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1
HCM Transformation Kick Off Cohort 6 – Georgia Tech
OneUSG Connect
1
Safe Harbor
The information delivered within this presentation was published
on
This information, while accurate at the time, is subject to change.
2transformation.gatech.edu
02/15/19.
02/15/2019
Safe Harbor
Agenda - Executive Presentation
• Welcome & Leadership Introductions
• Objectives of HCM Transformation
• GT By the Numbers
• Teams / Roles and Responsibilities
• Timeline Review
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Welcome & Leadership Introductions
• Kim Harrington– Chief Human Resource Officer, Georgia Tech
• Jim Fortner– Interim Executive Vice President for Administration and Finance
• Dr. Robert (Bobby) Laurine– Chief Information Officer, University System of Georgia
Welcome
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Bobby Laurine
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Objectives
Purpose
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OneUSG
A system wide initiative to develop and implement a consistent
approach to policies, procedures, and technology solutions that
benefit the University System of Georgia (USG), in an effort to support
the Chancellor’s strategic imperative of accountability, efficiency, and
innovation.
OneUSG
Connect
A priority for the OneUSG initiative is to bring the University System
Offices and all USG institutions onto one technology solution,
OneUSG Connect, to manage USG human resources activities,
benefits, and compensation.
HCM
Transformation
An initiative to align Georgia Tech business processes to
the OneUSG Connect technology platform. This will further
the GT vision of Workforce of the Future and Create the
Next Platform for Service Delivery.
Organizational Impact
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Who will use OneUSG Connect?
EmployeesView and update
personal information
Submit time and leave requests
Link to review benefits
Managers
Approve time and absence requests
Initiate employee actions formerly handled by PSFs
PractitionersComplete initiated
HR processes
Maintain HR transactions as they
relate to their responsibilities
HCM Transformation Guiding Principles
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OneUSG Connect First
Workforce of the Future
Streamline, Automate & Standardize Processes
Foster Accountability, Efficiency and Innovation
Minimize Technical Complexities
Communicate, Collaborate & Share
The HCM Transformation
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WHYwe are transforming to…
HOWwe are transforming by…
WHATwe are transforming…
▪ Enable the Institute’s strategic plan and core academic, research, and service missions
▪ Support students, faculty, and staff through consistent, reliable, high-quality experiences
▪ Optimize decision making with consolidated, accessible, trusted data and intuitive analytics
▪ Prepare the Institute for the digital age
▪ Adopting simplified, industry-leading HR business practices
▪ Fostering an environment of
collaboration and transparency
▪ Engaging the Georgia Tech community through communication and outreach
▪ Being forward thinking and adapting to the iterative nature of implementing new technology
▪ Developing the workforce of the future
▪ Our business processes, policies, and service delivery models
▪ Our core HCM systems to
OneUSG Connect
▪ Our data warehouse and analytic reporting capabilities
▪ Our related applications and systems
Progress & Service | Institutional Effectiveness | Accountability & Efficiency
GT Actions to Improve Operations
Improve organizational structures, work
distribution, business processes, customer
service, and cross-organizational collaboration
in 4 functional areas:
• talent and people management
• information technology
• communication/marketing/events
• procurement/travel/expense management
Overview: The Target Outcome (CAR)
USG Objectives of the CAR
• Identify ways administrative functions can be conducted more efficiently and effectively;
• Enhance support for delivering on the global, statewide, and local missions of USG institutions;
• Achieve opportunities for savings to provide greater affordability and access for students; and
• Strengthen the core academic enterprise, and improve student support services.
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To improve how we accomplish our education, academic research, and economic development mission by improving the administrative efficiency and effectiveness across Georgia Tech. This can best be done by examining how we currently operate.
Comprehensive Administrative Review (CAR)
Solutions for CAR Opportunities Through Implementation of OneUSG Connect
• Centralized future state hiring process for faculty, staff, and students with automated workflow and approvals to facilitate consistent policies and procedures
• Standardized processing will reduce duplication of efforts involved with multiple groups and processes
• Use of Manager Self-Service and other functionality eliminates PSF and reduces amount of manual, paper-based processing
• Standardization of affiliate onboarding• Time and Labor and Absence Management will be used to
replace various paper-based processes and homegrown systems
• Kaba Clocks will replace Kronos clocks for increased standardization and enhanced functionality
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Critical Success Factors
Sufficient testing of End to End Processing and Integration Development
• Financial System Interface
• Identity Management
• Data Warehouse
• Pre-hire and Hire of All Employee Types
Standardized and Streamlined processes
• Time reporting and leave accruals
• Position Management, including group positions
Successful Parallel Payroll Processing (2 biweekly and 2 monthly)
Critical salary distribution functionality fully mapped into future state
• Commitment Accounting
• Labor Distribution and Redistribution
• Effort Reporting
Successful Conversions for Position, Payroll, and Financial data14
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Georgia Tech By the Numbers
Georgia TechBy the Numbers….
