OnCore–Aggie Enterprise Integration Streamlines Operations

Earlier this year, multiple teams collaborated to build an integration between OnCore, the clinical trials management system, and Aggie Enterprise, the UC Davis financial system with goal of streamlining invoicing and payments for clinical trials. We’re excited to announce that the integration is complete.

The integration and process improvements go into effect October 1, 2025.

Key Improvements

  • Automated Financial Integration

    Invoices and payments now flow directly between OnCore and Aggie Enterprise, reducing manual entry and improving accuracy.

  • Streamlined Invoice Processing

    Invoice creation, verification, and assignment of receivable numbers are completed with fewer handoffs, accelerating billing cycles.

  • Faster Payment Application

    Sponsor payments automatically populate in OnCore and are applied to corresponding invoices, saving time and reducing reconciliation time.

  • Improved Transparency and Tracking

    Study teams and departments can more easily monitor invoice and payment status.

  • Reduced Errors and Rework

    System checks and integration reduce the risk of mismatched or unapplied payments.

Updated Workflows

Along with the technical integration between the two systems, workflows between CTMS Operations, Contracts and Grants Account, and Departments and Study Teams have been simplified. The following provides an overview of which processes and tasks that have been updated.

Previous Process

  • Departments create invoices in OnCore by selecting billable events and marking them as “FINAL” without entering an invoice date.
     
  • CTMS Ops runs a report to capture these invoices and sends it to CGA.
     
  • CGA uploads the data to Aggie Enterprise.
     
  • Within Aggie Enterprise, CGA creates the PPM Event, generates an invoice/accounts receivable number, updates the report, and returns it to CTMS Ops.
     
  • CTMS Ops enters the information into OnCore along with the invoice date.
     
  • Study Teams prepare and send the final PDF invoices to sponsors.
     
  • Departments receive sponsor payments and record them in OnCore by applying each payment to its corresponding invoice.

New Process

  • Departments initiate invoices in OnCore by selecting billable events and labeling them as “FINAL” without entering an invoice date.
     
  • CTMS Ops runs a report to capture these invoices, verifies that the required data is present, and adds the invoice date to trigger submission to Aggie Enterprise.
     
  • Aggie Enterprise receives the submission, creates the PPM Event, generates an invoice/accounts receivable number, and sends it back to OnCore.
     
  • CTMS Ops runs a final report of the updated invoices and notifies study teams that the invoices are ready to generate and send to sponsors.
     
  • Aggie Enterprise sends payment information to OnCore, which automatically populates in the Sponsor Payments section and is applied to the corresponding invoice.


 

Primary Category

System Releases