human capital management implementation project sign-off · human capital management implementation...

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Human Capital Management Implementation

Project Sign-Off

GeorgiaFirst (PeopleSoft Financials)

Tuesday, May 31, 2016

(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

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Table of Contents1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DI!GR!M PROVIDING “THE BIG PICTURE”

PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS PURPOSE A. Defines scope of the core implementation, based on the related

business process and practitioner community B. Serves as a “common denominator” for design, development,

testing and training documentation PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams – Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and “hand-offs” within a business process B. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY PURPOSE A. Presents changes to business policies and procedures, resulting

from the implementation B. Serves as the basis for the communication plan, “delta training”

and other change management initiatives PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training

Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY PURPOSE A. Outlines issues which impact design, development, project

scope and go-live dates

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Table of ContentsB. Presents potential solutions and documents the approach

recommended by the project team C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A. Lists major tasks within a business process and denotes the task practitioner

B. Serves as the basis for defining the scope of user acceptance testing and practitioner training

C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing Practitioners, Communication Team, Training Team, Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the related business process

B. Serves as a “common denominator” for design, development, testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

ii

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Table of Contents8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT PURPOSE A. Identifies custom tables, pages, interfaces and other objects

required to fulfill approved business requirements for each related business process

B. Serves as a “common denominator” between the requirements gathering and design/development efforts

C. Groups different types of modification elements (tables, pages, etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED

REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering and design/development efforts

B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES AND PROCEDURES

PURPOSE A. Identifies user groups impacts by future state functionality B. Serves as the basis for pre- and post-go-live communication C. Serves as the basis for “delta” training

PRIMARY USERS Communication Team, Training Team, Practitioners

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Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A. Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B. Serves as the basis for employee and manager self-service training deliverables

C. Identifies affected user groups by security role PRIMARY USERS Training Team, Practitioners

APPENDIX – Job Aids

iv

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Financials Integration C

omm

itm

ent

Acc

ount

ing

Geo

rgia

Fir

stG

ener

al L

edge

r H

uman

Res

ourc

es

Geo

rgia

Firs

tA

cco

unts

Pay

able

&

Expe

nses

Geo

rgia

Firs

tB

udge

t Pr

ep

Phase

Chartfields Combination

Codes

HR Accounting Line

Personal Services

Accounting (PERS_SERV_BOR)

Positions

Department Budget

(Funding)

Batch Vouchers

Vendor

Personal Data Banking (Direct

Deposit)

Vendor

Department Budget

(Funding)

Chartfields Combination

Codes

HR Accounting Line

Personal Services

Accounting (PERS_SERV_BO R)

Batch Vouchers

Banking (Direct

Deposit)

Personal Data

Positions

Target Source

(Data Owner)

Bi-Directional (Shared

Ownership)

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Funds Transfer

Budget Prep Process

Benefits Recon Process

PS Human Resources

PS Payroll for North

America

Vendor Payments Process

(Pay Benefit Providers)

Georgia FIRST Financials General Ledger

Commitment Control Accounts Payable Common Remitter Travel and Expense

Budget Prep Benefits Reconciliation

Chartfields Combination Codes

Job Data

Common Remitter Process

(Process TSA & Retirement)

PeopleSoft Financials HCM Related Data Flow Inputs and Outputs

Outstanding Decisions: Pay Benefit Providers based

upon withholding versus enrollment

Retiree Processing Single vs. Multiple Deduction

Codes (Fit)

HCM Commitment Accounting

Position & Compensation

Payroll – Actuals Payroll – Encumbrances

Vendor Vouchers

Positive Pay

Bank Reconciliation

Process

Banner Leave of Absence

Benefit Billing

COBRA & Retiree Billing/Receipts

Process

Employee Bank Info

PS Base Benefits

Benefit Enrollment

Payroll Payments

Bank Statements

Cleared Bank Transactions

Budgetary Reports (BCR)

Annual Financial Report (AFR)

Financials Data Mart

A

A

B

B

TIGA (Continuous

Audit)

AP Payments

Benefits Enrollment Recon Data

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HCM Business Process Listing HCM-003-BPR

GeorgiaFirst (PeopleSoft Financials) Process Name Track Only?

BP101 - Budget Prep Export from HCM to FIN No

BP201 - Budget Prep Export from HCM for GSU No

FN101 - Combo Code (Payroll Account Distribution Code) Creation and Maintenance No

FN102 - Chartfield Maintenance No

FN103 - (980 Only) Process Payments to HCM Providers No

FN104 - (980 Only) FIN Vendor Maintenance (Benefits / Retirement / Tax/Payroll Deduction) No

FN105 - (980 Only) Bank Reconciliation HCM AP Account No

FN106 - TIGA (Continuous Audit) Reporting (FIN) No

FN107 - (980 Only) Benefits Reconciliation No

FN108R - Common Remitter RET (TRS//ERS/GDCP) No

FN109 - (980 Only) Banking Changes (HCM AP Acct) No

FN110 - (980 Only) General Ledger Integration HCM AP No

FN111 - Common Remitter TSA (403(b)/457) No

FN112 - General Ledger Integration (HCM) No

FN117 - Monitor Personal Services Budget Balances No

FN118 - (980 Only) Table Setup and Maintenance No

FN119 - (980 Only) Open Close Periods for 9800P No

FN120 - (980 Only) Voiding/Stopping HCM AP Payments No

FN121 - HCM Integration with FIN Expenses No

FN122 - HCM to FIN Reconciliaiton No

FN126 - FIN Suspense Budget Analysis No

FN127 - Zero Personal Services (FIN) Yes

FN128 - Pers_Serv_BOR (PSB) Integration No

FN130 - LOA Benefits Billing to GL No

FN132 - Retiree Benefits Billing No

FN180O - Common Remitter ORP No

FN200 - Load 3rd Party COBRA Billing and Payments No

FN500 - Administer Financials Security Yes

FN600 - Ad Hoc Reporting No

Tuesday, July 12, 2016 Page 1 of 2

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HCM Business Process Listing HCM-003-BPR

End of Report


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FN101 ‐ Combo Code (Payroll Account Distribution Code) Creation and Maintenance IN

STI

TUTI

ON

BOR

_GL_

PR_A

CC

TDIS

T

Inst

itutio

nBO

R_K

K_

BU

DG

ET_

EN

TRY

INS

TITU

TIO

NBO

R_GL_PR

_ACC

TDIST_CR

updated 5‐24‐2016

Start Does combo

code currently exist?

Errors? Add new

combo code

Enter a Budget

Reference

Combo Code sent to HCM

CA104 Combo Code

Maint.

