What’s New in GMS – August 5, 2019

Please be aware of the following recent updates to GMS processes, job aids or reports as of August 5, 2019.

HCM Updates

HCM190805.01 – Update GU Academic Faculty – Time in Rank

Impacted Roles: Academic Appointment Reporter, Academic HR Partner, IDEAA Administrator, Institutional Reporting, University Counsel

Worker email address added to report output.

HCM190805.02 – Update GU Academic Tracks By Academic Unit Details

Impacted Roles: Academic HR Partner, Academic Appointment Reporter

Worker email address added to report output.

Financials Update

FIN190805.01 – FY20 Operating Budget has been loaded

Impacted Roles: GU-Budget Analyst Finance, GU-Campus Budget Officer, Cost Center Manager, GU-Finance CFO, GU-Senior Business Manager

The FY2020 Original Approved Budget (OAB) has been loaded into GMS and is now live in production. The budget is now available to view using all the reporting tools and reports typically available to you in GMS. Any changes to the budget at this point can be made through the budget amendment process.

FIN190805.02 – Student Activity Deferral journal source and journal template

Impacted Roles: GU-Journal Preparer, GU-Budget Analyst Finance, GU-Campus Budget Officer, Cost Center Manager, GU-Finance CFO, GU-Senior Business Manager

A new journal source (Student Activity Deferral) is now available with a new journal template for upload of deferrals, which includes the academic period worktag. The journal upload template can be found here.

FIN190805.03 – Changes to Effort Certification Coordinator role

Impacted Roles: Finance Partner, CFO, Grant Manager, Senior Business Manager, Pre-Award Specialist, Post-Award Specialist, Effort Certification Coordinator, Controller, University Treasurer

The Effort Certification Coordinator role is now assignable by Grant.

Prior configuration had the role assignable by Supervisory Organization, where everyone in the same Supervisory Organization was certified by the same person. Based on feedback, this was problematic for a number of reasons, including when workers were in large job management Supervisory Organizations, when workers have multiple jobs, etc. After this change, the role can be assigned with more granularity so all effort for a Grant is certified by the same person, which will improve compliance through more accurate and timely effort certification.

Going forward, the role will be assigned during setup of new grants by the Pre-Award offices, namely the Office of Research Services (ORS) and the Office of Sponsored Research (OSR). For the initial implementation, the Pre-Award offices provided the mapping of individuals to be assigned the role based in part on feedback from current Grant Managers.

Generally speaking, people currently in the Grant Manager role will be assigned the new Effort Certification Coordinator role. To clarify, this new role does not change other parts of the effort certification process — it simply allows greater flexibility in deciding who the appropriate person is to serve in the role of Effort Certification Coordinator.

FIN190805.04 – Update to GU Find Journals

Cost Center Hierarchy added as a prompt to GU Find Journals.

FIN190805.05 – Update to GU Find In Progress Journals

Fund added to report output to GU Find In Progress Journals.

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