Administrative Applications
Most administrative applications are listed below and are accessible via access.caltech.edu. Contact your supervisor for access or more information.
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Administrative Applications
| Application Name | Description |
|---|---|
| Advance to Oracle Gift Interface Queries | Advance to Oracle Gift Interface Queries allows a user to view posted Advance gift and pledge transactions that have been extracted for interfacing into Oracle GL and Grants Accounting. |
| AdvanceCaltech | AdvanceCaltech is the institute's donor management database for recording and tracking engagement of those who provide philanthropic support to Caltech |
| AiM Customer Portal | Facilities Service Request allows you to submit maintenance requests for Caltech facilities and grounds. |
| Applicant Tracking System | Applicant Tracking System is a talent management solution to source and recruit candidates and to onboard employees. |
| Building Space Data System | Building Space Data System application allows users to easily search, view, update, and export information about buildings and rooms. |
| Bursar Billing and Payment (CASHNet) | Bursar Billing and Payment (CASHNet) is used by students, faculty, staff, or authorized designees to view Bursar statements and make payments. |
| Caltech Help | Caltech Help is a request tracking system for IMSS, Card Office, Procurement, and GPS. Human Resources and other groups will soon join this system. Caltech Help allows you to submit and track support requests, as well as view your request history. |
| CardQuest (P-Card) | CardQuest allows users to book Caltech business travel for themselves or for others through the CardQuest travel portal in association with Caltech's preferred travel agency. CardQuest also allows users to reconcile both travel and goods and services purchase card (P-Card) expenses. |
| Compensation Workbench | Compensation Workbench is used for recording Annual Salary Increase rewards for eligible employees. This includes making changes to their base salary and bonuses. This application also allows managers to view a snapshot of an employee's job and salary history as well as other employment details. The tool is live/open for data entry for 8-10 weeks between July and September. For the remainder of the year it is available in read-only mode. |
| Conflict of Interest | Conflict of Interest allows faculty and certain staff members to identify and disclose any interests that may conflict with their duties at Caltech. It also helps Caltech to stay in compliance with various regulations |
| Controlled Substance Tracking | Controlled Substance Tracking is used for managing and tracking controlled substances used in research. |
| Cost Transfers | Cost Transfers is used to request, approve, and submit cost transfers for processing in Oracle Grants Accounting. |
| Course Book Requirements (AdoptaText) | Course Book Requirements (AdoptaText) handles book adoption and library reservations. It allows Faculty to tell the Institute which books and other material students need for their classes. In addition, it informs the library which books or other resources to place on reserve. |
| Data Warehouse (Cognos) | Data Warehouse (Cognos) is a reporting tool that gathers and analyzes data from the central administrative systems. It takes large amounts of data from various source systems and converts it into meaningful information. |
| Data Warehouse (OBI) | Data Warehouse (OBI) is a reporting tool that gathers and analyzes data from the central administrative systems. It will eventually replace the older Cognos system, as we implement one Data Mart at a time. |
| Directory Mailer | Directory Mailer allows an approved and trained group of "gatekeepers" to send email to the Caltech community. |
| Disclose Disability Status | Disclose Disability Status enables staff and faculty to voluntarily disclose disabilities. |
| Division Personnel Management (DPM) | Division Personnel Management allows authorized administrators to view and maintain records of their division-affiliated personnel, initiate faculty action forms, input and maintain payroll transactions with gPay, and other personnel management functions. |
| Electronic Paycheck Stub (Online Payslip) | Electronic Paycheck Stub (Online Payslip) allows you to view your electronic paycheck stub details as of January 1 2012. You may also print out your pay stubs from here. |
| Electronic W2 (online W2) | Form W2 is used by employers to report wages and other types of compensation paid to an employee. This form is also used to report the amount of employment taxes, if any, withheld from an employee's gross income. |
| Equipment Image Viewer | Equipment Image Viewer allows you to view photos of Caltech-tagged property. |
| Equipment Tracking | Equipment Tracking (ETS) manages Caltech's capitalized equipment inventory and allows users to search, view, and export information about equipment held in Oracle Fixed Assets. The campus also uses this application to request changes to equipment status (e.g. disposition, retirement, transfer). |
| External Housing | External housing is repository of applications and forms used primarily by students, postdocs, and visiting faculty who have not yet arrived on campus. |
| Facilities Management System (AiM) | AiM allows the campus to submit service requests and Facilities and Student Affairs to create and track work order details in support of campus daily operations. AiM is also used for Space and Asset tracking, equipment history, and project management. |
