What’s New in GMS – November 18, 2019

Please be aware of the following recent updates to GMS processes, job aids or reports as of November 18, 2019.

GMS Updates

GMS191118.01 – Role Requester Inheritance

Impacted Roles: Finance Campus Representative, Finance Role Requester, HCM Campus Representative, HCM Role Requester

The Finance Role Requester and HCM Role Requester have been updated so that inheritance applies to all subordinates.

HCM Updates

HCM191118.1 – New Goal Report

Impacted Roles: Performance Management Analyst

GU Goal BP Analysis report shared with the Performance Management Analyst role to track the Manage Goals bp status (Approved, In Progress, Not Submitted).

HCM191118.2 – Updates to Government IDs Expiration Report

Impacted Roles: Academic HR Partner, HR Client Service Partner, HR Contact, HR Executive, Student Employment Reviewer, University HR Partner

Worker Paid in 60 Days, 90 Days, 1 year and 2 Years fields have been added to the report.

HCM191118.3 – 2019 Annual Performance Reviews

2019 Annual Performance Reviews have been canceled or mass advanced to completion, as requested by HR. Any Performance related questions should be directed to your HR Client Services Partner (CSP).

HCM191118.4 – FY20 Mid-Year Performance Reviews

Impacted Roles: Performance Management Analyst, Manager, Employment and Recruitment Specialist, HR Client Service Partner

Optional FY20 Mid-Year Performance Reviews are now available for administrative staff and AAP employees. Instructions on how to initiate and complete the review may be found of the Department of HR’s Performance Management website (new window).

HCM191118.5 – Performance Dashboard For Managers Updated

Impacted Roles: Manager

Manager dashboard for Performance Reviews has a Midyear review tab.

HCM191118.6 – Enhancements to GMS Time Entry

Impacted Roles: Employees (hourly only), Timekeepers, Managers (of hourly employees)

Automated alerts will be sent to employees, timekeepers and managers when:

Time has not been entered for the pay period
Time has been entered but not submitted for the pay period
Time has been submitted but not approved for the pay period

Financial Updates

FIN191118.01 – GU-SFS-Q role renamed to GU-Q

Impacted Roles: Cost Center Manager, GU-Q Accounting Manager, GU-Q Campus Representative, GU-Q Cash Analyst, GU-Q Central Buyer, GU-Q Expense Notifications, GU-Q Library Reviewer, GU-Q Business Asset Accountant, GU-Q Supplier Contract Specialist, GU-Q Post-Award Manager, GU-Q-Tax Approver

All GU-SFS-Q roles have been renamed to GU-Q instead.

FIN191118.02 – Grants Managers Can Access Invoices Tab on Award Profile

Impacted Roles: GU-Grant Manager

Grant Managers previously lost access to the “View Invoices For Award” report on the Award Profile. This report access has been restored.

FIN191118.03 – Updates to GU Effort Certification Status Report

Impacted Roles: Controller, GU-Campus Financial Reporter, GU-Co-Principal Investigator, GU-Effort Certification Coordinator, GU-Effort Certification Process Manager, GU-Finance Institutional Reporting, GU-Finance Institutional Reporting Plus, GU-Grant Manager, GU-HR Institutional Reporting, GU-Lead Principal Investigator, GU-Post-Award Director, GU-Post-Award Manager, GU-Principal Investigator, GU-Q-Post-Award Manager, GU-University Treasurer

Previously the Effort Certification Coordinator field on the GU Effort Certification Status Report report was not returning any results. This has been fixed.

FIN191118.04 – Fixed report Error on GU Expense Report Advances

Impacted Roles: Controller, Cost Center Manager, Expense Partner, Finance Auditor, GU-Campus Financial Reporter, GU-Company Procard Manager, GU-Expense Preparer, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Finance Institutional Reporting Plus, GU-Financial Affairs Institutional Reporting, GU-Financial Reporter, GU-Financial Reviewer, GU-Grant Manager, GU-Senior Business Manager, GU-Tax Manager, GU-Tax Specialist, Primary Manager

Fixed currency error issue on GU Expense Report Advances Reports.

FIN191118.05 – Field added to GU Find Procard Transactions

Impacted Roles: Controller, Cost Center Manager, Expense Settlement Specialist, Finance Auditor, GMS Core Team, GU-Campus Financial Reporter, GU-Chief Procurement Officer, GU-Company Procard Manager, GU-Department Procard Manager, GU-Expense Preparer, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Finance Institutional Reporting Plus, GU-Financial Affairs Institutional Reporting, GU-Financial Reporter, GU-Financial Reviewer, GU-Senior Business Manager

The credit card transaction number has been added to the GU Find Procard Transactions report output.

FIN191118.06 – GU Cost Center Award Analyst Role Can View Award Contract

Impacted Roles: GU-Cost Center Award Analyst

The GU-Cost Center Award Analyst role can now view the Award Contract profile directly.

FIN191118.07 – Invalid Accounting Method Added to Supplier Contract Event for Leases

Impacted Roles: GU-Cost Center Buyer, GU-Lease Accountant

A new validation rule has been added to the Supplier Contract business process to prevent the use of invalid accounting methods for leases.

FIN191118.08 – Bug Fix for GU Award Line Information for Grant Roles

Impacted Roles: GU-Capital Procurement Contract Manager, GU-Cost Center Buyer, GU-Lease Accountant, GU-Q Supplier Contract Specialist, GU-Senior Supplier Contract Manager Facilities, GU-Senior Supplier Contract Manager General, GU-Senior Supplier Contract Manager Services, GU-Senior Supplier Contract Manager UIS, GU-Sub-Grantee Contract Specialist, GU-Supplier Contract Manager

Previously GU Award Line Information for Grant Roles returned blank lines when filtered by Award.

FIN191118.09 – Additional Currency Exchanges Rates Now Available

Impacted Roles: All Employees

The daily integration to load exchange rates has been updated to include the following additional currencies:

Malawian Kwacha (MWK)
Eswatini’s Lilangeni (SZL)

This means you can enter transactions (expense reports) in these currencies, and the system will automatically convert this to USD.

FIN191118.10 – Updates to GU Award Line Information Reports

Impacted Roles: GU-Advancement Award Analyst, GU-Award Reprocessing Analyst, GU-Campus Financial Reporter, GU-Co-Principal Investigator, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Finance Institutional Reporting Plus, GU-Financial Affairs Institutional Reporting, GU-Financial Reporter, GU-Grant Financial Analyst, GU-Grant Manager, GU-Grant Reporting Analyst, GU-Lead Principal Investigator, GU-Post-Award Billing Specialist, GU-Post-Award Cash Management Specialist, GU-Post-Award Director, GU-Post-Award Manager, GU-Post-Award Specialist, GU-Post-Grant Portfolio Specialist, GU-Pre-Award Director, GU-Pre-Award Manager, GU-Pre-Award Specialist, GU-Pre-Grant Portfolio Specialist, GU-Principal Investigator, GU-Senior Business Manager

Following Award Line Information reports have been updated to show and prompt by Award Header Lifecycle and Award Line Lifecycle Status fields. This will enable reports to be filtered for Awards and Award Lines identified as At-Risk.

GU Award Line Information
GU Award Line Information for Header Roles
GU Award Line Information for Grant Roles

FIN191118.11 – Ability to View Business Process Definitions for Additional Roles

Impacted Roles: Cost Center Manager, GU-Senior Business Manager

Cost Center Managers and Senior Business Managers now have the ability to view Business Process Definitions within GMS.

If you have questions regarding these changes or any other GMS support questions please contact help@georgetown.edu.