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People Function and Design
• ~ 16,800 Active Employees• 8,255+ Students• 1,576 Academic Faculty• 2,435 Research Faculty• 4,141 Staff• 378+ Tech Temps / Ret.
Working
• Migrating from PeopleSoft 9.2
• 67 Time Clocks• 18 Years – Academic Pay
(Contract & Summer Pay)• 200 Users
• 18 Years – Salary Planning and Distribution (SPD) 400Users
• 300 System Users• 100 Reports Only• 27,748 Average
Transactions Annually
• ~ 20,000+ Paychecks per month
• ~ 20,704 - W2’s in 2018• ~ 1,385 – 1042’s in 2018• ~ 352 employees in 29 tax
jurisdictions outside GA.
• Member of the Association of American Universities (AAU)
• Fall 2018 Enrollment: 32,722 (16,047 undergraduate and 16,675 graduate; 8,800+ online master’s students)
• Full time Workforce: approx. 7,900
• Research: $825 million in R&D; 25th nationally in academic R&D spending; 12th overall in federal R&D; 2nd in U.S. Department of Defense R&D; #1 Public University w/o Med School or Health Sciences Center
• Annual budget: $1.84 billion
• Endowment Market Value: $2.09 billion
• Strengths: quality, focus, interdisciplinary, industry, technology transfer, incubation & commercialization
About Georgia Tech
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Unique Revenue Mix
45% of the GT revenue budget is attributable to sponsored operations
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Significant Growth
• Inputs since 2009:• Faculty and Staff: up 36% to 7,900• Revenues: up 62% to $1.84 billion• State Appropriations: up 10% to $318 million• Endowment Market Value: up 26% to $2.09 billion
• Outputs since 2009:• Research Generated
• Sponsored Award Dollars: up 91% to $851.6 million• Sponsored Expenditures: up 78% to $908.9 million• Invention Disclosures and Patents: up 42% and 130%
respectively in total for 2009-2018 vs. 2000-2008• 69 start-up companies licensed
• Students Served• Freshman Applications: up 244% to 36,500• Graduate Applications: up 147% to 31,300• Enrollment: up 69% to 32,722 students• Credit Hours Generated: up 28% to 757,000• Degrees Awarded: up 58% to nearly 7,10019
Sponsored Awards
2014 2015 2016 2017 2018
GTRI $363 $338 $367 $377 $497
RI $325 $310 $352 $313 $355
Total $688 $648 $719 $690 $852
$0
$100
$200
$300
$400
$500
$600
$700
$800
$900
$1,000
($$$ in millions)
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Sponsored Expenditures
2014 2015 2016 2017 2018
GTRI $302 $349 $366 $383 $449
RI $419 $422 $419 $442 $460
Total $721 $771 $785 $825 $909
$-
$100
$200
$300
$400
$500
$600
$700
$800
$900
$1,000
($$$ in millions)
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Team Roles & Responsibilities
The HCM Transformation
Georgia Tech’s OneUSG Connect Transformation
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The HCM Transformation -Georgia Tech and OneUSG Engagement
Georgia Tech OneUSG
Project Leadership Team(IT, Human Resources, Research, Academic
Affairs, Controller )
Project Director(and Support Team)
Project Management Team
OneUSG Executive Sponsors(EVC – Strategy and Fiscal Affairs , EVC –
Administration, Chief Academic Officer , CIO*, CHRO*)
Executive Director(and Support Team)
Project Management Team
Every4 Weeks
Every 2 Weeks
EveryWeek
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Georgia Tech HCM Transformation Governance
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Executive Steering• Emily Howell, Provost & Research• Jennifer Hubert, A&F IPRM• Kim Harrington, HR• Mark Demyanek, A&F Operations• Mark Hoeting – OIT• David Bamburowski – Faculty Affairs• Sandi Bramblett – IRP/EDM• Sonia Alvarez-Robinson – GTSC
Executive Sponsors
• G. P. Bud Peterson, President• Jim Fortner, A&F• Chaouki Abdallah, Research• Rafael Bras, Provost
Process Owners Committee • Kim Harrington - HR Core, Onboarding,
Compensation, ESS, MSS, Global, Careers (Undergrad Students)
• Leslie Sharp & David Bamburowski – MFE, FSS, Careers (Grad Students and Faculty)
• Jonathon Jeffries - Commitment Accounting • Zach Rogers – Payroll• Kevin Merkel - Benefits, T&A , Time Clock• Charvette Webb – Careers (Staff)• Greg Philips - ERP Transformation Director• Sheila Garza & Germaine Sims – GTRI (T&L,
Careers - Research)• Julie McCoy & Kim Toatley – GTRI (CA & Fin.)
