Save the Date: 1st Annual Appreciative Inquiry Showcase

1st Annual Appreciative Inquiry Showcase and Chili Cook-Off/Pot Luck Event

Please mark your calendars for Tuesday, March 14^th between 11:30 and 1:30 for a great event!  The Appreciative Inquiry Steering Committee is will host a VP Finance Pot Luck luncheon, including a Chili Cook-Off, to celebrate and showcase the work that has been done over the past year in all of the Appreciative Inquiry Committees. 

There will be poster presentations by each Committee to share the highlights of their accomplishments.  This will also be an opportunity for you to learn about the purpose of each AI committee.  We hope that everyone will consider signing up to participate on an AI committee for next year.  We want to rotate membership throughout VP Finance so that everyone who has an interest in participating gets a chance!

While you’re enjoying the posters, you can take part in a Pot Luck lunch and Chili Cook-Off. 

Those who like competition should get out their favorite Chili Recipe and compete in the 1^st Annual VP Finance Chili Cook-Off.  There will be prizes for several chili categories (more later on the exact prizes and categories).

If you prefer to just share and not compete, please consider bringing a side or dessert.  Chicken and drinks will be provided, but we need more than that to make this a true pot luck event.  We have set up a sign-up Genius account so that you can indicate what you will bring. 

So get out your favorite recipes and prepare to dazzle your colleagues with your culinary expertise!

  Sign up through Sign Up Genius below. 

Sign Up

We’re looking forward to seeing everyone on March 14^th!

New Faces in Sponsored Programs

Welcome, Marie "Dette" LaRobardier, Contracts Administrator

Dette joins the Contracts Team with over 10 years of experience in the pharmaceutical and biomedical industries. Her expertise includes project management and process improvement. Her most significant project was as Director of Operations for Viacord, Inc., where she played a key role in the launch of a nationwide service for cord blood stem cell collection, preservation and transplantation. Immediately prior to joining OSP Contracts, she managed over 500 accounts at a local country club in addition to reinventing their publications and marketing materials. She holds a Bachelor of Arts in Economics and a Bachelor of Science in Industrial Engineering and Management from Columbia University. Dette enjoys any design/build project (ask her about the purchase/renovation of her “as is” home!), volunteering and vegetable gardening. She loves spending time with her fiancé and their rescued Labrador, Jackson.

Bicentennial Scholars Fund Affirms UVA Commitment to Need-based Financial Aid

The recent announcement of the establishment of a permanent endowment that supports student scholarships at UVA has caused a ripple of excitement through the Student Financial Services (SFS) team at UVAFinance. 

The endowment, called the Bicentennial Scholars Fund, is a combination of philanthropic contributions and matching donations from the University’s Strategic Investment Fund (SIF). 

According to Scott Miller, Director of Student Financial Aid, the endowment is a strong affirmation of AccessUVA, the University’s commitment to making education at UVA accessible.

“If a student is admitted to UVA, and they have need, then we’re going to meet that need 100%,” says Miller. 

The endowment also represents a "tremendous amount of cooperation between Melody Bianchetto and UVAFinance and the office of University Advancement," says Mark Luellen, Vice President for Advancement.

Luellen says developing the initiative took a lot of work from many parties to “provide a way for donors to engage with the University’s number one priority, students.”

“The matching donations from the SIF mean we’re putting some skin in the game,” says Luellen, adding that SFS’s partnership in stewardship is vital.

In the flurry of activity that greets each new semester, Miller says he has enjoyed seeing scholarship agreements coming through for students.  He points out that while the Bicentennial Scholars Fund doesn’t necessarily change what the students see on their end of the transaction, it does change where the funds come from, and he tries to help students understand what it means when their scholarship comes from an endowed source.

“I try to point out to students that part of your scholarship is funded by an endowed source, and that usually means someone who wants to pay it forward and give back to their alma mater,” he says.

Miller says that students respond positively to this idea, and he hopes it plants a seed in their minds for their own future giving. 

The new endowment means the SFS team will be processing an increasing number of smaller gifts, and partnering with the Office of Advancement to follow the intent of donors, report back on recipients, and assist with student thank you cards, so that both donors and students experience a personal touch.

