Presentation on theme: "OneUSG Connect The new HR and payroll system for KSU and the University System of Georgia Between now and March 2018 when we “go live” Kennesaw State University."— Presentation transcript:
1 OneUSG ConnectThe new HR and payroll system for KSU and the University System of GeorgiaBetween now and March 2018 when we “go live” Kennesaw State University will be rolling out OneUSG Connect… our new HR Information Management System.
2 OneUSG System-wide initiative Consistent approach to policies, procedures, and technologyCost reduction, streamlined processes, and technology solutionsCentralized supportOneUSG is a system-wide initiative to develop and implement a consistent approach to policies, procedures and technology solutions that benefits all entities of the University System of Georgia (USG).Through OneUSG, the University System Offices and campuses are coming together to reduce costs, streamline processes, and have consistent guidelines and procedures with centralized support.The first initiative under OneUSG is OneUSG Connect…
3 OneUSG ConnectAll institutions supported by a single technology solutionHR functions integrated into a single systemPayroll services, talent management, human resources management, time and attendance, and benefits administrationOneUSG Connect is intended to help an organization manage and support its workforce. It is the first priority of the OneUSG initiative to replace ADP and bring all institutions onto one technology solution. OneUSG Connect is running on PeopleSoft HCM version 9.2.OneUSG Connect will manage USG human resources activities, benefits and compensation.The major components of OneUSG Connect are unified and integrated into a single system. – payroll services, talent management, human resources management, time and attendance, and benefits administration.
4 OneUSG Connect Benefits or Shared Services CenterKennesaw State University has already launched the benefits portal for the OneUSG Connect Benefits; a secure website provides you 24/7 access to your health and group benefits.Here employees can view, manage, and enroll in benefits.There is also a Benefits Call Center where you can get support from the USG Benefits office beyond our own on-campus benefit specialists. For help with your benefits, call the USG Shared Services Center at and follow the prompts to reach the OneUSG Connect – Benefits Call Center
5 OneUSG Connect Schedule July 2017January 2018March 2018January 2019July 2019January 2020Columbus State UniversityGeorgia College & StateUniversityGeorgiaGwinnettCollegeSouthwestern State UniversityValdosta State UniversityUniversity System OfficeAbraham Baldwin Agricultural College / Bainbridge State CollegeGeorgia Southern University / Armstrong State UniversityFort Valley State UniversityGeorgia State UniversityGordon State CollegeMiddle Georgia State UniversityAlbany State University / Darton State CollegeAtlanta Metropolitan State CollegeCollege of Coastal GeorgiaClayton State UniversityDalton State CollegeEast Georgia State CollegeGeorgia Highlands CollegeKennesaw State UniversitySavannah State UniversitySouth Georgia State CollegeUniversity of North GeorgiaUniversity of West GeorgiaUniversity of GeorgiaAugusta UniversityGeorgia Institute of TechnologyResearchComprehensiveState UniversitiesState CollegesConsolidationAll employees in the University System of Georgia will utilize OneUSG Connect by January KSU is part of the cohort that will be live by April 2018.June 18, 2017 – first group (University System Offices, Valdosta State University, Columbus State University, Georgia Southwestern State University, Georgia Gwinnett College and Georgia College and State University).June – OneUSG Benefits Connect go live. The administration of USG health and group benefits for all institutions will transition to OneUSG Benefits Connect. The implementation of the new system will be incorporated into OneUSG Connect.December 17, 2017 – second group (Georgia State University, Abraham Baldwin Agricultural College/Bainbridge State College, Atlanta Metropolitan State College, Clayton State University, Dalton State College, Fort Valley State University, Georgia Highlands College, Gordon State College, and Middle Georgia State University).March 25, 2018 – third group (Kennesaw State University, University of North Georgia, University of West Georgia, Albany State University/Darton State College, Georgia Southern University/Armstrong State University, East Georgia State College, South Georgia State College, College of Coastal Georgia, and Savannah State University).January 2019 – University of GeorgiaJuly 2019 – Augusta UniversityJanuary 2020 – Georgia Institute of Technology
6 OneUSG Rollout @ KSU OneUSG Connect Benefits: July 2017 Orientation: April to December 2017Preparation: January to March 2018Go Live: March 25, 2018Training: Starts January 2018Between today and March 25, 2018 when the new system goes live, all KSU employees will begin to receive messaging and instructions for using the new system.Between now and the end of 2017, communications will be sent to all employees informing them of the upcoming changes and how it will affect them. The communications campaign will include , print notices, face to face meetings, and updates on the HR website.During the preparation phase University departments will be asked to help disseminate this information to all employees, and to assign department liaisons to connect employees with HR and help them understand the initiative.Training, reference, and communication resources will be provided by HR.
