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Known Issues

Overview:

This page contains information on “Known Issues” related to various OneSource Systems.

A "Known Issue" is an identified problem or issue with system functionality that is under current resolution. 

See UGA Financials and Budget Management and OneUSG Connect for system status and availability.  See the OneSource Roadmap for information about system downtime, upgrades and enhancements for the UGA Financial Management System, the UGA Budget Managment System and OneUSG Connect.
 

Highlights:

Known Issue Title Posted Date Status Audience Overview Functional Workaround Resolution Information
Personal Service Encumbrances Not Updated 11/07/2019 Resolved

All financial and business managers

An encumbrance liquidation entry, associated with the October monthly payroll (9OM1), has not been transmitted from OneUSG Connect to the UGA Financial Management System.  To avoid having personal service encumbrances overstated in UGA Finance, the new personal service encumbrance journal from Sunday, November 3rd has not been processed. 

OneUSG Connect is working to resolve the issue.  Personal Service encumbrance journals will be processed in UGA Finance once the liquidation entry is received.

  This issue has been resolved and Personal Service encumbrance journals are again being processed in UGA Finance.
Fiscal Master Calendar 11/06/2019 Active

Users of the Fiscal Master Calendar

Users have the option to export events into their personal calendars. In some third party calendar applications, such as Outlook, events may display multiple times.

None at this time. This is a known issue on the software vendor side that is being resolved. Google and Apple calendars do not have this issue.
October Monthly Payroll 11/01/2019 Resolved

FMS Users

OneUSG Connect encountered an issue when processing the general ledger for the 9OM1 (October monthly) payrun. Until this issue is resolved, the monthly payroll transactions will not be reflected in the UGA Financial Management System.

   
Transactions Missing in Project Reporting Tables 10/29/2019 Resolved

Faculty and Staff using Project Reporting tools

Transactions originating from a GL interface are missing analysis types. This can cause blank ($0) transactions and inaccurate balances.

  A fix was implemented on the evening of 10/29. Analysis types for all accounts with the exception of 380000 are flowing normally. 
Stale Data in Simpler 10/25/2019 Resolved

Simpler Users

Earlier today, we were notified that the data in Simpler had not been updating on the normal nightly schedule. The problem has been identified and fixed. Data should be refreshed overnight and visible in Simpler tomorrow, 10/26/2019

 

In the meantime, please utilize those reporting options available in UGA Financial Management, the Data Warehouse, and UGA Budget Management.

 
Net Assets and Reserves showing in Project Reporting Tools 10/18/2019 Resolved

Faculty and staff using project reporting tools to view project balances.

On a subset of projects, the 3xxxxx account codes (Net Assets and Reserves) have been showing on the Project Status Report and Project Status Cube. These should be excluded from all project reports to ensure that payroll encumbrances are not double-counted. 

 
  • Project Status Report: This is now resolved and the 3xxxxx accounts have been removed.
  • Project Status Cube: These items have been removed from reporting by default.
Project Payroll Encumbrances Recording Incorrectly 10/11/2019 Active

Faculty and staff using project reporting tools to view payroll encumbrance balances

An issue has been identified that is causing payroll encumbrances to record incorrectly on a subset of projects. This issue only occurs when a position has a future-dated funding change and the funding project has an end date beyond 6/30/21.

Please contact the OneSource Service Desk (onesource@uga.edu or 706-542-0202, option 2) if you notice issues with your payroll encumbrance balances. They will work with UGA’s Commitment Accounting and SPA team to resolve this. The USG has identified the root of this issue and is working on a permanent fix. As a reminder, you can view all payroll encumbrances for your project team members in the new Payroll Transaction List tab of the Project Status Report, or in the Position Funding Cube.

 
Accounting End Date Posting Prior to the Project End Date 10/10/2019 Resolved

Financial staff supporting sponsored projects. 

An issue was identified on a small subset of projects (less than 3%) where the HCM Commitment Accounting end date that governs payroll posting was set before the project end date. 

None This was corrected on all projects in under 48 hours of the issue coming to our attention, and we do not expect it to be an issue in the future. 
FMS Does Not Reflect Most Current Personal Service Encumbrance Data 09/24/2019 Resolved

Financial Directors & Business Managers

The most current personal service encumbrance data has not been messaged over from OneUSG Connect to the UGA Financial Management System.

The new personal service encumbrance projection completed in OneUSG Connect the evening of September 23rd. OneUSG Connect reflects the new personal service encumbrance amounts. However, the associated data has not been messaged to UGA Finance. Without the associated data, no new encumbrance journal may be generated or processed.

  Data has been fed over to the Financial Management System and the most current personal service encumbrance data is now available in now available there.
Personal Service Encumbrance Difference Due to Timing 09/09/2019 Resolved

Data Warehouse Reports Users

Due to timing differences, personal service encumbrance amounts are different between the Position Funding Cube and the Budget Status Cube.

Ecumbrances should be back in sync tomorrow. This issue was resolved when the latest projection journal was processed in Finance. Encumbrances are again back in sync.
Error When Attempting to Copy Funding or Adding Combo Codes in BPSS 08/26/2019 Active

BPSS Users

When a user copies funding or adds combo codes, they may receive the following error message: "Error detected while attempting to run job: SalaryFormBottom Menu - Copy All Funding Lines..." Upon selecting 'Save', users may also receive the following error: "Error detected while attempting to run job: Bottom Sections - Run on Save."

There is currently no functional workaround; the BPSS team is currently working to resolve the issue.  
Users May Receive 'Missing Payment Type' Error When Submitting Travel Transactions 08/16/2019 Resolved

All

New employees' expense profiles payment method should automatically be set to “EMP” – employee paid. This set up allows newly hired employees (or their delegates) to be able to process Travel Authorities and Expense Reports. However, the automated process to set this default is currently not functioning properly. Without setting the payment method within the expense profile to EMP, users may receive a 'Missing Payment Type' error when submitting travel authorizations or expense reports.

  This issue has been resolved with the September release updates. Employees will no longer need to enter in their own payment type; this will automatically populate once their employment record is created.
Issue with Personal Service Encumbrances 07/29/2019 Resolved

Business Managers & Financial Directors

OneUSG Connect Personal Service Encumbrance calculation procesess did not complete successfully at last run. Because of this issue, personal service encumbrances in OneUSG Connect and UGA Data Warehouse will be zero. Personal service encumbrances in UGA Finance will remain unchanged from last week.

No functional workaround at this time. OneUSG Connect is currently working to resolve this issue. This issue has been resolved as of 08/05/2019.
Chartfield1 Budgets not in FY20 Original Budget Load 07/16/2019 Resolved

BPSS users and Campus Budget Officers

Original budget amounts for Chartfield1 are inaccurate due to an error in the upload file. The result is that some chartstrings that included a Chartfield1 in Budget Planning and Salary (BPSS) were loaded to the same chartstring sans Chartfield1. No other chartfields were impacted by this error.

  The 17 impacted units will be notified for resolution options.
Customer Request Form Error Message 07/12/2019 Resolved

Users able to submit a customer request

When attempting to save and submit a customer request, users may receive an error message regarding a data conflict. The application will not allow the user to submit a new customer or edit a previous customer.

Please submit a OneSource Servce Desk ticket to request to add customer information until this issue is resolved.  
Customer Request Form Error Message 06/28/2019 Resolved

Users with security access to submit a customer request

When attempting to save and submit a customer request, an error message pops up stating there is a data conflict. This will not let you submit a new customer or edit a previous customer.

   
Filtering by Department Tree in Project Status Cube 06/28/2019 Active

Those with one of the 625 project IDs shown here.

There are two new filters on the Project Status Cube called DEPARTMENT_UGADEPTBUDGRPT and UGAKKDEPARTMENT. These filters are predicated on BUD_REF chartfield values, which are not used on sponsored project budgets. Therefore, the recommendation is not to use this new filter on projects, as it could cause budget to display incorrectly. We cannot remove this field, as it is important for other reporting tools. See workaround section for more information.

You will still be able to use the filter titled DEPARTMENT in the Project Status Cube, and you can filter by unit that way. For example, you could type 43* into the DEPARTMENT filter to see data for any departments beginning in "43." And, you can insert subtotals into Excel from there if desired. 

 
Retro Distibution Transactions Missing 06/26/2019 Active Business Managers & Financial Directors

An issue has been identified in which retro distibution transactions do not update all of the necessary tables, causing these entries to be missing from the Payroll Expense Detail query in OneUSG Connect. 

UGA has reported the issue to  OneUSG Connect and is working to determine the extent of this issue.

No functional workaround at this time.

 
Retro Distribution Entries Not in UGA Finance 06/25/2019 Active Business Managers & Financial Directors

Retro distribution entries that were processed by OneUSG Connect on 5/16/2019 and 6/14/2019 have not been messaged from OneUSG Connect to the UGA Financial Management System.

UGA has opened an incident with OneUSG Connect regarding this issue and are awaiting a resolution.

The retro entries can be seen in OneUSG Connect but the associated accounting entries (journal entries) are not present in the UGA Financial Management System.  
Raise Sheets - FY20 Base Salary Used in Reporting 06/20/2019 Resolved Budget Planning and Salary Setting users

Raise sheet reporting reflects new FY20 job rows for base salary. Any raise sheet printed between June 14, 2019 and June 19, 2019 should be reviewed for accuracy. See the Resolution Information for further details.

  A new report called "FY20 Raise Sheet" has been released that provides the BOR approved merit and salary information. Users who ran the former "Raise Sheet" report between June 14, 2019 and June 19, 2019 should run the new report for accurate FY20 merit data.
Zero Personal Service Encumbrances in OneUSG Connect and Finance

 

06/17/2019 Resolved Campus Business Managers and Financial Directors

The encumbrance projection for personal services did not process yesterday as scheduled.  Because of this, personal service encumbrances are showing zero in both OneUSG Connect and the UGA Financial Management System.

UGA has opened an incident with OneUSG Connect Support regarding the issue.

   This issue has been resolved as of last night (6/18/2019).  Encumbrances amounts are now reflected in OneUSG Connect and the UGA Financial Management System.
Processes Staying Queued in the Process Monitor 06/13/2019 Resolved All FMS Users

On June 11, a process was initaited and is currently still processing. Consequently, this has held up processing of any other jobs attempting to process on the PSUNX server.

  The offending process has been canceled and processes are running as expected.
Payment Notifications Delayed 06/12/2019 Resolved UGA students or suppliers awaiting a check that was generated on June 11, 2019

On June 11, a process was initiated within the Financial Management System that has impacted several processes, including within Accounts Payable. Expense report payment notifications have been impacted and have not been distributed for transactions processed on June 11, 2019. At this time, payments have not been held up; Accounts Payable was able to print checks and transmit financial files to UGA’s banking institution for transactions processed on June 11, 2019. 

  The offending process has been canceled and processes are running as expected at this time. Expense notifications for June 11 have been sent out.
FMS Access Delays for New Users 06/11/2019 Active New and rehired employees, supervisors, and HR practitioners.

Identity Management System is currently experiencing issues with the data load from OneUSG Connect. New user access to FMS may be delayed due to incomplete records. 

No functional workaround at this time.

 
Some Asset Management Historical Scan Data Erased 06/11/2019 Active Asset Management Central Office, Departments Currently Conducting Physical Inventory

Following the recent PUM update, an Oracle issue has been identified which deletes prior scan data within an Asset Management table when processing Physical Inventory transactions. Historical scan data is being erased from the table due to this issue.

No functional workaround at this time.

 
Encumbrance Calculation Issues 06/07/2019 Active FMS Budget Managers

1. Return from Short Work Break Effective 06/01/2019. Encumbrance calculations are based on the employee's last check. The encumbrance calculation may or may not be appropriate for the amount the employee will be paid in June. Encumbrance for health and life is not needed. 

2. Taxes for H Paygroup for June 30, 2019. Encumbrance calculation is overstating tax encumbrances for H paygroup by one pay period.

3. Negative or Out-of-Sync Encumbrances. This issue may be caused by users not processing the retro distribution enucmbrance journal entries.

 

1. Identify health and life encumbrances on the CURR query by filtering for F paygroup, pay period end 06/30/2019, and 553XXX accounts. Encumbrances can be eliminated using the chartfields on the CURR query to create an online encumbrance journal to make corrections.

2 Identify tax encumbrance amount on CURR query by filtering for H paygroup with pay period end 06/30/2019. Utilize CURR query uploaded to SSC ftp site to determine amounts to be eliminated from encumbrances. Encumbrances can be eliminated using the chartfields on the CURR query to create an online encumbrance journal to make corrections.

3. Review encumbrance journal entries to determine if any have not been posted. Run the BOR_CA_HRA_NOT_JGEN query to identify items not yet processed. If the issue remains after processing and posting, contact ITS.

