What’s New in GMS – April 30, 2018

Please be aware of the following recent updates to GMS processes, job aids or reports as of April 30, 2018.

HCM Update

HCM180430.01 – Offer Process Update

Impacted Roles: HR Contact, Academic HR Partner

The Offer business process will no longer default in the Job Requisition target hire date into the “Hire Date” field. This field will now be blank, which will encourage users to enter the accurate Hire date. The date on the Job Requisition will now be displayed in a new field “Target Hire Date (Job Requisition)” on the offer step. The Hire Reason Code field is now available during the Offer step, which will pull through to the Hire process. For Term positions, the Contract End Date is now available in the offer step as well.

HCM180430.02 – New Distribute Documents and Tasks Functionality

Impacted Roles: All Employees

There is new functionality within GMS that allows for distribution of documents and/or tasks directly to targeted users in their GMS Inbox. It is possible to request acknowledgement or e-signature, so expect critical communications to be sent through GMS requesting acknowledgement, which will be monitored. Communications deemed important, but not critical, will be sent through GMS to targeted without requesting acknowledgement.

HCM180430.03 – Updated HCM Role Catalog and Forms

Impacted Roles: HR Contact, Academic HR Partner, Client Services Partner, Department Administrator

Two new documents are available that should help facilitate a more efficient (and effective) GMS HCM role request process.

GMS HCM Role Catalog [New Document]

GMS HCM Role and Organization Change Request Form [Document Converted from Word to Excel]

The GMS HCM Role Catalog is an entirely new document that inventories all HCM security roles and key summary information about each. Most notably this document provides the following information:

General Role Information (i.e. role description that summarizes all relevant information into a short paragraph or two)
General Assignment Information (i.e. who is assigned the role and who does the role support)
General Access Rights (i.e. what can the role view and what is the role’s involvement in business process transactions)
Domain Security Access Rights Summary (i.e. what access rights does the role have for each security Functional Area)

The GMS HCM Role Catalog should be referenced whenever you have questions about the functional access held by a role.

The GMS HCM Role and Organization Change Request Form is an updated version of the existing Word form. Specifically, the form was converted from a Word format to Excel with the intent of simplifying the request process by requesting fewer, but more direct, information about the request. In addition, there are no longer different request forms for different types of HCM roles and changes to supervisory organizations; all GMS HCM role requests and organization changes can be made using this one form.

Finance update

FIN180430.01 – New Customer Contract Types

Impacted Roles: Customer Contract Specialist

Two new Services customer contract types have been added for use when a legal approved template has been used for the contract wording without any modification to the wording.

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