THE ENTERPRISE TRANSFORMATION | HCM

HCM Campus Info Session

1University System of Georgia Institution

Manager Self-Service and Position Management

7/16/2019

Agenda

2University System of Georgia Institution

• About Info Sessions

• HCM Transformation Program Overview • OneUSG Connect Scope

• Georgia Tech Timeline

• Manager Self-Service• Overview

• Sneak Peek

• Position Management• Overview

• Questions & Answers

7/16/2019

3University System of Georgia Institution

Today’s Presenters

7/16/2019

Jehan Hailey Thomas

Self-Service Lead

David K Lee

Self-Service Lead

Shalonda CargillWorkforce

Administration

Lead

Kara Tillman

Organizational

Readiness Lead

Safe Harbor

The information delivered within this presentation was published

on

This information, while accurate at the time, is subject to change.

4University System of Georgia Institution

07/16/2019.

7/16/2019

5University System of Georgia Institution

ABOUT INFO SESSIONS

7/16/2019

6University System of Georgia Institution

Campus Info Sessions

• WHO: Open to Faculty, Staff, and Student Employees

• WHAT: Campus Info Sessions are meetings highlighting a specific topic related to Georgia Tech’s transition to OneUSG Connect

• WHEN: Each topic will have multiple sessions hosted in various locations on campus including at least one webinar.

7/16/2019

HCM Transformation

Overview & Employee Self-

Service

Manager Self-Service & Position

Management

Time & Labor, Absence

Management, Time Clocks &

Payroll

Grad Student Hiring

Careers

May – June June – July August – September October

Commitment Accounting:

Part ICommitment Accounting:

Part II

Workforce Admin &

Global

November

Faculty Self-Service

7University System of Georgia Institution

Campus Info Session Expectations

• These sessions are not training, training will be available Fall 2019

• Today’s sessions will cover a very basic introduction to what OneUSG Connect will look like for Georgia Tech

• Future sessions will demonstrate different business processes related to specific topics

7/16/2019

University System of Georgia Institution

Training

7/16/2019

WHEN: Fall 2019

WHAT: Training will be:

• A mix of instructor-led classroom training and web-based training.

• Supplemented with job aids/process guides that you will be able to access at any time to help walk you through processes in OneUSG Connect.

WHERE: The launch point for any training will start at the Transformation website. There you will be able to sign up for trainings, attend virtual courses, and download helpful resources.

Structured Learning

Structured Learning

Web-Based Training,

Instructor-Led Training,

Seminars

Social Learning

Guru Network, Open Lab

Sessions, HCM Challenges

Experiential

Learning

On-the-Job Assignments,

Problem Solving, Practice,

Quick Reference Guides, Job

Aids, Videos, Workshops

8

9University System of Georgia Institution

HCM Transformation Website

7/16/2019

Transformation.gatech.edu/hcm

10University System of Georgia Institution

HCM TRANSFORMATION PROGRAM OVERVIEW

7/16/2019

11University System of Georgia Institution

OneUSG VisionAll USG institutions will adopt a consistent approach to policies, procedures, and technology

7/16/2019

12University System of Georgia Institution

OneUSG Connect

All USG institutions will transition to a new technology platform, OneUSGConnect, to manage human resources activities, benefits, and compensation

7/16/2019

13

OneUSG Connect Deployment

7/16/2019

• Columbus State

University• Georgia College &

State University

• Georgia Gwinnett College

• Georgia Southwestern State University

• Valdosta State University

• University System Office

• Abraham Baldwin

Agricultural College / Bainbridge State

College• Georgia Southern

University / Armstrong State University

• Fort Valley State University

• Gordon State College

• Middle Georgia

State University

• Albany State University /

Dalton State College• Atlanta Metropolitan State

College

• College of Coastal Georgia• Clayton State University

• Dalton State College• East Georgia State College• Georgia Highlands College

• Georgia State University• Kennesaw State University

• Savannah State University• South Georgia State College• University of North Georgia

• University of West Georgia

• University of

Georgia

• Augusta

University

• Georgia

Institute of Technology

COHORT 1

July 2017

COHORT 2

January 2018

COHORT 3

April 2018

COHORT 4

January 2019

COHORT 5

July 2019

COHORT 6

January 2020

13University System of Georgia InstitutionUniversity System of Georgia Institution

14University System of Georgia Institution

Continuous Improvement

• Georgia Tech will go live on OneUSG

Connect on January 1, 2020

• OneUSG Connect will continue to

develop and deploy new functionality

after Georgia Tech’s go-live.

7/16/2019

Current State 2020 Go-Live Future Optimization

THE ROAD TO

SUCCESS IS

ALWAYS UNDER

CONSTRUCTION!

