Interim Security Requests

The Interim Security Requests Process is different than prior to go-live of Workday Financials. Senior Finance Approvers are asked to batch requests using a template found in the Online Community.

See the template and instructions for completing and submitting it here.  

Note that for any security role requested, the individual must have completed the web-based training prior to the role being processed.   

All web-based training courses are live in Workday Learning – you can even access them directly from our training website.

OFP&A Welcomes New Director of Budgets and Planning

After 12 years in the UVA School of Education and Human Development, most recently as its Senior Director of Finance, Chris Peper joined UVAFinance’s Office of Financial Planning & Analysis as the Director of Budgets and Planning.

According to OFP&A Executive Director Katie Walker, “This position is a key hire for OFP&A. In partnership with the Senior Director of Operations, the Budget Manager, the Director of Cost Accounting & Fixed Assets, and myself, the Director leads the stakeholders through the budget development and implementation processes.”

As a member of the OFP&A team, Peper will help guide the internal budgeting, planning, and reporting efforts for the Academic Division.

"Partnership will be a primary focus with those units to help improve the overall quality of the annual budgets and multi-year financial plans, enhance the quality of the budget conversations with leadership, and optimize process efficiencies in the OFP&A and unit processes,” Peper says.

His first challenge will be navigating and gaining familiarity with the new systems - Adaptive Insightsand Workday Financials - and translating that knowledge into planning and reporting outcomes.

“That and helping to ensure that we collectively maintain and grow the strong collaborative element that arose during the FST project amongst the university-wide business units,” he says. “To do my part, I aim to help the OFP&A team engage the various units we serve and familiarize myself with their business and budget structures. I know I have some knowledge and experience that I can lean on, but I will rely heavily on my team and be an active learner and listener, and consistently seek opportunities for unsolicited feedback to deliver reliable service to our units.”

Jokingly he says that the first noticeable benefit to working with UVAFinance is “Parking close to my office and it being more affordable than working on Central Grounds.”

What really stands out to him with UVAFinance is that, “The collaborative process was a critical element of the FST project. As a result, I developed solid relationships with many folks in UVAFinance and gained a better perspective on its day-to-day operations. There is a tremendous assembly of talent within the operation, and I am excited to collaborate, learn, and be part of the team.”

Outside of work, Peper shares that he and his wife Michelle “Are raising three teens in a crazy world, so maximizing those experiences before they leave the nest is our focus.”

He is a big hockey fan and passionate about fly fishing and takes every opportunity to watch a Colorado Avalanche game or tie flies and stalk trout in the rivers of our region.

Let's Connect!

UVAFinance has been on LinkedIn for a few months and our online community is growing exponentially. With the launch of Workday Financials, our LinkedIn network now includes fiscal administrators across Grounds, Workday experts, Deloitte consultants, and of course, UVAFinance staff. 

Our staff has found the connections helpful in sharing information about the use of Workday, training, recognition of teamwork, and sharing initiatives. The goal is to continue to grow the LinkedIn following to ensure a wider reach when advertising for positions and sharing important information. 

Since launch day, the impressions made through UVAFinance's LinkedIn posts have grown 343 percent! The week of July 5 was busy with 33,400 engagements from UVAFinance's posts about the launch, training materials, and shout outs for FST teams. 

Hiring managers can take advantage of this wide net when looking to fill specific positions on their teams. Please share job postings and information for sharing with the communications team. 

If you aren't following us on LinkedIn, join in now at linkedin.com/school/uvafinance1!

Danae Polemi recognized for Talent, Teamwork, and Leadership

Many of this year’s recipients of the University of Virginia’s Hoos Building Bridges Awards have been noticed for stepping up the pandemic and helping provide much-appreciated assistance across Grounds. The awards celebrate cross-disciplinary partnerships and projects among UVA employees, and honor recipients for their leadership, collegiality, and efforts in establishing strong relationships that help get things done. It is truly no surprise that UVAFinance’s Danae Polemi, Travel & Expense Program Analyst, received one of the awards.

“Danae is a rockstar! She is extremely organized, detail-oriented, conscientious, and kind. I can always count on Danae to step up and do a great job! Also, she is an excellent communicator,” says Raegan Harouff Gay, Travel & Business Operations Manager.

Polemi stepped up as the main point of contact for TravelUVA and worked with travelers and travel assistants across Grounds to help them navigate the complex, ever-changing, and often frustrating travel industry.

“Her background in travel allows her to understand where the issues are and help our customers work through whatever roadblocks are in their way,” Harouff Gay says. “She has developed relationships with fiscal leaders in schools and units while managing about $350,000 in unused ticket credits, which we accrued when tickets had to be canceled due to the pandemic.”

 Even in the midst of managing travel issues in the pandemic, she is also an Expense Project Associateon the Finance Strategic Transformation Project, which has helped her become an even more valuable member of the Travel, Expense, and Business Operations Team.

