News and Updates

What's New in workday - posted june 19, 2017

Dear Colleagues,

Starting today, Monday June 19th, there is a new resource to share information in real time with users regarding changes in GMS including master data, business process, policy or job aid updates and other information that impacts the user experience.  

The What’s New in GMS news feed on the GMS website is where we will share what's changing in GMS and relevant materials impacting both HCM and Financials users. Communication through the What’s New in GMS feature is a news feed that targets changes that have an operational impact for those with roles in the system. The What's New in GMS news feed will be updated weekly on Mondays with relevant information from the previous week. Please note that if there are no changes that require communication there could be weeks where no data is posted.

We recognize that it is important for users to remain up to date on system functionality, processes and policies in order to most accurately and efficiently complete their work. Please check the What’s New in GMS news feed regularly to stay current on system and process changes!

Thank you,

The GMS Core Team

updating gms deadlines for hcm transactions - posted june 19, 2017

Dear Colleagues,

Please be aware that the Merit process in GMS will have an impact on two business processes for employees included in the merit upload: Compensation Change and Change Job.  Please pay close attention to the following deadlines and considerations.  

All in progress FY17 Compensation Change and Change Job business process for employees included in the merit upload that are not approved by Friday June 16th will be cancelled.  NOTE: This does not include transactions for Main Campus 10 month and 12 month Faculty.

Compensation Change and Change Job business processes with an effective date on or after June 19th for bi-weekly and July 1 for monthly employees, should not be initiated until after the entire merit process is complete on June 30th.  

It is important to note that only existing employees are affected; new hires are not impacted by these deadlines.

The following is applicable on transactions for employees included in the merit upload process on their Primary positions:

Bi-weekly

  • Last day to initiate a Compensation Change or Change Job business process effective FY17 (effective date prior to June 19th) will be Friday June 9th.
  • Last day to approve a Compensation Change or Change Job business process effective FY17 (effective date prior to June 19th) will be Friday June 16th.
  • First day to initiate a Compensation Change or Change Job business process effective FY18 (effective date on or after June 19th) will be Friday June 30th

Monthly

  • Last day to initiate a Compensation Change or Change Job business process effective FY17 (effective date prior to July 1st) will be Friday June 9th.
  • Last day to approve a Compensation Change or Change Job business process effective FY17 (effective date prior to July 1st) will be Friday June 16th.
  • First day to initiate a Compensation Change or Change Job business process effective FY18 (effective date on or after July 1st) will be Friday June 30th

Compensation Change or Change Job business processes can resume after the merit compensation changes have been completed.  If you miss any of these deadlines, please coordinate with your campus CFO/CBO office to proceed.

Thank you,

GMS Core Team

GMS Recruiting, Sunday, November 13, 2016

Dear Colleagues,

We are happy to announce the launch of GMS Recruiting today, Sunday, November 13, 2016.  GMS Recruiting provides modern software for internal (current Georgetown employees) and external applicants to apply for positions (jobs) at Georgetown University.  Effective today, employees will use GMS to apply for new positions.

Using GMS Recruiting, employees will complete the following steps to apply for a new position at Georgetown University.

1) Employees will go to gms.georgetown.edu and login to GMS using their Net ID and password.

2)  GMS Home will include a new Career worklet or bubble.

3)  Select Career and a new menu will appear.

4)  Select Jobs at Georgetown to view all open Administrative (Staff and AAP) positions for employees to apply.

5)  Select My Georgetown Applications to get a status of positions that the employee already applied for.

6)  Jobs at Georgetown (GMS Recruiting) will not include job postings for Student Employees and Hoya Staffing.  The current job posting websites will remain the same for Student Employees and Hoya Staffing.

GMS Recruiting will provide the following benefits:

 A modern, mobile-enabled website to search and apply for jobs, view job applications that have been previously submitted and use the same application materials to apply for multiple positions.
Personal information entry by the applicant during the application process.  HR Contacts will no longer need to enter that information.
Voluntary confidential demographic information entry by the applicant during the job application process, which is important for University compliance with Federal reporting requirements.
The ability to communicate with applicants easily (when a position has been filled or closed, for example).
Improved visibility, tracking and reporting of applicants, which is important for finding talented candidates and compliance with Federal reporting requirements.
Electronic tracking of the time it takes for position creation, recruiting, interviewing, hiring and on-boarding.
Easy movement of applicants through the process of screening, reviewing, interviewing and selecting for offer to make the recruiting process more efficient.
For help applying for a position at Georgetown University please call the HR/Benefits Help Desk at 202-687-2500. 
 
