Project Update BSAG December 7, 2016

UGA OneSource Roadmap As of 12/1/2016 Go Live Financials Management 2017 2018 2019 7 8 9 10 11 12 1 2 3 4 5 6 Financials Management Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Optimize Budgeting Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Opt. Business Intelligence Plan and Disc. Analyze and Design Config and Develop Test and Train Deploy and Opt. HR/Payroll (Human Capital Management HCM) July – Process Design and Compliance Review October & November – UGA Review of OneUSG business processes Early 2017 – R1 Shared Strategy Session UGA Configure and Develop UGA Test and Train UGA Deploy and Optimize OneUSG HCM Implementations for USG Institutions

OneSource Financials Project Timeline Phases I & II Plan & Discover – Analyze & Design Fall 2016 and Spring 2017 Sept Oct Nov Dec Jan Feb Mar April May June 2017 2016 General Ledger Project Costing (non-grants) Accounts Receivable Hyperion/Budgets Grants Accounts Payable Purchasing Asset Management

Implementation Activities* Plan and Prepare for Production Cutover Develop Cutover and Contingency Plans Assess the Readiness to Go Live Cutover to Production Production Support Service Conduct an Assessment of the Project PHASE V Deploy & Optimize Update the Infrastructure and Validate Conversion System/Integration, Acceptance, Performance, and/or Parallel Testing Transfer Knowledge by Jointly Finalizing the Configuration and Business Process Guides Train End Users Prepare to Go-Live Conduct a Quality Assurance Review PHASE IV Test & Train Update Technical Environment Develop and Migrate Customizations, Modifications, Reports, and Interfaces Convert Data Plan Security Scheme and Setup Conduct User Testing Redefine Business Processes Continue Configuration Complete the Configured System Prototype Prepare User Documentation and Communications Conduct Quality Assurance Review PHASE III Configure & Develop Prepare Technical Environment Facilitate Interactive Design and Prototyping (IDP) Sessions (Detailed Fit/Gap Analysis) Build Preliminary System Prototype Develop Functional Specifications for Customizations, Modifications, Reports, and Interfaces Prepare Technical Plans Formulate Preliminary Training Plan Complete Detailed Project Work Plan PHASE II Analyze & Design Planning and Orientation Project Readiness Assessment Business Process Overview Preliminary Fit/Gap Analysis Confirm Project Scope Preliminary Project Work Plan Project Charter PHASE I Plan & Discover *Propel Methodology

Accomplishments: October – November 2016 UGA Executive Sponsor Fall Meeting Completed Chart of Accounts Design Working Version Completed  Purchasing Decision to continue with SciQuest/UGAmart Approved Purchasing Value Assessment Completed Financials Discovery Activities Completed for : General Ledger, Budgets, Accounts Receivable, and Grants Business Intelligence Assessment Completed Time and Labor Discovery Activities Completed

Planned Project Activity: December– March Change Management ArchNews update Jan 10; Columns article Jan 17; Town Hall Feb 2 Project Team Training: PeopleSoft modules, People Skills, and Change Management Identify Change Champions Finance Begin Discovery in Accounts Payable, Travel/Expense, Purchasing and Asset Management Requirements gathering and fit/gap in all finance areas Begin system prototype and business process design in: Budgeting, G/L, A/R, A/P, Grants, and Purchasing Preparing Departmental Systems and Business Processes for PeopleSoft Chart of Accounts Engagement with Business Managers Determine Effort Reporting solution to replace PAR System HR/Payroll (Human Capital Management) Time & Labor Public Forum OneUSG discovery sessions for Research/Land Grant needs​ OneSource HCM discovery sessions for campus on key components OneUSG informational sessions for UGA Human Resource unit leaders Technical Building and configuring PeopleSoft and Hyperion “development” environments

