We help faculty and staff to find (1) who they need (2) what they need and (3) general information regarding financial, administrative and human resources.

Our Mission

The BFO strives to provide excellent financial and administrative service, support and stewardship to the College.  We are changing perspectives so we can change our impact. Our core values include: integrity, teamwork, transparency, and confidentiality.

Code of Conduct

At UGA, we subscribe to a standard set of ethnics.  You may not realize this or remember when you were hired but we have a code of conduct. This code upholds the highest standards of intellectual honesty and integrity in the conduct of teaching, research, service and grant administration.

System

Employee

Form/Policy

BFO NewsFlash

Fun at Work… See How  - 5/18/18

Who else is feeling a little stressed, pulled and burn-out with this crazy busy spring?  Me, me, me!!! 

Elevate’s blog has the most applicable subjects that arrive just at the right time.  Here are some sharing points.

How to Create a Healthy Culture / Work Environment:

  1. Have authentic conversations
  2. Setting and receiving clear expectations
  3. Learning about your team members’ stories
  4. Developing as a leader
  5. Uniting around a central vision

“When you have a healthy, enjoyable culture, you’ll have people who are willing and excited to go above and beyond to push forward the overall vision.” - Elevate

Key Systems Changing! -  5/11/18

Colleagues,

Today, many of you use various administrative systems as part of your work at UGA.  As part of University of Georgia’s OneSource Project, a number of systems used by the UGA community will change. 

In Fall 2017, initial information was shared with the UGA community about the systems changing.  We want to take to opportunity to share  additional information in order to help you prepare for the upcoming transition to the OneSource systems and answer any questions that you might have. 

  • System Changes Resource page:  The Systems Changes Resource page has been updated with additional details on system changes.
  • May 24 Webinar:  You are invited to attend an informational webinar to learn more about the changes and ask questions - Thursday, May 24, at 1:30 p.m. 

Included in the changes will be applications and systems used for finance and HR processes; employee time clocks and paychecks; departmental purchasing; travel and leave, among others.

Some systems will be retired, meaning they will decommissioned entirely with the OneSource implementation. Some systems will be retrofitted to integrate with the new OneSource systems; and some will be replaced by a new third-party system. Please feel free to contact UGA's OneSource Project (onesource@uga.edu) if you have any questions.  We appreciate your input and know how much it supports the OneSource project. 

PAR System is Retiring! – 03/30/2018

The University of Georgia is pleased to announce the replacement of monthly Personnel Activity Reports (PAR) with annual and end-of-project salary certifications, effective July 1, 2018. Recent changes to federal guidelines provide a path for UGA to eliminate this monthly effort certification (PAR) requirement. This change stems from UGA’s commitment to reducing administrative burden when possible.  The Office of Research and Finance and Administration divisions are working in tandem with UGA’s OneSource project team to implement these changes. Detailed guidance will follow in the coming months. 

What is changing? 

  • Fewer Individuals Must Report. In the future, only the PI (rather than full project team) will certify. 
  • Certification Frequency is Dramatically Reduced. Certifications will occur on an annual and end-of-project basis (rather than monthly). 
  • Salary Certifications Replace Effort Reporting. Project salaries (rather than percentage effort) will be certified. 

What are the expected benefits? 

  • In FY17, UGA completed approximately 32,000 total certifications. We estimate a more than 90% reduction in the number of certifications, saving thousands of hours of administrative burden to faculty and staff each year.  
  • Shift in Focus Toward Monthly Financial Reviews. Similar to current practice for financial review, units should continue to perform a monthly review of project financial reports to ensure expenditures are accurate and allowable. No certification is required for this monthly review. A monthly review can assist in finding adjustments early and facilitating timely changes. 

What is the timeline for these changes? 

  • July 2018 – monthly PAR certifications will no longer be required.  
  • Sept 2018 – annual and end-of-project certifications will begin.  

Payroll Changes -  2/23/2018

As we continue to plan UGA’s transition to the University System of Georgia’s OneUSG Connect as our new human resources and payroll system, several important payroll changes will occur in December 2018:

  • All monthly and academic pay dates will now be on the last business day of the month. 
  • The work week will change from Thursday through Wednesday to Sunday through Saturday, and
  • Pay dates for hourly biweekly and salaried biweekly payrolls will be synced and standardized.