Thank you,
GMS Core Team

GMS Town Hall Friday, October 2, 2015

University leadership, GMS stakeholders and the GMS Core Team gathered for a Town Hall meeting at the Medical Center on Friday, October 2nd.  During the meeting we celebrated the work of all University employees that worked so hard to implement and support GMS HR, Benefits, Payroll and Financials; we acknowledged all the data that are now available to various GMS users to make decisions; we unveiled the new HCM and Finance Dashboard reports scheduled to deploy at the end of October 2015; and we discussed the vision for the future Position Budgeting and Recruiting processes.  Below is the presentation for your review.  

GMS Town Hall Presentation

Workday 25 Update - Posted September 14, 2015

Dear Colleagues,

Welcome to the Workday 25 update to the Georgetown Management System (GMS).  

With this update, Workday provides several enhancements in regards to the look and feel of the system.  Here's a quick summary of changes in Workday 25:

  • New Visual Design 
  • Ability to create Expense Reports in Mobile
  • Improved Report Filtering 
  • Ability to create Requisitions and Purchase Orders using Qatari Riyals

The Workday25 Quick Reference Guide is available on the GMS website, under the Training section, which contains detailed explanations and screen captures of the changes you can expect to find in the new release. Additionally, you can watch the Workday 25 Update video to see demonstrations of the new look and feel of GMS.

There are two known issues at this time:

We are receiving critical errors on Recurring Journal Templates.
There is an error in uploading FY16 budget amendments using an EIB. You can still process amendments through the UI.

We have opened cases with Workday and will provide updates when the issues are resolved.

If you encounter any GMS issues, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.

Thank you for your attention.

- GMS Team

Annual Request to Update Personal Information in GMS

Dear Faculty, Staff and AAPs,

Between now through October 2, 2015, the University is asking all employees*--Faculty, Staff, and AAPs--to review, and update as needed, their employment records in GMS.

Each employee has received a personalized email specifically requesting they update their personal data, emergency contacts and career information in GMS. A link to GMS along with step-by-step instructions for updating their records and FAQs was included in the email.  Instructions and FAQs can also be found here.

It is critical for the University to have up-to-date employee records. As a federal contractor, the University is required by federal law to solicit and report on the demographic information of our employee population, such as their gender and race/ethnicity. We experience compliance difficulties because employees often do not provide this information, which is voluntarily reported.

We appreciate your cooperation and assistance in reviewing your information and providing answers to all requested data fields in GMS.

Please refer to the IDEAA website if you need additional information regarding self-identification for demographic information.

*Please note - Qatar employees should contact their HR Contact to assist with updating their GMS records.

Hourly Student Time Tracking

Dear Members of the Georgetown Community,

We are happy to announce that beginning today (July 20, 2015), time tracking for Hourly Student Employees is now available within GMS. Hourly Student Employees are now able to enter in the start and end times (in/out) of hours worked directly into GMS using their iOS/Android device or PC.

How does this impact Hourly Student Employees?

  • A paper timesheet will no longer be required (unless required by the department).
  • Start and end times (in/out) for hours worked will be entered directly into GMS and submitted for approval by the Timekeeper/Manager.
  • Time can be entered into GMS using an iOS/Android device or PC.

How does this impact Timekeepers/Managers?

  • If the department no longer requires paper timesheets, Timekeepers no longer need to enter time on behalf of the student.
  • If the department continues to require paper timesheets, Timekeepers will enter the start and end times (in/out) from the paper timesheet into GMS and submit/approve. Similar to today, the paper timesheet must be retained for audit purposes.
  • Timekeepers/Managers are still required to approve the time submitted by students.

How does this benefit the University?

  • Compliant with the DC Wage Theft Prevention Act
  • Improves tracking, reporting, and audit capabilities

When Will Non Student Hourly Employees Get this Functionality?

  • All Non Student Hourly Employees will transition to electronic time sheets in October of 2015. 
  • In the coming months, the GMS team and campus subject matter experts will be meeting with departments to gather requirements to inform the transition of non-student hourly employees. We will update the community with actual Go-Live dates in a separate communication.