15

Project Scope

7/16/2019 University System of Georgia Institution

OneUSG CONNECT MODULES ADDITIONAL CHANGES

CareersWorkforce

AdministrationSystem Approvals

Benefits Payroll Security Changes

Self-ServiceCommitment

Accounting

Business Process

Changes

Global Faculty Events Policy Updates

Time & Labor /

Absence ManagementTime Clocks

Shared Services for

Tier 1 Support

16University System of Georgia Institution

Today’s Topics

Self-Service

• Employee Self-Service

• Manager Self-Service

• Faculty Data Self-Service

7/16/2019

Workforce Administration

• Position Management

Position Management is foundational to the HR

system. It is the relationship between jobs,

positions, employees, and all their associated

attributes.

Manager Self-Service (MSS) is a

function in OneUSG Connect that allows

managers and supervisors to

perform employee-related transactions

and provides access to data about their

employees.

17University System of Georgia Institution

MSS Impacts for Managers

7/16/2019

Approval Workflow

OneUSG Connect provides

Approval Workflow Engine (AWE)

functionality. This allows transactions to flow through a defined workflow before the data

is committed to OneUSG Connect,

potentially reducing the need in certain

transactions to route paper approvals

where signatures are not required.

PSF Replacement

Manager Self-Service will also replace PSFs in the future state, allowing those with

direct reports or those with provisioned

security roles in OneUSG connect to initiate

transactions (e.g., salary change) in

OneUSG Connect and route with Approval Workflow.

18University System of Georgia Institution

MANAGER SELF-SERVICE

7/16/2019

19University System of Georgia Institution

MSS Functionality

• Allows managers to have a "One Stop Shop" to effectively manage their team

• Provides the ability to submit transactions for their "reports to"

• Introduces a company directory (online org chart)

• Provides quick access and view alerts and notifications

7/16/2019

20University System of Georgia Institution

MSS Benefits• What problems does MSS solve?

• Reduces audit risks

• Reduces compliance risks

• Eliminates PSFs and paper forms

• Increases transparency

7/16/2019

21University System of Georgia Institution

OneUSG Connect Navigation

7/16/2019

The drop down will

also display other

landing pages such

as:

• Manager Self-

Service (MSS)

• Faculty Self-

Service (FSS)

• Time Approver

• Your view will

depend on your

security/role

assignment

22University System of Georgia Institution

MSS Landing Page

7/16/2019

Click on the drop down to navigate to the MSS landing page and access the tiles

23University System of Georgia Institution

MSS Roles - Manager

• Employees with direct reports will automatically be assigned with the Manager role and have access to MSS

• Managers are responsible for:

• Reviewing and approving timesheets and leave requests

• Submitting transactions (e.g., position requests, compensation changes, reclassifications, transfers, etc.)

7/16/2019

24University System of Georgia Institution

MSS Roles - Practitioner• Certain employees will be assigned the

HR Practitioner role with the ability to perform the same MSS transactions

• The HR Practitioner role will access the same MSS functionalities through the Navigation panel in OneUSG

7/16/2019

25University System of Georgia Institution

MSS – WORKFLOW AND NOTIFICATIONS

7/16/2019

26University System of Georgia Institution

Workflow Overview

7/16/2019

Department

Approvers

Central

Approver

• Approval workflows are triggered when initiators submit a transaction

• The system routes the transaction to the appropriate approvers

• Approvers deny/approve the transaction

NOTE: There’s the functionality to add Ad-Hoc approvers and reviewers during the workflow process

• Approvers are required to take action

• Reviewers are FYI

Manager

27University System of Georgia Institution

Workflow System View

7/16/2019

View all the

approvers in this

stack

Select your ad hoc

approvers/reviewersView current status:

• Pending

• Not Routed

• Approved

• SkippedView initiator

comments for

transaction

28University System of Georgia Institution

Attachments & Comments

• Each MSS transaction will provide the manager the ability to enter comments and add attachments

• Comments and attachments will be viewable through workflow

7/16/2019

29University System of Georgia Institution

Notifications Flag – Actions

7/16/2019

• The notifications

flag will show

Actions and Alerts

• Actions require the

approver to take

action on a

transaction, either

approve or deny

• Approver can

review the action

by clicking on the

link

30University System of Georgia Institution

Notification Flag – Alerts

7/16/2019

• Alerts do not

require action;

provides the

outcome of a

transaction as an

FYI

• Approver can

review the alert by

clicking on the link

31University System of Georgia Institution

Approval

7/16/2019

• Approve transactions by

clicking on the notification

flag or the approvals tile

• Pending approvals page

displays important

transaction details

32University System of Georgia Institution

Review Transactions

7/16/2019

33University System of Georgia Institution

Review Transactions – Search

7/16/2019

Through the “Review

Transactions” tile,

managers can search for

transactions based on

Approval Status and other

search criteria

34University System of Georgia Institution

Review Transactions – List

7/16/2019

The transactions details display important information for the manager to review and

Approve/Deny.

35University System of Georgia Institution

Review Transactions – Details

7/16/2019

Current Salary $ Future Salary $

Detailed transaction view for Ad

Hoc Salary Change request. The

information displayed will be

different based on the type of

transaction.

