Commitment Accounting - Combined

of 257

Human Capital Management Implementation

Project Sign-Off

Commitment Accounting

Tuesday, May 31, 2016

(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

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1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DI!GR!M PROVIDING THE BIG PICTURE

PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS PURPOSE A. Defines scope of the core implementation, based on the related

business process and practitioner community B. Serves as a common denominator for design, development,

testing and training documentation PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and hand-offs within a business process B. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY PURPOSE A. Presents changes to business policies and procedures, resulting

from the implementation B. Serves as the basis for the communication plan, delta training

and other change management initiatives PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training

Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY PURPOSE A. Outlines issues which impact design, development, project

scope and go-live dates

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B. Presents potential solutions and documents the approach recommended by the project team

C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A. Lists major tasks within a business process and denotes the task practitioner

B. Serves as the basis for defining the scope of user acceptance testing and practitioner training

C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing Practitioners, Communication Team, Training Team, Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the related business process

B. Serves as a common denominator for design, development, testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners DRAF

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8-HCM Reports/Interfaces/Conversion/Enhancements (RICE) Inventory (HCM-015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A. Identifies custom tables, pages, interfaces and other objects required to fulfill approved business requirements for each related business process

B. Serves as a common denominator between the requirements gathering and design/development efforts

C. Groups different types of modification elements (tables, pages, etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED

REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering and design/development efforts

B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES AND PROCEDURES

PURPOSE A. Identifies user groups impacts by future state functionality B. Serves as the basis for pre- and post-go-live communication C. Serves as the basis for delta training

PRIMARY USERS Communication Team, Training Team, Practitioners

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11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A. Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B. Serves as the basis for employee and manager self-service training deliverables

C. Identifies affected user groups by security role PRIMARY USERS Training Team, Practitioners

APPENDIX Job Aids

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Funds Transfer

Chartfield

Budget Prep (Position & Funding)

General Ledger

Combination Codes

Accounts Payable

Commitment Control

Benefits Recon

Payroll Accounting (PERS_SERV_BOR)

Human Resources PS

Module (Positions)

PS Payroll for North

America

Department Budget Table

(Funding)

Process Vendor/ Benefit Payments

Account Mapping

HCM: Commitment Accounting

Payroll Accounting Payroll Encumbrances Benefit Accounting &

Payment Retroactive Accounting

Payroll Actuals

Chartfields Combination Codes

Payroll Encumbrance

Job Data

Configuration

Money Movement (Pool Funds in USO)

Common Remitter (TSA & Retirement)

Retroactive Accounting Distributions

PeopleSoft HCM Commitment Accounting Data Flow Inputs and Outputs

Outstanding Decisions: Pay Benefit Providers based

upon withholding versus enrollment

ACH Manual Checks

Positive Pay

Actuals Journals Encumbrance Journals

Benefits Vouchers

Positions

Funding

1. Budget Retro User Changes Funding in Department Budget

2. Direct Retro User Redistributes Prior Period

Accounting without Changing Department

Budget DR

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Financials Integration C

omm

itm

ent

Acc

ount

ing

Geo

rgia

Fir

stG

ener

al L

edge

r H

uman

Res

ourc

es

Geo

rgia

Firs

tA

cco

unts

Pay

able

&

Expe

nses

Geo

rgia

Firs

tB

udge

t Pr

ep

Phase

Chartfields Combination

Codes

HR Accounting Line

Personal Services

Accounting (PERS_SERV_BOR)

Positions

Department Budget

(Funding)

Batch Vouchers

Vendor

Personal Data Banking (Direct

Deposit)

Vendor

Department Budget

(Funding)

Chartfields Combination

Codes

HR Accounting Line

Personal Services

Accounting (PERS_SERV_BO R)

Batch Vouchers

Banking (Direct

Deposit)

Personal Data

Positions

Target Source

(Data Owner)

Bi-Directional (Shared

Ownership)

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Payroll Related Money Movement and Benefit Enrollment and Files

Institu

tion

ADP

BOSS

AD

PCE

S AD

P CO

BRA Services

Carriers/

Providers

ADP (Current) Periodic

Benefit Enrollments: Active, Retirees, Survivors

Benefit Enrollments: COBRA Participants

Sends Enrollment Files

(Doesnt Include H.S.A/FSA)

Receives Enrollment Files

Receives Funds for COBRA Participants

Receives Funds for Retirees and Survivors

Receives Funds for LOA Employees

Sends enrollment file for

H.S.A./FSA

Sends enrollment file for Retirees

Receives Retirees Enrollment Files

Sends enrollment file for Active,

Retirees, Survivors, except H.S.A./FSA

Receives Enrollment Files for Active, Retirees,

Survivors (Doesnt Include H.S.A/

FSA)


Sends enrollment file for COBRA Particiapnts

Receives Enrollment

Files For COBRA

Blue = Enrollment and Files; Green = Money; Orange Arrow = New Frequency

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Payroll Related Money Movement and Benefit Enrollment and Files Institu

tion

HCM

WageW

orks

Carriers/Provide

rs

HCM (Future) Periodic

Benefit Enrollments: Active, Retirees, Survivors

Benefit Enrollments: COBRA Participants

Sends Enrollment

Files Retirees/ Survivors


Weekly

Receives Funds for COBRA Participants

Receives Funds for Retirees and Survivors

Receives Funds for LOA Employees


For Retirees/ Survivors

Sends Enrollment Files

Active, Retirees, Survivors, COBRA

Send Enrollment

Files For COBRA Participants


For COBRA Participants


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Payroll Related Money Movement and Benefit Enrollment and Files

Institu

tion

ADP

EV5

SSC

Carriers/Provide

rs

ADP

Tax Services

ADP

Garnish

men

tServices

Employees/

Banking System

ADP (Current) Each Payroll

Payroll Deductions/ER expenses each

payroll

Record expenses and liabilities for

Payroll transactions

Pull Net Pay

Pull Taxes

Pull Garnishments

Reverse wire for net pay

Reverse wire for taxes

Reverse wire for

garnishments

Payroll Deductions for H.S.A and FSA

Optum receives deduction amounts Pull H.S.A.

Reverse ACH for H.S.A.

Pull Common Remitter

TSA

Reverse wire for Common Remitter TSA

Sends funds for some Institution

Specific Beneftis/ Deductions

Receives funds for some Institution Specific Benefits/

Deductions

Sends Net Pay

Receives funds for net pay

Send Common Remitter

TSA

Receives funds Common

Remitter TSA


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l

Payroll Related Money Movement and Benefit Enrollment and Files USO

Institu

tion

HCM

SSC Mon

ey M

ovem

ent

Carriers/

Providers

ADP

Tax Services

ADP

Garnish

men

tServices

Employees/

Banking

System

HCM (Future) Each Payroll

Payroll Deductions/ER expenses each

payroll

Record expenses and liabilities for

Payroll transactions

Pull Taxes

Pull Garnishments

Reverse wire for net pay and payroll

liabilities

File for Payroll Deduction Amounts for H.S.A and FSA

Optum receives deduction amounts Pull H.S.A.

Send funds for FSA

Receive funds for FSA

Receive funds for some Institution Specific Benefits/Deductions

Send Net Pay

Receive funds for net pay

Send Common Remitter

TSA

Receive funds Common

Remitter TSA

Pull funding for payroll net pay and payroll liabilities

Reverse Wire for Taxes

Reverse Wire for Garnishments

Reverse ACH for H.S.A.

