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1University System of Georgia Institution1/30/2019

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THE ENTERPRISE TRANSFORMATION

Admin Network:Enterprise Transformation

3/12/2019 2transformation.gatech.edu

Safe Harbor

The information delivered within this presentation was published

on

This information, while accurate at the time, is subject to change.

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03/12/19.

03/12/19

Safe Harbor

Enterprise Transformation

3/12/2019

2018 2019 2020

HCM

LITE

Plan

Plan

Student Reporting

Architect

Financials Reporting

HR Reporting

Configure &

Prototype TestDeploy

Design

Configure & Develop

Test & Train

Deploy

July 2019

Go Live

Dec 2019

Deploy

Jan 2020

USG

Payroll

Live!July 2019

Go Live Jan 2020

Go Live

Financials

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Enterprise Transformation Goals

3/12/2019

TransformBy designing Georgia Tech’s

data and processes for the

digital age

BuildBy creating ‘The Next’

platform for Georgia Tech’s

service delivery

UnifyBy connecting Georgia

Tech’s user community

experience

EmpowerBy optimizing Georgia

Tech’s decisions with

intuitive analytics

Agenda

• Human Capital Management Transformation

• Financials Transformation

• LITE Reporting

• Website

• Q&A

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HCM Transformation

3/12/2019

Purpose

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OneUSGA system wide initiative to develop and implement a consistent approach

to policies, procedures, and technology solutions that benefit the

University System of Georgia (USG), in an effort to support the Chancellor’s

strategic imperative of accountability, efficiency, and innovation.

OneUSG

Connect

A priority for the OneUSG initiative is to bring the University System

Offices and all USG institutions onto one technology solution,

OneUSG Connect, to manage USG human resources activities,

benefits, and compensation.

HCM

Transformation

An initiative to align Georgia Tech business processes to

the OneUSG Connect technology platform. This will

further the GT vision of Workforce of the Future and Create

the Next Platform for Service Delivery.

transformation.gatech.edu

Scope

Global

Self-Service

Time & Labor/

Absence

Management

Commitment

Accounting

Faculty

Events

PayrollBenefitsWorkforce

Administration

Careers

Time Clock

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Georgia Tech will be moving to the OneUSG Connect platform of PeopleSoft HCM 9.2 which includes

the following suite of modules:

Organizational ImpactWho will use OneUSG Connect?

Employees

View and update

personal information

Submit time and

absence requests

Link to review benefits

Managers

Approve time and

absence requests

Initiate employee

actions formerly

handled by PSFs

Practitioners

Complete employee

actions initiated by

managers

Manage HR processes

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Careers

Careers, the PeopleSoft module for recruiting, will replace the

numerous hiring forms and applicant tracking systems we currently

use for hiring (e.g. Taleo).

What’s changing? • Applicant Tracking System

• Hiring process for faculty

• Business processes

• Applicant support

• Reporting

• Internal job site

• Onboarding

• Recruiter self-service

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What’s the same?• Hiring process for Staff

• External applicant job site address

• Online background check process

• Basics of the Recruiter role

What’s changing? • Process to initiate personnel actions (No PSF’s)

o Termination

o Location change

o Funding change

• Starting place for creating job openings, position change

requests

• See all your direct reports in one place to include

compensation and profiles (degrees, certifications,

languages)

• Company Directory (organizational chart)

Manager Self-Service

Manager Self-Service (MSS) allows managers and practitioners to initiate, review, and approve transactions for direct reports.

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What’s the same?• We currently do not support Manager

Self-Service in PeopleSoft. The functions

managers may initiate with distributed HR

support will remain the same but will be

initiated and/or processed differently.

o Reclassification

o Salary change (equity/temporary pay)

o Terminate an employee

o Change/Add a position

• Ability to approve timesheets/PTO

(TimeOut/TechTime)

Commitment Accounting

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This process enables you to budget for payroll expenses and track actual payroll costs. It is used to define fiscal year budgets, calculate earnings and fringe encumbrances and pre-encumbrances, and post encumbrances, actual earnings, and fringe amounts to the general ledger.

What’s changing? • Replaces Salary Planning & Distribution (SPD)

• Retrieve employee data by position number instead of employee ID

• Ability to encumber salary past the current fiscal year

• Encumbrances are projected based on the employees’ last paycheck

• Additional Pay won’t be encumbered

• Ability to redirect fringe charges to a separate project ID from gross

salary

• Workflow Approval Capability

• Queries

What’s the same?• Functionality to redistribute

future and past pay period

gross earnings, fringes, and

tuition remission.

