February 2018 BAAF
Thank You
Agenda Service Desk Project Status Finance Update Budget Management System Update Budget Development Reminders Finance Business Process Changes Finance Testing Status Finance Training Status Finance Reporting Solutions Data Warehouse
Unit Requests Unit Based Readiness FY18 Year End Other Finance Topics Fiscal Responsibility and Accountability Records Retention Account Status Reports OneUSG Connect/OneSource Update Payroll Changes Time Collection Recap HCM Business Process Review Agenda
OneSource Service Desk is Operational Billy Knight Service Desk Manager Matthew VanderKooi Service Desk Professional Email: onesource@uga.edu Phone #: 706-542-0202 Hours: 8am- 5pm 100 90 80 70 60 50 40 30 20 10 0 OneSource Service Desk Cases: Jan 1 - Feb 9 Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Resolved Outstanding
OneSource Service Desk Billy Knight Matthew Vanderkooi
Project Health Overall Project Health Budget Schedule Scope Change Management Finance HR/Payroll Technical Data Delivery Green: On track to be delivered within project parameters Yellow: Potential or known issues that could impact delivery Red: A serious problem likely impacting delivery 7
Project Health-By Area Financials General Ledger Treasury Accounts Payable Travel Asset Management Accounts Receivable Purchasing Budgets Grants Administration Capital Projects/Project Costing Payroll Human Capital Management Time & Labor Absence Management Benefits Workforce Administration Manager Self Service/ Employee Self Service Faculty Events Commitment Accounting Data Delivery & Architecture Data Architecture Data Standards Technical PeopleSoft Administration Hyperion Administration Security & Workflows Conversion & Integrations Reporting & Forms Testing Change Management Change Management Training Team Service and Support Desk End User Advisory Group End User Advisory Group 8
OneSource Finance Update UGA Budget Management System UGA Financial Management System
UGA s OneSource Roadmap As of 2/1/2018 Go Live 2016 2017 2018 2019 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 Budgeting* Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Optimize Test and Train Financials Management Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Optimize Reporting & Data Architecture Plan and Disc. Analyze and Design Configure and Develop Test and Train Deploy and Optimize July Process Design and Compliance Review HR/Payroll (Human Capital Management HCM) UGA R1 Plan & Discover *The UGA Budget Management System will have three feature releases. See OneSource website for additional details. OneUSG HCM Implementations for USG Institutions UGA R1 Analyze and Design UGA Configure and Develop UGA Test and Train UGA Deploy and Optimize 10
UGA Budget Management System Update January February March Jan 2 Go-Live 350 Access Requests 50 completed training 4 weeks of training FULL with waitlist 2 online class sessions (Feb 27) Added additional training
Budget Development Reminders FY19 Budget Development in WebDFS FY19 Budget data will be loaded into UGA Financial Management System FY20 Budget Development in UGA Budget Management System
Finance Business Process Changes Business process documents provide a summary of key process changes and include high level workflow diagrams associated with each business process. Documents will continue to live on the Finance Business Process Resource page of the OneSource website. Next Update: April 2018 Notification of these changes will be distributed to all of the OneSource Project Coordinators and subscribers of the OneSource listserv.
New Finance Business Process Change Starting July 2018, IDC will be returned monthly. In FY19, this means units will receive their FY18 IDC allocation, AND Each month, IDC will be returned. PeopleSoft will be able to leverage IDC distribution agreements as set forth on the transmittal form. Future Unit Ask (sent to Project Coordinators) to verify that distribution agreements on the transmittal form are current and accurate
Finance Testing Status System Integration, December 4, 2017 - January 12, 2018 686 Scripts 96% passed, 3% failed Conducted by all 9 UGA Functional Leads End-To-End Testing, January 24 February 27, 2018 555 Scripts 18% passed, 1% failed, as of February 12, 2018 Conducted primarily by the Functional Leads plus 5 End Users User Acceptance Testing, March 26 April 30, 2018 Orientation Planned for week of March 15th TBD # Scripts To Be Conducted by 199 End User Testers
Finance Training Status 190 volunteers involved in training development or delivery Self-service materials will be available online including walkthroughs and printable guides 22 distributed user classes will be offered Primarily based on security roles by module Planning happening now for frequency of courses Classes offered both in person and online starting in May
Testing and Training Center 2130 River Road (was University Printing Building)
Finance Reporting Solutions Similar to today's systems, various reporting platforms will be available based on business needs and complexity of data UGA Budget Management System: Hyperion users will have access to budget to actual reports through UGA Budget Management System UGA Financial Management System: PeopleSoft users will be able to run Queries and reports in the PS application on transactions both in process and completed. Simpler: Certain users will continue to find Simpler useful and their go-to solution. Data Warehouse: Certain users will find the Data Warehouse useful. Examples include a PI using the Sponsored Funds Report (working title). Reports Listing: reports.uga.edu
Data Warehouse Update UGA s Data Warehouse will go-live in Spring 2018. March 14: Data Warehouse Forum, Special Collections Library Room 271 from 10:00 a.m. 12:00 p.m. The warehouse is the repository where the institution s data will exist to primarily support the analytics needs of UGA. The warehouse will provide some types of transactional reporting. The warehouse will be the source of data to departmental systems who are receiving mainframe data today.
