System Alerts

RESOLVED – GMS Upgrade on Saturday, September 12 (System Unavailable)

Dear Colleagues,

From Friday, September 11 at 8 p.m. to Saturday, September 12 at 5 p.m., the Georgetown Management System (GMS) will be unavailable while the Workday 2020R2 update is implemented. The outage will be limited to GMS and does not impact the Georgetown network. The only impact for GU employees will be a temporary inability to access GMS from any internet connection (GU or otherwise) during this outage period. We apologize for any inconvenience and will post updates to gms.georgetown.edu.

This Workday update will deliver several enhancements to GMS. Some notable items include:

HCM

• My Shortcuts – new icon in header for Quick Access to Tasks and Worklets
• Improved Search – predictive search, icons and better performance
• Accessibility – improved UI to meet more accessible color contrast, links throughout and preview PDFs with screen readers
• Redesign of Retirement and New Hire Enrollment Process
• Updated candidate home view for external candidates

Financials

• Expenses
  • Send back lines of expense reports
  • Improved tracking of personal charges on expense reports and repayments
  • Improved performance and user experience of expense reports
• Procurement
  • Receipting with tracking numbers
  • $0 allowed for purchase order
  • Mass close purchase order lines
  • Supplier invoice work area (A/P)
• Grants Management
  • Improved effort certification process
  • New work area for effort certifications

Following the update, please refer to the Workday 2020R2 Employee Quick Reference Guide for more details about these and other changes. The reference guide will be located on the GMS website under the Training section, which contains detailed explanations of the changes you can expect to find in the new release.

If you encounter any GMS issues, please contact the Service Center by emailing help@georgetown.edu.

Thank you for your attention.

GMS Expected Outage – Posted August 9, 2020 – Resolved

GMS is experiencing an unexpected outage. This message will be updated when the issue is resolved.

Alternate Delegate Inbox Tasks – Posted June 30, 2020 – Resolved

Alternate delegates are currently receiving Inbox tasks meant for the worker. If an alternate delegate views the task, Workday returns this message: “This item is no longer available in your Inbox. The item may have been re-assigned, delegated, or the delegation period may have expired.”

This will be resolved with the July 3rd Service Update.

Early Payroll Deadlines for the July 4th Holiday Observed on July 3, 2020

Dear Colleagues, 

Please be aware of the early payroll processing deadlines associated with the upcoming July 4th holiday to be observed on Friday, July 3. In order for the bi-weekly and weekly on-demand payrolls to be processed and settled for the Thursday, July 2 pay date, the following deadlines must be met: 

• Friday, June 26, 10 a.m.: Documents submitted to Payroll Services for the June 15-June 28, 2020 bi-weekly pay period.
• Friday, June 26, 5 p.m.: Time entry submitted and approved. 
  • Please estimate hours worked for Saturday, June 27 and Sunday, June 28. 
• Friday, June 26, 5 p.m.: Documents and requests for on demand/off-cycle payments are due to Payroll Services.
• Monday, June 29, 5 p.m.: In order to be included in the on-demands for the Thursday, July 2 pay date, all retro transactions must be approved in GMS by this deadline.

The full payroll calendar can be found on the GMS website (new window).

Thank you for your attention to these important deadlines.

Blank Page on Create Requisition Using Internet Explorer – Posted April 14, 2020 – Resolved

When you create a requisition using Internet Explorer, Workday displays a blank page and doesn’t allow you to proceed to the next step.

Workaround: Create the requisition using a different browser if available.

We will update this alert as soon as we have further information.

Early Payroll Deadlines for Good Friday Holiday – Posted April 1, 2020

Dear Colleagues, 

Please be aware of the early payroll processing deadlines associated with the upcoming Good Friday holiday on Friday, April 10. In order for the bi-weekly and weekly on-demand payrolls to be processed and settled for the Thursday, April 9 pay date, the following deadlines must be met: 

• Thursday, April 2, 10 a.m.: Documents submitted to Payroll Services for the March 23-April 5, 2020 bi-weekly pay period.
• Friday, April 3, 5 p.m.: Time entry submitted and approved.  
  • Please estimate hours worked for Saturday, April 4 and Sunday, April 5. 
• Friday, April 3, 5 p.m.: Documents and requests for on demand/off-cycle payments are due to Payroll Services.
• Monday, April 6, 5 p.m.: In order to be included in the on-demands for the Thursday, April 9 pay date, all retro transactions must be approved in GMS by this deadline.

The full payroll calendar can be found on the GMS website (new window).  
Thank you for your attention to these important deadlines.

Sincerely, 

Rebecca Risley
Director, Payroll Services

Charles DeSantis
Interim Vice President of Human Resources
Chief Human Resources Officer

Continual Dashboard Refresh – Posted March 23, 2020

Dashboards with graphs where the worklets are different sizes are currently refreshing continuously. We will update this alert when more information is available.

