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Wednesday, February 19, 2020
Monday, February 17, 2020
Procurement's new website goes live February 25!
Procurement and Supplier Diversity Services will roll out their new website on Tuesday, February 25. The new site is the result of collaboration with CACS and our stakeholders, and we think you'll like what you see! Thank you to our website preview team (Whitney Richardson, Maureen Pipkin, Sherry Fitzgerald, Ruth Lawrence, Rosemary Shaw, Matthew Bradley, Judy Grigg, Leslie Yowell, Susan Hughes, Jacquelynn Hardin, Danielle Hancock, and Jack Jensen) and the Fiscal Administrators group for your help and feedback.
Some new features we're proud of:
New Goods and Services Procurement Guide
- Streamlined look
- New recommendations from Procurement on which procurement method is the best for each category
- Suggested expenditure types if possible
- Links to commodity guides that include wide-ranging information about an entire commodity from purchasing to payment (example, furniture)
- A basic overview guide for purchasing, payables, and vendor processes
- Succinct resources listing the tools, training, and other related resources for each area
- Contact information by contact type for each function (example: for payables we list all of the different reasons you may need to contact, and which email address to use which surprisingly wasn’t there before).
We know everything won't be perfect immediately, so if you have thoughts or feedback, please let us know! You can submit your thoughts using the "Get Help" button on the navigation bar. The site will undergo continuous improvement, and we already have some enhancements planned for the near future.
Travel & Expense and Supplier Diversity are already live -- check them out!
For HSVPN Connectivity Emergencies
If you should happen to be denied access to the HSVPN because your device is not passing the security posture check from OPSWAT/MetaAcess, you can contact the UVA Help Desk and request a 24-hour exception.
This request should only be used if you
Note- Exception requests may take longer to fulfill on weekends due to staffing
The exception will time out after 24 hours. Remember to follow up with your LSP so the connectivity issue can be resolved to avoid any further interruptions with access.
This request should only be used if you
- Have an urgent deadline to meet and yourr LSP is not available to assist, or
- You are attempting to complete urgent work on the weekend
Note- Exception requests may take longer to fulfill on weekends due to staffing
The exception will time out after 24 hours. Remember to follow up with your LSP so the connectivity issue can be resolved to avoid any further interruptions with access.
Monday, February 3, 2020
FST Update
Meet our newest team members:
Tune in to the latest WFST broadcast to get all the FST news without reading a thing!
Sunday, February 2, 2020
New from Finance Matters: Culture is a Journey
Join Patty, Brandi, and their guests Sarah Doran and Danielle Hancock as we discuss the importance of prioritizing workplace culture. In this episode, we talk about what culture is and how to create a positive workplace culture. The benefits of participating in creating a healthy culture are great for the organization and for employees as individuals.
Tune in for a great discussion! LISTEN HERE
WFST Radio: Our First 2020 Broadcast
WFST is your Transformation Station!
In this first broadcast of 2020, we share the newest members of the FST team (we even have one of them join us in the studio!). There's so much more to come as we enter Phase 3!
Friday, January 31, 2020
Zoom news in Carr-1 & 2
The room computers in the Carr-1 & 2 conference rooms have been re-imaged.
If you want to use the room computer and room camera for a ZOOM meeting, you will need to install and configure the application on your profile once you have logged in.
NOTE: You must already have a ZOOM account with UVA through the Software Catalog for this process to work.
If you want to use the room computer and room camera for a ZOOM meeting, you will need to install and configure the application on your profile once you have logged in.
NOTE: You must already have a ZOOM account with UVA through the Software Catalog for this process to work.
- The instructions for the installation and configuration will be on the desktop once you sign on to the room computer and your profile is created.
- Allow yourself 15-30 minutes to complete this process before you attempt to run or join a ZOOM meeting for the first time using the room computers.
- You will only need to complete this process once.
- If you would like an LSP present when you set this up, contact Mike or Linda.
Now Available from Procurement: Environmentally friendly printing
Procurement & Supplier Diversity Services is pleased to announce the results of a new collaboration with our strategic office supply supplier, The Supply Room Companies, to deliver more environmentally-friendly printing options to the University at a greatly reduced price:
The Virginia Ink Program, (“VIP”) is an all-encompassing program, meaning that purchases of specific ink and toner cartridges from The Supply Room Companies (TSRC) have equipment services and recycling INCLUDED in the cost of the ink and toner.
By enrolling in the Supply Room’s free VIP Program, you won’t have to worry about your printer or proper disposal of your toner. Simply enroll in the free VIP Program guaranteeing that your printer will be protected and request free toner recycling boxes as part of the program.