Videos:  These short videos provide a summary of key changes for biweekly and monthly employees. https://onesource.uga.edu/resources/payroll_transition/

Summary and Calendar Quick Reference (Updated 2/7/18) -This is a quick reference guide that includes a summary, highlights, and key dates in calendar format.

Informational sessions - February 26, 2018 

WHAT? My Paycheck is Changing?  2/22/18

Yes, due to the implementation of the HCM Model with the OneSource Project your paycheck website is changing.  Please see the email sent out below to administrators as well as register for a session to find out how this impacts you.

From: UGA Administrative Memos [mailto:adminmem@UGA.EDU]
Sent: Wednesday, January 31, 2018 8:00 AM
To: ADMNDIRECTORS-L@LISTSERV.UGA.EDU
Subject: Important Payroll Changes: Community Information Sessions February 26-UGA's OneSource Project

TO:                  Vice Presidents, Vice Provosts, Associate Provosts, Academic Deans, Department Heads and Directors

FROM:             Holley Schramski, Project Director, UGA’s OneSource Project

RE:                   Important Payroll Changes: Community Information Sessions February 26—UGA’s OneSource Project

As we continue to plan UGA’s transition to the University System of Georgia’s OneUSG Connect as our new human resources and payroll system, several important payroll changes will occur in December 2018:

  • All monthly academic pay dates will now be on the last business day of the month. 
  • The work week will change from Thursday through Wednesday to Sunday through Saturday, and
  • Pay dates for hourly bi-weekly and salaried bi-weekly payrolls will be synced and standardized.

Because all UGA employees—faculty, staff, graduate assistants, and student workers—will experience some level of change when this transition occurs in December, UGA’s OneSource Project is conducting information sessions on February 26 and developing resources that include short videos. We will engage all UGA employees with emails and other information as we move through 2018.  

We invite you to attend an administrative information session to learn more about these changes.

Administrator Session: February 26, 9:00-11:00 a.m., Georgia Center, Mahler Hall

As a follow up to this session, all faculty, staff, graduate students, and student workers are being invited to information sessions on the afternoon of February 26. If you are unable to attend the morning session above, similar information will be presented at both of the afternoon sessions on the same day. 

Session 1:   February 26, 1:30-2:30 p.m., Georgia Center, Mahler Hall

Session 2:  February 26, 3:30-4:30 p.m., Georgia Center, Mahler Hall

All sessions will be recorded and available on the OneSource website after February 26, 2018.

We will engage all UGA employees with additional emails and invitations to other sessions as we move through 2018.  

Please feel free to contact UGA's OneSource Project Team at onesource@uga.edu or at 706-542-0202 if you have any questions or if you’d like to submit any suggestions or recommendations.

The University of Georgia’s OneSource Project is a comprehensive business transformation initiative to adopt industry best practices and to implement a new finance and human resources administration system that is integrated, efficient, modern, and supports data-driven decision-making. For more information on UGA’s OneSource Project, please visit onesource.uga.edu

Tell Us What You Think - 01/25/2018

Dear Colleagues:

UGA’s OneSource Project team is committed to engaging with individuals in all units, disciplines and business needs across the University.  As this multi-year project is implemented, we want to ensure that all employees are aware of the OneSource Project and the value it brings to the University.

Please take a few minutes of your time to provide feedback about the project. This survey should take no more than 5 minutes. 

The survey is available at: http://bit.ly/onesourceready 

You are receiving this survey because you are a user of one of the systems which will be replaced in July 2018 or you are a member of the OneSource listserv.  A list of the systems changing is available on the OneSource website at:  Systems Changing

Please also share this survey across your unit or department. UGA’s OneSource will bring changes to all UGA employees.  Feel free to contact the OneSource Project Team at onesource@uga.edu if you have any questions about the survey. For more information on the OneSource Project, please visit onesource.uga.edu.

The UGA community is embarking on a comprehensive business transformation project to adopt leading business practices, align our systems with those used by the University System of Georgia, and to utilize a new finance and human resources administration system that is integrated, efficient, modern, and supports data-driven decision making.