Polemi has been at UVA for almost two years and enjoys the people she works with and the supportive and collaborative environment of her team.

Of the award, Polemi says, “It was unexpected, but I was excited that my work is having an impact across the university. I look forward to continuing to build connections with others across Grounds and promoting the TravelUVA program!”

When not building bridges across Grounds, she enjoys exercising, reading, cooking, and spending time with family and friends.

Time to Realign

Now that Workday Financials is live at UVA, the fund balance realignment effort is beginning in earnest within schools and units.  The FST Team is working with finance professionals across Grounds to ensure that fund balances are distributed accurately in the new system. 

The "All Pods" meeting from pre-launch has been repurposed to help with this effort in the coming weeks and months.  Thank you to everyone who is jumping in to ensure fund balances are properly aligned in Workday Financials!

Questions about Fund Balance Realignment?  Contact the Finance Solution Center at askfinance@virginia.edu 

Wellness Resources: July 14, 2022

Recordings of Previous FEAP webinars & more

Have you been unable to attend a previous FEAP session that sounded interesting? No worries; you can view recordings of past sessions at “FEAP For You.” This new offering provides easy access to resources developed and curated by FEAP.

Yoga Classes at Carruthers Hall thru end of July

Reduce your stress and improve your flexibility by joining this weekly Yoga Flow class on Thursdays through July 30 from 12:00 – 12:45 p.m.

You can join via the Zoom link (password= cavman) or if you are back in the office, join the group in Carr-2. Be sure to let Stacey Rittenhouse know if you’ll be joining in person and bring your yoga mat!

Zoom Link: https://virginia.zoom.us/j/93547785207?
Password: cavman
Yoga Instructor: MaryLewis

Maximize Your Physical Activity Success  July 19, 12 PM  / Presented by Hoos Well

Update from the Finance Solution Center

 The Finance Solution Center is hard at work answering your Workday Financials questions. Since go-live on July 5th, the FSC team has logged over 1,000 cases. That's a lot for just two weeks! 

The number of calls the FSC team receives has also increased since go-live as you can see in this chart from the FSC SalesForce Dashboard:  

So what kind of questions are people asking? The FSC team also uses SalesForce to track key areas people need assistance in. These key areas include: 

• Payments
• P2P System Administration
• Expense
• Invoices
• Admin (Procurement)
• Security (Workday)
• Supplier Management AP
• Travel and Expense Card
• FDM Mapping
• Accounting (Payroll)

And judging from the User Success Survey results, the majority of end-users are satisfied with their resolution, the team's responsiveness, and the level of service. Here's a look at the survey stats: 

• Average Rating: 4.76/5
• Satisfaction with Resolution: 4.74/5
• Satisfaction with Responsiveness: 4.75/5
• Satisfaction with Service: 4.8/5

If you have questions for the Finance Solution Center, you can speak with a User Success Agent by sending your question to askfinance@virginia.edu or calling (434) 924-3400 between the hours of 8am and 5pm, Monday through Friday. 

Adaptive Planning 3.0: Time for Training

Adaptive Planning 3.0 goes
live July 28!

So many launches, so little time!  Now that Workday Financials is live, the finance community at UVA is looking next to the launch of Adaptive Planning 3.0 on July 28.  

Training for Adaptive Planning 3.0 is available now in Workday.  This 45-minute training is online and on-demand.  At press time, a little over 30% of those required to take the training have completed it.  If the training has been assigned to you, get in there and get it done before launch!

The Adaptive Planning Team has a variety of resources available on the UVAFinance website for those of you that are preparing for the transition from Adaptive 2.0 to Adaptive 3.0.  Check them out here!

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Related:  Working on your budget in Adaptive 2.0 before the 3.0 version launches?  Be sure and see this helpful presentation in the Community.

Keeping Track after the Workday Financials Launch

We did it!  Workday Financials has launched and we're all taking our first steps in the new system.  

As expected, there has been an assortment of issues and adjustments to address in the aftermath.  Thank you to everyone who has reported problems to Ask Finance, to our FST team and partners across Grounds who have collaborated to fix or mitigate the issues, and to the entire UVA Community for your continued patience as Workday Financials stabilizes.

We're keeping track of everything happening in the Workday Financials atmosphere.  If you want to stay in the know, here's where to go: 

• The FST News Ticker and Known Issues/Changes on the UVAFinance home page
• System Issues / Status page
• Timely Updates & Items in Progress on the FST home page

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Please let us know if you encounter issues in Workday Financials.  Reach out via askfinance@virginia.edu. 

