Human Capital Management (HCM) Transformation

Aligning Georgia Tech's HR processes to the OneUSG technology solution

 

HCM Transformation

The OneUSG Vision

OneUSG is an initiative launched by the University System of Georgia (USG) to develop and implement a consistent approach to policies, procedures, and technology solutions to support the Chancellor's strategic imperative of accountability, efficiency, and innovation.

The OneUSG initiative is ultimately expected to help the University System Offices (USO) and institutions come together to reduce costs, streamline processes, and have consistent guidelines and procedures with centralized support.

The team created this four-part series to help breakdown the HCM Transformation, explaining what it is, why it’s happening and how it will impact you.


Benefits of Moving to OneUSG Connect

As part of this initiative, Georgia Tech will adopt leading business practices and streamline existing business processes. While it will be necessary to learn new terminology and navigation, we will also gain new features and functionality in moving to this platform. For example, OneUSG Connect:

  • Is mobile friendly and accessible
  • Supports organizational reporting and provides an online organization chart
  • Presents a more intuitive user interface and offers an improved user experience
  • Enables electronic approvals
  • Provides improved transparency and tracking
  • Supports increased accountability
  • Provides a more unified and integrated system

OneUSG Connect Applications

                      These applications will be introduced in phases. The project team is currently determining the timing for rolling out individual applications beginning with the initial launch date.

 

Workday - Campus Training for Workday

 

Careers
 

Replaces the numerous hiring forms and applicant tracking systems we currently use for recruiting (e.g. Taleo).

Expenses - Campus Training for Workday

 

Workforce Administration

Manages and maintains foundational Core HR data: data transactions, reports and processes.

Procurement - Campus Training for Workday

 

Benefits
 

Administers health and group benefits.

NOTE: Georgia Tech began using this application in July 2017

Financial Accounting - Campus Training for Workday

 

Payroll
 

Creates paychecks for all employees.

NOTE: The payroll process will be done in conjunction with the USG Shared Services Center (SSC) and payroll processing deadlines will change

Grants Management - Campus Training for Workday

 

Self-Service
 

Provides employees with a mechanism to view and manage personal information.

Introduces functionality to view and manage information for managers (time approval, position & people management, job information) and faculty (degree information, publications and presentations).

Business Assets - Campus Training for Workday

 

Global
 

Manages foreign national tax compliance and immigration status data as well as appropriate payment processing for services provided outside the U.S.

Ensures compliance in the recruitment and on-boarding of new foreign national employees.

 

Projects - Campus Training for Workday

 

Commitment Accounting

Used to calculate encumbrances for gross earnings, flat rate fringe, and tuition remission and post encumbrances and actual earnings to the general ledger based on labor distributions.

Replaces Salary Planning & Distribution (SPD).

Supplier Accounts - Campus Training for Workday

 

Faculty Events
 

Maintains information related to faculty promotion, tenure, eligibility, administrative posts, degrees, and special titles.

 

Supplier Accounts - Campus Training for Workday

 

Time & Labor/ Absence Management

Processes reporting and approval of time and leave.

Supplier Accounts - Campus Training for Workday

 

Time Clocks
 

Replaces current timekeeping systems (e.g., Kronos,TechTime).


Program Progress

Georgia Tech will go-live on OneUSG Connect on January 1, 2020

 

Image of the HCM Program timeline showing a breakdown by phase.


Understanding the Phases

  • Plan & Discover Phase: This phase sets the foundation for the project by mobilizing team members, meeting with key stakeholders, identifying current pain points, and assessing conversion, integration, hardware, and software needs for the PeopleSoft system and associated enterprise systems.
  • Design Phase: The objective of the Design Phase is to finalize the future state functional and technical solutions and address the gaps identified during the Plan and Discovery phase.
  • Configure & Develop Phase: The objective of the Configure and Develop Phase is to build or retrofit the identified PeopleSoft customizations and system configurations, develop system interfaces, and associated reports to include dashboard and analytics capabilities.
  • Test & Train Phase: The objective of the Test and Train Phase is to ensure the system is working as designed and to provide comprehensive training to the users in preparation for successful system go-live.
  • Deploy Phase: The objective of the Deploy Phase is to successfully transition the Georgia Tech’s end users to OneUSG Connect.
  • After go live, the team will continue to support the program by monitoring and addressing issues, insuring the system stabilizes, and fully transferring ownership of the processes to those stakeholders who will be managing the system.

OneUSG Connect

A first priority for the OneUSG initiative is to bring the University System Offices and all USG institutions onto one technology solution to manage human resources activities, benefits, and compensation. The new platform, OneUSG Connect, is running on PeopleSoft HCM version 9.2.

