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THE ENTERPRISE TRANSFORMATION HCMOneUSG ConnectSpecial Topic WebinarFaculty Data Self-Service02/27/2020University System of Georgia Institution1

Agenda OneUSG Connect Overview Impact to Employees Faculty Data Self-Service Impact to Faculty 10 Month Pay Summer Pay Impact to Managers Manger Self-Service Preparing for OneUSG Connect Questions & Answers02/27/2020University System of Georgia Institution2

Today’s PresentersKara TillmanLeslie SharpOrganizationalReadiness LeadProcess Owner02/27/2020David BamburowskiJehan Hailey-ThomasSelf-Service LeadProcess Owner and ESCMemberUniversity System of Georgia Institution3

Safe HarborThe information delivered within this presentation was publishedon 02/27/2020.This information, while accurate at the time, is subject to change.02/27/2020University System of Georgia Institution4

ONEUSG CONNECTOVERVIEW02/27/2020University System of Georgia Institution5

OneUSG ConnectGeorgia Tech is preparing to transition to thetechnology platform all University System ofGeorgia (USG) institutions will use to manageHuman Resource activities Timekeeping*Leave Management*Payroll & CompensationBenefitsPersonal Information Name, address, phone, etc. Recruiting, Hiring & Onboarding*GTRI employees will continue to use their existing timekeeping system, eTime02/27/2020University System of Georgia Institution6

OneUSG Connect OneUSG Connect goal:Standardize all USG institutionsonto a unified technology platformfor all USG human resourcesactivities Georgia Tech goal:Incorporate Georgia Tech’s uniquerequirements in a way that benefitsall institutions Project scope and timeline arebased on system-wideperspective02/27/2020University System of Georgia Institution7

Transformation at Georgia Tech The transition to OneUSG Connect is more than just a system change; it’s atransformation in the way that we do business at Georgia Tech This will include streamlining and updating our business processes as well asmaking changes to some of our policies and rolesEmployeesView and updatepersonal informationSubmit time and leaverequestsLink to review benefits02/27/2020ManagersApprove time andabsence requestsInitiate employeeactions formerlyhandled by PSFsUniversity System of Georgia InstitutionHR &Faculty AffairsResponsiblefor completeand complianttransactions8

WorkdayIntegrationGlobalPayrollCareersBackground ctPaperlessOnboardingCoreTime Capture &RulesAcademic &Summer PayEDWIntegrationTenure /27/2020Shared R1 RequirementsDirectHireGeorgia Tech RequirementsIntegrating with OneUSG ConnectFlat RateFringe & TuitionRemissionUniversity System of Georgia Institution9

Continuous ImprovementOneUSG Connect will continue to develop and deploy newfunctionality after Georgia Tech’s go-live.Current State2/27/20202020 Go-LiveUniversity System of Georgia InstitutionFuture Optimization10

OneUSG Connect 020Oct2020Nov2020Dec2020Jan2021Campus Info SessionsTestingInstructor-Led Training, Web-BasedTraining, Job Aids, Seminars, etc.Campus TrainingGo LiveOpen LabsDepartment Wellness ChecksCareersPhase 2Faculty(non-GTRI)GTRICareersPhase 32/27/2020University System of Georgia InstitutionStudents CompetitiveHires11

Key DatesDeadline forcampus tosubmit Taleorequisitions toTalentAcquisitionMar 13Mar 6Feb 28Deadline tosubmitcompletedPSFs toGTHRBiweeklyPSFemployeesProcessing begin to enterUnavailabletimeMar 7- 23Onlyemergency HRactions will beentered intoPeopleSoftMar 13Personalinformationbecomesread only inTechworksMar 22Mar 23OneUSGConnectDown @6:00 PMMonthlyEmployeesbegin to enterleave requestsin OneUSGConnectMar 27Apr 1Mar 31Go LiveOneUSGConnectAvailable @7:00 AMApr 1FacultyData SelfServiceAvailableApr 6Careersavailable tocampus forpostingopenings

