hcm campus info session - enterprise transformation · 16/7/2019 · sessions, hcm challenges...
TRANSCRIPT
THE ENTERPRISE TRANSFORMATION | HCM
HCM Campus Info Session
1University System of Georgia Institution
Manager Self-Service and Position Management
7/16/2019
Agenda
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• About Info Sessions
• HCM Transformation Program Overview • OneUSG Connect Scope
• Georgia Tech Timeline
• Manager Self-Service• Overview
• Sneak Peek
• Position Management• Overview
• Questions & Answers
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Today’s Presenters
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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.
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ABOUT INFO SESSIONS
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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.
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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
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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
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University System of Georgia Institution
Training
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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
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HCM Transformation Website
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Transformation.gatech.edu/hcm
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HCM TRANSFORMATION PROGRAM OVERVIEW
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OneUSG VisionAll USG institutions will adopt a consistent approach to policies, procedures, and technology
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OneUSG Connect
All USG institutions will transition to a new technology platform, OneUSGConnect, to manage human resources activities, benefits, and compensation
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OneUSG Connect Deployment
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• 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
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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.
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Current State 2020 Go-Live Future Optimization
THE ROAD TO
SUCCESS IS
ALWAYS UNDER
CONSTRUCTION!
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Project Scope
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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
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Today’s Topics
Self-Service
• Employee Self-Service
• Manager Self-Service
• Faculty Data Self-Service
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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.
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MSS Impacts for Managers
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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.
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MANAGER SELF-SERVICE
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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
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MSS Benefits• What problems does MSS solve?
• Reduces audit risks
• Reduces compliance risks
• Eliminates PSFs and paper forms
• Increases transparency
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OneUSG Connect Navigation
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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
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MSS Landing Page
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Click on the drop down to navigate to the MSS landing page and access the tiles
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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.)
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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
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MSS – WORKFLOW AND NOTIFICATIONS
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Workflow Overview
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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
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Workflow System View
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View all the
approvers in this
stack
Select your ad hoc
approvers/reviewersView current status:
• Pending
• Not Routed
• Approved
• SkippedView initiator
comments for
transaction
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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
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Notifications Flag – Actions
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• 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
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Notification Flag – Alerts
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• Alerts do not
require action;
provides the
outcome of a
transaction as an
FYI
• Approver can
review the alert by
clicking on the link
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Approval
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• Approve transactions by
clicking on the notification
flag or the approvals tile
• Pending approvals page
displays important
transaction details
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Review Transactions
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Review Transactions – Search
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Through the “Review
Transactions” tile,
managers can search for
transactions based on
Approval Status and other
search criteria
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Review Transactions – List
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The transactions details display important information for the manager to review and
Approve/Deny.
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Review Transactions – Details
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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.
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Review Transactions – Workflow
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Approvers can view who has approved
the transaction
Page Morton
Level 1 Approver
Approved
Approved
Approvers can add Ad Hoc reviewers and
approvers
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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
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MSS – SNEAK PEEK
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MSS Sneak Peek
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My Team
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My Team
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List of related actions to manage your
team
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My Team – Related Actions
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• 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
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Company Directory
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Company Directory
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• 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
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Degrees & Certifications
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Degrees & Certifications
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Managers can view their
employee's degrees and
certification.
View your team’s profiles
Advanced Level, Environmental Studies
Bd Crt Anesthesiology Diplomat
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Team Time
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Team TimeManagers will be able to approve leave requests and timesheets through Manager Self-Service (MSS)
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POSITION MANAGEMENT
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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
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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
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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
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• 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
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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
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RECAP AND Q&A
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Today’s Objectives
• Overview of OneUSG Connect
• Scope
• Timeline
• Overview of Manager Self-Service (MSS)
• “Sneak Peek” of MSS functionality
• Overview of Position Management
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Q&A Panelists
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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:
• Website:
http://transformation.gatech.edu
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