1. February 2018
BAAF
onesource.uga.edu

2. Thank You
onesource.uga.edu

3. Agenda Service Desk Project Status Finance Update
Budget Management System Update
Budget Development Reminders
Finance Business Process Changes
Finance Testing Status
Finance Training Status
Finance Reporting Solutions
Data Warehouse
onesource.uga.edu

4. Agenda Unit Requests Unit Based Readiness FY18 Year End
Other Finance Topics
Fiscal Responsibility and Accountability
Records Retention
Account Status Reports
OneUSG Connect/OneSource Update
Payroll Changes
Time Collection Recap
HCM Business Process Review
onesource.uga.edu

5. OneSource Service Desk is Operational
Billy Knight
Service Desk Manager
Matthew VanderKooi
Service Desk Professional
Phone #:
Hours: 8am- 5pm
onesource.uga.edu

6. OneSource Service Desk
Billy Knight
Matthew Vanderkooi
onesource.uga.edu

7. Overall Project Health
Schedule
Scope
Budget
Change Management
Finance
Data Delivery
HR/Payroll
Technical
Green: On track to be delivered within project parameters
Yellow: Potential or known issues that could impact delivery
Red: A serious problem likely impacting delivery

8. Project Health-By Area
Financials
General Ledger
Treasury
Accounts Payable
Travel
Asset Management
Accounts Receivable
Purchasing
Budgets
Grants Administration
Capital Projects/Project Costing
Human Capital Management
Payroll
Time & Labor
Absence Management
Benefits
Workforce Administration
Manager Self Service/ Employee Self Service
Faculty Events
Commitment Accounting
Technical
PeopleSoft Administration
Hyperion Administration
Security & Workflows
Conversion & Integrations
Reporting & Forms
Testing
Change Management
Training Team
Service and Support Desk
Data Delivery & Architecture
Data Architecture
Data Standards
End User Advisory Group

9. OneSource Finance Update “UGA Budget Management System” “UGA Financial Management System”
onesource.uga.edu

10. UGA’s OneSource Roadmap
As of 2/1/2018
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
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
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
*The UGA Budget Management System will have three feature releases.
See OneSource website for additional details.

11. UGA Budget Management System Update
January
Jan 2 Go-Live
350 Access Requests
50 completed training
February
4 weeks of training FULL with waitlist
2 online class sessions (Feb 27)
March
Added additional training
Over 350 requests for access
January: Approximately 50 Chief Business Managers completed
February: 4 weeks full with waitlists 
March: Additional week added
Online: Two online class sessions offered – Feb 27th still open
Recorded version will also be available
Russell - Do we have any data on how often users are in the system ?
This is a great way to become familiar with the new Chart of Accounts and to learn this system before Financials go live
onesource.uga.edu

12. Budget Development Reminders
FY19 Budget Development in WebDFS
FY19 Budget data will be loaded into UGA Financial Management System
FY20 Budget Development in UGA Budget Management System
onesource.uga.edu

13. Finance Business Process Changes
Business process documents provide a summary of key process changes and include high level workflow diagrams associated with each business process.
Documents will continue to “live” on the Finance Business Process Resource page of the OneSource website. Next Update: April 2018
Notification of these changes will be distributed to all of the OneSource Project Coordinators and subscribers of the OneSource listserv.
onesource.uga.edu

14. New Finance Business Process Change
Starting July 2018, IDC will be returned monthly.
In FY19, this means units will receive their FY18 IDC allocation, AND
Each month, IDC will be returned.
PeopleSoft will be able to leverage IDC distribution agreements as set forth on the transmittal form.
Future Unit Ask (sent to Project Coordinators) to verify that distribution agreements on the transmittal form are current and accurate
onesource.uga.edu

15. Finance Testing Status
System Integration, December 4, January 12, 2018
686 Scripts
96% passed, 3% failed
Conducted by all 9 UGA Functional Leads
End-To-End Testing, January 24 – February 27, 2018
555 Scripts
18% passed, 1% failed, as of February 12, 2018
Conducted primarily by the Functional Leads plus 5 End Users
User Acceptance Testing, March 26 – April 30, 2018
Orientation Planned for week of March 15th
TBD # Scripts
To Be Conducted by 199 End User Testers
onesource.uga.edu

16. Finance Training Status
190 volunteers involved in training development or delivery
Self-service materials will be available online including walkthroughs and printable guides
22 distributed user classes will be offered 
Primarily based on security roles by module
Planning happening now for frequency of courses
Classes offered both in person and online starting in May 
onesource.uga.edu

