FST Update

Want to listen to this update instead of reading it?  Tune in to the latest WFST Broadcast!

 As 2020 draws to a close, the FST project team would like to thank everyone at UVA who has worked closely with us this year -- there's absolutely no way we could do any of this without your expertise and input.  

While we should all be proud of this year's progress, we also know that like our worn-out canine friend pictured above, we all need a break.  Please take time over the winter break to do whatever it is that brings you peace and joy.  We look forward to working with you all in 2021!

Until then, here's where things stand at the moment and what's coming up in the New Year.

As the year ends 

Customer Confirmation sessions are wrapping up.  Nearly 1500 stakeholders from across UVA have seen the first look at Workday financials functionality with UVA data inside. The 18 confirmation sessions are just a starting point for UVA getting a look at Workday Financials and confirming that the overall direction meets UVA’s needs.  During the sessions, attendees got to see business processes performed within the tenant, and they asked questions and noted issues that we’ll have to tackle in the future.

Check out the online Community to see slide decks for each customer confirmation session.   There will be another round of customer confirmation sessions in May of 2021. 

In other news, the project management office is continuing work with UVA’s audit team and an outside firm on a project health check, the Reporting & Analytics team is working on the development of reports for their first spring cycle, and the System Remediation Network is continuing its work.

Looking Ahead 

The team is going to take the information from this first round of customer confirmation sessions and continue their configuration and prototype work, culminating in another build of the UVA Tenant of Workday Financials in April of 2021, just in time for that next round of Customer Confirmation sessions in May.

There will be another tenant build after the second one if we have time, and we’ll do testing of the system for eight months starting around September of 2021. 

We'll also be socializing the Foundation Data Model (see more on that here) after winter break.  Beginning in January and throughout the spring and summer, the team will be working with schools and units to meticulously sort out the mapping from the PTAO to the FDM. 

Check out the Phase 3 - Implementation Roadmap on the FST Website for more information on what's coming up.

And best wishes for a wonderful 2021!

Happy New Year, Happy New FDM!

 

Click the image for a larger view

The FST project team will be socializing the FDM – the foundation data model – to university-wide representatives, starting in January of 2021.  In the image above, from our December Advisory Group meeting, you can see how the FDM work falls with other areas of effort when we get back from our holiday break.

Questions?  Concerns?  Please reach out at financetransformation@virginia.edu! 

FST Customer Confirmation Session Next Steps

This week, the project's Customer Confirmation Sessions (CCSs) wrap up. These sessions were a first peek into the initial iteration of UVA's Workday Financials tenant. 

The FST team's next steps will be to consider session feedback, change impacts, and outstanding decisions. During focused periods of work, referred to as sprints, the team will implement changes and continue work to resolve remaining questions. Another tenant build is on the horizon. 

These confirmation sessions were a huge investment of time for the team and participants, but it was time well spent because it will help ensure that we continue to move toward a Workday Financials tenant design that will best meet UVA's needs. 

More opportunities for feedback are also coming, and as we get closer to go-live on July 1, 2022, training will become a high priority.

The CCS pre-read video and individual session presentations are posted in the online Community. 

What's next for Inclusive Excellence in UVAFinance

 Contributed by Patty Marbury

The beginning of 2021 will see the start of some exciting things for Inclusive Excellence in UVAFinance:

1. DEI Education: We have selected several online courses for managers and employees. To allow for greater engagement, the courses will be offered in the context of group meetings with breaks for discussions.

2. Sprint discussions: We are working on a schedule of several months of topics, to allow for participants to read, listen to podcasts, research, or watch videos about the topic. This schedule will be tentative to allow for changes due to relevant current events. Watch for the schedule to come out just after the New Year!

3. Book discussion: In addition to the sprint discussions, we will continue to host book (or movie or podcast) discussions every other month. The next book discussion is scheduled for January 28, 1:30-3:00 pm. We will be discussing the novel, The Vanishing Half by Brit Bennett. A zoom meeting invitation will be coming shortly. UVAFinance will purchase five copies of the book (to be added later to our library), so please let me know (pam5w@virginia.edu) if you would like to reserve one.

4. Guidelines for HR practices within UVAFinance: We are working on providing consistent languages for job postings, as well as guidelines for search committee selection, interviewing, and recruiting.

The UVAFinance IE Advisory group includes Patty Marbury, Melody Bianchetto, Jen Bari, Jack King, Steve Kimata, ToShun Campbell, Raegan Harouff Gaye, Anne Marie Cumiskey, Mohammed AlKaisy, and LaVerne Harris. Please reach out to any member of the group with questions.

