Weekly Status Call November 8, 2018

Transcription

1 Weekly Status Call November 8, 2018

2 Weekly Status Call Tuesday Tips Week of November 5, 2018

3 Tuesday Tips 11/5/18 Journal Posting to the General Ledger Tip 1: How can I improve the timing of my journal posting to the general ledger (GL)? GL journals cannot be approved and posted by Accounting until all workflow approvals have been completed and the journal has been checked for accuracy. Examples of typical GL journals include: intra-university charges between UGA departments (old e-tickets) and moving P-card expenses to appropriate chart string accounts. Here s what you can do to speed-up the process: Check GL journals, at a minimum, weekly and daily the last week of each month to ensure initiated journals have been submitted for workflow approval. If the journal has edit or budget checking errors, please take the appropriate action to correct OR delete entry if it is no longer needed. To find GL journals that you have created, sign-in to UGA FMS>Classic Home tile>main Menu>General Ledger>Journals>Journal Entry>Create/Update Journal Entries>Find an Existing Value tab. Within the Search Criteria select SOURCE = ONL and ENTERED BY = your my id. This search will give you journal entries that you have created. In the Journal Header Status of the results, look for items that shows as Incomplete. Click on the journal and you will be taken to the journal entry. Review the Header and Lines tabs to determine if this journal is still needed and has all necessary supporting documentation attached. If so, run the Edit Journal process and if Valid shows for both Journal Status and Budget Status, then select Submit Journal process. Check GL journals, at a minimum, weekly and daily the last week of each month to ensure that the journal is progressing through the workflow approval levels. You may need to contact approvers to ensure timely review. Follow the same process as above but look for a Journal Header Status of Valid. Select the journal entry and go to the Approval tab. This tab shows where, in the approval process, the journal is. For any approvals showing as Not Routed, select the Multiple Approvers in that box and the names of those individuals responsible for that approval will be listed. You can look-up, by name, on UGA s homepage to find their phone numbers in the UGA Directory.

4 Tuesday Tips 11/5/18 Journal Posting to the General Ledger Tip 1: How can I improve the timing of my journal posting to the general ledger (GL)? Denied GL Journals require some action on the initiators part. The initiator will receive an notification of denial with the Journal ID number that is being denied. Follow the same process as above to get to the Search Criteria. You can search for a specific Journal ID in the search options. Use the journal number from the for your search. The GL journal will need to be opened and comments for denial will be located on the Approval tab within the GL journal. Please take action to correct based on comments. If you have any questions, you can call Central Accounting for help at The that you receive and the Approval tab will show the name of the individual who denied the journal. You may ask for them when you call. If you determine that the GL journal cannot be corrected before the end of the accounting period, the GL journal will need to be deleted. The journal can be deleted by going to the Lines tab and selecting Delete Journal in the Process section. If you can t delete, please contact Central Accounting for deletion by either at acctng@uga.edu or calling

5 Tuesday Tips 11/5/18 Weekly Status Call, Workshop Recording & Webinars Tip 2: Weekly Status Call, Workshop Recording, and Webinars! Don t forget that weekly status calls begin Thursday, November 8. These weekly calls will include information you need to know for the OneUSG Connect HR/Payroll system go-live in December. You can register for these calls by clicking here. Did you miss the Data Warehouse Reporting Workshop on October 25? Don t worry, you can find a recording of the workshop here. This week s webinar series will be a review of the Financial Review and Analysis Guide and Procedures. You can register for this webinar by clicking here.

6 Tuesday Tips 11/5/18 Deposit Detail Code Tip 2+: Did you know that depositing an overpayment into an expense account is the same process as making deposits into a revenue account? It is! Simply ensure you have a deposit detail code that represents the chartstring associated with the expense account code. For more information on requesting a deposit detail code, please visit the OneSource Cash Management Resource page.