17. Testing and Training Center 2130 River Road (was University Printing Building)
onesource.uga.edu

18. Finance Reporting Solutions
Similar to today's systems, various reporting platforms will be available based on business needs and complexity of data
UGA Budget Management System: Hyperion users will have access to budget to actual reports through UGA Budget Management System
UGA Financial Management System: PeopleSoft users will be able to run Queries and reports in the PS application on transactions both in process and completed.
Simpler: Certain users will continue to find Simpler useful and their “go-to” solution.
Data Warehouse: Certain users will find the Data Warehouse useful. Examples include a PI using the Sponsored Funds Report (working title).
Reports Listing: reports.uga.edu
onesource.uga.edu

19. Data Warehouse Update
UGA’s Data Warehouse will go-live in Spring 2018.  ​
March 14:  Data Warehouse Forum, Special Collections Library –Room 271 from 10:00 a.m. – 12:00 p.m.  ​
The warehouse is the repository where the institution’s data will exist to primarily support the analytics needs of UGA.
The warehouse will provide some types of transactional reporting.
The warehouse will be the source of data to departmental systems who are receiving mainframe data today. ​
onesource.uga.edu

20. UGA’s Data Warehouse Architecture
Banner
UGA Data Warehouse
Hyperion
PeopleSoft
Clone
Staging
Third Party Integrations
Simpler
Other Data Sources
Operational Data Store
Paginated Reports (SSRS)
Dashboards/Visualization (Tableau)
PeopleSoft Query & Reports
Analytical Cubes
Self-Service Reporting

21. Break

22. Unit Requests What are Unit Requests and Asks?
35+ identified and additional requests will be added
Sent to Project Coordinators
Examples: Department Mapping, Speed Types, Detail Codes
Unit Request Resources Page
onesource.uga.edu

23. Unit Based Readiness Readiness Kit Spring 2018 Key Messages
Monthly Status Call
onesource.uga.edu

24. Unit Based Readiness
Materials you can use for any departmental meetings
OneSource team members are available to present at any of your departmental meetings.
onesource.uga.edu

25. FY18 Year End
Fiscal 2018 year-end procedures and deadlines as published in the FY18 Year-End letter are firm and cannot be moved.
This is required in order to close FY2018, complete data conversion and open the new UGA Financial Management system in July. 
Please take action now to plan and communicate these year-end deadlines to increase awareness in your organization.  
Reminder communication will be sent in February and will also include information on emergency purchasing procedures.
FY18 Year-End Resources page has additional information.
onesource.uga.edu

26. FY18 Year End

27. FY 18 Year End - Travel Notes
Users can submit a TA using FY18 funding for travel to occur in the first quarter of FY19 (travel must conclude on or before Sept 30, 2018).
This year we will not be able to process TAs for split funding between FY18 & FY19. 
Only include the FY18 funded portion on the TA when completing it in the eTravel component of the eCheck system.
onesource.uga.edu

28. FY 18 Year End - Travel Notes
Any travel that concludes before June 22, 2018 needs to be submitted for reimbursement prior to noon on June 27th.
Accounts Payable will be able to provide guidance for extenuating circumstances.
For trips occurring on or after June 22, 2018 using FY18 funds, the applicable travel authority encumbrance will be converted into PeopleSoft.
These TAs will be available for association to a PeopleSoft expense report.
Converted TAs will begin with the letter C, followed by the eTravel TA number, then 00.
When submitting an expense report in PeopleSoft, users will need to assign budget year to the chart string to utilize any funding that was encumbered in FY18 and converted to PeopleSoft.
onesource.uga.edu

29. Other Finance Topics: Fiscal Responsibility and Accountability vs
Other Finance Topics: Fiscal Responsibility and Accountability vs. Signature Authority
Responsibility & Accountability for Fiscal Administration
Accountability-for-Fiscal-Administration/
Signature Authority – Written Authority to sign and execute contracts.
onesource.uga.edu

30. Fiscal Responsibility and Accountability 8.4 Current Policy Wording
onesource.uga.edu

31. Fiscal Responsibility and Accountability Finance - 8
Fiscal Responsibility and Accountability Finance Policy Wording Changes
In addition, The University Administrative Policies and Procedures Manual, Budget, Policy 1 - Authority, Responsibility and Duties, provides that, “ After University budgets have been approved by the proper authorities, the responsibility for control of and the authorization for expending budgeted funds is assigned by the President to each budgetary unit head. Each organizational head is responsible to the next higher head for the fiscal administration of authorization of signatures for all accounts and funds, regardless of source, budgeted under the control of all personnel within the organizational unit for which each respective head is responsible. Such responsibility of organizational heads includes contract and grant accounts under principal investigators who are faculty or staff in the respective departments.
onesource.uga.edu

32. Fiscal Responsibility and Accountability Finance - 8
Fiscal Responsibility and Accountability Finance Procedure Changes
Named personnel with authority to authorize financial transactions in the unit-based policy should align with security roles in the university’s financial, human resource, payroll and related administrative systems.
It is not necessary for schools/colleges/units to submit their written unit-based policies to Finance & Administration.
Finance & Administration views the security roles granted in the system(s) and approved by the school/college/unit, as the transaction approval authority source.
Each school/college/unit is responsible to ensure that their written unit-based policy and system security roles remain in sync.
Units should have their written unit-based policy available for auditors and other investigative inquiries.
onesource.uga.edu

