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ReadinessMonthly Status Call

October 2017

Getting Started

• Please mute your phones.

• Please send questions through the chat function.

• Please think about the format of information presented today and any suggested changes.

• The presentation and recording will be available on the OneSource website.

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Agenda

• Special Topics for October• Split Implementation• Hyperion Go-Live• Kaba Time Clock Planning

• October – February Activities

• Unit Readiness

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Thank You!

• Finance Business Process Review

• Chart of Accounts Workshops

• Departmental Meetings

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Split Implementation

• Overview: Split Implementation” is the phrase used to describe the 6 month period between the OneSource Project’s implementation of PeopleSoft Financials, July 1, 2018, and the OneUSG Connect implementation of the system-wide PeopleSoft HCM application. During this period, legacy payroll actuals will be interfaced to the PeopleSoft Financials system where they will post to the general ledger.

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Split Implementation

• Highlights:• Campus payroll business processes impacted by the split

implementation are documented as an appendix of the Split Implementation Executive Summary found here: Budgeting

• Mapping rules that are developed in the fall of 2017 will be used to provide the logic for crosswalking legacy payroll expenditures to the new PeopleSoft Financials chart of accounts distribution.

• Website Resources Page: Budgeting

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Payroll Process Changes during OneSource Split ImplementationJuly to December 2018

New , Current and Exiting Employees

WebDFS document used for position maintenance, pay

authorization and payroll actions.

BackPay

WebDFS document used for position maintenance, pay authorization and

payroll actions.

PAR Change

Adjust prior payroll charges if PAR exists.

PAR certification not required except when adjusting past payroll charges.

Monthly employee notification turned off.

Payroll JVs

Adjust prior payroll charges if PAR does not exists.

No Budget Amendment Documents in WebDFS.

Budget adjustments made in PeopleSoft Financials.

For changes to payroll use the following processes:

Hyperion Go-Live

• Overview: The first go-live for UGA’s OneSource Project is the Hyperion Budgeting and Reporting Tool.

• Highlights: • Hyperion will go-live January 2, 2018.• This tool will be used across the university community for a number of business

functions: • Ad hoc reporting (January, 2018). • Canned reports from Hyperion Reports (January, 2018). • Budget planning/forecasting-What If Scenario Training (Summer, 2018). • Creating Budget Amendments (Summer, 2018). • Board of Regents Reporting (Summer, 2018). • Budget Development (Spring, 2019 for FY2020).

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Hyperion Go-Live

• The functionality included in the go-live on January 2, 2018 is the ability for school, college, and unit business officers to access FY17 and FY18 financial data in order to see how the new unit chart of accounts is applied. Data will be refreshed weekly from Jan 2018-June 30, 2018.

• Within Hyperion, FY17 and FY18 financial data will be available with the current chart of accounts and new chart of accounts. This will allow the community to run reports on this crosswalk and become familiar with Hyperion in advance of other functionality which will be launched later in the project.

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Hyperion Go-Live

• Hyperion User Acceptance Testing will begin late Fall 2017 and institution wide training will occur early Spring 2018. Additional details will be forthcoming in November.• School/College/Unit Chief Business Officer Training in January 2018

• Additional user training in February 2018

• Reminder: FY19 Budget Development will be in WebDFS

• Website Resources Page: Budgeting

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Kaba Time Clock Planning

• Overview: Based on extensive review of how Kronos and PeopleSoft will function, and with feedback across the UGA community, the OneSource Project Leadership Team decided to adopt the Kaba Time Clocks and OneUSG Connect time and attendance solution.

This solution offers the same functionality that Kronos provides, including the ability for bi-weekly employees to record their time through a web interface or physical time clock.

This decision was communicated to the campus community in Spring 2017.

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Kaba Time Clock Planning

• Highlights:

• Workshops will be held with schools/colleges/units in mid-November to provide an overview of time collection device options. There are possible options in addition to a standard time clock.

• Schools/Colleges/Units will be asked to provide confirmation about planned time collection devices by March 1, 2018. A communication to each unit will be distributed by December 22, 2017.

• Website Resources Page: Time and Attendance

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UGA Test and Train

UGA Deploy

and Optimize

UGA Configure and Develop

Plan and DiscoverAnalyze and

DesignConfigure and Develop Test and Train

Deploy and Optimize

Plan and Discover

Analyze and Design

Configure and DevelopTest and Train

Deploy and Optimize

Plan and Disc. Analyze and Design Configure and Develop Test and Train

Deploy and Optimize

UGA’s OneSource Roadmap

13

2016 2017 2018 2019

7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8

Reporting & Data

Architecture

Budgeting

Financials Management

HR/Payroll(Human Capital Management

HCM)

July – Process Design and Compliance Review

OneUSG HCM Implementations for USG Institutions

Go LiveAs of 10/1/2017

UGA R1 Plan & Discover

UGA R1 Analyze and Design

October 2017Monday Tuesday Wednesday Thursday Friday

Monthly Highlights (FIN)

• Chart of Accounts

Departmental Mapping,

Detail Codes Follow-Up,

Workflow (New)

• Hyperion: Planning for

Go-Live

• Systems Testing– Finance

Teams preparing

• Touchnet Users (New)

Monthly Highlights (HCM)

