Welcome College of Pharmacy Business Process Retreat June

Welcome College of Pharmacy Business Process Retreat June 28 – June 29

Agenda • Expectations • One. Source Update 6/28/18 • Overview of Yesterday • UGA Foundation • Reporting • UGA Finance & Administration Updated Policy Website • Split Implementation • One. USG Connect - Human Capital Management • Resources • Wrap Up website: onesource. uga. edu email: onesource@uga. edu service desk: 706 -542 -0202 2

Things to Remember/Expectations • We are all new to this system at the same time across the entire University • We will all be using the new systems and will need time for training and a learning curve including central office employees. One. Source team members are still in their learning curve. • Expect initial delays. • Despite the best planning, there will be hiccups. Let’s be patient with each other. • Understand that it will take time to return to a comfort level. • Data is organized and presented differently than in legacy. Plus we’ve converted data. Trust but verify the data. Let us know if you find issues. 3

One. Source Update 6/28/18 The information on the following slides was shared yesterday on the Weekly Project Call. 4

Financials. onesource. uga. edu Log In instructions also available from the main page of Training Library

FY 18 Year End Close and FY 19 Transaction Entry • FY 18 close will occur in IMS as it always does • The work to close FY 18 (in IMS) continues until mid July • FY 19 budgets and payroll encumbrances will be posted in the Financial Management system (People. Soft) on July 2 • FY 19 transactions may be processed in Financial Management starting on July 2 • FY 19 budget journals and transfers may be initiated in Budget Management or Financial Management for processing starting on July 2 • UGAmart will open for FY 19 transaction processing on July 9 • Prior year PO encumbrances are being converted in UGAmart and will be visible in Financial Management once they are manually onesource. uga. edu entered

PCard/Works “blackout period” Between June 26 th and July 8 th • No new transactions will be visible until conversion ends • P-cards will remain active • Bank of America Works staff will modify the system • It is imperative that users do not access Works starting close of business June 26 th until notified by the UGA Procurement Office onesource. uga. edu

FY 18 Encumbrances in UGA Financial Management • Encumbrance conversion and 2018 encumbrance visibility in UGA Financial Management • All open PO encumbrances will be converted to new POs in UGAmart (~6, 000 to convert) • All prior years’ encumbrances will be entered with a Budget Ref of 2018 • Prior year POs will be visible by departments onesource. uga. edu

Email sent to UGAmart users This announcement is being sent to all active users. During People. Soft implementation, campus will be moving from the current UGAmart system to a new UGAmart configuration aligned with People. Soft functionality. This transition is referred to as “UGAmart conversion. ” Information about the UGAmart conversion can be found at the following URL: http: //busfin. uga. edu/procurement/pdf/UGAmart_Campus_Conversion_Info. pdf. It covers several key areas in UGAmart where different parties will be responsible for completing actions. It is important that all UGAmart users read and understand the information so they will understand 1) how they are impacted, 2) who is responsible for certain actions, and 3) when action should occur. The areas include: - Draft carts in UGAmart - Requisitions that are not in purchase order status - Receipts - Updating accounting code favorites in UGAmart user profile If you have questions related to this information, please contact: Christy Bailey 706 -542 -7115 christym@uga. edu Annette Evans 706 -542 -7066 amevans@uga. edu

UGAmart “Change Order” Processing Going Forward • Additions and reductions to POs will continue to be processed in UGAmart • They are then exported to the staging tables and processed and budget-checked every 15 minutes • Important Note: Chart-Field-only changes will not be processed between UGAmart and the UGA Financial Management System. The user will need to wait for payment and create a journal voucher in AP to update the chartstring that needs to be changed. onesource. uga. edu

Sponsored Projects Conversion • Information on Sponsored Projects Conversions was distributed yesterday (6/27) to several key groups on campus. • Information about the conversion and a job aid is available on the Sponsored Projects Conversion Resource page. onesource. uga. edu

System availability • First user logins: July 2 • Normal Business Hours: M-F 8 am-5 pm • System Operational Hours: M-F 7 am 6 pm These are excluding holidays • Outages posted to status. uga. edu • Known issues posted to Known Issues Resource Page onesource. uga. edu

