Five Things to Know about FST: October 14, 2021

 

1.  Foundation Data Model mapping is continuing, with the goal of having most existing PTAOs mapped by December.  Read more on the blog.

2.  End-to-End Testing is progressing well, as FST Team members search our Workday Financials tenant for bugs.  Check out the Testing Tracker to see how it's going.

3.  RAPID Decision documentation is easy to find in the Online Community, in this space that expands on our online Decision Log.

4. Adaptive Insights got some improvements based on user feedback, making it that much closer to the version we'll use on July 1, 2022, when Workday Financials goes live. Read all about it on the blog.

5.  The FST Team added four new business analysts, who will be key in making sure all business processes get thoroughly tested in End-to-End.  Meet them in this blog post.

PaymentWorks Goes Live Monday

PaymentWorks is going live with Oracle this coming Monday, October 18th. As a reminder, here's a look at the benefits of using PaymentWorks for supplier management: 

• The ability to see steps of supplier registration.
• Departments will be able to send invitations to suppliers and easily correct email address issues.
• Access to all information on suppliers (e.g. supplier number) directly from their personalized dashboard.
• The ability to view accurate information in the supplier database as it gets updated or corrected.
• ACH payments will be available for suppliers and payees.
• Suppliers will have the option to get paid faster if they sign up for faster payment terms.
• The process for individual registration requires fewer fields and can be completed on a mobile device. 

If you would like to know more about PaymentWorks, you can find a list of resources here. If you have any questions for the PaymentWorks Team, please send them to vendors@virginia.edu. 

2022 Open Enrollment Ending Soon

Open Enrollment for 2022 benefits ends this Friday, October 15th. If you haven't completed your benefits enrollment in Workday, now is the time to do so! 

Remember, even if you aren't making any changes to your health, dental, or vision plans, you'll still need to re-elect the FSA and HSA programs if you want to keep them in 2022.

You can view more information regarding available options on UVAHR's Open Enrollment Website.

 

RAPID Decision Documentation on the Community

The FST team is constantly looking for new ways to keep stakeholders better informed. For RAPID decisions, the project team has created the FST Decision Log and provides consistent decision updates here on the blog and the Community. In addition to those resources, you can now also find documentation explaining how the project team and stakeholders made each major decision. 

These documents, and a general explanation of the RAPID decision-making process, have been posted on the Community. Links to all documents are on this page, but you can also use the search tool in the upper right-hand corner if there's a specific decision about which you would like to know more.

Budget Process Redesign: Progress Toward Adaptive 3.0

Stakeholders had an opportunity to view demonstrations of how the Adaptive Team has incorporated their feedback into the build of Adaptive 3.0 compensation models. In a series of ongoing meetings, participants in this past spring's budget process redesign sessions got to see how their input has been incorporated into Adaptive.

At this week's session, the team showed new compensation input sheets based on employee type, the addition of payroll costing and FTE columns, HCM Reference data, and the addition of Position ID. They’ll have an additional session soon to illustrate other improvements.

These changes are part of the overall process of getting Adaptive Insights, UVA's budgeting and planning tool, ready to integrate with Workday at go live in July of 2022.

End-to-End Testing Update

 

Workday Financials end-to-end testing is in full swing. The process involves replicating the full gamut of real-user scenarios and identifying any issues or bugs in the system. This all helps the team ensure data and process integrity before we go live. Each bug is assessed, and corrections are made for further testing.

In testing, the team has set goals for the testing scenarios they expect the system to pass, and the data below illustrates how those compare to the actual passed tests. are compared to the actual outcomes.

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Thus far, the testing is going smoothly - scenario pass rate is high and issues are being quickly identified and corrected. For more information on testing for specific functional areas and a more detailed report, visit the metrics posted Community Hub. Testing is continuous and integral to our implementation so we will be providing regular updates so you know what testing systems are finding and how we are solving each issue that arises well in advance of July 1.

Change Readiness Assessment #3 Results

 

Last month, FST's change management workstream sent out the third Change Readiness Assessment (CRA) to stakeholders. The FST team uses this assessment to see how ready stakeholders are for implementation based on what stage of the project we are in. The assessment also informs the project's future communications, engagement, and training strategies. 

The third CRA was sent out to 1275 stakeholders from various departments across the University. 276 completed surveys were submitted, which is a 22% response rate (this number may seem low, but this is actually a pretty normal response rate). 

The overall results are currently being shared with FST governance groups. The next step is to provide insight to Change Leaders to inform future communication and engagement activities within their departments. 

As we get closer to Workday Financials go-live, the FST team will distribute additional Change Readiness Assessments to maintain awareness of stakeholders' readiness for implementation. 