Send funds for some Institution Specific Benefits/Deductions

Send funds for ORP

Receive funds ORP

Send funds for self insured plans

Receive funds for self insured plans


M oP nh ta hs e y


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Institu

tion

SSC

ADP

CES

ADP CO

BRA Services

Carriers/

Providers

ADP (Current) Monthly

Pull benefit funds monthly for active, retirees, survivors, COBRA participants

Reverse ACH for benefits for actives, LOA, retirees, COBRA

participants by ADPCES (excludes H.S.A./FSA)

Pay Carriers

Receive funds for fully insured benefits

Receive Funds for COBRA Participants,

Retirees and Survivors from USO

Bill Benefits for LOA Employees

Bill Benefits for Retirees and Survivors

Bill Benefits for COBRA

Send funds for FSA

Receive funds for FSA

Pull Common Remitter RET

Reverse Wire for Common Remitter:

RET

Send funds for ORP

Reverse ACH for TRS

Receive funds for ORP Pull funds

for TRS

Pull funds for ERS/ GDCP

Reverse ACH for ERS/GDCP

Receive funds for some Institution Specific Benefits/

Deductions

Send funds for some Institution Specific Beneftis/

Deductions

Receive Funds for Actives, LOA, Retirees, Survivors and COBRA for self insured benefits

Send funds for COBRA, Retirees, Survivors

Send funds for COBRA participants

Receive Funds for COBRA

participants

Receive Funds for Retirees and Survivors

Send funds for Retirees and Survivors


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Institu

tion

SSC Mon

eyMovem

ent

WageW

orks

Carriers/Provide

rs

M o n t h l y

HCM (Future) Monthly

Pay Carriers for fully

insured plans

Receive funds for benefits/deductions

Receive Funds for COBRA Participants and Retirees

and Survivors from WageWorks

Bills Benefits for LOA Employees

Bills Benefits for Retirees and Survivors

Bills Benefits for COBRA

Reverse ACH for TRS

Pull funds for TRS

Pull funds for ERS/GDCP

Reverse ACH for ERS/GDCP


Send funds for some Institution Specific Benefits/Deductions

Send funds for Retirees, Survivors, COBRA


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HCM Business Process Listing HCM-003-BPR

Commitment Accounting Process Name Track Only?

AD001 - Audit Position Funding Changes No

AD003 - CA Audited Tables No

BP102 - Budget Prep - Export from FIN, Import to HCM - Loading Budgets No

CA101 - System Configuration and Maintenance (Commitment Accounting) No

CA104 - Combo Code Creation & Maintenance No

CA105 - Position Funding No

CA106 - Paygroup Sync Between Position and Job No

CA107 - Invalid Funding Maintenance No

CA108 - Encumbrance Projection No

CA109 - Predistribution Audit Process No

CA110 - Payroll to General Ledger Interface (HCM) No

CA111 - Process Vendor Payments No

CA112 - Money Movement No

CA113 - Suspense Correction No

CA114 - Retro Distributions No

CA115 - Zero Personal Services Encumbrances No

CA116 - System Integrity Data Restore No

CA118 - Outstanding Liabilities Report No

CA119 - Federal Workstudy Upload No

CA121 - Bank Reconciliation 980 HCM Account No

CA200 - Effort Reporting Yes

CA500 - Administer Commitment Accounting Security Yes

CA600 - AdHoc Reporting No

CA999 - Commitment Accounting Data Conversion Yes

Tuesday, July 12, 2016 Page 1 of 2

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HCM Business Process Listing HCM-003-BPR

End of Report


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TitleJune30,2016

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BP101 Budget Prep Export from HCM; Import to FIN IN

STI

TUTI

ON

(FIN

)B

udge

t Man

ager

BO

R_B

P_P

RO

CE

SS

ES

INST

ITU

TIO

N(H

CM

)HR

Manager

BOR HR

Manager

INST

ITU

TIO

N(H

CM

) CA

Manager

BOR CA

Manager

Updated 06302016

Start

Pull data from HCM into FIN to REFERENCE

version

BP102 Export FIN, Import HCMErrors?

Research & coordinate

the correction

YES

NO

Run report of data pulled-

validate counts,amounts

Corrects data in HR

Create/Copy CURRENT

version

CA or HR issue?

HR

Corrects data in CA

CA

Budget Preparation

and Approval

Page 1

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TitleJune30,2016

Page 1

BP102 Budget Prep Export from FIN Import to HCM In

stitu

tion

Pay

roll/

Bud

get

HC

M

Inst

itutio

nB

udge

t Offi

ce

Fina

ncia

ls

Institu

tion

HR HCM

Updated 06-30-16

BP101 From HCM to FIN

Budget Approval Process

Budget Copy Forward

(BUD006)

1

2

Notify FIN Budget Copy is

complete

Run Final Export to HCM

8

Run report of HR data loaded

HR Data Loaded Report

Provide HR and CA Export Report

Agrees?

Resolve Issues

Reconcile

Process Report

HR Data Loaded Report No

Validate Data Load

Yes

Data Loaded Report

Errors?

Research & coordinate the

correction

Correct Data

Yes

Notify FIN Budget Load is Complete and Clean

No

5a 6a 7a

Run report of CA data loaded

CA Data Loaded Report

Notify HR and CA Final Export is

complete

Process Report

Reconcile

Process Report Agrees? Resolve Issues No

Validate Data Load

Data Loaded Report

Errors? Research &

coordinate the correction

Correct Data Yes

CA104 Combo Code Create/Main

Yes

CA105 Posn

Funding End

No

Process Report

HR Data Loaded Report

3

Run Export to HCM

4

Process Report (Output File)

Process Report (Output File)

Run Budget Upload

5b 6b

7b

9

End

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__

__

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CA101 System Configuration and Maintenance (Commitment Accounting) SS

C C

A A

dmin

BO

R

I C

A C

FG

SETU

P

CA

Man

ager

Updated 7/6/16

CA101.01.1 Add/Update Accounting Mapping

Table

Accounting Mapping

Maintenance Required?

Yes

No End

Start

Dept. Offset Group Maintenance Required?

Start

CA101.02.1 Add/Update Dept. Offset

Group Mapping

Send Email

Email Re: Actions Taken

CA101.3.3 Add new

fringe group Start CA101.03.1 Send Email

No

CA109 Pre-Distribution Audit New/Change Earnings Code New/Change ER Deduction New Expense Account from FIN

New/Change Deduction

New Cash/Liability Account from FIN

CA105 Position Funding Budget

Analysis/Amendment

Page 1

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__

_

__

_

Page 19 of 257

Page 1

CA104 Combination Code Processing B

udge

t O

ffic

e /

Gra

nts

& C

ontr

acts

Fin

anci

als

BO

R

GL

CH

AR

TFIE

LDS

CA

Ow

ner

BO

R I

CA

CFG

SET

UP

Nig

htly

Bat

ch

Updated 7/6/16

CA104.01 Create New

Combo Code

Run Process Now?

CA104.02 Request Ad Hoc Process

CA104.03 Run BUD003 for Specified BUs

CA104.04 Report

Process Complete

Validate Processing

Results

Results Correct? End

CA104.06 Run BUD003 for

All BUs End

A

A

Yes Yes

No

No

Start

FN101 - Combo Code Creation and Maintenance

CA105 Position Funding CA114 Retro Distributions

CA105 Position Funding CA114 Retro Distributions

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CA105 Position Funding

Updated 62016

HR050

Create New

Position

Budget

Analysis

CA105

Invalid

Funding

CA101

System

Config

CA107

Pre

Distribution

Audit

CA M

anager

BOR_

I_CA

_CFG

_SETUP

A CA105.01

Fringe Redirect Needed?

No

Change effective for

next fiscal year?

Yes Fringe

Redirect Provided?

No

Yes End

Yes

CA105.03 File

Paperwork For Future Reference

Pg. 2Fringe group exists in system? Yes

No

No

Return Request to Originator

Return Request to Originator

Pg. 2 A

A

CA101.3 Fringe

Group Table

Maintenance

Page 1

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Updated 62016

CA M

anager

BOR_

I_CA

_CFG

_SETUP

Pg. 1

Yes

Does change only Impacts Current & Future

Payrolls? Yes

Direct Retro already

requested?

No

No

Enter Funding Change (Fringe Redirect; Combo

Code Changes; Allocation Changes; Funding End Dates)

Run CARPT018

Direct Retros for a Position Query

Query Output

End

Do not save

transaction as a

Budget Retro

Save transaction

as a Budget Retro

End CA114 Process

Retro Changes

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CA106 Paygroup Sync Between Position and JobCA

Manager

BOR_

I_CA

_CFG

_SETUP

Posn

. Mgt

. Ow

ner/H

RBO

R_I_HR

_REPORT

ING

Updated 062816

CA106.01 Run Paygroup Sync Between Posn and Job

Report CAINT001

CA106.02 Transmit

Report to PM Owner/HR

Paygroup Sync Report

CA106.03 Review

Information

Start Ad Hoc Report

CA109 Pre Dist Audit



Discrepancies Identified?