| Financial Projection Tool | Financial Projection Tool uses Data Warehouse (Cognos) Grants Accounting and Labor Distribution data to enable you to create projections for your PTA(s) with 'what if' scenarios. |
| Financial Queries | Financial Queries provides a view of financial queries such as the PTA Query, CIT Salary Cap Calculator, Equipment Screening, Concurrent Request Queue, etc. |
| GL Balances and JE Detail Query | GL Balances and JE Detail Query allows you to view GL account balances by period and drill down to the journal line detail for an individual account or range of accounts. |
| Grants Proposal | Grants Proposal is used by the Office of Research Administration to record and track grant proposals. |
| Gym Membership | Gym Membership enables Caltech staff, faculty, and Postdocs to enroll in or withdraw from Gym membership. Changes to membership plans can also be made via this link. |
| Internal Charges (IC) (WIC/PIC) | Internal Charges is used to enter Web Internal Charges (Caltech-internal purchases) and Personal Internal Charges (items billed to UID). |
| IRB Submission and Review | IRB Submission and Review is used to submit protocols for human subject research for review by Caltech's Institutional Review Board (IRB). |
| My Benefits | MyBenefits is the enrollment system for Caltech benefits. MyBenefits allows you to add or remove dependents and to specify medical, dental, and other benefit options, as well as Health Savings Account or Flexible Spending Account contributions. |
| My Financial Aid | My Financial Aid allows you to access your Financial Aid profile and related information. |
| My Housing | My Housing is used by students and postdocs to submit housing forms to manage their application renewals, to manage stay-dates, to enroll in the lottery process, etc. Housing and Facilities staff use My Housing to manage the housing forms process. |
| My Learn | MyLearn allows you to manage, deliver, and track online and classroom-based training using the Oracle Learn tool. |
| My Personal Information (MPI) | My Personal Information allows you to update your personal information, including campus and home addresses, phone numbers, and emergency contacts. |
| My Student Documents | My Student Documents allows you to view and print documents that have been sent to you by the Bursar and Financial Aid Offices. This link is not used for loan documents, which may accessed from the Bursar website (http://bursar.caltech.edu). |
| OLAR Services | OLAR Services is used by the Technical Services group to enter data from Technical Services and Per Diem logs into the CLAS system. |
| Oracle Applications | Oracle Applications are used for Institute-wide financial and human resources management. These applications include Human Capital Management, General Ledger, Grants Accounting, Labor Distribution, Purchasing, Accounts Payable, Receivables, Fixed Assets, and Payroll. |
| Oracle Data Error Identification (ODEI) | Oracle Data Error Identification identifies setup and data errors in Oracle and notifies the appropriate administrative area for corrective action. The application also allows IMSS Analysts to add or modify validation queries. |
| Parking | Parking allows you to register your vehicles online for campus parking permits. |
| Payroll Distribution Confirmation (PDC) | Payroll Distribution Confirmations is used by Award Managers and Faculty twice annually to verify and certify reasonableness of the distribution of payroll charges to sponsored awards. |
| Protocol Application System (PAS) | Submit protocols for IACUC IRB and IBC. |
| PTA Setup | The Project, Task, Award (PTA) setup application is an on-line request system for campus departments to submit new PTA requests. The requests are routed to the appropriate central finance department for review and approval before they are created in Oracle Grants Accounting. |
| Rapid Recon Lookup | RapidRecon Lookup allows you to query your past Purchasing Card (PCard) and travel expenses. |
| Registrar's Information Systems (REGIS) | Registrar's Information Systems (REGIS) offers online course enrollment for students and schedule approval for advisors. Degree audits, unofficial transcripts, and requests for official transcripts are available to students and advisors. Class roll sheets are also available to instructors and TAs. |
| Repository for Administrative Documents and Records (RADR) | RADR is used to share documents between central and academic administrative areas |
| Student Systems (Exeter) | Student Systems (EXETER) is used by Student Affairs to manage the activities of the Registrar, Bursar, Housing, Mail Services, Undergraduate Dean's Office, the Graduate Dean's Office, Athletics, etc. |
| Teacher Quality Feedback Report (TQFR) | The Teaching Quality Feedback application collects students' course evaluations at the end of each term. |
| TechMart Purchasing | TechMart Purchasing is used for the ordering and purchase requisitioning of products and services. Users can select products from multiple online supplier catalogs at Institute-negotiated contract pricing. Please use your access.caltech credentials to log in. |
| Timekeeping (Kronos) | Time Keeping (Kronos) allows employees to track time worked, vacation, sick time, and other types of leave. Managers and Payroll Activity Monitors (PAMs) are also able to review and approve an employee's timecard. |
| Training and Professional Development | Training and Professional Development allows you to manage, deliver, and track online and classroom-based training using the Oracle Learning Management tool. |
| United Way | Caltech United Way campaign enables people to contribute to the United Way by one-time donations or through payroll deduction. |