7 Tuesday Tips 11/5/18 Project Status Cube Tip 2++: The Project Status Cube has gotten a makeover. Enhancements have been made to the Project Status Cube s default view. In the new default view, users can select a PI and see a list of his/her projects including Project ID, Fund, Account Code, Budget, Encumbrances, Actuals and Balances. As a reminder, users must be logged into the 02 Restricted VPN and have access to the UGA Simpler role to access data warehouse reports. Instructions to request access can be found here.

8 Session Highlights Kaba Workshop The next Kaba Workshop Wednesday, November 14, 2018, in Caldwell Hall, Room 410. This workshop will be technically focused and is required for units who purchased a Kaba clock and all DNLs (Departmental Network Liaisons) are expected to attend. Agenda items include: Trouble shooting the Kaba clocks Kaba Clock maintenance Settings that can be accessed using the administrative password on the clocks.

9 Staff Bi-Weekly with Benefits Checklist The Staff Bi-Weekly with Benefits Checklist was updated on November 6. The update was in the Review and Submit Absences section to provide clarification regarding December 2018 absences.

10 November 2018 Monday Tuesday Wednesday Thursday Friday Training will be occurring during November December Project Coordinator Unit Request Final validation/updates to information submitted in previous unit requests Staff Position Posting Deadline Staff Hiring Proposal Deadline if start date before December 16 Position Modification (Faculty and Staff) Deadline Pay Date Biweekly (31) 1 2 Timecards Biweekly Nov 8 10 a.m. (21) Go Live #1 to Faculty and Staff OneUSG Connect Pre-Go-Live Survey (all employees) Project Coordinator Monthly Awareness Go Live #3 to Project Coordinators Timecards Biweekly Nov 29 9 a.m. (31) BSAG Academic Personnel Reports Due to Budget Office BAAF ITMF Weekly Status Call (Begin) Pay Date Biweekly (21) Timecards Biweekly Nov a.m. (31) Monthly Personnel Reports Due to Budget Office HRLE UGANET Weekly Status Call Pay Date Biweekly (31) Timecards Biweekly Nov 21 9 a.m. (21) Pay Date Biweekly (21) Thanksgiving - HOLIDAY HOLIDAY Go Live #2 to Unit Heads Weekly Status Call Pay Date Biweekly (31) WebDFS Personnels Deadline Timecards Biweekly Dec 6 10 a.m. (21) Monthly and Academic Pay Date

11 December 2018 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Training will be occurring during November - December Go-Live! UGAJobs available Faculty Hiring Proposals with Feb start date submitted Academic Personnel Reports Due to Budget Office Go Live #2 to Faculty and Staff BSAG ASAC FIRST retired Faculty database retired ITMF Weekly Status Call Pay Date Biweekly (21) Conversion begins UGAIDs Creation Lock-out Campaign for Charities Lock-out Timecards Biweekly Dec a.m. (31) Monthly Personnel Reports Due to Budget Office Go Live #4 to Project Coordinators HRLE epar Lock-out UGANET Timecards Biweekly Dec 20 3 p.m. (21) Go Live #5 to Project Coordinators Weekly Status Call Pay Date Biweekly (31) eleave retired Kronos Timeclocks-Last day to use Go Live #6 to Project Coordinators Go-Live (Dec 16) First Workday Daily Status Call Timecards Biweekly Dec 20 9 a.m. (31) Daily Status Call Timecards Biweekly Dec 27 9 a.m. (21) Daily Status Call Daily Status Call Weekly Status Call Kronos/MyTime retired Pay Date Biweekly (21 & 31) Daily Status Call Anticipated First bi-weekly Timecards in new system due (31 &21) OneUSG Connect blackout begins 23 UGA HOLIDAY 24 UGA HOLIDAY 25 UGA HOLIDAY 26 UGA HOLIDAY 27 UGA HOLIDAY Pay Date Biweekly (21) OneUSG Connect blackout ends 30 UGA Open 31 UGA HOLIDAY Monthly and Academic Pay Date Daily Status Call Go Live #7 to PCs Daily Status Call Go Live #3 to Faculty and Staff Daily Status Call Pay Date Biweekly Daily Status Call