Known Issues • Processes not functioning as expected (for go live, includes data conversions) • Work arounds defined when available • All major financial transaction functionality is operational onesource. uga. edu

Known Issue for Go Live • Known Issue: UGA Financial Management Access Request Form Availability Posted date: June 28, 2018 • Status: Active • Audience: Units wishing to request new or modified user access to any of the following systems: UGA Financial Management, Cash Management (Touch. Net), UGAmart, Budget Management (Hyperion), Simpler, or the Data Warehouse. • Overview: 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 submit a request to onesource. uga. edu. The Access Request Form that will be accessed through Financial Management will be released for use on July 5, 2018. onesource. uga. edu

Known Issue for Go Live • Known Issue: Concurrent Access Requests • Status: Active • Audience: Users requesting access to UGA Financial Management/UGA Budget Management/Simpler/Data Warehouse, UGAmart, UGA Cash Management (Touch. Net) • Overview: • 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. • If there is an urgent request, contact the Service Desk at onesource@uga. edu • CFOs can assign Approvers to Expense, Journal and Spend pools onesource. uga. edu

Overview Yesterday, we discussed the following topics. • • • Business Affairs Office Changes One. Source Resources One. Source Access Docuware Chart of Accounts Fixed Assets Accounts Payable P-Cards Touchnet (Deposits) Grants 16

Overview Things to remember • Docuware • At this point in time, Docuware will still be used to complete P-card Pre-Approvals. • Additionally, it may be issued to house other documents. • If needed, the Business Affairs Office will communicate any changes with regards to scanning of documents to Docuware. 17

Overview • Chart of Accounts • The College of Pharmacy Department Numbers all start with 30 • Chart Strings are made up of various Chart Fields and can be up to 60 characters long • Speed. Types (Accounting Tags) are short cuts that can be used when entering transactions into the UGA Financial Management System. They will also be utilized in Works and UGA Mart. • If a new Speed. Type is needed, please complete the Speed. Type Request Form • Account Codes and Budget Reference will always need to be entered when using a Speed. Type 18

Overview • Fixed Assets • The inventory changes will be maintained by the College of Pharmacy • The RUSS system is being decommissioned • The Kace Ticket System will be utilized to manage inventory changes and temporary off-campus requests of equipment. • Confirmation of off-campus inventory items will be completed with the annual inventory. 19

Overview • P-Cards • No changes to the P-Card process • P-Card Pre-Approvals will still be completed in UGA Mart and scanned to Docuware • Speed. Types will be utilized when allocating transactions in Works 20

Overview • Touchnet (Deposits) • New Deposit Process for the University (Not for UGA foundation) • Most units will still bring checks for deposit to BAO • Grants • Changes allow for better access to expenditure transactions • PARS will be eliminated for effort certification 21

Overview • Accounts Payable • Travel and Expense – Utilized for all employee payments • Payment Request – replaces e. Check • Purchase Order Payments • UGA Mart • • No Changes to UGA Mart processing Speed. Types can be used to enter chart strings 22

Overview Travel and Expense • Travel Authorities are no longer encumbered • Travel Authorities for both in-state and out-of-state travel for the College of Pharmacy will be completed in the UGA Financial Management System • Delegates can create and modify travel expense statements, they can also create and submit travel authorities • Delegates will not receive any notifications about documents they have prepared for other employees. 23

Overview • It is recommended that Delegates use the best practice of emailing travelers a notification that their travel and non-travel expense statements are ready for review and submission • Training will be offered to Faculty and any Staff that would like to attend • Travel Expense and non-travel expense reimbursements are to due within 45 days of final day of travel. After 45 days a written justification must be attached to the travel expense statement. After 60 days, they can be taxed and will process through payroll. 24

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UGA Foundation With the implementation of One-Source, the UGA Foundation (UGAF) has created a class code (chart field) for each foundation account. The foundation will no longer process payments that are allowable under UGA policies and procedures. The foundation funds will no longer have to be moved via foundation check request and budget amendment. The funds will be available within the UGA Financial Management system for expenditure. 26

