What’s New in GMS – March 23, 2020

Please be aware of the following recent updates to GMS processes, job aids or reports as of March 23, 2020.

GMS Updates

GMS200323.01 – COVID-19 PTO Available

Impacted Roles: Staff and AAP Employees

As highlighted in the March 25, 2020 COVID-19 Update (new window) detailing specific resources for Staff/AAPs, a new category of leave is available which will provide paid time off for reasons attributable to COVID-19 (“COVID-19 PTO”). COVID-19 PTO is immediately available to be used if an employee cannot work (or telework) for reasons attributable to COVID-19, as described in the COVID-19 Paid Time Off policy (new window).

GMS200323.02 – Worksheets and Drive – Now Available to All Employees

Impacted Roles: All Employees

Worksheets and Drive in GMS is now available to all employees!

Drive is a cloud-based repository for documents, and Worksheets is a cloud-based spreadsheet tool. These features were previously only available to certain roles, but going forward all employees can use them in GMS. These features will allow you to analyze, manipulate, and share data directly within GMS. Some other benefits include:

Export GMS reports into Worksheets as live data that can be refreshed
Export GMS reports into Worksheets as static data
Reports exported to Worksheets from GMS allow for drillback to the underlying data
Import Excel files and convert them into Worksheets that can be manipulated in GMS
Most Excel formulas and functionality are available in Worksheets
Direct link sharing capabilities (i.e. static URL)

The easiest way to access these Worksheets and Drive is by clicking on the Cloud icon in the upper right hand corner within GMS and selecting the “Drive” option. For more details, a job aid (new window) can also be found in the Employee Self Service section on the GMS Training page. You can also refer to Workday’s User Guide accessible directly within Drive and Worksheets. Please reach out to help@georgetown.edu (new window) if you have any questions.

IMPORTANT: Reports shared within Worksheets display for other users exactly as you see them regardless of their security/roles. Therefore it is your responsibility to protect any sensitive data (i.e. personally identifiable information, etc) shared within Worksheets in accordance with University policies.

GMS200323.03 – Report Request Form in GMS

Impacted Roles: All Employees

A new request type has been created in GMS to allow all workers to request updates to existing reports/dashboards or ask for a new report. You can get to this form by using the task “Create Request” and selecting report request form.

HCM Updates

HCM200323.01 – Update to report: GU Roster Data Management – Worker & Position Details

Scheduled Weekly Hours added as report field.

HCM200323.02 – Update to report: Positions Report with Organizations and Compensation

Scheduled Weekly Hours added as report field.

Financial Updates

FIN200323.01 – New Role: GU-Supplier Contract Observer

Impacted Roles: Cost Center Manager, GU-Campus Financial Reporter, GU-Central Buyer, GU-Chief Procurement Officer, GU-Cost Center Buyer, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Financial Affairs Institutional Reporting, GU-Financial Reporter, GU-Financial Reviewer, GU-Legal Approver, GU-Q Central Buyer, GU-Q Risk Management Approver, GU-Q Supplier Contract Specialist, GU-Q Tax Approver, GU-Risk Management Approver, GU-Senior Business Manager, 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-Supplier Contract Manager, GU-Supplier Contract Observer, GU-Tax Manager

A new role is now available called GU-Supplier Contract Observer. This new role will allow for the viewing of specific supplier contracts and can be assigned to any relevant stakeholder (no other roles required), which are captured on the contract request cover sheet. It is assignable by the GU-Cost Center Buyer (CCB) role. Stakeholders assigned this role will be granted view-only access to the contract master record, including Process History and Notes.

To help guide the role assignment, GS&PS modified the contract request cover sheet (new window). For guidance on how to assign the supplier contract observer role, please refer to page 15 of the End to End Procurement Guide (new window). Should you have any questions regarding the new role, role assignment, or the GMS notifications, please reach out to either contracts@georgetown.edu (new window) or help@georgetown.edu (new window).

FIN200323.02 – New Supplier Contract Notification Emails

New real-time email status notifications will be sent to to the Georgetown email addresses of individuals assigned the GU-Cost Center Buyer and GU-Supplier Contract Observer role associated with the contract event. Individuals will be notified for the following actions:

Contract has moved to the next step of the approval workflow
New notes have been added to the contract event
Supplier contract has been sent back to the CCB
Supplier contract has been approved

FIN200323.03 – Reinstate Soft Warning for Unused Travel Advances

Impacted Roles: All Employees

A warning on expense reports providing guidance when unused travel advances existed was temporarily disabled due to an error caused by foreign currencies. The error has been resolved and the warning has been reinstated.