Update combo code

(Make Active)

Correct combo code

One or more

rows are edited

NO

YES

Follow best practices? YES

NO

Enter valid chartfield and descr

info

NO

YES

Budget Exist? Notify budget officeNO

Enter budget No Additional budget action

needed

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TitleJuly 8, 2016

Page 11 of 234

Page 1

FN102 - CHARTFIELD MAINTENANCE IN

STI

TUTI

ON

BO

R_G

L_C

HA

RTF

IELD

S

ITS

GA

Firs

tB

OR

_GL_

CH

AR

TFIE

LDS

USO

FISCAL

AFFAIRS

ITS

Call Ce

nter

oneusg 4-4-16

Start Identify the

need for a new chartfield

Internal approval process

Chartfield entered

EndFN 101 Create a new combo code

Personal Services?

YES

Chartfield entered

Email confirming

creation of new SHARE

chartfield

Acknowledge receipt of request

Approve?

Notifies institution of

denial

NO

SHARE CF?

Email request to establish new SHARE

chartfield

YES

YES

Ticket issued for new request

Review Request

Run Combo Build

NO

Project? Run Project Sync

In Grant Allocation

Tree?

Add to Tree BOR_FN_TREE_

MGR YES

YES

NO

NO

No

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TitleJune 28, 2016

_

Impacted By Benefits OutsourcingFN103 – (980 Only) PROCESS PAYMENTS FOR HCM VENDORS Page 12 of 234

Updated 06-21-16 SSC

Mon

ey M

ovem

ent T

eam

BOR_

AP_V

OUCH

ER_P

RC

Voucher Build

CA111 Process Vendor

Payments Budget Check Voucher Post

Voucher Unpost

Close Voucher FN110

GL Integration

SSC

Mon

ey M

ovem

ent T

eam

BOR_

AP_C

RTE PM

NTS_P

RC Select

Vouchers for Payment

Create/Notify Trial Register

Notify USO Ready for Approval

Print Checks

Mail Checks

Generate vendor

supporting Report

Process ACH/ Wires

Process Positive Pay

File

Send supporting documentation to

vendor

Payment Post

SSC

Mon

eyMovem

ent

WF CE

O

Upload file to Bank

USO

Controller

BOR_

AP_P

AYCY

CLE_A

PPRO

VE

Review Trial Register

Approve Paycycle

Notify SSC MM of approval

Page 1

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Page 13 of 234

Page 1

FN104 – (980 Only) VENDOR MAINTENANCE (Benefits/Retirement/Tax/General Deduction) Impacted By Benefits OutsourcingSH

ARED

SER

VIC

ES

Sup

plie

r Tea

mB

OR

_PO

_VE

ND

OR

S_M

AIN

T

SS

CS

uppl

ier T

eam

HC

M V

iew

USO

Controller

Updated 6-21-16

Start

Receive Approved Vendor Request (Benefit/ General

Deduction Provider)

Add Vendor FIN PRD

Vendor Sync

(Automatic)

Vendor Inquiry (Confirm

vendor loaded) End

Duplicate Vendor Search

Vendor Exist with correct HCM Class?

NO

Update the existing vendor (if necessary)

Add a new location for the existing vendor (if necessary)

YES

HCM Vendor Load

Request for Reverse Wire?

No

Approve/Deny Reverse Wire

Request

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Impacted By Benefits OutsourcingFN105 ‐ BANK RECONCILIATION (980 HCM AP ACCOUNT) USO

Busin

ess S

vcs

BO

R_B

ANK

_PR

OC

ESS

ING

USO

Busin

ess S

ervices

BOR_

GL_INQUIRY

SSC

Mon

ey M

ovem

ent

BOR_

AP_INQUIR

Wells Fargo

Updated 05-26-16

Cleared payment

file (ACH, Checks)

Retrieve Recon

file

Run Bank

Recon

Review Recon Results

YES

Run Query to pull GL activity

for HCM AP cash account

Identify GL deposit activity

Compare GL deposit activity to Bank deposit

activity

Prepare listing of reconciling deposit items

Prepare listing of reconciled

items

Compute adjusted bank balance and adjusted GL

balance

Reconcile adjusted bank balance to

adjusted GL balance.

Provide reconciling items needing

action to appropriate parties

End

Retrieve Bank

deposit activity

Research payment issues

Exceptions? NO

Force exceptions to reconcile, as applicable

Start

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TitleJuly 8, 2016

Page 15 of 234

FN106 - TIGA (Continuous Audit) Reporting Updated 07-08-16

Inst

itutio

nPa

yrol

l Offi

ce

Start Verify Payroll

Journals Posted

Lad Payroll

for TIGA

Edit TIGA

Run and Review TIGA

ReportsTIGA Summary

ReportTIGA Detail

Report

Edits?

Correction

Yes

No

Complile Reconciling

Item List

Recon Item

Annual

Balance?

Research, Reconciling Item

or Correction Needed.

No

Yes Annual or Quarterly?

Qtr

End

Inst

itutio

nA

P/A

ccou

ntin

g O

ffice

Click Flag-Export Salaries to Financials

Create Travel Errors Report

(ContA)

Research and

Correct

Updates TIGA table Errors?

Create Salary and Travel

Report

Yes, Travel

Errors?

No

Yes Salaries

Create Files for

submission

Submit to DOAA

ITS

GA FIRST

Reset Flag

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Impacted By Benefits OutsourcingFN107 – (980 Only) BENEFITS AND PAYROLL LIABILITIES RECONCILIATION

updated 06-28-16 Institu

tion

This is version if we pay based upon enrollment at time of

payroll processing (withholding)

Review reconciling items and make

necessary corrections in next payroll

processing cycle

FN112 GL

Integration

SSC

Bene

fits R

econ

ciliatio

n Team

Run Enrollment Detail Report

(025 RPT)

Load enrollment data

in 980 PSB

Run recon query by

institution by deduction code

Review GL Activity in USO OneHCM Agency Accounts for non-HCM

activity

Provide copy of reconciling items

to Institution and to USO Bus. Svcs.

Identify any reconciling items from non-HCM

activity

Review Institution’s GL activity for non-

HCM activity and net zero activity


activity

Verify HCM GL JE’s are posted for payperiod

Verify HCM AP Vouchers JE’s

have been posted

FN110 AP GL

Integration

Start

USO

Controller

Approve Reconciliation


necessary corrections

FN112 GL

Integration End

Page 1

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TitleJune 28, 2016

FN107 – (980 Only) BENEFITS AND PAYROLL LIABILITIES RECONCILIATION Institu

tion

SSC

Bene

fits R

econ

ciliatio

n Team

USO

Busin

ess S

ervices

updated 06-28-16

Run recon query by

institution by deduction code

Review GL Activity in USO OneHCM Agency Accounts for non-HCM

activity

Provide copy of reconciling items

to Institution and to USO Bus. Svcs.