1. Sign up for the free Virginia Ink Service Program
2. Purchase ink and toner items marked "VIP" in TSRC's UVA Marketplace catalog
3. Register for the the Cartridge Recycling Program if you're interested in promoting sustainability
If just half of University users switch to the VIP program today we anticipate a total savings of over $130k for the University this year!
For questions about the program, please contact Kristin Floyd.
- Remanufactured toner
- Printer maintenance services
- Ink and toner recycling
The Virginia Ink Program, (“VIP”) is an all-encompassing program, meaning that purchases of specific ink and toner cartridges from The Supply Room Companies (TSRC) have equipment services and recycling INCLUDED in the cost of the ink and toner.
By enrolling in the Supply Room’s free VIP Program, you won’t have to worry about your printer or proper disposal of your toner. Simply enroll in the free VIP Program guaranteeing that your printer will be protected and request free toner recycling boxes as part of the program.
How to Enroll:
1. Sign up for the free Virginia Ink Service Program
2. Purchase ink and toner items marked "VIP" in TSRC's UVA Marketplace catalog
3. Register for the the Cartridge Recycling Program if you're interested in promoting sustainability
If just half of University users switch to the VIP program today we anticipate a total savings of over $130k for the University this year!
For questions about the program, please contact Kristin Floyd.
Continuous Improvement: the foundation of a true transformation
When we think about Finance Strategic Transformation (FST), it can be easy to focus solely on the implementation of Workday. To be successful, this transformation has to be about people and our processes. Technology is simply a tool help us achieve our goals, and it isn’t our only one.
UVAFinance’s Continuous Improvement Committee (CIC) seeks ways to transform what we do or how we do it to be sure we are as efficient and effective as possible. UVAFinance is no stranger to continuous improvement; several departmental and cross-functional projects have been featured here in the blog.
Here are just a few examples of the sort of process improvements that can become part of a transformation:
Ongoing improvement efforts will continue throughout FST and beyond. Watch the blog for “Continuous Improvement Bright Spot” posts or click on the “Continuous Improvement” label to find out more.
- Payroll, labor distribution, and other key cutoff dates added to the Finance Reporting & Operations (FR&O) Calendar, resulting in a consolidated view of important timelines to make planning easier.
- Remote deposit use expanded for checks and cash deposits eliminated in areas such as Student Financial Services (SFS), making the processes more efficient and safer.
- DocuSign (software that enables electronic signing and processing of documents) implemented in several finance areas, improving efficiency, security, and sustainability (reducing paper use).
- Small dollar purchase limit increased to $100K, enabling faster purchase order approval.
Ongoing improvement efforts will continue throughout FST and beyond. Watch the blog for “Continuous Improvement Bright Spot” posts or click on the “Continuous Improvement” label to find out more.
Have a continual improvement to share? We'd love to feature it! Email bv8h@virginia.edu
Thursday, January 30, 2020
The World of Treasury & Risk Management at UVA
Treasury and Risk Management became a part of UVAFinance in early 2019. Between them, the two units manage the University’s debt portfolio, banking and cash management, short-term investment and liquidity management, and maintaining property, casualty, and liability risk management and insurance.
A perfect example of this long-term thinking is the recent execution of three bond sales that took advantage of historically low rates and capital project financing for up to 100 years. (Read more on the UVAFinance blog here.)
Besides being long-term thinkers, Richardson sees another common thread with the Treasury and Risk Management team: the staff is made up of people who are comfortable with change and responding to that changing environment.
“It would be difficult to be a creature of habit and be on our team. When you deal in financial markets, you deal in the unknown. Markets go up and down in real time and you have to be nimble,” she says.
She elaborates by pointing out the everyday occurrences that are out of anyone’s control – occurrences like the recent chemical spill at the Battle Building, when the Risk Management team had to respond quickly to mitigate a difficult situation.
At the end of the day, whether the contribution is big or small, Richardson says that she and her staff are driven by knowing they make a difference.
Learn more about Treasury & Risk Management at UVA:
https://treasurer.virginia.edu/
https://treasurer.virginia.edu/enterprise-risk-management
At least, that’s their function in plain terms. When examined more closely, the reality of Treasury and Risk Management’s work is more dynamic.
Julie Richardson, University Treasurer, explains her units’ activities in terms of their impact on UVA’s day to day operations.
When you factor in all the complexity and size of the University, Treasury and Risk Management’s responsibilities multiply by several times. Adding to this complexity is the fact that the team doesn’t just think about UVA’s needs today, but instead, what the needs will be five, ten, or a hundred years down the road.
“We think almost to infinity,” laughs Richardson.