FIN200323.04 – Prevent PP1003 and PP1004 on Customer Contracts

Impacted Roles: Customer Contract Specialist

A custom validation has been added to customer contracts to prevent use of PP1003 and PP1004. Externally funded research should use PP1001 or PP1002.

FIN200323.05 – Enable “Allocate Freight” on Additional Spend Categories (Resolves Punchout Matching Issues)

Impacted Roles: Accounts Payable Data Entry Specialist, Cost Center Manager, GU-Cost Center Buyer, GU-Finance CFO, GU-Requisitioner, GU-Senior Business Manager

The setting to “allocate freight” to invoice lines has been enabled for an additional ~35 spend categories. This should resolve issues when punchout invoices trigger three way match exceptions due to freight.

FIN200323.06 – GUMC Threshold for Spend Authorizations

Impacted Roles: Medical Center Finance

Spend Authorizations for the Medical Center that are greater than $250 will route to Finance CFO for approval. They will not route to SBM.

FIN200323.07 – Grants Management Training Dashboard

Impacted Roles: GU-Campus Financial Reporter, GU-Co-Principal Investigator, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Financial Reporter, GU-Grant Manager, GU-Grant Reporting Analyst, GU-Lead Principal Investigator, GU-Post-Grant Portfolio Specialist, GU-Pre-Grant Portfolio Specialist, GU-Principal Investigator, GU-Senior Business Manager

We are excited to announce the launch of the Grants Management training materials in GMS!

You can access these training materials by using the GMS Training Dashboard. This includes Overview, Pre-Award and Post-Award training materials. The HCM and self service training materials will be available in the near future.

To access the training dashboard, perform the following:

Log into GMS
Navigate to the Worklets area within the GMS Home Screen
Click the GMS Training Worklet
View the Announcements, Helpful Resources and the Training Materials table
Click the Grants Management tab
Select a link within the Click Here to Launch column to view training materials.

Our hope is that having the Grants Management Training materials within GMS will make it easier to locate the materials and enhance your learning experience.

Please reach out to help@georgetown.edu (new window) if you have any questions.

FIN200323.08 – Prevent Chargebacks for Grants >90 Days Past End Date

A custom validation has been added to the Accounting Journal process to prevent auto-approved chargebacks from posting to grants where the accounting date is > 90 days past the grant award line end date.

FIN200323.09 – Remove Inapplicable Worktags for Expense Reports (Revenue Category)

Impacted Roles: All Employees

Worktags available for selection when creating an expense report have been limited to only those that should be used on an expense report; things like Revenue Category have been removed.

FIN200323.10 – Bug Fix for SBM Routing (Delegate Initiates and Also Financial Reviewer and CCM)

Impacted Roles: GU-Senior Business Manager

Expense report routing has been updated to ensure approval by GU-Senior Business Manager when the following conditions are met for a specific expense report:

Initiator created expense report on behalf of Payee
Initiator is the Financial Reviewer
Initiator is the Cost Center Manager
Initiator is delegated approval by the Payee’s Primary Manager

FIN200323.11 – Additional Reports Available for GU-Cost Center Award Analyst

Impacted Roles: GU-Cost Center Award Analyst

Cost Center Award Analyst now has access to the following reports:

GU Award Header Information for Award Header Roles
GU Award Line Information for Grant Roles
GU Find Requisitions
GU Find Purchase Orders
GU Find Supplier Contracts and Lines for Organization
GU Find Supplier Invoices and Lines for Organization
Non Payroll Journal Transactions

FIN200323.12 – Updated Report – Budget to Actuals Summary – Grants

The Budget to Actuals Summary – Grants report now displays payroll obligations for the remainder of the current FY.

FIN200323.13 – Updated Report – GU Find Procard Applications

Impacted Roles: Controller, GU-Company Procard Manager, GU-Finance CFO, GU-Senior Business Manager, GU-University Treasurer

The GU Find Procard Applications report now returns questionnarie responses to end users

FIN200323.14 – Updated Report – GU Award Line Information For Grant Roles

Impacted Roles: GU-Campus Financial Reporter, GU-Co-Principal Investigator, GU-Cost-Center-Award-Analyst, GU-Finance CFO, GU-Finance Institutional Reporting Plus, GU-Financial Reporter, GU-Grant Manager, GU-Grant Reporting Analyst, GU-Lead Principal Investigator, GU-Post-Grant Portfolio Specialist, GU-Pre-Grant Portfolio Specialist, GU-Principal Investigator, GU-Senior Business Manager

A new Award Line Status prompt is now available on this report. The award header cost center is also on the report output now.

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