Sincerely,

Sarah Fraker
Change Management Lead
UGA’s OneSource Project
http://onesource.uga.edu
fraker@uga.edu
706-583-0981

UGA’s Impact on Georgia - 1/12/2018

UGA has a $5.25B impact on the state of Georgia

map of Georgia by region

Annual Donor Report http://president.uga.edu/ar/2017/letter-from-president.php 

Interesting Facts:

  1. UGA has raised $827M for the Commit to Georgia Campaign goal of $1.2B

  1. Three shared priorities are guiding the Commit to Georgia Campaign:
  1. increasing scholarship support for our students;
  2. further enhancing our learning environment; and
  3. solving the grand challenges of our time.
  1. The Class of 2020 enrolled with unprecedented credentials:

3.98 avg GPA ,1302 avg SAT,  29 avg ACT

  1. Within six months, 95% of UGA graduates are employed or in graduate school.

  1. Foundation assets have reached $1.2B — the highest in history

  1. In FY17, the Foundation earned a 13.1% investment return

  1. Sources of Funding:

  1. State of Georgia                     26.1%
  2. Student Tuition & Fees         31.3%
  3. Sales & Service                      11.0%
  4. Gifts, Grants, Research         19.1%
  5. Auxiliary Enterprises             11.5%
  6. Federal Appropriations          0.9%
  7. Endowments                          0.1%

  1. TOTAL FUNDING … $1.669B

Feeling the Effects of the Holiday Madness?  - 12/05/2017

Good news!  UGA has resources through the Employee Assistance Program.

Here are a few tips for a more productive and less stressed you:

  • Don’t over schedule yourself.
  • Leave on time and take breaks.
  • A 20 minute walk will stimulate your thought and creative processes more than sitting quieting for the same time.
  • 49 hours per week is the maximum productive for the average worker.
  • Manage your tasks because time cannot be manage.  Time continues no matter what.
  • Friday afternoon reflection and planning for the next week.
  • The most successful CEOs in the world spend an average of 2 hours per day planning and reflecting and 6 hours a day accomplishing tasks.
  • Multi-tasking is not efficient or productive but really we are just task switching.  We are more productive focusing on one task at a time.
  • Don’t allow email to monopolize your day… it takes the brain 64 seconds to refocus and people check their email on average 11 times per day => 94 minutes lost per day due to refocusing.

ETHICS --- What Kind of Artist Are YOU? - 11/17/17

*“Any tool can be used for good or bad.  It’s really the ethics of the artist using it”.  John Knoll*

UGA’s Ethics Awareness Week was Nov 13 – 17 as part of the institution’s ongoing effort to promote an ethical culture on campus and raise awareness about ethics resources available at UGA.

UGA and USG’s ethic policy and hotline available as well as our code of conduct and core values.

POLICY: http://www.usg.edu/audit/compliance/ethics/ <http://www.usg.edu/audit/compliance/ethics/>

HOTLINE: http://legal.uga.edu/hotline.html <http://legal.uga.edu/hotline.html>

CODE OF CONDUCT

*·**Uphold the highest standards of intellectual honesty and integrity in the conduct of teaching, research, service and grants administration.***

*·**Act as good stewards of the resources and information entrusted to our care.***

*·**Perform assigned duties and professional responsibilities in such a manner so as to further the USG /(and UGA)/ mission.***

*·**Treat fellow employees, students and the public with dignity and respect.***

*·**Refrain from discriminating against, harassing or threatening others.***

*·**Comply with all applicable laws, rules, regulations and professional standards.***

*·**Respect the intellectual property rights of others.***

*·**Avoid improper political activities as defined in law and Board of Regents Policy.***

*·**Protect human health and safety and the environment in all USG operations and activities.***

*·**Report wrongdoing to the proper authorities; refrain from retaliating against those who do report violations; and cooperate fully with authorized investigations.***

*·**Disclose and avoid improper conflicts of interest.***

*·**Refrain from accepting any gift or thing of value in those instances prohibited by law or Board of Regents policy.***

*·**Not use your position or authority improperly to advance the interests of a friend or relative.***

CORE VALUES

ntegrity

Excellence

Accountability

Respect

IPAWS OVERHAUL - 10/13/17

UGA’s  current job application system, iPaws, will implement an upgrade in November.  There are some important dates for us all to mark on our calendars as this will impact the ability to hire new employees. We have been advised by HR that if we don’t expect to hire before November 17th (this includes the hiring proposal complete), then we should not input new postings. This information has already been shared with your financial support staff. Please forward to anyone that I may have missed.

11/28/2017                 Go Live!

11/20/2017                 iPAWS black out period until Go Live (week of Thanksgiving)

11/19/2017                 All postings close; Applicants can no longer apply

11/08/2017                 No more actions submitted in 5.8; this includes all Reclassification requests, Modify requests, or New position/posting requests

After 11/8, we cannot post any new positions, request reclassifications, or modifications.

