Below are some of the Frequently Asked Questions regarding OneUSG and OneUSG Connect. As the implementation project progresses we will continue to add answers to the questions we receive here.
What is OneUSG Connect?
OneUSG Connect is the first priority of the OneUSG systemwide initiative to develop and implement consistent policies, procedures and technology solutions that benefit all entities of the University System of Georgia (USG).
What is the purpose of OneUSG Connect?
OneUSG Connect is intended to help the USG manage and support its workforce. 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 system.
Why are we doing this now?
In order to efficiently and securely serve our students, patients, faculty and staff, we must keep up with the changing technology demands. OneUSG will allow AU to upgrade to PeopleSoft’s latest version, 9.2, which will mirror our Financials system. This change is in direct support of the Chancellor's strategic imperative of accountability, efficiency and innovation.
What is the value of OneUSG Connect?
It’s 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 use OneUSG Connect?
OneUSG Connect will be used by all University System of Georgia employees.
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 employees access OneUSG Connect?
Once OneUSG Connect is implemented, all employees will access the system securely with their established log-on credentials and password.
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.
Why are we just now hearing about this initiative?
The OneUSG initiative kicked off in early fiscal year 2015 and the project team included representation from all the campuses. Now that OneUSG Connect will be implemented for Augusta University, it is time to begin communicating with staff, faculty and retirees.
Could this change negatively impact me as an employee, such as my health benefits or even my automatic payroll deposit?
We are taking every precaution possible to ensure this transition occurs smoothly and does not negatively impact employees. However, in an abundance of caution, a special hotline was established (877-251-2644) for employees to contact immediately if they believe they are experiencing any problems that could be related to OneUSG Connect. In addition, a specially created action team will be closely tracking the transition of benefits and payrolls systems to OneUSG Connect.
What are "black out dates"?
There are times when the information system will be unavailable to any user (even those in HR & Finance). These dates are called "black out" dates because work has to be put on hold or performed in another manner.
Is Softserv going away?
Softserv is being replaced by OneUSG Connect.
Is OneUSG "in the cloud"?
Sort of. The university formerly hosted the PeopleSoft system here. We moved it to off-site hosting in 2015 and the OneUSG project will actually move it to being hosted by the USG out of their data center in Athens.
Is OneUSG more than just HR?
Yes. The PeopleSoft Financials and HR systems are being moved this year. We anticipate moving Banner at some point in the future.
Why is the USG moving in this direction?
Information systems hosting is getting more and more complicated and therefore, it tends to be expensive. The USG is expecting to get an economy of scale so that we can share in some of the common costs of ownership of the newer technologies while also reducing risks associated with these implementations.
What is the status of my application?
You can view the online version to see if you applied to specific positions.
Also, you should be able to view in the future (after June 17th) the status of each position you applied for within the system.
How long does a position stay posted?
Each position varies depending on the specialty and if it is an internal (employee) job positing or an external job positing (which is usually 5 days or longer).
How long does it take to setup an interview after submitting an application/resume?
This is dependent upon the hiring manager’s availability. It could be within a few days or within a few weeks depending on their schedule and availability and when they have completed all of their interviews.
Will I receive a call or e-mail for an interview?
Please be prepared for either way. Each department may choose to contact you differently. The hiring manager will call the top candidates they are considering for an interview.
I have applied to several positions and meet the minimum requirements, but have not been called for an interview. Is there something I am doing wrong? What do I need to do to stand out to be able to get an interview?
We appreciate your interest with Augusta University. Some of our job postings receive over 50 applicants and others may receive over 100 candidates. Continue to review your resume to keep developing it; also consider submitting a cover letter (not always required). Also it is always great to keep developing our job experience, both of this should help to increase your opportunities.
The hiring manager I interviewed with told me HR would call me. Can I speak with the recruiter?
Normally the hiring managers will inform the recruiter immediately after the interview or within a few days to a week after the interview. Please wait a few days for them to provide the recruiter with the additional information.
How do I accept my offer online?
The recruiter will send you a special link for you to log into the system to accept the job offer. You would just sign into the system and proceed from there.