12 Weekly Status Call Agenda Payroll Information HR Departments Monthly Calendars Project Coordinator Session

13 Weekly Status Call Preparing for December- Employee Perspective

14 Preparing for December-Employee Perspective Top 3 Things to Know #1: All employees will see changes, including a new Employee Self Service website and pay date changes. #2: Nearly all HR and Payroll processes will change. You will see changes in the way you report time or request leave. If you are a supervisor, you will see changes in the way to approve time and leave requests. #3: ArchPass will be required to use the new OneUSG Connect System.

15 Preparing for December-Employee Perspective How I Can Prepare: #1: Review the new pay dates and plan for any personal financial adjustments (e.g., automatic deductions from your bank account, due dates for personal bills, plans for holiday shopping/travel, etc.). If you are on Academic or Monthly payroll, remember that you will not be paid on the last day that UGA is open prior to our Winter Holiday Break, as has been the norm. Instead, the Academic/Monthly pay date will be December 31, It will be the last business day of the month from this point forward. #2: Review the Faculty and Staff Guide for frequently asked questions and other important information. The guide includes a checklist for you to complete in preparation for the transition. #3: Register for training on how to use the new OneUSG Connect system: Training Registration. Training will begin in November. Please work with your supervisor to determine the most appropriate training session to attend. #4: Reach out to your supervisor and the Project Coordinator or Change Champion in your unit if you have questions and/or need additional information. #5: Tell the OneSource team what questions you have and how we can help you prepare by completing the OneUSG Connect Pre Go-live Survey. 6. Beginning on November 8, participate in weekly status calls. The entire university community is invited to participate. You can register here.

16 Weekly Status Call Payroll

17 Payroll Key Points for All Employees All employees are required to have direct deposit. Employees who are not currently enrolled in direct deposit MUST submit a Direct Deposit form or Direct Deposit Exemption request by 11/23/18. Credit union deductions will not be available with OneUSG Connect. Starting 12/16/18 employees can set up a direct deposit for a credit union for 1/4/19 checks and after. We encourage employees who need to make any changes to direct deposits or withholding (W-4/G-4) to submit those to Payroll by 12/5/18 to avoid duplicate entry into OneUSG Connect.

