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.
On June 30, 2019, the legacy University of Georgia employee self-service site, employee.uga.edu, will be retired and will become inaccessible.
If you wish to keep copies of pre-2019 paystubs or W2s for your records, please take action to download them from employee.uga.edu before June 30, 2019. Please contact the EITS Help Desk at 706-542-3106 or helpdesk@uga.edu for assistance with this process.
After June 30, 2019, you can request copies of these pre-2019 paystubs or W2s by contacting oneusgsupport@uga.edu or 706-542-0202 (option 1). These records are retained for 5 years from their issue date.
Access to the mainframe will be removed June 30, 2019.In the coming months, several systems will be retired as their functionality has transitioned to the new OneSource systems. These include Kronos, WebDFS and employee.uga.edu.
Data currently available on the mainframe via QMF will be archived in the Data Warehouse after June 30, 2019 and will also include information from other legacy systems such as Kronos. If you need access to this information after June 30, please submit a data request to the Office of Institutional Research through the following form: https://oir.uga.edu/datarequest/. The Simpler legacy data apps will also continue to be maintained, more information about that system can be found at: https://eits.uga.edu/web_and_applications/simpler/.
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
- The spreadsheet contains additional information including:
- School/College/Unit departmental systems which may change based on the transition to PeopleSoft are not included in the table below.
- 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 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 |
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. |
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 Hourly pay period December 6, 2018 through December 15, 2018 is due December 17, 2018
at 9:00am. |
01/01/2019 | Kronos Time Clocks (mytime.uga.edu) | Retire |
Replaced by Kaba Time Clocks |
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 |
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: 06/05/19