This is version if we pay based upon enrollment on one

specific date

Review reconciling items and make necessary corrections

in next payroll processing cycle

Approve Reconciliation


necessary corrections


activity

Review Institution’s GL activity for non-

HCM activity and net zero activity


activity

Verify HCM GL JE’s are posted for payperiod

Verify HCM AP Vouchers JE’s

have been posted

FN112 GL

Integration

FN110 AP GL

Integration

FN112 GL

Integration

Start

End

Page 17 of 234

Impacted By Benefits Outsourcing

Page 2

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Impacted By Benefits OutsourcingFN108 ‐ COMMON REMITTER – ORP (After Each Payroll) SSC

Common

Rem

itter

Team

BOR_

CR_SSC

Institu

tion

BOR_

CR_U

SER

SSC

Accoun

ting Team

BOR_

CR_??

ITS

GA FIRST

BOR_

CR_SUPP

ORT

Updated 05/24/2016

Calculate Savings & Retirement Complete PY003

Run ORP Provider Work

Table Load

Notify Institutions to begin Reconciliation

Process

Run Work Table Errors

Research and Validate Errors

Process Adjustments and

Validations

Retirement Audit Queries

Run Fidelity, VALIC and TIAA-

CREF Final Extracts

Contribution Data Files

Summary Files

Run Create Accounting Entries

Savings & Retirement Mapped to

PS Fin

Create Common Remitter Folders

Run CR ORP Retirement

Query

ORP Retirement Reconcili‐ation

Notify Institution Prior to Final

Extract Pending/Error

Rows?

No

YES

ORP Files to FTP

Create Preliminary ORP Retirement

Invoice

Verify ORP

Invoice

Notification to Money Movement & Accounting Team

FN112 GL

Integration

RET pg. 2

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Impacted By Benefits OutsourcingFN108 ‐ COMMON REMITTER – ORP (After Each Payroll) SSC

Common

Rem

itter

Team

BOR_

CR_SSC

3 rd Party Re

tirem

ent S

ervices V

endo

r Updated 05/24/2016

RET pg.1

Notice of Good Order Sent

Upload Fidelity File

Create Fidelity Service Request to

Fund

Upload Consolidated VALIC File

Are Any Files in Error?

Correct Errors

Verify all ORP Vendors Ready to

Fund

Email Money Movement Team to Fund ORP Vendors

WF102 Fund Ret. CR Accounts

Fidelity Processes

Files Funds Employee

Account

VALIC Processes Data File

TIAA‐CREF Processes

Data Yes No

TIAA‐CREF File Transfer Process

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TitleJune 28, 2016

Page 20 of 234


Page 1

FN108R ‐ COMMON REMITTER RET – TRS, ERS, GDCP (End of Month) SSC

Common

Rem

itter

Team

BOR_

CR_SSC

Institu

tion

BOR_

CR_U

SER

SSC

Accoun

ting Team

BOR_

CR_??

ITS

GA FIRST

BOR_

CR_SUPP

ORT

Updated 06/28/16

Calculate Savings & Retirement Complete PY003

Run TRS, ERS Provider Work

Table Load

Notify Institutions to begin Reconciliation

Process

Run TRS, ERS Work Table Errors

Research and Validate Errors

Process Adjustments and

Validations

Retirement Audit Queries

Run TRS & ERS Final Extracts

Contribution Data Files

Summary Files



PS Fin


Run CR Retirement

Query

Retirement Reconciliation

Notify Institution Prior to Final Extract Pending/Error

Rows?

No

YES

RET Files to FTP

Create Preliminary Retirement Invoice

TRS/ERS Correction Invoices Processed

Verification of Invoice (2nd

person)


FN112 GL

Integration

Pg. 2

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TitleJune 28, 2016

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Impacted By Benefits OutsourcingFN108 ‐ COMMON REMITTER – RET (TRS, ERS End of Month) SSC

Common

Rem

itter

Team

BOR_

CR_SSC

3 rd Party Re

tirem

ent

Vend

or

Updated 06/28/2016

Pg.1 Run ERS Summaries Run TRS Summaries

Upload Consolidated ERS File

Email Money Movement Team to

Fund TRS

Verify & File ERS/GDCP Summaries (2nd person)

Email Money Movement Team

that ERS/GDCP ACHs will process

Funds Employee Account

Notification to TRS Institution Totals

ERS/GDCP Processes Data File

TRS Processes Data Files

Enter ERS & GDCP Summaries

Enter TRS Summaries

Verify and File TRS

Summaries (2nd person)

WF102 Fund CR RET

Page 2

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TitleJune 21, 2016

Page 22 of 234

Impacted By Benefits OutsourcingFN109 – (980 Only) BANKING CHANGES (HCM AP ACCOUNT) U

SO

Fisc

al A

ffairs

(No

Spe

cific

Rol

e)

ITS

Geo

rgia

Firs

tB

OR

_BA

NK

_SE

TUP

USO

Busin

ess S

ervices

BOR_

BANK_

PROCE

SSING

ITS

GA FIRST

DBA/De

velopm

ent

Updated 6-21-16

Start

End

Selection of new bank

Configure new bank and

account in PS FIN

Develop new EFT/ACH payment mapping

Develop new bank

reconciliation import map

Conduct testing

(Work with ITS to resolve issues)

Validate and finalize testing

Migrate new bank setup to

production

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B

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TitleJune 21, 2016

Page 24 of 234

Page 1

Impacted By Benefits OutsourcingFN110 ‐ GENERAL LEDGER INTEGRATION (AP) SSC

Mon

ey M

ovem

ent

BOR_

GL_PR

OCE

SSING

ITS

Batch Sche

duler

BOR_

GL_JOURN

AL_G

ENER

ATION

SSC

Mon

ey M

ovem

ent

BOR_

GL_JOURN

AL_ENTR

Y

ITS

Batch Sche

duler

BOR_

GL_PR

OCE

SSING

ITS

Batch Sche

duler

BOR_

GL_JOURN

AL_P

OSTING

Updated 6‐21‐16

FN103 Process Payments to HCM Providers

Journal Generation

Research Issue to resolution

Transactions posted in GL

Monitor Batch Process Results

Journal Edit

Budget Check

Journal Post

Errors Exist

Yes

No

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TitleJune 28, 2016

Page 25 of 234

Page 1

Impacted By Benefits OutsourcingFN111 ‐ COMMON REMITTER ‐ TSA SSC

Retirem

ent C

ommon

Rem

itter

Team

BOR_

CR_SSC

Institu

tion

BOR_

CR_U

SER

SSC

Accoun

ting Team

BOR_

CR_??