Campus Representatives• Faculty• Faculty Affairs• GTHR• HR Practitioners
HR Business Partners (HRBPs)HR RepsHR ContactsAdministrative Mangers
Enablement Owners Committee• David Rimmer - GTRI• Dan Hopkinson - EDM• Ira Bragg - Provost• Jewel Coleman - OIT• Jim Pete - OIT• John Wilson - OIT• Raj Vuchatu - GTRI• Noel Moreno - OIT (Kaba)• Stephen Garrett – ITG• Oksana Waugh – GTRI• Aparna Madichetty - GTRI• Sumathi Harihar – GTRI
HCM Steering Committees Transformation Committee (Draft)
Campus Advisory Leadership Committee (CALC)
• Jilda Garton - Research• Bonnie Ferri - Provost• Jennifer Herazy - Provost• Steven McLaughlin – Engineering
The HCM Transformation Team Structure
Executive
Sponsors
Executive
Steering
Transformation
Directors
Process /
Enablement
Owners
Committee
Transformation
Committee
Scope & Cost
Work Plan
Resources
Quality
Risk
HRBenefits
Time & Labor and AbsenceCommitment AccountingSelf-Service
CareersFaculty Events
Global HRPayroll
Time ClocksSecurityTesting
Conversion
Integrations &
Extended Systems
EDW
LITE Reporting
Outreach
Engagement
Alignment
Learning &
Development
Decision Makers
Advisors
Leadership
Track Areas
Analysts Advisors Participants
Analysts / Advisors/ Participants
*Shared Across FIN & HCM
Reporting Track*Organizational
Readiness Track*
Program
Management TrackProcess Track Enablement Track*
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The HCM TransformationOneUSG Project Team
OneUSG Executive SponsorsJohn Fuchko – Strategy, Tracey Cook – Fiscal Affairs, Bobby Laurine – IT, Juanita Hicks – HR,
Tristan Denley – Academics, Tricia Chastain - Administration
Academic AffairsAdvisory
Legal AffairsAdvisory
CommunicationsAdvisory
John ScovilleExecutive Director
David NisbetCraig GoldenLayne Francis
Program Oversight
OneUSG ConnectShared Services
Becky PrinceJulie Harris
ITSAdministrative Services
Financials
Donna Wooddell
Communications and Training
Jules Donnelly
ITSAdministrative Services
HCM
Christy Todd
ITSInfrastructure
Morgan WhaleyPaige Born
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Project Timeline
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Dec Feb Apr Jun Aug Oct Dec Feb
2018 2019 2020
Service Awards Merit Fall Term Start OneUSG Go-Live
Grad HiringAnnual Compliance Campaign Workday Go-Live Open Enrollment Off-Boarding
Dec 31 - Mar 1 Planning and Analysis
Dec 31 - Aug 9 Design, Configuration and Build
Dec 31 - Mar 29 OneUSG - Fit/Gap
Mar 18 - Jun 28 Design & Configuration
Apr 5 - May 10 Kaba Preparation
Mar 25 - Apr 5 Sprint 1 - Workforce Admin Conversion
Apr 1 - Aug 9 Build and Unit Test
May 13 - Jul 5 Sprint 2 - Full Conversion and Pilot
May 13 - May 31 Sprint 2 - Conversion (HTEST2)
Jun 3 - Jul 5 Kaba, Careers & Self Service - Pilot
Jul 8 - Aug 23 Sprint 3 - Full Conversion and System Test
Jul 8 - Jul 19 Sprint 3 - Conversion (HTEST2)
Jul 22 - Oct 4 Systems and Integration Testing
Jul 29 - Aug 23 Payroll Compare & Performance Test
Sep 23 - Nov 15 Sprint 4 - User Acceptance Test
Sep 23 - Oct 4 Practitioner Training
Sep 23 - Oct 4 Sprint 4 - Conversion
Oct 7 - Nov 15 User Acceptance Testing
Oct 14 - Nov 8 Payroll Compare (2)
Dec 6 - Feb 14 Sprint 5 - Go-Live
Dec 6 - Dec 11 Pass 1 - Workforce Administration
Dec 20 - Dec 26 Pass 2 - Payroll & Leave Balances
Dec 16 - Feb 14 Stablize
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Questions
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HCM Transformation Kick Off Cohort 6 – Georgia Tech
OneUSG Connect
31
HCM Transformation Presentation (2:00 - 3:00pm)
• Progress To Date
• Approach Changes and Lessons Learned from Prior Cohorts
• Terminology and Definitions
• Key Deliverables and Deadlines (Next 90 Days)
• Change Request Process
• Question and Answer – Group
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Plan & Discover Phase Accomplishments
Plan & Discovery Phase Accomplishments
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Lessons Learned from Prior Cohorts
• Parallel Multiple Times
• Pilot Clock, Careers and Self Service Deployment
