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1University System of Georgia Institution1/30/2019
Thank you for joining us!
The Admin Net Session will begin momentarily.
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THE ENTERPRISE TRANSFORMATION
Admin Network:Enterprise Transformation
3/12/2019 2transformation.gatech.edu
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Safe Harbor
The information delivered within this presentation was published
on
This information, while accurate at the time, is subject to change.
3transformation.gatech.edu
03/12/19.
03/12/19
Safe Harbor
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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
4transformation.gatech.edu
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5transformation.gatech.edu
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
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Agenda
• Human Capital Management Transformation
• Financials Transformation
• LITE Reporting
• Website
• Q&A
3/12/2019 6transformation.gatech.edu
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7transformation.gatech.edu
HCM Transformation
3/12/2019
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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
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Scope
Global
Self-Service
Time & Labor/
Absence
Management
Commitment
Accounting
Faculty
Events
PayrollBenefitsWorkforce
Administration
Careers
Time Clock
3/12/2019 transformation.gatech.edu 9
Georgia Tech will be moving to the OneUSG Connect platform of PeopleSoft HCM 9.2 which includes
the following suite of modules:
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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
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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.
3/12/2019 transformation.gatech.edu 12
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)
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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
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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
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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
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Financials Transformation
3/12/2019 17transformation.gatech.edu
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Financials Transformation
3/12/2019 18transformation.gatech.edu
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Workday Scope
3/12/2019
Business
Assets
Financial
Accounting ProjectsProcurement
Grants
Management
BudgetsBanking &
SettlementCustomer
AccountsExpenses
Supplier
Accounts
19transformation.gatech.edu
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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
21transformation.gatech.edu
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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
22transformation.gatech.edu
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23transformation.gatech.edu
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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24transformation.gatech.edu
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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25transformation.gatech.edu
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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26transformation.gatech.edu
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
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LITE Reporting
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Business Intelligence
3/12/2019 28transformation.gatech.edu
• 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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29transformation.gatech.edu
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
3/12/2019
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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
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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
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Transformation Website
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33transformation.gatech.edu
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
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Let’s stay connected!
Questions or Feedback?
• Helpdesk Email:
• Website:
http://transformation.gatech.edu
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