UGA s Data Warehouse Architecture Banner UGA Data Warehouse Hyperion PeopleSoft Clone Staging Third Party Integrations Other Data Sources Operational Data Store Paginated Reports (SSRS) Simpler PeopleSoft Query & Reports Analytical Cubes Dashboards/V isualization (Tableau) Self-Service Reporting 20
Unit Requests What are Unit Requests and Asks? 35+ identified and additional requests will be added Sent to Project Coordinators Examples: Department Mapping, Speed Types, Detail Codes Unit Request Resources Page
Unit Based Readiness Readiness Kit Spring 2018 Key Messages Monthly Status Call
Unit Based Readiness Materials you can use for any departmental meetings OneSource team members are available to present at any of your departmental meetings.
FY18 Year End Fiscal 2018 year-end procedures and deadlines as published in the FY18 Year-End letter are firm and cannot be moved. This is required in order to close FY2018, complete data conversion and open the new UGA Financial Management system in July. Please take action now to plan and communicate these year-end deadlines to increase awareness in your organization. Reminder communication will be sent in February and will also include information on emergency purchasing procedures. FY18 Year-End Resources page has additional information.
FY18 Year End
FY 18 Year End - Travel Notes Users can submit a TA using FY18 funding for travel to occur in the first quarter of FY19 (travel must conclude on or before Sept 30, 2018). This year we will not be able to process TAs for split funding between FY18 & FY19. Only include the FY18 funded portion on the TA when completing it in the etravel component of the echeck system.
FY 18 Year End - Travel Notes Any travel that concludes before June 22, 2018 needs to be submitted for reimbursement prior to noon on June 27th. Accounts Payable will be able to provide guidance for extenuating circumstances. For trips occurring on or after June 22, 2018 using FY18 funds, the applicable travel authority encumbrance will be converted into PeopleSoft. These TAs will be available for association to a PeopleSoft expense report. Converted TAs will begin with the letter C, followed by the etravel TA number, then 00. When submitting an expense report in PeopleSoft, users will need to assign budget year 2018 to the chart string to utilize any funding that was encumbered in FY18 and converted to PeopleSoft.
Other Finance Topics: Fiscal Responsibility and Accountability vs. Signature Authority Responsibility & Accountability for Fiscal Administration http://policies.uga.edu/finance/fiscal-responsibility/responsibility-and- Accountability-for-Fiscal-Administration/Holley Signature Authority Written Authority to sign and execute contracts. https://legal.uga.edu/guidance/signature-authority
Fiscal Responsibility and Accountability 8.4 Current Policy Wording
Fiscal Responsibility and Accountability Finance - 8.4 Policy Wording Changes In addition, The University Administrative Policies and Procedures Manual, Budget, Policy 1 - Authority, Responsibility and Duties, provides that, After University budgets have been approved by the proper authorities, the responsibility for control of and the authorization for expending budgeted funds is assigned by the President to each budgetary unit head. Each organizational head is responsible to the next higher head for the fiscal administration of authorization of signatures for all accounts and funds, regardless of source, budgeted under the control of all personnel within the organizational unit for which each respective head is responsible. Such responsibility of organizational heads includes contract and grant accounts under principal investigators who are faculty or staff in the respective departments.
Fiscal Responsibility and Accountability Finance - 8.4 Procedure Changes Named personnel with authority to authorize financial transactions in the unit-based policy should align with security roles in the university s financial, human resource, payroll and related administrative systems. It is not necessary for schools/colleges/units to submit their written unit-based policies to Finance & Administration. Finance & Administration views the security roles granted in the system(s) and approved by the school/college/unit, as the transaction approval authority source. Each school/college/unit is responsible to ensure that their written unit-based policy and system security roles remain in sync. Units should have their written unit-based policy available for auditors and other investigative inquiries.
