HCM Specialist User Group May 16, 2019

agenda System & Process Review HCM Operations: Grant extension processes Update to the My Team page Update to Manage Costing for a Person page Resource updates HCM Operations: End Assignment vs End Work Relationship Announcements Breakouts

Review: Grant Extension Processes

Sponsor allows more time for the grant work to be completed No Cost Extension (aka NCE) New Funding Authorized (pending formal NOGA) Sponsor allows more time for the grant work to be completed No additional funds are awarded Notified informally that a sponsor is authorizing new funding to replace an expired/expiring project Notice of Grant Award (NOGA) not yet received

Process: No Cost Extensions (NCE) Question: When an expired project receives a No Cost Extension (NCE), what steps should be taken? Department receives notice of NO COST EXTENSION (NCE)   Department notifies OCGA immediately by email (with attached NCE approval notice) OCGA changes original project end date to NCE end date in Oracle  Department can see change in PPM system in real time

Process: Informal Notification Question: If informal notification is received that a sponsor is authorizing new funding to replace an expired/expiring project, what steps should be taken while awaiting a formal Notice of Grant Award (NOGA)? Department receives notice that a NOGA will be forthcoming Department sends a Request for New Award form to OCGA via email OCGA sets up Award before NOGA is officially received OCGA shares new Award and Project numbers with Department via email

Update: Adjustment to display Assignments only on the My Team page

Example displayed based on assignments only Josh’s Assignment Amanda’s Assignment David’s Assignment Ben’s Assignment Brianna’s Assignment Noah’s Assignment

Josh’s Position Example if displayed based on Positions also David displayed even though his manager is Amanda Josh’s Position Direct Report Position (Amanda = incumbent) (Ben = incumbent) (David = incumbent)

Update: Manage Costing for a Person page

Review: Resource Updates

Update: Revised Costing Verification Report (aka “The 10-Tabber”)

Remember: Manage Costing for a Person Training Guide

HCM Operations: Ending Assignments vs Ending Work Relationships

Resource: HCM Actions and Reasons

Which one should I end? Stuart Dent End assignment E0123456-2? Primary Assignment E0123456-2 Non-Primary Assignment E0123456 E0123456-3 Which one should I end? End assignment E0123456-2? Terminates work relationship End assignment E0123456-3? Ends only that assignment Bottom Line: Do not end or change a primary assignment in a vacuum.

Dates are Very Important Stuart Dent Primary Assignment started Feb 15th 2019 E0123456-2 Non-Primary Assignment started September 2018 E0123456 Dates are Very Important In March 2019, the HCM Specialist: Realizes assignment should have ended when the stipend ended in December 2018 Ends assignment with Dec 2018 effective date Ignores warning about existence of future- dated records. Wipes subsequently-created assignment from the system Bottom Line(s): Make changes timely (ie, current/prospective) Heed all warnings Contact HRIS when you have a prior month impact

End Assignments for any Students who are no longer working Run the ROSTER REPORT to identify Students who have graduated: End ALL assignments…student worker, stipend, expense only Can hire as VTS Students not working this summer: End work and stipend assignments

Announcements

Remember: Memorial Day Holiday Memorial Day Holiday is Monday, May 27 Remind eligible biweekly employees to submit Holiday time appropriately in order to be paid PSO: BEN/JOSH

Retro Labor Costing Deadline Updated Submission deadline extended to May 23 for this month only PSO: BEN/JOSH

Next Upgrade: Release 19B Maintenance window: May 17 @ 9p – May 18 System unavailable during this window Submit and approve time cards on Friday if possible Expenses module update Video preview of improvements available in MyVU & on our website PSO: BEN/JOSH

Breakouts