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THE ENTERPRISE TRANSFORMATION HCMOneUSG ConnectCampus Info SessionTime & Absence and Payroll9/25/2019University System of Georgia Institution1
Agenda About Info Sessions HCM Transformation Program Overview Info Sessions OneUSG Connect Scope Payroll Overview Understanding Your Paycheck Shared Services Questions & Answers Time & Absence Overview Sneak Peek Questions & Answers9/25/2019University System of Georgia Institution2
Today’s Presenters9/25/2019Angela PettyChristine EdellPayroll ManagerTime & Labor/AbsenceManagement LeadUniversity System of Georgia InstitutionKara TillmanOrganizationalReadiness Lead3
Safe HarborThe information delivered within this presentation was publishedon 09/25/19.This information, while accurate at the time, is subject to change.9/25/2019University System of Georgia Institution4
ABOUT INFO SESSIONS9/25/2019University System of Georgia Institution5
Campus Info Sessions WHO: Open to Faculty, Staff, and Student Employees WHAT: Campus Info Sessions are meetings highlighting a specific topic relatedto Georgia Tech’s transition to OneUSG Connect HCM Transformation Overview &Employee Self-Service Manager Self-Service &Position Management Time and Absence & Payroll Student Hiring Security & Approval Workflow Careers Commitment AccountingPart I & Part II Faculty Self-Service Workforce Administration & Global Compensation WHEN: May – December 2019: Each topic will have multiple sessions hostedin various locations on campus including at least one webinar9/25/2019University System of Georgia Institution6
What Do You Hope To See Covered? What exactly are you planning on changing with the bi-weekly timekeeping?How employees enter various time off requests, sick, vacation, jury duty, etc.?How will managers approve various time off requests?How to access paystubs and tax information?How will the new timekeeping systems operate for monthly employees?Will there be training materials for the system?What this is about? I have not heard anything about this.9/25/2019University System of Georgia Institution7
Campus Info Session Expectations These sessions are not training, training will launch Spring 2020 Today’s sessions will cover a very basic introduction to what OneUSGConnect will look like for Georgia Tech Future sessions will demonstrate different business processes related tospecific topics9/25/2019University System of Georgia Institution8
TrainingWHEN: Spring 2020WHAT: Training will be: A mix of instructor-led classroomtraining and web-based training. Supplemented with jobaids/process guides that you willbe able to access at any time tohelp walk you through processesin OneUSG Connect.WHERE: The launch point for any trainingwill start at the Transformationwebsite. There you will be able tosign up for trainings, attend virtualcourses, and download helpfulresources.9/25/201910%Structured LearningWeb-Based Training, Instructor-LedTraining, Seminars20%70%University System of Georgia InstitutionSocial LearningGuru Network, Open Lab Sessions,HCM ChallengesExperiential LearningOn-the-Job Assignments, ProblemSolving, Practice, Quick ReferenceGuides, Job Aids, Videos, Workshops9
HCM Transformation rsity System of Georgia Institution10
HCM TRANSFORMATIONOVERVIEW9/25/2019University System of Georgia Institution11
OneUSG Vision9/25/2019All USG institutionswill adopt aconsistentapproach topolicies,procedures, andtechnologyUniversity System of Georgia Institution12
OneUSG ConnectAll USGinstitutions willtransition to anew technologyplatform,OneUSGConnect, tomanage humanresourcesactivities,benefits, andcompensation9/25/2019University System of Georgia Institution13
OneUSG Connect DeploymentCOHORT 1COHORT 2COHORT 3COHORT 4COHORT 5COHORT 6July 2017January 2018April 2018January 2019July 2019Spring 2020 University ofGeorgia AugustaUniversity GeorgiaInstitute ofTechnology Columbus StateUniversity Georgia College &State University Georgia GwinnettCollege GeorgiaSouthwesternState University Valdosta StateUniversity University SystemOffice9/25/2019 Abraham BaldwinAgriculturalCollege /Bainbridge StateCollege Georgia SouthernUniversity /Armstrong StateUniversity Fort Valley StateUniversity Gordon StateCollege Middle GeorgiaState University Albany State University /Dalton State College Atlanta Metropolitan StateCollege 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 GeorgiaUniversity System of Georgia Institution14
Continuous ImprovementCurrent State2020 Go-LiveFuture Optimization Georgia Tech will go live on OneUSG Connect in the Spring of 2020 Biweekly employees will begin recording time in OneUSG Connect inMarch 2020 OneUSG Connect will continue to develop and deploy newfunctionality after Georgia Tech’s go-live9/25/2019University System of Georgia Institution15
Project ScopeOneUSG CONNECT MODULES9/25/2019ADDITIONAL CHANGESCareersWorkforceAdministrationSystem ApprovalsBenefitsPayrollSecurity ChangesSelf-ServiceCommitmentAccountingBusiness ProcessChangesGlobalFaculty EventsPolicy UpdatesTime & Labor /Absence ManagementTime ClocksShared Services forTier 1 SupportUniversity System of Georgia Institution16
Employee Self-Service (ESS)Expanded FunctionalityCURRENT STATEFUTURE STATE Ability to make changes to yourpersonal data (i.e. Direct Deposit, taxinformation, home address, emergencycontact)Current State functionality PLUS: View paychecks* Paycheck Modeler Access Benefits View Compensation History Manage Voluntary Deductions Mobile Friendly Less Paperwork Ability to update Degrees & Certificationswith approval workflow Licenses & Certifications Company Directory (Organizational Chart) Central timekeeping and absencemanagement system**Scope of changes is still being finalized9/25/2019University System of Georgia Institution17
Employee Self-Service Landing PageThe drop down willalso display otherlanding pages suchas: Manager SelfService (MSS) Faculty SelfService (FSS) Time Approver Your view willdepend on yoursecurity/roleassignment9/25/2019University System of Georgia Institution18