UGA Foundation The UGAF will load the following for FY 19 in the UGA Financial Management System: • For endowed funds, the FY 19 spending allocation only will be budgeted as of July 1. • For non-endowed funds, total available funding will be budgeted as of July 1. • For endowed funds, any net carry forward of the FY 18 spending allocation will be budgeted as of July 23. 27

UGA Foundation The College of Pharmacy will be establishing Speed. Types for the UGAF accounts after July 2, 2018. All foundation transaction should be routed to Melba Shelton. The approval path for foundation transactions will depend on the type of transaction. 28

UGA Foundation The UGA Foundation has issued a new policy effective 6/25/18 relating to expenditures. The policy clarifies allowable and non-allowable expenditures. It also allows for streamlining of the business processes related to reimbursements or vendor payments. The policy can be found at the link below. https: //dar. uga. edu/policies_ugaf/nodes/view/476/Expenditure-Matrix 29

UGA Foundation - Expenditure Matrix POLICY: 8. 1. 1 Effective Date: 06/25/2018; Last Updated: 06/27/2018; Policy Owner: Marcus Jennings Policy Statement: Per Foundation policy, University units should process financial transactions through UGA for all expenditures covered under University System of Georgia (USG) rules and regulations. Application should be made to the Foundation for expenditures that are not covered or not allowable by USG rules and regulations. Use of this Matrix: While the Foundation may provide funding for all of the allowable expenditures listed below, this matrix outlines what entity should be used to process a particular type of expenditure. If the UGA box is marked, the appropriate UGA system should be used. Examples of UGA systems include: UGAmart for requisitions and purchase orders UGA Payment (check) Requests UGA Legal for contracts UGA Expense for travel and employee reimbursements If the UGAF box is marked, the expenditure is not covered under USG rules and regulation and the request should be submitted directly to the Foundation. If the "not allowable" box is marked, the expenditure is not allowable by either UGA/USG or the Foundation. UGAF not allowabl e 1 Employee and non-employee direct bill travel expenses and travel X expense reimbursements 2 Reimbursement for meals for multiple UGA employees only, while on X 3 travel (Note 1) Reimbursement for meals for recruiting and student events. 4 All other reimbursement for meals for both UGA employees and non- X 5 employees while on travel (Note 2) Cash travel advances X 6 Reimbursement of meals for UGA employees only, while not on travel 7 Reimbursement of meals for both UGA employees and non-employees X X X while not on travel (Note 3) 8 Group meals in support of employee-only required business meetings X lasting 4 or more hours (Note 4) 9 X Group meals in support of employee-only required business meetings lasting less than 4 hours (Note 5) 10 X Group meals related to fund raising and/or donor cultivation events including UGA Alumni Association events 11 Contracts in support of fund raising and/or donor cultivation events 12 including UGA Alumni Association events (Note 6) All other contracts X X 13 Honorariums (non-employees only) X 14 All payroll actions including employee awards (Note 7) TBD TBD