End

No

CA106.04 Correct

Discrepancies

HR051 Posn Mgt Update

HR052 Administer

Jobs

Yes

CA106.05 Request Updated Report

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CA107 Invalid Funding Maintenance

Updated 7-6-16

CA

Man

age

r

CA107.01 Run Report

CARPT007 Process

Discrepancies Identified?

CA107.02 Analyze Funding

Information

Yes

End

No

A

Start

Yes

CA109 Pre-Distribution Audit process AdHoc for Maintenance

Invalid Funding Report

FN101 - Combo Code Creation and

Maintenance


A

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Page 1

CA108 Encumbrance ProjectionSSC CA

Adm

inBO

R_I_CA

_GEN

_ENCU

MBR

ANCE

In

stitu

tion/

US

OB

OR

_GL_

PR

OC

ES

SIN

G

CA M

anager

& SSC

CA

Admin

BOR_

I_CA

_GEN

_ENCU

MBR

ANCE

Updated 62116

CA108.05 Run

HR_ACCTG_ LINE Count

Query CARPT022

Reconcile Log and Query

CA108.04 Run

Encumbrance GL Process PAYGL03

CA108.03 Run Encumb-

Dist Query CACRPT019

CA108.01 Run BOR CA

Backup Process

CAPRC022

CA108.02 Run

Encumbrance Calculation

Process CAPRC021

Encumb_Dist Query Results

Row Count Query Output

Processing Log

Agrees?

FN112 GENERAL LEDGER

INTEGRATION (HCM)

Processing Log

HR_ACCTG_LINE Query Results Yes

CA108.07 Troubleshoot

with ITS

No

CA108.09 Run Encumb_Curr

Query Encumb_Curr Query Results

CA108.10 Run Budget_Actuals

Query Budget_Actuals Query Results

End

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CA109 PreDistribution Audit Process

Updated 62116

BOR CA

Analyst

IB

OR

_I_C

A_G

EN

_GL_

INTE

RFA

CE

PY003 Post Payroll

Processing

CA109.05 Run Pre Distribution Audit

Report CARPT014 Pre-Distribution

Audit Report

CA M

anager

BOR_

I_CA

_CFG

_SETUP PY001

Day 2 Payroll Processing

PY001 Day 1 Payroll Processing

CA106 Paygroup

Sync

CA107 Invalid

Funding

CA109.01 Complete Paygroup

Sync Process

CA109.03 Complete Invalid Funding Process

Page 1

Pre-Distribution Audit Report

CA109.09 Review and identify corrective actions.

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CA109 PreDistribution Audit Process CA

Manager

BOR_

I_CA

_CFG

_SETUP

PM

Ow

ner/H

RBO

R_I_PA

Y_EM

PL_P

AY_D

ATA

SS

C P

ayro

ll A

dmin

BOR_

I_PA

Y_PR

C_PA

Y_CY

CLE

Updated 62116

Pg. 1

DBT Issues Identified? Yes

Correct Errors in Department Budget Table

(DBT) CA105 Position Funding

Job Data or Paygroup Issues

Identified? Yes

Correct Errors in Job Data or

Paygroup

NO

?? Position Mgmt.

?? Job Data

Make a Payline Adjustment for

funding? Yes

Enter Payline Adjustment

PY002: Payline

Adjustment

No

Pg. 3

No

CA104 Combo Code

Creation & Main

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CA109 PreDistribution Audit Process SSC CA

Adm

inBO

R_QUER

Y_VIEW

ER

CA Analyst

IBO

R_I_CA

_GEN

_RETRO

_DISTR

O

Updated 62116

Pg. 2

Unapproved Retro Distributions Query

CA109.13 Stage Outstanding Retro Distributions

CA114D Or CA114B

Retro Distributions

Pg. 4

CA109.11 Run Unapproved Retro

Distributions Query CARPT020


CA109.12 Transmit Information

to Institution


Review Unapproved Retro requests

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CA109 PreDistribution Audit Process CA

Manager

BOR_

I_CA

_CFG

_SETU

P

SSC

CA

Adm

inBO

R_S

_CA_

GEN

_GL_

INTE

RFA

CE

Inst

itutio

n P

ayro

ll Updated 62116

Pg.3 Ready for Sign Off?

CA109.14 Sign off on GL Pre-Distribution

Reports via SSC Case Mgt. System

Yes

No

Pg. 1 CA109.01


CA109.15 Run Pre Distribution

Audit Report CARPT014

PY003 Post Payroll

Processing

PY002 Day 3 Payroll

Processing Final Calc


CA109.18 Resolve hard-stop

errors Errors Corrected

EndErrors

Work with Institutions to resolve outstanding errors

Work with SSC to resolve outstanding errors


CA109.16 Transmit Information

to Payroll Dept.

Errors Corrected

Receive Notifcation of Errors Corrected

No

Yes

Notify Institution of Errors Corrected DR

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Page 1

CA110 Payroll to GL InterfaceSSC CA

Adm

inBO

R_I_CA

_GEN

_GL_INTERFAC

EC

A M

anag

erBO

R_I_CA

_CFG

_SETUP

Updated 62116

CA110.01 Run BOR CA Backup

Distribution Tables Process

CARPC022

CA109 Pre

Distribution Audit

PAY018 Payroll Summary

PY003 Post Payroll Processing

CA110.02 Run Actuals

Distribution Process

Process Abend?

CA110.03 Review Error

Report

Error Report

Data Written to Database?

CA110.04 Work Error(s)

CA116 System Data

Integrity Restore

Yes

Yes

Should this go to work errors?

Notify Institutions Actuals Distribution Process Complete

No

CA110.07 Run Payroll Messages

Report PAY011 Payroll Message

Report

Change Position

Funding?

CA110.08 Work Payroll Message

Report

CA105 Position Funding Process

Review Payroll Message Report

Issues Noted?

Yes

Pg. 2No

Yes

No Should this go to pg 2 instead?

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CA110 Payroll to GL Interface

Updated 62116

CA

Man

ager

BO

R_Q

UE

RY_

VIE

WE

R

CA1110.09 Run 999999 Query

CARPT006

No

Pg. 1

CARPT006 Query Output

Review 999999 Query Output

CA110.11 Make Corrections on Review

Actuals Distribution (Change 999999 to 599999

Account)

Corrections Needed? Yes

CA110.10 Work Errors

CA

Man

ager

BOR_

I_CA

_CFG

_SETUP

CA110.12 Run Suspense

Query CARPT002

CA110.13 Review Work

Suspense Query Output

Suspense Query Output

Suspense Corrections Needed?

Pg. 3

No

Page 2

CA110.13 Work the Suspense

Report

CA110.14 Make Corrections on

Review Actuals Distribution

CA113 Suspense Correction Process

Yes DRAF

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CA110 Payroll to GL Interface Page 31 of 257

Updated 62116 C

A M

anag

erBO

R_I_CA

_CFG

_SETUP

CA1110.15 Run Paygroup

Out of Sync Report

CAPRC041

Paygroup Out of Sync Report

Errors?

No

Pg. 2

Pg. 4

Yes

CA110.16 Work the Out

of Sync Report

No

CA110.17 Make

Corrections on Review Actuals

Distribution

Account Mapping Corrections Needed

OR cannot setup Fringe redirect?

Yes

Notify HR that Correction is

Needed

HR

Receive Notification that

Correction is Needed

Page 3

HR Process to update Posn/Job

DRAF

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TitleJune22,2016

Page 32 of 257

Page 4

CA110 Payroll to GL InterfaceSS

C C

A A

dmin

BOR

_QU

ERY_

VIE

WER

S

SC

CA

Adm

inBO

R_I_CA

_GEN

_GL_INTERFAC

E S

SC

CA

Adm

in &

CA

Man

ager

BOR_

I_CA

_CFG

_SETUP

Updated 62116

CA1110.23 Record Process

Instance ID

CA1110.19 Run 999999

Query CARPT006

CARPT006 Query Output

Review 999999 Query

Output

CA110.20 Make Corrections on

Review Actuals Distribution

(Correct 999999 to 599999 Account)

Corrections Needed? Yes

No

CA110.21 Run Paycheck

to Actuals Distribution

Recon Report CARPT013

Paycheck to Actuals Distribution Recon

Report

CA110.10 Work Errors

Pg. 3

CA110.22 Run GL Interface Process

PAYGL02 Process Instance ID

Process Log

Process Abend?