18 Pay Period Begin Date Bi-Weekly On Cycle Payroll Schedule Pay Period End Date Payroll Deadline* Mgr Leave/Time Approval by 10am 2019 OneUSG Confirm Date Payroll Pay Date Pay Run ID 12/16/18 12/29/18 12/21/ /31/18 01/04/19 (12pm deadline) 91B1 12/30/18 01/12/19 01/07/19 01/14/19 01/15/19 01/18/19 91B2 01/13/19 01/26/19 01/21/19 01/28/19 01/29/19 02/01/19 92B1 01/27/19 02/09/19 02/04/19 02/11/19 02/12/19 02/15/19 92B2 02/10/19 02/23/19 02/18/19 02/25/19 02/26/19 03/01/19 93B1 02/24/19 03/09/19 03/04/19 03/11/19 03/12/19 03/15/19 93B2 03/10/19 03/23/19 03/18/19 03/25/19 03/26/19 03/29/19 93B3 03/24/19 04/06/19 04/01/19 04/08/19 04/09/19 04/12/19 94B1 04/07/19 04/20/19 04/15/19 04/22/19 04/23/19 04/26/19 94B2 04/21/19 05/04/19 04/29/19 05/06/19 05/07/19 05/10/19 95B1 05/05/19 05/18/19 05/13/19 05/20/19 05/21/19 05/24/19 95B2 05/19/19 06/01/19 05/24/19 06/03/19 06/04/19 06/07/19 96B1 06/02/19 06/15/19 06/10/19 06/17/19 06/18/19 06/21/19 96B2 06/16/19 06/29/19 06/21/19 06/28/19 07/01/19 07/05/19 97B1 06/30/19 07/13/19 07/08/19 07/15/19 07/16/19 07/19/19 97B2 Pay Period Pay Period Begin Date End Date Monthly On Cycle Payroll Schedule Payroll Deadline* Mgr Leave/Time Approval by 9am 2019 OneUSG Confirm Date Pay Date Pay Run Id 01/01/19 01/31/19 01/17/19 1/24/19 1/25/ /31/19 91M1 02/01/19 02/28/19 02/14/19 2/21/19 2/22/ /28/19 92M1 03/01/19 03/31/19 03/14/19 03/21/19 3/22/ /29/19 93M1 04/01/19 04/30/19 04/17/19 4/24/19 4/25/ /30/19 94M1 05/01/19 05/31/19 05/17/19 5/24/19 5/28/ /31/19 95M1 06/01/19 06/30/19 06/17/19 6/24/19 6/25/ /28/19 96M1 07/01/19 07/31/19 07/18/19 7/25/19 7/26/ /31/19 97M1 08/01/19 08/31/19 08/15/19 8/22/19 8/23/ /30/19 98M1 09/01/19 09/30/19 09/12/19 9/19/19 9/20/ /30/19 99M1 10/01/19 10/31/19 10/18/19 10/25/19 10/28/ /31/19 9OM1 11/01/19 11/30/19 11/13/19 11/20/19 11/25/ /29/19 9NM1 12/01/19 12/31/19 12/12/19 12/19/19 12/26/ /31/19 9DM1 * NOTE: Units must submit STAFF hiring proposals via UGAJobs 10 days prior to the hire start date. Units must submit FACULTY hiring proposals via UGAJobs at least 45 days prior to the hire start date.

19 Weekly Status Call HR Departments

20 HR Departments Vs. Budget Departments What is a department? Wikipedia defines a department as. o Division of a larger organization into parts with specific responsibility Peoplesoft Finance and Human Capital Management, use two distinct viewpoints: o A Financials or Budgetary perspective, and o A Human Resources perspective The Financials perspective is about capturing and organizing costs for financial reporting, tracking and accountability The Human Resources (HR) perspective is not about organizing costs It is about organizing People o In Financials A department is a cost center o In HR A department is an organizational unit Sometimes They are the same but many times - they are not

21 HR Departments Vs. Budget Departments Will all Financial Departments be represented by a corresponding HR Department? Not all Financial Departments (or cost centers) will have a corresponding HR Department in OneUSG Connect because not all cost centers have people in them. Many times budget and accounting organizations create departments to organize costs or revenues that are not associated with people If a department or cost center doesn t have people in it, then that department would not have a corresponding HR Department in OneUSG Connect HCM. A couple of examples: FMD-O&M-ELEVATOR EXPENSE and DIAGNOSTIC LABS STAFF BENEFITS

22 HR Departments Vs. Budget Departments Will all HR Departments be represented by a corresponding Financial Department? Not all HR Departments (or organizational units) will be in Financials. Many time HR organizations will take a high level cost center like an academic department and break it down into multiple organizational units to assist in managing the staff or faculty

23 HR Departments Vs. Budget Departments What is an example where HR would have more granular departments than Financials? The best example we have come up with is a situation where we would like to segregate personnel into units For instance Most colleges on campus have multiple organizational units. Here are a few we can use to illustrate the two types of organizations o Terry College of Business (Budgetary Roll Up) o H Dean s Office o H Department of Management o H Department of Economics The Budget Department and Financial Accounting Organization would book expenditures to Department Terry College The HR Department would place personnel in departments in H through H All of the payroll financial transactions would be posted to department but the personnel would be broken into a more detailed organization structure that is in line with a traditional organization view or Org Chart

24 HR Departments Vs. Budget Departments What is an example where Financials would have a department that isn t in OneUSG Connect? Here are some examples: o Utilities o Allocated Costs o Special Initiatives The bottom line is that Financials Departments (cost centers) are not intended to organize people only costs and revenues HR Departments (organizational units) are intended to organize people not money