Key Changes New Timekeeping System – With the exception of GTRI, all faculty,staff, and student employees are moving to OneUSG Connect fortimekeeping Kronos time clocks will be replaced with Kaba clocks Commitment Accounting – Instead of funding at theemployee level, funding is done at the position level Payroll – Processed by the Shared Services Center (SSC), with newstrictly enforced deadlines Careers – New Applicant Tracking System which will be rolled out in phases Faculty Data Self-Service – View rank and tenuredata, degree information and certifications in one place Manager Self-Service – Provides tools to better view and manage team02/27/2020University System of Georgia Institution13

Today's TopicsOneUSG CONNECT MODULES02/27/2020ADDITIONAL CHANGESCareersWorkforceAdministrationSystem ApprovalsBenefitsPayrollSecurity ChangesSelf-ServiceCommitmentAccountingBusiness ProcessChangesGlobalFaculty EventsPolicy UpdatesTime & Labor /Absence ManagementTime ClocksShared Services forTier 1 SupportUniversity System of Georgia Institution14

IMPACT TO EMPLOYEES02/27/2020University System of Georgia Institution15

Impact on EmployeesStarting the week ofMarch 22, employeescan click on the newOneUSG Connect iconto access the newsystem.02/27/2020Money Monday : Organize, Plan and Own Y our FutureStrategic Plan: All Campus Visioning SessionEmploy ees Can Donate Sick Leav eRegistration Now Open f or the Third Annual Georgia TechOrganizational Ef f ectiveness ConferenceUniversity System of Georgia Institution16

Impact on EmployeesOneUSG Connect has a tile-basedinterface, allowing employees to easilyaccess their HR related needs: View and maintain data Personal Information Payroll & Compensation Data Benefits Information Report Time* Request leave* Search and apply for jobs Complete onboarding information View an online employee directory*GTRI will not report time/leave through OneUSG Connect02/27/2020University System of Georgia Institution17

FACULTY DATA SELFSERVICE(FDSS)02/27/2020University System of Georgia Institution18

Faculty Data Self-Service With Faculty Data Self-Service (FDSS), Faculty will be able to view theirrank and tenure data, degree information and certifications in one place Faculty Data Self-Service (FDSS) is given to: 10 month year benefited faculty Part time and temporary faculty 12 month benefited faculty Faculty Affairs will continue to support the recruitment, appointment change,tenure, and promotion needs for faculty Faculty Affairs will approve all faculty related OneUSG Connect transactions02/27/2020University System of Georgia Institution19

Faculty Data Self-ServiceFaculty Data Self-Service (FDSS) will be available April 1. On April 1, Faculty relatedinformation will be viewed here under each tile (where applicable).02/27/2020University System of Georgia Institution20

Faculty Data Self-Service Academic Rank is based on BOR approved titles. Institution Rank is GT specific. This will mirror BOR titles foracademic faculty. Research faculty titles will display here. Change Reason is a pre-set list of reasons for theaction change. Conversion will display for all current faculty andis the action of data migration to OneUSG02/27/2020University System of Georgia Institution21

IMPACT TO FACULTY02/27/2020University System of Georgia Institution22

Changes to 10 Month Faculty PayThe way contract earnings are paid out will change beginning August 2020 Currently, Georgia Tech prorates academic pay. Employees receive ½month pay in August and May and full months' pay from September –April Starting in August 2020, annual earnings will be divided equally eachmonth from August – May02/27/2020University System of Georgia Institution23

Changes to 10 Month Faculty PayExamples of Georgia Tech current monthly calculations being compared to futureOneUSG 1/10 calculations for Year 202002/27/2020CURRENT STATE – GEORGIA TECHAcademic PayTOTALAUG 5,000 5,000AUG 9,000 9,000SEP 10,000 10,000SEP 9,000 9,000OCT 10,000 10,000OCT 9,000 9,000NOV 10,000 10,000NOV 9,000 9,000DEC 10,000 10,000DEC 9,000 9,000JAN 10,000 10,000JAN 9,000 9,000FEB 10,000 10,000FEB 9,000 9,000MAR 10,000 10,000MAR 9,000 9,000APR 10,000 10,000MAY 5,000 5,000APRMAY 9,0009,000 9,0009,000 90,000 90,000 90,000 90,000FUTURE STATE – ONEUSG CONNECTAcademic PayUniversity System of Georgia InstitutionTOTAL24