Update 4/2/2020: This is still pending resolution

Amazon Punchout Unavailable – Posted March 10, 2020 – Resolved

Dear Colleagues,

Amazon’s eProcurement supplier link (punchout) through the Georgetown Management System (GMS) is temporarily unavailable. We are expecting it should be back soon, and apologize for any inconvenience this is causing. We will post an update as soon as the link is available.

If you encounter any issues with the Amazon supplier link after the link is available again, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.

Thank you for your attention.

GMS Performance Issues – posted March 2, 2020 – Resolved

Workday is currently experiencing intermittent performance issues, which may impact GMS. We will update this announcement when it is resolved.

GMS Experiencing Delays – posted January 10, 2020 – Resolved

Some users are currently experiencing slowness within GMS. We will update this announcement when it is resolved.

GMS Experiencing Delays – posted January 9, 2020 – Resolved

Some users are currently experiencing slowness within GMS. We will update this announcement when it is resolved.

GMS Experiencing Delays – posted December 4, 2019 – Resolved

Some users are currently experiencing slowness within GMS. We will update this announcement when it is resolved.

Matrix or Xpresso report Error When drilling down – posted July 24, 2019

Running a Matrix or XpressO report and expanding the report by clicking the Drill Down will result in the error listed below:
 
java.lang.IllegalArgumentException: Currently it is expected that model is built up correctly ahead XpressO Call stack trace…
 
Workday is actively working on a permanent fix.

Notice from fisher scientific – posted June 26, 2019 – Resolved

We currently experiencing system issues that have caused outages to fishersci.com punchout catalogs as well as electronic transaction processing.  We currently do not have an ETA for resolution, but will send a communication once the systems are operating again.

We apologize for the inconvenience.  

Thank you,

Fisher Ecommerce Support

ETA for Resolution: Unknown

Grainger’s eProcurement Supplier link Unavailable between 8:00pm to 9:00pm on Friday, June 14 – Resolved

Dear Colleagues,

Grainger’s eProcurement supplier link through the Georgetown Management System (GMS) will be unavailable between 8:00PM to 9:00PM on Friday, June 14, 2019. This downtime is necessary for Grainger to perform a scheduled maintenance activity. We apologize for any inconvenience and will post updates to gms.georgetown.edu as soon as the link is available. The downtime is limited to the Grainger supplier link only and does not impact any other supplier links you can access in GMS currently.

If you encounter any issues with the Grainger supplier link post downtime, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.

Thank you for your attention.

Regards,
GMS Team

Apple’s Supplier Link Unavailable Between 1:00pm to 2:00pm on Tuesday, May 21

Dear Colleagues,

Apple’s eProcurement supplier link through the Georgetown Management System (GMS) will be unavailable between 1:00PM to 2:00PM on Tuesday, May 21, 2019. This downtime is necessary for Apple to perform a scheduled maintenance activity. We apologize for any inconvenience and will post updates to gms.georgetown.edu as soon as the link is available. The downtime is limited to the Apple supplier link only and does not impact any other supplier links you can access in GMS currently.

If you encounter any issues with the Apple supplier link post downtime, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.

Thank you for your attention.

Regards,
GMS Team

Unable to Open Attachments While Approving Expense Reports – Posted march 11, 2019 – Resolved

Some users are unable to open attachments while trying to approve Expense Reports.  All Workday customers are impacted by this bug and they are in the process of investigating; we will update this alert as soon as we have more information.

RESOLVED: Issue with End Employment Date Field During the Add Job Event – Posted January 15, 2019

Dear Colleagues,

On January 4, 2019 Workday originally issued a Customer Alert stating that GMS (and all other customers) are affected by a bug that blanks out the date populated in the End Employment Date field when the user clicks Submit or Save for Later during an Add Job event.

Workday resolved the bug on January 12, 2019, and the GMS team has tested to confirm this is the case. Workday also informed us that although the data was not being saved visibly in the UI, it was actually still being stored in the system. Therefore, any fixed term additional jobs added since since January 4th will include the end employment date as entered. 

Please submit a help desk ticket to help@georgetown.edu if you have any further questions. 

Regards,
GMS Team

Alert: Issue with End Employment Date Field During the Add Job Event – Posted Jan. 4, 2019 – Resolved

Dear Colleagues,

Workday issued a Customer Alert stating that GMS (and all other customers) are affected by a bug that blanks out the date populated in the End Employment Date field when the user clicks Submit or Save for Later during an Add Job event. Workday does not currently have a resolution, but will notify us when additional information is available. We will distribute additional updates about the resolution of this bug as we receive them.    
Refer to the Issue and What It Means below for more details. If you have any further questions, then please submit a help desk ticket to help@georgetown.edu. 