Preparing Departmental Systems Preparing Departmental Systems and/or Business Process as part of OneSource - PeopleSoft Transition To assist with the implementation of the new finance and human resources solutions, we will be engaging with IT Leadership and Chief Business Officers across campus in discussions about preparing and readying departmental systems and/or business process that will need to be modified as part of the transition to PeopleSoft SAVE THE DATE: December 15 – 9:00 – 11:00 am MLC 148 Informational Session to begin conversions on actions that will need to be taken and actions needed to prepare departmental systems and processes. On November 21, there was information shared about current interfaces into the mainframe and a survey to gather feedback on additional departmental systems that may have integrations. Examples of what will change: Department Numbers Position Numbers Account Numbers Feeds/Reports currently coming from the mainframe http://onesource.uga.edu/news/preparing_departmental_systems_for_peoplesoft/

Chart of Accounts Engagement with Business Managers A working version of the new chart of accounts is now available. In preparation for its use by UGA, we are interested in obtaining your questions and concerns about how the new chart fields and values will be used and implemented in your areas. There will be a Chart of Accounts Workshop with UGA business managers to discuss steps units should take for chart of accounts implementation as well as share implementation plans between units. SAVE THE DATE: Wednesday, February 15 from 9:00 a.m. – 11:00 a.m., Location to be announced. In advance of the February 15 session, we ask that you complete a survey regarding the new chart of accounts to help facilitate and guide the discussion. A link to the survey will be sent on December 8 and if possible ask you to complete by Monday, January 9. http://onesource.uga.edu/news/UGA-Chart-of-Accounts/

Change Champions - Nominations Change Champions Are A two-way communication channel to ensure rapid and accurate communications to the business A cross-functional network of people outside the project team who will serve as advocates for Project OneSource process and policy changes A group of people who influence positive change A formal network to leverage peer-to-peer communication (in addition to traditional communication methods) Change Champions Are NOT A replacement for existing communication mechanisms. Change Champion communications are more tailored to specific employee groups, less formal, and typically more engaging than traditional communications A substitute for the existing management structure A substitute for management’s accountability in achieving implementation goals A decision-making body

Change Readiness Why do we have Change Champions? Communication is most effective when it is face-to-face. People want an opportunity to be heard and give their opinion. With a project of this size it is impossible for the project team to communicate individually without assistance. To Minimize Implementation Complexity Include a formal mechanism for gathering feedback regarding the integration and monitoring employee impact. Enable Change Champions and their areas to resolve concerns without waiting for “formal, official” communications. To Build Accountability and Ownership Quickly disseminate accurate implementation information and minimize rumors that can derail the effort. To Enhance Speed Free employees from informal communications and noise and allow them to focus on their current responsibilities (e.g. curtail rumors and speculation and focus on “what does this mean to me” issues). To Maximize Productivity Provide front-line resources to assist people in dealing with uncertainty and ambiguity as Project OneSource progresses through implementation. To Promote Understanding Enable face-to-face and informal communications that are required to influence and change behaviors and attitudes. To Advocate Positive Change Tailor communications language, messages and methods to employees whose jobs are changing. To Explain, “What’s in it for me?”

Change Champion Roles Act as the key liaison between the OneSource Project Team and the end-user Stakeholders Facilitate local organizational / departmental communication activities and provide insight into local organizational / departmental job impacts Monitor status of local change management and communication activities and provide feedback to Project Team Identify and address pockets of resistance in their areas Visibly support the vision, objectives, & benefits of the project

Change Champions Understands our environment Positive outlook and attitude Respected in their workplace Good communicators Interested in the Project’s Success

Primary Contacts Financials HR IT Grants Serve as contact for queries about Departmental environments Included in all external Project Communications Multiples in departments with distributed responsibilities Financials HR IT Grants

Advisory Team Participation Roles Trainers Testers Fresh Eyes Members of other Advisory Teams Participation Roles Advisory Team Core Team Chair and Secretary Fresh Eyes Testers Trainers SOS Go Live Change Champions

Volunteers Current volunteers and nominations: Over 300 employees signed up to participate Representing 125 departments from 43 units Still accepting volunteers Participation through the phases: Throughout the project all volunteers will participate in some capacity Many participation opportunities remain, including testing, training, etc.

Q&A Project Feedback onesource.uga.edu onesource@uga.edu Project Director Chris Wilkins chris.wilkins@uga.edu