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GMS News

On June 30, 2014 we will be live with GMS Financials to coincide with the start of the fiscal year.  Click here for an update on the implementation project to include system progress, training and timeline.

The Onboarding landing page has been enhanced with the following:

  • Newly hired faculty members will now receive a "Faculty Handbook" to review and acknowledge in a similar way to how non faculty members review an "Employee Handbook".
  • A new announcement worklet will display I-9 and state / local tax form reminders, as well as a link to an on-boarding job aid to assist new employees should they require assistance.

New employees will receive an email notification on their first day of work directing them to sign up for Benefits Orientation. They will also receive reminders to enroll in benefits after 30 and 45 days of employment, if they have not yet done so. As an employee approaches 60 days of employment without enrolling in benefits, their Manager and HR Contact will be notified.


Financials Project

GMS Financials arrives !

Dear Georgetown Colleagues:

As we enter the New Year, I am excited and pleased to see the significant progress we have made on the implementation of the new Financial System in Workday which is scheduled to go live on June 30, 2014.  The conversion of the PeopleSoft financial system to the Workday financial system follows our conversion of the HR, Benefits and Payroll system which went live in January 2012.  As we step into 2014, I would like to take this opportunity to share some of the highlights of the project and to introduce you to our redesigned website.

On June 30, 2014 we will be live with GMS Financials to coincide with the start of the fiscal year.    The new system will give us a modernized, automated and auditable workflow for financial transactions, as well as powerful new reporting capabilities.  Key to this transformation will be a change in the chart of accounts.  We will no longer use the traditional cost centers (for example, GX for institutionally funded programs, RX for Grants, RT’s for gifts).  Cost centers will now typically represent an entire department or unit and individual programs will be identified with markers called “worktags”.  Whether a program is grant or gift funded will also be represented by a worktag.  You can find more details by reviewing the presentation on the new Chart of Accounts.   The change will offer us a great deal of flexibility for meeting our financial and management reporting needs.  We recognize that extensive training will be required and that there will be a learning curve after we go live with the new system.  We are, therefore, planning extensive training in preparation of the conversion.  Training schedule and venues will be forthcoming in the next few weeks.

During the past six months, the Georgetown GMS project team, working closing with campus representatives and experts from various areas of the University, has designed, tested and refined the workflow for all of our new financial transactions to ensure they meet our goal of bringing more efficiency to our business practices and increasing transparency to the users.  Here are some highlights of the new and/or improved capability:

  • Employee Reimbursement – This enhanced functionality within GMS allows for more rapid reimbursement to employees for business-related expenses.    With the ability to create expense items and approve expense reports on iPhone, iPad and Android devices, this capability will replace the current paper requests that are submitted to Payroll.
  • Purchasing - By moving the buying process into Workday, we will also be moving toward best practice for procurement.  We will use requisitions to allow for an electronic record of all procurement transactions and be able to track where your request is in the process.  Punch-outs are an exciting new capability which will allow us to order many of the items directly on-line, much like you do on-line shopping at home.
  • Grants Management – Georgetown will be the first customer to go live with Workday pre-award Grants Management.  This functionality was designed based on Georgetown’s requirements.  Initially, at go live, we will have the abilities to record and track proposals, similar to what we currently have in PeopleSoft.  In future releases, Workday will deliver additional capabilities related to proposal development and integration with

We learned a great deal from the HR/Benefits/Payroll system conversion and incorporated that knowledge into the work plan for the financial system implementation.  We anticipate that there will be about 500-700 users initially in the system doing day-to-day financial transactions and so we will invest heavily in training which will begin in April.   

To ensure that we have smooth transition to the new system, there will be some changes to the normal year-end deadlines that may impact you and/or your staff.  We will communicate them to you as soon as they are determined to give you sufficient lead-time for planning.

Thank you, again, to those of you who have been and/or will be such an important part of this process.  I appreciate the opportunity to share these updates and will keep you informed as new developments unfold and milestones are reached.  In the meantime, please visit the GMS Financials System website often for updates on system progress, training requirements and schedules.

Please feel free to reach out to myself or Pim Thukral if you have any questions or comments.

David Rubenstein
Vice President of Finance and University Treasurer

Georgetown Management System37th and O Streets, N.W., Washington D.C. 20057Phone: (202)