July 7 Tuesday Tips
Friday, July 17, 2020
Tip #1: Finance – Purchasing: COVID Signage [WSC]
As mentioned in the Supervisor Return to Campus training, sign templates for social distancing, sanitizing, and other preventative measures are available through the Marketing and Communications website. Units will be responsible for printing and posting signs as needed. Bulldog Print + Design will work with units if there is a need for printing. When using Bulldog Print + Design, please follow normal ordering procedures including payment and allowance for lead time. The Job Request Form can be utilized to submit details for a quote.
Tip #2: Finance – Purchasing: Amazon Business Reminders [WSC]
Amazon returns can only be initiated and handled by the punchout user; the individual who accessed the punchout and added items to the cart. Amazon currently limits product returns to refunds only. If you are using a personal Amazon account and a UGA Business Account on the same computer (punchout or Pcard), please be mindful of which account you are logged in to at a given time. Instructions for Amazon Business returns and more information on using Amazon for Business are in the OneSource Training Library.
Tip #3: Finance – Bursar & Treasury Services: Deposit Reminders [WSC]
FY21 deposits will not be reflected on departmental accounts in reports or queries until FY20 is officially closed by Accounting. Please continue to submit deposits via TouchNet as required. Deposits are still being processed and sent to Accounting as scheduled. Please reach out to the Bursar & Treasury Office if you have any questions or concerns.
Tip #4: Finance – Accounting: Adjusting Period/Year End [WSC]
Journals for FY20 will need to be at the Accounting level by the end of day on July 13. Journals entered between July 1 – July 13 will need to be "backdated" to June 30. Please remember that FY21 will not be open to accept GL Journals until July 14 and that FY21 Journals should be held until after this date. For more helpful information and reminders on Year End Processes, please review the Year End Journal Entry Preparation.
Tip #5: Finance – Budget Management: BPSS Position and Budget Load [WSC]
Adjustments for the BPSS Budget Load were completed by the University Business Office and placed into a 525000 Casual Labor Account for each unit chartstring. UGA Financial Management has been updated and Commitment Management is accepting Budget Journals for FY21. For position loading, please review your employee’s compensation rates to ensure a quick resolution to any variances. The Position Funding changes will be processed beginning July 10.
Tip #6: Finance – Data Warehouse: Changes Coming This Friday! [WSC]
On Friday, July 10, new Budget and Project Status Cubes will need to be downloaded and earlier cube versions will no longer work. The data source for these reports is in the process of being changed in order to improve the accuracy of project reporting and include additional data, detail and features to the cubes. The Budget and Project Status Cube, Budget Status Report, Project Status Report, Monthly Status Report and the financials transaction log will all be impacted. A new download of the cube will be necessary, not just a filter change. In addition, saved views and subscriptions in the BSR, PSR and MSR will need to be rebuilt. Therefore, screenshots of your current cubes and Tableau reports are recommended to assist in setting up your new reports. If you have questions, please email the OneSource Service Desk.
Tip #7: OneUSG Connect – Commitment Accounting: FY21 Change Position Funding [WSC]
An email was sent on the morning of July 2 to users who have recently submitted a change position funding request. Due to the timing of the FY21 budget load, MSS Change Position Funding requests are not yet available for processing in OneUSG Connect. However, the system is still allowing these to be processed even though the FY21 budget is not yet loaded. Since FY21 funding information is not yet available in OneUSG Connect, please do not submit any change position funding transactions until notified. Any FY21 funding transactions that have already been submitted will be deleted and will need to be resubmitted once the FY21 budget has been loaded into OneUSG Connect. Please contact OneUSG Support with questions.
Tip #8: OneUSG Connect – Commitment Accounting: FY21 Position Funding [WSC]
Budget Planning and Salary Setting (BPSS) does not have the ability to re-direct fringe benefits when funding a position. Fringe re-directs for FY21 must be entered via Manager Self Service Change Position Funding. As communicated in previous Weekly Status Calls, positions funded (partially or completely) by a grant that has an end date of July 1 or earlier will not have funding loaded for FY21. FY21 funding for these positions will need to be entered via Manager Self Service Change Position Funding.
Tip #9: OneUSG Connect – Benefits: Transfers To or From UGA [WSC]
Please notify Benefits when a staff or faculty member is transferring from UGA to another USG school or transferring from another USG school to UGA as soon as possible before submitting the hire request in Manager Self Service. Notifying Benefits before the transfer will help HR coordinate the continuation of the employee/faculty member’s benefits and will prevent the unintended termination of benefits or a gap in coverage. Please remember that the hire date of a transfer from another UGA school who terminates from the other school on July 31, needs to be Saturday, August 1 in order for the employee’s benefits to be active on August 1 and 2. When notifying Benefits of the transfer, please include the name of the employee/faculty member, the USG school he/she is coming from or going to as well as the effective date of the hire at UGA or termination from UGA.