ITS

GA FIRST

BOR_

CR_SUPP

ORT

SSC

Mon

eyMovem

ent W

FCE

O

Updated 06‐28‐16

PY003 Calculate Savings & Retirment complete

Run TSA Work Table Load

Notify Institutions to begin

Reconciliation Process

Run Combined 403b & 457 Query

Adjustments Needed

Process Add/ Delete

Adjustment

Yes



PS Fin


Run CR TSA Net Positive

Query

TSA

Reconciliation

Process Final Extract

TSA Files to FTP

FTP Files to Retirement Manager

Files Processed Successfully


Yes

FN112 GL

Integration

Run TSA Work Net Positive Data

Run TSA Work Negative Data

Submit Add/Delete Form

No

Demographic Data File

Contribution Data File

Summary File Correct Files

No

WF102 Fund CR

TSAs

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TitleJune 28, 2016

Page 1

FN112 ‐ GENERAL LEDGER INTEGRATION (HCM) INSTITUTION/U

SOBO

R_GL_JOURN

AL_G

ENER

ATION

INSTITUTION/

USO

BOR_

GL_JOURN

AL_ENTR

Y

INSTITUTION/U

SOBO

R_GL_JOURN

AL_P

OSTING

INSTITUTION/U

SOBO

R_GL_PR

OCE

SSING

Updated 6‐28‐16

Journal Generation

Research Issue to resolution

End

Journal Edit Budget Check

Errors Exist?

Journal Post

YES

General Ledger

FIN HR_ACCTNG_LN Populated with

Journal Information

CA112 Money

Movement

Accounting Entries Ready

for Journal Generation

CA110 GL Interface

Originate in HCM?

CA110 GL Interface

Errors Exist?

NO

Errors Exist?

Errors Exist?

NO

YES

YES

YES

NO

YES NO

FIN HR_ACCTNG_LN NOT Populated

NO

Verify Counts received from

HCM Reconcile?

CA110 GL Interface

YES NO

Verify JE agrees to invoice received

(MM101.03)

Reconcile?

No

CA112 Money

Movement

Yes

CA108 Encumbrance

Projection

Page 26 of 234

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CA108

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TitleJune 28, 2016

Page 28 of 234

FN117 MONITOR PERSONAL SERVICES BUDGET BALANCES INSTITUTION

BOR_

KK_R

EPORT

S INSTITUTION

BOR CA

Analyst

I Updated 06‐21‐16

Run HCM Budget Actuals Query Start

Run APPROP Query Run ORG Query Reconcile Budget Actuals to APPROP Reconcile Budget Actuals to ORG Agree? Yes Agree?

EndYes

Review GL activity for nonHCM items

Does non HCM activity equal differences

No

Yes

Notify SSC Accounting of difference.

Identify corrections needed, if any, for reconciling items.

No

Review HCM Budget Actuals for

Identification of needed budget amendments

Page 1

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TitleJune 21, 2016

FN118 – (980 Only) TABLE SETUP AND MAINTENANCE (Locations, Terms, etc) SS

CBO

R_FN

_CONFIG_SETUP_

VW

ITS

Geo

rgia

First

BOR_

FN_C

ONFIG_SETUP

Updated 6-21-16

Start End

Identify need for a new field

value or change to an

existing effective dated

value

Approval requested and

received for field

Submit request to ITS

Review request for new value/

update

Field Value added/updated

in PS

Notification that field update/ addition complete

Confirms data has been

added and continues

processing in PS

Page 29 of 234

Page 1

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TitleJune 21, 2016

FN119 – (980 Only) OPEN CLOSE PERIODS FOR 9800P SH

ARED

SER

VICE

SBO

R_AP

_VOUCH

ER_PRC

SHAR

ED SER

VICE

SBO

R_AP

_CRT

E_PM

NTS_M

AINT

SHAR

ED SER

VICE

SBO

R_GL_JOURN

AL_G

ENER

ATION

USO

Busin

ess S

vcs

BOR_

GL_MAINT_LEDG

_CLO

SE

USO

Busin

ess S

vcs

BOR_

GL_INQUIRE

Updated 6-21-16

Start End

Run reports validating open payables and vouchers in

error

Process transactions

that need to be included in the current month

Processing Vouchers

Processing Payments

General Ledger

Integration -AP

Close the current period

for APBU 9800P

Notify SSC that the current

period is closed

Receives notification of closed period

Validates processing of

new transactions

are to the new accounting

period

Validate all JEs have

posted

Page 30 of 234


Page 1

DRAF

T

TitleJune 21, 2016

Impacted By Benefits OutsourcingFN120 – (980 Only) Voiding/Stopping HCM AP Payments Page 31 of 234

Updated 06-21-16

SSC

Mon

ey M

ovem

ent T

eam

BOR_

AP_C

RTE_PM

NTS_M

AINT

Review vendor info to determine payment status.

Receive vendor inquiry about a

payment

ACH reject notice from Wells

Fargo

If payment made, review to

determine if payment has cleared bank.

Review banking documentation to determine error.

Correct banking information

Determine payment is to

be Voided/ Stopped

Payment Cancellation

in PSFIN

End

Payment Reissued?

NO

YES

FN111 Processing Payments

FN 114 Paycycle Processing

SSC

Mon

ey M

ovem

ent

Team

Wells Fargo CE

O

Enter stop payment

Page 1

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T

TitleJune 21, 2016

Page 32 of 234

FN121 - HCM INTEGRATION WITH EXPENSES Updated 6-21-16

INS

TITU

TIO

NH

CM

BO

R C

A A

dmin

S

ESS: Employee

Bank Account Change

Integration Broker

Run HCM report of updates/ additions

Identify data not sent and

resend

NO

INS

TITU

TIO

NFI

N: T

&E

BOR

_EX_

ADM

IN Bank account

Information for the employee

is loaded/ updated

Run FIN report of updates/ additions

Compare FIN and HCM

Report

End

Correct?

YES

Page 1

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of 234

B

DRAF

T

TitleJune 21, 2016

Page 34 of 234

FN122 HCM to FIN Reconciliation

Updated 6‐21‐16

INSTITUTION

Accoun

ting

In HCM

Run HCM PSB Query by Account Start

INSTITUTION

Accoun

ting

In FIN

Run GL Trial Balance

Review GL activity for nonHCM items

Does non HCM activity equal differences

No

No

Agree?

Yes

Research difference, consult with SSC Accounting or ITS

GAFIRST

Yes

Corrections needed

Maintain List of Reconciling Items and any supporting documentation

Yes

No

End

Notify payroll or GL of corrections

needed.

Page 1

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TitleJune 21, 2016

‐ ‐

Page 35 of 234

FN126 SUSPENSE BUDGET ANALYSIS Updated 6 21 16

INSTITUTION

Budget

BOR_

GL_RE

PORT

S Run GL Activity Report

for account 599999

Start Review activity to determine

reason

Determine action needed

to resolve issue

Communicate needed action to appropriate

office

CA114D or CA114B

Retro Distributions

Page 1

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T

TitleJune 28, 2016

Page 36 of 234

FN127 ‐ PSFIN Zero Personal Services Encumbrances

ITS

GA

FIR

ST

BO

R_G

L_P

AY

_IN

TER

FAC

E

Institu

tion

BOR_

GL_PR

OCE

SSING

Updated 06‐28‐16

Run Zero PS

CA 108 Enc

Projection

Call Jgen,Edit,Post

Start Error in process?

