OneUSG Connect FAQ

We've compiled answers to Frequently Asked Questions. If you have a question that hasn't been answered below, please reach out to erp.readiness@gatech.edu.

General Program Information

What is ERP?

Enterprise Resource Planning (ERP) is a business process management software that allows an organization to use a system of integrated applications to manage the business and automate many back-office functions related to technology, services, and human resources. At its core, ERP is a well-managed, centralized data repository that acquires and supplies information for its users.

 

What is OneUSG Connect?

OneUSG Connect is intended to help all University System of Georgia (USG) institutions manage and support their workforces. It is the first priority of the OneUSG initiative. The major components of OneUSG Connect – payroll services, talent management, human resources management, time and attendance, and benefits administration – are unified and integrated into a single technology solution.

 

What is the value of OneUSG Connect?​

OneUSG Connect is easy to use and will automate current manual HR and benefits processes. It can be used on mobile devices and will allow employees to submit and/or approve leave time on the go. It delivers faster and more efficient responses to handle issues or answer questions, which will be available through OneUSG Connect Support centralized support.

By using the same software, standardizing policies and centralizing support, there is a reduced net cost to the USG.

 

Who will be affected by OneUSG Connect?

OneUSG Connect will be used by all University System of Georgia employees. It will impact biweekly staff, monthly staff, faculty, student employees, retirees, and COBRA participants.

 

What will employees be able to do in OneUSG Connect?

Employees will use OneUSG Connect to record and submit time, access, review and update personal information including direct deposit, pay checks and benefits anytime, anywhere – by computer, tablet, even a smartphone.

How will this affect how we do business at Georgia Tech?

USG and Georgia Tech leadership determined that adequate system testing will require an extended timeline in order to increase adoption rates post Go-Live. The extension would also enable effective training to occur in the months leading up to Go-live. While some of the system functionality will launch in December 2019, the OneUSG Connect Team will continue developing additional system capabilities through Spring 2020. 

What is the Shared Services Strategy?

Shared Services is the consolidation and streamlining of an organization's administrative support functions, such as payroll and accounts payable, into a "Shared Services Center" to ensure the most efficient and effective service delivery possible.

The University System is implementing the shared services model to increase the quality and consistency of information, increase functionality and service to customers, facilitate the management and control of risk – especially where one person is performing a critical function, and reduce costs through economies of scale. The most tangible benefits will be around processes, people, and technology.

What is Careers?

Careers is the PeopleSoft module for recruiting, will replace the numerous hiring forms and applicant tracking systems we currently use for hiring (e.g. Taleo).

 

What is Commitment Accounting? What will it mean for SPD?

This process enables you to budget for payroll expenses and track actual payroll costs. It is used to define fiscal year budgets, calculate earnings and fringe encumbrances and pre-encumbrances, and post encumbrances, actual earnings, and fringe amounts to the general ledger.​

Enhanced Commitment Accounting functionality will replace Georgia Tech's Salary Planning (SPD) system.

 

Will PSFs still be utilized for personnel actions after the transition to OneUSG Connect?

With the functionality of “Manager Self-Service” being provided in OneUSG Connect, this will initiate employee-related transactions to trigger a workflow process. This process will replace the current role that the e-Personnel Services Form (ePSF) provides to the campus.

 

What is Employee Self-Service (ESS)?

Employee Self Service allows employees to enter or update addresses, phone numbers, dependent information, set up direct deposits, enter emergency contacts, change tax with holdings, and view iPay (pay statements).

What is the first actual pay date for employees following the OneUSG Connect go-live date?

Biweekly employees will be paid on April 10, 2020 and monthly employees on April 30, 2020.

Are historical paystubs viewable in OneUSG?

Paystubs prior to March 2020 cannot be viewed on the OneUSG website, however we will provide access to prior year paystubs and W2s for a limited period on time. 

What will happen to TechWorks?

Users will still have access to view and print paystubs, tax forms, etc. Post Go-Live subsets of current TechWorks' functionality will change (i.e. new tiles). Information about these changes will be communicated when decisions have been finalized.

Go-Live Date

Why was the original timeline extended?

USG and Georgia Tech leadership determined that adequate system testing will require an extended timeline in order to increase adoption rates post Go-Live. The extension would also enable effective training to occur in the months leading up to Go-live. While some of the system functionality will launch in December 2019, the OneUSG Connect Team will continue developing additional system capabilities through Spring 2020. 

When is the transition to OneUSG Connect?

OneUSG Connect will now Go-Live on March 23, 2020.  

What will be in the impact on the 'Careers' Module with the revised OneUSG Connect go-live date?

The revised Go-Live date for OneUSG Connect will shift the phased implementation of the Careers module as follows: 

 • Spring 2020—Staff, Tech Temps

 • Summer 2020— Students, Faculty 

 • January 2021— GTRI 

When will training take place?

Training will take place from December 2019 - June 2020.

What is the first actual pay date for employees following the OneUSG Connect go-live date?

Biweekly employees will be paid on April 10, 2020 and monthly employees on April 30, 2020.

How does the extension impact User Acceptance Testing (UAT)?

UAT will be impacted significantly by this extension. The new UAT testing dates will take place during the first quarter of 2020.

For Managers

Will the system be the same for managers?

All employees will access OneUSG Connect securely with their established log-on credentials and password. If you are a manager/supervisor of other employees, you will be granted additional access within OneUSG Connect. After logging into the system, managers can switch between their role as an employee to manager using a drop down menu.

What is Manager Self-Service (MSS)?

Manager Self-Service will be used by managers/supervisors to perform job actions currently processed though the Personal Action Form.

 

How will this affect how we do business at Georgia Tech?

USG and Georgia Tech leadership determined that adequate system testing will require an extended timeline in order to increase adoption rates post Go-Live. The extension would also enable effective training to occur in the months leading up to Go-live. While some of the system functionality will launch in December 2019, the OneUSG Connect Team will continue developing additional system capabilities through Spring 2020. 

Can a supervisor/manager delegate approval authority to another individual?

Delegate or proxy authority can be given to another individual who is at the same level as the supervisor/manager or who is one level above in their organization. Before the delegation becomes effective, it must be accepted by the proxy.

Time & Labor/Absence Management

Will employees be able to see their own pay rate and leave balance accruals in the system?

Yes. In addition, managers will be able to go into Manager Self-Service under “My Team” to see all information about their team including pay rate and leave balance accruals as well.

How will employees keep track of their time?

Non-exempt (bi-weekly) employees will either use Kaba time clocks, online ESS webclock, or online ESS timesheet to track their time. Departments will be able to determine the appropriate timekeeping method for the unit.

Exempy (monthly) employees will request absence from the Time and Absence tile in Employee Self-Service (ESS).

What is the difference between a time clock and a web clock?

A time clock is a physical machine that uses tap-technology and your BuzzCard ID. A web clock is the online login system accessed using your computer to log your punches at the beginning and end of your shift and lunch break.

Will all timesheets have to be approved by the employee and the employee's supervisor or timesheet approver?

Timesheets for non-exempt (hourly) employees will need to be submitted by the employee and approved by their supervisor or timesheet approver.

Supervisors will manage their salaried employees’ “time not worked” through the Manager Self-Service (MSS) module in OneUSG Connect. 

 

How will an employee request time off? If an employee misses work unexpectedly, how will this be handled?

All employees must request time off through the Time and Absence tile in Employee Self Service (ESS), i.e., Sick, Education Support Leave, Jury Duty, Voting, etc.

If an employee misses work unexpectedly, they can still submit an absence request after the time off has occurred.  An employee will no longer be able to put this time off directly onto their timesheet.