 
Reporting Discrepancies for Project Encumbrances 06/07/2019 Active Those with one of the 625 project IDs shown here.

Budgets Overview and Project Status Report/Cube are showing different PO encumbrance amounts for 625 projects (list saved here), which causes reporting discrepancies in determining accurate “available to spend” balances on sponsored and capital projects. Note that budgets and actuals are not affected here, only certain encumbrances. 

Cause:  UGA previously did not have the option to create amount-only POs via the UGAmart integration. This caused a scenario where, for example, a PO had a quantity of 1 (because quantity was required) and an amount of $10,000. If 1 item was purchased for $5,000, the Project tables would see 1 item purchased and 1 item budgeted, and liquidate the encumbrance. Again, the root cause has been resolved - quantity is no longer required, which resolves the issue moving forward. Work is now in progress to correct the remaining discrepancies. 

Use Budgets Overview or the query UGA_KK_PROJECT_BUDGET_BALANCE. These read from the Commitment Control (KK) ledger, which does not use quantity for encumbrance liquidation.  When the affected POs are fully liquidated, these issues will resolve. Again, the root cause has been resolved, so no new discrepancies should emerge. The OneSource team is actively working to determine the best solution to fix the affected POs.
OneUSG Connect Issue with 95M1 GL Entries 06/05/2019 Resolved System Managers and Users of UGA Data Warehouse Position Funding Cube and UGA FMS. OneUSG Connect encountered an issue that has delayed the completion of the 95M1 General Ledger and money movement processing.  This issue has also delayed the processing of the encumbrance calculation entries.   This issue has been resolved.  The journal for the 95M1 payroll has been posted in Finance.
Simpler: Datapps against the Financials Management System are not returning data 06/04/2019 Resolved Simpler Reporting Users The 06/03/2019 update affected some of the new datapps that pull Financial information. This does not affect Legacy Datapps.   This issue has been resolved as of 06/16.

Pop-Up Window is Small and Not Expandable when Approvers Select "View Travel Authority" on an Expense Report Approval

05/29/2019 Active Expense Report Approvers

When selecting the option to View Travel Authority on an Expense Report approval, Expense Report Approvers may encounter a pop-up window that is small and does not expand to view all of the information. A user must scroll to the right in order to locate the vertical scroll bar. Further, the dates of travel are no longer shown as they used to in this window.

Until such time that a fix is in place, users will need to review the available Travel Authority information in this window, or navigate to Classic Home > Travel and Expenses > Travel Authorization > View, in order to view additional Travel Authority information. Oracle is currently investigating this issue.

 

Payment Interface for Lockbox Data Errored in Production after PUM29

05/28/2019 Resolved AR/Billing Users

While running the lockbox on the morning of 5/21, the second process - AR_Payload - came back with "no success".  The lockbox file had customer IDs as references which caused the staging table to have duplicate entries when multiple invoices were being paid with a single payment.

  On Wednesday, May 29th a fix was applied to allow the lockbox process to function properly. All payments will be applied and no further delay in processing is expected.  

Fields Rearranged on Budget Journal, Budget Transfer and GL Journal Pages

05/23/2019 Resolved Users with access to GL Journals or Budget Journals or Transfers

Users may notice that fields have been rearranged on the Budget Journal, Budget Transfer and GL Journal Pages. Within the next few days, we will modify the order so that it will appear in the same order as before the PUM upgrade was applied.  Users do not have to take any action.

 

On Thursday, May 23, Budget Journal, Budget Transfer, Budget Overview and GL Journal Page chartstring order was returned to the order of appearance before the PUM upgrade.  Users can personalize your page, rearranging the order to your preference. This personalization will be specific to your user id.  A UPK is available in the Training LIbrary. The UPK is specific to personalizing the GL Journal page, but the same principles apply to personalization of other chartfield displays pages.

"Accounting Date is invalid" Message on Expense Reports

05/22/2019 Resolved Expense Report approvers

Some Expense Report Approvers may encounter a message when attempting to approve an Expense Report. Any Expense Report currently pending approval that has an Accounting Date in a closed accounting period will generate this message when the approver attempts to approve.  For example, an Expense Report was submitted for approval on April 29; the University closed Accounting Period 10 on May 5.  The Expense Report sat in the approver's worklist until May 9.  When the approver attempts to approve the transaction, the error will be observed.

   

Approvers Receive "invalid parameter 1 for function CreateRecord" Error Message when Attempting to Approve Some Transactions

05/21/2019 Resolved This issue may affect any user who has access to approve multiple transaction types (expense report, budget journal, payment request, etc.)

Upon selecting the Approvals tab within the Financial Management System, if multiple transaction types are awaiting approval, an approver may encounter an error when navigating between different transaction types. While in Approvals, if an approver navigates to a transaction and simply reviews it, but does not perform an action (such as approve, deny, or send back), and then navigates to another transaction type within Approvals, the user may encounter this error.

   An Oracle patch was applied to the FMS on 06/25/2019. This effectively resolved this issue.

Payment Request Workflow Query in the Business Management Workcenter

05/23/2019 Resolved Business Management Workcenter Users

 

  A fix has been applied to the payment request workflow query and can now be used as intended.

Georgia Center Upload to PeopleSoft is Temporarily Unavailable

05/20/2019 Resolved Georgia Center Users

Following the recent PUM update, an issue has been identified which prevents uploading of information from the Georgia Center's system to PeopleSoft FMS. 

  The issues with this integration have been resolved.  Please contact the OneSource Service Desk if you have any other issues.

Banking Address and Bank Phone Info. Fields Need to be Hidden

05/20/2019 Resolved Any suppliers wishing to register as a UGA supplier

The Bank Address and Bank Phone entry fields on the supplier portal page should be hidden.

 

The fields have been hidden and should, therefore, cause no more confusion during the supplier registration process.

The Financial Management supplier registration portal is temporarily unavailable.

05/19/2019 Resolved Vendors wishing to register as UGA suppliers

 

 

The supplier registration portal is now available for use.
Processing Surplus Inventory Scans does not Update Custodial Department ID 05/13/2019 Resolved Departments sending inventoried equipment to surplus

A PeopleSoft bug was identified in the scheduled PUM 29 release of the UGA Financial Management System.  The bug affects the delivered process by not  correctly updating the custodial department ID when equipment is received and scanned at our surplus warehouse. 

  An Oracle patch was applied to the FMS on 06/25/2019 which effectively resolved this issue.
Error Message Received when Deleting Item from My Wallet 05/13/2019 For Awareness
Travelers

When trying to delete wallet items (that were added specifically from a mobile device) from a tablet or computer users are receiving an error message.

This is working as designed. Any wallet items that were added by phone should also be deleted from the phone if needed.  
Budget Missing from Project Status Report 04/17/2019 Active Researchers and Financial Staff using the Project Status Report

Some projects are missing budget in the Project Status Report, if the PI filter is used.  This is due to an effective dating issues - PIs cannot be effective before the project start date, but budget rows can be added in advance of the project setup.

Set up a view for the PI by selecting his/her project IDs, rather than name, and save this as his/her default view. Also, you may wish to set up a subscription to periodically auto-send the balance snapshots from the "Project Summary" tab to the PI.  One or both of these are likely the best solution at this time.  
Departmental Deposits and Student Account Charges 04/05/2019 Resolved All departments submitting deposits as well as those having student account charges.

A known issue has been identified this week with the Banner feed to PeopleSoft.  This issue will affect the timing of departmental deposits as well as revenue associated with student account charges hitting the general ledger for transaction processed April 3 and later.  This issue is related to a process involving summer tuition distribution to the correct chart strings. This issue is expected to be resolved late next week. From now through next week, departments will see their deposits posted with a one or two day lag instead of daily.  We will continue to provide updates as available.

  A code change to the programming for the Banner journals was completed to fix issues associated.
IDC Missing from Project Status Cube 04/04/2019 Resolved Researchers and Financial Staff using the Project Status Cube to review IDC changes

IDC actuals are currently not showing in the Project Status Cube.

Use the Financial Management System Query UGA_GM_PROJ_ACTUALS.  IDC (9xxxxx series account codes) will be added back to the Project Status Cube.  IDC actuals have been added back to the Project Status Cube. There will be no impact to cube customizations, such as filters. 
Personal Service Encumbrances 03/25/2019 Resolved UGA Financial Management System, OneUSG Connect, UGA Budget Management System and UGA Data Warehouse users.

Shared Services ran into an issue yesterday with the personal service encumbrance calculation.  The full encumbrance calculation is a two-step process.  The first step is to zero out existing personal service encumbrance amounts and the second step is the new encumbrance calculation.  The first step was processed but the second step ran to no success. This means that personal service encumbrances will be zero in OneUSG Connect, the Data Warehouse, and the Budget Management System. We did not process the zero encumbrance entry in UGA Finance so personal service encumbrances remain (although they are the amounts from last week).

  The Shared Services Center was able to process the encumbrance projection the night of March 25.
Data Warehouse Updates 03/20/2019 Active Data Warehouse Users

Updates will be made to the Position Funding Cube, Project Status Cube, and BOR Account Status Report. 

Users will need to check and perhaps reset any filters that are currently in use.  
No Default Time Bands on Some Positions 03/18/2019 Resolved Budget Planners and Salary Setters Certain employees do not have time bands pre-populated.  Users will have to add time bands in order to provide funding distribution.   Positions without default time bands were recalculated to set the default time bands.
SQL Error on Customer Request Form 02/25/2019 Resolved Financial Management System Users

Approval of new customer requests submitted through the UGA Customer Request Form is delayed due to a technical issue related to the auto-numbering set-up of the customer ID.

  A production fix was implemented on 02/25/2019 that resolved the auto-numbering issue with the customer request form.
Delays in Financial Management System Access 02/14/2019 Active Financial Management System Users

New employees may experience a delay between the time they are activated in OneUSG Connect and other systems and the time that they are able to access the Financial Management System. There are approximately 200 users that are affected by this right now. We are actively working with USG on a resolution.

Contact the OneSource Service Desk (onesource@uga.edu) if you need assistance prior to gaining access to the FMS. They will put you in touch with someone who can provide any information you need. Work is in progress to automate this UGAJobs process, which will significantly reduce the turnaround time. 

 
HCM to Financials Direct Deposit Integration Issue 02/07/2019 Active Employees that have made updates to their direct deposit account in the OneUSG Connect System

There are currently 40 employees that have made updates to their direct deposit account in OneUSG Connect.  Those changes are currently not being received in the Financials System.

We have logged a ticket and are working to troubleshoot this issue.  
In "View Travel Authorization" mode in Fluid, users are seeing a pop-up box indicating that the TA should be saved before notes can be added. This should only be visible on initial entries. 02/06/2019 Resolved Individuals using the Fluid Travel Authorization View All page to access notes on a TA.

In "View Travel Authorization" mode in Fluid, users are seeing a pop-up box indicating that the TA should be saved before notes can be added. This should only be visible on initial entries.

  A fix was put in on February 5 to resolve the issue and only display the warning on initial entries.
Users Seeing "Blank Screen" when Attempting to Initiate a New Payment Request 01/28/2019 Resolved Payment Request Initiators

Campus users are experiencing intermittent issues with the Fluid Payment Request entry page.

   
Subset of Users Unable to Log In 01/25/2019 Active Financial Management System Users

A small subset of users (less than 25) were affected by a backend data issue that prevented their ability to log into the system. These users have been contacted individually. To our knowledge, one user has attempted to log in and been unable to.

Contact the OneSource Service Desk (onesource@uga.edu) if you need assistance prior to the expected resolution date of Jan 30, 2019.