After 11/19, all postings closed.  Applicants can no longer apply and anything in transition will be purged 11/20.

The new system will go live on Tuesday, November 28th.  Anything that was posted but not filled will have to be re-entered.

“In God we trust, all others must bring data” W. Edwards Deming 9/22/17

The AFDMC’s (Administrative and Financial Data Management Committee) purpose is to provide steward-level governance of data within the domains of finance, budget, facilities, HR, payroll, sponsored projects administration and development. The committee will be comprised of data stewards and stakeholders from each of these data domains, institutional research, EITS staff and data custodians as delegated by the data stewards.  Although the work of the committee will contribute to the success of the OneSource project, the committee is expected to remain active long after the project has been completed. This committee and others like it are a part of an ongoing and growing effort to actively govern and manage institutional data.

We hope to have the data warehouse repository up and going before we go live with PeopleSoft Financials in July 2018.  The repository will be referred to more as data retrieval than reporting.  We will use terms such as Data Cookbook, Data Custodian, Data Trustee and Data Steward. JIRA (an existing system) will be used for access and reporting requests.

Data Cookbook – Contains no sensitive data but only information about data (meta data). Two key areas are attributes/definitions and reporting.  The AFDMC is working to setup a naming convention and how to configure the Data Cookbook for end users.

Data Trustee – Cabinet-level position with overall responsibility for data being read, created, reported, updated or deleted by units under them. Typically, stewards report to trustees. -

Data Steward – Data stewards are business owners with deep knowledge of their data domain and related business practices. They are accountable for approving access requests, maintaining data quality and developing meta data for the data they steward.

Data Custodian - Custodians are designated by and typically report to data stewards. They are authorized to grant access to elements within the data domain for which the steward is accountable.

Data User - An individual who has been authorized to access data.

Check out this website links with the cool charts to help illustrate the AFDMC purpose.

http://datamanagement.uga.edu/management-and-governance/

http://datamanagement.uga.edu/management-roles-and-responsibilities/#

photo of a cooking being made: data, information, presentation, knowledge (cookie eaten)

Shark Bait 9/8/17

During a research experiment a marine biologist placed a shark into a large holding tank and then released several small bait fish into the tank.

As you would expect, the shark quickly swam around the tank, attacked and ate the smaller fish.

The marine biologist then inserted a strong piece of clear fiberglass into the tank, creating two separate partitions. She then put the shark on one side of the fiberglass and a new set of bait fish on the other.

Again, the shark quickly attacked. This time, however, the shark slammed into the fiberglass divider and bounced off. Undeterred, the shark kept repeating this behavior every few minutes to no avail. Meanwhile, the bait fish swam around unharmed in the second partition. Eventually, about an hour into the experiment, the shark gave up.

This experiment was repeated several dozen times over the next few weeks. Each time, the shark got less aggressive and made fewer attempts to attack the bait fish, until eventually the shark got tired of hitting the fiberglass divider and simply stopped attacking altogether.

The marine biologist then removed the fiberglass divider, but the shark didn’t attack. The shark was trained to believe a barrier existed between it and the bait fish, so the bait fish swam wherever they wished, free from harm.

The moral: Many of us, after experiencing setbacks and failures, emotionally give up and stop trying. Like the shark in the story, we believe that because we were unsuccessful in the past, we will always be unsuccessful. In other words, we continue to see a barrier in our heads, even when no ‘real’ barrier exists between where we are and where we want to go.

IT’S THAT TIME! 07/24/2017

On Saturday, July 22nd, we will be updating the Kronos System to Service Pack 13. This update will apply to the Kronos Version 8 that we are currently using, but the newer service pack will eliminate some errors that have been identified in the system. There are only a few changes that you will notice:

1.       Kronos will be completely Java-free!

2.       In addition to the “Totals” and “Accruals” tabs at the bottom of the timecard, there will now also be tabs to view “Historical Corrections” and “Audits”, just as they could be viewed in the old version of Kronos.

cid:image003.png@01D2FA63.CC5A1E10

3.       The screen to update or add labor level sets will look different because it will no longer use Java. However, this means that labor level sets can be updated directly from the People Editor moving forward. I have attached a step-by-step document on how to navigate the new screen.

We hope that this update will fix many of the issues we have encountered in Kronos Version 8. Please let us know if you have any questions or concerns moving forward.