Julie Richardson, University Treasurer, explains her units’ activities in terms of their impact on UVA’s day to day operations.
“What we do is like running a household. Your paycheck is your income; here, it is
tuition, revenue, gifts, Commonwealth support, sales and service. You have a mortgage, and we have a debt
portfolio. You have a retirement
account, we have the endowment and long-term pool. You need insurance for your house and car,
and we need insurance for buildings, vehicles and medical practices and so much
more,” she explains.
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When you factor in all the complexity and size of the University, Treasury and Risk Management’s responsibilities multiply by several times. Adding to this complexity is the fact that the team doesn’t just think about UVA’s needs today, but instead, what the needs will be five, ten, or a hundred years down the road.
“We think almost to infinity,” laughs Richardson.
A perfect example of this long-term thinking is the recent execution of three bond sales that took advantage of historically low rates and capital project financing for up to 100 years. (Read more on the UVAFinance blog here.)
Besides being long-term thinkers, Richardson sees another common thread with the Treasury and Risk Management team: the staff is made up of people who are comfortable with change and responding to that changing environment.
“It would be difficult to be a creature of habit and be on our team. When you deal in financial markets, you deal in the unknown. Markets go up and down in real time and you have to be nimble,” she says.
She elaborates by pointing out the everyday occurrences that are out of anyone’s control – occurrences like the recent chemical spill at the Battle Building, when the Risk Management team had to respond quickly to mitigate a difficult situation.
Academic pursuits like research, student education, and new
programs often take time to come to fruition.
For Treasury and Risk Management both, however, their contributions frequently
result in immediate feedback.
“As soon as the price
was set with the bond transactions, we knew we had raised money that was going
to be helpful with the strategic plan.
When the team jumped in and handled the situation at the Battle
building, there was an immediate impact made,” says Richardson.
Sometimes the difference is a big one, such as Treasury’s
work with the Bicentennial Scholar program through the Strategic Investment
Fund. And sometimes it’s a small
difference, like schools and departments receiving central assistance with
banking needs, such remote deposit being offerred to schools and units.
At the end of the day, whether the contribution is big or small, Richardson says that she and her staff are driven by knowing they make a difference.
“When your efforts have helped a
student financially, saved a department some expenses, or coordinated strategic
investment funding, you know you’ve made someone’s life better or easier.”
Learn more about Treasury & Risk Management at UVA:
https://treasurer.virginia.edu/
https://treasurer.virginia.edu/enterprise-risk-management
Saturday, January 25, 2020
Q and A with Angela Knobloch, Finance Transformation’s Change Management Lead
Just a week into her new role with the Finance Strategic Transformation project team heading up change management, Angela Knobloch chatted with us about her new role, processing change, hiking, and reading recommendations.
_____________________________________________________
What led you to pursue a role in change management?
I have a background in talent management, so the people component of the transformation was attractive to me. In the end, people will be using the tools and systems, so enabling, coaching, and partnering with people is vital to the future success of finance across UVA. Also, through my work with Organizational Excellence, I’ve had the pleasure of building relationships with many people across Grounds. I’m excited that this role offers me an opportunity to help us to continue to change and grow our culture to the point where continuous improvement is just second nature.
Change is ever-present at UVA (and most places, if we’re being honest). How do you see our colleagues reacting to Finance Transformation?
People across Grounds are speaking up about their concerns as well as previous experiences and challenges, and that willingness to speak up is valuable. It’s a tremendous opportunity for us to listen and respond. People are less concerned about the technology itself than they are about what it means for them, their role, and how they do their jobs. It’s not about what buttons they will push.
People in the different units and departments across Grounds are heads down, grinding out the work, doing what they have to do, but at the same time, it’s hard to be fully aware of the end-to-end processes and how a decision in any one area affects another area. Part of the change management challenge we have is establishing a broad perspective on how everything fits together, and make more connections for folks across Grounds.
Where do we go from here?
Now we have to deliver on truly demonstrating that we value, hear, and respond to our colleague’s concerns. As we head into Phase 3, we’ll take the dialogue from the big questions into the specifics, and having conversations about what all this will mean, practically speaking – how this will look, specifically, for people in different job roles. Organizational change is only achieved through individual change. The people interacting with these processes are very much on my mind.
You said that the change is about more than just a new system. Can you elaborate more on that?
Well, when you think about the future of work, we know that increasingly, machines will do transactions. The new world of work requires my ability to think and problem solve and interact and connect and ask questions. Part of this transformation is that we’re preparing people for new ways of working – that it’s less about me “hitting the button” and more about the larger picture of who my work is for, what it is for, and how it connects to UVA’s overall mission. We want to be great and good, and part of us being good is connecting with one another and doing my work well. My vision for change management in the project is to help all areas be effective going forward. We all get to help determine what the future state is, and we can all look beyond our own areas and focus on what’s going to help UVA be successful.