• Required justification on past

pay period salary cost

transfers to externally funded

sponsored projects

Time & Labor and Absence Management

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*Scope of changes is still being finalized

The existing time & attendance systems will be replaced by PeopleSoft Time & Labor and Absence Management.*

What’s changing? • Sunday – Saturday pay weeks (May 2019)

• KABA time clocks

• No More Paper

• Web Clock (looks like TechTime)

• Tracking of deferred holidays and comp time

• PTO requested through Absence

Management

• Strict reporting and approval deadlines

• Can have multiple approvers

• Prior period corrections entered on-line

What’s the same?• Time clock users continue to use clocks

• Biweekly employees must report time to

be paid

• Supervisors approve time

• Can set up recurring schedule

• Monthly employees still request PTO

Key Collaborators• Enterprise Resource Planning (ERP)

• Human Resources

• HR Practitioners

• Faculty Affairs

• Information Technology

• Georgia Tech Research Institute (GTRI)

• Office of Sponsored Programs (OSP)

• Grants & Contracts Accounting

• Internal Audit

• Strategic Consulting

• Change Network

• Other R1 Institutions

Implementation TeamCOMPLEMENTARY SKILLS AND PERSPECTIVES

Core Project Team

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2

Planned Activities

2/21/2019

2019

Enterprise Transformation

Expo

OneUSG ConnectGo-Live

connecTECH Newsletter

Campus Info

Session

Campus Info

Session

SEPJULMAR

connecTECH Newsletter

DEC

connecTECH Newsletter

Go-Live Training

APR JUN

connecTECH Newsletter

Change Agent

Network Kickoff

transformation.gatech.edu

MAY

connecTECH Newsletter

AUG OCT NOV

Campus Info

Session

Campus Info

Session

Campus Info

Session

PROJECT/FUNCTION OVERVIEW

PROGRAM ACTIVITYMAJOR OUTREACH

Financials Transformation

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Financials Transformation

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Workday Scope

3/12/2019

Business

Assets

Financial

Accounting ProjectsProcurement

Grants

Management

BudgetsBanking &

SettlementCustomer

AccountsExpenses

Supplier

Accounts

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Workday Design Highlights• Workday commitments (pre-encumbrances) are a built-in feature

• Paper check requests will all be processed in Workday

• Subaward post-award financial routing and payment all in Workday

• Service requisitions don’t require flipping

• Workday will be used for PCard (no longer Concur)

• Requisitions will start and end in Workday

• Document retention and workflow in Workday (no longer ImageNow/ WebNow)

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Campus Outreach

*Recordings of previous info sessions can be found at transformation.gatech.edu/resources

3/12/2019

Procurement Gifts Reporting Go Live

March

2019April

2019

May

2019May

2019

Campus Info Session (3 in person, 1 webinar)

Special Topic Webinar

Go Live (Cutover, Training, & Support) Webinar

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Workday Training

3/12/2019

General

Banking & Settlement

Business Assets

Customer Accounts

Expenses

Financial Accounting

Grants

Procurement

Projects

Reporting

Supplier Accounts

Tra

inin

g T

op

ics

6

11

8

100

Details on transformation.gatech.edu/training

Instructor-Led Trainings (ILT)• Classroom training for central office

users & financial managers

Web-Based Trainings (WBT)• Independent learning for financial

users

Seminars• Auditorium training on WBT content

with Q&A for financial users.

Job-Aids/ Quick Reference Guides• On-demand guides for financial users

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Impacts to GT SystemsTechWorks

3/12/2019

• Will continue to exist post go-live

• Workday can be accessed by end users via a link

• Links to systems no longer in service will be removed

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Impacts to GT SystemsBuzzMart

3/12/2019

• All requisitions will start and end in Workday

• BuzzMart will remain in service

• Catalog information and links to supplier websites will be managed in BuzzMart

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Impacts to GT SystemsConcur

3/12/2019

• All spend authorizations and expense reports will live in Workday

• Concur will only be used for travel booking

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Launch Support

3/12/2019

Workday

Gurus

Call

Center

Open

Labs

Service

Tickets

On-Site

Support

Call

Center

Open

Labs

Service

Tickets

On-Site

Support

Workday

Tips

Newsletter

Job Aids &

Quick Ref

Guides

Training &

Seminars

Rapid

Response

Alerts

LITE Reporting

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Business Intelligence

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• Prevents siloed efforts with varying

versions of the truth

• Provides a one-stop-shop for business

intelligence and data on campus

• Helps eliminate risk associated with

access and dissemination of data

• Provides a more open and collaborative

environment

• Less time spent on cleaning data

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EDW Reports on LITE

• Data refreshed nightly

• Tool agnostic

• At go-live:• Data model to support journal reporting

• Data model to support “PEB” style reporting

• Future state:• EDW will continue to add financial, HR,

and student data to allow for blended reporting

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30University System of Georgia Institution

Future Reporting Ecosystem

mm/dd/yyyy

Workday Finance

PeopleSoft HR

Banner Student

Other source

systems

Enterprise Data

Warehouse (EDW)LITE Reports

Lite.gatech.edu

Reports within

Workday

Data Sources

Data sources are blended

and staged for reporting

31University System of Georgia Institution

Culture Shift

mm/dd/yyyy

The system is a

partner, not a

hindrance

Anomalies are

identified

proactively &

real-time instead

of through

secondary queries

Security is top of

mind with built-in

auditing and

better control over

data

View data

aggregately or drill

into details, all

from the same

system in real

time

Transformation Website

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Q&A Panelists

Katie Crawford

Financials Transformation

Director

3/12/2019

Kara Tillman

HCM Organizational

Readiness Lead

Nick Chaviano

Sr. Business Intelligence Developer

Casey Piquette

Financials Outreach Lead

Jerry Jobe

HCM Process Track Lead

Jehan Thomas

Self Service Lead

Let’s stay connected!

Questions or Feedback?

• Helpdesk Email:

erp.ask@gatech.edu

• Website:

http://transformation.gatech.edu

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