15 Employee gifts in recognition of years of service and/or retirement 16 All other employee gifts (Note 8) 17 Diplomas and other items of recognition to students upon graduation 18 Gifts in recognition of non-employees (donors, trustees) 19 Gift cards for research participants (including employees) for TBD TBD X X participation in sponsored research activities 20 Gift cards for students (including student employees) for participation in X student surveys or activities 21 Gift cards as form of payment for incentives, awards, door prizes, X 22 compensation or gifts, including retirements Alcohol X 23 Flowers to employees upon death of immediate family member X 24 Flowers to non-employees (donors, trustees) 25 Anything IT related (hardware, software, services) X 26 Purchases of non-IT related materials, supplies and equipment X 27 Expenditures in support of UGAF Board of Trustees meetings 28 Entertainment expenses for officially sanctioned student activity events X 29 Entertainment expenses relating to the Performing Arts Center X 30 Entertainment expenses related to fund-raising and/or donor X X X cultivation and UGA Alumni Association events (Note 9) 1. Each employee should submit his or her own reimbursement for meals while on travel as a per diem through UGA. 2. Employee must not request a per diem allowance for any meals submitted to Foundation for reimbursement. Business purpose of the meal must be clearly documented in check request to Foundation and include itemized receipt and list of all employees and names and business relationship of all non-employees for whom reimbursement is requested. All remaining travel expenses should be submitted through UGA. 3. Business purpose of the meal must be clearly documented in check request to Foundation and include itemized receipt and list of all employees and names and business relationship of all non-employees for whom reimbursement is requested. 4. See UGA Finance & Administration policy for Food and Business Related Entertainment Expenses, Section 4. 1. 5. Business purpose of meal must be clearly documented in check request to Foundation and include list of attendees and itemized receipt. 6. Since UGA has previously negotiated contract terms with the Classic Center, all proposed contracts with the Classic Center should be submitted to UGA. All other contracts in support of fund raising and/or donor cultivation should be submitted to the Foundation. 7. See USG Incentive Compensation and Reward Policy in the USG Human Resources Administrative Practice Manual under Classification, Compensation and Payroll. 8. Gifts may be given to groups of employees to show appreciation for their participation as part of a team, department or Institute event. Gifts of this nature are typically one of a number of identical items, (t-shirts, scarves, UGA spirit memorabilia, etc. ) Gifts in this category should be de minimis, not occur frequently, and should not exceed $50. These expenditures request should be submitted directly to the Foundation. 9. Examples of entertainment expenditures include payments for bands and tickets to sporting events.

Class Codes and UGA Foundation Funds • All non-scholarship UGAF funds have been assigned a unique UGA class code. This includes current UGA restricted accounts funded by UGAF and UGAF funds that up until FY 19 did not have a companion UGA restricted account. • These class codes for UGAF funds begin with 67 xxx. • All current budgets established for these UGA restricted accounts will reset to zero at 6/30/18. • UGAF team will process FY 19 budgets for all 67 xxx class codes. You do not need to take action. onesource. uga. edu

UGA Foundation (cont. ) • Memo with additional details will be distributed June 28. We will include a copy of that memo with these slides in the weekly status call presentations on the One. Source webpage. • Departments are encouraged process expenditures through One. Source except when UGA policy disallows • Expenditure Matrix: • https: //dar. uga. edu/policies_ugaf/nodes/view/476/Expenditure-Matrix • Procedure & Checklist for Contracts for Fund Raising, Donor Cultivation, and Alumni Events: • https: //give. uga. edu/wp-content/uploads/Procedure. Checklist_for_Contracts_for_Fund_Raising-Donor_Cultivation. pdf • Materials on how to process expenditures for these funds will be added to the Training Library. onesource. uga. edu

Reporting As mentioned yesterday, the reports that are currently produced and sent out by the Business Office will be changing. With the implementation of One. Source, departments will have the ability to run reports within the system. As we transition to the new system, the Business Affairs Office will work with the Departments to determine reporting needs. The new system will provide access and efficiency for reporting 34

UGA Finance & Administration Updated Policy Website Finance and Administration will be rolling out an updated policy website The new site offers several enhancements and additional ways to locate policies and resources including: • Policies by Category (This section is organized just as the current F&A Policy Library is organized) • Policies by Department • Policy Search • Training & Resources (Includes links to other University/BOR policies) • Frequently Accessed Policies • Policy Updates 35

UGA Finance & Administration Updated Policy Website Finance and Administration will be rolling out an updated policy website The new site offers several enhancements and additional ways to locate policies and resources including: • Policies by Category (This section is organized just as the current F&A Policy Library is organized) • Policies by Department • Policy Search • Training & Resources (Includes links to other University/BOR policies) • Frequently Accessed Policies • Policy Updates 36

UGA Financial Management System The UGA Financial Management System will go-live with the functionality to support the following business processes: • Accounts Payable (payment requests for invoices not associated with purchase orders) • Asset Management (equipment inventory and accounting for assets) • Accounts Receivable and Billing (for units in Cohort 1 only) • Cash Management (Cash/Check/Credit Card Deposits) • General Ledger (Journal Entries and financial reporting) • Grants Management and Project Costing for sponsored projects • Project Costing for capital projects and non-sponsored projects • Purchasing (integration of UGAmart and People. Soft) • Travel and Expense (travel authorities, travel expense statement payment requests, and requests to reimburse employees for other business expenses) 37

