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System Changes

Overview:

As part of the OneSource project, a number of systems used by the UGA community will change.  Included in the changes will be applications and systems used for finance and HR processes; employee time clocks and paychecks; departmental purchasing; travel and leave, among others.  This page will be updated as new information becomes available.

Impacted Systems

  • The systems listed on the table below are university-wide systems.
  • A spreadsheet version of the table is available:  System Changes Spreadsheet (Updated 9.18.18)
    • The spreadsheet contains additional information including:
      • re-open date if applicable
      • what will happen on July 1, 2018
      • what will happen on January 1, 2019
      • what will happen on July 1, 2019
      • what will happen with historical data
      • when the system will be decommissioned
  • School/College/Unit departmental systems which may change based on the transition to PeopleSoft are not included in the table below.
Table key
  • Retire: The system will decommissioned entirely with the OneSource implementation.
  • Retrofit: The system will be integrated with the new OneSource systems
  • Replace: The system will be replaced by another third-party system, outside of the OneSource project. 
  • Lock Out Date: The date end-users will not be able to access the system due to the transition to PeopleSoft.   Lock Out Dates for HR/Payroll systems will be determined and added to this table in the near future.

Systems Changes Spreadsheet (Updated 9.18.18):  A spreadsheet version of the table below along with additional information.  This spreadsheet and table will be updated in early September with additional details on systems impacted by the OneUSG Connect go-live in December 2018.

Date for Change Current System Future Status Details of Change
01/01/2018 Vehicle Rental Website (cars.uga.edu) Complete Replaced by FMD AIM Functionality 
07/01/2018 EJV (ejv.uga.edu) Retire Replaced by PeopleSoft Financial General Ledger Journal
Lock Out Date:  July 10, 2018
Re-Open in Read-Only Mode Date: July 16, 2018 (read-only mode until July 1, 2019)
07/01/2018 eTravel Authority (echeck.uga.edu) Retire Replaced by PeopleSoft Travel and Expenses
Lock Out Date:  June 27, 2018
Re-Open in Read-Only Mode Date: July 27, 2018 (read-only mode until July 1, 2019)
07/01/2018 Vendor Database (vendors.uga.edu) Retire Replaced by PeopleSoft Purchasing - Suppliers
Lock Out Date:  June 27, 2018
Re-Open in Read-Only Mode Date: July 27, 2018 (read-only mode until until July 1, 2019)
07/01/2018 eCheck (echeck.uga.edu Retire  Replaced by PeopleSoft Travel and Expenses, and Accounts Payable 
Lock Out Date:  June 27, 2018
Re-Open in Read-Only Mode Date: June 27, 2018 (read-only mode until July 1, 2019)
07/01/2018 WebDFS (Budget Amendments) (webdfs.uga.edu)  Retire 

Replaced by PeopleSoft Financials Commitment Control Budget Journal/Transfer and Hyperion 

Lock Out Date: March 31, 2019

Users will complete budget amendments in WebDFS through June 15, 2018.  Any budget amendments entered after June 15, 2018 will not be processed.

Users will begin using PS Financials to process budget journals starting July 2, 2018.

07/01/2018 WebDFS (Budget Development) (webdfs.uga.edu)  Retire  Replaced by Hyperion 

Lock Out Date: End of May 2018

Users will not be able to access WebDFS Budget Development starting at the end of May 2018 (year end dates TBD).

07/01/2018 WebDFS Accounting (webdfs.uga.edu)   Retire  Replaced by PeopleSoft Financials 


Lock Out Date: Fall 2018 (specific date TBD)

Accounting data will no longer be updated in WebDFS Accounting starting July 1, 2018.