 
UGAmart User Sync Update Required 01/17/2019 Active Users requesting access and changes to UGAmart Users with only UGAmart role changes in PeopleSoft are not being update in UGAmart. Users who are terminated will potentially not be removed/inactivated in UGAmart. The UGAmart site admin will adjust UGAmart roles manually based on submitted Access Request Forms (ARFs).  If a sync occurs that overrides UGAmart acccess, then contact the UGAmart site admin via a Team Dynamix request.  
Payments Processed by Accounts Payable on 01/15/2018 Show Incorrect Payment Date 01/17/2019 Resolved Payment Request Initiators and Payment Request Approvers Payments processed by Accounts Payable on 01/15/2018 show an incorrect payment date of 01/15/2020.  Accounts Payable is in the process of cancelling and reissuing these payments and we anticipate having this resolved 01/16/2019.   Payments dated 01/15/2020 were cancelled and reissued within PeopleSoft.  Reference numbers and payment dates were updated to reflect the correct date.
Query UGA_AM_EQ_NOT_SCANNED may Display Incorrect Inventory Date 01/11/2019 Resolved Departmental Inventory Representatives and Asset Management Central Office When using the UGA_AM_EQ_NOT_SCANNED query to view equipment assets which have not been scanned, they query may pull the incorrect scan date if the asset has multiple scan dates. This query is the source for the final inventory reports.   The UGA_AM_EQ_NOT_SCANNED query was updated to display the latest scan date in the results when multiple scan dates exist for the same asset.
Project Reports Overstate Purchase Order Encumbrance Balances 01/10/2019 Active Departmental administrators, project managers, principal investigators managing sponsored or other projects The PROJ_RESOURCE table currently presents project related purchase order (PO) encumbrance balances that have not been reduced to reflect spending recorded against PO encumbrances. Many project related queries and reports pull from this table and may overstate encumbrance balances as a result. Most notably, the Project Status Report and Cube and queries in the Grants WorkCenter are affected. The encumbrances have been relieved appropriately in the Commitment Control ledgers, so budget checking is using correct information and is not adversely impacting transaction spend processing. Until this issue can be resolved, the query UGA_KK_PROJECT_BUDGET_BALANCE can be used to determine correct encumbrance balances. Query UGA_KK_PROJECT_TRANS_DETAIL can be used to pull detail level transactions.  
Various Expense Reports Being Re-Budget Checked After Payment has Been Made 01/10/2019 Active End users A case has been logged with Oracle regarding various expense reports being re-budget checked after payment has been processed. When looking at a paid expense report through expense history, if there are notes and the employee clicks to review the notes, when they click "DONE", it saves the sheet, resetting the accounting date to today and budget status to "N".  This causes the sheet to be picked back up for budget checking.  The net effect is zero, it is producing an in and out, but confusion is caused on the Budget Status Report by seeing the entries again after the transaction has paid.    
Budget Checking Errors When Chartfields Correctly Match Budget 01/07/2019 Active Researchers and research administrators managing spending on sponsored projects In a small subset of cases, the chartfields on project budgets are not matching in Commitment Control and on the PROJ_RESOURCE table (which feeds certain reports). The biggest impact is budget checking errors for project spending.  The Sponsored Projects Administration team is troubleshooting and correcting these as they occur.  So far, we have been unable to replicate the issue, but the team is actively working on this each day to find a resolution. Database interventions are being executed to correct all the errors that have been encountered thus far.  This will continue until the root cause is identified and permanently resolved.  
Accounts Payable line not populated on VCHR_ACCTG_LINE 01/04/2019 Resolved Departments who had a voucher processed through Accounts Payable on November 29. There appears to be an overall issue with accrual entries not going from DISTRIB_LINE to VCHR_ACCTG_LINE, resulting in missing or inaccurate journal entries.  During the timeframe when the issue was reported, there were no voucher postings with a status of "no success," thereby failing to alert users that the transaction had not posted.   Accrual entries corrected to move DISTRIB_LINE to VCHR_ACCTG_LINE for November 29 vouchers.
Access Requests - Cloning Roles 12/18/2018 For Awareness Access Requests Form submitters At times, Access Request Form submitters have submitted requests to clone roles without clicking on the button labeled "load user's roles." In these cases, a blank form is submitted. After entering the user to clone, please be sure to click "Load User's Roles" before submitting the form to ensure successful processing of the request. Validation is being added to prevent this scenario, but in the interim, please follow these steps to ensure successful processing.  
Access Requests - View Only Role 12/18/2018 For Awareness Access Requests Form submitters When requesting “View Only” (or “Inquiry”) roles in the Financial Management System, access request form submitters must click the button at the top labeled “Request Access to OneSource Default Inquiry Roles Only.” This button ensures that the proper roles are requested. Please note that clicking “Submit” rather than this button will submit a blank access request form. The Access Request Form is slated to be revamped to make cleaner and more intuitive.  
Chief Financial Officers Assigning Expense Managers 12/18/2018 For Awareness Chief Financial Officers assigning expense roles and routings Unlike Spend/Journal Approvers, CFOs do not have the option to select the Expense Manager role when adding “routings” (departments for which the expense manager can approve). This has caused CFOs to inadvertently assign routings to NEW users (who do not yet have the Expense Manager role) without actually assigning the role. This applies to CFOs assigning routings ad hoc, rather than by range.
CFOs can use the ranges section at the bottom of the screen when adding routings; this will automatically assign the role to the user.  
Access Requests - Approval Workflow not Displaying 12/18/2018 Resolved Access requests submitters and approvers Sporadic Issue #1: The workflow path does not show at the bottom of the screen when the form is submitted.

Sporadic Issue #2: When the CFO approves the request, it does not move to the next workflow step. We believe these two issues are related.
  A code change was applied on 3/16/19 to resolve the issues of (a) workflow status not showing, (b) approval links not pulling up correctly, and (c) approvals "sticking" in approver's work lists.  
Access Requests - Viewing Submitted Roles 12/18/2018 Resolved Access requests submitters and reviewers After submitting an access request form, the submitter cannot see the requested roles. In some cases, approvers have reported being unable to see the requested roles either, though this is not a consistent issue.   Submitters should now see requested roles on the access request form directly after submission.
Users receiving People Code or SQL errors 12/19/2018 Resolved Users who create and submit expense reports We are receiving reports of users trying to delete group meals with group attendees or mileage expense lines are receiving people code and SQL errors. The deletions attempt results in out of sync records. Sri has replicated in lower environments.   A production fix was implemented on 12/19/2018 that resolved this issue.  Users should no longer receive a people code error message when deleting expense lines.
Deleted journals still appear in pending approvals 12/11/2018 Active Users with journal responsibilities This appears to be related to a PeopleTools bug affecting multiple modules, wherein deleted transactions are not clearing the queues in the Fluid view. Based on documentation from PeopleSoft, it looks like there is a fix in PUM 27.  
Some project transactions were not recorded in the Commitment Control (KK) ledgers on November 30, 2018 12/11/2018 Resolved Financial staff or Principal Investigators using the "KK"queries to find project balances Some project transactions were not recorded in the Commitment Control (KK) ledgers through November 30th. This issue means that transactions that were processed on November 30th on certain sponsored, capital, and other non-sponsored projects will not be reflected in actual expenditures on “KK” queries, which will overstate available balances.   Users can now use the UGA-KK query to find project balances without restriction.
Decimal places in UGAmart account code split by percentages 12/11/2018 Active UGAmart Shoppers The Financial Management System can only accept two decimal places on PO revisions. Therefore, it is recommended that purchase requests when split by percentages extend to only two decimal places. If the UGAmart Account Codes area is split by percentages beyond two decimal places and a revision is required, then an update to the splits will be required to reduce the decimals places to only two decimal places. This required update will most likely change the amounts encumbered from each chartstring and impact available budgets and possibly create a budget error. It is recommended that purchase requests, when split by percentages, be limited to two decimal places.  
UGAmart Shopper role users access to historical documents blocked 12/11/2018 Resolved UGAmart Shoppers Before go-live, UGAmart Shopper’s could search and see all documents related to other UGAmart users from the same department. This department value resides in the user profile area. Now, as a part of the OneSource UGAmart conversion, departments as well as other user profile values were updated. UGAmart is reading these department values as different values than what was stored prior to 7/1 and therefore is blocking access to the historical documents created before go-live. Currently, Shoppers can only see documents that they created after OneUSG Connect go-live.   UGAmart visibility permissions have been updated to allow all UGAmart shoppers to view all documents in UGAmart.
Expense Reports that are denied in Fluid are not deleting the KK entries as they should 11/06/2018 Resolved Unit Chief Business Officers and Unit Department Business Managers; Users who approve budgets and expense reports Expense reports that are denied in Fluid are not deleting the KK entries as they should.  This DBI is to reset the KK entry to N (Not checked) at which time AP can run budget checking again, and the entries should be clear.   A database intervention was completed on November 15 to clear the entries. The deny function has also been disabled to prevent further issues.
Purchase Orders liquidating early in the Costing Module when multiple, partial payments are made 09/24/2018 Active All users who working-in and pulling data from the Project Costing Module (Grants/Capital) Issue results from purchase orders are being established with a quantity of "1" and each partial pay request being submitted for a quantity of "1".  The initial payment against the purchase order reduced the un-invoiced quantity to zero, which triggers the cost collection process to liquidate entire balance of the purchase order in the Project Resource Table.  The Activity Summary information in the Purchasing Module remains accurate.   The Purchasing Team will test proposed corrective action in QUAT this week for new purchase orders. All new purchase orders should begin using revised logic before correction are made to existing PO's. Switch quantity and price on all sub-awards for anything with a project ID starting with R, S, and C.  If there are sub-awards with project ID payments, will open additional lines as needed reversing the quantity and amount values.
Purchase Order Encumbrances may affect prior periods 09/24/2018 Active Unit Chief Business Officers and Unit Department Business Officers in charge of reviewing monthly financial information Purchase orders and purchase order change order encumbrances are currently transacted using the PO date as the accounting date. Consequently, when the original PO/Accounting date is in a prior period, those prior period encumbrances will be affected. Due to this condition, encumbrances included in reporting for a period end may be subsequently modified.   A bolt-on is being created to remedy the situation.
Various issues with attachments on Expense Reports and Payment Requests 09/24/2018 Active All users who prepare expense reports and/or submit payment requests Multiple users have reported that they delete images of receipts, etc., for expenses or payment requests and resubmit the transactions for approval, only to discover that the original document is still attached.

Functional workaround for payment requests:

After the payment request is denied and the submitter selects Update:

  1. Select Attachments.
  2. Select + and upload the new attachment.
  3. Select Done to return to the Summary page.
  4. Select Attachments again then delete the original attachment.
  5. Select Done again and then resubmit the payment request.
Users should note that they are adding a new attachment to replace a deleted one.  This alerts Accounts Payable and all potential approvers that the original document marked "deleted" may still appear.
Frequence of Posting Payroll to UGA Financial Management System During Split Implementation 09/13/2018 Active Unit Chief Business Officers, Project Coordinators, and Unit/Department Business Managers Due to keeping the FY19 crosswalk up to date and the complexities of the manual process to transfer payroll transactions from legacy systems to the UGA Financial Management system, the frequency of posting those payroll transactions has been once a month during the accounting period closeout process.   The OneSource team continues to work towards improving this process with a goal to post payroll transactions within a few days of each completed legacy payroll run.
Budget Status Cube Totals Doubling for Revenue Accounts 09/10/2018 Active Users responsible for managing a budget Currently, the Budget Status Cube presents revenue and expenditure budgets in a single column by fund and department, with both revenue and expenditure budgets shown as positive values; consequently, these numbers are summing together. Some users have expressed concern that unless one expands these values by account code, it may appear that the numbers are doubled because of the summing. Users can utilize the Account_GL data options to separate Revenue and Expense Account codes. The Account_GL_UGAACCTTREE option allows for removing all Revenue items or all Expense, Payroll, and Travel items when used as a filter. The functionality of the cube will be modified so that Expense and Revenue items are displayed in different columns, preserving the natural signs of both types while removing the doubling issues.
EX_BD_DEL process locks expense reports 08/28/2018 Resolved Users who create and submit expense reports When deleting expense reports from self-service, the delivered EX_BD_DEL process is selecting ALL expense reports for budget checking due to bad code. This often causes a commitment control locking issue.   A patch was provided from Oracle to correct the delete process that was causing the system to lock.  The functionality for deleting travel expenses has been turned back on for campus.
Indirect Cost Return Queries 08/21/2018 Resolved Financial users who need to track total direct and indirect costs by department and accounting period
  • Allows user to run by financial departments or a range (using % wildcard)
  • Ability to filter by accounting period (month)
  • Shows all active awards for the departments selected
  • Shows three fields: (1) total award amount, (2) total direct costs and (3) total indirect costs
  A query titled UGA_GM_DPT_IDC_REV has been developed to meet this need.
Sponsored Projects Administration processing times 08/21/2018 Resolved Users working on sponsored projects to establish new awards, pendings, no cost extensions and award modifications. New awards, pendings, no cost extensions and award modifications are effected. These are being processed in the order received and SPA is working tirelessly to ensure that these awards are set up as expeditiously as possible.  

The award backlog was eliminated at the end of October.