UGA Budget Management System As of July 2018, the UGA Budget Management System will have the following feature releases: • Budget to Actual reporting and analysis • Ability to create budget amendments for upload to the UGA Financial Management System; alternatively, you can also enter budget amendments directly into the UGA Financial Management System. 38

Future Release Information The One. Source Project Team has developed a chart to describe functionality that will not be initially available in July 2018 and will be prioritized for a future quarterly release. https: //onesource. uga. edu/resources/feature_releases/ 39

Split Implementation The UGA Financial Management System will go live on Monday and the Human Capital Management (HCM) System will be implemented in December. During this time frame, the University will be in a split implementation. Impact to You: • As employee, there will be no impact to your paycheck during the split implementation • All payroll transactions will still be processing in the legacy system and they will be cross walked into the UGA Financial Management System. • The legacy system will be utilizing the old account numbers and some corrections will be necessary based on the new department structure within the College of Pharmacy. 40

One. USG Connect - Human Capital Management System One. USG Connect is the University System of Georgia initiative to develop and implement streamlined human resources and payroll policies, procedures, and technology solutions that benefit all USG institutions. Implementation of One. USG Connect will align UGA with other USG institutions. Human Capital Management (HCM) software refers to applications that are intended to help an organization manage and maintain its workforce. Instead of having individual payroll software, timesheet software, productivity analytics software, etc. , HCM software integrates all of those functions into one platform. 41

One. USG Connect - Human Capital Management System One. USG Connect includes the following business processes/modules: • Time and Labor: includes employee time and the approval of that time. • Absences Management: includes the management of absence time such as vacation, sick, and leaves of absence for all faculty and staff. • Payroll: includes how an employee is paid and how pay is managed and processed. • Self Service (Employee and Manager): allows employees to perform routine tasks and managers to initiate and approve transactions for their employees. 42

One. USG Connect - Human Capital Management System • Faculty Events: includes details around faculty promotion, tenure, eligibility, and special titles. • Workforce Administration: includes information regarding the lifecycle of a person and position details. • Benefits: consolidation and coordination of benefits processes across the USG. • Commitment Accounting: includes how to distribute and account for payroll. How to connect labor distribution in HCM to the General Ledger in Finance People. Soft. 43

One. USG Connect - Human Capital Management System Payroll Transition As we continue to plan UGA’s transition to the University System of Georgia’s One. USG Connect as our new human resources and payroll system, several important payroll changes will occur in December 2018: • All monthly and academic pay dates will now be on the last business day of the month. • The work week will change from Thursday through Wednesday to Sunday through Saturday, and • Pay dates for hourly biweekly and salaried biweekly payrolls will be synced and standardized. https: //onesource. uga. edu/_resources/files/documents/Payroll_Summary_and_Calendar_Reference. pdf 44

Resources University of Georgia Chart of Accounts Document https: //onesource. uga. edu/_resources/files/documents/understanding_chart_of_accounts. pdf Remote Access VPN https: //eits. uga. edu/access_and_security/infosec/tools/vpn/ Arch. Pass https: //eits. uga. edu/access_and_security/infosec/tools/archpass/ 45

Resources One. Source Training Resources https: //onesource. uga. edu/resources/training/ One. Source Training Library https: //training. onesource. uga. edu/UPK_Training/One. Source. OL/Publishing%20 Content/Player. Package/data/toc. html FY 18 Year End Travel Information https: //onesource. uga. edu/_resources/files/documents/fy 18_year_end_travel. pdf Project Website onesource. uga. edu One. Source Service Desk onesource@uga. edu 706 -542 -0202 46

Wrap Up Special thanks to – The Business Affairs Office Staff for coordinating this event! Sarah Jones and Chris Duran for recording the event and providing assistance. Brad Brown and John Anderson for replacing the battery! And to all of you for your time and attention! Let’s make this a great implementation and remember to be patient with each other and the rest of campus. Have a great weekend! 47