Research and

correct

Yes

Validation of zero

encumbrances

No

Errors? No

Yes

Page 1

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T

TitleJune 21, 2016

Page 37 of 234

FN128 ‐ PER SERV BOR (PSB) INTEGRATION Institu

tion

HCM

BOR CA

Analyst

I

Institu

tion

FIN

BOR_

GL_JOURN

AL_ENTR

Y Updated 6‐21‐16

HCM PSB populated with

JE info by JGEN process

PSB information received by

FIN

Run FIN report identifying

rows received

All rows received? End

Notify HCM of missing rows

Research missing rows to resoluction

HCM PSB Data sent to

FIN

No

Yes FN112 General

Ledger Integration - HCM

Journal Deleted

HR ACCTNG LINE updated

removing journal info

Lines go through JGEN

again?

Yes No

Yes

Run HCM report

identifying rows sent

No

Page 1

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TitleJune 28, 2016

Page 38 of 234


Page 1

FN130 LOA Billing SSC

Accoun

ting

HCM

Institu

tion

Accoun

ting/Bu

rsar

Institu

tion

HR/BN

Employee

SSC

Mon

eyMovem

ent

Updated 06/28/16

Create Banner LOA Billing File

Notify institutions that BNR file is

available

GAFIRST GL JE

Processing

Create LOA Billing Table

HR045 LOA

Processing

BN300: BN330

Man Events-Non ESS

Start Monthly Process

Upload Banner Detail File ZSRINLD

Institution AR Billing Process

Institution Banner GL

Process

Receive Invoice Pay Institution

for LOA Benefits

Receive Payment

Apply Payment to EE BNR

Account

Banner Payment and

GL Processing

Create LOA MM JE

Verify Bank File agrees to Invoice

Upload File to WF CEO

Verify LOA MM JE agree to

Invoice

Notify Institution that LOA MM JE is

ready

Receive LOA MM Invoice

Reconcile Invoice with JE

AM004 Man Ext Abs

Create LOA Invoice

Send LOA MM Invoice to

Institution and to SSC MM

Create LOA Billing Accounting Entries

Notify institutions that JE is available

Create LOA MM Bank File

Create AP Voucher

FN103 Process Vendor Pymt

Verify funds received agrees

to Invoice

DRAF

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TitleJune 21, 2016

‐ ‐

Page 39 of 234

Impacted By Benefits OutsourcingFN200 Load 3rd Party COBRA Billing SSC

Accoun

ting

ITS

GAF

IRST

Institu

tion

Accoun

ting

Updated 6 21 16

Receive files from 3rd Party

Vendor

Load files into PSFIN

Start

Notify institutions that

files are available

Create Accounting

Entries

GAFIRST GL JE

Processing Access TPV

reports to monitor AR

End

Page 1

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TitleJune 21, 2016

Page 40 of 234

FN500 - ADMINISTER FINANCIALS SECURITY IN

STI

TUTI

ON

Sec

urity

Adm

inis

trato

rB

OR

_LO

CA

L_S

EC

_AD

MIN

FIN

AN

CIA

LS U

SER

(No

spec

ific

role

)

Updated 6-21-16

Start

End

Receive security

access request

Validate approval granted

Grant user access to

Modules/Roles identified in the

request form

Grant user access to BUs identified in the

request form

Logs into PS and confirms

access

Access Correct?

Begin using PSYES

Grant user row level security

access requested

Establish User Preferences

Grant user approval

access as requested

Notify user that access has

been established

Identifies and resolves

security issue

NO

Page 1

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B

DRAF

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TitleJune 28, 2016

FN600 ‐ AD HOC REPORTING Page 42 of 234

Updated 6-28-16

INSTITUTION

Financial A

nalyst

Start

Run Budget Status Report

Run Grant Progress Report

Run Balance Sheet by Fund

Run Trial Balance

Run Surplus/Deficit Report

Run Revenue

End

Summary Report

Run Profit & Loss Statement

Run Ledger Activity Report

Page 1

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HCM Business Process Fact Sheet HCM-002-BPR

GeorgiaFirst (PeopleSoft Financials) Business Process: BP101 - Budget Prep Export from HCM to FIN

Functionality Changes: 1. There will no longer be a file upload to FIN from HR/PAY 2. There will be a database link between HCM and FIN. 3. There will be new validation reports for functional users.

Ownership Changes: 1. None.

Issues Not Addressed: 1. None.

Issues Addressed: 1. Missing validation reports (HCM & FIN) have been created.

Policy Changes: 1. None.

Business Procedures Impacted:1. None.

Conversion Approach: 1. None.

Historical Data Approach: 1. None.

New Forms: 1. None.

New Approvals: 1. None.


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GeorgiaFirst (PeopleSoft Financials) Business Process: BP201 - Budget Prep Export from HCM for GSU

Functionality Changes: 1. To be determined.

Ownership Changes: 1. None

Issues Not Addressed: 1. None

Issues Addressed: 1. GSU does not utilize GAFIRST.

Policy Changes: 1. None

Business Procedures Impacted:1. None

Conversion Approach: 1. None

Historical Data Approach: 1. None

New Forms: 1. None

New Approvals: 1. None


DRAF

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN101 - Combo Code (Payroll Account Distribution Code) Creation and

Maintenance

Functionality Changes: 1. Combo code is the same as current payroll account distribution code. 2. One to one ralationship between combo code name and full chartstring. One combo code should represent one full chartstring and one full chartstring should only have one combo code. 3. Combo code is messaged to HCM in near real time.



Issues Addressed: 1. If institution elects to NOT follow recommendation to have a one to one relationship between combo code and full chart string, the institution must implement addtional procedures for making GL distribution corrections and encumbrance corrections. The instituion should be aware that addtional issues may also occur.

2. Use 1/1/1901 or beginning of fiscal year as the effective date unless NOT following best practice.


Business Procedures Impacted:1. BPM 5.7.2 Combo Codes: General Ledger Accounting Chartstring

Conversion Approach: 1. Current combo codes will be messaged. 2. Duplicate combo codes will be identifed and must be addressed prior to conversion.


New Forms: 1. None



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GeorgiaFirst (PeopleSoft Financials) Business Process: FN102 - Chartfield Maintenance

Functionality Changes: 1. Chartfields are messaged to HCM in near real time. 2. HCM uses project end date as the funding end date on the HCM department budget table which impacts employees paid from projects/grants. 3. Project end date is messaged to HCM in near real time.



Issues Addressed: 1. Departments will be maintained in HCM and in FIN to allow for correct organizational charts to be produced within HCM and correct cost centers to be utilized in FIN.





New Forms: 1. None



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GeorgiaFirst (PeopleSoft Financials) Business Process: FN103 - (980 Only) Process Payments to HCM Providers

Functionality Changes: 1. Payment of HCM related vendors will made by SSC instead of by institutions. 2. HCM AP interface functionality will be implemented to create vendor payments based on enrollment (health and welfare) and withholding (all other deductions) for USO. 3. Separate AP business unit will be utilized by SSC for the HCM related vendor payments. 4. Accounting for payment of vendors who initiate reverse wires will be handled by coding the vendor as a manual check vendor. 5. Paycycle approval will be utilized for 9800P.