Impact
This bug only impacts events where the proposed Employee Type for the event is fixed term. We have four (4) fixed term Employee Types, which are listed below:

• Contract Term (Fixed Term)
• Intermittent (Fixed Term)
• Temporary Less Than 6 Months (Fixed Term)
• Term Greater than 6 Months (Fixed Term)

What It Means
If possible, it is recommended to wait to key future-dated Add Job events for term employees until this bug is resolved. If the event needs to be submitted timely, then you should not wait. However, it is important to note that when the event is approved that the end date for the additional job will not be saved as expected. You can always go back and add the end employment date through a Data Change after the bug is resolved. The GMS team and Workday will also work to provide reports after the bug is resolved to identify any impacted transactions.

Regards,
GMS Team

Early Payroll Deadlines for the Christmas Holiday

Dear Colleagues,
 
Please be mindful of the early closing dates this pay period due to the Christmas holiday. In order for Payroll to be processed and settled for December 21 pay date, which is the final payment of the year, the following must occur:

• Documents are due to Payroll by 12pm noon Thursday, December 13 for both Biweekly and Monthly payroll. 
• Time entry must be completed and APPROVED by 12pm noon Friday, December 14 
  • *Estimate hours worked for December 14 – 16
• All Retro Transaction must be approved for both Biweekly and Monthly 10am on Monday, December 17 to ensure the changes are processed for calendar year 2018
• On-Demand requests submitted to Payroll by 12 pm Monday, December 17

 
Please follow schedules set by departments for employees to have all entries completed in GMS on time. 

To find the payroll calendar, please click on Payroll Calendar. 

Thank you for your attention to these important deadlines.

Sincerely,

Claudette Richardson
Director, Payroll Services
 
Charles DeSantis
Associate Vice President, Benefits, Payroll and Wellness
Chief Benefits Officer

Early Payroll Deadlines for the Thanksgiving Holiday

Dear Colleagues,

Please be mindful of the early closing dates and pay date this pay period due to the Thanksgiving holiday.  

In order for Payroll to be processed and settled for the November 21 pay date:

• Documents are due to Payroll by 12:00pm (noon) on Wednesday, November 14 for those paid biweekly
• Time entry must be completed and approved by 6:00pm on Thursday, November 15  *Estimate hours worked for 11/16 – 11/18 
• On-Demand requests must be submitted by 12:00pm (noon) on Friday, November 16
• All Retro Transactions must be submitted and approved by 12:00pm (noon) on November, 16

To find the updated payroll calendar, please click on Payroll Calendar.

Thank you for your attention to these important deadlines.

Sincerely,

Claudette Richardson
Director, Payroll Services

Early Payroll Deadline for the Columbus Day Holiday

Dear Colleagues,

Please be mindful of the early closing dates and pay date this pay period due to the Columbus Day holiday.  In order for Payroll to be processed and settled for the October 12th pay date:

• Documents are due to Payroll by 10am on Thursday, October 4 for the biweekly
• Time entry must be completed and approved by 5pm on Friday, October 5
  • *Estimate hours worked for 10/6 – 10/7
• On-Demand requests must be submitted by 12pm on Friday, October 5
• All Retro Transactions must be approved by 5pm on Friday, October 5 

To find the updated payroll calendar, please click on Payroll Calendar.

Thank you for your attention to these important deadlines.

Sincerely,

Claudette Richardson
Director, Payroll Services
 
Charles DeSantis
Associate Vice President, Benefits, Payroll and GUWellness
Chief Benefits Officer

GMS Unavailable on September 8, 2018

Dear Colleagues,

Due to a mandatory release of the Workday 31 update, the Georgetown Management System (GMS) will be unavailable beginning at 8:00 PM EDT on Friday, September 7th. GMS is expected to be available at 5:00 PM EDT Saturday, September 8th.  We apologize for any inconvenience and will post updates to gms.georgetown.edu. The outage is limited to GMS and does not impact the Georgetown network. The only impact for GU employees is that they will not be able to access GMS from any internet connection (GU or otherwise) during the outage period.

With this update, we anticipate several enhancements to the system, including:

• Create, Find, Edit Receipts and attachments on your mobile phone
• Billing and Revenue Recognition enhancements
• Award Composite View enhancements
• Recruiting enhancements including document management enhancements and improved candidate grid performance
• New My Team Management dashboard

Please refer to the Workday 31 Employee Quick Reference Guide for details after the upgrade is complete. The guide will be located on the GMS website under the Training section, which contains detailed explanations and screen captures of the changes you can expect to find in the new release.

If you encounter any GMS issues, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.

Thank you for your attention.

GMS Team