1. August 9, 2017
BSAG
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2. Agenda Status and Timeline OneSource Input August Communications
Business Process Design Forum (Financial)
Unit Confirmations for Departmental Systems
OneSource Input
PeopleSoft Financial Department ID Mapping
System Changes
OneUSG Updates
Other Project Information
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3. UGA’s OneSource Roadmap
As of 8/1/2017
Go Live
2016
2017
2018
2019 7 8 9 10 11 12 1 2 3 4 5 6
Budgeting
Plan and Discover
Analyze and Design
Configure and Develop
Deploy and Optimize
Test and Train
Financials Management
Plan and Discover
Analyze and Design
Configure and Develop
Test and Train
Deploy and Optimize
Reporting & Data Architecture
Plan and Disc.
Analyze and Design
Configure and Develop
Test and Train
Deploy and Optimize
Talking Points:
Finance teams are completing their business process designs.
HR and Payroll teams will continue business process design through calendar year 2017.
The business process design phase helps to identify business processes that will be changing.
HR/Payroll (Human Capital Management HCM)
July – Process Design and Compliance Review
OneUSG HCM Implementations for USG Institutions
UGA R1 Plan & Discover
UGA R1 Analyze and Design
UGA Configure and Develop
UGA Test and Train
UGA Deploy and Optimize

4. August Communications
August 1: Departmental Systems Confirmation
August 7: Admin Memo on Demo Days
August 9: ArchNews on Demo Days
August 16: Faculty/Staff invite to Demo Days
August (late): Admin Memo on Business Process Review
August (late): Admin Memo on System Changes
Talking Points:
There are several project communications planned in August. We will go into further on these topics through the presentation.
First, the departmental systems confirmation memos will be distributed to units late this week and into early next week. All units are asked to confirm their plans for departmental systems by September 1.
Second, there are some additional awareness activities planned around demo days including an Admin Memo, Archnews, and printed flier to all faculty and staff.
In late August, there will a communication regarding Business Process Review and an upcoming forum on September 22.
Lastly, in late August, there will be a communication related to System Changes and What Systems Will I Use as we transition to PeopleSoft.
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5. Business Process Design Forum- Financial
Overview: A goal of UGA’s OneSource Project is to adopt leading business practices and streamline business processes.
To meet this business transformation goal, some processes an procedures will change.
Next Steps:
Adding summary of significant changes and processes maps to website
Sending out survey to gather feedback
Scheduling forum to review feedback
Talking Points:
One of the goals of the OneSource project is to adopt leading business practices and streamline business processes.
Over the past six months, the financial teams have been working on the business process design phase. The business process design phase helps to identify what business processes will be changing. The business process teams have included representatives from UGA schools, colleges, and units.
The next step is for UGA’s OneSource team would like to present significant or “potentially impactful” finance business processes changing as part of the transition to PeopleSoft and get input on changes.
Information will be added to the OneSource website in late August which includes a summary of significant/potentially impactful financial business process changes.
Once the information has been posted, a communication will be distributed along with a survey to provide feedback.
There will be a public forum on September 22 in which any feedback received will be discussed.
Please note: Human resource/payroll designs will be held at a later date.
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6. Unit Confirmations for Departmental Systems
Overview: UGA’s OneSource project team will be confirming unit plans for departmental systems.
Next Steps:
Deans, Directors, Chief Financial Contact, HR Contact, and IT Contact will receive confirmation information beginning week of August 7
Confirm and sign-off on the plans by September 1.
Talking Points:
UGA’s OneSource project team met with units March-April 2017 to discuss next steps regarding preparing departmental systems for PeopleSoft and facilitated a discussion about a process to identify/track all systems that will be impacted not by the OneSource project and/or the Mainframe Decommission.
Units submitted information on May 15 regarding which systems or business processes can be retired in their entirety due to the PeopleSoft implementation, which systems will continue to be used but need to be retrofitted to properly work with PeopleSoft, which systems will be replaced by another third-party system outside of PeopleSoft, and which systems will be retained and are not impacted by PeopleSoft.
Unit heads, Chief Financial Contact, HR Contact, and IT Contact will receive confirmation information starting the week of August 7.
Units heads are being asked to confirm and sign-off on the plans by September 1.
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7. OneSource Input Your input to date (a sampling):
Discovery and Business Process Design Meetings
Focus Groups
New Chart of Accounts Implementation Plans
HR “Reports To” Structure
Departmental Systems
Your input in the coming months:
Department ID mappings
Revenue chart strings for deposits (cash, check, credit card)
User access and “role” information
More to come…
Talking Points:
Your input is critical to the success of the OneSource project. As a quick recap over the past year, you have provided input on many activities on the project. A sample of those are discovery and business process design meetings, focus groups, new chart of accounts implementation plans, HR “Reports To” Structure, and Departmental Systems.
Over the next several months and throughout the rest of the project, we will continue to need to reach out to you and get your input on specific topics. A few other of these include departmental ID mappings (we will talk a little more about this in a moment), revenue chart strings for deposits, user access and “role” information.