CA110.24 Notify

Institution Yes

Review error log

Data Written to

Database?

CA116 System Data

Integrity Restore

CA110.25 Work Error(s) Yes

Abend Log

Pg. 5No DRAF

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TitleJune22,2016

Page 33 of 257


Updated 62116 SS

C C

A A

dmin

BOR_

S_CA

_GEN

_RETRO

_DISTR

O

CA110.27 Notify Institution

CA Owner Process is Complete

Review Query Output

Pg. 4

CA1110.43 Run Unapproved

Retro Distributions Query

CARPT020 Process Instance ID

Process Log

CA1110.44 Delete

Unapproved Pending Batches

Pending Batches Not Approved? Yes


CA110.45 Notify Institution CA Owner of Deleted

Unapproved Batches

Deleted Unapproved Batches

CA

Man

ager

BOR_

I_CA

_GEN

_GL_INTERFAC

EBO

R_QUER

Y_VIEW

ER

CA1110.29 Reconcile

Report Information

No

Process Log

Payroll Summary Report

Recon Issues Noted? Yes

CA110.30 Run Recon query to

Reconcile HR ACCTG LINE to PER SERV BOR

GLINTBP021 Recon Query Output

No

Page 5

Resolve Issues

Pg. 6

DRAF

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TitleJune22,2016

Page 34 of 257


Updated 62116

CA

Man

ager

BO

R_Q

UE

RY_

VIE

WE

R

Recon Issues Noted?

Pg. 5

Journal balanced? No

No

Work with ITS to address

Issues Yes

Yes

Resolve Issues

CA110.31 Run HR_ACCTG_LINE

Counts Query CARPT022

CA110.32 Run

Balanced JE Query

CARPT023 Balanced Journal Entry Query

Output


Notify Institution that JE is available and provide process logs and counts

Inst

itutio

n/U

SO

BO

R_G

L_P

RO

CE

SS

ING Do counts agree with JE Info

Received Process Log


Yes

Work with ITS to address

Issues

CA110.33 FN112

GENERAL LEDGER

INTEGRATION (HCM)

Pg. 7

Page 6

DRAF

T

CA110 Payroll to GL InterfaceC

A M

anag

erBO

R_Q

UER

Y_VI

EW

ER

Inst

itutio

n FI

NA

ccou

ntin

g IT

S B

atch

Sch

edul

e CA

Owne

r & Bud

get

Manager

BOR_

QUER

Y_VIEW

ER

Updated 62116

Run PSB Counts Query

GLINTBP024

CA110.37 Validate Counts for PERS_SERV_BOR between HCM and

Financials

Reconciliation Issues?

CA110.41 Work with ITS to

Republish

Pg. 6 HR_ACCTG_LINE Integration

Broker Updates HR_ACCTG_LI NE with JE ID

PERS_SERV_BOR

Publish PSB BOR_RC_PSBUPDT

(RICE 519)

Yes

NoPERS SERV BOR Query Output

CA110.40 Run Payroll Suspense

Query CARPT002 Payroll Suspense

Query Output

Work with Budget Office to resolve issues Payroll Suspense

Query Output

Review Suspense

Query Output

Issues? CA110.42 Resolve Issues

CA113 Suspense CorrectionYes End

No

Page 35 of 257

DRAF

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TitleJune20,2016

Page 36 of 257

CA111 Process Vendor Payments (HCM to AP)

Updated 62016

SSC CA

Adm

inBO

R_I_CA

_GEN

_GL_INTERFAC

E

CA11.01 Reconcile PAYGL02 Log to AP Staging Tables

CA110 Payroll to GL

Interface

Run AP Staging Tables Query

CARPT025

CA111.04 Create AP Vouchers

CA Non-Tax Deductions Extract

CA111.05 Run BOR Paying Benefit Providers

Process CAPRC040 HR ACCTG

LINE

PERS SERV BOR

PAYGL02 Process Log

AP Staging Query Output

CA111.06 Run GL BU Verification

Query CARPT026

Reconciliation Iissues? Yes

No

GL BU = 98000?

CA111.8 Work with

ITS to Resolve

Issue

No

Yes

Page 1

Work with ITS to

address Issues

Pg. 2

DRAF

T

TitleJune20,2016

Page 2

CA111 Process Vendor Payments (HCM to AP) SSC CA

Adm

inBO

R_I_CA

_GEN

_GL_INTERFAC

EBO

R_QUER

Y_VIEW

ER

SS

CA

ccou

ntin

gP

SFI

N B

OR

_GL_

JOU

RN

AL_

GE

NE

RA

TIO

N

Updated 62016

Pg. 1

CA111.07 Reconcile

AP Vouchers to Paycheck

Data


CA111.08 Work with

ITS to Resolve

Issue

No

CA111.11 Run HR ACCTG LINE and AP Row Counts

Query CARPT022 HR ACCTG

LINE and AP Row Counts

Query Output

CA111.10 Publish AP Vouchers to Financials

Run PERS SERV BOR Query Counts GLINTBP024

Yes

PERS SERV BOR

Query Output

CA111.13 Reconcile

Query Row Counts


FN103 Process

Payments for HCM Vendors

Work with ITS to

Resolve Issue

Yes

No

Page 37 of 257

DRAF

T

of 257

Page 1

CA112Money Movement Accounting Process SSC Accoun

ting

BOR_

I_CA

_GEN

_ENCU

MBR

ANCE

In

stitu

tion/

US

OB

OR

_GL_

PR

OC

ES

SIN

G

Updated 62116

MM Process Log

CA110 Payroll to GL

Interface Agrees? Resolve issuesNo

Yes

PAY018 Payroll Summary

CA112.3 Run GLINTBP021 Recon Query to Reconcile HR ACCTG LINE

to PER SERV BOR

CA112.02 Reconcile Payroll Summary and MM

Process Log Report

CA112.01 Run Custom

MM Process in HCM CAPR030

MM Process Log PAY018 Payroll Summary

Recon Query Output

Agrees?

Work with ITS to

address Issues

No

CA112.4 Run HR_ACCTG_LINE

Count Query CARPT022

Yes Row Count

Query Output

Provide Count Report to Institution HCM Row Count

Query Output

Run HR_ACCTG_LINE

Count Query in FIN

FIN Row Count Query Output


INTEGRATION (HCM)

HCM Row Count Agrees to FIN Row

Count

Work with ITS to

address Issues

No

Yes

DRAF

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TitleJune 28, 2016

Page 39 of 257

CA113 Suspense Correction

Updated 06-28-16

CA M

anag

erB

OR

_QU

ERY_

VIEW

ER

FN126 Suspense

Budget Analysis

CA110 Payroll to GL

Interface

CA113.01 Run Payroll Suspense

Query CARPT002 Payroll Suspense

Query Query Output

CA113.02 Provide

Report to Budget

Manager Payroll Suspense Query

Query Output

CA M

anag

er &

Bud

get M

anag

erBO

R_I_CA

_CFG

_SETUP

CA113.03 Review Query

Output Payroll Suspense

Query Query Output

Issues Noted? Minimum Effective Date Issue (funding)?

100% Suspense?

No

Yes

Yes

No

Page 1

CA114D Direct Retro Distribution

End


DRAF

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TitleJuly8,2016

-

Page 40 of 257

CA114B Stage Budget RetroDistributions

Updated 070716

CA114.1.2 Run Query to Identify Triggers

CARPT028 Triggers Query Output


Change for previously distributed

earnings

SSC CA

Adm

inBO

R_I_CA

_GEN

_RETRO

_DISTR

OBO

R_QUER

Y_VIEW

ER

CA114.1.3 Run Budget

Retro Distributions

Process

Issues Identified?