• Knowledge Share with Service Desk
• Data Warehouse
• Regression Test
– Prior Cohorts
• College and Unit Validation and Ownership of Data
• Run the “tired and true” approach
• Collaborate, Collaborate, Collaborate
Lessons Learned
• Time and Absence Most Impactful– Strong Institution Practitioners Needed
to Support and Triage
– Verify Workflow and Time Approvers for All Colleges and Units
• Identity Management
• Test Planning– Institution Specific Test Scenarios
• Specialized Functionality
– Performance Test
– Load Test
– Service Desk & Case Management
• Freeze Scope Early– Exercise Change Control
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Terminology & Definitions
Terminology and Definitions
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Terminology Definition
RICEW Reports, Interfaces, Conversions, Extensions, and Workflow
An inventory of all reports, interfaces, conversions, extensions, and workflow that will be implemented during the HCM transformation.
REQ Functional Requirement A requirement that must be met by the system for a business process to be successful.
RTM Requirements Traceability Matrix (Requirements Inventory)
Identifies all requirements that must be met by an enhancement, interface, report, or conversion program. Used to link requirements throughout the validation process, and ensure that all requirements are tested.
FDD Functional Design Document Describes in detail the how requirements for an enhancement, interface, report, or conversion program will be met.
FSPD Future State Process Design Describes step by step how each business process will be executed in the future state. Includes a process flow and verbiage to describe the process.
POC Process Owner Committee Committee of business process owners who represent the interest of users. Decisions made throughout the course of the project are vetted with the POC who will provide feedback and help steer the direction of the project.
ESC Executive Steering Committee Advisory committee comprised of key executives who monitor the project as it develops, and assists by providing advice or assisting with critical decisions.
IDM Identity Management System and process for identifying, authenticating, and authorizing individuals to have access to the system.
EDW Enterprise Data Warehouse Central repository of data used for generating reports.
GAP Gap A difference in functionality between Georgia Tech’s current state and OneUSG’s current state. A gap in requirements can be addressed by an enhancement to the system, or change in business process.
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Key Deadlines & Deliverables
Georgia Tech Design Objectives
MayAprilMarch
OBJECTIVES
• Write Change Requests for all approved scope items.
• Finalize Business Process Inventory.
• Document requirements for all RICE items in the requirements inventory.
• Finalize meeting schedule for upcoming design and business process sessions with process owners and OneUSG.
• Designing, creating, and/or facilitating integrations between GT ERPs and extended systems to OneUSG’s hosted PeopleSoft HCM environment
Approach
• Aim is to schedule 2 two-hour meetings each week with working group per Process Area between March 18th and June 6th. Target meeting days will be Tuesdays, Wednesdays, and Thursdays
• Meet with extended system owners to review HR data needs & determine how best to satisfy the majority of integration needs through the new GT Enterprise Data Warehouse (EDW)
DELIVERABLES
• Change Requests• Future State Business Process Inventory & Requirements Inventory• Data Cleanup and Future state conversion architecture & system mapping strategy• Design Specifications for point to point integrations btw GT & OneUSG & integrations routed through the GT EDW
June
40
Georgia Tech Build & Unit Objectives
OBJECTIVES• Conduct sessions with process owner working groups and OneUSG to design, document, and unit test changes to system
functionality & business processes.