The cooperation with Advancement is just one example of how SFS works with other UVA departments and units to make sure students receive needed financial support.  The tight-knit relationships SFS has developed with areas such as housing and student affairs means that there’s a network watching out for students, who will refer students to SFS when unusual situations occur that might require tapping emergency funds.

Beyond walking students through the financial aid process, Miller says he and the SFS staff have also learned what to watch for with students, and what questions to ask, to make sure they’re well. 

“We actively look for ways to help,” says Miller.  

He says he’s run into a few instances of students without a home, and students who bounce between events on Grounds for the free food. 

“It’s not just about the bill,” he says.  “There are needs outside the bill, and we have to encourage the student to be up front about those needs.  That’s when we can figure out ways to help them out.”

Miller says he and the SFS team are heartened to have a strong collection of resources from which to draw in order to help students, and they are pleased, with the establishment of the Bicentennial Scholars Fund, to see continued strong commitment from UVA to providing need-based aid.

“We have great resources,” he says, “and a great school, and great students.  We’re glad to play a role in matching all of those up.”

Read more here about the Bicentennial Scholars Fund

Sponsored Programs is growing to meet the needs of the UVA Research Enterprise

OSP is adding talented individuals to its dedicated team.  We are pleased to welcome Wendy, Bill and Karin to the UVAFinance team. 

Wendy Charlton, Grants and Contracts Assistant

Wendy Charlton

Wendy has a diverse background, including work in research and analysis, policy development, capital analysis and budgeting, and more.  Most recently, she spent ten years as a special education teacher at Fluvanna and Louisa County High Schools. She has two degrees from UVA (a B.A. in English and an M.T. in Special Education) and an MBA in finance and nonprofit administration from the University of Chicago.  A lover of travelling, Wendy also enjoys weaving tapestries and spending time with her family. She’s excited to learn as much as she can about the world of sponsored programs.

Bill Schoelwer, Contract Negotiator

Bill Schoelwer

Bill has many years of business and legal experience that will serve him well as he takes on the work of negotiating contracts between UVA and other entities to facilitate research activities primarily within the School of Engineering and Applied Science.  Joining OSP by way of Indianapolis, Indiana, where he recently completed law school at Indiana University’s McKinney School of Law, Bill has worked in both New York and Chicago as a project manager for FactSect Research Systems.  His background also involves work with federal energy regulations, complex cases involving state governments, and the Indiana Attorney General’s Office.  Bill enjoys hiking with his wife, Melissa, watching the occasional sporting event, and chasing around his nearly-two-year-old daughter, Vivian.

Karin Smith, Grants and Contracts Assistant

Karin Smith

Karin has a wealth of hands-on experience in data management and process development that spans various roles and industries.  She also has experience with procurement, development gift processing, and general office administration.  Her most recent experience was as the Human Resources “department of one” for a growing engineering and manufacturing federal contractor in Charlottesville.  As a member of the pre-award team, she will work to set up or extend the PTAOs for all grant and contract awards received by UVA, a process she finds gratifying and exciting.  Karin enjoys traveling to visit family, reading, and communing with her cats. 

You're Invited to the First Annual Travel and Expense Expo!

Click here to see the flyer!

Win prizes!  

Visit area travel vendors!

See the new Expense Management System in action!

Procurement and Supplier Diversity Services will host the first annual Travel and Expense Expo at Newcomb Hall Ballroom on Tuesday, February 21, from 10 am – 2pm.  

This event is geared toward both travelers and travel planners, and is a great way for them to learn more about the vendors who provide services at UVA, as well as travel and expense services within Procurement. 

 Over 25 vendors will be on hand with information, helpful tips, giveaways and prizes (free airline tickets, free hotel stays, and more!).  There will also be demonstrations of the Chrome River Expense Management System at 10 am and 1pm, and Travel Documents Systems will be available to process passports.  

Event sponsored by Bank of America, Charlottesville-Albemarle Airport, Christopherson Business Travel, Chrome River, and Enterprise Rent-A-Car.  

Light refreshments will be available; register at the door. Contact the Travel and Expense Team with questions.

Carruthers Hall Winter Blood Drive

The next Carruthers Hall Blood Drive will be held Friday, February 24, from 10 am - 2:30 pm.  To sign up, please contact Stacey Rittenhouse at 4-4294, or, go online to https://donateblood.vablood.org and sign up, using sponsor code "Carruthers Hall".  Appointments are preferred, but walk-ins are welcome.  All donors must present a valid ID or Virginia Blood Services donor card at registration.  For a list of accepted IDs visit vablood.org or call 1-800-989-4438.