To manage this transition, the system has been divided into six cohorts. The first cohort “went live” on the new platform in July 2017.  Georgia Tech, the final institution to make this shift, will move to the new platform by January 1, 2020.

July 2017
Cohort 1
January 2018
Cohort 2
April 2018
Cohort 3
January 2019
Cohort 4
July 2019
Cohort 5
January 2020
Cohort 6
  • Columbus State University
  • Georgia College & State University
  • Georgia Gwinnett College
  • Georgia Southwestern State University
  • Valdosta State University
  • University System Office
  • Abraham Baldwin Agricultural College/Bainbridge State College
  • Georgia Southern University/ Armstrong State University
  • Fort Valley State
  • Gordon State College
  • Middle Georgia State University
  • Albany State University/Darton State College
  • Atlanta Metropolitan State College
  • College of Coastal Georgia
  • Clayton State University
  • Dalton State College
  • East Georgia State College
  • Georgia Highlands College
  • Georgia State University
  • Kennesaw State University
  • Savannah State University
  • South Georgia State College
  • University of North Georgia
  • University of West Georgia
  • University of Georgia
  • Augusta University
  • Georgia Institute of Technology

 

The transition to OneUSG Connect will impact every department at every level within Georgia Tech: faculty, staff, student employees, affiliates, Tech Temps, and contracted workers. When fully realized, Georgia Tech will leverage the functions within OneUSG Connect to manage a range of HR transactions - from recruiting and onboarding through retirements and terminations.

 


Georgia Tech Team



Project Directors

  • Greg Phillips, Transformation Director
  • Katie Crawford, Transformation Deputy Director

Track Leads

 

  • Zachary Hayes, Enablement Track Lead  
  • Dan Hopkinson, Reporting Track Lead 
  • Jerry Jobe, Process Track Lead 
  • Kara Tillman, Organizational Readiness Track Lead 
  • HemalathaManickavinayaham, Program Management Lead

Area Leads

Process

  • Terryl Barnes, Commitment Accounting Lead 
  • Shalonda Cargill, Workforce Administration Lead 
  • Alex Council, Faculty Events Lead 
  • Christine Edell, Time & Labor / Absence Management Lead 
  • Taylor Ferguson, Payroll Lead 
  • Jehan Hailey-Thomas, Self-Service Lead 
  • Badra Jaden, Careers Lead 
  • Doug Podoll, Global Lead 
  • Ginny Ray, Security Lead 
  • Richard Tanner, Commitment Accounting Lead  
  • Mandy Warfel, Self-Service Lead

Enablement

  • Chhaya Amin, Integrations and Extended Systems Developer Lead 
  • Brent O'Guin, Integrations and Extended Systems Lead 
  • Joe Younkins, Conversion Lead 

Organizational Readiness

  • Gabrielle D. GastonOutreach and Engagement Lead
  • Rui HuLearning & Development Lead  
  • Stacy Johnson, Org Readiness Functional Lead 
  • Treshea N. Wade, GTHR Communications Lead 

Reporting

  • Andre Goodman, Business Intelligence Lead
  • Rodney Pacis, Enterprise Data Warehouse Lead

Area Owners

Each area within the project has a business owner responsible for that function within Georgia Tech. These owners help drive and make decisions and recommendations for their area, as well as, allocate resources, and assist in determining the overall direction of the program.

  • Kim Harrington – HR Core, Onboarding, Compensation, ESS, MSS, Global, Careers (Undergrad Students)
  • David Bamburowski – MFE, FSS, Careers (Grad Students and Faculty)
  • Marla Bruner – (Grad Students)
  • Sheila Garza – Time & Labor, Careers - Research (GTRI)
  • Jonathon Jeffries - Commitment Accounting
  • Kevin Merkel – Benefits, Time & Absence, Time Clock
  • Julie McCoy – Commitment Accounting and Financials (GTRI)
  • Zach Rogers – Payroll
  • Leslie Sharp – MFE, FSS, Careers (Grad Students and Faculty)
  • Germaine Sims – Time & Labor, Careers - Research (GTRI) 
  • Kim Toatley – Commitment Accounting and Financials (GTRI)
  • Charvette Webb – Careers (Staff)
Analysts

Participate as team members within each area by performing identified tasks and duties that could include design documentation, issue log tracking, technical build, test case identification, etc.

Advisors

Provide subject matter expertise (e.g., institute systems, institute processes, PeopleSoft, Higher Ed best practices) for defined areas to ensure project meets identified requirements.

Participants

Participate as needed in various meetings as source of information or to provide targeted subject matter expertise.


 

Streamlining with the USG

Over the next year, many of our processes, deadlines, and systems will be optimized/streamlined and aligned with the USG platform. For example, we are currently preparing to change the biweekly pay week schedule in order to integrate with the new payroll system and we are transitioning to the USG vendor used to conduct background checks.