Navigating Georgetown University's GMS: A Comprehensive Guide

Georgetown University utilizes the Georgetown Management System (GMS), a comprehensive data management system, to streamline various administrative functions. This system is central to managing personal, payroll, and benefits information, as well as time off requests and timesheets. Understanding how to navigate and utilize GMS is crucial for all employees, particularly newly hired benefits-eligible faculty and administrative staff.

Introduction to GMS

GMS serves as the University’s central hub for managing a wide array of employee-related information and processes. Given the diverse roles and responsibilities across the university, the frequency of GMS usage varies among employees. However, Georgetown University strongly encourages all employees to regularly check their GMS accounts to ensure that their personal information is accurate and up-to-date. Learning in GMS is a dynamic Learning Management System (LMS) built into the Georgetown Management System (Workday) that centralizes and streamlines the staff learning experience.

Benefits Enrollment and Management

A significant aspect of GMS is its role in benefits enrollment and management. Newly benefits-eligible employees have a 30-day window from their date of hire or change in eligibility to make their benefits elections online via gms.georgetown.edu. It is important to note that employees cannot make these elections before their start date or activation in the system.

Key Benefits Information:

Benefits Package: Georgetown University offers a robust benefits package to newly hired benefits-eligible faculty and administrative employees. This includes medical, dental, and vision insurance, retirement savings plans, tuition assistance, and time off for vacation, sick time, parental bonding, and holidays.
Effective Dates: Medical, dental, vision, flexible spending, and supplemental life insurance benefits typically take effect on the first day of the month following the hire date or eligibility date. However, if the hire date is the first of the month, benefits are effective immediately.
Benefits Orientation:Attending a Benefits Orientation before submitting elections is strongly encouraged. These orientations are held every other Tuesday on Zoom. It is also recommended to watch the Benefits Overview Video before attending the orientation.
Step-by-Step Instructions: Assistance with making elections in GMS is available through step-by-step instructions.

Learning and Development through GMS

GMS extends beyond administrative functions by incorporating a Learning Management System (LMS). "Learning in GMS" offers an extensive library of both technical and soft skills training. This resource is designed to support employees in developing their core performance competencies. Furthermore, the School of Continuing Studies provides access to Coursera for Campus to all students, faculty, and staff through 2028.

Tuition Assistance Program (TAP)

Georgetown University supports the professional development of its employees through its Tuition Assistance Program (TAP). Full-time employees who have completed one full year of continuous, eligible service in their roles can benefit from this program. The tuition assistance also known as TAP Benefits to full time employees who complete one full year of continuous, eligible service in their roles.

GMS Financial System: An Overview

Georgetown University implemented a new financial system within GMS. From a system perspective the financial system is working as planned. Any downtime has been minimal and the system is quite responsive, despite the volume of activity.

Key Aspects of the Financial System:

Research/Start-up Funds: Research/Start-up funds are assigned to a worktag labeled “Assignee” within a cost center.
Cost Centers: In GMS, cost centers have a different meaning and often represent whole departments.
Reporting Capabilities: There is currently no ability to restrict reporting or view capability at a granular level within cost centers. The Cost Center Manager or Financial Reporter for your cost center should be able to run a report and obtain the information for you.
Vendor Registration: Vendors need to re-register to be included in GMS.

Transition and Implementation Phases

The implementation of GMS involved several key phases, including testing, training, and data migration.

Key Milestones and Activities:

User Acceptance Testing: User Acceptance Testing concluded with very few errors found. Errors identified were corrected or acceptable workarounds were identified, with the exception of one bug preventing the creation of Grant Award budgets.
Approver and Requisitioner Training: Approver and Requisitioner Training has begun and will continue for the next several weeks.
Chart of Accounts Training: Chart of Accounts training is mandatory for anyone who will have a role in the new financial system.
System Test Cycles: Campus representatives and representatives from Financial Affairs have been completing System Test Cycles, focusing on journals, settlement, creating invoices, and supplier contracts.
Town Hall Meetings: University-wide Town Hall Meetings were scheduled to provide updates on key dates, purchasing changes, training schedules, and general preparedness.

Key Dates and Deadlines (Historical Context)

Understanding the timeline of GMS implementation provides context for its current state.

Historical Dates:

June 30: Purchasing changes effective.
June 6: Deadline for PeopleSoft Cost Centers Requests for non-RX PeopleSoft cost centers.
June 13: The last day for pre-award offices to submit SPAN’s for RX centers.
May 30, 2014: Any transaction in GMS that has not been approved that is over 365 days old will be cancelled.
July 1, 2014: Existing cost centers will not be a valid form of payment for on-campus food and service-type establishments.
April 7: Chart of Accounts training began.
March 24: The University Treasurer hosted a Town Hall meeting for Financial Users to provide an update and announce some upcoming procurement policy changes.
May 12-23: User Acceptance Testing is schedule.

Communication and Feedback Mechanisms

Effective communication and feedback mechanisms were crucial during the GMS implementation and continue to be important for ongoing improvements.

Communication Channels:

Financials Operations Group: Provides bi-directional communication, feedback, and change management to the campuses and the central Financial Affairs office.
HCM Operations Group: Provides bi-directional communication, feedback, and change management to the campuses and the central offices of HR, Benefits, and Payroll.

GMS and Workday

Georgetown University's GMS is built on the Workday platform. Several other universities have also transitioned to Workday for HCM and Financials.

Read also: Exploring Georgetown University

Universities using Workday:

Schools that have just signed up with Workday: University of Washington, University of Texas at Austin
Schools implementing Workday HCM: Carnegie Mellon University, Syracuse University, University of Miami, Madison College, Yale University, Tallahassee Community College
Schools live on Workday HCM: NYU, Cornell University, University of Southern California, Broward College, Brown University, Georgetown University
Schools implementing Workday Financials: University of Rochester, Georgetown University
Schools live on Workday Financials: Brown University

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