Oct. Newsletter: GA@WORK brings “aha” moments to FMC

Inside this Issue    

•    GA@WORK brings live demos, hands-on exercises to FMC Conference
•    New Procurement tools added to GA@WORK Resource Library
•    New Team Georgia Learning webinar available Oct. 22
•    HCM End User Workshops coming this fall
•    GA@WORK mock build in preparation
•    Agency Login/Authentication Readiness form due Oct. 31

What's New

GA@WORK brings live demos, hands-on exercises to FMC Conference 

Over the course of four days, hundreds of finance professionals from across the state of Georgia gathered on Jekyll Island for the annual Georgia Fiscal Management Council Conference.

GA@WORK was a key focus of this year’s event, with several members of the NextGen Project Team in attendance to provide updates and share insights on how financial processes will evolve in the new system. Attendees engaged with presenters covering a wide range of topics from Asset Management to Supplier Management and had the opportunity to view system demonstrations and get hands-on experience executing various tasks in the system.

The demonstrations and presentations offered valuable “aha” moments, helping to deepen everyone’s understanding of GA@WORK capabilities and the specific processes it will support.

New Procurement tools added to GA@WORK Resource Library

New Procurement resources have been added to the GA@WORK Resource Library that focus on Contract Management, P-cards, Requisitions & POs, Strategic Sourcing and Supplier Management.

For each business area, there is a toolkit of helpful information like change impacts, crosswalks, glossaries, FAQs and other resources to help inform and prepare Procurement professionals for the transition to GA@WORK.

What’s Next 

New Team Georgia Learning webinar available Oct. 22

The Project Team will host a Team Georgia Learning training webinar on Wednesday, Oct. 22, at 1 p.m. This live session will provide an overview of Team Georgia Learning, the Learning Management System (LMS) that all state employees will use to access and complete pre go-live end user training.

Employees interested in learning how to navigate Team Georgia Learning and prepare for upcoming training are encouraged to register for the webinar here.

HCM End User Workshops coming this fall

This fall, the GA@WORK Project Team will offer in-person HCM End User Workshops to a select group of HCM professionals across the enterprise. These sessions are designed to help future GA@WORK HR end users become familiar with new processes.

Workshop topics will include:

•    HR Transactions
•    Compensation
•    Time & Attendance
•    Recruiting & Onboarding

Each session is limited to 20 participants to ensure a focused, hands-on experience. Recordings will be available for those unable to attend in person.

Additional details, including registration information and workshop dates, will be shared in the coming weeks.
 

GA@WORK mock build in preparation  

The countdown has begun as the Project Team prepares for the upcoming GA@WORK mock go-live. This mock go-live will serve as a critical rehearsal for the official launch of GA@WORK. It is designed to closely simulate the actual go-live event, enabling the team to thoroughly test and validate data, processes and user readiness. By identifying and addressing any remaining issues during the mock build, the team aims to ensure a smooth and successful deployment.

In preparation for the mock go‑live, all Georgia Enterprise Technology Services (GETS) agencies and SSO/Hybrid agencies must complete the required steps outlined in the communication emailed to agency Identity Provider Administrators (IdPs) and CIOs on Oct. 8. These actions are due by Oct. 24 and represent the final opportunity to test, learn and fine‑tune sign in before the full implementation.

Agency Login/Authentication Readiness form due Oct. 31

To confirm readiness, non-GETS or SSO/Hybrid agency CIOs and Identity Provider Administrators (IdPs) must complete the Agency Login/Authentication Readiness Form by Oct. 31. This form was emailed on Oct. 9 and ensures each agency understands its login responsibilities, can communicate instructions to end users and is prepared for GA@WORK access.

Completing the form requires collaboration between your agency’s IdP Admin (for SSO/Hybrid) or IT Team (for Native with MFA), along with your HR Director and NextGen POC. 

Step‑by‑step instructions are available here, and agencies are encouraged to join the upcoming working sessions on Oct. 21 (Hybrid/SSO mobile) and Oct. 22 (Native with MFA mobile configuration). 

If you have questions, please email [email protected].

 

You Oughta Know 

Small group sessions in the works following Oct. 6 grants workshop

The second Grants Overview Workshop took place Oct. 6. More than 150 people participated in the virtual workshop, which touched on topics about the transition to the grants and award functionality in GA@WORK.

Key dates and timelines were shared with attendees, and additional small-group and one-on-one sessions are being scheduled to assist agency participants with upcoming requests.

If you were not able to attend and would like more information, please contact [email protected].

Payroll Costing Allocations request coming soon

Agencies will soon hear about a request to review payroll costing allocations. Responding to the request will ensure that incorrect information is identified and corrected in the system so that payrolls transition smoothly from TeamWorks to GA@WORK.  

What are payroll costing allocations? 

Payroll costing allocations show how payroll expenses are assigned. Funding sources could be funds, grants, projects, costs centers or a combination. Sometimes funding sources will change over time due to a grant beginning or ending.  
Agencies rely on these allocations to make sure payroll costs are associated with the correct grant or project. If allocations aren’t accurate, it could impact grant compliance, reporting and overall financial accuracy after go-live.  

Next steps 

Be on the lookout for an email from the NextGen inbox with detailed instructions and a meeting invite to an overview session later in October.  
 

Procurement professionals advised to continue data cleanup

Procurement teams encouraged to continue data clean up efforts to prepare for GA@WORK go-live. This includes clearing any open purchase orders prior to FY2020, inactivate any duplicate supplier records, clear unpaid vouchers from FY2020-2023 and bidder records with duplicate tax IDs.

Refer to the May and September APO/CUPO follow-up email communication. Access the presentation and video recording on the DOAS website. 
 

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.

Related to: 

• NextGen