Tip #10: OneUSG Connect – Manage Faculty Events: Contract Delivery [WSC]
Before the OneUSG contract system creates faculty contracts, all hiring units will have an opportunity to review their regular, full-time faculty’s contract data. These data are now available for unit review via the Faculty Contract Dept Review query in OneUSG Connect. Detailed instructions were distributed on the morning of July 6. Your unit’s review should be completed, and all error reports submitted to OFA by 5:00 p.m. on Thursday, July 9. Links to faculty appointment and unit support materials are posted on the Office of Faculty Affairs’ Contract website. Faculty will be notified via ArchNews when contracts are ready for signing. Questions on the contract system may be directed to Angelina Carlson and Truitt Broome in the Office of Faculty Affairs.
Tip #11: OneUSG Connect – Manage Faculty Events: Faculty Hiring Proposals [WSC]
Please be sure to check on any hiring proposals that have an August 1 start date to ensure that they are not stalled in the workflow. The current workflow state can be viewed on the history tab in UGAJobs. If you are aware of any faculty hires with a hiring proposal that has not yet been started, please submit these as soon as possible as August 1 is rapidly approaching. OFA has already received and processed numerous hiring proposals in UGAJobs for faculty beginning employment on August 1. Thank you for getting so many through the hiring process!
Please remember that a memo regarding Guidance on Temporary Coverage of Faculty Duties was sent on March 30 and can also be found on OFA's website. This memo states that a hiring proposal for a faculty appointment must be fully approved in UGAJobs before the effective start date for the appointment (i.e. the hiring proposal must be at all approvals). Additionally, please note that per policy 1.09-13 Public Announcement of New Faculty Appointments and Titles, the appointment may not be publicized before the background investigation is completed by Human Resources.
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Overview: |
Workaround: |
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Finance |
Financial Management Process Scheduler and Reporting Impacts |
Active |
To mitigate the impact to UGA Financial Management on July 6 and allow the technical team to identify the issue, all scheduled processes and batch jobs in UGA Financial Management were temporarily paused. While the Data Warehouse and Simpler updates ran to success on July 7, the data does not reflect all activity that occurred within the system on July 6.
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It is anticipated that data for both Data Warehouse and Simpler will be refreshed as usual tonight and all activity will be available by the morning of Wednesday, July 8. |
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Finance |
Financial Management System (FMS) |
Resolved 7/6/20 |
The FMS was experiencing issues on July 6. Some users were able to log in, some had limited connectivity and slow processing times. To avoid downstream issues, please discontinue UGAmart requisitions and other items as they are identified until further notice. |
Working with the vendor, UGA’s Financial Management team has successfully identified and resolved the performance issues that occurred in the system yesterday. |
*For more details and updates, please visit the Known Issues page or contact the OneSource Service
Desk at onesource@uga.edu.
Upcoming Training, Updates, and Reminders:
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Course: |
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Registration: |
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What’s New in the Data Warehouse: Budget Reporting |
Zoom Webinar |
July 14 10:00 a.m. - 12:00 p.m. |
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What’s New in the Data Warehouse: Project Reporting |
Zoom Webinar |
July 16 10:00 a.m. - 12:00 p.m. |
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Training and Development (Various) |
Zoom |
May 13 - July 31 |
*Due to the current circumstances, trainings will fully operate as webinars. If trainings are moved
or cancelled, the Training Team will contact currently registered participants directly. Please review
the Training Website for the most up-to-date information on training.
System Maintenance and Releases:
- UGA Systems: Find updates posted at status.uga.edu.
- UGAmart 20.2: Unavailable from 9:00 p.m. Friday, July 17 to noon Sunday, July 19. Details will be posted to the Procurement Website.
- USG Systems: Find updates posted on Practitioner Releases.
- OneUSG Connect: 6.11 Release on the evening of July 9.
- OneUSG Connect: Unavailable from 11:15 p.m. Friday, July 17, until 7:00 a.m. Monday, July 20. KABA Time Clocks and OneUSG Connect - Benefits will be available.
The OneSource Roadmap page includes enhancements as well as current timelines for
system upgrades and known maintenance. To submit a suggestion for an enhancement, please email us at onesource@uga.edu.