Ownership Changes: 1. SSC-Money Movement will assume ownership of running the HCM-AP Interface and Batch Voucher Build. 2. USO Business Services will assume bank reconciliation ownership for the HCM disbursement account. 3. SSC-Money Movement team will process payments and ensure payments are ready for posting. 4. ITS Batch Process will generate payments to GL and post resulting entries. 5. SSC-Money Movement Team will be responsibilie for paycycle processing and sending vendor files.


Issues Addressed: 1. Transmittal of funds and related files to HCM vendors.


Business Procedures Impacted:1. BPM 5.8 HCM Money Movement



New Forms: 1. None



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN104 - (980 Only) FIN Vendor Maintenance (Benefits / Retirement / Tax/Payroll

Deduction)

Functionality Changes: 1. Benefit, retriement, tax and payroll deduction providers will be added as SHARE vendors in PSFIN and will send to PSHCM. 2. PSHCM will use the vendors to create AP vouchers that will be sent to PSFIN. 3. HCM vendors approved to initiate reverse wires bill be processed as wires.

Ownership Changes: 1. SHARE vendors will be uitlized. SSC maintains the SHARE vendors. 2. SSC will initiate payment to HCM vendors since the funds will be moved to USO as part of the payroll funding money movement process.


Issues Addressed: 1. None



Conversion Approach: 1. Vendors for institution specific benefits/payroll deductions will be added to SHARE vendor list.


New Forms: 1. Vendor Request Form updated to include indication as HCM vendor and related payroll deduciton code. 2. Vendor Request Form updated to include approval for reverse wires if necessary.



DRAF

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN105 - (980 Only) Bank Reconciliation HCM AP Account

Functionality Changes: 1. The PSFIN bank reconciliation process will be utilizied for the USO HCM AP disbursement account. 2. The PSHCM bank reconciliation process will be utilized for the USO HCM Payroll disbursement account.

Ownership Changes: 1. SSC researches payment issues. 2. USO Business Services will reconcile the USO HCM Payroll account and the USO HCM AP account.







New Forms: 1. None



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN106 - TIGA (Continuous Audit) Reporting (FIN)

Functionality Changes: 1. None





Business Procedures Impacted:1. 5.3.11 TIGA Payroll Reporting



New Forms: 1. None



DRAF

T

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN107 - (980 Only) Benefits Reconciliation

Functionality Changes: 1. Benefits reconciliation will be a centralized shared service.

Ownership Changes: 1. SSC-Benefits Reconciliation team will assume ownership of the reconciliation of benefit enrollment to benefit withholding as well as the USO agency insitutional payroll liability accounts (Dept = PRWHxxx).


Issues Addressed: 1. GL accounting for benefits. 2. Benefit payment to vendors. 3. Corrections for employees regarding benefits/payroll deductions.


Business Procedures Impacted:1. BPM 5.7.1 Benefits and Payroll Liabilities Reconciliation

Conversion Approach: 1. Only benefit liability balances that have been validated will be transferred to USO agency institutional payroll liability accounts.

Historical Data Approach: 1. Outstanding validated payroll liability balances will be loaded to the USO agency insitutional payroll liability accounts with the detail loaded to the Pers_Serv_BOR table for 980.

New Forms: 1. None



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN108R - Common Remitter RET (TRS//ERS/GDCP)

Functionality Changes: 1. Funds from instituion to USO will occur with the payroll funding transfer. 2. Funds for adjustments will be obtained with the subsequent payroll processing unless the adjustments are too substantial for the USO HCM disbursement account to accomodate. 3. Invoice allocation will occur in the subsequent month to agree to the month in which the adjustment is applied in the HCM system.

Ownership Changes: 1. SSC Money Movement team will pull gross pay plus Employer costs instead of pulling funds after the adjustment window. 2. SSC Reconciliation team will perform recon between amount pulled from payroll and amount remitted to vendors.




Business Procedures Impacted: 1. BPM 5.8.6 oneusg Funding of Mandatory Retirment Plans 2. BPM 5.1.8 Retirement System Reporting and Deduction Remittance



New Forms: 1. None



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN109 - (980 Only) Banking Changes (HCM AP Acct)

Functionality Changes: 1. USO HCM disbursement account will be utilized in conjuction with the 9800P AP Unit.






Conversion Approach: 1. USOHCM disbursement account established and tested.


New Forms: 1. None



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN110 - (980 Only) General Ledger Integration HCM AP

Functionality Changes: 1. AP entries will be posted to PERS_SERV_BOR table. 2. AP vouchers will be created in the HCM system.

Ownership Changes: 1. SSC-Money Movement Team will ensure vouchers are ready for journal generation. 2. ITS batch scheduler will journal generate and post resulting entries.







New Forms: 1. None



DRAF

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN111 - Common Remitter TSA (403(b)/457)

Functionality Changes: 1. The transfer of funds from instituion to USO will occur with the payroll funding transfer. 2. Funds for adjustments will be obtained with the subsequent payroll processing unless the adjustments are too substantial for the USO HCM disbursement account to accomodate.





Business Procedures Impacted: 1. BPM 5.8.5 oneusg Funding of Voluntary Retirement Plans 2.BPM 5.1.8 Retirement System Reporting and Deduction Remittance



New Forms: 1. None



DRAF

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN112 - General Ledger Integration (HCM)

Functionality Changes: 1. Journal Entry for funding of payroll will be created.





Business Procedures Impacted: 1. None



New Forms: 1. None



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN117 - Monitor Personal Services Budget Balances

Functionality Changes: 1. There will be HCM Query available to compare HCM to FIN. 2. Budget Actuals table in HCM will be utilized to monitor personal services.








New Forms: 1. None



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN118 - (980 Only) Table Setup and Maintenance









New Forms: 1. None



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN119 - (980 Only) Open Close Periods for 9800P

Functionality Changes: 1. AP Business Unit 9800P will be utilized for paying HCM vendors.

Ownership Changes: 1. AP Business Unit will be utilized by Shared Services Money Movement team for paying vendors. 2. USO Business Services will approve transactions since they will post to the 980 General Ledger. 3. USO Business Services will be responsible for closing the periods for 9800P.


Issues Addressed: 1. None.





New Forms: 1. None.

New Approvals: 1. Utilize paycycle approvals for the 9800P AP Business Unit.


DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN120 - (980 Only) Voiding/Stopping HCM AP Payments

Functionality Changes: 1. Utilization of 9800P AP business unit.

Ownership Changes: 1. SSC Money Movement Team will initiate voids and stop payments for payments from the 9800P AP business unit.







New Forms: 1. None.



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN121 - HCM Integration with FIN Expenses

Functionality Changes: 1. None.








New Forms: 1. None.