Clarus boards for UVAFinance Announcements and Collaborative Space are ready for use!

Have those blank spaces in the main hall of the second floor given you itchy fingers yet?  It’s finally time to take advantage of them! 

Markers and erasers have been provided for your use.  The magnetic surfaces will be ready soon; in the meantime, feel free to tape materials to the surfaces.

The idea is that we use these spaces as additional channels of communication: sharing ideas, opportunities, and questions.  Please take a moment and read through these general guidelines before you use the boards.   

UVAFinance Announcements

What goes here?

• UVAFinance events, classes, happenings, dates to remember
• UVA events, classes, happenings
• Professional development opportunities
• Community events of educational interest
• All items should have a clear contact number/email for questions/further info

What doesn’t go here:

• Personal for sale or free or personal help wanted
• No professional ads / business cards 

Remember:  We have a space by the back stairs for personal/for sale notices

UVAFinance Collaborative Space

What goes here? 

• Recognition of colleagues / teams (use the Jeffersonian “You Rock” notes, or write your own!)
• Requests for help with current projects (i.e., if you need to connect with someone with InDesign skills, or you need someone who knows American Sign Language, etc.)
• Ideas for collaboration across UVAFinance departments
• What ifs, great ideas, etc. 

If there is any confusion about where your item should go, contact Brandi Van Ormer    Boards will be routinely checked for out-of-date materials and supply refill; however, if you notice something that requires attention or about which you have questions, let Brandi  know. 

SEAS Commits to Early Adoption of UBI for GA/GL Reporting

Ask anyone who’s become an active user of UBI, the new enterprise reporting environment, about their impressions of the tool and you’re likely to hear a few consistent refrains:  it’s so easy to use, the reports run so quickly, and I wish I could use it for everything, already!

Usage data supports the overall enthusiasm for UBI.  To date, 864 users have been trained; of this group, 42% are considered “active” users.  With GA and GL reporting functions of Discoverer set to end by August 2017, this is a certainly a big step in the right direction.

 

Institution-wide, reliance on Discoverer finance reports is decreasing, but a gap exists between those who have the ability to use UBI and those who are actually using it on a regular basis.   To put it plainly:  for many of us, we tend to opt for the more familiar process, even if something better is available.

In order to overcome this natural and understandable inertia, some schools within UVA are opting to push for earlier UBI adoption goals.  The Frank Batten School and the School of Engineering and Applied Sciences (SEAS) are two examples.  Both schools have set a goal of February 28, a full six months ahead of the official deadline, to cease usage of Discoverer for GA/GL reports.

Robert Bremer, Associate Dean for Management and Finance in SEAS, is a champion of his school’s goal, which he calls “worthwhile” and “a significant step forward.” 

Since December, Bremer and the team within SEAS have been working hard toward this goal.  Diane Wendelken and Mary Smith, SEAS UBI super users, have been coordinating with UBI training developers to offer additional training sessions to UBI users within SEAS, and generally cheering on and assisting their colleagues with the transition.

Wende Hope, Director of Communications in the Department of Mechanical and Aerospace Engineering, has taken part in that additional training and has found it immediately helpful, given her role in communicating the research done at SEAS.

“SEAS has half the research dollars of all the schools,” she says. 

“We need to do research reporting so the primary investigators know where they stand.  With our commitment to growth, knowing where the research dollars are is key.”

The sessions offered at SEAS by UBI users were very helpful to Hope, helping her gain proficiency in the system.

“I’ve been to a lot of trainings on a lot of subjects, but this training was exceptionally well-designed,” she says. “The instructors clearly demonstrated how the tool would be helpful to me.  I can tell the time and thought and design and sincerity and energy that have gone into this.”

Hope and others at SEAS echo common feedback from many who’ve been trained in UBI:  the support system surrounding the program is amazing. 

From an online community where users can ask questions and interact, to specialists within the schools and units, to regularly-scheduled and meaningful training and workshops, the team in Managerial Reporting has made the transition to UBI as pain-free as possible.