Manager Self-Service Landing Page9/25/2019University System of Georgia Institution19
MSS Roles - Manager Employees with direct reports will automatically be assigned with the Manager roleand 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.)9/25/2019University System of Georgia Institution20
Today's culty EventsTime & Labor /Absence ManagementTime ClocksUniversity System of Georgia Institution21
PAYROLL9/25/2019University System of Georgia Institution22
Access to Payroll InformationCurrent9/25/2019University System of Georgia Institution23
Access to Payroll InformationFuture (OneUSG Connect)9/25/2019University System of Georgia Institution24
Understanding Your PaycheckTime taken willbe monetized9/25/2019University System of Georgia Institution25
Voluntary Deductions9/25/2019University System of Georgia Institution26
Shared Services Center (SSC) USG Shared Services Center (SSC) will be responsible forprocessing payroll for all USG institutions Georgia Tech is aligning HR processes with USG requirements In May 2019, the biweekly pay week shifted from Thursday throughWednesday to Sunday through Saturday New processing calendar and deadlines MSS transactions need to be initiated to meet these deadlines Deadlines more stringent9/25/2019University System of Georgia Institution27
Biweekly Payroll Calendar Payroll calendar available thru 2020 Pay dates same Due dates different9/25/2019University System of Georgia Institution28
Monthly Payroll Calendar Payroll calendar available thru 2020 Pay dates same Due dates different9/25/2019University System of Georgia Institution29
HR Lock With OneUSG Connect, the HR Lock feature will allow you to continueentering information during payroll processing Changes will be locked in but information may not appear until nextpayroll9/25/2019University System of Georgia Institution30
Off-Cycle Processing Improved functionality for historical corrections within the system The SSC processes off-cycle checks on a published schedule In the future, off-cycle payments will be direct deposited Conditions for which an off-cycle check can be generated are essentially thesame, but processing time may be different Important to get time and absences approved accurately and on time9/25/2019University System of Georgia Institution31
Questions?9/25/2019University System of Georgia Institution32
TIME AND ABSENCE9/25/2019University System of Georgia Institution33
Interaction of T&L, ABS, and PayrollPAYROLL FORNORTHAMERICAABSENCEMANAGEMENTLoad ApprovedAbsencesDeferred HOL& Comp TimeLoad TL &ABS Hours toPayrollTIME ANDLABOREMPLOYEESCHEDULES9/25/2019University System of Georgia Institution34
What’s Changing? With the exception of GTRI, all employees will use OneUSG Connect to enter timeand request time off, replacing multiple timekeeping systems that currently existon campus Kaba time clocks, the USG standard, will replace the Kronos time clocks As Georgia Tech aligns with USG processing requirements, new timelines andsubmission deadlines will be introduced (bi-weekly pay weeks will remain thesame) The USG Shared Services Center (SSC) will be a primary point of contact forresearching and resolving inquiries related to payroll and time reporting9/25/2019University System of Georgia Institution35
Requesting Time Off Currently: Monthly employees use TimeOut Biweekly employees use the paper request form (on Payroll website) orrely upon word of mouth, email, or departmental system9/25/2019University System of Georgia Institution36
Recording Time and Absences With OneUSG Connect: All employees request absences through ESS Monthly employees only report time not worked (exception hours) Biweekly employees report their time during a biweekly pay period through oneof three ways as determined by department1. Kaba punch2. Webclock punch3. Electronic Timesheet in Time & Labor Managers must approve their employees’ timecards by the deadlines Delegation is a function that will be available when managers are out on leave(limited term assignment)9/25/2019University System of Georgia Institution37
TIME CLOCKS9/25/2019University System of Georgia Institution38
Kaba Clocks If you are using a time clock today, it will be replaced by a Kaba clock1. Scan badge at terminal2. Select appropriate actionicon (e.g., Clock In, Meal Break)3. View confirmation9/25/2019University System of Georgia Institution39
Kaba ClocksAlways checkthat the clockshows OnlineID Reader – tapBuzzcard here9/25/2019University System of Georgia Institution40
Kaba ClocksConfirmations willappear aftertransaction9/25/2019University System of Georgia Institution41
Important BuzzCard Information Employees must have the newerBuzzCard to use the Kaba timeclocks Kaba timeclocks do not use GT IDs Punches are recorded with anemployee’s BuzzCard badge numberusing RFID technology Prior to go-live, timeclock users will need to ensure they have thenewer BuzzCard (blue banner at the top) Departments can request a list from BuzzCard Center of all employeesstill using an older card BuzzCard Center can reissue a new card9/25/2019University System of Georgia Institution42
Questions?9/25/2019University System of Georgia Institution43
CLOSING9/25/2019University System of Georgia Institution44
Today’s Objectives HCM Transformation Program Overview Time & Absence Overview Sneak Peek Questions & Answers Payroll 9/25/2019OverviewUnderstanding Your PaycheckShared ServicesQuestions & AnswersUniversity System of Georgia Institution45
Let’s stay connected!Questions or Feedback? Helpdesk Email:erp.readiness@gatech.edu niversity System of Georgia Institution46
Kaba Clocks If you are using a time clock today, it will be replaced by a Kaba clock 9/25/2019 1. Scan badge at terminal 2. Select appropriate action icon (e.g., Clock In, Meal Break) 3. View confirmation. University System of Georgia Institution 40 Kaba Clocks 9/25/2019 ID Reader - tap Buzzcard here Always check