Resolve IssuesYes

Page 1

CA114P Process Retro

Distributions

No DRAF

T

TitleJuly8,2016

Page 1

CA114D Stage Direct RetroDistributionsCA

Manager

BOR_

I_CA

_GEN

_RETRO

_DISTR

O

SSC

CA

Adm

inBO

R_I_CA

_GEN

_RETRO

_DISTR

O

Updated 070816

CA114.2.3 Enter/Run

Direct Retro

CA114.2.2 Trained in

entering Direct Retros?

CA114.2.3 Enter/Run

Direct Retro

Yes

CA114 P Process Retro Distributions

Yes Review Retro

Distribution

Retro Distribution

Correct?

Delete Batch

No

Need for Direct Retro Distribution Identified

Request Direct Retro utilizing SSC Case Mgt. System

No

CA114.2.2 Trained in

entering Direct Retros?

Yes

Delete Batch

No

Approve Retro

Distribution

Process Completes

Successfully

Yes

Contact SSC

Accounting for

Assistance

No

Page 41 of 257

DRAF

T

TitleJuly8,2016

Page 1

CA114P Process RetroDistributions SSC CA

Adm

inBO

R_I_CA

_GEN

_RETRO

_DISTR

O

Updated 070816

Run report of Retro

Distribution Messages CARPT030

Messages Query Output

CA114D Stage Direct

Retros

CA114B Stage Budget

Retros

Issues Identified? C

Resolve IssuesYes C

No

Pg. 2Approve

Budget Retro transactions

Page 42 of 257

DRAF

T

TitleJuly8,2016

Page 43 of 257

Page 2

CA114P Process RetroDistributions SSC CA

Adm

inBO

R_I_CA

_GEN

_RETRO

_DISTR

OBO

R_QUER

Y_VIEW

ER

CA M

anager

BOR_

I_CA

_GEN

_GL_INTERFAC

E Updated 070816

CA114.3 Run BOR CA

Backup Distribution Tables

Process CAPRC022

CA114.4 Run Update

Actuals Process HPRETDST

CA114.5 Run Paycheck to

Actuals Dist. Recon Process

CARPT013

Pg. 1

CA114.6 Make

Corrections on Review

Actuals Distribution

CA114.7 Run 999999 Retro Query CARPT006

No Correction Needed?

Make Corrections on Review

Actuals Distribution

Yes

CA114.10 Run Retro Suspense

Query CARPT002

No

CA110 Payroll to GL

Interface

Notify Institution Process is Complete; Provide Output from Messages Qry. and

Retro Suspense Qry.

Receive Qry

Outputs

Run Query of Retro Distribution

Transactions CARPT029

End

DRAF

T

TitleJune 28, 2016

Page 44 of 257

Page 1

CA115 Zero Personal Services Encumbrances (HCM)SS

C CA

Adm

inBO

R_I_CA

_GEN

_ENCU

MBR

ANCE

In

stitu

tion/

US

OB

OR

_GL_

PR

OC

ES

SIN

G

Updated 06-28-16

CA115.01 Run BOR CA Distribution

Backup Process

CAPRC022

Start

CA115.02 Run Zero Personal Services

Encumbrance Process

CAPRC001

CA115.03 Run PAYGL03 Encumbrance GL Process

Review CA Master

Schedle Issues Noted? Resolve IssuesYes

No

Run HR_ACCTG_ LINE Count

Query CARPT022 Row Count

Query Output

Process Log

Process Log

Provide Accounting Office with Logs and

Query Info Process Log


Reconcile Counts

Received

Process Log


Counts Reconcile?


INTEGRATION (HCM)

Yes

CA108.07 Troubleshoot

with ITS

No DRAF

T

TitleJune28,2016

Page 45 of 257

Page 1

CA116 System Data Integrity Restore SSC CA

Adm

inBO

R_S_CA

_CFG

_SETUP

ITS

Updated 062816

CA117.01 Identify

Effective Date for the Backup

CA117.02 Run BOR CA

Restore Distribution

Process

Process Abended?

Yes

No

Process Successful?

Resolve Processing

Issues

CA117.03 Validate

Processing Results

End

Yes

No

CA108 PAYGL03

CA110 PAYGL02

Running CA Actuals

Distribution?

CA117.05 Flip Pay Calendar

Flags CA Acutal Dist. And

CA GL Interface Processes

Yes Delete Data

PAY_ CHECK_EARNS (for pay period impacted by

restore)

PAY_ TAX_ LIAB_AP

(for pay end date)

PAY_ DED_

LIAB_AP (for pay end

date)

Flip HR_ ACCTG_

LINES (Set GL_DISTRIB_STATU =

?? where GL_DISTRIB_STATUS = I

Delete PSB for Process

Instance from Run

Guide CA117.01 Identify Effective Date

GL Run Guide

CA117.01 Identify Effective Date

GL Run Guide

Pg. 2 No

CA117.15 Validate Data

Issues Identified?

Work with ITS to resolve

issues

No

Yes

DRAF

T

TitleJune28,2016

Page 2

CA116 System Data Integrity Restore ITS

SSC CA

Adm

inBO

R_S_CA

_CFG

_SETUP

Updated 062816

Pg. 1 Running CA GL

Interface? Yes

No

CA117.05 Flip Pay Calendar Flags (CA Actuals Distribution

and CA GL Interface Processes)

Delete PSB for Process

Instance from Run

Guide

Flip HR_ ACCTG_

LINES Set GL_DISTRIB_STATUS = ?? Where GL_DISTRIB_STATUS =

I

Reassign Help Desk Ticket to SSC CA Admin

End

CA117.01 Identify Effective Date

GL Run Guide

End

CA117.15 Validate Data

Issues Identified?

Work with ITS to resolve

issues Yes

No

Page 46 of 257

DRAF

T

TitleJune 21, 2016

Page 47 of 257

CA118 - Outstanding Liabilities Report (USO only)

Updated 6-21-16

SS

CB

enef

its R

econ

cilia

tion

FN107 Benefits

Reconciliation Completed

GAP- would report need to be based on deduction mapped to account or just

account? (general deductions- timing of MM)

Fiscal Yearend Reporting

Run HCM query/ outstanding Liability report (all benefits

accounts)

Verify HCM query/ outstanding Liability report agrees to GL

account reconciliation balances

Page 1

End

DRAF

T

TitleJune 28, 2016

Page 48 of 257

Page 1

CA119 Federal Workstudy Load from HCM to Financial Aid System (BANNER) SS

CA

ccou

ntin

gB

OR

_I_P

AY

_PR

C_P

AY

_CY

CLE

Inst

itutio

nA

ccou

ntin

g/P

ayro

ll In

stitu

tion

IT/F

in A

id

Inst

itutio

nFi

nanc

ial A

id

Updated 6-28-16

PY002 Payroll

Confirmed

End

Create FWS file and report for Financial Aid

System Upload (Banner)

Upload File & report to FTP site

Download File & report from FTP site

Upload File to Banner

Receive FWS Report

Notification that file and report are

available

DRAF

T

TitleJune28,2016

_

Page 49 of 257

Page 1

CA121 BANK RECONCILIATION (980 HCM PAYROLL ACCOUNT) USO

Busin

ess S

vcs

BO

R_B

ANK

PR

OC

ESS

ING

USO

Busin

ess S

ervices

BOR_

GL_INQUIRY

SSC

Payroll

BOR_

PAY_AN

ALYST_SSC

Wells Fargo

SSC

Payroll

BOR_

PAY_AD

MIN_SSC

Updated 06-28-16

Cleared payment

file (ACH, Checks)

Retrieve Recon

file

Run Bank

Recon

Review Recon Results

YES

Run Query to pull GL activity

for HCM PY cash account

Identify GL deposit activity

Compare GL deposit activity to Bank deposit

activity

Prepare listing of reconciling deposit items

Prepare listing of reconciled

items

Compute adjusted bank balance and adjusted GL

balance

Reconcile adjusted bank balance to

adjusted GL balance.

Provide reconciling items needing action to appropriate parties

End

Retrieved Bank

deposit activity

Research payment issues

WF004 Escheatment

Exceptions? NO

Force exceptions to reconcile, if applicable

Start DRAF

T

TitleJune 28, 2016

Page 50 of 257

CA600 Ad Hoc Reports

Updated 6-28-16

r

Start

Run Active/Inactive Funding Report

Run the Payroll Suspense Report

Errors?