What Training Materials are Available?

  • If you are a student employee and wish to learn more about time tracking for student employees, please review the training materials here
  • If you are a manager and/or timekeeper for student employees and which to learn more about time tracking from students, please review the training materials here

For questions regarding student employment or time tracking related to student employment please contact the Student Employment Office at finseo@georgetown.edu or via (202) 687-4187.

If you encounter any GMS issues, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.
 
Sincerely,

The Office of Student Employment
The Department of Human Resources

 

Workday 24 Update

Dear Colleagues,

This weekend we  implemented the Workday 24 update in the Georgetown Management System (GMS).  With this update, Workday provides several enhancements in regards to the look and feel of the system.  Here's a quick summary of changes in Workday 24:

 - New Application Header 
 - Worklets now launch in full screen mode
 - Inbox enhancements
 - New display for the Workday for Mobile App 
 - Full desktop version of GMS via your mobile device’s browser
 - Important Expense Report dates for employees who work on Grants
 - New monthly view of Team Time Off and Leave Calendar
 - New features for Organization Charts

The Workday 24 Quick Reference Guide is available on the GMS website, under the Training section, which contains detailed explanations and screen captures of the changes you can expect to find in the new release.

Additionally, you can watch the Workday 24 Update video (see below) to see demonstrations of the new look and feel of GMS.

The Workday 24 compatible version of the mobile app will be released on March 16th.  Interested users will need to update their app on their mobile device to be able to use the new display.

If you encounter any GMS issues, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.

Thank you for your attention.

Pim Thukral
VP, Financial Accounting & Systems

Charles DeSantis
AVP, Benefits, Payroll and Wellness
Chief Benefits Officer

GMS: Workday 24 Visual Redesign from GMS Training Team on Vimeo.

Workday 23 Update

Dear GMS Users,

This is to remind you that the release of Workday 23 is scheduled to occur on Monday, August 18th.  In preparation for this, GMS will be unavailable from 5 p.m. Friday, August 15th until 11:59 p.m. Sunday, August 17th.  Please plan accordingly.

Click here to view the PowerPoint presentation containing screen captures of the changes you can expect to find with regard to the new release.  Here's a quick summary of changes in Workday 23:

 - New Related Worktag Feature for Costing Allocations
 - Mobile Enhancements with New Self Service Features
 - Ability to Drag & Drop Files for Expense Reports

In addition, the Workday 23 compatible version of the mobile app will be released on August 15th.  Interested users will need to update their app on their mobile device to be able to use the new features.

If you encounter any GMS issues, please contact the Service Center by emailing them at help@georgeown.edu or calling (202) 687-4949.

Thank you for your attention.

David Achenbach
AVP, Human Resources

Pim Thurkal
VP, Financial Accounting & Systems

Charles DeSantis
AVP, Benefits, Payroll and Wellness
Chief Benefits Officer

GMS Mobile

Dear Colleagues,

GMS is taking its show on the road! If you ever need to access GMS away from the office, Workday for Mobile is for you. With Workday for Mobile, employees can perform many of the same functions that are available on the desktop including:

  • Viewing pay slips and obtaining PDF versions of your pay statements from the past 6 months.
  • Entering Time (Currently available only for iPhone and iPad. This functionality will be available on Android devices in August 2014.)
  • Requesting Time Off
  • Changing your Personal Information
  • Creating Expense Receipts

Workday for Mobile gives Managers access to GMS tasks when they’re on the go, such as:

  • Approving time off requests for members of their team.
  • Viewing their Team Time Off Calendar
  • Navigating their organization and drilling into a worker's profile with a single touch.

Please note full details supporting transactions are very limited in Mobile. While you can approve on the go, you won’t be able to see the additional information on what you are approving. Therefore it is our recommendation those in approval roles continue to review and approve transactions via the desktop version of GMS.

To learn more about the Workday Mobile App, please go to the GMS Employee Quick Reference Guide. Please click on GMS Mobile in the Table of Contents to take you directly to step by step instructions on installing and navigating Workday for Mobile.

If you need assistance, please contact the Service Center at help@georgetown.edu or call (202) 687-4949.

Sincerely,

David Achenbach
AVP, Human Resources

Charles DeSantis
AVP, Benefits, Payroll & Wellness
Chief Benefits Officer

Pim Thurkal
VP, Financial Accounting & Systems