• Convert data from GT to OneUSG and validate results.
• Complete Kaba Clock Parallel Test.
• Conduct pilot for MSS, Careers, and Kaba Clock.
• Prepare test plans and GT specific test scenarios to prepare for System and Integration Testing.
• Build awareness and support for the initiative.
• Assess Learning & Development (L&D) needs, develop L&D Plan, and begin creation of L&D materials.
• Launch and support a change agent network.
• Assist OneUSG with data conversion from GT’s current PeopleSoft HCM environment to OneUSG’s hosted PeopleSoft environment.
SCHEDULE• Educate and inform campus through bimonthly newsletters (starting in April) and monthly info sessions (beginning in May)
• Collaborate with extended system owners to communicate status of conversions/integrations, development, and testing efforts
• Coordinate conversion activities and validations with OneUSG for all data needs (current & historical)
DELIVERABLES• Conversion Validation Scripts & Programs• Unit Testing Results• System Integration Test Scripts• L&D Documentation and Materials
April June JulyMay August
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Change Request Process
1. GT requirements not met by the current OneUSG Connect System lead to
internal team gap reviews and the related documentation.
2. The gaps and the related documentation is then reviewed by GT HR
Leadership, and if approved to proceed.
3. The gaps are then reviewed with OneUSG to check if this gap
– Is in the USG build pipeline (or)
– Will be implemented as part of an upcoming PUM release (and)
– To confirm if it can be accommodated by OneUSG from a system viewpoint, taking into consideration impacts to the other cohort constituents.
4. After the GT & USG gap approvals to proceed…
Change RequestGeorgia Tech Perspective
43
• If a GT gap build request cannot be part of the OneUSG PS HCM solution set:
– If a GT specific need cannot be accommodated by OneUSG due to the fact that the changes cannot be contained within the GT configured system space, and or the changes are system wide and are detrimental to the other cohorts HR processes, the following steps are to be taken:
• If it is a business critical need, the decision is appealed.
• If not approved, then
– The reason is documented and relevant documentation– The change request form is updated– The GT review board and project leadership are informed– The changes then follow the process where the GT policy is
updated to use the system functionality as-is, and or a work-around is found inside or outside the system to meet the GT need.
Change RequestsGeorgia Tech Perspective
Georgia Tech HR Change Request Process
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Area/Track Leads Create Change
Request
Business Process Owners
Committee
A&R Working Group*
ESC Ready for USGInstitute Support
Advocates*
Enablement Owners*
*Based on type of request, CR’s will visit these groups
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Ch
an
ge
Req
ues
tO
neU
SG
Per
spec
tiv
e OneUSG Connect – Change Request Review Process
Inst
ituio
nO
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SGD
esig
n Te
amSt
eerin
g Co
mm
ittee
Syst
em O
ffic
eEx
ecut
ive
Lead
ersh
ip
2/14/18
Change Needed?
Review Change Request with
Institution Leadership
Approve?
Classify Change ReqEnter into Service
Now
Author Change Request Document
Draft Functional Specification
System Office or Design Team
Yes End
Change ReviewExecutive
Leadership Input
Change Review – Provide Input
Change Review – Provide Input
Design Team Input
ASystemOffice
B
Design Team
A No
CYes
C
Revise / Supplement Change Request and
Functional Spec Documents
Revise / Supplement Change Request and
Functional Spec Documents
Change Review – Provide Input
Revise / Supplement Change Request and
Functional Spec Documents
Revise / Supplement Change Request and
Functional Spec Documents
B
Approve?
Notify Institution of Change Request
Decision
Approve?
No
Yes
No
No Yes
Yes
Update Change Request
Attach Specification
Reject?
No
DYes
D
D
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Questions
48
HCM Transformation Kick Off Cohort 6 – Georgia Tech
OneUSG Connect
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Agenda
• Project Administration Through Smartsheet– Why Smartsheet?