Purchase Order interface/ change order insert is causing unique constraint and causing reccurring processes to fail 08/21/2018 Resolved All schools/ colleges/units with one or more purchase orders issued after 10:00 a.m. on 08/13/2018 The process that creates purchase orders and change orders in PeopleSoft began failing at 10:00 a.m. on Monday, August 13. This issue affects all subsequent runs of the process as well, so no purchase orders or change orders have been loaded into PeopleSoft since that time. UGAmart activity can still continue, but no resulting purchase orders or change orders will appear in PeopleSoft until the issue is resolved. The orders created during the downtime will all be loaded when the process begins running again.  
Add access to Travel Authorization "view all" page 08/14/2018 Resolved Anyone with "other financial roles" The public record access for Travel Authorizations is in the Classic menu navigation, Travel and Expenses > Travel Authorization > View. This allows a user to see all Travel Authorizations for any employee. This access should be on the UGA Expense View Access role and the UGA View Access role.   The following permissions were added to the UGA Expense View Access and the UGA View Access roles: UGATE_TAUTH_INQ03U, UGATE_TAUTH_REPORT01U
Sponsored Projects Travel Expenses only updated through July 31, 2018 08/14/2018 Resolved Faculty and Staff reviewing Sponsored Projects balances

July has officially closed, so all of the transactions with July accounting dates are updated in the source system, UGA Financial Management. Starting with August accounting dates, transactions are posted and available in the Project Status Report at least weekly, with one exception. Travel expenses are the exception; we must make a change to the UGA Financial Management system before travel expenses can be posted regularly. Any travel expenses with July accounting dates are currently viewable in the Project Status Reports. We will update travel expenses at least monthly until the system change can be implemented to increase the frequency.

  An email is being sent to Project Coordinators with more details on queries and reports that can be used to view grants and sponsored projects balances and transactions. 
Budget Status Report Performance Issue 08/07/2018 Active Users with the General Ledger View Role It has been observed that due to the runtime of the Budget Status Report that users are submitting multiple requests and causing database deadlocks for themselves as well as adding to the general slowness of the process. Until a technical solution can be developed and tested the max concurrent setting for the BSR process will be set to 1. We will accompany this with training to encourage users to run one instance of the report at a time. The Financial Management System's Budget Status Report is being reviewed for the purpose of enhancing the performance. Once the report has been tuned to the point where it does not negatively impact system performance, OneSource will notify users that access has been restored.
Chart of Accounts Combination Edit/Rules Guidance to End Users 08/07/2018 For Awareness End Users Chartfield combination edit rules which are applied when all transaction types are processed.    
Intermittent issue when downloading the Hyperion Budget Amendment spreadsheet in the UGA Budget Management System 08/07/2018 Active UGA Budget Management Users Intermittent issues have been detected when downloading the Hyperion Budget Amendment Excel spreadsheet in Workspace. We think it is due to the load balancing between the two Foundation servers (ps-epprdapp1.cc.uga.edu = Foundation 1 / ps-epprdapp2.cc.uga.edu = Foundation 2). A Service Report with Oracle has been created. The work around for this while the issue is being investigated is the Service Desk has a copy of the spreadsheet and can send to a user that may encounter this.  
Project ID look-up is slow and returns duplicate rows 08/07/2018 Resolved Users who create and submit Expense Reports On an Expense Report, when using partial search or magnifying lookup function, the search is slow and returns multiple rows of the same project ID/activity ID. The view doesn't seem to be working properly.   A fix was put into place on December 19, 2018 that limits the number of rows returned to not include duplicates.
Adjusted per diem expense lines copy with the full day per diem rate 08/07/2018 Active Users who create and submit Expense Reports Users are asking about an issue copying per diems where there are deductions for that day, or they manually override the per diem amount. When they copy these adjust per diem expense lines, the newly copied expense lines have the full amount per diem for the day instead of the adjusted amount on the original expense line being copied. The workaround is that the user copies the adjust per diem line and then manually changes the amount on each line copied. This is extra effort but saves time by not having to manually add each per diem line. A case has been logged with Oracle. But this may be how the product is designed to work.
Expense Reports with Orphaned Records 08/07/2018 Active Users who create and submit Expense Reports We are seeing inconsistent instances where users are deleting expense lines and the records are getting out of sync.  This causes a "Matching Buffer" error and the expense report cannot be opened. The common element in the reported cases is that there were originally per diems in the expense report with deductions. The per diem rows were later deleted but the per diem deduction lines remained in the line per diem record. This creates the orphaned row message. The orphaned expense report can be copied and successfully opened and submitted as the newly copied report. Then the orphaned report can be deleted from the user's Pending section in the self-service module. This is a known issue with delivered functionality. We have logged a case with Oracle.
Access Request Form hanging-up and workflow path missing 07/27/2018 Resolved Access Request Form Approvers We have received reports that an Access Request Form didn’t disappear from an approver's worklist after the approver denied them. It still shows “pending approval” at the bottom, but doesn’t have the usual workflow steps listed.    
UGA Budget Management is currently excluding project budgets because they are multi-year and will always show a positive available spend balance as-is. 07/24/2018 Active Budget Management Users Project budgets can be multi-year, and a single number in UGA Financial Management, meaning each fiscal year is not broken out. A five-year $500 budget will show $500 each year in Budget Management as it's budget, but the true planned expense each year might only be $100. This means in year two $100 has been spent, so the available budget balance is only $400, but Budget Management will still show $500 because that is the project budget.

Don’t display project budgets in Budget Management cubes (report, personal, amend).

On hold until Grants, Capital Projects, or Leadership provide direction.
Sponsored projects budget checking options 07/23/2018 For Awareness Users processing transactions on sponsored projects. Users are encountering "no budget exists" errors when processing transactions on sponsored projects. Step 1: Check the department in the chartstring. Users can find the department(s) in which the funds are budgeted by running this query: UGA_GM_BUDGET_BY_CFS.

Step 2: If new chartstrings should be added to split funds between additional departments, units should follow the existing process for updating a sponsored project budget via the grants portal: https://spa.uga.edu/docs/spa/How-to-request-Rebudget.pdf. 
 
Access Request Form enhancements and bug fixes have been made 07/24/2018 Resolved Managers requesting roles for Users/CBOs The following enhancements and bug fixes have been implemented:
1. Fixed: An SQL error previously populated in comments in text boxes were too long.
2. Fixed: Access Request Form submitters can now view approver comments across all forms.
3. Enhancement: The UGAmart Access Request Form has been restructured for clarify, including boxes for dept ranges and approver levels.
4. Enhancement: The UGAmart Access Request Form now has an option to remove/edit approver ranges/levels without choosing a role.
5. Enhancement: All Access Request Forms now have the ability to search for existing forms by name.
   
"Define Asset Operation Info" page is view only for the "AM Dept Update" role 07/23/2018 Resolved Departmental Inventory Reps with the UGA Dept Update role When accessing the Define Asset Operation Info page, the custodial and location fields are greyed. These should be editable for the UGA AM Dept Update role.

 

The Define Asset Operational Info Page is now available to users with the "UGA AM Dept Update" role. Users should have the appropriate access to update custodial records as described in the training materials. 
Not able to see pages for approval transactions 07/17/2018 Resolved Alternate Approvers, Expense Approvers, CBO/CFO Some alternate approvers and expense approvers cannot see the pages needed for approvals.

Please contact onesource@uga.edu. We will work with you on possible interim solutions.

Users will now be able to access the approval pages. All users will see an approval tile on the Employee Self-Service menu; however, only those users with approval roles will be able to view and approve the transactions.
UGAmart Shopper Role 07/17/2018 Active UGAmart Shoppers Before go-live, UGAmart Shopper’s could search and see all documents related to other UGAmart users from the same department. This department value resides in the user profile area.  Now, as part of the OneSource UGAmart conversion, departments as well as other user profile values were updated.  UGAmart is reading these department values as different values than what was stored prior to 7/1 and therefore is blocking access to the historical documents created before go-live. Currently, Shoppers can only see documents created after go-live. 

None currently

The Procurement Team is exploring options for resolution.  Additional information will be provided.
CBO/CFO role unable to assign ranges of department numbers for Expense Approver roles. 07/17/2018 Resolved CBO/CFO Roles Training materials included instructions to assign a range of department IDs for Expense Approver roles, however, the system is not allowing a range. CBO/CFO has to add them dept ID by dept ID.

 

A new tool has been developed that allows Chief Business Officers to assign department ranges for workflow routings for (a) Expense Managers, (b) Journal Approvers and (c) Spend Approvers.
There are some scenarios where a user may have more than one Reports-To entity for expenses 07/13/2018 Resolved Supervisors; users who work for multiple business entities There are some scenarios where a user may have more than one reports-to entity for expenses
Example 1: a faculty member who teaches in one department but has research responsibilities for one of the institutes
Example 2: a graduate student who works for a department or research entity but is paid through the graduate school
Example 3: a researcher who works for multiple projects, each with a separate budget, but reports to someone else administratively.

 

Ad hoc workflow routing was implemented to address this issue. Training materials can be found here for Travel Authorities and here for Expense Reports. 
Some approvers are receiving approval notification emails for users not in their workflow 07/12/2018 Resolved Approvers Some approvers have reported receiving notification emails to approve travel and expenses for people who are not in their workflow.   Security Team has identified and corrected some incorrect route controls. OneSource will continue to monitor.
Vendor reported receiving a fax for a PO that was entered last year 07/11/2018 For Awareness Users with procurement responsibilities The PO conversion process includes a step to remove distribution data so the PO is not re-issued. With nearly 5,000 POs to convert, a few did not have distribution information removed and "slipped through" to the vendor. As Procurement identifies these, they are contacting the vendor.

Procurement continues to monitor for these. If you are contacted by a vendor, explain UGA is going through this conversion and they can ignore the PO.  Get the PO # from the vendor and send to Chad Cox in Procurement for handling.

 
Incorrect supervisor (Reports-To) information causing workflow to wrong individual 07/11/2018 Active All users Users report incorrect routing of travel approvals due to incorrect "supervisor" data in Financial Management System.  Supervisor data used in travel workflow/approval is sourced from UGAJobs and cannot be updated in Financial Management system. Workflow for these approvals cannot be updated until the correct supervisor data is updated in UGAJobs.

Contact your HR representative or other individual with access to update Reports-To data in UGAJobs. Corrected data does not update Financial Management system real-time. Updates occur on a nightly basis.

Maintaining Reports-To data is a new concept at UGA. As organizations acclimate to this new business process, maintaining supervisor/Reports To data will be part of the routine process. Maintaining this data is also critical to workflow routing when we go-live on the new OneUSG Connect HR/Payroll system.  That system also uses this data.
Department ID 74999999 used as default on all employees for travel processing during "split implementation" 07/10/2018 For Awareness All users Until UGA Financial Management integrates with OneUSG Connect to receive the HR department for employees, which enables workflow of travel transactions to supervisors, a temporary Department ID is used for all persons. This Department ID is not valid for any financial transaction and cannot be used in a chart string.  Users must replace 74999999 with a valid Department ID. Printed travel will display this default Department ID.

 

Since HR department numbers and Financial department numbers do not align, the default value of 74999999 will still populate on travel transactions. Users will need to update to the correct Financial department numbers.
Errors when selecting the Asset Management Fluid Tile from the UGA Financials Menu 07/09/2018 Resolved Users with access to Asset Management Users reporting errors when using this tile.

 

The Asset Management tile has been removed since there is no added functionality.  Users can access all Asset Management pages/functionality by navigating through the classic menu.  All training is based on this navigation as well.
Users who have requested new or modified security access 07/09/2018 Resolved Users who have requested new or modified security access. When Access Request Forms are completed at the Security workflow step, an ‘approved’ email is generated. This simply means that the OneSource Security Team has reviewed the request for accuracy as a quality control step, not that EITS is an ‘approver’ in the workflow.

 

Verbiage was adjusted on these emails to help avoid misperception that the Security Team is responsible for approving or denying these requests.
Users receiving UGAmart emails during PO conversion period 07/09/2018 Resolved UGAmart Users Steps in the PO conversion process may generate notification emails to users associated with those POs. Global UGAmart email notifications have been turned off during the conversion timeframe, however, some users do receive emails.

 

 
Some users are receiving SQL errors when requesting roles via the Access Request Form (online in UGA Financial Management System) 07/09/2018 Resolved Managers requesting roles for users/CBOs Some users have received a SQL error in response to sending a request for a new role via the Access Request Form. This error is only displayed when the user already has the role that is being requested. 