Changes to Summer PayBelow are examples of Georgia Tech current monthly calculations compared to futureOneUSG 1/10 calculations for Year 2020 with summer pay.CURRENT STATE – GEORGIA TECHAcademicSummerPayPayTOTALAUG 5,000 5,000 10,000SEP 10,000 10,000OCT 10,000 10,000NOV 10,000 10,000DEC 10,000 10,000JAN 10,000 10,000FEB 10,000 10,000MAR 10,000 10,000APR 10,000 10,000MAY 5,000 5,000 10,000JUN 10,000 10,000JUL 10,000 10,000 120,000FUTURE STATE – ONEUSG CONNECTAcademicSummerPayPayTOTALAUG 9,000 6,000 15,000SEP 9,000 9,000OCT 9,000 9,000NOV 9,000 9,000DEC 9,000 9,000JAN 9,000 9,000FEB 9,000 9,000MAR 9,000 9,000APR 9,000 9,000MAY 9,000 6,000 15,000JUN 9,000 9,000JUL 9,000 9,000 120,000Calculate your pay here: http://bit.ly/academic pay compare. Please noteyou must be on VPN to access.02/27/2020University System of Georgia Institution25

IMPACT TO MANAGERS02/27/2020University System of Georgia Institution26

Manager Self-Service Anyone with one or more direct reports is a manager in OneUSG Connect andwill have access to Manager Self-Service (MSS) Through MSS a manager can see their direct reports and data specific to thoseemployees: Includes: compensation and leave balances, personal information (email, phone numbers,emergency contact) Excludes: personally identifiable information such as Social Security numbers and gender MSS also allows managers to: Approve time reports and absence requests for their own direct reports Manage Time and Absence Approvers Initiate transactions for their direct reports or positions that report to them(excludes express direct retro (EDR) and Summer Pay workflow transactions)02/27/2020University System of Georgia Institution27

Manager Self-ServiceExpectation: If you are a Manager (someone with direct reports) it isexpected that you perform transactions, and approve time, for your directreports unless it is inappropriate (e.g., you do not actually see your directreports such that you could verify their time, you have a large number of directreports, you have a chief of staff who does this for you) for you to do so.02/27/2020University System of Georgia Institution28

PREPARING FORONEUSG CONNECT2/27/2020University System of Georgia Institution29

USG Shared Services The Shared Services Center (SSC) in Sandersville, GA supports all USGinstitutions, and will be the first point of contact for support. Georgia Tech resources will work in collaboration with the SSC to provide additionalsupport for our campus community Examples include: Why is this amount coming out of my paycheck? Why am I getting this OneUSG Connect system error? The SSC will run payroll for all USG institutions Georgia Tech’s Payroll team will have a different role in managing the payroll process As part of the move to OneUSG Connect, Georgia Tech must adhere to USG payrollschedules and deadlines2/27/2020University System of Georgia Institution30

GTHR Support & Services GTHR will continue to supporteveryone at Georgia Tech Beginning March 23, foranyone who walks into orcalls GTHR, a member of ourteam will guide you throughthe OneUSG Connect system Utilize GTHR lobby computersand iPads2/27/2020University System of Georgia Institution31

Change Agents2/27/2020University System of Georgia Institution32

Website Resources2/27/2020University System of Georgia Institution33

Types of TrainingDelivery MethodOverviewInstructor-Led Training (ILT)Live, face-to-face session in a classroom setting. Ability toask questions and complete hands on activitiesWebinarLive, virtual session with opportunities to ask questions viachatSeminarLive, face-to-face session in an auditorium/large classroomwith opportunities to ask questionsWeb-Based Training (WBT)Pre-recorded, narrated presentation which mayinclude demonstrations and hands on exercisesJob AidsStep-by-step instructions on how to complete specifictransactions2/27/2020University System of Georgia Institution34

Training University System of Georgia Institution35