1. HCM Specialist User Group
May 16, 2019

2. 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

3. Review: Grant Extension Processes

4. 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

5. 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 (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

6. 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
OCGA sets up Award before NOGA is officially received
OCGA shares new Award and Project numbers with Department via

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

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

9. 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)

10. Update: Manage Costing for a Person page

11. Review: Resource Updates

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

13. Remember: Manage Costing for a Person Training Guide

14. HCM Operations: Ending Assignments vs Ending Work Relationships

15. Resource: HCM Actions and Reasons

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

17. Dates are Very Important
Stuart Dent
Primary Assignment started Feb 15th 2019 E
Non-Primary Assignment started September 2018 E
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

18. 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

19. Announcements

20. 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

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

22. Next Upgrade: Release 19B
Maintenance window: May 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

23. Breakouts