“They’re ready to help you make the transition,” Hope says, “and they help you make your own personalized road map.”

For schools and units that seek to increase UBI adoption in their area, MRP is standing by to help.  Contact the UBI team at ubi@virginia.edu to get started!

The reward for early abandonment of Discoverer GA/GL reports across SEAS is, officially, a party for the entire group of users, but, if you ask Wende Hope, or anyone who’s already a user of UBI, the reward is the program itself.

Note:  A workgroup is being formed within UVAFinance to encourage early adoption of UBI.  If you have ideas on how to decrease Discoverer usage within UVAFinance, contact Kelly Hochstetler. 

Changes in Carruthers January through March

Beginning Monday morning, January 30, the back restrooms on the 2^nd floor will be closed for renovation.  Employees will still have access to the back smoking area outside of that hallway.  March 24 is the scheduled completion date.

On Saturday, 1/28/17, air handler 3 will be taken off-line from 7:00am-5:00pm for maintenance.  The center section of the second floor will be cooler than normal.  Also, on Saturday morning at 8:00am, the power will be turned off for 30 minutes to an hour to move metering devices.

Please let Stacey know if you have any questions.

Join the Walking Group at Carruthers

Hoo’s Well offers a great 15 minute fit break through UVA WorkMed’s “Steps@” program and they're trying to help put together a UHR group to walk on Tuesday/Thursdays from 2:15 -2:30pm around Carruthers.

Take 15 minutes for YOU – get moving, clear your head, get steps for the Wahoo Fitness Challenge, take a break with a friend, keep a resolution….the list goes on and on. If you’d be interested, please let Erin Erickson know and she can help get you signed up to join the UHR team that will walk around Carruthers through Feb. 23.

Please help spread the word and share this with anyone you think would be interested. All are levels are welcome and this a FREE offering!

Ambassadors play a critical role in Expense Management System rollout

The saying goes, “it takes a village to raise a child,” with the idea being that the involvement of the entire community is necessary to ensure the child becomes a productive adult.

It also takes a village to launch an online solution for expense reimbursement. 

As the rollout date of the Expense Management System draws near, a team of over 60 ambassadors (usually those in fiscal roles, chosen by each school and unit), has partnered with the Travel & Expense Core Team to make sure the system is ready for their unit and that their unit is ready for the system.

Since the beginning of the year, ambassadors for the Expense Management System have been testing in Chrome River, the software that houses the system, to make sure everything is functioning properly.  In addition, as subject matter experts within their area, ambassadors have been assisting the UVAFinance Core Travel & Expense team in preparing their school or unit for the coming transition from a paper-based system of reimbursement to the new online system.

The role of ambassadors is particularly important because anyone who gets reimbursed for expenses incurred in the course of doing University business, anyone who holds a T&E card, and many more fiscal employees will be touched by this new system, which is set to roll out this spring. 

Although their role involves a good amount of work (testing, weekly conference calls, working with their leadership and colleagues to facilitate change), ambassadors remain excited about the new system.

In their own words, here’s what a few of those ambassadors have to say:

On the impact of the Expense Management System:

·        It will help to streamline the process, and allow us to intervene earlier if there are possible issues.  The grants I help manage have strict federal guidelines, and this system give me time to address compliance issues and troubleshoot errors.  – Carey Reinicke, Grants and Contracts Administrator, School of Engineering and Applied Sciences

·        We do a lot of travel and meal arranging for hiring and search committees.  We run a lot of charges through and have lots of policies and rules to follow.  The new system should make things easier, in terms of getting approval for reimbursement. – Kadie Signore, Business Operations Manager, Executive Search Group

·        It’s going to have a big impact on us, and it’s going to be good.  The system catches errors up front vs. at the back end of it, and that’s a huge benefit.  – Theresa McDaniel, Financial Service Manager, School of Nursing

On their role as an Ambassador:

·        I try to see things through the user’s eyes.  As I’m testing the system, I look for those small quirks that can add up if you’re doing several transactions at a time. I want to find those on the front end, so end users won’t have to encounter them.  After the system is live, I look forward to assisting those individual users who want more specific help. – Carey Reinicke

·        I think everyone will enjoy the system when it goes live.  It’s intuitive and easy to use.  As an ambassador, I want to help our team adjust to the new system, to help them transition. – Kadie Signore