FST Change Management Workstream Welcomes New Team Members

As we get closer to Workday Financials go-live, the FST project team will only get busier. That is why the Change Management Workstream recently hired four new Business Analysts. These new team members will help the project with organizational readiness and training. Read on for a short introduction to each analyst:

John (Riley) Carper has an extensive background in business analysis, knowledge management, and over seven years of experience in training and development. He is currently working on a Bachelor's of Science from University of Maryland Global Campus. Additionally, Riley has various other certifications and served in the United States Air Force. He also previously worked with UVA's University Physician's Group on the Workday HCM implementation.

Derrick Carter has experience both as a business analyst and a project manager. He has specific expertise with highly technical projects; gathering requirements; business processes; process improvements; and documentation. Like Riley, Derrick also previously worked with UVA. He was contracted as a business analyst for a short-term project in 2014.

Iteari Perry has more than 10 years of experience as a business analyst, as well as experience with software implementation, project management, and knowledge of advanced accounting. She has a Bachelor's Degree from DeVry University, an MBA and a Master's in Information Systems Management from Keller Graduate School of Management. Iteari is also an author of children's books and was first published at 17.

Detria Thomas has been working as a business analyst since 2008. Her specific skills include Business Process Analysis & Design, Gap Analysis, Impact Analysis, Data Modeling, JAD/JRP Sessions Requirement Gathering, Customer Liaison, Requirement Extraction and Documentation, and Use Case Modeling, Process flows and improvements, and Change Management. She has a Bachelor's Degree from Strayer University, and a Master's from Liberty University. Like Riley, Detria also served in the United States Air Force.

CVC Campaign 2021 Gets Underway

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You may have seen the recent email from President Ryan and Kevin McDonald, Vice President for Diversity, Equity, Inclusion and Community Partnerships regarding the Commonwealth of Virginia Campaign, or CVC.

The CVC provides an important opportunity to support nonprofit and charitable organizations across the commonwealth – including over 50 here in our own community. Since the CVC’s inception, UVA faculty, staff and others have collectively made a significant impact on these organizations and have led all state entities in terms of total giving.

Unfortunately, since the pandemic began, many CVC-supported community organizations have seen a drop in giving while the need for their services continues to increase.

Please consider giving through the CVC, in any amount. Every gift makes a difference, and the online giving process takes just a few minutes to complete. Most importantly, it allows us an opportunity to live our values and support the greater good right here where we live and work.

If you’d like to learn more about the CVC, please read this recent UVA Today story. Or follow this link to give, in any amount.  Donations can be made any time through December 20.

Frequently Asked Questions about CVC 2021

Questions?  Contact Area Representative Brandi Van Ormer

FDM Mapping Updates

Pods of schools and units continue to meet on a regular basis, between once a week to a few times per month, working on mapping their PTAO values to the FDM.  So far, fourteen schools or units have already submitted mapping files for review, and the FDM team has provided clarity to those working groups on how to use the project, program, and activity worktags, as well as the faculty-start up structure.

The FDM team has been and will continue to do outreach to ensure all units have what they need to map successfully.  They’ll continue to validate the files that units submit, as well as making mass changes using the mapping tool so that units don’t have to do it by hand, creating new worktags, and answering questions. 

Remember, units don't have to wait until their full mapping is complete to submit. The overall goal is to get the majority of existing mapping done by December so that schools and units can focus on new PTAO creation in 2021.

Visit the FDM Resource page in the Online Community (behind NetBadge):  

https://communityhub.virginia.edu/docs/DOC-2982

UVAFinance: Good News from the Fall Fling!

It was GREAT to see so many colleagues and friends at the Fall Fling on September 28.  Thank you to all who came, and those who helped plan such a lovely event.  

See the "Good News" presentation here:  

See more pictures from the event on Flickr.

UVAFinance Welcomes Gretchen Kriebel

Gretchen Kriebel

Gretchen Kriebel, UVA’s new Director of Property & Liability Risk Management, has 20 years of experience in insurance and risk management. As a graduate of UVA, she also has an affinity for her alma mater, so coming on board at UVA was, as she says, a perfect collision of all her worlds.

Julie Richardson, UVA Treasurer, says that Kriebel "fit the bill perfectly" when she and a nine-person search committee examined the results of their nationwide search.  (See a note from Richardson below regarding the admirable efforts of the Risk Management team while the Director position was vacant.)

During Kriebel’s career, she has managed risk at Albemarle County, the CFA Institute, and the Catholic Diocese of Arlington, while still maintaining the connection to UVA through her work as an Alumni Mentor.

These are just a few of her experiences that contribute to the expertise she brings to UVA.

“I’ve been fortunate that I’ve had a lot of experiences in the risk and insurance fields,” she says, adding that those experiences are allowing her to get her arms around her new position in the large, complex organization that is UVA.

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“My experience helps me unravel things. I feel like I’m pulling a thread, and every time I pull a little harder, something new pops up, and I know it will be this way even if I’m here 20 years.”