07/01/2018 ETicket (eticket.uga.edu Retire  Replaced by PeopleSoft Financials General Ledger Journal 
Lock Out Date:  June 28, 2018
Re-Open Date Re-Open in Read-Only Mode Date: July 16, 2018 (read-only mode until July 1, 2019)
07/01/2018 Core Cashiering Replace Replaced by Touchnet
Lock Out Date:  June 28, 2018 @ 11:00 a.m.
TouchNet will re-open on Juily 1, 2018.
07/01/2018 Credit Card Web Deposit Transmittal System Replace Replaced by Touchnet
Lock Out Date:  June 27, 2018 @ 12:00 p.m.
TouchNet will re-open on July 1, 2018.
07/01/2018 UGAMart (ugamart.uga.edu) Retrofit A new chart of accounts will be added
Lock Out Date:  June 26, 2018 - July 8, 2018
Re-Open Date:  July 9, 2018
07/01/2018 Works (payment2.works.com) Retrofit A new chart of accounts will be added
Lock Out Date:  June 27, 2018 - July 8, 2018
Re-Open Date:  July 9, 2018
Credit card transactions can continue during lock-out period.
07/01/2018 Works Order Request (workrequest.fmd.uga.edu) Retrofit A new chart of accounts will be added 
07/01/2018 EPAR (Phase I) (epar.uga.edu) Retire Replaced by Sponsored Projects reporting
Effort Certification replaced with Sponsored Project Report
Lock Out Date:  July 4, 2018
Re-Open Date: July 30, 2018 (EPAR will re-open on July 30th to use for payroll adjustments)
07/01/2018 RUSS (russhelp.uga.edu) Retire Replaced by PeopleSoft Asset Management
Lock Out Date:July 9, 2018 (Access available through end of day on July 9, 2018)

07/01/2018 Simpler (simpler.uga.edu) Retrofit New PeopleSoft Financials reports will be added
07/01/2018 FIDB (Facilities Database) Retire

Replaced by Data Warehouse

07/01/2018 Telephone Reports (Telephone Billing, Reporting, and E911) Retrofit 

Following changes will occur:

Billing/Reporting information will be updated with new chart of account information.

The system will move to a new cloud-hosted solution with a new look and feel.

Logins to the system will now require your MyID and ArchPass DUO.

Lock Out Date:June 15, 2018
Re-Open Date: September 1, 2018 (System will go live in the cloud-hosted environment.  Telephone Services will convert account strings and provision access.  The system will be read-only through re-open date, but data in the system will be dynamic while adjustments are made in the system)

01/01/2019 eLeave and Leave Forms (eleave.uga.edu) Retire Replaced by HCM Time and Attendance

Lock Out Date: December 15, 2018

Users will not be able to submit leave requests through eLeave starting December 16, 2018.
01/01/2019 WebDFS (Personnels) (webdfs.uga.edu) Retire Replaced by HCM Payroll 
Lock Out Date: November 30, 2018.

WebDFS Personnels must be submitted to the Budget Office by November 30, 2018 so that these records are included in the data conversion to OneUSG Connect. After November 30, 2018 emergency requests can be submitted until December 20, 2018. These records will not be included in the data conversion to OneUSG Connect and will need to be entered manually into the new system. Details of emergency procedures will be shared by October 1, 2018.
01/01/2019 Kronos (mytime.uga.edu) Retire

Replaced by HCM Time and Labor

Last Timesheets in Kronos:

Hourly pay period December 6, 2018 through December 15, 2018 is due December 17, 2018 at 9:00am.

Salaried pay period December 13, 2018 through December 15, 2018 is due December 18, 2018 at 9:00am.

Lock Out Date for Kronos December 20, 2018.

The last timesheets in Kronos are due on December 18, 2018 at 9:00am. Users will not be able to access Kronos after December 16, 2018.

Supervisors will have access to Kronos through December 20, 2018 to process the final Kronos payroll.

After December 20, 2018, only the Central Payroll Office will have access to Kronos.

The last day to use Kronos Timeclocks will be December 15, 2018.

Employees who work overnight on December 15, 2018 will also clock out from Kronos on December 16, 2018.

December 16, 2018 will be the first day to use Kaba Clocks and the PeopleSoft Web Clock.