When password/user name does not work how can I reset it?
Call OneUSG Connect Support at 1-877-251-2644.
How long does it take to receive an update after an interview?
Normally the hiring managers will inform the recruiter immediately after the interview or within a few days to a week after the interview. Please wait a few days for them to provide the recruiter with the additional information.
Am I eligible for rehire?
Please contact our HR Records Section at 706-721-9365.
How do I accept the job via the link provided with the job offer? The link appears to be broken.
Discuss with your Recruiter, they may need to identify an alternative for you to accept your position and will be able to identify a different way for you to receive your offer letter.
How do I access Self-Service to apply internally?
Go to the HR Jobs Page: www.augusta.edu/jobs
Look for External and Internal and click the Internal link
What can I edit/change on a job posting?
You can change information on a job posting only as you are creating the position in the system. After this timeframe, please review with your Recruiter in Talent Acquisition.
How do you determine the salary range on a posting and is it required?
The salary range is determined by the classified range provided on the approval memo in conjunction with the department’s budget and posting guidelines. The salary is not required in rare cases.
How do I change the minimum qualifications or responsibilities?
If you wish to change minimum requirements and/or responsibilities, please contact the Compensation and Performance Management Team in order to submit an updated Position Classification Form.
What is a Position Classification Form versus Position Review Form?
The position classification form is used to classify new positions, reclassify and update existing positions. The position review form is the required form for the President’s Executive Cabinet review for applicable pending positions as it relates to the University’s position review process.
Why do I need to enter a CFC in the job opening if it has previously been approved by budget?
The Chart Field Combination shows the Account, Fund, Department ID, Program, Class, Budget Reference and Project/Grant ID if applicable.
How many references are required?
There is not a required number of references; however, standard practice is to obtain at least three professional references, including current and/or previous supervisors.
Why do I need supervisory references?
References from supervisors are strongly recommended to confirm the candidate is in good standing.
Where do I list the recruiter in the job opening?
The recruiter or recruiting team is listed under the team tab. The recruiter or recruiting team should be entered during the creation of a job opening.
If you are unsure who your recruiter is, please contact the front at 706-721-1523.
How many people should I interview?
There is not a specific number of candidates to interview. The number of candidates interviewed should be based on the applicant pool, type of position and the type of posting. Please always feel free to discuss with your Recruiter.
How do I place my selected candidate in to make an offer status?
In order to place your selected candidate in to a Make Offer status, you will need to enter their interview information and select Make Offer. Detailed instructions are available on our HR Website Video’s or by reaching out to your Recruiter.
Who is the assigned recruiter for XXX position?
If you are unsure who your recruiter is, please contact the front at 706-721-1523.
How will conversion during FY 2019 effect normal business processing for the remainder of the fiscal year?
We are suspending budget and direct retros for the remainder of the fiscal year starting April 1st. We have a work around that will create the same results as the retros but will be processed in a different way. We will be providing a more detailed communication on this.
We are also planning to no longer update encumbrances after April 1st and will zero encumbrances out no later April 19th. While you will no longer see encumbrances in the system, there should be no effect to you day-to-day business operations.
As we noted in the Year-End Memo, we have identified targeted dates for processes to end (as we do every year). We do ask that you be flexible as dates may shift.
Will we still do budget and direct retros when we go live with OneUSG?
Yes; however, AU staff are working with our USG partners and other institutions to develop more efficient processes to achieve the same end result. We will continue to keep you updated on these developments.
Will Commitment Accounting functions change as a result of OneUSG?
Generally speaking, no. Retros may change as a result of our work to find a more efficient way to process but otherwise, we do not anticipate notable changes to functionality.
Georgia Tech is the last cohort to move to OneUSG which will occur at the end of this calendar year. Should Georgia Tech receive permission to bring over functionality they have in their current system, that functionality must be implemented by all institutions in the system. We will keep you informed of those changes as OneUSG works with Georgia Tech throughout the summer and fall.
How will encumbrances change next fiscal year when we move to OneUSG?