– Directory with Links
– Shared Materials (All Institutions)• Risks
• Presentations
• Core Training and Communications Inventory
• Change Requests
• Institution Specific Materials• Project Plan Management
• Configuration Management
• Actions / Issues Management
• Change Requests
HCM Team Project Administration & LogisticsPresentation (3:15 - 4:30pm)
50
• Institution Specific Materials (cont'd)– Testing Administration– RICEW– Security and Workflow
• Change Request Tracker
• Conversion Review
• Change Request Review
• Data Reconciliation and Sign-Off
• Program Reviews
• Change Management– Communications– Training– Readiness Assessment– Definition of Change Network
HCM Team Project Administration & LogisticsPresentation Cont'd (3:15 - 4:30pm)
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Planning and
AnalysisDesign Build Test Deployment
• Project Plan
• Actions / Issues
• Risks
• Change Requests
• Specifications (*)
• Matrices
• Security
• Time and Labor
• Workflow
• Configuration
• RICEW
• Reports
• Interfaces
• Conversions
• Enhancements
• Workflow
• Test Conditions
• Data Sheets
• Cutover Plan
• Reconciliation &
Exceptions
• Readiness
Assessment (*)
• Program Review (*)
(*) – Not in Smartsheet
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SmartsheetDirectory
OneUSG Connect
Smartsheet Directory
Smartsheet DirectoryMy Tasks and Issues
Smartsheet DirectoryEnvironments
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Key Processes: Project Plan Management
OneUSG Connect
Planning and
Analysis
• Updating Project Plan– Update Form Demonstration
• Actual Start Date
• Estimated End Date
• Actual End Date
– Comments Demonstration
– Attachment Demonstration
– View Cell History
– Notification / Reminders
Project Plan Management
60
Actions & Issues Management
OneUSG Connect
Planning and
Analysis
Comprehensive of Actions and Issues Cohort 6
• Utilize Filters or Reports to Limit….– Assigned To
– Track
– Status (Critical vs Blocker)
Issues Management
Smartsheet: Issues and Actions Log
Actions / Issues Management
Each Issues or Actions has a
Smartsheet Form that anyone can
use to add an issue to the that log
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Key Leadership Dashboard: Change Requests
OneUSG Connect
Design
Change RequestsDashboard - Overall
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Change RequestsDashboard – By Status
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Key Processes: Configuration Management
OneUSG Connect
Build
• What is
configuration
management?
Configuration Management
• Summary– GT Specific Configuration prototyped in HCONVR1
environment– Smartsheet Used to Catalog Configuration Changes
• Configuration Includes…– Changes to Core Functionality– GT Specific Setup
– Configuration Migrated from HCONVR1 via Data Mover Script as Each Environment is Built
– Tasks Added to Cutover Plan for Each Configuration to Verify Script was run Successfully
Configuration Management
Configuration ManagementSmartsheet – Configuration Matrix
71
RICEW Inventory
OneUSG Connect
Build
• RICEW Inventory Definition
– RICEFW means Reports (R), Interface (I), Conversion (C),
Enhancements € and Workflow (W)
• How is Inventory Used by OneUSG
RICEW
Des
ign 10-Design in
Process
20-Design Complete
Bu
ild 30-Development in Process
35-Unit Testing
40-Development/Unit Test Complete
Syst
em T
est 50-Deployed to SIT
60-SIT Testing in Process
70-SIT Testing Complete
Use
r A
ccep
tan
ce T
est 80-Deployed to
UAT
82-UAT Testing in Process
85-UAT Testing Complete/Ready for HPROD
Dep
loye
d t
o P
rod
uct
ion C-Complete
RICEWDashboarding
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Testing Administration
OneUSG Connect
Test
• Roles and Responsibilities– USG Provided
Materials
– GT Expectations
• Locations– Athens
– Atlanta
Test Scripts
Expectations
• Create Data Sheets
• Supplement Core Test
Conditions
• Author GT Specific Test
Conditions
• Map Test Conditions back
to Requirements
TestingScripts
TestingData Sheets
TestingDashboard
TestingDefect Management
80
Reconciliation
OneUSG Connect
Deployment
• Process Overview
ReconciliationP
ass
1 -
Beg
in Convert Job, Position and Personal Data P