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN122 - HCM to FIN Reconciliaiton

Functionality Changes: 1. Personal Services expenditure account reconcilaiton between HCM and PS Financials (FIN) should occur quarterly.





Business Procedures Impacted:1. BPM 1.9.1



New Forms: 1. None.



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN126 - FIN Suspense Budget Analysis

Functionality Changes: 1. HCM items without a valid funding source will post to account 599999 in Financials to allow for the completion of the GL posting process. 2. Each institution will need to monitor the 599999 account and iniatie a retro distribution transaction to correct the error.



Issues Addressed: 1. The ability to proceed with GL processing in cases of items with invalid funding.





New Forms: 1. None.



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN127 - Zero Personal Services (FIN)

Functionality Changes: 1. Moved to HCM 2. Security for institutions removed. 3. Current proces in FIN only needed at conversion and for exceptions thereafter.

Ownership Changes: 1. Moved to ITS.







New Forms: 1. None.



DRAF

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN128 - Pers_Serv_BOR (PSB) Integration

Functionality Changes: 1. The Pers_Serv_BOR (PSB) table will be available in HCM and in Financials (FIN).





Business Procedures Impacted:1. None.



New Forms: 1. None.



DRAF

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN130 - LOA Benefits Billing to GL






Business Procedures Impacted:1. BPM 10.1.2 Employee Receivables



New Forms: 1. None



DRAF

T

of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN132 - Retiree Benefits Billing

Functionality Changes: 1. Retirees will remain in ADP untill all institutions have converted.



Issues Addressed: 1. WageWorks selected as vendor for direct billing services through RFP.


Business Procedures Impacted:1. BPM 5.1.7.1 Retiree Benefits Billings



New Forms: 1. None



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN180O - Common Remitter ORP

Functionality Changes: 1. Separate ORP processing from TRS/ERS/GDCP to facilitate funding of ORP after each payroll with goal of funding on paydate. 2. Funds from instituion to USO will occur with the payroll funding transfer. 3. Funds for adjustments will be obtained with the subsequent payroll processing unless the adjustments are too substantial for the USO HCM disbursement account to accomodate.





Business Procedures Impacted: 1. BPM 5.8.6 oneusg Funding of Mandatory Retirment Plans 2. BPM 5.1.8 Retirement System Reporting and Deduction Remittance



New Forms: 1. None



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN200 - Load 3rd Party COBRA Billing and Payments

Functionality Changes: 1. Thrid Party Vendor change: ADP to WageWorks





Business Procedures Impacted:1. BPM 5.1.5 COBRA



New Forms: 1. None.



DRAF

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of 234


GeorgiaFirst (PeopleSoft Financials) Business Process: FN500 - Administer Financials Security

Functionality Changes: 1. Institution will assign security roles for PSHCM to employees.

Ownership Changes: 1. Security Roles and Permissions will be maintained by ITS/Shared Services 2. Active Employee Password resets will transition from Shared Services to the Institution





Conversion Approach: 1. Roles and Permission Lists to be migrated from gold environment.

2. Practitioners will be assigned the appropriate roles, company access, and department access.


New Forms: 1. A new security form will be introduced which will include data needed relevant for PeopleSoft security. 2. An online security form will also be tested for rollout.



DRAF

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GeorgiaFirst (PeopleSoft Financials) Business Process: FN600 - Ad Hoc Reporting

Functionality Changes: 1. Reporting will be delivered as a combination of Queries, Delivered Reports, and Custom Reports. 2. Some users will have the ability to create new queries and other users will only be allowed to run.

Ownership Changes: 1. Based on Business Process reviews, some current reports that are ran by SSC may be run by institutions. For some reports, the report results may be distributed to institution users.



Policy Changes: 1. Only certain users will be allowed to create and update queries.


Conversion Approach: 1. Requirements have been taken on current GGC/USO/SSC reports.

These reports will be developed in PeopleSoft.


New Forms: 1. None



DRAF

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of 234


End of Report


DRAF

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HCM Decision Point Fact Sheet HCM-006-DPT

GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 91 - Issue: Segregation of the Database/Organization

Final Decision: Each institution will be a separate company and business unit within the PeopleSoft HCM application.

Document Details: How should we set up the org? Need to decide on end goals? What is needed from reporting standpoint for VC level? One Business Unit with multiple Company ID's?

Potential Solutions: Each institution will be a separate company in PeopleSoft. The project team will examine the possibility of using a Common Paymaster for filing payroll taxes. Support organizations such as an Athletic Association or a Research Foundation would also be setup as separate companies.

Recommendation: Develop organizational structure for oneusg initiative.

HRAP Impact: 75 Not Applicable

BPM Impact: 0.0 Not Applicable


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 275 - Issue: Retro Benefits & Deductions Module - In Scope? Which Phase?

Final Decision: Retro Benefits is in scope for the Pilot Phase of oneusg. The project leadership concurs with the recommendation of the design team.

Document Details: While we had originally had the Retro Ben / Ded module as 'out of scope', there is some question now as to its use in reducing the manual effort expended to identify, calculate, key, and manage situations where a payroll deduction was missed due to late entry into PeopleSoft.

Will this module be in scope? If so, for which phase of the project? There are ways to 'ease' into its use, starting with setting up deduction arrears robustly and determining how centralized their management will be.

Held sessions to detail the functionality of Retro Ben / Ded. The consensus seems to be that the module would be useful. Each institution would like to retain the ability to review and decide upon their own retro items. It will be a requirement to allow each institution to maintain their (and only their) items.

Potential Solutions:

Recommendation: The recommendation at this time is to implement the retro ben/ded module.

Changes will be made where they can to reduce the number of unnecessary retroactive situations. For example, having an integrated HR/BEN/PAY system will inherently cut down on retros. More effective/efficient and timely paperwork approval and data entry will also help. Inevitably, though, there will be retro situations.

Business processes, procedures, and training will need to be developed to support the review and approval of retroactive items.

This impacts payroll as the LOAD of the adjustments from retro ben/ded must occur within the payroll process.

HRAP Impact: 73 Other / New Policy



DRAF

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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 373 - Issue: With PeopleSoft HCM and finance integrated, how will prenoting work

Final Decision: The HCM Leadership team has determined that Pre-Note will be a requirement for all institutions. This decision was determined to be the most conservative approach for protecting employees identity and will assist in minimizing the expense reimbursement payment issues with GeorgiaFirst.

Document Details: Currently GAFirst is working with prenoting issues resulting from direct deposit integration between ADP and finance. Bank accounts are getting prenoted when they are first referenced in HCM payroll and then later prenoted again when used for expense processing in finance. Should prenoting only occur once in an integrated system or do banks require prenoting from both HCM and finance system?


Recommendation:




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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 386 - Issue: Common Remitter (RET and TSA)

Final Decision: oneusg leadership team concurs and will continue utilizing the current Common Remitter functionality within PS Financials by combining the like data from HCM with the data within the PSFIN module.