·        I can’t wait for people to see the system.  I know people who aren’t “finance people” won’t be as excited as I am, but still.  I’m glad to be a part of helping our people handle the change. – Theresa McDaniel

On challenges that the new system creates:

·        Any time there’s a change in process or systems, it’s challenging to transition from the old to the new, but the system will make things easier, quicker, and less of a burden. – Carey Reinicke

·        I know it’s a strength, actually, but you can’t move through the system unless you comply with policy and provide necessary information. Oracle wouldn’t stop you from entering bad data or having missing data, but this system will.  – Kadie Signore

·        The only downside I see is that we haven’t done this sooner! – Theresa McDaniel

Much more information about ambassadors (who they are in each school/unit, and how they can help), training availability for the new system, and other rollout details will appear in February 2017, but until then, know that there is a whole host of people across Grounds at workto ensure a smooth transition. 

Thank you to the Core Team members and all of the ambassadors who are paving the way!

What's on your mind? UVAFinance launching online suggestion box

UVAFinance’s core values include commitments to collaboration and to valued and high-performing teams.  While we hope that you’re sharing your questions, feedback, and suggestions within your teams and departments, we also realize that sometimes, in the rush of day to day business, it can be hard for your insights and thoughts to come to the surface.

Instead of installing a physical suggestion box to sit in a dusty corner, we’ve made an anonymous online suggestion box available for UVAFinance team members’ use.  Your questions and great ideas about anything related to UVAFinance are welcome and encouraged.

•       All messages will be considered and shared with a person who has the ability to address them.
•       Questions, ideas, process improvement suggestions, etc., are all welcome.
•       If you want a response sent directly to YOU, you must include your name.  Otherwise, anonymous submissions are just fine. 
•       There is no response feature within the online program.  Some questions/ideas will be addressed in the blog, some in departmental meetings, and so on.

    Access the suggestion box here.  Thank you in advance for your thoughts!

Break out that new UVAFinance Polo!

Next Friday, January 27, is the first Finance Shirt Friday of 2017. 

We encourage you to plan a lunch with coworkers and be on the lookout for more info about discounts.   We will also be raffling off some new UVAFinance “swag” (including the bottle seen here) so be sure to wear your t-shirt or polo to enter your name in the spirit raffle!  We hope you will share pictures of you and your colleagues showing off your team spirit and your Finance Shirts.
 Haven’t picked up your UVAFinance polo yet?  Stop by the VP Finance office; Stacey or Linda will be glad to help!

Commonwealth of Virginia Campaign 2016: And the winner is . . .

Financial Planning & Analysis!

With 54% of employees donating to the 2016 Commonwealth of Virginia Campaign, FP&A won both lunch and bragging rights within UVAFinance for the greatest percentage of employees giving to the campaign.

As a whole, UVAFinance employees demonstrated their generosity, with over 24% of employees participating (up from 22% last year)!  Those contributions amount to $17,714 from UVAFinance employees that will go to deserving community charities, including Blue Ridge Area Food Bank, Charlottesville Free Clinic, and Hospice of the Piedmont.

Overall, more than $1 million was donated to over 400 charities by UVA employees this year.

THANK YOU!

A Few Reminders: Parking and Door Access

Parking

Just a reminder that employees should not park in the South Visitor’s lot, even if it’s just for a short time, from the January 12^th through the 23^rd, as SFS and UREG expect higher traffic in due to the start of the spring semester.  It’s best if our students and parents who drive here have a parking spot available to them in the Visitor’s lot.  

Door Access in SFS

As you’ve heard a few times, we’re going to change the door access on two more doors in SFS.  These doors will begin to function like the ones in the student lobby:  during the day they will be locked but accessible by holding your ID card next to the reader.  No PIN will be required during business hours.

During off hours (after 5:00 pm and before 7:30 am), you’ll have to hold your ID card next to the reader AND enter your PIN for access.

The cutover is planned for this Friday, January 13th at 7:30 am. 

Door #1:  after you come down the stairs from the upstairs lobby, it’s the door at the end

                              of the hallway before entering Student Financial Services.

Door #2:  is the door between Student Financial Services and the vending area,

                              which is currently still under construction.

Please let Steve Kimata know if you have any last minute concerns about this change.  

As always, questions and comments are welcome below!