 

 
Budget reference not yet a dimension in Budget Management, causing inflated 2019 budget summary totals and reports 07/6/2018 Resolved UGA Budget Management Users The budget reference chart field was not displaying in UGA Budget Management, causing inflated totals to appear for FY19 budget summary totals and reports.    
Approvers Not Receiving Email Notifications 07/05/2018 Resolved Users with approval responsibilities Users reported not receiving email notifications for approvals. OneSource identified some approvers with email addresses. Email addresses have been updated. OneSource will monitor Service Desk tickets and system processing for additional instances.    
Travel Authorization Conversion - Amounts and Distributions 07/05/2018 Resolved Users processing travel expense statements with converted FY18 travel encumbrances The amounts and distributions converted contained errors. These errors are under review and will be corrected. Expected resolution is 07/06/18. Users may refer to original TA; however expected correction is short-term and values will be available in the Financial Management System soon.  
Travel Authorization Conversion - Location Codes, In/Out of State Flags, & Budget Checking Errors 07/05/2018 Resolved Users processing travel expense statements with converted FY18 travel encumbrances There were conversion errors on travel authority location codes and the in/out of state flag. Additionally, the system was requiring budget checking in error.    
Access Request Form - Temporary Limitation to Submit One Request Form Per User 07/05/2018 Resolved Chief Business Officers and any manager requesting system access for an employee Managers can only use the form to request access for a given user once; the form is not available for that user again. This is a temporary issue and OneSource is working to resolve this quickly.    
Access Request Form - Limited Error on CBO approval email notification 07/05/2018 Resolved Chief Business Officers who approve access If the access request is for view only, the email to the CBO to approve the request will not display the requestor name however the link to the approval screen is correct.    
Vendors were converted with one default remit-to address due to PeopleSoft constraints 07/03/2018 For Awareness All Accounts Payable and Purchasing users When suppliers were converted, the address default entered into the system was the most recent payment address. PeopleSoft only allows one default remit-to address to be displayed within Payment Request functionality. Additional remit-to addresses can be associated to the supplier record, but they must be set up as a new “Location” on the record. Accounts Payable can assist with adding additional locations for display. If a user needs to remit a payment to a different address from the one that is displayed, s/he should submit a ticket to the Service Desk at onesource@uga.edu. The Service Desk will then pass the ticket on to A/P and they will respond with the appropriate resolution.  
Vendor conversion is still underway 08/19/2018 Resolved All Accounts Payable and Purchasing users Vendor conversion is an ongoing process, which can mean that a vendor is not yet available in the system.   Vendor conversion has been completed.
The Approval Fluid Screen reverses the sign for expenditure budget journals and transfers from what the Initiator Screen displays when the transaction is originally keyed 07/03/2018 Resolved The Approval Fluid Screen reverses the sign for expenditure budget journals and transfers from what the Initiator Screen displays when the transaction is originally keyed Expenditure budget journals and transfers are keyed in by the Initiator in the Classic mode of PeopleSoft. When an approver views either the journals or the transfers in the Approval Fluid Screen, the + and – signs are reversed from the way they appear in the Initiator Screen, potentially causing confusion.   The PeopleSoft Update Manager has corrected this issue.
A user cannot be logged into WebDFS and UGA Financial Management System at the same time in the same browser. 07/3/2018 For Awareness All users who access both WebDFS and UGA Financial Management systems When a user is logged into WebDFS and then logs into UGA Financial Management in the same browser, the user is logged out of WebDFS. The same holds true in reverse: once logged into Financial Management, the user will be logged out of WebDFS when the login is initiated. If both systems must be open concurrently, open one application in one browser and the other application in a different one; e.g. open WebDFS in Internet Explorer (recommended) and UGA Financial Management in Firefox or Chrome. We are reviewing the issue to see whether it can be fixed via code or if it is a known constraint in PeopleSoft.
Typo in Business Unit Causes Workflow Error 07/03/2018 Resolved All Users with approval responsibilities in the voucher and payment request workflows A typo in the Business Unit chartfield for PC BU 18400 is causing voucher and payment requests to route to SPA instead of to their correct departmental approvers.    
Open Purchase Orders and Encumbrances from FY18 06/30/2018 Resolved All schools/colleges/units with one or more open purchase orders at the end of FY18. All open purchase orders/encumbrances that have not fully paid out at the end of FY18 must be converted to a PeopleSoft purchase order. Encumbrances for prior year open purchase orders will not be reflected in the UGA Financial Management System until each new purchase order is created. Due to the number of open purchase orders at the end of FY18 (expected to be 6,000+), the conversion process could take longer than expected. Open purchase orders will be prioritized and a process is in place for distributed users to request an escalation of any purchase order that has a pending receipt and/or invoice and no PeopleSoft PO version to receive or pay against. Receipts cannot be created and invoices cannot be paid until the new PeopleSoft version of the purchase order has been created.    
UGA Financial Management Access Request Form Availability 06/30/2018 Resolved Persons requesting new or modified user access to any of the following systems: UGA Financial Management, Cash Management (TouchNet), UGAmart, Budget Management (Hyperion), Simpler, or the Data Warehouse. Before July 5, 2018, units wishing to request new or modified user access to any of the above systems will need to work with their Chief Business Officer to facilitate the request. The Access Request Form that will be accessed through Financial Management will be released for use on July 5, 2018.    
Concurrent Access Requests 06/30/2018 Resolved Users requesting access to UGA Financial Management, UGA Budget Management, UGAmart, TouchNet, and Simpler There are three access request forms:  1. Financials/Budget Management/Simpler/Data Warehouse, 2. UGAmart, and 3. UGA Cash Management (Touchnet)​. You can only have one of these access request form types moving through workflow at a time for a specific employee.​  For example, if a user has a pending access request for UGA Financial Management, s/he will need to wait until this is approved to request access to UGAmart or TouchNet. Users can request access to UGA Financial Management, Budget Management and Simpler concurrently; this known issue applies to UGAmart and TouchNet access requests. If there is an urgent request, contact the Service Desk at onesource@uga.edu.    
Sponsored Project Balances During July 2018 06/30/2018 Resolved Principal Investigators, project team members, and staff who provide support for sponsored projects’ financial management. During July of 2018, most historical financial data for sponsored projects will be available in the new UGA Financial Management System. Some historical data will continue to be loaded during the month of July, due in large part to necessary year-end entries. By July 31, actual balances across all sponsored projects will be available and fully updated in the Financial Management System. All project financial transactions will occur in the new system starting in July and ongoing, so these project balances will remain current in the system. The new Project Status Report be live and accessible for users in August. You will still be able to spend on your sponsored projects as usual. There is no impact to project spending. Initiate all transactions in the new UGA Financial Management System. If you are unable to see your project in the Financial Management System, email onesource@uga.edu.    
UGA Budget Management Fiscal Year Crosswalk Differences 06/30/2018 For awareness only Budget Managers comparing fund attributes in FY17 – FY19 data FY17, FY18, and FY19 legacy account numbers specific to Operation G accounts have corresponding fund attributes which historically have not been visible to users. These attributes signify whether the G account was funded with tuition, state appropriations, or other general funds resources. To allow UGA to balance its funds, attributes associated with these “G” accounts may be different between fiscal years. We do not expect each school/college/unit to see significant differences in fund attributes between years. We are publishing this known issue as an awareness item only. Users may see different attributes associated with G accounts in the FY17, FY18 and FY19 data. Please contact the OneSource Service desk with any questions. This is an awareness message only; no workaround is required.  
Equipment Inventory (Assets) Conversion 06/30/2018 Resolved Persons responsible for inventorying equipment and other assets Consistent with the timing of prior year-end processing, FY18 year-end close is estimated to be completed by mid-July 2018. After FY18 year-end transactions are complete, equipment assets will be converted from the IMS system to the new UGA Financial Management System. Users will not see equipment data in the Asset Management module until FY18 year-end processing is complete and the data is converted. Departments must send Property Control equipment changes during the two-week period that year-end close is being processed. Users should not enter transactions into the Asset Management module during this time period.  
Journal Approvers Unable to See Some Chartfields in GL Journals 06/30/2018 Active Users with Journal Approver role for GL journals Users with the Journal Approver role are not able to view all chartfields on GL journals. Chartfields affected are operating unit (optional field), chartfield 1 (optional field), and project activity/activity ID (only on journals where Project ID is included). Approvers will need to run a query to review the actual chartfields and confirm that they are in the journal.

The workaround will be to run query UGA_GL_JOURNAL_ENTRY. This query will prompt the user to enter the journal entry number. Once they enter the journal entry number they will be able to see the full chartstring on all lines of the journal. Walkthroughs of this process are included in the OneSource Training Library in the Approving GL and Budget Journals course in the Approving a General Ledger Journal and Running a Query to Review ChartFields on a Journal topics.

 Err
Error When Submitting Customer Request Form 03/29/2019 Resolved Financial Management System Users Submission of new customer requests through the UGA Customer Request Form is delayed due to a technical issue.

Submit a Service Desk ticket with customer request information via the Service Request Form or by emailing onesource@uga.edu.

 

Note:  OneUSG Connect Known Issues are available at OneUSG Connect Known Issues.

Items below are UGA specific known issues that are not referenced in the OneUSG Connect Known Issues lists.
As issues are identified, they will be added to this section.

Known Issue Title Posted Date Status Audience Overview Functional Workaround Resolution Information
MSS Position Funding Changes Not Processed 09/17/2019 Resolved OneUSG Connect Departmental System Managers The batch job, which processes Manager Self Service Position Funding Changes in OneUSG Connect, has not processed funding change transactions since 09/11/2019 at 1pm. Positions that have an approved but not processed funding change are locked. While the position is locked, no additional funding changes can be submitted.

No functional workaround at this time. OneUSG Connect is currently working to resolve this issue.

OneUSG Connect has resolved this issue. MSS Position Funding Changes are again being processed as expected. 
Issue with Personal Service Encumbrances 07/29/2019 Resolved Business Managers & Financial Directors OneUSG Connect Personal Service Encumbrance calculation processes did not complete successfully at last run. Because of this issue, personal servcice encumbrances in OneUSG Connect and UGA Data Warehouse will be zero. Personal service encumbrances in UGA Finance will remain unchanged from last week.

 

No functional workaround at this time. OneUSG Connect is currently working to resolve this issue.

This issue has been resolved as of 08/05/2019.
Retro Distibution Transactions Missing 06/26/2019 Active Business Managers & Financial Directors

An issue has been identified in which retro distibution transactions do not update all of the necessary tables, causing these entries to be missing from the Payroll Expense Detail query in OneUSG Connect. 

UGA has reported the issue to  OneUSG Connect and is working to determine the extent of this issue.

No functional workaround at this time.

 
Retro Distribution Entries Not in UGA Finance 06/25/2019 Active

Business Managers & Financial Directors

Retro distribution entries that were processed by OneUSG Connect on 5/16/2019 and 6/14/2019 have not been messaged from OneUSG Connect to the UGA Financial Management System.

UGA has opened an incident with OneUSG Connect regarding this issue and are awaiting a resolution.

 The retro entries can be seen in OneUSG Connect but the associated accounting entries (journal entries) are not present in the UGA Financial Management System.  
Zero Personal Service Encumbrances in OneUSG Connect and Finance 06/17/2019 Resolved

Campus Business Managers and Financial Directors

The encumbrance projection for personal services did not process yesterday as scheduled.  Because of this, personal service encumbrances are showing zero in both OneUSG Connect and the UGA Financial Management System.

UGA has opened an incident with OneUSG Connect Support regarding the issue.

  This issue has been resolved as of last night (6/18/2019).  Encumbrances amounts are now reflected in OneUSG Connect and the UGA Financial Management System.
Users Experiencing Slowness and Timeouts 06/17/2019 Resolved All

USG is experiencing issues with SSO and timeouts when users are trying to log in via selfservice.

   
180_HR_JOB_SUMMER_PAY_CALC Query Returning Incorrect Results 06/13/2019 Active  

The 180_HR_JOB_SUMMER_PAY_CALC query, which provides users with the value of the maximum compensation for summer pay, is returning incorrect results. A fix is being worked on. Please contact us via OneUSGSupport@UGA.EDU if you need this information before a fix is identified. If you have a previously run query saved, you should be able to use that as a work around.

   
Encumbrance Calculation Issues 06/07/2019 Active OneUSG Connect System Managers

1. Return from Short Work Break Effective 06/01/2019. Encumbrance calculations are based on the employee's last check. The encumbrance calculation may or may not be appropriate for the amount the employee will be paid in June. Encumbrance for health and life is not needed. 

2. Taxes for H Paygroup for June 30, 2019. Encumbrance calculation is overstating tax encumbrances for H paygroup by one pay period.

3. Negative or Out-of-Sync Encumbrances. This issue may be caused by users not processing the retro distribution enucmbrance journal entries.

1. Identify health and life encumbrances on the CURR query by filtering for F paygroup, pay period end 06/30/2019, and 553XXX accounts. Encumbrances can be eliminated using the chartfields on the CURR query to create an online encumbrance journal to make corrections.

2 Identify tax encumbrance amount on CURR query by filtering for H paygroup with pay period end 06/30/2019. Utilize CURR query uploaded to SSC ftp site to determine amounts to be eliminated from encumbrances. Encumbrances can be eliminated using the chartfields on the CURR query to create an online encumbrance journal to make corrections.

3. Review encumbrance journal entries to determine if any have not been posted. Run the BOR_CA_HRA_NOT_JGEN query to identify items not yet processed. If the issue remains after processing and posting, contact ITS.

 
OneUSG Connect Issue with 95M1 GL Entries 06/05/2019 Resolved OneUSG Connect System Managers and Users of UGA Data Warehouse Position Funding Cube and UGA FMS.

OneUSG Connect encountered an issue that has delayed the completion of the 95M1 General Ledger and money movement processing. This issue has also delayed the processing of the encumbrance calculation entries.