Other Finance Topics: Record Retention The new business processes under OneSource do not change record retention requirements. UGA follows the USG Records Retention Schedule http://www.usg.edu/records_management/schedules/a While many departments maintain their own archives (electronic or paper) of documentation supporting financial transactions, the University refers to documentation submitted with a financial transaction as the official record. Exceptions include pcard receipts required to be retained at the department. Other exception examples may exist. Currently F&A departments use a variety of archival systems to maintain supporting documentation.
Other Finance Topics: Record Retention Goal: Use Content 7 as an enterprise wide archival system to capture documents submitted with financial transactions and retain in a central repository for institutional access. Timeline: July 2018: Sponsored project post-award supporting documentation will be stored in Content 7 UGAmart documents will be stored in UGAmart as well as Content 7 Beyond July 2018 Planning has started to determine a reasonable timeline to capture other documentation supporting financial transactions and store in Content 7 Recommendation: Continue your current internal record retention procedures for financial transaction supporting documentation until we have more definitive information about the timeline for Content 7 implementation. You will have access to view the documents submitted with transactions in PeopleSoft starting July 1, 2018. Content 7 will in the future provide a mechanism to search for documents without needing to know the specific transaction.
Account Status Reports Finance 1.1 http://policies.uga.edu /Finance/Accounting- Principles/Account- Status-Reports/
Other Finance Topics: Account Status Reports UGA Financial Management System (PS) will continue to produce a monthly status report that serves as the official Financial Status Statement. Users will also be able to produce the Financial Status Statement on an ad hoc basis during the month. Procedures that the official monthly Financial Status Statement should be reviewed by a responsible party to ensure accuracy will continue. Accounting is working with Internal Audit to outline guidance and job aids with respect to: The expected timeframe and procedures for the review of the monthly Financial Status Statement. The expectations for reconciling PeopleSoft subsidiary ledger systems to the PeopleSoft General Ledger. For example: AR Module, AP Module, HCM(Payroll) etc. The expectations for reconciling third-party systems to the General Ledger. For example: Banner, AiM, Campus Mail, and other other departmental financial system.
OneSource HR/Payroll Update OneUSG Connect
UGA s OneSource Roadmap As of 2/1/2018 Go Live 2016 2017 2018 2019 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 Budgeting* Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Optimize Test and Train Financials Management Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Optimize Reporting & Data Architecture Plan and Disc. Analyze and Design Configure and Develop Test and Train Deploy and Optimize July Process Design and Compliance Review HR/Payroll (Human Capital Management HCM) UGA R1 Plan & Discover *The UGA Budget Management System will have three feature releases. See OneSource website for additional details. OneUSG HCM Implementations for USG Institutions UGA R1 Analyze and Design UGA Configure and Develop UGA Test and Train UGA Deploy and Optimize 38
Payroll Changes There will be several important payroll changes in December 2018 when UGA adopts OneUSG Connect as its new human resources and payroll system including: Monthly academic pay dates on the last business day of the month, The work week changes from Thursday Wednesday to Sunday Saturday, and Pay dates for hourly bi-weekly and salaried bi-weekly payrolls will be synced and standardized. All employees: faculty, staff, graduate assistants, and student workers will experience some level of change.
Payroll Changes Information Sessions Administrator Session: Monday, February 26 9:00 a.m. 11:00 a.m., GA Center, Mahler Hall Audience: Unit Heads, Administrators, Business Officers, HR Practitioners Session 1: Monday, February 26 1:30 p.m. 2:30 p.m., GA Center Mahler Hall Audience: Faculty, Staff, Graduate Assistants, and Student Workers Session 2: Monday, February 26 3:30 p.m. 4:30 p.m., GA Center Mahler Hall Audience: Faculty, Staff, Graduate Assistants, and Student Workers All sessions will be available via Collaborate, and recorded and available on the OneSource website after the presentation.
Time Collection Device Recap Time and Attendance Resource page has been updated based on questions from the November workshops Kaba Clock Order is due by March 1, 2018 This order form was sent to Project Coordinators Project Coordinators: Please fill out the form even if you are not ordering Site Surveys: Pilot Site Surveys are being conducted in February. Comprehensive Site Surveys will be conducted after order forms are completed. Kaba Pilot will be March 25-May 26, 2018
Human Capital Management Business Process Forums Date: April 30, May 1, and May 3: 1:30-4:30, Special Collections Library The purpose is to make the community aware of the HR/Payroll business process changes that will be occurring as part of the transition to PeopleSoft and to get input on these changes from the community. The process changes will focus on: a) Time and Labor, b) Absence Management, c) Payroll, d) Commitment Accounting, e) Workforce Administration, f) Employee Self Service/Manager Self Service, g) Managed Faculty Events, and h) Workflow
Questions Email: Web: onesource@uga.edu Phone: 706-542-0202