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

2. 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

3. 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

5. onesource.uga.edu

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

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

15. 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

16. Changes coming soon
January /5ths benefits withholding for 9 month academic employees
Jan/Feb 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

17. 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

18. 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

19. Questions
Project Feedback onesource.uga.edu FACS Project Coordinator Jenny Ramsey
onesource.uga.edu