36University System of Georgia Institution

Review Transactions – Workflow

7/16/2019

Approvers can view who has approved

the transaction

Page Morton

Level 1 Approver

Approved

Approved

Approvers can add Ad Hoc reviewers and

approvers

37University System of Georgia Institution

Foundational Concept

• All MSS transactions have workflow

• Workflow reduces processing time for MSS transactions (e.g., attachments, comments, ad hoc routing, etc.)

• Approvers must log into OneUSG to approve/deny the transaction

• Future collaboration with departments to gather data for approval setup

7/16/2019

38University System of Georgia Institution

MSS – SNEAK PEEK

7/16/2019

39University System of Georgia Institution

MSS Sneak Peek

7/16/2019

40University System of Georgia Institution

My Team

7/16/2019

41University System of Georgia Institution

My Team

7/16/2019

List of related actions to manage your

team

42University System of Georgia Institution

My Team – Related Actions

7/16/2019

• Adjust Leave Balances

• Change Time and Absence Approver• View Employee Personal Info

• Hire

• Request Reporting Change

• Transfer Employee

• Promote

• Request Location Change

• Change Full Time / Part Time

• Retire Employee

• Terminate Employee

• Demote Employee

• Clone Position

• Add Position & Funding

• Change Position & Funding

• Inactivate Position

• Request Ad Hoc Salary Change

• View Compensation History

• Request Supplemental Pay

• View Current Team Profiles

43University System of Georgia Institution

Company Directory

7/16/2019

44University System of Georgia Institution

Company Directory

7/16/2019

• Employees can search in the company directory or view their own business contact information

• The Org Chart view illustrates where you sit in the organization

45University System of Georgia Institution

Degrees & Certifications

7/16/2019

46University System of Georgia Institution

Degrees & Certifications

7/16/2019

Managers can view their

employee's degrees and

certification.

View your team’s profiles

Advanced Level, Environmental Studies

Bd Crt Anesthesiology Diplomat

47University System of Georgia Institution

Team Time

7/16/2019

Team TimeManagers will be able to approve leave requests and timesheets through Manager Self-Service (MSS)

7/16/2019 48University System of Georgia Institution

49University System of Georgia Institution

POSITION MANAGEMENT

7/16/2019

Foundational Concept

Positions are the foundation of OneUSG, the common thread that binds job,

funding and organizational data together. Position Management is used to

manage vacant and filled positions in Org/Department, track job details, and

facilitate the maintenance of funding and budgets.

Position

Job

Funding

Payroll

Budget

7/16/2019 University System of Georgia Institution 50

Why Use Position Management?• Position Management is used for organizational planning, recruitment, career

planning and budgeting.

• Positions:

• Link key data elements and facilitate the hiring process.

• Help to define the hierarchy and organizational structure of a department.

• Tie employees to accounting chart fields that determines how labor costs

are distributed

7/16/2019 University System of Georgia Institution 51

What is Position Management?Position Management is composed of three components: Position Data, Personal Data, and Job Data

Job Title: Admin Professional, II

Job Code: 515X01

Work Location: East Campus Building

Reports-To: Jane Smith

Department Name: Administration

Name: Chris Doe

Employee Class: Staff

Job Title: Admin Professional, II

Job Code: 515X01

Work Location: East Campus Building

Reports-To: Jane Smith

Department Name: Administration

Name: Chris Doe

Employee Class: Staff

7/16/2019 University System of Georgia Institution 52

• Employees must share all position attributes in order to be assigned to a group position.

• Group positions have multiple headcount and/or incumbents, thus position changes impact all employees in that position.

• As of January 1, 2020 GT will use single headcount positions.

Position Attributes

Same Job Code & Position Number

Same Funding

Same Reports-to

Chris Doe has the

position of Admin Professional II

David Smith, Ryan Williams, and

Jane Parker all have the group position of Accountant I

Chris Doe has the

position of Admin Professional II

David Smith, Ryan Williams, and Jane Parker

each has the position of Accountant I with different position numbers

7/16/2019 University System of Georgia Institution 53

54University System of Georgia Institution

Position Management Changes

• Managers will have ownership of the Position Management process

• The way we currently use Group Positions will no longer be an option

• Our funding distribution will be based on position rather than employee

7/16/2019

55University System of Georgia Institution

RECAP AND Q&A

7/16/2019

56

Today’s Objectives

• Overview of OneUSG Connect

• Scope

• Timeline

• Overview of Manager Self-Service (MSS)

• “Sneak Peek” of MSS functionality

• Overview of Position Management

7/16/2019 University System of Georgia Institution

57University System of Georgia Institution

Q&A Panelists

7/16/2019

Elizabeth Stampley

Program Director

Jehan Hailey-Thomas

Self-Service Lead

David K Lee

Self-Service Lead

Shalonda CargillWorkforce

Administration

Lead

Let’s stay connected!

Questions or Feedback?

• Helpdesk Email:

erp.ask@gatech.edu

• Website:

http://transformation.gatech.edu

58University System of Georgia Institution7/16/2019