Navigate to Job Summary View

Run the Position Funding Report

No

Run the Encumbrance Detail

Report

Inst

itutio

nM

anag

e

Yes

CA

Correct errors End

Page 1

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HCM Business Process Fact Sheet HCM-002-BPR

Commitment Accounting Business Process: AD001 - Audit Position Funding Changes

Functionality Changes: 1. None

Ownership Changes: 1. None

Issues Not Addressed: 1. None

Issues Addressed: 1. None

Policy Changes: 1. None

Business Procedures Impacted: 1. BPM 5.7.4 HCM Accounting Audit Tables Review

Institutions should review the position audit tables monthly to ensure funding changes are taking place by authorized personnel.

Conversion Approach: 1. Not Applicable.

Historical Data Approach: 1. Not Applicable. The audit tables will be populated from the time an institution transitions onto oneusg (going forward). All funding changes prior to go-live will have to be extracted from ADP

New Forms: 1. None

New Approvals: 1. None


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Commitment Accounting Business Process: AD003 - CA Audited Tables

Functionality Changes: 1. New audit queries and tables developed to capture the date, time and user who makes changes to GL Actuals while GL Interface is in process. This will capture changes only to expenses.

Ownership Changes: 1. Institutions, Shared Services and the System Office will be able to review the audit tables.


Issues Addressed: 1. This allows for a record of changes made to GL Actuals that can be accessed at any time.


Business Procedures Impacted: 1. BPM 5.7.4 HCM Accounting Audit Tables Review

Institutions should review the Actuals Distribution audit table monthly to ensure GL Actuals changes are taking place by authorized personnel.

Conversion Approach: 1. Not Applicable

Historical Data Approach: 1. Not Applicable. The audit tables will be populated from the time an instituton transitions onto oneusg (going forward).

New Forms: 1. None



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Commitment Accounting Business Process: BP102 - Budget Prep - Export from FIN, Import to HCM - Loading Budgets

Functionality Changes: 1. There will no longer be a file to export back to HR/PAY. 2. The export from FIN will now be two processes; CA & HR.

Ownership Changes: 1. Export will two processes be handled by PAY and CA.

Issues Not Addressed: 1. None.

Issues Addressed: 1. There will be a validation for CA and PAY from FIN.

Policy Changes: 1. None.

Business Procedures Impacted:1. GA First BP.040.030

Conversion Approach: 1. None.

Historical Data Approach: 1. None.

New Forms: 1. None.

New Approvals: 1. None.


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Commitment Accounting Business Process: CA101 - System Configuration and Maintenance (Commitment Accounting)

Functionality Changes: 1. New Account Mapping functionality has been introduced by the implementation of Commitment Accounting. Earnings Codes, Deduction codes and Tax Types are mapped to general ledger expense accounts as outlined in the standardized chart of accounts. 2. New Liability Account Mapping functionality has been introduced by the implemenation of Commitment Accounting. Deductions and taxes are mapped to general ledger liability accounts as outlined in the standardized chart of accounts. 3. Fringe Groups have been introduced to allow institutions to flexibility to group deduction/tax codes together to charge to specific accounting strings (combination codes)

Ownership Changes: 1. Shared Services will assume ownership of creation and maintenance of fringe groups


Issues Addressed: 1. Institutions now have a great deal of flexibility in mapping payroll charges to specific accounting strings. For example, earnings can be charged differently than deductions and taxes for sponsored projects.


Business Procedures Impacted:1. None

Conversion Approach: 1. Earnings Codes and Deduction codes were manually mapped to the new SHARE chart of accounts. 2. Fringe groups will need to be established since ADP did not support this functionality.

Historical Data Approach: 1. None

New Forms: 1. None



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Commitment Accounting Business Process: CA104 - Combo Code Creation & Maintenance

Functionality Changes: 1. Institutions will not be able to create multiple Account Codes (Combination Codes) in Financials that represent the same chartfield string 2. Combination Codes will be messaged from Financials to HCM (near real time) using PeopleSoft Integration Broker 3. The Combination Code will be ready for use when a process is executed in HCM (scheduled or adhoc).

Ownership Changes: 1. ITS will be responsible for ensuring that messaging from GeorgiaFirst Financials to HCM is running and that all messages have been processed.


Issues Addressed: 1. The nightly interface file has been replaced with near real time messaging.


Business Procedures Impacted:1. See BPM 5.7.2

Conversion Approach: 1. Some Account Codes (combination codes) will need to be consolidated if an institution has mutiple combination codes with the same accounting string.

Historical Data Approach: 1. Not Applicable

New Forms: 1. None



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Commitment Accounting Business Process: CA105 - Position Funding

Functionality Changes: 1. Position Funding is maintained on the Department Budget tables in Commitment Accounting instead of on the JOB earnings distribution. 2. Institutions have the ability to distribute Fringes and Taxes separately from earnings. 3. Fringe Groups were introduced to assist to further define the type of fringe that should not follow earnings. 4. Only funding setup in the Department Budget Table can have fringe rules (fringe groups). 5. Positions not fully funded will charge to the Suspense combination code. 6. The Suspense combination code is specified in the department budget table. 7. Items normally maintained through Additional Pay will be moving to the department budget table so they are encumbered. 8. Only funding setup in the Department Budget table will encumber.



Issues Addressed: 1. Fringe no longer has to follow earnings. 2. Position funding is now separate from Position Management.


Business Procedures Impacted: 1. See BPM Additional Pay 5.3.2 2. See BPM Employee Compensation Encumbrances 5.9

Conversion Approach: 1. Only current and future effective dated funding rows are converted from ADP.

Historical Data Approach: 1. Historical funding inquiries will have to be made through EV5 in ADP

New Forms: 1. None

New Approvals: 1. A New Funding Change MSS page will be created in a future release to allow decentralized management of position funding.


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Commitment Accounting Business Process: CA106 - Paygroup Sync Between Position and Job







Conversion Approach: 1. None


New Forms: 1. None



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Commitment Accounting Business Process: CA107 - Invalid Funding Maintenance

Functionality Changes: 1. Funding to an inactive combination code will be flagged as invalid. 2. If positons funded to inactive combination codes are not fixed, payroll costs will be sent to GL for the inactive combination code. 3. Positions with funding end dates in the Department Budget Table for the next pay period will be flagged as invalid. 4. Positions not fully funded and not corrected will have expenses that post to suspense for Actuals. 5. Positions with no funding will be flagged as invalid. 6. Institutions will be responsible for clearing invalid funding prior to the beginning of payroll processing.

Ownership Changes: 1. Daily, institutions will correct position funding issues reported in this business process. This will ensure all transactions flow to the general ledger in a timely and accurate manner.


Issues Addressed: 1. Institutions will be able to proactively monitor position funding.


Business Procedures Impacted: 1. GL Interface 2. Encumbrance Projection 3. Retro Distribution 4. Suspense Correction 5. Position Funding 6. Combination Code Processing



New Forms: 1. None



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Commitment Accounting Business Process: CA108 - Encumbrance Projection

Functionality Changes: 1. Encumbrance projection for salary is based on eligibility not paycheck. Encumbrance projection for fringe is still based on the last paycheck. 2. Funding for the Encumbrance projection is based on the Department Budget Table. 3. Funding changes in the Department Budget Table will reflect as changes in the encumbrance projection 4. Encumbrances will project to the funding end date entered into the Department Budget Table. 5. When a funding end date reflects a date prior to the end of the fiscal year, encumbrances will not project to suspense. 6. Encumberance projections will be messaged from HCM to Financials using PeopleSoft Integration Broker.

Ownership Changes: 1. SSC will run the encumbrance projection and message the data from HCM to Financials. 2. ITS will be responsible for monitoring the messaging from HCM to Financials for Encumbrance projections. 3. Institutions will still be responsible for creating encumbrance journals in Financials.


Issues Addressed: 1. Institutions will be able to see the Encumbrances at a position level by reviewing the BUDGET_ACTUALS table in HCM.


Business Procedures Impacted:1. Employee Compensation Encumbrances BPM 5.9

Conversion Approach: 1. Encumbrance balances will be calculated after the first confirmed HCM payroll. There is no conversion activity for the encumbrances 2. Encumbrances should be zeroed out in Financials prior to running the encumbrance projection for the first time.


