FACS College Forum December 6, 2017 onesource.uga.edu

Objectives What is OneSource? What is the timeline? Top 5 Things You Need to Know Who will see changes? How will I be affected? What can I do to get ready? Who can I contact? onesource.uga.edu

What is OneSource? Multi-year business transformation project. Replaces many legacy administrative systems and associated business processes. Next Generation Finance and Human Resource administrative systems and processes: Oracle PeopleSoft 9.2 What can we do in PeopleSoft that we couldn’t do in our Legacy System? Integration of data across functions to reduce data-entry duplication, use of shadow systems, and provide access to authoritative data Streamlined, web-based business processes to enable faculty and staff to work and plan more effectively Flexible reporting tools that will improve data access and UGA's ability to make data-driven decisions A chart of accounts that addresses needs of interdisciplinary projects and activities Identification and adoption of industry standards and best practices for current and future information technology architecture Improved data privacy and security onesource.uga.edu

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Top 5 Things You Need To Know All employees will see changes. Staff will need time for training and a learning curve – set expectations for initial delays. Paper forms will be replaced with online processes: Examples: Travel Expense Reports, Leave Requests. Despite the best planning, there will be hiccups. Go live dates need to be considered for faculty – Summer and December Holiday Break onesource.uga.edu

Who will see changes? All Faculty and Staff All Offices through Business, Payroll and Human Resources processes and self-service features All Offices through Financial & HR reporting, processes, and systems onesource.uga.edu

What changes will I see as a Faculty or Staff Member ? Self-submission (or delegation) in preparing travel authorities and travel expense reports online Your personal validation of the expense report online. There will be no form you need to sign. Self-submission of Leave (sick and/or annual) online PAR monthly signoff requirements will be retired Other changes highly dependent on additional roles onesource.uga.edu

How we see changes? Access Changes 150+ Financial business process changes 300+ HR/Payroll business process changes Access Changes ArchPass Duo PeopleSoft Access Based on Role Your Role will determine the impact Primary job duties Supervisor Employee ArchPass Duo Two-factor authentication enhances the security of your account by using a secondary device to verify your identity. This prevents anyone but you from accessing your account, even if they know your password. Can enroll with any smartphone, mobile phone, landline phone or tablet. onesource.uga.edu

How will I be affected? I need to.. Submit Travel Expense As a traveler (employee), I will need to… Prepare travel expense statement using My Wallet Sign / certify travel expense statement online As a supervisor, I will need to… Electronically approve, no longer “Sign-off” on employee’s travel paper form onesource.uga.edu

How will I be affected? I need to.. Submit Leave As an employee, I will need to… Prepare and submit leave request online Leave balances automatically included for verification As a supervisor, I will need to… Electronically approve, no longer “Sign-off” on employee’s paper timecard onesource.uga.edu

Who do I Contact? Project Coordinator Change Champion Jenny Ramsey, Admin Financial Director Change Champion Jenny Ramsey, BFO and Dean’s Unit Michael McGough, Grants Coordinator Tonya Harris, FDN Melissa Garber, SSAC Sonja Halder, FHCE Melinda Pethel, OTIS onesource.uga.edu

What can I do to get ready? Ask Questions! Work with Project Coordinator and Change Champions Regular Updates (presentations, listserves, Monthly Status Call, Arch News announcements Implement Processes Changes NOW that make sense and will change in the new system onesource.uga.edu

What can I do to get ready? Training & Transition Strategy onesource.uga.edu

How do I get ready? Educate Communications Participate OneSource Website Communications Regular Updates via forums, monthly status calls, and listserv Read ArchNews and Administrative Memos Leadership Forward Information Participate Discuss in your organization Learn who your project coordinator & change champion(s) are School/College/Unit Leaders should develop project plans including plans on communicating internally Develop a project team onesource.uga.edu

Changes coming soon January 2018 - 7/5ths benefits withholding for 9 month academic employees Jan/Feb 2018 - Training for business officers on the new UGA Budget Management System (Hyperion) FY18 year end will be different – deadlines are firm! Earlier purchasing, receiving and invoicing encouraged Closing of all possible encumbrances Lock-out periods for some systems: ex. UGAMart, Works onesource.uga.edu

7/5 Change for Faculty ONLY Faculty paid on Academic Payroll impacted Change Implemented January 2018 paycheck Premium/Benefits Deductions August – December Equal amount deductions for 5 months January – May Deducted in 5 equal portions for 7 months Align with USG Benefits across all institutions onesource.uga.edu

Year-end Deadlines FY 2018 Year-end Deadlines Deadlines will be firm and real NO system overlay with implementation of PeopleSoft Must start planning now System Block Out Dates onesource.uga.edu

Questions Project Feedback onesource.uga.edu onesource@uga.edu FACS Project Coordinator Jenny Ramsey jdramsey@uga.edu 706-542-4880 onesource.uga.edu