NAA VPN:

      1. Open https://vsupport.oracle.com/ssopasswordreset. If prompted, enter the SMS 2FA one-time PIN sent to you.
      2. Enter the following:
      • Email Address: Your SSO ID (email format)
      • Network Access Account (includes VPN) Username: Your NAA Username which is also called your Global User ID (GUID) and is in the format of “guid_cc,” where “cc” is the country code related to your ID.
      • Network Access Account (includes VPN) Password: Your current NAA Password.
      • Enter the text as is appears.
      1. Click Submit.
      2. When prompted, enter the required information.

      To reset your SSO password with both NAA and Cisco AnyConnect VPN:

      Note: Cisco AnyConnect VPN is granted only if required to perform work.

      1. Open Oracle Identity Manager (OIM) at https://oim.oraclecorp.com. If prompted, enter the SMS 2FA one-time PIN sent to you.
      2. Click Reset Passwords and choose the SSO Account.
      3. Follow the prompts.
    • Q: How do I reset my NAA password?

      You must reset your password every 90 days or less. Please keep track of this so that you do not have to request a password reset. To reset your NAA password:

      1. Open https://vsupport.oracle.com/vpnpwdreset/faces/pwd_reset.jspx.
      • If not already logged in, enter SSO Username and Password to log in. Then change your NAA password.
      1. Enter and confirm your new password.
      2. Click Submit.
    • Q: What should I do if I cannot remember either my SSO or NAA password?

      Contact your Sponsoring Manager.

      If you are unable to change the passwords for either your SSO or NAA, please post to the Slack channel: #it-support or call the Global Service Desk (your Sponsoring Oracle Manager or contact might need to supply you with the phone number).

      If the Helpdesk suggests you get a VPN Cisco AnyConnect account and you do not have that, tell them your NAA account is the only VPN account you have or need based on what services you are performing as a Billable Subcontractor.

    • Q: What if I have reset my password and still cannot log in?

      Contact your Sponsoring Manager.

      Your Sponsoring Manager might direct you to Oracle IT Support. If the Helpdesk suggests you get a VPN account, tell them your NAA account is the only VPN account you have or need based on what services you are performing as a Billable Subcontractor.

    • Q: What if my Oracle Sponsoring Manager states they did not receive my SSO or NAA Credentials?

      Your Oracle Sponsoring Manager has more information about this, so discuss with your Sponsoring Manager. You or your Oracle Sponsoring Manager must contact the helpdesk and request an SSO password reset.

      The system sends new credentials to your Oracle Sponsoring Manager who will then have to provide you with the information.

  • FAQs Related to Time and Expense Entry

    • Q: Who do I contact if there are no projects available for time entry? For example, after logging in successfully to the applications, there are no project fields available, and it displays “Assignment” number.

      Contact the Project Manager or your Oracle contact, supplying as many details as possible, including: if you have the Time With Projects icon on the home screen, screen shots of the home page, whether you can enter time some weeks but not others, and details related to what you are attempting to do and the errors displayed.

    • Q: What Project and Task number should I use?

      If you are not sure what values to select, or the values are not available when entering Time or Expenses, contact your Project Manager or your Oracle contact and make sure you are setup correctly on the project.

    • Q: What do I do if I have been able to enter time for previous weeks, but when entering the current Date Range, if none or only part of the days are available?

      Contact the Project Manager or your Oracle contact to ensure you are setup on the project for the appropriate dates.

    • Q: What do I do if my Time or Expense report is still in the Submitted status?

      Contact your Project Manager to resolve.

    • Q: Why was my time or expenses rejected?

      If the Project Manager rejects a timecard and it is unclear what to correct, talk with your Project Manager.

      If the Project Manage rejects, review what can be reimbursed in the Supplier Travel and Expense Policy for Billable Subcontractors (PDF). If it is still unclear what you must correct, contact your Project Manager.

    • Q: What do I do if my Supplier tells me the time or expense has not been approved?

      Check the status of the time or expense report.

      • If it shows the time or expense as “Submitted,” contact your Project Manager to resolve.
      • If the status shows “Approved,” take a screen shot of the report, and follow up with your Supplier. If necessary, your Supplier can contact their Oracle contact to resolve.