New Forms: 1. None



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Commitment Accounting Business Process: CA109 - Predistribution Audit Process

Functionality Changes: 1. The Paygroup Sync Report will check for paygroup variances between Job Data and Position Management. 2. These are the errors the Predistribution report checks for: account mapping errors, suspense, positions without funding. 3. Institutions will be responsible for clearing invalid funding prior to distribution to the General Ledger.

Ownership Changes: 1. SSC and Institutions will have a shared responsibility for the Pre-Distribution Audit Report.


Issues Addressed: 1. Identification of potential invalid funding prior to distribution to the General Ledger.


Business Procedures Impacted: 1. BPM 5.7 Employee Compensation Accounting 2. BPM 5.9 Employee Compensation Encumbrances 3. BPM 5.7.3 General Ledger Corrections for HCM System Transactions 4. BPM 5.7.5 HCM Suspense Account 5. BPM 5.7.2 Combo Codes: GL Accounting Chart String



New Forms: 1. None



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Commitment Accounting Business Process: CA110 - Payroll to General Ledger Interface (HCM)

Functionality Changes: 1. The Payroll to GL Interface will be driven off the Department Budget tables instead of the JOB Earnings Distribution. 2. Encumbrance liquidations will not write to the Personal Services Table (PSB). 3. Encumbrance details are now maintained in HCM. Previously they were maintained in the Personal Services Table (PSB) in Financials. 4. GL Interface will be messaged from HCM to Financials using PeopleSoft Integration Broker.

Ownership Changes: 1. Shared Services will be responsible for running the Payroll to GL Interface (PAYGL02) 2. ITS will be responsible for monitoring the messaging from HCM to Financials for Accounting Entries 3. Institutions will still be responsible for creating Actuals journals in Financials.




Business Procedures Impacted:1. See BPM 5.7 Employee Compensation Accounting


Historical Data Approach: 1. Historical data will not be converted to the new HCM Personal Services Table (PSB). All historical reporting will continue to be done in the Personal Services Table (PSB) in PeopleSoft Financials for pre-conversion transactions.

New Forms: 1. None



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Commitment Accounting Business Process: CA111 - Process Vendor Payments

Functionality Changes: 1. Deduction Payments will be processed through PeopleSoft Accounts Payable 2. The total amount of the Deduction Liability will be transferred to the system office and paid centrally for all institutions 3. Institutions will not hold the 7/5s deductions. 4. Only Health and Welfare charges will be paid based on enrollment. All other deductions will be processed based on withholding 5. Vouchers will be interfaced from oneusg HCM using PeopleSoft's Integration Broker (near real time).

Ownership Changes: 1. Shared Services will assume ownership of paying all deductions to the appropriate vendor




Business Procedures Impacted:1. BPM 5.8 OneHCM Related Funding: Money Movement

Conversion Approach: 1. New Vendors had to be created and messaged over from Financials.

2. New Vendors had to be associated with Deduction Codes in Payroll 3. A New AP business unit (980P) was manually setup in Financials to manage the new Deduction Payment processing


New Forms: 1. None



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Commitment Accounting Business Process: CA112 - Money Movement

Functionality Changes: 1. Institutions will fully fund all payroll related expenditures and deductions at the time of each payroll by transferring to the system office. 2. Associated liabilities will be transferred from the institutions to the system office - accounting interface will reflect a transparent movement of the liabilities

Ownership Changes: 1. Shared Services will assume ownership of Paying Benefit Providers and Reconciling Benefit Liability Accounts.


Issues Addressed: 1. Institution resources associated with benefits reconciliation may be redirected to other priority areas.


Business Procedures Impacted:1. BPM 5.8 OneHCM Related Funding: Money Movement

Conversion Approach: 1. Substantiated payroll liabilities will be transferred from the institution to the system office at the time of conversion 2. Unsubstantiated payroll liabilities will remain on the institutions' books. 3. Liabilities will be transferred with an upload journal entry at the time of conversion.


New Forms: 1. None



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Commitment Accounting Business Process: CA113 - Suspense Correction

Functionality Changes: 1. Suspense is a new concept to expense actuals not fully funded in Department Budget Table. 2. Review of the Suspense Report after a GL Interface so that suspense that wasn't corrected prior to GL can be corrected using the HCM Retro Distribution process.

Ownership Changes: 1. Institutions will be resposible for reviewing and correcting errors.




Business Procedures Impacted:1. BPM 5.7.3 GL Corrections for HCM System Transactions



New Forms: 1. None



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Commitment Accounting Business Process: CA114 - Retro Distributions

Functionality Changes: 1. Retro Distributions can be triggered in the Department Budget table by making retroactive funding change(s) for the current Fiscal Year. 2. Retro Distributions can move multiple payroll charges in a single transaction for a position. 3. Accounting Adjustments for Payroll Accounting will no longer be done in PeopleSoft Financials. 4. Ability to process and post retro distributions separate from the Payroll GL processing.

Ownership Changes: 1. Institutions maintain ownership of entering retroactive funding changes. 2. SSC will be responsible for processing retroactive transactions through the GL Interface. 3. Institutions will still be responsible for creating Actuals journals in Financials.


Issues Addressed: 1. Payroll Accounting adjustments will be made in the source system now instead of outside the system in PeopleSoft Financials. 2. Ability to process and post retro distributions separate from the Payroll GL processing.


Business Procedures Impacted:1. BPM 5.7.3 GL Corrections for HCM System Transactions


Historical Data Approach: 1. Retro distribution transactions needed for pre-conversion pay periods will have to be done in Financials for the current FY. This is because historical payroll data won't exist in HCM.

New Forms: 1. None

New Approvals: 1. A New Retro Distribution MSS page will be created in a future release to allow decentralized management of Retro Distribution requests.


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Commitment Accounting Business Process: CA115 - Zero Personal Services Encumbrances

Functionality Changes: 1. Since encumbrances are now maintained in HCM, there is the ability to zero personal services encumbrances from HCM. 2. This process can be run for a single position, multiple positions, single institution, or multiple insitutions. 3. This process will run on-demand as it does today, but will originate from HCM.

Ownership Changes: 1. SSC will maintain and execute the Zero Personal Services Encumbrances.




Business Procedures Impacted:1. Employee Compensation Encumbrances BPM 5.9



New Forms: 1. None



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Commitment Accounting Business Process: CA116 - System Integrity Data Restore


Ownership Changes: 1. ITS/SSC







New Forms: 1. None



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Commitment Accounting Business Process: CA118 - Outstanding Liabilities Report






Business Procedures Impacted:1. None.



New Forms: 1. None



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Commitment Accounting Business Process: CA119 - Federal Workstudy Upload






Business Procedures Impacted:1. None.



New Forms: 1. None



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Commitment Accounting Business Process: CA121 - Bank Reconciliation 980 HCM Account

Functionality Changes: 1. USO will utilize the bank reconciliation process in HCM for the account uitlized for payroll disbursments.

Ownership Changes: 1. USO will have one bank account for all payroll disbursemenst for all schools. 2. USO Business Services will reconcile the account.




Business Procedures Impacted:

Conversion Approach:

Historical Data Approach:

New Forms:

New Approvals:


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Commitment Accounting Business Process: CA200 - Effort Reporting









New Forms: 1. None



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Commitment Accounting Business Process: CA500 - Administer Commitment Accounting Security

Functionality Changes: 1. New Security Roles were created to support the oneusg implementation

Ownership Changes: 1. Security Roles and Permissions will be maintained by ITS/Shared Services 2. Active Employee Password resets will transition from Shared Services to the Institution 3. Institutions will assign security roles to the employee.


Issues Addressed: 1. Password resets of active employees should be reduced since the password to access oneusg will be the same password as their institution network access


Business Procedures Impacted:1. BPM 5.6.2 OneHCM Security Administration



New Forms: 1. A new security request form (electronic) has been introduced to request security changes

New Approvals: 1. Security request changes must be approved by the direct supervisor of the employee


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Commitment Accounting Business Process: CA600 - AdHoc Reporting

Functionality Changes: 1. Reporting will be delivered as a combination of Queries, Delivered, and custom reports. Some users will have the ability to create new queries and other users will only be allowed to run.

