What’s New in GMS – March 9, 2020

Please be aware of the following recent updates to GMS processes, job aids or reports as of March 9, 2020.

GMS Updates

GMS200309.01 – WD 2020R1 Now Live

Impacted Roles: All Employees

GMS is now live on WD 2020R1. This Workday update delivered several enhancements to GMS; some notable items include:

Financials
– Improved Procurement Requisitioner Experience
– Streamlined User Interface (Worktags and Shipping Defaults)
– Guided Tours
– Expense Report Enhancements
– Delegation Enhancements (Quick Expenses)
– Clearer Required Fields (Business Purpose)
– Grant and Award Enhancements
– Add Attachments During Award Event(s)
– Billing Milestones As Award Task
– Foreign Currency Sponsor Invoices
– Zero Value Authorized Awards

HCM
– Improved Worker Search and Prompts
– Updated Candidate Profile for Recruiting
– Education Attachments
– Timesheet Display Enhancement

Refer to the Workday 2020R1 Employee Quick Reference Guide (new window) for more details about these and other changes. If you encounter any GMS issues, please contact the Service Center by e-mailing help@georgetown.edu or calling (202) 687-4949.

GMS200309.02New Report – GU BP Worker Contribution Analysis Detail

A detailed version of the “GU BP Worker Contribution Analysis” report is available to make it easier to get detail extracts. The new report is called “GU BP Worker Contribution Analysis Detail”. The existing report has been renamed to “GU BP Worker Contribution Summary”. All of the fields/filters/prompts from the original are on the new report.

HCM Updates

HCM200309.01 – Academic Appointment Reporter Role

Impacted Roles: Academic Appointment Reporter

The Academic Appointment Reporter role now has access to view terminated workers that have academic appointments.

HCM200309.02 – Request – Supervisory Organization Change

Impacted Roles: HCM Campus Representative, Academic HR Partner, Department Administrator, HR Contact, Manager, Student Employment Reviewer

The Request Framework for Supervisory Organization Changes is now available in GMS. This should replace the need for electronic or physical signatures and submitting requests through the Help Desk. An updated request form (Excel file) and new job aid are available on our website (new window).

HCM200309.03 – FY20 Annual Performance Review

Annual Performance Reviews launched on 3/2. Any questions should be directed to the Department of Human Resources (new window).

HCM200309.04 – Performance Review Reports updated

The Manager reports in Team Performance dashboard have been updated to reflect the new FY20 Annual Reviews.

HCM200309.05 – Period Activity Pay Tasks Available

Impacted Roles: Academic HR Partner, HR Contact

The integration to pull in Activity Tasks is now active in GMS. Currently Summer 2020 courses are now available to use for Period Activity Pay task assignments. The GU Activity Pay Assignments report has been updated to include task information.

Financial Updates

FIN200309.01 – New 60 Day Travel Leaders Alerts

Impacted Roles: All Employees

Bi-weekly alerts have been set up to notify workers of unexpensed Travel Leaders transactions over 60 days old. These alerts will go to the worker, any delegates, and managers. The alerts run on Tuesdays at 6:30 AM.

FIN200309.02 – All Grant Managers No Longer Required for Expense Reports and Spend Authorizations

Impacted Roles: GU-Grant Manager

Expense reports no longer require all Grant Managers to approve when there are more than one grant manager assigned to the grant.

FIN200309.03 – Cash Analyst Access To Supplier Contracts

Impacted Roles: GU-Cash Analyst

The Cash Analyst role now has access to view supplier contracts and run the GU Find Supplier Contracts report.

FIN200309.04 – Updates to Payroll Accounting Adjustment Business Process

Impacted Roles: Payroll Services Team, GU-Grant Financial Analyst

The following changes were made to the Payroll Accounting Adjustments business process

– Payroll Services Team role now has the ability to Cancel Payroll Accounting Adjustments
– GU-Grant Financial Analyst role is now able to attach documentation

FIN200309.05 – GU-Effort Certification Coordinator Assignable to Grant Hierarchy

Impacted Roles: GU-Pre-Award Specialist

GU-Effort Certification Coordinator was previously only assignable to the Grant. As a result, the Pre-Award Office could not take advantage of the role assignment inheriting on the Grants assigned to the Grant Hierarchy. The Pre-Award office can now assign this role to the Grant Hierarchy, add a Grant to the Grant Hierarchy and the role will inherit on the Grant.

FIN200309.06 – GU-Financial Reviewer Access to GU BP Worker Contribution Analysis Reports

Impacted Roles: GU-Financial Reviewer

GU-Financial Reviewer now has access to the GU BP Worker Contribution Analysis Summary and GU BP Worker Contribution Analysis Detail reports.

FIN200309.07 – Updates to GU Find Expense Reports

The previously not working “expense item as worktag” filter has been replaced with a newer working Expense Item prompt.

FIN200309.08 – Updates to GU Award Balance Summary

Impacted Roles: GU-Campus Financial Reporter, GU-Cost-Center-Award-Analyst, GU-Finance CFO, GU-Financial Reporter, GU-Senior Business Manager, GU-Grant Manager, GU-Lead Principal Investigator

The GU Award Balance Summary report can now be run by the following roles:

GU-Campus Financial Reporter
GU-Cost-Center-Award-Analyst
GU-Finance CFO
GU-Financial Reporter
GU-Senior Business Manager
GU-Grant Manager
GU-Lead Principal Investigator

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