Decadent 3 Ingredient Vegan Chocolate Pots Recipe

 

Contributed by Linda Leshowitz

These amazingly decadent chocolate pots are super easy to make with only three ingredients: 

• Almond milk (or other plant-based milk)
• Medjool dates
• Dark chocolate

Chocolate lovers will especially enjoy this special treat! You can whip these up in a jiffy and let them set in the fridge for at least 4 hours or overnight.

Get the full 3 Ingredient Vegan Chocolate Pots recipe here.

Tips:  

• If you can’t find unsweetened chocolate (100% cacao), get the darkest you can find (a Fair Trade brand is suggested). For example, Endangered Species™ 88% Cocoa dark chocolate bars work great. You can just break up the bars and microwave them to melt. 
• These chocolate pots are very rich and pair lovely with a dollop (or more) of Coco Whip™ on the top (found in your grocer’s frozen case). Or, prepare you own Coconut whip from scratch.

Stop, Remediate, and Listen: The FST System Remediation Network

Contributed by Scot Thornton, FST Systems and Remediation Lead

As the FST project progresses further into the implementation phase, we turn our attention more to preparations for system remediation. Specifically, we’re assessing system-specific impacts and readying to perform the necessary changes. System remediation is the process of identifying and implementing changes that are required to non-Workday systems in order to successfully integrate with Workday Financials or consume new financial data following the transition from Oracle. This process will be collaborative, with the FST team working with partners in the schools and units to ensure you have what you need in advance of the July 2022 go-live of Workday Financials.

The System Remediation Network (SRN) kicked off activities in November, and just had its second meeting this month. That meeting focused on an in-depth overview Foundation Data Model (FDM).

Here’s more info about the network:

Who participates?

·        Owners/sponsors of systems affected by Workday Financials implementation

·        Functional and technical support staff for those systems

·        FST project support staff from the technical and functional teams

·        FST change management team members

What’s the purpose?

To provide a collaborative forum for affected UVA system owners and support staff. The network will enable participants share information, documentation, tools, and best practices necessary for effective system remediation. It will also help system owners navigate project processes, such as testing, and gain access to information related to system remediation from other FST workstreams as needed.

Where and when does the group meet?

The System Remediation Network will meet monthly for the first few months and then will likely ramp up to a biweekly meeting schedule. Meetings currently occur via Zoom.

Why does this group exist?

To ensure that the FST team provides the information and support required by system owners to effectively remediate your systems in advance of the Workday Financials implementation on July 1, 2022, and to ensure the continuity and stability of the services provided by these systems.

To facilitate the network’s activities, the SRN has a dedicated area in the online Community. 

Ten Cost-Saving Green Workplace Measures

Shared by Dana Schroeder

Sustainability is about finding “win-win-win” solutions that are good for the planet, people, and the bottom line. As the coronavirus pandemic has swept through and challenged the typical modes of operation for our University, extra emphasis has been placed on keeping people safe and reducing costs. Fortunately, many environmentally green solutions can also save some “green” and help us be good stewards of UVA’s resources during this tough time.

If you are a UVA employee, we encourage you to collaborate with others in your workplace on some of these cost-saving sustainability initiatives. Consider bringing these ten ideas to your colleagues, your leadership, and your individual decisions. Also, feel free to reach out to greenworkplace@virginia.edu to request a consultation on implementing any of these measures in your workplace.

QUICK WINS

1. Winterize your workplace: Especially with some people still working from home, we have many opportunities to save on utility costs as we move into winter. If possible, have someone do a sweep of the office and make the following adjustments throughout.

• Set all thermostats to the low end of their range.

• Close all window blinds to help keep heat in. During the winter, only open blinds when you are in the office and want natural light.

• Check with work-from-home colleagues, then unplug everything around their station/office.

• If your whole team will be working from home for the next month or more, contact Automation Services about temporarily scaling back space conditioning in your area. Find Doug Livingston’s contact info here.

2. Check before you buy: When you are in need of office supplies, furniture, or IT accessories, you might be able to get them for FREE. These two programs redistribute lightly-used supplies at no cost to your department, and you can call or email to check if they have what you need.

• The Reusable Office Supply Exchange (ROSE) has everything from paper clips to desk organizers, file folders to printer ink. Please never buy another binder again! ROSE has a huge assortment. Recycling@virginia.edu or (434) 982-5050.

• The ReUse Store carries all kinds of office furniture and decor, filing systems, computer monitors, building materials, and fun surprises like an old pool table from Newcomb Hall. Items are free for UVA use, or you can buy items for personal use at incredible prices. Reuse@virginia.edu or (434) 243-0295

3. Create a culture of reuse: Purchasing single-use disposable items sends a bad environmental and budgetary signal. Save money by NOT providing bottled water, disposable cups, or plastic cutlery for the office. Instead, start setting norms like everyone keeping their own set at their desk, and using leftovers from catered events only as a backup. Similarly, saying no to k-cups and making more sustainable coffee options the norm could also yield significant savings over time.