Document Details: Determine process for file/fund transfer for retirement (TRS, ERS, ORP and TSAs) as institutions roll off ADP platform

Cross functional w/ Benefits, ITS, oneusg Integration Team Potential Solutions: Combine the new PS HCM data with the current PS ADP data obtained

from the nightly data feeds from ADP residing in PSFIN. This would allow Retirement contributions to be recorded, reconciled and remitted using current functionality within the PS Financials database.

One item of note is that UGA is currently using Retirement Manager (AIG Valic) which is the same solution utilized by the Common Remitter module., however they do remit loan data for employees. It will be necessary when UGA goes live that modification be made to accommodate the remission of the loan data. This functionality is not currently being tracked and remitted in the Common Remitter module.

Recommendation: It is recommended that we continue utilizing the current Common Remitter functionality within PS Financials by combining the like data from HCM with the data within the PSFIN module. This would provide a seamless transition for institutions as they convert to the new PS HCM system. Once all institutions have been converted the Common Remitter solution will need to be revisited.

HRAP Impact: 59 Annuity Programs



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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 444 - Issue: Do locations need to be synched between HR and Finance

Final Decision: oneusg reviewed ADP and GeorgiaFirst and determined there were too many differences to sync Financials and HRMS.

Each instance will be managed separately Document Details: We need to determine if locations need to be synched between HR and

Finance. Currently finance is using locations for procurement activity and also to identify specific location of an asset. It may make sense for locations to be synched to HR, but allow HR to add additional locations that satisfy unique HR requirements, not needed in finance.

Potential Solutions: Delivered EIP - I think Craig felt that synch from HCM to finance would not be needed, but not sure if there is any value in synching finance locations to HR

Recommendation: Do not synch HCM locations with Finance locations.

See Sharri Peck's comments below:

We do not sync Finance and HR locations because they are not used the same way. As you have stated, our Financials locations represent actual building and room numbers from our institutional design software and/or ‘ship to’ addresses for procurement activity and to identify specific locations of assets. In HR we only use location code to represent a campus, specific site, or groups of employees such as mobile workers. We capture building and room number in the mail drop field in position data, so we do not need to capture that specific data again for location

We currently have 21,086 location codes in PS Financials. We have 124 location codes in PS HRMS. I would not want to have to wade through 21,086 location codes from Financials to populate data that field in HR, I would think that would increase the possibilities of errors. In our case, we wouldn’t use the PS Financial location codes and they would be just extra stuff in the HR system that I would be inactivating.




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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 572 - Issue: Will institutions still make accounting adjustments for Payroll activities in Financials?

Final Decision: The Payroll Accounting adjustment functionality deployed during ADP will be retired for an institution when they transition to oneusg. HCM should be the system of record for all accounting corrections

Document Details: Will institutions still make accounting adjustments for Payroll activities in Financials?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 576 - Issue: How will institutions know the journal generate and reconcile accounting entries to the payroll

register (PAY018) Final Decision: The Shared Services Commitment Accounting team will notify

institutions when accounting entry creation is complete and the journal creation process can begin

Document Details: How will institutions know the journal generate and reconcile accounting entries to the payroll register (PAY018)


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 580 - Issue: Who is responsible for insuring the integrity of the accounting line tables captured in HR and

Financials? Final Decision: Institution practitioners will reconcile HR_ACCTG_LINE and

PERS_SERV_BOR between HCM and Financials (Monthly) Document Details: Who is responsible for insuring the integrity of the accounting line

tables captured in HR and Financials? Potential Solutions:

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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 582 - Issue: Who is responsible for reconciling benefit liabilities at an employee / deduction level of detail?

Final Decision: The Shared Services Center will offer a new service to create a benefits reconciliation package for each institution.

The benefits reconciliation package will be submitted and tracked through the SSC case management solution. Institutions will be expected to approve the reconciliation package monthly

The institution will be responsible for working the exceptions on a monthly basis

The benefits reconciliation service does not eliminate responsibility for instutions to work the benefits exceptions

Document Details: Who is responsible for reconciling benefit liabilities at an employee / deduction level of detail?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 598 - Issue: Will Common Remitter and Benefits Reconciliation stay in PeopleSoft Financials once the ADP

Transition is complete? Final Decision: Common Remitter and Benefits Reconciliation will move to HCM once

all institutions are off ADP. This will be a key component in the R1 phases as the R1's should not need access to t Georgia First Financials

Document Details: Will Common Remitter and Benefits Reconciliation stay in PeopleSoft Financials once the ADP Transition is complete?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 599 - Issue: Will TIGA / Continuous Audit stay in PeopleSoft Financials once the ADP Transition is complete?

Final Decision: TIGA / Continuous Audit will move to HCM once all institutions are off ADP. This will be a key component in the R1 phases as the R1's should not need access to t Georgia First Financials

Document Details: Will TIGA / Continuous Audit stay in PeopleSoft Financials once the ADP Transition is complete?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 601 - Issue: Will Common Remitter remain in PeopleSoft Financials?

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Common Remitter will remain in PeopleSoft Financials until the ADP transition is complete Will Common Remitter remain in PeopleSoft Financials?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 607 - Issue: Will the frequency of the contributions for TRS and ERS change under oneusg?

Final Decision: TRS/ERS will continue to be submitted monthly

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Will the frequency of the contributions for TRS and ERS change under oneusg?

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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 611 - Issue: What is the authentic source for Combination Codes?

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Combos originate in financials and are assumed to be valid for charging

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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 614 - Issue: Will pre-note be required in Financials for Expense Reimbursement if the account has already

been pre-noted in HCM? Final Decision: If bank account prenoted in HCM then not required in Financials

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Will pre-note be required in Financials for Expense Reimbursement if the account has already been pre-noted in HCM?

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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 615 - Issue: Will a separate business unit be setup in Accounts Payable for the oneusg activities?

Final Decision: 980P wil be configured in Accounts Payable for for Paying Benefit Providers

Document Details: Will a separate business unit be setup in Accounts Payable for the oneusg activities?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 616 - Issue: Will oneusg benefit payments utilize the Shared vendor file?

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The 980P accounts payable business unit will utilize the Share Vendor SET ID Will oneusg benefit payments utilize the Shared vendor file?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 618 - Issue: How will Tax and Garnishment transactions be funded by the 3rd party provider (ADP)?

Final Decision: Tax & Garnishments will be pulled via reverse wire from ADP to USO account

Document Details: How will Tax and Garnishment transactions be funded by the 3rd party provider (ADP)?


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GeorgiaFirst (PeopleSoft Financials) Document Status: Complete 619 - Issue: Can payroll accounting entries be changed in PeopleSoft Financials?

Final Decision: Payroll entries should not be changed in Financials. Any accounting adjustments should be accomodated through the retro distribution processes

Document Details: Can payroll accounting entries be changed in PeopleSoft Financials?


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