   This issue has been resolved.  The journal for the 95M1 payroll has been posted in Finance.
OneUSG Connect Access 12/12/2018 For Awareness: OneUSG Connect  

Some employees may or may not be able to access the system or may expect more access than has been provided. 

Additional details

 

J4197

Unit project coordinators should be the initial contact for individuals in your unit with access questions. Additional information is available on the Access Request Resource page.  Employees experiencing access issues should be directed to call the OneSource Service Desk at 2-0202 and select option 1.   
Ad Hoc Reviewer in the Manager Self Service (MSS) Module 12/12/2018 Known Issue: Manager Self-Service Users with initiator or approver roles in MSS

Unresolved defect from User Acceptance Testing (UAT). This is a known Oracle bug. Selections of an ad hoc reviewer does not result in routing of required alerts.

J4200

Users requiring an ad hoc reviewer are instructed to use email notifications to any required ad hoc reviewer until issue is resolved.  
Crosswalk of UGA Job Titles to University System of Georgia Job Classifications 12/12/2018 Awareness: Workforce Administration All employees

All UGA faculty and staff retain their official UGA job titles (currently known as working titles) that appropriately reflect the important roles fulfilled by our staff and enable unit level reporting needs.

Additional details

 

 

 

J4199

 

 

Current UGA job classifications will be collapsed to align with the job classification codes used by the University System of Georgia (board category codes or BCATs) A crosswalk of UGA job titles to University System of Georgia job classifications will be added to the job codes resource page.

Employees will see their USG job code printed on the pay advice (pay stub) of their paycheck.

Please reference the Faculty and Staff Guide on this topic.

 
New Personnel Systems and Processes 12/12/2018 Awareness: Workforce Administration WebDFS practitioners

OneUSG Connect offers UGA a "human resources system" that has not previously existed at UGA. Our legacy system was a personnel and payroll system only. This means that nearly all the business processes will change. One example is that all employees are assigned HR departments, not to financial department numbers. The assignment of "people" to HR departments has been a manual data accumulation and conversion effort. Some corrections may be required. Additionally, maintaining the "people" assignments to the correct HR departments will be a new concept for your unit and will need to be updated in a timely manner when there are changes. The HR department assignments drive a number of functions in the system and incorrect assignments will impact functionality.

example: managers and supervisors are not able to view employees if they are not assigned to their department.

Additional details

J4193

   
Benefit eligibility driven by lack of timely processing of hires and employee status changes 12/12/2018 Awareness: Benefits HR practitioners

Benefits administration and eligibility is dependent on the timely processing of all hiring actions for new employees as well as any status changes for current employees. These actions must take place before the effective date of the hire or status change. Lack of timely processing of these actions can potentially lead to delayed access to benefits.

Additional details

J4196

   
Expected changes to payroll 12/12/2018 Awareness: Payroll Payroll practitioners

There are many payroll related changes happening in January 2019 including:
a. merit increases effective January 1, 2019,
b. benefits enrollment and rate changes,
c. tax rate changes, and d. the new work week (we change from a Thursday-Wednesday work week to a Sunday-Saturday work week).

Additional details

J4195

Resources are available to step employees through these changes to assist in verifying their paycheck in the Faculty and Staff Guide. The guide includes checklists for biweekly and monthly employees to view their pay advice.

 
Data conversion challenges 12/12/2018 Awareness: OneUSG Connect All employees

Mapping UGA data from a variety of systems for conversion to OneUSG Connect has been an enormous undertaking and in many circumstances data needed in OneUSG Connect cannot be electronically converted and must be manually entered. Manual data entry introduces risk of errors; expect to find data that needs to be corrected and updated.

For example, some titles may not be correct or faculty information may be missing special titles and/or administrative posts. The team is aware of these pitfalls and will be working to correct the data as needed. Effort likely to continue through December.

Additional details

J4194

   
Identity Management integration with OneUSG Connect impacts 12/12/2018 Awareness Potentially all employees

UGA's identity management system will be integrated with OneUSG Connect (since this is a human resource system). The data conversion could impact the system's ability to determine personnel information for provisioning and de-provisioning of UGA credentials. The identity management system also delivers HR related information to departmental applications. These departmental applications may experience problems as they interpret the converted data

Additional details.

J4198

   
OneUSG Connect Benefits blackout impacting tobacco surcharge update 12/13/2018 RESOLVED: Benefits Only employees who have not certified their tobacco usage within Alight and have been contacted by Alight.

Employees who have not entered/responded to the tobacco surcharge certification are receiving an email from OneUSG Connect - Benefits giving them a link to log on to take action. The current Alight blackout is keeping them from being able to log on to complete that task.

J4213

UGA Human Resources has asked the University System of Georgia to direct OneUSG Connect Benefits to send a follow-up emails to the affected employees to notify them that they can wait until Monday 12/17 to take action.  
OneUSG Connect funding is by percentage 12/14/2018 Awareness: Commitment Accounting Business managers and those managing funding within Schools/Colleges/Units.

Funding of positions in the legacy mainframe system was by dollar amount. In OneUSG Connect, positions are funded by percentage. The conversion process converted the dollar amounts to percentages so users may see minor differences.

J4206

   
UGA employees without @uga emails in their PeopleSoft OneUSG Connect user profiles 12/14/2018 Known Issue: Workforce Administration Some UGA employees

As part of the UGA HR implementation the system was designed is to enable workflows and notifications to support the delivery of certain HR processes.

Observations during implementation (go-live):

It was observed for approximately 500 userid’s, the user email is a non UGA account.

J4227

   Action Plan
1. Validate the data with the IDM team
2. Get project leadership approval to ensure that the business emails reflect their UGA accounts
3. Update the data within OneUSG Connect  
Variances in position and department assignments 12/14/2018 Known Issues: Workforce Administration  

The Workforce Administration team has reviewed the position and department assignments and concluded approximately 2100 department assignments were not correct and needed to be updated in Job, Position and the Department Budget Tables. The root cause was traced to the department ask spreadsheets not having the correct lump sum position numbers.

During the investigation, the team initially believed the population to be larger. After investigating, the population was confirmed once future effective dating logic was included in the extract criteria.

J4247

  The Workforce Administration team is partnering with ITS to execute an emergency database intervention to reassign the department values. The other workstreams have been notified of the change and provided with a listing of the positions impacted. 
Employees cannot update direct deposit information 12/16/2018 RESOLVED: Employee Self-Service All employees

The direct deposit option within Employee Self-Service is "grayed-out." Therefore, employees are not able to change their direct deposit information.

J4255

   
On-line Georgia withholding form (G-4) not accessible 12/16/2018 RESOLVED-Known Issue: OneUSG Connect Employee/ Self-Service All employees

Employees cannot update their Georgia Withholding (G-4) online in Employee Self-Service module. This is due to the recent tax update.

OneUSG Known Issue:

Link

 J4225

Contact your institution's payroll office to complete a paper form. Payroll practitioners can manually input the Georgia withholding changes in production for the employee.  
Invalid email addresses 12/16/2018 Known Issue: Employee Self-Service Various units (UGA Police, Athletics, Recreational Sports)

E-mail addresses of some units identified at go-live as Athletics, Police and Recreational Sports are coming across with "@alpha.uga.edu" and not their unique departmental identifier. (i.e., "@police.uga.edu")

J4250

   
Company Directory Data Issues and Discrepancies 12/16/2018 Awareness: Workforce Administration HR Practitioners

It has been identified that some "reports to" within the company directory may be incorrect. Some people may show up reporting to a vacant position.

J4260

 

The company directory build process will be re-ran to update various "reports to."

Query view for distributed users gives access to company wide information 12/16/2018 RESOLVED- Known Issue: Security HR Practitioners

Query Viewer is built into UGA System Manager to allow access to query a variety of data for their employees. The queries can be restricted by row level or company. Employees with query viewer can run public queries that return compensation information for company 180.

J4252

   
Query Requirements for Distributed Users 12/16/2018

RESOLVED-Known Issue: Security

UGA Distributed Users

Access to OneUSG Connect Queries for UGA distributed users in departments and units has been temporarily disabled. Departmental users need query viewer to manage Time and Labor status, Payroll reporting and funding analysis. Most queries are restricted by department affiliation (row level security) but some available USG queries may contain sensitive access or benefits information. OneSource team members are working to identify alternative methods of vital query delivery if the access cannot be granted in a short period of time.

J4240

OneSource team members are working to identify alternative methods of vital query delivery if the access cannot be granted in a short period of time. Alternative methods of access to information are mostly available through system functionality. These functions may be available to reports to managers, Time and Absence approvers, or departmental dynamic access groups, just not through queries by Departmental System Managers (initiators) and approvers.

 
Firefox Browser Issues 12/16/2018 Awareness: OneUSG Connect All end users

User may receive an error when trying to sign in. The supported browsers are Google Chrome, Safari, Internet Explorer and Firefox. The "404 error" you may receive is a result of a browser issue.

J4259

 

OneUSG Connect advises switching browsers and clearing your browser's cache, cookies and browsing history. If the  404 error still occurs, clear  the private window option within the FireFox menu.

To open an private window, start Firefox and click the 3 horizontal lines (Firefox's menu) in the top right corner of the screen under the big red X. Next, click the"New Private Window Option" and attempt to log into OneUSG Connect. Alternatively, you can press Ctrl+ Shift + P to bring up a new incognito window without entering the Firefox settings menu.

Clearing Cache 12/16/2018 Awareness All users

Users are advised to first clear their cache, cookies, and browsing history before submitting a problem ticket.

J4273

 

Instructions on clearing cache are available in the Training Library at:

Link

Direct Deposit: bank routing numbers look to be in error 12/16/2018 Awareness: Payroll All employees

If individuals are reviewing their direct deposit accounts and the routing number looks wrong, consider whether the bank has gone through a merger since the last time they sent in a direct deposit form to UGA-Payroll. The bank clearinghouse recognizes these, but it may look wrong to the employee.

J4266

   
E-Leave is NOT in "read only" mode as expected 12/16/2018 RESOLVED: Awareness- Absence Management Leave Administrators

E-Leave was "read only" in development environment; however, "read only" did not covert over to the production environment appropriately. This means that entries can be made directly into the E-Leave system, when the system should be closed to users.

J4262

  EITS is working to move E-Leave into "read only" mode by 12/17/2018
Initial Population of Combination (Combo) Codes Posted 12/16/2018 Awareness: Commitment Accounting HR and Payroll Practitioners

The initial population of combo codes has been posted to the OneSource web site Combo Code Resource page.

J4267

   
Combined Jobs not Aggregating for Full Benefits Eligibility 12/16/2018 Known Issue: Benefits HR Practitioners

OneUSG Connect Benefits does not aggregate FTE from multiple jobs, thus certain employees are not being seen as benefits eligible when they are supposed to be aggregated (totaled) for the combined FTE.

J4256

  OneUSG Connect HCM will be processing an update in January to address this issue.
Ability to Comment on Timesheet 12/16/2018

RESOLVED

Awareness: Time and Labor

HR/Payroll Practitioners

The "Comments" section on the timesheet is currently not available to managers, only to employees.

J4274

  Security team is working to correct.
Sorting Criteria on Timesheet Screen 12/16/2018

RESOLVED

Awareness: Time and Labor

HR/Payroll Practitioners

Additional search criteria fields were added to the timesheet screen to search by Pay Group and Workgroup. This is to allow managers to separate their employees by Hourly Non-Benefited and Hourly Benefited when approving time. These additional search criteria are not currently available in production. An update will be sent once this is made available.

J4271

   
Benefits Service/Original Hire Date Discrepancies 12/16/2018 Known Issue: Benefits HR Practitioners

Benefit service date and original hire dates will be incorrect for portions of our employee population due to the logic applied to use UGA's "adjusted hire date" to populate fields for determination of benefits eligibility.

These dates will need to be corrected after go live.

The incorrect benefit service date will not change the current leave accrual rates since it lines up with what UGA had in legacy/IMS.

J4253

   
College of Ag and Environmental Sciences (CAES): incorrect annual pay in OneUSG Connect Benefits 12/16/2018

RESOLVED Known Issue: Benefits

Specific to some CAES faculty and staff

Our conversion has changed the OneUSG Connect-Benefits value for annual pay for CAES employees that are paid by both UGA and county governments.

 

J4254

UGA HR will need to send an adhoc file using annual based benefits rate (ABBR) in place of annual pay to correct this on the OneUSG Connect Benefits side  
Multi Jobs at Kaba Clock 12/16/2018 Awareness: Time and Labor HR Practitioners

If an employee has multiple jobs, whether or not both jobs use the Kaba Clock for time entry, the employee will need to use "Job Selection" when clocking in at the clock to choose the appropriate job. If Job Selection is not selected, the punch will flow to the timesheet of the lowest employee record.