BIG SAVINGS

4. Go “lean” with devices and equipment: To yield savings in both purchasing and utilities, conduct an inventory of IT and other equipment, and find ways to cut back. Most devices are costly to procure and use a lot of energy over their lifetime. Try any of the following for a leaner equipment strategy.

• Phase out desktop computers in favor of laptops, which use less than half the power.

• Consolidate appliances like printers so that there aren’t duplicates in individual offices.

• If you have a small data server, work with ITS to join the cloud for security and efficiency.

• For huge savings, banish space heaters & personal fridges, which use a TON of energy. If people are cold or lacking fridge space, address these issues at the facility level instead. If comfort issues remain hard to address, allow radiant heat solutions, which use up to 95% less energy and are significantly safer in the workplace.

• Achieve additional energy savings from your IT equipment by adopting recommendations from the Sustainable IT group. 

5. Tackle ink and toner expenses: Toner is one of the most costly office supplies, and single use cartridges are an unnecessary landfill burden. Luckily, you can approach toner and ink reductions from multiple angles.

• Simply find ways to print less (see #9 below for ideas).

• Consolidate to a shared printer/copier as opposed to smaller units in individual offices (as also recommended in #4 above) so that small cartridges don’t dry up unused.

• Opt for remanufactured cartridges from the Supply Room on UVA Marketplace, which are about half the price on average (not available if your printer is managed by PCS).

• Learn more about tackling toner at https://virginiainkprogram.com/ or by contacting Keith Courtney at the email or phone listed here.

6. Connect with Delta Force: A team of UVA sustainability and  energy engineers dubbed “Delta Force” would love to work with you to explore a comprehensive lighting upgrade in your space for energy efficiency, proper color, intensity, and dimmer control. DF engineers can offer lighting improvements that cost nothing to departments up front, and begin to accrue major utility savings in a matter of a few years. Request a feasibility study by contacting Jesse Warren at sustainability@virginia.edu

POST-COVID

7. Continue to minimize travel: Travelling, especially by air, is a major expense to the University as well as a major contributor to climate change. Even after we are able to travel again, consider attending conferences virtually and explore opportunities to check in with distant collaborators via Zoom. According to RARE, an organization that inspires social and environmental change, flying one less time per year is one of the top seven actions an individual can take to most effectively combat climate change.

8. Be more conservative with catering and gifts: Once events and tabling are able to happen in person again, consider revisiting your purchasing strategy for giveaways and food. Try any of the following to keep budgets low and reduce our planetary impact.

• Host events and meetings in the morning or mid-afternoon, and either do without food or only provide a few small snacks to minimize the potential for food waste.

• If catering a full meal, going all or mostly vegetarian supports health, saves money, and reduces the carbon and nitrogen footprint.

• Important guests who perform or speak on a regular basis may accumulate a lot of unneeded gifts. Show appreciation instead with a heartfelt card and/or a special snack for during their visit.

• For tabling “swag,” avoid cheap grab-and-go items, and instead offer something higher quality only to those who sign up for your newsletter or follow your page on social media. Unfortunately many grab-and-go items get thrown away shortly after an event, so choose quality over quantity.

9. Keep paperless processes in place: What if your team could cut paper purchasing to almost zero? If you’ve been working from home, you’ve likely found electronic ways to do things you used to do with paper (like signing documents, getting feedback on drafts, and submitting receipts or approvals). Even once we are in the office together again, encourage your team to stick with those electronic processes for good. The trees and your budget will both thank you.

BONUS FOR LABORATORIES

10. Shut the Sash: It’s hard to believe, but one chemical fume hood can use as much energy as an average american home -- that’s a big utility bill for one piece of equipment! Optimize safety, efficiency, and cost by always completely shutting the sash when your fume hood is not being used. During experiments, work using a minimal opening. Find more Green Lab tips here.

And as always, consider pursuing Green Workplace Certification for your office. Find additional actions, recommendations, and resources at https://sustainability.virginia.edu/programs/green-workplace.

Check the Shoutout Board

Shoutouts are pouring in to the new online UVAFinance Shoutout Board.  

Hop on over to see if one of your colleagues has recognized you -- and while you're there, call out the efforts of one of your team members!

Visit the UVAFinance online Shoutout Board here!

Challenging the Status Quo Panel Series on Finance Matters

The Challenging the Status Quo Panel Series was designed to show you different perspectives from UVAFinance employees who aren't afraid to challenge the status quo and share their thoughts and ideas with you. Today's session focuses on the UVAFinance Service Model Project Plan, with guests Andrew Sallans, Scott Adams, and Raegan Harouff Gaye.

LISTEN IN HERE!