We have experienced many challenges with encumbrances since moving to Commitment Accounting on August 26, 2018. When we move to OneUSG, encumbrances will be managed by OneUSG staff located in Athens. We anticipate this will smooth out many of the issues we have found this fiscal year and make the data more accurate and timely. The pay groups that are currently being encumbered will continue to be encumbered in FY 2020.
Who should I contact about Commitment Account related questions after we move to OneUSG?
o You will continue contacting the appropriate university contact depending on the question (budget, payroll, financial accounting). We currently have a dashboard on https://my.augusta.edu/finance/controller/payroll/ that provides when payrolls have been posted to the General Ledger and when encumbrances have been re-encumbered or zeroed out. We plan to continue updating this after we move to OneUSG.
Will the Faculty Position Description (FPD) form and Position Classification Form (PCF) no longer be required?
It is possible that these forms will be modified as most information will be entered electronically through Manager Self -Service.
Does OneUSG Connect round up for web clock/time clock punches?
Yes. OneUSG Connect rounds up/down the same as TimeNet. For example, if you clock in between 8:00:01 – 8:02:59 the system rounds to 8:00:00. If you clock n between 8:03:00 – 8:05:59 the system rounds to 8:06:00.
A key difference is hours displayed on the timesheet are not rounded since rounding occurs after the reported hours are approved by the supervisor/time approver. Supervisors can approve reported time on a daily basis so that both the supervisors and employees can see rounded hours using the Payable Time Summary tab at the bottom of the timesheet.
Will the new system calculate comp time?
Yes.
Is there a multi-level approval option for time off requests?
No, requests only need to approval once.
Who can make changes to reports to?
Human Resources.
Will rehired retirees be responsible for clocking in and out?
Biweekly rehired retirees must clock in/out. Monthly will not from a payroll perspective.
Can supervisors enter leave time for their employees?
Yes.
Do we still convert comp time manually?
No. If the employee is configured to accrue comp time then the system will capture this for all qualified hours.
When does comp time have to be used?
May 31st of each year.
When and how will supervisors distinguish between web-based clocking and time clocking for their employees?
This should show on the Timecards as it currently does in TimeNet.
What will happen if the employee is web-based and the computer isn't working?
Punches can be manually added at a later time.
Are older badges compatible with the new timeclocks?
Yes they are compatible. Everyone should be able to use the same badges.
What will the extra duty pay process look like going forward?
Extra Duty will now be handled on the timesheet within the Time & Labor system.
Is there any change to on call and other shift differentials?
The amount of pay that the employees receive for shift differentials will not change, but there will be some differences from the Time & Labor user perspective.
Will there be training offered outside of normal business hours to accommodate workers with different shifts?
The training plan is still being developed.
Can supervisors delegate another approver from an offsite computer? This would be needed if there we an unexpected emergency.
Yes, the Time & Labor system will be accessible to offsite users and can be accessed using a VPN login. This is the same setup as TimeNet.
If I use a Badge Reader can I use a computer portal as well?
No, employees have to be either a badge user or a portal user.
Are the pay dates still the same?
Paycheck dates will be the same, but the payroll processing schedule will change.
What if the power goes out to the badge readers that I am using to log time?
The system will store the punches until the clock is back online.
Can leave be requested using a KABA clock?
No.
Will my approvers be the same as they are now?
The approval structure is changing but it may not affect every employee. Your approvers could possibly stay the same.
Are we outsourcing Payroll and HR?
Payroll will be processed by the Shared Services Center in Sandersville GA.
Are W-2's going to be outsourced or processed in house?
W2's will be processed by the Shared Services Center in Sandersville GA.
How will we produce off-cycle checks and how will the employee receive them?
Off-Cycle checks will be processed by Shared Services. Direct Deposit will be available on some off cycle checks.
Will we still be receiving e-mail notifications for Direct Deposit?
No.
Will I still be able to see and print my paychecks online?
Yes.
Will I still be able to change my taxes and direct deposit data online?
Yes.
Are the pay periods still going to be the same?
Yes.
If areas are approved to use paper evaluations, can that continue?
For exceptions to the ePerformance evaluation process you should contact the Compensation and Performance Management group at COMP_PERF_MGMT@augusta.edu.