J4275

  Choose "Job Selection" when doing time entry.
New Employee Automatic Financial Management System account creation temporarily on hold 12/16/2018 Awareness: Financial Management: Security Finance and HR Practitioners

New employee automatic Financial Management System account creation temporarily on hold. Creation of user accounts in Financial Management and UGAmart will be automated via a feed from OneUSG Connect. This process has not yet been enabled.

J4269

Until this process is enabled, please open a ticket with the OneSource Service Desk.  

Some "Reports To" Have Changed in Finance with the new OneUSG Connect integration

12/28/2018: UPDATE "Reports To" will be updated on 01/05/2019.

12/16/2018 Awareness: Financial Management  and Workforce Administration Finance and HR Practitioners

"Reports To" have changed in Finance with the new OneUSG Connect integration. If you find that a newly updated Reports To for an employee is incorrect, please correct the reporting relationship in UGAjobs.

One 01/05/2019, requests for updates to "Reports To" will be entered into OneUSG Connect.

J4270

To reroute a travel or expense report that has already routed to an incorrect Reports To, the current approver may use ad hoc routing to send the expense report to the correct Reports To approver. If you wish to expedite the rerouting of an incorrectly routed travel or expense report, the Project Coordinator may open a Service Desk ticket (onesource@uga.edu) to request this action.  
Validation for Time Entry Method 12/17/2018 Awareness: Time and Labor HR Practitioners

We have been notified that some employees may have  been set up with a different time entry method than they expected.

There has been some confusion because, in our previous system, employees could use the Web Clock and the Kronos Timeclock for the same job. In OneUSG Connect, only one method is permissible. Either the web clock or the Kaba clock can be used for the same job, but not both.

J4272

  A validation template was sent to Project Coordinators the morning of 12/16/18. If your employee if not able to submit time in the way you desire, please reach out to your Project Coordinator to verify or update the time entry information on the template. The templates are due back on 12/20/18.
Browser issues when attempting to logon to UGA Financial Management AND OneUSG Connect 12/17/2018 Awareness: UGA Financial Management and OneUSG Connect Finance and HR Practitioners

Users may experience browser caching issues when trying to log in to Financial Management and OneUSG Connect at the same time.

 

 

 

J4285

 

OneSource recommends using any of these standard approaches below to work around this issue:

-clear browser cache

-use private browsing mode to logon to the second system

-use a different browser to logon to the second system

Permission Lists Missing 12/17/2018 Known Issue: Security HR Practitioners

We have identified that the permission list is missing from the production environment. This will impact workflow and access to queries.

J4293

   
Manager Self-Service Alerts BUG 12/17/2018 RESOLVED-Known Issue: Manager Self-Service HR Practitioners

Alerts that come through for Manager Self-Service transactions are coming through with a "reserved for bug" text instead of the type of transaction.

J4292

   
Security Request  Form not available is Manager Self-Service portal 12/17/2018 RESOLVED Known Issue: Security HR Practitioners

The Manager Self-Service "Submit Security Request" under NavBar-Manager Self-Service-Forms-Submit Security Request is not available in the self-service portal.

J4294

   
Preferred name request changes in Employee Self-Service 12/17/2018 Awareness: Employee Self-Service All employees

Employee Self-Service form has an option to elect a "preferred name" request change. However, OneUSG Connect is configured to only utilize the "primary" name (legal name/Social Security Administration). Currently, preferred name type will not be displayed in the Company Directory or on the Employee Self-Service pages.

J4295

   
Auto Meal Deduction 12/17/2018 Awareness: Time and Labor Employees with auto meal deductions

Auto meal deductions only show in reported time, not payable time. If an employee reports 9 hours and are set with a 1-hour auto meal deduction, the reported time will show 9 hours.

The time needs to be approved as 9 hours. After the approval, the time will be converted to payable time through the time administrative process that runs every 2 hours. The payable time will show 8 hours, with a 1 hour meal deduction.

J4296

   
Global search functionality when searching the Organizational Chart and/or Company Directory 12/18/2018 Known Issues:  OneUSG Connect HR and Finance Practitioners

OneUSG Connect Support has reported intermittent issues with global search functionality when trying to search the org chart and/or company directory in One USG Connect.

Link

Users may still interact with, navigate the org chart and drill down to the particular user they are searching for by following the institution's reporting structure.

This issue is being reviewed to determine root cause and possible solutions.

A communication template will be provided to share with campus soon.

Monthly paid employees should not have leave entries in OneUSG Connect 12/18/2018 RESOLVED-Awareness: Absence Management HR Practitioners

102 monthly paid employees have "leave taken" entries made in OneUSG Connect for the month of December, when this function should not be used until 01/01/2019. These entries will not deduct leave nor will they be paid.

J4306

 

The Absence Management team will be reaching out to the unit leave administrators of these employees to request a balance adjustment for these entries.

Mobile phone number in approver details 12/18/2018 Awareness: Employee-Self Service (ESS) and Security Some approvers

When a user clicks on an approver in a workflow chain, one of the items that is displayed is the mobile phone number. The mobile number is maintained on the contact details page in ESS.

J4307

 

If an approver does not want their mobile number reflecting in the approval details, they should remove their mobile number in contact details within ESS.

Status of "approval in process" or "needs approval" reflecting on timesheet 12/18/2018 Known Issue: Time and Labor HR and Payroll Practitioners

Managers and Time Approvers responsible for timesheet edits and approvals may see time reporting statuses of "needs approval" or "approval in process" on the timesheet. Time approvers will have the ability to approve employee hours with a "needs approval" status.

The "approval in process" status displays due to the holiday hours being loaded to benefited employee timesheets prior to the employee time approver conversion, which created a minor disconnect between the timesheet and the timesheet approver.

Although time approvers will not be able to approve the "approval in process" status, they do have the ability to make any necessary edits to the timesheets.

J4309

 

All hours that reflect "approval in process" or "needs approval" will be approved by the Central Payroll Office at the end of the pay period.

Kaba Clock not registering fingerprints 12/19/2018

Awareness: Time and Labor

Kaba Clock Users

Users reported clocks were not registering fingerprints. Appears to be specific to only 2 clocks.

 

J4313

 

users who report an issue should know:

(1) if clock is beeping, restarting corrects and (2) they should confirm set up with Supervisor.

Visibility in dynamic groups 12/19/2018

RESOLVED Awareness: Time and Labor

HR and Payroll Practitioners

Time approvers might be expecting to see specific employees in certain groups (B, M and/or D). The impact was about 150 employees, but this has now been resolved by the Time and Labor team.

J4314

   
Emeriti Faculty included in the Organizational Reporting Structure 12/20/2018 Awareness: Manage Faculty Events HR and Faculty Practitioners

Emeriti Faculty were converted into with their "reports to" being the head of the unit that houses their Emeriti status. This differs from making their "reports to" the head of a centralized office such as Office of Faculty Affairs. Justification for the converted approach include:

-It is the unit that requests the granting of Emeritus status.

-Their Emeritus status is essentially tied to the particular unit.

-The majority of their interactions with the institution occurs at the unit level, with little or no interaction from the central office.

J4319

 

   
Time Approval Notifications 12/21/2018

RESOLVED-Awareness: Time and Labor

All employees

Employees are receiving either one (for total days submitted) email or multiple (one for each day) when their time is approved.

USG221361/J4330

   
Faculty Degree Approval Routing 12/21/2018 Known Issue: Manage Faculty Events Faculty and HR/Faculty Administrators

356 faculty members' degrees are currently routed to Human Resources rather than the Office of Faculty Affairs (required). This is due to their "Accrue Tenure Services" box was not checked during conversion.

This group primarily includes faculty whose tenure status is "not in tenure type position" or tenured faculty whose primary job is administrative.

J4326

   
Executing Invalid Funding Report 12/21/2018 Awareness: Commitment Accounting HR and Financial Practitioners

After executing the Invalid Funding Report, completed reports will be found in the administrative tab of the Reports Manager.

J4331

   
Rounding Rules Questions 12/29/2018 Known Issue: Time and Labor

HR Practitioners

Kaba/OneUSG Connect rounding rules are no different from the Kronos rules, but the employee now has increased visibility to the total time entered per the timesheet, prior to the system applying the rounding rules and converting recorded time to payable time.

Examples:

-A punch at 12:03 is rounded up to .1

-A punch at 12:08 is rounded down to .1

-Entered time on a given day may total to 7.23 on the timesheet. Once rounding rules are applied and the time is converted to "payable time," it displays as 7.1 because of the rounding that happens on EACH PUNCH

J4337

Payroll Practitioners should review payable time after conversion from reported time to payable time.  
Additional Straight Time (AST) 12/31/2018 Awareness: Time and Labor HR Practitioners

Additional straight time (AST) populates in payable hour over 40 hours (not as overtime).

Example: employee takes 2 hours of vacation, but has 41 hours in the week to be paid. This will be shown as 2 hours vacation, 1 hour AST and 38 hours regular.

J4338

   
Invalid Funding for January 2019 2nd Bi-weekly and Monthly Pay Runs 01/02/2019 Awareness: Commitment Accounting HR and Financial Practitioners

System managers should begin running their invalid funding report for the 91B2 (second bi-weekly) and the 91M1 (monthly) pay runs now.

To access query: Navigator > OneUSG > Commitment Accounting > Invalid Funding

 

For filled positions listed on the report, system managers should submit a funding request via Manager Self-Service.

To submit change funding: Navigator>Manager Self-Service>Position and Funding>Submit Change Position Funding.

Funding requests must be approved and processed one day prior to the HR/Payroll deadline for the changes to take place for the pay period.

Time Entry for Prior Year Crossover 01/03/2019

RESOLVED-Awareness: Time and Labor

Bi-weekly employees

Employees can now enter time prior to January 1. However, managers cannot make changes to employee timesheets or approve them.

If time needs to be added to 12/30 or 12/31 and the employee is unable to add it themselves, please print a paper timesheet and submit to oneusgsupport@uga.edu to have the central payroll office enter the hours.

 
Security Access Removal 01/03/2019 Awareness: Security  

Units should be mindful of OneUSG (HCM) access when their employees separate from their unit. This includes transferring to another department. As part of their current routine with other UGA systems, units should submit a request to remove OneUSG (HCM) access for their individuals that are leaving their department.

Examples: system managers and dynamic group access

   
Submit Change Position Funding 01/03/2019 Awareness: Manager Self-Service HR and Financial Practitioners

In OneUSG Connect, the default is for taxes and benefits to be charged to the same combo codes as earnings. Therefore, when submitting a change position funding request, via Manager Self-Service, it is NOT necessary to complete the "Fringe" tab under the New Distribution section unless the taxes and benefits should be charged to a different combo code.

For example, some grants do not pay benefits. In those situations the "Fringe" tab should be completed to indicate the combo code to be charged for benefits.

Another example would be salaries paid from fund 15000 (Indirect Cost Recoveries). Taxes and benefits cannot be charged to fund 15000, therefore the "Fringe" tab should be completed to indicate the combo code to be charged for taxes and benefits.

J4352

   
OneUSG Connect Payroll Expense Detail Query 01/04/2019 Awareness: Manager Self-Service HR and Financial Practitioners

To see payroll expenditures for the 91B1 pay run (2019/January/Bi-weekly/first payroll), system managers can run the Payroll Expense Detail query in OneUSG Connect Manager Self Service System Manager Reporting.

link

It is anticipated that the 91B1 payroll will be posted in the UGA Financial Management System on Wednesday, January 9th.

J4353

   
Punch Time and Elapsed Time 01/03/2019 Awareness: Time and Labor HR and Financial Practitioners (Time Approvers)

As the OneSoure Project team are analyzing time reporting and payroll, we have seen some employees with Punch Time and Elapsed Time reported. Punch Time does now show on Elapsed timesheets, so these employees may be overpaid.

J4340

Managers and Time Approvers are reminded to: Be on the lookout for both elapsed and punch time when approving timesheets for "Pay from Schedule" employees.

Impact: potentially double paying employees for both elapsed and punched time.

 
"Total Reported Hours" and "Reported Time Summary" 01/09/2019

Known Issue: Time and Labor

 

HR and Financial Practitioners

"Total Reported Hours" and "Reported Time Summary" are not correct on the elapsed timesheet. However, these would be reflecting correctly on the punched timesheet.

J4376

   
GA529 Plan 01/09/2019

RESOLVED-Known Issue: Benefits on Employee Self-Service

All employees

UGA employees who attempt to access the GA529 deductions tile from Employee Self-Service, are receiving an error message that prevents them from being able to update and/or start a 529 plan deduciton. This has been identified by OneUSG Connect Support as a People-code error.

Testing will occur and a resolution will take place on or before January 16th.