25 HR Departments Vs. Budget Departments

26 HR Departments Vs. Budget Departments

27 HR Departments Vs. Budget Departments When mapping employees to new HR Departments there are three scenarios that happen: 1. One budgetary to one HR Department (Small Animal Medicine 210 to H ). 2. One budgetary to many HR Departments (Athletics 090 to H H ). 3. Many budgetary to one HR Department (Georgia Museum of Art 021, GMOA Security 791, Museum Gift Shop 554 to H ).

28 Conversion Update We Created 752 HR Departments in OneUSG Connect. We have not moved all employees to the new HR Departments yet. This decision was made to limit the workload on our departments at this time. Additionally, based on the previous cohorts lessons learned, there is a need for UGA users to have a better knowledge of the OneUSG Connect system, have a stabilization period after Go- Live, and have an understand the impacts of changes (i.e. security, time and labor, funding).

29 Conversion Update Methodology - We used the legacy departments to match one to one HR Department relationships when possible. For example: 187 PSYCHOLOGY mapped to H Psychology Department. This means that all the employees from department 187 will now appear in H

30 Conversion Update Methodology Continued We were able to convert many to one HR Departments based on legacy data. For example: Georgia Museum of Art legacy has 3 budgetary departments 021, GMOA Security 791, Museum Gift Shop 554 mapped to H This means that all the employees from these 3 departments now appear in H

31 Conversion Update Methodology Continued We were not able to convert one to many HR relationships based on legacy data. For example: Marketing and Communications legacy department 014. Updated with 3 additional HR Departments: 1. VP for Marketing and Comm - H Visitor's Center - H WUGA - H Strategic Marketing - H This means that all the employees departments from 014 now appear in H Their additional HR Departments are vacant until post Go-Live.

32 November 8, 2018 Session Highlights/Updates

33 OneUSG Connect Transition Sample Leave Instructions

34 Sample - EITS Leave Instructions Key Points for All Employees Plan ahead for December leave! All December leave should be requested and approved through EITS leave system by December 13, (Last day for departmental HR representatives to enter into legacy system is December 15, 2018) December 31, 2018 is a working day. If employees plan to take off, submit leave requests by December 13, Effective December 14, 2018, EITS internal leave request system will no longer be used. Effective December 16, 2018, OneUSG Connect Employee Self-Service will be the official site for requesting leave. EITS encourages all employees to attend OneUSG Connect Training.

35 Sample - EITS Leave Instructions Biweekly Employees Remember to record leave requests through December 15, 2018 on your Kronos timesheet. Submit leave requests in OneUSG Connect for leave to be taken December 16, 2018 and beyond. If you have leave approved for December 16, 2018 or after which was submitted through EITS leave system, you will need to re-enter that leave in the OneUSG Connect Employee Self-Service site. (EITS HR Office will notify each employee that has a preapproved leave request that needs to be reentered) Ensure your leave balance is up to date by checking employee.uga.edu prior to December 15, Leave balances will not be available in OneUSG Connect until later in December. On December 16, 2018, your absence balance (formally leave balance ) will show 0.00 unit the end of December Until this time, check your balance at employee.uga.edu Contact EITS HR Office if an unrecorded leave request and/or correction is needed for leave events that occurred prior to December 16, 2018.

36 Sample - EITS Leave Instructions Monthly Employees Submit leave requests in OneUSG Connect for leave to be taken January 1, 2019 and beyond. If you have already requested leave for January 1, 2019 or beyond, you will need to resubmit through OneUSG Connect. (EITS HR Office will notify each employee that has a pre-approved leave request that needs to be reentered). Leave balances will not be available in OneUSG Connect until mid-january. Until this time, check your absence balance (formally leave balance ) at employee.uga.edu.

37 Questions/Suggestions/Concerns Project Feedback