ass
1 -
Pau
se Reconcile Foundational Data
Pas
s 1
-R
esu
me
Convert Security, Time and Absence Enrollment, Faculty Events and Alight Benefits
Pas
s 1
–R
eco
nci
liati
on
an
d
Exce
pti
on
s
Compare Data Back to Source
Manually Address Data Exceptions
Go
-Liv
e
Bi-Weekly Time Entry
Pas
s 2
Convert Payroll and Absence Balances
Convert Garnishments P
ass
2 –
Re
con
cilia
tio
n a
nd
Ex
cep
tio
ns
Compare Data Back to Source
Manually Address Data Exceptions
Reconciliation
Reconciliation
84
Cutover
OneUSG Connect
Deployment
• Cutover Plan– Series of tasks that are performed to deploy the
components from the development/Pre-production environment to the Production environment and activate them
– To Do List
– Repeatable
– Include: Scripts, Programs, Configuration, Verification, Communications, Checkpoints
CutoverDefinition
85
CutoverScope / Tasks
Communications Needs:
• Approval Deadline
• System Up and Down Times
• Job Aids / Key Reference Documents
• Support Protocols
• Other
Pre-Conversion Tasks:
• Data Cleanup
• Additions / Deletions of Security
• Deadlines for Processing
• Other
Post-Conversion Tasks:
• Exception Management
• Processing of Blackout Transactions
• Other
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Cutover Plan
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Readiness Assessment & Program Review
OneUSG Connect
Deployment
Readiness Assessment & Program ReviewExample
89
Vision and Leader Alignment
37
Stakeholder Engagement and
Communication37
Organizational and Cultural Alignment
40
Training36
Sustainablity and Governance
39
0
10
20
30
40
Score Interpretation
31 – 40 Highly Confident to Go Live
21 – 30 Confident to Go Live
1 – 20 Risk Factors Exist
Readiness Assessment & Program ReviewRisk Matrix
READINESS ASSESSMENTS• Data Collected Via Surveys, Interviews, Focus Groups• Initial Readiness Assessment: January 2019• Additional Assessments to be Conducted Throughout
Initiative• Complements USG Cohort Program Reviews
TRAINING• GTHR and HR Practitioner Training – led by USG• Campus End User Training – led by GT
• Late October 2019 – January 2020• Web-Based Tutorials• Instructor-Led Sessions• Job Aids
GT Organizational Readiness
91
TRAININGCOMMUNICATIONS• Website: transformation.gatech.edu
• HCM pages launched in March (ongoing updates)
• Newsletter: connecTECH • Begins in April (bi-monthly)
• Articles, announcements, emails (ongoing)• Info Sessions begin in May
COMMUNICATIONS
CAMPUS ENGAGEMENT• Change Agent Network Kickoff in May• Stakeholder Focus Groups and Surveys• Presentations, Webinars• Transformation Expo in September
CAMPUS ENGAGEMENT READINESS ASSESSMENTS
READINESS ASSESSMENTS• Data Collected Via Surveys, Interviews, Focus Groups• Initial Readiness Assessment: January 2019• Additional Assessments to be Conducted Throughout
Initiative• Complements USG Cohort Program Reviews
TRAINING• GTHR and HR Practitioner Training – led by USG• Campus End User Training – led by GT
• Late October 2019 – January 2020• Web-Based Tutorials• Instructor-Led Sessions• Job Aids
GT Organizational Readiness
92
TRAININGCOMMUNICATIONS• Website: transformation.gatech.edu
• HCM pages launched in March (ongoing updates)
• Newsletter: connecTECH • Begins in April (bi-monthly)
• Articles, announcements, emails (ongoing)• Info Sessions begin in May
CAMPUS ENGAGEMENT• Change Agent Network Kickoff in May• Stakeholder Focus Groups and Surveys• Presentations, Webinars• Transformation Expo in September
CAMPUS ENGAGEMENT READINESS ASSESSMENTS
READINESS ASSESSMENTS• Data Collected Via Surveys, Interviews, Focus Groups• Initial Readiness Assessment: January 2019• Additional Assessments to be Conducted Throughout
Initiative• Complements USG Cohort Program Reviews
TRAINING• GTHR and HR Practitioner Training – led by USG• Campus End User Training – led by GT
• Late October 2019 – January 2020• Web-Based Tutorials• Instructor-Led Sessions• Job Aids
GT Organizational Readiness
93
TRAININGCOMMUNICATIONS• Website: transformation.gatech.edu
• HCM pages launched in March (ongoing updates)
• Newsletter: connecTECH • Begins in April (bi-monthly)
• Articles, announcements, emails (ongoing)• Info Sessions begin in May