• HR/Payroll Business

Process Design Sessions

• Kaba Time Clock Planning

& Workshops

Monthly Highlights (Comm)

• Departmental Meetings

• Archnews

• Training Team Sessions

Other UGA Activities

• Open Enrollment

2 3 4 5 6

BSAG ITMF

System Changes Memo

9 10 11 12 13

Training Team Session HRLE UGANET Training Team Session

16 17 18 19 20

COA Final Revision Due FY18 Year-End Letter *TODAY*

Monthly Status Call

Workflow Input Due (New)

23 24 25 26 27

BAAF Demo Days Griffin Demo Days Tifton

30 31

November 2017Monday Tuesday Wednesday Thursday Friday

1 2 3

Monthly Highlights (FIN)

• Hyperion Go-Live Prep

• Hyperion User Acceptance

Testing: Nov 27-Dec 15

• Systems Testing -Test Prep

Testing Walk Through

• Workflow Approvals (New)

Monthly Highlights (HCM)

• HR/Payroll Business

Process Design Sessions

• Kaba Time Clock

Workshops

Monthly Highlights (Comm)

• Hyperion Go-Live

• Columns Article

• Town Hall

• Readiness Survey

• Project Coordinators

Readiness Kit Available

COA – Formal Load

ITMF

6 7 8 9 10

Detail Code/Touchnet

Communication (New)

UGANET

13 14 15 16 17

Columns Article HRLE

Kaba Time Clock Workshops

(New)

COA Detail Codes Due

Touchnet Users Due (New)

Kaba Time Clock Workshops

(New)

Town Hall

Monthly Status Call

Readiness Survey #2

Distributed

Hyperion Go-Live

Communication

Project Coordinator

Requested (New)

20 21 22 23 24

Thanksgiving Holiday

27 28 29 30

Project Coordinator

Change Management Training

Project Coordinator

Change Management Training

Project Coordinator

Change Management Training

December 2017Monday Tuesday Wednesday Thursday Friday

1

Monthly Highlights (FIN)

• Hyperion Go-Live Prep

• Hyperion User Acceptance

Testing: Nov 27-Dec 15

• Workflow Approvals (New)

Monthly Highlights (HCM)

• HR/Payroll Business Process

Design Sessions

• Kaba Time Clock

Communication Planning

Monthly Highlights (Comm)

• Kaba Time Clock

Communication

Other UGA Activities

• Graduation

Hyperion Go-Live – Input Due

(New)

4 5 6 7 8

ASAC

BSAG

ITMF

11 12 13 14 15

HRLE UGANET Kaba Time Clock

Communication

18 19 20 21 22

Monthly Status Call*

May move to Dec 14

25 26 27 28 29

Holiday Holiday Holiday Holiday Holiday

January 2018Monday Tuesday Wednesday Thursday Friday

Monthly Highlights (FIN)

• Hyperion Go-Live

• Hyperion Training for Chief

Business Officers (mid

January)

Monthly Highlights (HCM)

• HR/Payroll Business

Process Design Sessions

• Kaba Time Clock

Communication Planning

Monthly Highlights (Comm) Other UGA Activities

FY19 Budget Prep

FY18 User Verification Prep

1 2 3 4 5

Hyperion Go-Live ITMF

8 9 10 11 12

HRLE UGANET

15 16 17 18 19

Monthly Status Call

22 23 24 25 26

29 30 31

Unit Readiness – November Checklist Project Coordinator:

Information about the Unit Project Coordinator role was given to Deans on September 13.

Discussions with Vice Presidents will be November 6.

Responsible and Accountable for leading the internal success of the OneSource project implementation.

This role is not a requirement but schools/colleges/units may appoint someone to this role.

Website Resources Page: Project Coordinator

Planning:

What: Develop a unit plan for the project, Communicate finance business process changes (New for Nov)

How: Develop a project team.

Who: Business, HR, IT Leadership, Key Staff, Faculty and Staff representation

Resources: OneSource Org Chart, OneSource Communication Plan Template, Talk with your peers, Project Charter Template

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Unit Readiness – November ChecklistAwareness:

What: Work with your change champion, project coordinator to provide a project overview How: Meetings, Mailings, Unit Listservs Who: Leadership, Faculty, and Staff Resources: OneSource Brochure, OneSource Videos

Is your leadership aware and speaking supportively about the upcoming changes?What talking points would they need to start doing so?What venue might be appropriate?

Based on the key changes for financials:Identify stakeholders, number affected and impacts for them

Ex. Managers – approve Travel Authorities onlineEx. Department Heads / PIs – awareness of changes to reporting

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Unit Readiness – EITS Transition Planning

People

ProcessesTools

* Simpler training for business users

* End user training –process/procedural changes

* Replicate QMF reports in Simpler

* Streamline/redesign processes to leverage PS functionality (simplicity, consistency, efficiency)

* Modify internal procedure docs

* Determine best tool for reporting/queries and standardize practices (PS, Simpler, DW)

* Develop shadow systems transition plan

* Business job role/assignment impact

* Communications – Internal roadmap, timeline, key events, deliverables, deadlines

Special Topics Planned for November

• Readiness Kit• Unit Requests

• Security Roles for Financials

• Integrations

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QuestionsProject Feedback

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onesource@uga.edu

Monthly Status Call

Resource Page

Next Call:

November 16 @ 1:30 p.m.

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