01/01/2019 Kronos Time Clocks (mytime.uga.edu) Retire

Replaced by Kaba Time Clocks
Lock Out Date:December 16, 2018

The last day to use Kronos Timeclocks will be December 15, 2018.

Employees who work overnight on December 15, 2018 will also clock out from Kronos on December 16, 2018.

December 16, 2018 will be the first day to use Kaba Clocks and the PeopleSoft Web Clock.

1/01/2019 Faculty Information Records System (FIRST) (first.uga.edu) Retire Replaced by HCM Faculty Events
Lock Out Date: December 5, 2018

Users will not be able to access FIRST after December 5, 2018.
01/01/2019 ID Management Tool (URL available upon request) Retrofit Integrations with HCM
Lock Out Date for Manual Identity Creation: December 7, 2018

Identity creation processes used by the Payroll Office, the Office for the VP of Research, and the UGACard Office will no longer be available. New identity records cannot be created via these processes after December 7, 2018. Units that previously had create and update access to the IDM tools will be converted to search/read-only access on December 7, 2018.
11/14/2018 UGAJobs (PeopleAdmin) (https://www.ugajobsearch.com) Retrofit

Integrations with HCM

October 1, 2018 is the deadline for submitting the following in UGAJobs:
 - new faculty postings
 - faculty hiring proposals with a start date between November 1, 2018 and January 31, 2019
 - staff position evaluations

November 1, 2018 is the deadline for submitting the following in UGAJobs:
 - new staff postings
 - staff hiring proposals
 - faculty and staff position modifications

Lock Out Date: November 14, 2018.

Users will not be able to access UGAJobs on November 14, 2018. Instructions for emergency hire procedures for positions with November, December or January start dates will be available October 1, 2018.

01/01/2019 Faculty Database (FDB) Retire Replaced by HCM Faculty Events, Data Repository
Lock Out Date: December 5, 2018

Users will not be able to access the Faculty Database after December 5, 2018.
01/01/2019 Elements (elements.uga.edu) Retrofit Integrations with HCM
01/01/2019 EPAR (Phase II) (epar.uga.edu) Retire Replaced by Sponsored Projects Report
Lock Out Date: December 11, 2018

Users will not be able to access EPAR on December 11, 2018.
01/01/2019 Arrow (arrow.uga.edu) Retire Replaced by various reporting tools, reports sourced from PeopleSoft Financials, and reports sourced from OneUSG Connect.
01/01/2019 Campaign for Charities (charities.uga.edu) Replace Additional planning on replacement
Lock Out Date: December 7, 2018

December 7, 2018 is the deadline to submit contributions online.

Users will be able to access Campaign for Charities in read-only mode after December 7, 2018 to view their information. Paper forms can still be submitted to the Bugdet Office.
01/01/2019 UGA Financial Management System (PeopleSoft Financials) Retain The UGA Financial Management System will have a maintenance period of December 14-15, 2018 in preparation for the OneUSG Connect go-live.
01/01/2019 UGA Budget Management System (Hyperion) Retain The UGA Budget Management System will have a maintenance period of December 14-15, 2018 in preparation for the OneUSG Connect go-live.
01/01/2019 Data Warehouse Retain N/A
07/01/2019 QMF Retire Replaced by queries sourced from PeopleSoft Financials and OneUSG Connect.
07/01/2019 IMS (also known as TSO, Mainframe green screens) Retire Financial IMS Applications will be replaced by PeopleSoft Finance; HR IMS Applications will be replaced by OneUSG Connect.
07/01/2019 Employee.uga.edu Retire Replaced by HCM Employee Self Service
Lock Out Date: N/A

Certain functionality will be removed with the OneUSG Connect go-live. 
07/01/2019/ IMS password change (https://tso.cc.uga.edu/chpwform.html) Retire Replaced by MyID Password Change
Lock Out Date: July 1, 2019

Users will no longer have RACFID (IMS, TSO, Mainframe) accounts after July 1, 2019. Users will not have access to their accounts to be able to change their IMS password starting July 1, 2019.

 

 Page Last Modified: 10/19/18