This is a sample and there will be others items identified that we will need to get your input.
We are working to develop a comprehensive list of those items that we will need your input and the timeline for those. The goal is to have that list available this fall so you can plan accordingly.
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8. PeopleSoft Finance Department ID Mapping
The list of new PeopleSoft Finance Departments you provided: Excellent
Next step: Map Legacy Departments to new PeopleSoft Finance Departments with a 1-to-1 relationship.
A template will be provided so each school/college/unit can decide the corresponding new department for each legacy department.
We anticipate sending the template in mid/late August, returning to us in late September, and begin conversion in early October
Talking Points:
First, I want to say thank you for all your hard work on the list of new departments that you have provided. This is excellent work and we appreciate all of your time and effort.
The next step in this process is to map current department IDs to your new departments IDs.
We will be sending a communication to each school, college, and unit chief business officer in mid-late August with information on how to do this mapping along with a template.
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9. System Changes
As a part of the PeopleSoft implementation, many systems across the university will significantly change.
Numerous systems involved.
Some systems will go away.
Users will need to be made aware of changes.
Talking Points: Sara Pauff or Stacy Boyles will present
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10. Systems Changes onesource.uga.edu Definition Total Replace
Definition
Total
Replace
Items will be replaced by another third party system.
Example: UGA Alert 38
Retrofit
Items will be retrofitted to integrate with OneSource.
Example: Pinnacle System used for Telephone Billing 82
Retire
Items will be retired, meaning the system can be decommissioned entirely with the implementation of OneSource.
Example: Leave System
264
Retain
Items will either be retained because they are out of scope for OneSource and the Mainframe Decommission. 75
N/A
The system has already been decommissioned. 23
482
Talking Points: Sara Pauff or Stacy Boyles will present
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11. Systems Changes As of today, 36 systems will be included in this table
Timeline
Current System
Future Status
Details
7/1/2018
eCheck
Retire
Replaced by PS Travel & Expense and Accounts Payable
UGAMart
Retrofit
New Chart of Accounts
Campaign for Charities
Replace
Pending
1/1/2019
employee.uga.edu
Replaced by OneUSG Connect Employee Self Service
Kronos
Replaced by OneUSG Connect Time and Labor
iPaws/Faculty Jobs (PeopleAdmin)
Integrations with HCM
7/1/2019
IMS Password Change
MyID Password Change
Talking Points: Sara Pauff or Stacy Boyles will present
As of today, 36 systems will be included in this table
This will be available on the OneSource website
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12. System Changes Planned communications (Phase I)
July 17: OneSource Project Presentation
July 27: Change Champion Presentation
August 3: ITMF presentation
August 9: BSAG presentation
August (mid): Post systems table on website, post notices on system application pages
August 16: UGANet presentation
August (late): Admin memo
September (early): First user awareness
Talking Points: Sara Pauff or Stacy Boyles will present
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13. OneUSG Connect Updates
Phase I - Plan and Discover – Complete
Phase II - Analyze and Design – Ends December 2017
Time and Labor: In Progress
Human Resources: Next
OneUSG Connect/UGA Joint Development Work - In Progress
Contract Pay  
Manager Self Service
Kaba Clock Planning: Discovery, Placement & Capability
Cohort I Go-Live: Successful Go-Live
Talking Points:
The analyze and design phase as mentioned is in progress and will continue through December 2017.
The time and labor business process design is in progress and human resources will be next
UGA is partnering with the OneUSG Connect team on some development work focused on contract pay and manager self service.
Kaba Clock Planning continues. There is work being done to understand additional aspects about the placement of Kaba clocks. This was a request from the initial discovery activities which occurred in late 2016-Spring 2017.
The OneUSG Connect first Cohort when live over the summer and it was a successful go-live
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14. Other Project Information
Demo Days: August 30 & 31
Monthly Status Calls: Target start in September or October
Departmental Meetings Fall: October
System Testing: Core Campus Team Members Involved
Change Champions: Who is your Change Champion?
Training: Seeking nominations for trainers through August
Talking Points:
There are several other project activities that we wanted to highlight.
Demo Days is coming up August 30 and August 31. Please attend and encourage others in your units to attend
In Fall, we will begin Monthly Status Calls to provide project updates and share upcoming activities. These are targeted to begin in September or October. Additional information will be provided.
During October, we will have be having departmental meetings with all units similar to the meetings held in the Spring. This is a great opportunity for units to discuss question they have and also the project team to share information.
In the Fall, initial system testing will begin. The core campus team members will be involved with this testing. This is the first round of testing. There is a comprehensive testing plan and there will be an opportunity for testing. If you are interested in serving as a tester, please
The Change Champions Program has been a great success thus far. There are currently over 120 change champions who have volunteered to be change champions for their school, college, or unit. If you don’t know who your Change Champion is in your unit, then check out the OneSource Change Champions web page.
Lastly, we are in the process of seeking nominations for trainers. Nomination process is open through the end of August. If you would like to volunteer as a trainer, then
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15. Questions Project Feedback onesource.uga.edu onesource@uga.edu