August Newsletter: HCM Preview Sessions draw employees from across state

The NextGen Project aims to modernize the state’s Enterprise Resource Planning (ERP) system by replacing PeopleSoft Financials and Human Capital Management with GA@WORK, a new cloud-based solution that will propel Georgia government into the forefront of technology and change the way we do business. Click here to learn more.

What's New

HCM Agency Preview Sessions draw employees from across state

The NextGen project recently hosted a series of HCM Agency Preview Sessions across the state, giving attendees a sneak peek into some of the most common processes in the GA@WORK system. Attendees had the opportunity to not only view the processes but ask questions and share valuable input on system considerations. 

Each session kicked off with welcoming remarks from NextGen Project Team leadership, setting the stage for an informative preview of GA@WORK, which included an overview of the platform’s core functionalities, navigation and search capabilities. 

In the afternoon, participants dove deeper into specific aspects of GA@WORK through a series of breakout sessions focused on Absence Management, Core HCM, Learning Management, Payroll, Recruiting and Talent Management. The Agency Preview Sessions also served as a valuable networking opportunity, allowing colleagues to connect and exchange insights about GA@WORK. Thank you to all who attended. 

Click here to see what Preview Session attendees had to say about GA@WORK.

What's Next

Adaptive Planning

A new workstream is being added to the NextGen Project. Adaptive Planning will focus on planning and budgeting, dashboard reporting and general reporting. The workstream will design and configure the adaptive planning module to support agency-level budget development activities.

Data Validation

The Project Team would like to thank all those who have participated in the Data Validation efforts to date. Your hard work and effort truly help improve data quality and ensure a smooth transition to GA@WORK. Most recently, Round 2 of HCM Data Validation was completed and Round 1 of Finance/Procurement Data Validation will wrap up August 16. Round 3 of HCM Data Validation and Round 2 of Finance/Procurement planning are coming up next with HCM targeted for September 16 - 27 and Finance/Procurement targeted for October 7 – 25.

Confirmation of Data Validation, accuracy and quality will remain critical to the success of the NextGen Project, especially as System Integration Testing begins. To ensure agencies are in full participation, the team will implement a sign-off process that will enable agency POCs to sign off on completed Data Validations using DocuSign. Keep watch for more details. 

FIN/PRO Agency Preview Sessions
The NextGen Project Team is hard at work planning the Financial/Procurement (FIN/PRO) Agency Preview Sessions, coming this fall. Like the HCM Agency Preview Sessions, these sessions will take place at various locations across the state but will also be presented at the Georgia Fiscal Management Council Conference. There will be a heavy focus on financial and procurement processes, including the Foundation Data Model, Budget/Adaptive Planning, Grants/Projects, P-Card, Requisitions and Purchase Orders and more along with a few Human Capital Management highlights. 

Finance and procurement teams are encouraged to attend the Georgia Fiscal Management Council Conference taking place October 27-30 to get a preview of the finance and procurement processes in GA@WORK. Registration for the conference ends on September 15. 

Following the conference, the same content will be presented at the FIN/PRO Agency Preview Sessions, this fall. Stay tuned for more information.

Team Huddle

In preparation for the FIN/PRO Agency Preview Sessions, the Project Team is convening an in-person Team Huddle in Atlanta to discuss the Finance and Procurement wave of the NexGen Project. The Huddle will provide the Project Team with an overview of the finance and procurement business processes that will be shared in the FIN/PRO Agency Preview Sessions that follow. Team members will be asked to provide feedback to ensure the processes and presentations accurately preview the GA@WORK system. 

Supervisory Organization Mapping
A Supervisory Organization in GA@WORK is a fundamental structure that defines the hierarchy and reporting relationships within an organization. It is the backbone of GA@WORK’s Human Capital Management (HCM) system, organizing employees based on their reporting lines and managerial relationships. 
 
To ensure the accuracy of the enterprise’s reporting hierarchy and that business roles are correctly assigned to the right security roles, select HR and Finance agency representatives will be asked to participate in a Supervisory Organization Mapping activity. In this activity, existing data will be used to create and validate the GA@WORK Supervisory Organizations.

You Oughta Know

NextGen Townhall  
The next Townhall meeting has been scheduled for September 9, and the agenda is loaded with hot topics from the new Adaptive Planning Workstream and Data Validation to the Finance/Procurement Agency Preview Sessions and the Foundation Data Model. 

This is a great opportunity to get a pulse on the NextGen Project and to engage with project leadership. Invitations will be sent to agency heads and agency Points of Contact to forward on to their teams. 

Change Readiness Assessment
A Change Readiness Assessment is a survey that helps to evaluate an organization’s preparedness to implement major changes so we can see how ready we are for GA@WORK over time. These assessments help provide insights into areas of engagement and identify areas that may need additional support. 

The NextGen Project Team will deploy a Baseline Change Readiness Assessment from August 19 through September 6. Your feedback will help us develop targeted action plans, tailor communication strategies, and provide the necessary support to facilitate a smooth transition to GA@WORK. This survey will be sent to the NextGen Project Team, and through the NextGen Change Network to affected agencies. Two more Change Readiness Assessments will be rolled out prior to training and prior to HCM Go-Live.
 

Related to: 

• NextGen