More on the future-state service model here

New on Finance Matters: Two new episodes for your listening enjoyment

Asking Questions for Better Collaboration

Let's talk about questions: asking questions of others, asking questions of yourself, and asking questions for better collaborative results. Angela Knobloch joins Patty and Brandi to share how asking better questions can lead to improved relationships and better results.

LISTEN IN HERE!

The Benefits of Volunteerism

Volunteering: it's great for networking, skill-building, and soothing your soul. Tune in to this conversation with Brandi and Patty to learn more!

LISTEN IN HERE!

December 16 payroll deadline

University closures over the holiday season impact the deadlines by which employees must enter their time/absence data.

For the December 7 – December 20 pay period, time needs to be entered by December 16 at 5pm.

The time for December 17 – 20 should be estimated. Any corrections to estimated time can be made as a retroactive change in Workday after December 24, 2020, to be reflected in the January 8, 2021 pay.

Managers, please note that you will have until 11:00am on Thursday, December 17th to approve time.

Continuous Improvement: Listening to Learn

Contributed by Angela Knobloch, FST Change Management & Continuous Improvement Workstream Lead

How might listening be foundational for continuous improvement? Consider these levels of listening:

Level 0: Hearing to respond (not listening!)

Level 1: Listening for usefulness of information for self

Level 2: Listening to understand, gain empathy, and learn

In order to continuously improve, it’s critical to engage with others to better understand their challenges, as well as ideas to make things better. Level 2 listening, which requires concentrated effort and intention, becomes foundational. This allows us to truly understand the extent of the pain in a process, see what the current state actually looks like end to end, and gather feedback to keep the CI cycle going!

Challenge yourself this week to improve your listening. The following two acronyms might be helpful to remember!

WAIT = Why am I talking?

WAIST = Why am I STILL talking?

Check out more from Angela on this topic on Finance Matters!

Continuous Improvement: Using Questions to Challenge the Status Quo

Contributed by Angela Knobloch, FST Change Management & Continuous Improvement Workstream Lead 

Individual changes collectively add up to have a significant impact on the work environment. This week’s focus is on the use of questions to help us shake off the status quo and approach a situation differently.  While this is relevant to change and continuous improvement, it has plenty of application in our lives overall!

I once had a colleague who reviewed these questions once a week as part of planning her to-do list.  By systematically asking these questions, she discovered opportunities for improvement, increased collaboration, and instances where she was the barrier to progress. Of course answering these questions takes honest reflection and courage. It’s likely the only way to truly influence and transform the culture: one individual at a time.

Pick one of these questions to use today:

It Starts With You

Five All-Purpose Self-Questions for Challenging the Status Quo

• How can I see this with fresh eyes? 
• What might I be assuming? 
• How might I be rushing to judgement? 
• What am I missing? 
• What matters most? 

For more from Angela on this topic, tune in to this episode of Finance Matters!

New Info on the FST Decision Log

Did you know that UVA is adopting the Workday Internal Service Provider (ISP) functionality? 

This means that goods and services provided by schools and units to others who are internal to UVA will be processed by Workday’s Internal Service Delivery (ISD) tool.

You can read more about this decision, made using the RAPID process, by checking out the Decision Log on the FST website. In addition to decisions already made, the Decision Log also lists upcoming decisions the FST team is considering, so make sure to check back periodically to stay informed about the project!

New Workday Words on the FST Website

 

Do you know what CCS stands for? What about FDM? You can find out by heading over to the Workday Words page on the FST website!

The FST team is constantly adding more words and definitions to the page. And with Customer Confirmation Sessions (CCS!) happening all this month, more and more Workday-related terms are posted every day.

If you don’t see the word you’re looking for on our list, please let us know by clicking on the Give Feedback button in the top right of the website page. 

You can also email suggestions to financetransformation@virginia.edu.

Check Out Recordings of Fiscal Administrators Meetings

There was some great content at the last Fiscal Administrators Meeting and so many great questions asked by attendees!

Jenn Glassman, Director of Procurement and Supplier Diversity Services, provided a helpful and detailed update on PaymentWorks, a system for supplier onboarding and management. After Jenn’s update, Addie Coe, FST’s Procurement and Supplier Contracts Lead, talked about the decision to do all non-catalog requisitioning within Jaggaer. Finally, Jonathan Agop, FST’s Supplier Accounts Lead, spoke about the future state of address and site management.

Some of the questions asked by attendees include:

“Will all vendors have to re-register with UVA?”

“What does non-catalog requisitioning within Jaggaer mean for payment vouchers?”

“What will determine competition with this change to non-catalog requisitioning?”

“Will the future state of address and site management apply to payment voucher recipients?”

For the answers to these questions and more information on these topics, you can check out the recording of this meeting on the FiscalAdministrators page of the Financial Reporting & Operations site. 

Also, if you are a Fiscal Administrator and have questions of your own to ask, please make sure to attend the next meeting on January 27, 2021.