Ownership Changes: 1. Based on Business Process reviews current reports that are ran by SSC may be run by institutions or the report results may be distributed to institution users.





Conversion Approach: 1. Requirements have been taken on current GGC/USO/SSC reports.

These reports will be developed in PeopleSoft.


New Forms: 1. None



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Commitment Accounting Business Process: CA999 - Commitment Accounting Data Conversion

Functionality Changes: 1. Department Budget Table will be populated from the JOB earnings distribution in PeopleSoft (current and future effective dated rows) 2. Department Budgets are associated with Positions (and not employees) - Position Conversion is a dependancy 3. The Encumbrance Projection will be populated by Encumbrance Projection once the first live payroll is completed

Ownership Changes: 1. oneusg Project Team is responsible for Data Conversion Activities 2. oneusg Project Team is responsible for the initial comparison of the HCM conversion against ADP data. 3. Institutions will be responsible for reviewing and signing-off on the conversion activities. 4. Oneusg project team will provide error checking queries to identify issues prior to conversion. 5. Institutions will work to clean up these issues prior to conversion to ensure the cleanest data.


Issues Addressed: 1. Not Applicable

Policy Changes: 1. Not Applicable


Conversion Approach: 1. Only Current and Future Effective Dated rows will be converted from JOB earnings distribution 2. The Encumbrance Projection will be populated by Encumbrance Projection once the first live payroll is completed

Historical Data Approach: 1. Funding prior to the conversion data will not be loaded.

New Forms: 1. None



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End of Report


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HCM Decision Point Fact Sheet HCM-006-DPT

Commitment Accounting Document Status: Active 568 - Issue: Determine the source of the salary for vacant position

Final Decision:

Document Details: Determine the source of the salary for vacant position

Potential Solutions:

Recommendation:

HRAP Impact:

Option 1: Last Incumbent Option 2: Budget Amount on Position

BPM Impact:


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Commitment Accounting Document Status: Complete 59 - Issue: Determine Direction for Budgets

Final Decision: Budgeting standardization is not considered part of the scope of the oneusg HCM deployment. oneusg will be required to integrate with multiple budgeting solutions

Document Details: What is the future vision for budget preparation? Will a standardized application be deployed or will oneusg integrate with multiple budgeting solutions?

Potential Solutions: Budgeting standardization is not considered part of the scope of the oneusg HCM deployment. oneHCM will ultimately select a budgeting platform; however, it will be resourced as a separate initiative. oneHCM will build integrations to multiple budget platforms until a budgeting platform is selected and prioritized by the Executive Council.

Recommendation: Budgeting standardization is not considered part of the scope of the oneusg HCM deployment. oneHCM will ultimately select a budgeting platform; however, it will be resourced as a separate initiative. oneHCM will build integrations to multiple budget platforms until a budgeting platform is selected and prioritized by the Executive Council.

HRAP Impact: 75 Not Applicable

BPM Impact: 0.0 Not Applicable


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Commitment Accounting Document Status: Complete 139 - Issue: Chart of Accounts Standardization

Final Decision: 1. All accounting entries generated by the oneusg HCM solution will utilize the shared / common chart of accounts. These include: Payroll Expenditures, Benefit Liabilities, Tax Liabilities and Cash.

Document Details: The system office has outlined an initiative to move all institutions to a common chart of accounts. Institutions will continue to maintain the department and project chartfields

Potential Solutions: 1. Institutions will maintain autonomous charts of accounts and map to a standardized chart of accounts

2. Institutions will transition to a standardized chart of accounts

3. Transition to the standard chart of accounts for HCM accounting entries only

Recommendation: 1. All accounting entries generated by the oneusg HCM solution will utilize the shared / common chart of accounts. These include: Payroll Expenditures, Benefit Liabilities, Tax Liabilities and Cash.




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Commitment Accounting Document Status: Complete 288 - Issue: Where will combo codes be validated - HCM or Financials (for ADP Institutions)

Final Decision: Utilize the existing functionality in GeorgiaFirst and Spectrum (Georgia State). The integration for Augusta, UGA and Georgia Tech will be addressed in future phases. Duplicate Combo Codes (Combo Codes that represent the same chartfield combinations) will have to be eliminated during the transition to oneusg

Document Details: Determine whether we validate combo codes in HCM or whether we pick the valid string from Financials? GeorgiaFirst institutions originate combo codes in Financials. Georgia State combo codes are derived from Speed Types authored in their PeopleSoft Financials system.

Potential Solutions: There is not a validation of the chartfield budget in Financials outside of the GAFirst modification.

Core PS Financials functionality can be setup to check the validity of a string but it is currently not turned on.

We can retire that mod and run BUD003, or we can keep the mod and message the combo code to HCM.

Recommendation: Utilize the existing functionality in GeorgiaFirst and Spectrum (Georgia State).




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Commitment Accounting Document Status: Complete 295 - Issue: Will each business unit / company have a unique liability offset requirement?

Final Decision: 1. Liability offset accounts are a global configuration option. No customization will be introduced. All institutions will utilize a shared chart of accounts and will utilize a common set of liability accounts

Document Details: Will each business unit / company have a unique liability offset requirements?

Potential Solutions: 1. All institutions utilize a shared chart of accounts and will utilize a common set of liability accounts

2. Introduce a customization to allow each institution to utilize separate liability accounts

Recommendation: 1. Configure the system such that all institutions utilize a shared chart of accounts and will utilize a common set of liability accounts




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Commitment Accounting Document Status: Complete 312 - Issue: For filled positions, what amount are we encumbering?

Final Decision: The JOB annual rate will be the amount utilized for encumbering the salary for a position.

Document Details: For filled positions, what amount are we encumbering?

Potential Solutions: We will encumber against JOB Annual Rate

Recommendation: We will encumber against JOB Annual Rate




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Commitment Accounting Document Status: Complete 313 - Issue: What is requirement for encumbrance if position level funding not found?

Final Decision: The design team opted to write encumbrances to an error log and not encumber the position. Institutions will be expected to work the error log in order to have accurate personal service encumbrances established.

Document Details: What is the encumbrance requirement when funding cannot be found at the position level?

Potential Solutions: Opt 1: Write encumbrances to an error log and don't encumber. Opt 2: The encumbrances will encumber based on the department level funding.

Recommendation: Write encumbrances to an error log and don't encumber.




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Commitment Accounting Document Status: Complete 318 - Issue: Commitment Accounting - Payroll Accounting Tables Mirrored in Financials and HRMS

Final Decision: Generate PSB (PERS_SERV_BOR - Personal Services Accounting Table) in HCM but message to Financials. It is business as usual from that point. Reporting on Personal Services will have to be revisited with the project integrates with Augusta, UGA and Georgia Tech.

Document Details: Can PSB live in HCM instead of Financials?

Is there any reason why the PERS_SERV_BOR details cannot live in HCM and be queried from there? Do we need the mirror table in Financials?

Potential Solutions: There are two options.

Opt 1: Move Financial reporting to HCM. This would involve generating DBLinks from HCM to Financials so the necessary tables can be accessed from HCM. It would also require that we design security so that those who currently do not have security to ADP will have it in the future

Opt : Have the same table in Financials that is a mirror of the HCM PSB.

Recommendation: Generate PSB in HCM but message to Financials. It is business as usual from that point.




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Commitment Accounting Document Status: Complete 324 - Issue: How will we fund fringe expense for 2nd job?

Final Decision: The overtime hours will get a T&L task group; hence override funding will exist. The departments can modify fringe funding to post to the 2nd job. Payroll is configured to ensure Overtime charges are associated with secondary job

Document Details: If a regular employee works a second job, how will GL Distribution process the second job fringe expense?

Potential Solutions: Opt 1: Enter the employee into a second job with a new position. This will allow the specific fringe rules to be defined. (fringes don't have to follow earnings).

Opt2: Use task profiles and fringe will always follow earnings.

Opt3: Use Additional Pay and fringe will always follow earnings. Recommendation: Recommended for Pilot: Enter the employee into a second job with a

new position. This will allow the specific fringe rules to be defined. (fringes don't have

Commitment Accounting - Combined

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