Amanda Ganger: aganger1@uga.edu (706-542-6975)

Christy Coddington: ccodding@uga.edu (706-542-6971)

Payroll Front Desk: payroll@uga.edu (706-542-3431)

Driving Much? - July 14, 2017

The fiscal year 2018 General Liability Insurance Identification Card is now available on the University of Georgia (UGA) Insurance and Claims Management website: Georgia Liability Insurance Identification Card FY2018. The coverage date is July 1, 2017 to June 30, 2018.  Please print and place a copy of the Auto Liability Insurance Card in each state vehicle.  You may also provide a copy of the card to employees who drive personally owned or rental vehicles while on official state business.  

Below are a few reminders if an accident occurs.

  • Report all accidents within 48 hours to the Claims Center regardless of who is at fault. 
  • Reporting of an accident is required and applies to all accidents involving state vehicles and/or involving state employees operating personally owned or rental vehicles while on official state business. 
  • The Claims Center 24 hour toll free number is 1-877-656-7475. Time is of the essence; please do not delay reporting the claim because you do not have all of the information or the police report; additional information or updates are acceptable at any time. The Claims Center will assign each accident a report number.
  • Please contact or email Vance Silcott, UGA Insurance and Claims Manager, with your Claims Center report number.

The Georgia Department of Administrative Services (DOAS) Risk Management is responsible for the safety education of all state employees that drive on state business. Please view the two videos, Auto Liability and Driving Do’s and Don’ts at DOAS Risk Management Education and Training.  Scroll down to the Areas of Focus section to locate the videos. To ensure the University of Georgia is receiving credit as an institution participating in safety education, we encourage all new and experienced employees to view the videos as new training or as a refresher. Be sure to register your participation and provide feedback or comments about the videos.

During the participation registration process, you will be prompted to enter a parent agency and division.

1)From the parent agency drop-down list, select Regents, Board of 

2)Type in University of Georgia as the Division. 

If you have any questions about Auto Liability, please contact Vance Silcott at vsilcott@uga.edu or 706-425-3083.

DEMO Day for OneSource - 6/30/2017

You are invited to attend UGA’s OneSource "Demo Days” to preview portions of the PeopleSoft Finance and Human Resource and Hyperion (budget planning) systems, ask questions and provide feedback. Please share information about Demo Days with faculty and staff in your unit who might be interested in attending. Demo Days will consist of four identical sessions repeated over two days.

Attendees will sign up for one of the four time slots, either morning or afternoon on one of the two days.

There will be nine presentations, each in its own room. Each presentation is a “working demo,” not to be taken as the final product. Each demo will repeat every 20 minutes. Attendees can alternate through rooms, either attending all presentations in a round-robin fashion or attending just specific topics of their choosing.

When:             Session 1:  August 30, 8:30 a.m. – 11:30 a.m.

                        Session 2:  August 30, 1:30 p.m. – 4:30 p.m.

                        Session 3:  August 31, 8:30 a.m. – 11:30 a.m.

                        Session 4:  August 31, 1:30 p.m. – 4:30 p.m.

              

              Check-in begins 30 minutes before session start time.

How: If you would like to attend one of these sessions, please RSVP at Demo Days RSVP by August 11.

Who: All faculty and staff are encouraged to attend demo days. Please share this information in your unit.

Where: Georgia Center, Room K/L

What:

•          Faculty Self Service

•          HR Manager Self Service

•          HR Employee Self Service

•          Payroll, Time and Approval and Leave Requests

•          Purchasing and Paying for Goods and Services

•          Travel Expenses

•          Planning and Managing Budgets

•          How much do I have to spend?

•          Managing My Work: WorkCenters

Demo Days will also be held at the Tifton and Griffin campuses in September. Additional information on the specific dates and times will be forthcoming.

Please note, Demo Days are not training sessions. They are designed to give UGA faculty and staff a “sneak peek” at some of the new system functionality. Formal training opportunities will occur in advance of the Hyperion and PeopleSoft “go-live” dates, which will occur starting in 2018.

UGA’s OneSource project is a comprehensive business transformation project to adopt leading business practices, align our systems with those used by the University System of Georgia, and to utilize a new finance and human resources administration system that is integrated, efficient, modern, and supports data-driven decision making.

Please feel free to contact UGA's OneSource Project (onesource@uga.edu) if you have any questions or if you would like to submit any suggestions or recommendations. We appreciate your input and know it will benefit this project. For more information on UGA’s OneSource project, please visit onesource.uga.edu