33. Other Finance Topics: Record Retention
The new business processes under OneSource do not change record retention requirements.
UGA follows the USG Records Retention Schedule
While many departments maintain their own archives (electronic or paper) of documentation supporting financial transactions, the University refers to documentation submitted with a financial transaction as the “official” record.
Exceptions include pcard receipts required to be retained at the department.
Other exception examples may exist.
Currently F&A departments use a variety of archival systems to maintain supporting documentation.
onesource.uga.edu

34. Other Finance Topics: Record Retention
Goal: Use Content 7 as an enterprise wide archival system to capture documents submitted with financial transactions and retain in a central repository for institutional access.
Timeline:
July 2018:
Sponsored project post-award supporting documentation will be stored in Content 7
UGAmart documents will be stored in UGAmart as well as Content 7
Beyond July 2018
Planning has started to determine a reasonable timeline to capture other documentation supporting financial transactions and store in Content 7
Recommendation: Continue your current internal record retention procedures for financial transaction supporting documentation until we have more definitive information about the timeline for Content 7 implementation.
You will have access to view the documents submitted with transactions in PeopleSoft starting July 1, 2018.
Content 7 will in the future provide a mechanism to search for documents without needing to know the specific transaction.
onesource.uga.edu

35. Account Status Reports Finance 1.1
/Finance/Accounting- Principles/Account- Status-Reports/
onesource.uga.edu

36. Other Finance Topics: Account Status Reports
UGA Financial Management System (PS) will continue to produce a monthly status report that serves as the official Financial Status Statement.
Users will also be able to produce the Financial Status Statement on an ad hoc basis during the month.
Procedures that the official monthly “Financial Status Statement” should be reviewed by a responsible party to ensure accuracy will continue.
Accounting is working with Internal Audit to outline guidance and job aids with respect to:
The expected timeframe and procedures for the review of the monthly “Financial Status Statement”.
The expectations for reconciling PeopleSoft subsidiary ledger systems to the PeopleSoft General Ledger. For example: AR Module, AP Module, HCM(Payroll) etc.
The expectations for reconciling third-party systems to the General Ledger.  For example:  Banner, AiM, Campus Mail, and other other departmental financial system.
onesource.uga.edu

37. OneSource HR/Payroll Update “OneUSG Connect”
onesource.uga.edu

38. UGA’s OneSource Roadmap
As of 2/1/2018
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
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
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
*The UGA Budget Management System will have three feature releases.
See OneSource website for additional details.

39. Payroll Changes
There will be several important payroll changes in December when UGA adopts OneUSG Connect as its new human resources and payroll system including:
Monthly academic pay dates on the last business day of the month,
The work week changes from Thursday – Wednesday to Sunday – Saturday, and
Pay dates for hourly bi-weekly and salaried bi-weekly payrolls will be synced and standardized.
All employees: faculty, staff, graduate assistants, and student workers will experience some level of change.
onesource.uga.edu

40. Payroll Changes Information Sessions
Administrator Session: Monday, February 26 – 9:00 a.m. – 11:00 a.m., GA Center, Mahler Hall
Audience: Unit Heads, Administrators, Business Officers, HR Practitioners
Session 1: Monday, February 26 – 1:30 p.m. – 2:30 p.m., GA Center – Mahler Hall
Audience: Faculty, Staff, Graduate Assistants, and Student Workers
Session 2: Monday, February 26 – 3:30 p.m. – 4:30 p.m., GA Center – Mahler Hall
All sessions will be available via Collaborate, and recorded and available on the OneSource website after the presentation.
onesource.uga.edu

41. Time Collection Device Recap
Time and Attendance Resource page has been updated based on questions from the November workshops
Kaba Clock Order is due by March 1, 2018
This order form was sent to Project Coordinators
Project Coordinators: Please fill out the form even if you are not ordering
Site Surveys:
Pilot Site Surveys are being conducted in February.
Comprehensive Site Surveys will be conducted after order forms are completed.
Kaba Pilot will be March 25-May 26, 2018
onesource.uga.edu

42. Human Capital Management Business Process Forums
Date: April 30, May 1, and May 3: 1:30-4:30, Special Collections Library
The purpose is to make the community aware of the HR/Payroll business process changes that will be occurring as part of the transition to PeopleSoft and to get input on these changes from the community.   
The process changes will focus on: a) Time and Labor, b) Absence Management, c) Payroll, d) Commitment Accounting, e) Workforce Administration, f) Employee Self Service/Manager Self Service, g) Managed Faculty Events, and h) Workflow 
onesource.uga.edu

43. Questions
onesource.uga.edu Web: Phone:
onesource.uga.edu