7 Value of OneUSG Easy to Use Mobile device enabled Centralized support System-wide savingsEasy to useAutomates current manual human resources and benefits administrative processes. Users will also access OneUSG Connect using Single Sign-On which means employees don’t have to remember another username and password.Mobile device enabledAllows employees to record and submit time, access, review and update personal information including direct deposit, pay stubs and benefits on the go – anytime, anywhere.Centralized supportFaster and more efficient responses to handle issues or answer questions through centralized support.System-wide savingsBy using the same software, standardizing policies and centralizing support, there is a reduced net cost to the USG.
8 Who will use OneUSG Connect? Everyone in the USG will fall into one or more user groups that will use OneUSG Connect.
9 OneUSG Connect Functions Leave requests, viewing and updating personal information, and submitting time sheets Real-time tools including time approval, position reports and job informationHere are some of the functions that different employee groups will be responsible for in OneUSG ConnectEmployee Self Service provides employees an online easy-to-use tool for leave requests, viewing and updating personal information, and submitting time sheetsManager Self Service provides manager’s online, real-time tools including time approval, position reports and job information.Note: Managers will now be required to approve all time in OneUSG Connect - no exceptions!
10 OneUSG Connect Functions Provides HR practitioners working with job and position data for new hires, transfers, separations and retirements Manages and processes various types of leave Generates time sheets and employee schedules, and creates payable timeProvides HR practitioners working with job and position data for new hires, transfers, separations and retirements.Manages and processes various types of leave.Generates time sheets and employee schedules, and creates payable time.
11 OneUSG Connect Functions Creates paychecks for all employees with input from Absence Management and Time and Labor Assigns funding sources to a position or employeeCreates paychecks for all employees with input from Absence Management and Time and Labor.Assigns funding sources to a position or employee.Manages faculty specific needs including tenure and events, such as presentations or publications.
12 OneUSG Connect Functions Academic Affairs and/or Human Resources to manage faculty-related processes:Faculty data recordsRank and tenure statusEffort and funding distributionSpecial titlesAdditional postsManage casesPost tenure reviewFaculty Events is a module in OneUSG Connect for Academic Affairs and/or Human Resources to manage faculty-related processes such as:Faculty data records,Rank and tenure status.Effort and funding distribution.Special titles.Additional posts.Manage cases.Post tenure review.Faculty will be able to view and update their faculty events data through Faculty Data Self Service.
13 Important Notes Centralization of HR and Payroll functions Direct deposit for all employeesSelf-service for absence requests and reportingEmployees should maintain work schedules in the systemAll time sheet approvers (managers, supervisors, and delegates) MUST approve all timesheets each payroll cycleThere are some important things to remember with OneUSG Connect:Centralization of HR and Payroll functions will take place as institutions transition to OneUSG Connect.Off-cycle payment processing will be centralized to a Shared Services environment, instead of at each individual institution.All USG employees will be on direct deposit unless exempted.Employees will request and report absences via Employee Self Service.Work Schedules will be maintained by managers in the time and labor module.All time sheet approvers (managers, supervisors, and delegates) MUST approve all timesheets each payroll cycle. No exceptions.
14 OneUSG Connect Support After we are live with OneUSG Connect, you will have several options to get support. The support phone number and address are different than what you use to get support form ADP. OneUSG is also utilizing ServiceNow so you can submit cases for support. ServiceNow will be accessible from OneUSG Connect after we are live.
15 Next steps Insure communications Identify key employees that can support the rolloutSet expectations for using new processesHR will provide training and communication tools throughout the rolloutHere is what we need next from you:Watch for messages about the initiative and insure they are disseminated throughout your organizationIdentify people in your area that can assist with communications and serve as subject matter experts. HR will work with these employees to train and prepare them for the rollout.Set the expectation that employees and managers will learn and comply with new processes as a result of the new system