COMMUNICATIONS
CAMPUS ENGAGEMENT• Change Agent Network Kickoff in May• Stakeholder Focus Groups and Surveys• Presentations, Webinars• Transformation Expo in September
READINESS ASSESSMENTS
READINESS ASSESSMENTS• Data Collected Via Surveys, Interviews, Focus Groups• Initial Readiness Assessment: January 2019• Additional Assessments to be Conducted Throughout
Initiative• Complements USG Cohort Program Reviews
TRAINING• GTHR and HR Practitioner Training – led by USG• Campus End User Training – led by GT
• Late October 2019 – January 2020• Web-Based Tutorials• Instructor-Led Sessions• Job Aids
GT Organizational Readiness
94
COMMUNICATIONS• Website: transformation.gatech.edu
• HCM pages launched in March (ongoing updates)
• Newsletter: connecTECH • Begins in April (bi-monthly)
• Articles, announcements, emails (ongoing)• Info Sessions begin in May
COMMUNICATIONS
CAMPUS ENGAGEMENT• Change Agent Network Kickoff in May• Stakeholder Focus Groups and Surveys• Presentations, Webinars• Transformation Expo in September
CAMPUS ENGAGEMENT READINESS ASSESSMENTS
READINESS ASSESSMENTS• Data Collected Via Surveys, Interviews, Focus Groups• Initial Readiness Assessment: January 2019• Additional Assessments to be Conducted Throughout
Initiative• Complements USG Cohort Program Reviews
TRAINING• GTHR and HR Practitioner Training – led by USG• Campus End User Training – led by GT
• Late October 2019 – January 2020• Web-Based Tutorials• Instructor-Led Sessions• Job Aids
GT Organizational Readiness
95
TRAININGCOMMUNICATIONS• Website: transformation.gatech.edu
• HCM pages launched in March (ongoing updates)
• Newsletter: connecTECH • Begins in April (bi-monthly)
• Articles, announcements, emails (ongoing)• Info Sessions begin in May
COMMUNICATIONS
CAMPUS ENGAGEMENT• Change Agent Network Kickoff in May• Stakeholder Focus Groups and Surveys• Presentations, Webinars• Transformation Expo in September
CAMPUS ENGAGEMENT
96
Next Steps
OneUSG Connect
Planning and
AnalysisDesign Build Test Deployment
• Project Plan
• Actions / Issues
• Risks
• Change Requests
• Specifications (*)
• Matrices
• Security
• Time and Labor
• Workflow
• Configuration
• RICEW
• Reports
• Interfaces
• Conversions
• Enhancements
• Workflow
• Test Conditions
• Data Sheets
• Cutover Plan
• Reconciliation &
Exceptions
• Readiness
Assessment (*)
• Program Review (*)
(*) – Not in Smartsheet
1. Sprint 1.0 Conversion & Reconciliation (Joint)– Target: First Week in April
2. Author Change Requests (GT)
3. Review Change Requests with OneUSG Counterparts (Joint)
4. Obtain Approval to Submit Change Request (GT)
5. Exercise Change Request Process (OneUSG)
6. Author Functional Specifications for Approved Change Requests (GT)
7. Author Test Plan to Ensure Requirements Satisfied (GT)
8. Participate in Augusta University Testing (GT)
9. Sprint 2.0 Conversion & Reconciliation (Joint)
Next Steps
• Humble – They don’t require the spotlight to feel important.
• Fully Engaged – They are “in” the moment at all times regardless of rank, or playing time.
• Encouraging – They notice the success of others.
• Respected – They command respect and are willing to speak the kind of truth that holds people accountable.
• Reliable – Everyone knows what to expect from them.
• Problem Solvers – They don’t point fingers, instead they ask “where do we go now?”
• Resourceful – They share what they learn and embrace a mentoring role.
• Willing to Sacrifice – They are not above doing the dirty work.
• Positive – They look for the good in key situations, especially when others go negative
• Communicators – They seem to always have the right words at the right time
• Relationship Builders – They build camaraderie with “all” members of the team.
• Honest – They are trusted and their motives are “team-first”.
• Hard Workers – They have an incredible work ethic; preparing for tough tasks excites them.
• Always Ready – They remain available to step up and succeed at a moment’s notice.
• Competitors – They feel that winning requires nothing less than maximum effort.
• Fun – Others want to be around them.
Great Teammates Are…
10
1
Questions
OneUSG Connect
Thank you!