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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.

The FY18 Year-End Letter was distributed on October 17, 2017.  A link to the letter is available at:  FY18 Year-End Letter Information

Impacted Systems

  • The systems listed on the table below are univeristy-wide systems.
  • A spreadsheet version of the table is available:  System Changes Spreadsheet
    • 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:  A spreadsheet version of the table below along with additional information.

Date for Change Current System Future Status Details of Change
1/1/2018 Vehicle Rental Website (cars.uga.edu) Complete Replaced by FMD AIM Functionality 
 7/1/2018 EJV (ejv.uga.edu) Retire Replaced by PeopleSoft Financial General Ledger Journal
Lock Out Date:  July 10, 2018
 7/1/2018 eTravel Authority (echeck.uga.edu) Retire Replaced by PeopleSoft Travel and Expenses
Lock Out Date:  June 27, 2018
 7/1/2018 Vendor Database (vendors.uga.edu) Retire Replaced by PeopleSoft Purchasing - Suppliers
Lock Out Date:  June 27, 2018
 7/1/2018 eCheck (echeck.uga.edu Retire  Replaced by PeopleSoft Travel and Expenses, and Accounts Payable 
Lock Out Date:  June 27, 2018
 7/1/2018 WebDFS (Budget Amendments) (webdfs.uga.edu)  Retire  Replaced by PeopleSoft Financials Commitment Control Budget Journal/Transfer and Hyperion 
Lock Out Date:This information will be available in late May 2018
7/1/2018  WebDFS (Budget Development) (webdfs.uga.edu)  Retire  Replaced by Hyperion 
Lock Out Date:End of May 2018
7/1/2018  WebDFS Accounting (webdfs.uga.edu)   Retire  Replaced by PeopleSoft Financials 
Lock Out Date:This information will be available in late May 2018
7/1/2018  ETicket (eticket.uga.edu Retire  Replaced by PeopleSoft Financials General Ledger Journal 
Lock Out Date:  June 28, 2018
7/1/2018 Core Cashiering Replace Replaced by Touchnet
Lock Out Date:  June 28, 2018 @ 11:00 a.m.
7/1/2018 Credit Card Web Deposit Transmittal System Replace Replaced by Touchnet
Lock Out Date:  June 27, 2018 @ 12:00 p.m.
7/1/2018 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
7/1/2018 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.
7/1/2018 Works Order Request (workrequest.fmd.uga.edu) Retrofit A new chart of accounts will be added 
7/1/2018 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
7/1/2018 RUSS (russhelp.uga.edu) Retire Replaced by PeopleSoft Asset Management
Lock Out Date:July 1, 2018
7/1/2018 Simpler (simpler.uga.edu) Retrofit New PeopleSoft Financials reports will be added
7/1/2018 FIDB (Facilities Database) Retire

Replaced by Data Warehouse

7/1/2018 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

1/1/2019 eLeave and Leave Forms (eleave.uga.edu) Retire Replaced by HCM Time and Attendance
Lock Out Date:This information will be available in summer 2018
1/1/2019 WebDFS (Personnels) (webdfs.uga.edu) Retire Replaced by HCM Payroll 
Lock Out Date:This information will be available in summer 2018
1/1/2019 Kronos (mytime.uga.edu) Retire Replaced by HCM Time and Labor
Lock Out Date:December 15, 2018
1/1/2019 Kronos Time Clocks (mytime.uga.edu) Retire Replaced by Kaba Time Clocks
Lock Out Date:This information will be available in summer 2018
1/1/2019 Faculty Information Records System (FIRST) (first.uga.edu) Retire Replaced by HCM Faculty Events
Lock Out Date:This information will be available in summer 2018
1/1/2019 ID Management Tool (URL available upon request) Retrofit Integrations with HCM
Lock Out Date:This information will be available in summer 2018
1/1/2019 iPaws/Faculty Jobs (PeopleAdmin) (https://www.ugajobsearch.com) Retrofit Integrations with HCM
Lock Out Date:This information will be available in summer 2018
1/1/2019 Faculty Database (FDB) Retire Replaced by HCM Faculty Events, Data Repository
Lock Out Date:This informaiton will be available in summer 2018
1/1/2019 Elements (elements.uga.edu) Retrofit Integrations with HCM
Lock Out Date:This information will be available in summer 2018
1/1/2019 EPAR (Phase II) (epar.uga.edu) Retire Replaced by Sponsored Projects Report
Lock Out Date:  December 11, 2018
1/1/2019 Arrow (arrow.uga.edu) Retire Replaced by various reporting tools, reports sourced from PeopleSoft Financials, and reports sourced from OneUSG Connect.
1/1/2019 Campaign for Charities (charities.uga.edu) Replace Additional planning on replacement
Lock Out Date:November 30, 2018
7/1/2019 QMF Retire Replaced by queries sourced from PeopleSoft Financials and OneUSG Connect.
7/1/2019 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.
7/1/2019 Employee.uga.edu Retire Replaced by HCM Employee Self Service
Lock Out Date:This information will be available in summer 2018
7/1/2019 IMS password change (https://tso.cc.uga.edu/chpwform.html) Retire Replaced by MyID Password Change
Lock Out Date:This information will be available in summer 2018

 

 Page Last Modified: 5/3/18