What’s New in GMS – October 15, 2018

Please be aware of the following recent updates to GMS processes, job aids or reports as of October 15, 2018.

HCM Update

HCM181015.01 – Faculty Candidate Communication

Impacted Roles: Candidate, Primary Recruiter, HR Contact, Academic HR Partner

The instructions for Faculty candidates on the Career Site home and the email notification sent during the offer step have been updated. The updated text specifies what National IDs should be entered during this step.

Financials update

FIN181015.01 – New GU Award Header Information – Special Conditions Report

Impacted Roles: GU-Advancement Award Analyst, GU-Award Reporting Analyst, GU-Award Reprocessing Analyst, GU-Campus Financial Reporter, GU-Co-Principal Investigator, GU-Cost-Center-Award-Analyst, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Finance Institutional Reporting Plus, GU-Financial Affairs Institutional Reporting, GU-Financial Reporter, GU-Grant Financial Analyst, GU-Grant Manager, GU-Lead Principal Investigator, GU-Post-Award Billing Specialist,GU-Post-Award Cash Management Specialist, GU-Post-Award Director, GU-Post-Award Manager, GU-Post-Award Specialist, GU-Post-Grant Portfolio Specialist, GU-Pre-Award Director, GU-Pre-Award Manager, GU-Pre-Award Specialist, GU-Pre-Grant Portfolio Specialist, GU-Principal Investigator, GU-Senior Business Manager, GU-Q-Post-Award Manager, GU-Sub-Grantee Contract Specialist Company, GU-Sub-Grantee Invoice Specialist

New report – GU Award Header Information – Special Conditions – is available in GMS. The report has been created to allow users to search for Awards based on Special Condition Types and Special Condition Comments, and return all Special Conditions. This report is shared with the same set of roles that have access to GU Award Header Information.

FIN181013.02 – Capital Construction Project Phase 2.1

Impacted Roles: GU-Capital Project Manager, GU-Capital Project Creator,GU Capital Project Director, GU-Capital Project Reviewer, Project Finance Manager, GU-Capital Transactions Reviewer, GU-VP Approver, Chief Procurement Officer, GU-University Treasurer

All projects will now be created and approved in GMS. Project setup will no longer need a blue folder.

Project Managers will be able to Create and Modify Receipts.

Project Managers will be able to view and report on Purchase Orders, Supplier Invoices, Receipts, and Budget to Actuals Summary – Project.

The Pay App approval process will no longer be done via Box, approvals will be done when Project Managers create a Receipt against a Purchase Order in GMS.

Notifications will be sent at each milestone in the business process. Please see the attached chart, “End to End Process Flow.” Two new roles were created: GU-Capital Project Manager and GU-Capital Project Creator.

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