J4388

   
Purchasing Power Deduction Issue 01/09/2018

RESOLVED-Known Issue: Benefits

Bi-weekly staff enrolled with Purchasing Power

OneUSG Connect Benefits did not send over the Purchasing Power deduction during conversion. Therefore, bi-weekly employees did not have a deduction in their January 4th paychecks. HR has been working directly with the Purchasing Power vendor for a timely resolution.

 
  • Purchasing Power has confirmed that they will shift the payment schedules for bi-weekly employees that currently have payment plans out by two pay periods.
  • Purchasing Power is shifting bytwo pay periods because we will not be able to take the deductions on the next bi- weekly payroll, 1/18.
  • The deductions will be correct going forward for January's monthly payroll and the first bi-weekly payroll in February.
Bi-weekly Employees are Unable to View Leave Balances 01/14/2019

RESOLVED-Known Issue: Absence Management/Employee Self-Service

Bi-weekly Employees

Bi-weekly employees are not able to view their leave balances in Employee Self-Service. This is a OneUSG Connect system-wide issue. OneUSG Connect is working on the issue and will provide additional information when the issue is resolved.

link

 

J4405

 

   
Campaign for Charity Deductions 01/17/2019

RESOLVED- Known Issue: Payroll

Bi-weekly Employees with Campaign for Charity Deductions (341)

UGA bi-weekly employees previously had one deduction per month for Campaign for Charity in legacy (out of the 2nd paycheck of the month).
OneUSG Connect Payroll expected 1/24th deductions for Campaign for Charities for bi-weekly employees; however, 1/12th was set up as deductions (as the same for monthly employees). This caused doubling of the Campaign for Charity deductions for 341 bi-weekly employees in January paychecks.

J4441

  341 bi-weekly employees will receive a refund in their February 1st paycheck and the Campaign for Charity deduction will be adjusted to be 1/24th going forward in each check for the remainder of 2019.
Security in Browser 01/17/2019

Known Issue: Security

All employees

Users are reporting that when they log out of OneUSG Connect, they can go back and re-enter the application immediately without dual authentication. Even timing out of the application, the re-entry can occur. Cache is not being completley "killed." Users have also seen this issue at the shared kiosk.

J4444

Users should log completely out of the browser and even the machine, so that the next user cannot access the previous user's data.  
Bi-weekly Employees with Leave Balance Reflecting as Doubled 01/17/2019

Known Issue: Absence Management

Bi-weekly Employees

It appears that the bi-weekly employees who had an off-cycle December absence calendar leave balances are doubled.

Initial analysis shows the potential impact to approximately 80 employees.

USG-INC0170408/J4447

   
Manager Self-Service Request Form Down 01/17/2019

Known Issue: Manager Self-Service (MSS)

Security Requestors

The Manager Self-Service Request Form is not functioning. Users get an error when clicking on the name of the employee.

USG-INC0168556/J4431

OneUSG Support will route access security request tickets to the MSS Security Team Lead to verify and collect departmental approvals. Users may also reach out to the MSS Security Lead directly to request access at oneusgsupport@uga.edu.  
Unable to Change the Department on Existing Positions 01/24/2019 Known Issue: UGAJobs HR Practitioners

Users are unable to change the department number on existing positions with UGAJobs (even one by one).

Cross-functional meetings have been taking place. A pilot group will be formed soon.

J4481

   
Timeout Issues 01/24/2019 Known Issue: OneUSG Connect (Time & Labor) Time and Labor Approvers

This is a OneUSG Connect Known Issue posted on 01/18/2019. Managers and time approvers attempting to click on a prior period or a previous week in an employee's timesheet will result in the manager or time approver being logged out of OneUSG Connect.

J4482

   
Manager Self-Service (MSS) Salary Change Calculations 01/28/2019 Known Issue: Manager Self-Service (MSS) HR and Financial Practitioners

OneUSG Connect calculates salary changes assuming 40 hours per week, 12 months per year as PeopleSoft delivered functionality.

Request has been made of OneUSG Connect to have code written to customize the calculation by position and job data to account for scenarios like this.

J4494

   
Tax Withholding Change for Resident Aliens 01/30/2019 RESOLVED-Known Issue: Payroll 250 Resident Aliens

For 250 Resident Aliens, the tax withholding changed from married to single during or after conversion.EITS and Payroll are currently reviewing impact to paychecks and working to correct.

Employees are advised to review their paycehck and update withholdings as necessary.

J4510

   
Holiday Hours on Monthly Pay Advice 01/31/2019 Awareness: Payroll All monthly paid employees

Holiday hours are shown on Monthly pay advice/paycheck stubs as information only. It reflects instances and value of those days, but it is not additional pay. The holidays paid is included in the overall monthly rate for monthly employees.

J4521

Please review the Monthly Pay Advice Job Aid within the OneSource Training Library: Link

 
Encumbrance calculations for Faculty 02/04/2019 Known Issue: Commitment Accounting HR and Financial Practitioners

Encumbrance calculations were supposed to be for the remaining months of FY2019 based on the pay groups pay frequency. However, the calculation used 5 months for the faculty 10-month pay groups instead of 4 months. This error is causing budget deficits in units' funds and is preventing normal business transactions for these funds to fail budget checking.

J4540

Central Accounting was able to process a journal entry to reverse part of the encumbrance based on the account code for faculty salaries.

 
Position Funding Change Job Failing (recurring issue)  02/14/2019  Known Issue: Commitment Accounting  Financial Practitioners

We want to make you aware of an ongoing issue with the automated job that processes position funding changes submitted via Manager Self Service.  The batch job runs each day at 5:00am, 9:00am, 1:00pm, and 5:00 pm to post position funding changes to the Department Budget Table in Commitment Accounting.  The job is running to no success several times a week and requires a database intervention to restart the process.  USG is working to resolve the root cause of the issue.    

When the batch job fails, you will encounter the following:

  • If the position funding request was submitted to fund a position that is reflected on the invalid funding report, the position will continue to be reflected on the invalid funding report until this issue is resolved

Only one funding change request can be ‘in process’ at a time for a position (whether the funding request was approved or denied).  Since this job is not running to process the change funding transactions, another change funding transaction cannot be initiated, for the same position, until this issue is resolved.

This is a batch job issue that we are working directly with OneUSG Connect Support to resolve to resolve immediately.

J4595

   
Position Funded in Department Budget Table at 200% 02/14/2019 Known Issue: Commitment Accounting Financial Practitioners

Some positions within the department budget table are reflecting with distributions adding up to 200%. The change funding request will not allow the distribution to exceed 100%.

This is a batch job issue that we are working directly with OneUSG Connect Support to resolve immediately.

J4596

   
Inconsistencies in Campus Addresses 02/15/2019 Known Issue: Employee Self-Service All employees

Some campus addresses are being captured in the "other" or "campus" address fields.

Due to the inconsistency, we are working with the University System Office on a long-term solution.

J4455

   
Monthly Leave Balances Reflecting Prior Month Leave Balances

03/28/2019

06/28/2019

RESOLVED-Known Issue: Absence Management Monthly paid employees

This is a recurring issue, whereby  paycheck stubs are reflecting the prior month's leave balances, instead of the current month's leave balances. This is due to a job not being ran by OneUSG Connect Support to update leave balances prior to the current month payrun.

Occurrences:

  • March 29, 2019 (reflects February 28 leave balances)
  • June 28, 2019 (reflects May 31 leave balances)

J4827

Employees may access Employee Self-Service to obatain accurate leave balances while the issue is being resolved.  
Monthly Leave Not Processed 04/24/2019 RESOLVED-Known Issue: Absence Management Monthly Employees

When the monthly absence calendar closed, approximately 900 absence events did not process.This does not affect the employee's pay, unless there is not a sufficient leave balance to cover the dates of the request. Employee balances are not updated for those unprocessed leave events.

This is a OneUSG Connect system-wide issue.

   
OneUSG Connect user credentials not provisioned timely 06/04/2019 Known Issue: User Access New employees,  existing employees with any job or personal data change, supervisors and HR Practitioners

Identity Management System is currently experiencing issues with the data load from OneUSG Connect. New user acess in OneUSG Connect and other updates to job and personal data will be delayed.

J5203

   
Manager Self-Service Transactions Routing to Shared Services Center and not to UGA Payroll 06/11/2019 Known Issue: Manager Self-Serice Level 5 Approvers within Manager Self-Service

The Manager Self-Service (MSS) transactions used to submit Summer Pay Change forms are not routing correctly and are going to OneUSG Connect Shared Services Center (SSC).

J5246

The MSS Lead will monitor these requests and the SSC will re-route to UGA Payroll.  
Manager Self-Service Change Funding Requests 07/01/2019 RESOLVED-Known Issue: Manager Self-Service System Managers

UGA has been notified that the OneUSG Connect batch job, which processes Manager Self Service position funding changes has failed.

Until this issue is resolved, approved position funding changes will accumulate but cannot be processed by the system.  This will also cause positions with unprocessed funding changes to be locked, thus not allowing further funding changes.  

OneUSG Connect is working to resolve the issue.

J5343

   
Invalid Funding Error- Expenses will be Posted to Department Suspense-Fund Effective Date 07/12/2019 Known Issue: Commitment Accounting Financial & Payroll Practitioners

Many USG institutions are reporting  the error "Expenses will be posted to Department Suspense - Fund Effective Date" on the Invalid Funding Report for 97B2.  OneUSG has tested this issue in a clone environment and have determined that this error can be ignored for the 97B2 payrun only.  If you receive this error on any Invalid Funding Report after 97B2, you will need to review.

The rule for funding is as follows.

When a paycheck has an earnings period that covers two fiscal years (e.g. 6/30/19-7/13/19), 6/30 will distribute based on FY19 and 7/1-7/13 will distribute based of FY20.

   
Department Security on Payroll Expense Detil Query 07/24/2019 Known Issue: Manager Self Service System Managers

The Payroll Expense Detail query in the OneUSG Connect System Manager Work Center was re-written to correct an issue with the query returning duplicate rows in certain situations.  This new version invokes departmental security which will only allow users to see payroll expenses for positions in their HR department.  UGA will work with OneUSG Connect to re-design this query so that the results are not limited based on departmental security.  

 

J5492

   
New Hires Unable to Make Retirement Election 08/08/2019 RESOLVED-Known Issue: Benefits Newly Hired Faculty and Staff

Some new employees hired to start work effective 08/01/2019 are unable to make their retirement election. These new employees are missing the security role to view the mandatory retirement election tile.

 

 J5550

  This is a University System-wide issue and the expected resolution is by end of day 08/09/2019. The role will be entered manually and a ticket will be opened with the institution's secuirty administrator advising that the role has been added manually. USG Link
Approving Absences from Approvals Tile Causing Absences to be Re-Processed 09/06/2019 Known Issue: Absence Management Managers and Practitioners

Absences are showing up on the Approvals tile. In some cases, the absences are re-triggered for processing and potentially being paid.

Managers should only approve absences from Manager Self Service>Team Time Tile>Absence Requests OR from the Absence tab within the timesheet. OneUSG Connect Support is investigating the issue and will provide additional information when it is available. USG Link
Company Directory Unavailable 10/11/2019 RESOLVED-Known Issue: Employee Self-Service All employees

The Company Directory in Employee Self Service is currently experienceing unexpected downtime. Link

 

   
Manager Self Service Position Funding Issue with 10/24/2019 Batch Job 10/24/2019 Known Issue: Manager Self Service System Managers

An issue has been identified with the application engine job that batches and processes MSS change position funding transactions.  In certain situations, the job is not properly inserting all of the funding rows from the MSS change position funding transaction resulting in funding that does not add up to 100%.  Central commitment accounting is working to identify and manually correct, if possible, situations where a position is funded at less than 100% due to this issue.  There are, however, some situations that will require correction by OneUSG Connect. 

System managers can view funding for positions by running the Funding for Position and Employee or Funding for Posn and Emp by ChartField query under Commitment Accounting in the System Manager Reporting work center.

If departments have a position where the funding does not add up to 100%, they should open a service desk incident at oneusgsupport@uga.edu or by calling 706-542-0202.

OneUSG Connect is aware of the issue and is working on a resolution.

   
Absence Calendar Issue 11/06/2019 Known Issue: Absence Management Bi-weekly Employees
  • When processing this Friday’s (November 8) biweekly payroll, the off-cycle absence calendar was processed as an on-cycle absence calendar for the period November 3 - November 16.
  • Biweekly employees with approved absences through November 16 were processed early.
  • Processed absences are reflected in payable time but will not be paid until the November 22 paydate, as expected
  • Biweekly employees will already see leave balances as of November 16 in Employee Self Service.
  • Employees who had approved leave requests for the November 3 – November 16 payperiod, as of Tuesday, November 5 (when the off-cycle absence calendar ran), will see these hours reflected in their balance.
  • This will not prevent biweekly employees from submitting leave for the current payperiod.

This is a USG Known Issue

   

Page Last Modified:  11/12/2019