June Newsletter: New Employee/Manager Resources added to the Resource Library  

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

Employee and Manager Readiness Resources now available 

The NextGen Project Team is excited to announce the launch of new Employee and Manager Readiness Resources in the GA@WORK Resource Library! These resources are designed to help everyone across the State of Georgia prepare for the transition to GA@WORK.

Whether you’re an employee wanting to understand what’s changing, or a manager getting ready to guide your team, you’ll find practical tools and information to help you get ready for GA@WORK. Manager resources include step-by-step guidance to help get yourself and your team ready for what’s ahead, making the transition as smooth as possible.
 

Visit the GA@WORK Resource Library today to access these resources and start preparing to make the most of GA@WORK. 

New Finance Video: Journals & Transactions

A new GA@WORK Journals & Transactions video is now available! This video provides an overview of manual journal entries in the GA@WORK system. While journals will be created automatically when transactions are completed by employees whose role requires them to use Journals and Transactions, there may be some instances when manual entries are required. The video gives insight into what the manual process will look like and how to correct erroneous journal entries. 

To view the Journals and Transaction video along with the related change impact flyer and slide, click here.  

What’s Next

Enterprise Data Validation underway

Agencies are currently participating in Data Validation for HCM and FIN/PRO. This activity is the process of comparing and reconciling data samples between TeamWorks and GA@WORK. Ensuring accuracy of the data conversions helps to prevent operational disruptions between the platforms.

Each agency has assigned Data Validators who are familiar with their agency’s unique data requirements. They will compare data for HCM that includes employee and payroll data, while FIN/PRO data includes business asset information, supplier data, invoicing and purchase orders. Any defects found are reported to determine the cause of, and solutions to, any data issues.

Data Validation for HCM concludes on June 12, and FIN/PRO validation concludes on June 20. 
 

Payroll Compare Testing kicks off soon

As part of the transition to GA@WORK, agency payroll partners will take part in Payroll Compare Testing June 23 – July 18. This is a critical step to ensure that payroll will go smoothly post go-live in October.  

Participants will pull registers from both TeamWorks and GA@WORK and verify that their agency’s payroll is correct in the new system. Agency CFOs must sign an attestation form to confirm everything is validated.  
 

Upcoming Dates:  

An intro session and office hours for Q&A have been scheduled: 
     •    PCT3 Intro Session, Monday, June 23, 2 – 3 p.m.
     •    Office Hours: 
           o    Tuesday, June 24, 1 - 3 p.m. 
           o    Friday, June 27, 1 - 3 p.m. 
           o    Tuesday, July 1, 1 - 3 p.m. 
           o    Wednesday, July 2, 1 - 3 p.m. 
 

Participants who have not yet taken the GA@WORK Basic Navigation Training will have access to the training until Sept. 15.  

For any questions, please contact [email protected]. We appreciate your participation in this key process!   

You Oughta Know    

Training: Auto-enrollment launched for GA@WORK self-paced eLearning

On June 2, the Project Team launched self-paced, eLearning auto-enrollment for GA@WORK training. This enrollment was specifically for GA@WORK overview courses which provide basic instructions on navigating the system. The benefit of these introductory courses is they will provide users with a solid, foundational understanding of the system in preparation for more role-specific, instructor-led courses that will begin in late July. Access to the self-paced, eLearning training will continue through Sept. 15.

Also in June, registration for role-based Instructor-led courses will begin, and the first class will take place July 28. 
  

Please note that all communications regarding training registration and course enrollment will come from [email protected], so be on the lookout. 

Enterprise User Acceptance Testing has started 

Enterprise UAT kicked off on June 9 and will go through August 8. Testers from across the State Enterprise are coming together to make sure GA@WORK functions well for their work areas.  

What’s new 
Due to space constraints, work areas have been divided into four separate testing cohorts. Most testers will only be working through assigned test scripts for their work areas, not accessing many parts of the system.

Testing is not Training 
Please note that testing is not training. Participating agencies have been asked only to provide a representative who performs those functions. Testers are ensuring processes are working in the system and it runs as expected from start to end. Testing informs our critical Go/No-Go decision.
 

Training will teach users how to navigate through the system and perform tasks related to individual work duties. Training focuses on learning the process and functionality of GA@WORK and gaining knowledge and skills, so learners are ready to use the system in their job on Day One. 
 

P-Card Administrator Roundtables now open to select administrators 

The Department of Administrative Services State Purchasing Division team has been hosting monthly discussions related to P-Card policy and system updates as we transition to GA@WORK. These discussions cover topics such as Statewide Purchasing Card policy and P-Card plan updates, walkthroughs and demos in GA@WORK.

Originally scheduled as a quarterly series, the roundtable meetings have been changed to monthly sessions and have expanded to include agency CFOs, APO/CUPOs and APs, as needed. The purpose of this change is to keep administrators informed of upcoming changes, any data cleanup topics, and what will be expected during the transition period and after go-live.

To join the conversation and gain more insight, please plan to attend the next meeting on June 16 by sending an email to 
[email protected].

Related to: 

• NextGen