What’s New in GMS – May 21, 2018

Please be aware of the following recent updates to GMS processes, job aids or reports as of May 21, 2018.

HCM Update

HCM180521.01 – New Academic Appointment Reporter Role

Impacted Roles: Academic Appointment Reporter

The Academic Appointment Reporter role is now available in GMS. This role allows individuals to view Academic Appointments and Academic Reports by campus. Users can request to be added to this role by filling out the Role and Supervisory Organization Change Request form located on the GMS website .

HCM180521.02 – Updated Costing Allocation Report

Impacted Roles: Academic HR Partner, CFO, Department Administrator, Employment and Recruitment Specialist, Faculty Reviewer, Finance Partner, Finance Reporting, HR Contact, HR Executive, Institutional Reporting, Student Employment Reviewer, University HR Partner

The All Workers ACTIVE Costing Allocations by Organization report has been updated to filter out costing allocations for prior positions. Previously costing allocations for prior positions (i.e. not active) would appear on the report with no data in the Position field.

HCM180521.03 – Spend Control Job Requisition Update

Impacted Roles: Campus Department Administrator, Department Administrator, Employment and Recruitment Specialist, HR Contact, Primary Recruiter, CFO

As part of the temporary changes for compensation spend controls, the CFO has been added as the final approver for Administrative Job Requisitions.

Finance update

FIN180521.01 – Spend Control Questionnaire

As part of the temporary changes to spend controls for purchases greater than or equal to $50,000, Requisitioners and Purchase Order Buyers will be required to complete a brief questionnaire (the Spend Tracking and Requisition Tool, or STaRT) detailing the justification of their purchase.

This questionnaire requires the requestor to provide a detailed business purpose for the expenditure and give information on the impact of not moving forward with the purchase. In addition, you will be asked if a Sole Source (non-competitive) procurement is being requested. These new processes will aid senior leadership in their review and approval of requested spend.

These questionnaires will be routed to the GMS Inbox of the initiator upon submission of the transaction, and can be completed and submitted entirely within GMS. The Requisition or Purchase Order will then route normally through the financial approval process.

Only one questionnaire will be needed for each purchasing event. If a purchase starts with a Requisition, the Requisition Requester will be asked to complete the questionnaire before the Requisition can move through the approval process. If a PO is created without being sourced from a Requisition, then the Purchase Order Buyer will be required to complete the questionnaire.

For instructions on completing the STaRT questionnaire please view the Completing the STaRT Questionnaire job aid or visit the Procurement section of the GMS training website.

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