The complexity and varied nature of her profession is what keeps Kriebel excited about her work. The interpretation involved in the insurance field, paired with her ability to help people unfamiliar with its intricacies, is appealing to her. And risk management is rather like Forrest Gump’s box of chocolates in that you never know what you’re going to get: her work can involve emergency management, natural disasters, cyber security, international travel, and even reputational risk.

Fortunately, Kriebel likes staying on her toes, and she also likes partnering with other divisions within the University. Risk Management, she says, is a consultative role.

“We’re definitely not here to just tell people ‘no,’” she says.

“All of us have to manage risk, and I’m not a subject matter expert in my colleagues’ areas. I want to partner with them to help them mitigate their own risks.”

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A Word of Appreciation to the Treasury Team

 from Julie Richardson, UVA Treasurer

The search for a leader of the Risk Management area involved much effort from the entire treasury team, both in terms of assisting with the search and filling in during the position's vacancy.  The success of the Risk Management department during this transition time couldn't have been possible without everyone on the team taking an expanded role and ensuring that we provided the support our schools and departments need. 

I'd like to thank you all for your efforts: 

• Thank you to our search committee for your service
• Special thanks to the incredible risk management associates who triaged the responsibilities and ensured continuity of service:
• Linda Vannatta, who served as interim director and handled all the insurance renewals, risk finance, and budget
• Kristin Dinwiddie, who continued to manage claims but added risk mitigation, insurance advice, contract review, and committees seats.  Kristin will retain involvement in those activities and has been promoted to Senior Manager of Risk Control
• Cameron Beasley, who expanded his involvement in Risk Finance Reconciliations and the risk management security survey process.  As a part of this involvement, Cameron has preparing for the Associate in Risk Management Certification.
• Miranda Bransom, who expanded her role in claims support and certificates of insurance, as well as purging, archiving, and converting department records to electronic format in preparation for the move to Carruthers Hall.

Thank you!

A New Direction for Supplier Diversity at UVA

An Advisory Group made up of UVA and Community Leaders recently finished a six-month programmatic review of UVA's Small, Woman-owned, and Minority business spend at the request of Procurement and Supplier Diversity Services. 

PSDS collaborated with the group to examine the current and desired future state of UVA's supplier diversity program.  Taking advantage of the advisory group's perspectives and expertise, they developed an 18-month roadmap that encompasses many facets including PSDS partnerships with UVA units to identify and utilize SWaM firms, working with community businesses to develop partnerships with UVA, and collecting and presenting clear and useful data to both local business and UVA stakeholders in order to grow SWaM relationships.

See the graphic below for the 18-month roadmap, and watch the blog for updates on SWaM. 

Questions or concerns?  Email supplierdiversity@virginia.edu.

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RAPID Decision: Improving Fund Ownership Visibility

 As we reported in September, FST Governance groups recently took up consideration of a RAPID decision involving fund ownership visibility.  

The decision was, should UVA move away from the use of budgetary spending authority and instead, spending authority at the MBU level will be based on fund balance?

Get the details behind the decision in this post from September.

After the Governance review, the Leadership Council approved this change (spending authority based on fund balance) on September 27.   The FST Team is now working with the Office of Financial Planning & Analysis on a plan of communication, engagement, and training, to get UVA ready for this change. 

Watch the blog for more updates!

UVAFinance Hoteling Reservation Process

We now have approximately 75 hoteling cubicles and offices available throughout Carruthers for reservation.  The BSG team has been working diligently since Friday to help get these spaces configured. Currently, every hoteling workstation has at least an HDMI cable and a single monitor for use.  

Though some stations have a keyboard, mouse, and docking station, our equipment resources are exhausted, and we will not be able to provide additional equipment until the end of the month. We will provide updates when we are able to deploy this additional equipment. Ultimately, our goal is to provide a complete “desktop setup” in all hoteling spaces: docking station, two monitors, keyboard, and mouse.

Partnering with Facilities Management we now have access to a reservation system called, FM:Interact. All UVAFinance staff have been added to the “Hoteling Module” where hoteling workstations can be reserved up to 30 days in advance.  UVAFinance is one of the pilot groups on Grounds utilizing this new system. More detailed instructions for using FM:Interact will be provided by the LSP team.

FM:Interact General Login Process:

• In order to access the FM:Interact you must be on Grounds OR be logged onto one of the Cisco VPN profiles. 
• If you have never logged onto the UVA FM:Interact system you will need to setup your password by going through the Password recovery process.  Simply put, once you initiate the password recovery it will email you a link to create a password.  (The system is not behind Netbadge and you will need to create a password.)
• https://uva.fmshosted.com/FMInteract/Default.aspx
• Your ComputingID is the username, not your email address.

If you plan to work in Carruthers and you are a hybrid or remote employee, please utilize FM:Interact to reserve your workspace. If you need assistance, please contact vpf-support@virginia.edu