Don’t think of change as something to be endured. Change is about managing transitions from the old to the new – instead of thinking “I’m being forced to change,” think about it in terms of co-creating the future together. How can we best partner together to provide the best possible future for us all? Participating in the change makes it easier (and more enjoyable, honestly!). We may not all participate with the same energy or speed, but we should think in terms of navigating it together. The old way of doing things isn’t going to meet our needs as a University, going forward. Instead of thinking about what we’re losing, we can think about how we can contribute to a better future. But people can only contribute this way if they feel they’re heard, valued, and responded to, which is where this role comes in. In the end, it’s not about loving the change – it’s about having the confidence to do it, and about the change making sense, and not just making people’s lives harder. If we’ve got a good business case and we’re actively partnering with our stakeholders and listening to them, we can navigate the new world together.
What led you to pursue a role in change management?
I have a background in talent management, so the people component of the transformation was attractive to me. In the end, people will be using the tools and systems, so enabling, coaching, and partnering with people is vital to the future success of finance across UVA. Also, through my work with Organizational Excellence, I’ve had the pleasure of building relationships with many people across Grounds. I’m excited that this role offers me an opportunity to help us to continue to change and grow our culture to the point where continuous improvement is just second nature.
Change is ever-present at UVA (and most places, if we’re being honest). How do you see our colleagues reacting to Finance Transformation?
People across Grounds are speaking up about their concerns as well as previous experiences and challenges, and that willingness to speak up is valuable. It’s a tremendous opportunity for us to listen and respond. People are less concerned about the technology itself than they are about what it means for them, their role, and how they do their jobs. It’s not about what buttons they will push.
People in the different units and departments across Grounds are heads down, grinding out the work, doing what they have to do, but at the same time, it’s hard to be fully aware of the end-to-end processes and how a decision in any one area affects another area. Part of the change management challenge we have is establishing a broad perspective on how everything fits together, and make more connections for folks across Grounds.
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| Click the image for a larger view. |
Where do we go from here?
Now we have to deliver on truly demonstrating that we value, hear, and respond to our colleague’s concerns. As we head into Phase 3, we’ll take the dialogue from the big questions into the specifics, and having conversations about what all this will mean, practically speaking – how this will look, specifically, for people in different job roles. Organizational change is only achieved through individual change. The people interacting with these processes are very much on my mind.
You said that the change is about more than just a new system. Can you elaborate more on that?
Well, when you think about the future of work, we know that increasingly, machines will do transactions. The new world of work requires my ability to think and problem solve and interact and connect and ask questions. Part of this transformation is that we’re preparing people for new ways of working – that it’s less about me “hitting the button” and more about the larger picture of who my work is for, what it is for, and how it connects to UVA’s overall mission. We want to be great and good, and part of us being good is connecting with one another and doing my work well. My vision for change management in the project is to help all areas be effective going forward. We all get to help determine what the future state is, and we can all look beyond our own areas and focus on what’s going to help UVA be successful.
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| Angela, her husband Brett, and their dog Roxy, who loves hiking as much as they do! |
What advice do you
have to those who are weary of change?
Any recommended
reading or listening on the topic of change?
Recently I’ve been listening to a podcast called Navigating
Change, by Howard Teibel, which focuses on change in a higher education
environment. Especially episode 218, in which he
emphasizes the importance of thinking in terms of possibilities instead of
problems for the future and changing our focus from being problem solvers to
future creators.
Recommended reading for undergoing change:
·
Switch:
How to change things when change is hard, by Chip and Dan Heath (of
course this one – it’s so good)
·
Managing Transitions: Making the most of change, by William and
Susan Bridges
Wednesday, January 22, 2020
It's W-2 time!
Welcome to tax season! W-2s are available in Workday, and Payroll Services has associated reference info on their website:
Tuesday, January 21, 2020
Free tax filing
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| Visit the United Way site for more info: https://unitedwaycville.org/receive-support/tax-assistance/ |
We're proud to support the longstanding service tradition by hosting the Tax Preparation Program here in Carruthers Hall, Carr-2. Trained Law School students help community households with incomes under $66,000/year prepare their income tax returns for free. The program begins Monday, January 27 (today) and will run through mid-April.
Hours:
Mondays – Thursdays 5:30pm - 8:00pm
Saturdays – 10:30am – 12:30pm
Wednesday, January 8, 2020
T & E Card Training begins February 1
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| Have you visited the new Travel & Expense Website? |
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