Faculty

Staff Availability

Testing Participation

If your staff are participating in system testing, they will be required to commit anywhere from 8-16 hours per week to testing activities through the end of May. This may impact their response time for non-urgent requests.

Training Requirements

Staff will be required to take about 20-30 hours of training for FMM, depending on their role and if it involves contracts & grants management.

Travel

If one of the following applies to you:

• You’re planning to travel for university business between now and the end of the fiscal year (June 2025)
• You anticipate needing a cash advance for travel in May or June

Please check with your departmental staff as soon as possible to initiate the process and minimize potential impacts as a result of Concur system downtime during go-live.

Purchasing

If you anticipate having any purchasing needs between now and July, please coordinate this with your departmental staff as soon as possible to initiate the process and minimize potential impacts as a result of Gateway system downtime during go-live.

Contracts & Grants

GUS

Effective July 1, GUS will be replaced with Oracle Financials Cloud and available as read-only.

Tracking and reporting of projects and expenditures will be available in the new FinHub reporting tool (see: Reporting)

Reporting

FinHub, a modern financial reporting system, will replace existing campus tools.

The new Faculty & PI Dashboard will provide enhanced functionality that campus has not had previously:

• Ability to view award and project activity across the organization by Principal Investigator (PI)
• Ability to drill down to award and project details
• Data refresh is now daily vs monthly

Real balances in the dashboard will display in late July/early August when conversion is completed.

More Information & Resources

• Cutover Calendar
• Training Information and Schedule

Key Dates for Other Campus Initiatives

Secure UCSB

• Beginning April 30, all faculty, staff, and student employees who were overdue to complete the mandatory, annual 35-minute cybersecurity training in the UC Learning Center will lose access to important systems like Canvas, Google Suite, and Zoom
  • Users with expired training will now be directed to the UC Learning Center at SSO login instead of intended service and will regain access to systems upon completion of training

Duo MFA

• On May 7, UCSB will implement the following changes to Duo multi-factor authentication (MFA):
  • SMS/text codes and phone callback will be disabled
  • Duo Verified Push will be deployed

Timekeeping

• On May 11, UCSB will replace the existing Kronos timekeeping system with UKG Pro Workforce Management (Pro WFM). Training is required for payroll managers and timekeepers.