Training Refreshers and Resources

Workday Financials is live and we're all putting our training to good use, attempting our tasks in the new system.  If you're finding that you need a reminder or two on the right steps to take, you're not alone, and the Training Team has resources to help:

• Office Hours:  Trainers and functional experts are hosting subject-specific office hour sessions where you can drop in and get your questions answered.  See the full schedule here.   NEW:  We've added sessions that focus on Delegation!
• Quick Reference Guides: You can find a QRG under each course listed on the Workday Finance Training page.  QRGs are updated frequently based on feedback; we advise always coming to the site for the latest version.
• Slides and Demo Recordings from Classes: In addition to the QRGs, we have also posted slides from instructor-led classes as well as demonstrations of tasks that were shown in the class.  Find these under each course listed on the Workday Finance Training page.

If you'd like a more complete refresher, remember that you can access the web-based training at any time (and they're handily linked under each course listed on the Workday Finance Training page).  

Still have training to finish?  Don't wait! Sign up now!  View the July training calendar here. 

New UBI Workday Financials Apps

The UVAFinance Business Intelligence Team is happy to share the following new UBI Workday Financials apps for your use:

• Workday FDM Reference
• Workday Journal Lines
• Workday Payroll Costing
• Workday Business Assets
• Workday Fund Balance Realignment Tracking
• Workday Budget vs Actuals (Note: Budgets will not be visible until August)

These UBI apps are intended to supplement Workday reporting by providing the base data and a few basic reports to provide flexibility for users and units to create customized reports and/or download larger datasets.

To Access the Apps

If you already have UBI Finance access, you will find the new apps here: UBI User Hub - Your Apps, UBI Field Mapping | Sheet - Qlik Sense (virginia.edu)

If you or a colleague need access to UBI Finance, please follow the directions here: Get Started | University Business Intelligence, U.Va. (virginia.edu)

If you have questions about the new UBI Workday Finance apps or suggestions, please send them to AskFinance@virginia.edu

Note: Remediation of the Student Financial apps is still in process; they will be made available as soon as they are ready to users with the proper access roles.

 

 

Jen Hale to join School of Nursing

Congratulations to UVAFinance's Jen Hale on her new position in UVA's School of Nursing.  

Hale, who has served in various roles in Financial Planning & Analysis, will join the SON team as Director of Budget and Finance on July 18.  

Hale has been a part of the UVAFinance team for almost 8 years and while we'll miss her, we're glad she's not going far.

Great choice, School of Nursing!

Angela Knobloch assumes new role

UVAFinance is pleased to announce that Angela Knobloch has accepted the position of Senior Director of Change Enablement and Continuous Improvement.  Many in the UVA community will know Knobloch from her role as Team Lead for Change Management on the FST project.  

In her new position, Knobloch will provide leadership and continuity through stabilization of the FST project and into the operational state thereafter. 

Congratulations, Angela!

Workday Financials is LIVE!

 

We’re pleased to report that Workday Financials launched successfully and is live as of this morning!

It’s so exciting to finally start taking advantage of the benefits that come from a modernized system: consolidation of HR and Finance in a single system, improved reporting tools, and increased efficiency.
 

Remember, although the dedicated work by the FST Team and you as our partners has collectively made this launch the best experience possible, some hiccups will occur. Please share any issues you experience with the Finance Solution Center. Be sure to take advantage of the resources we have prepared, including Workday Financials Training and Office Hours and our team of User Success Agents in the Finance Solution Center.

While we will communicate directly with affected audiences in the event of any difficulties, we will also update both the UVAFinance website and the UVAFinance blog regularly with information regarding the launch in these beginning days.

Thank you again to all of you for the indispensable role you played in bringing us to this major milestone in Finance Strategic Transformation!

View the Go-Live message from Melody Bianchetto: 

FST Update: June 30, 2022

 

No time to read all the text? Check out Five things to Know about FST

Or listen in to WFST, the FST Radio News Broadcast

When Workday Financials goes live on July 5, that’s not the end of Finance Strategic Transformation.  Even though the system will be live, there will still be lots of adjusting, training, building, and refining to do, plus the work that will occur with Adaptive Planning 3.0 and other parts of the project.  July 5 isn't so much of a finish line as it is a major milestone and the gateway into stabilization.

Read more:  What to Anticipate at go-live, UVAFinance website complete at July 5 Workday Finance Launch

The FST Team is ramping up efforts to support you post-go-live.  The Training team will still be offering training in July, our Finance Solution Center will be in overdrive, with folks from throughout UVAFinance pitching in to handle your questions and concerns, and the training team will host a series of Office Hours for you to visit and get help.

Head to the UVAFinance website and visit the FST part of the webpage, where you can see the schedules for the office hours and additional training, plus lots of other new resources that we’ve prepared for you, including an FST News Ticker so you can quickly see deadlines and pertinent info related to the launch, and a place right under that where we can catalog known issues as they present. 

Read more: FST Website Launch Support Materials, Finance Solution Center ready to help

Timely, transparent communication is our top priority.  The entire team is committed to sharing relevant news and updates leading up to and beyond go-live.  We will update all of our regular communication channels continually and will send timely messages directly to affected user groups when needed.  

Don't wait to take your training.  For all required courses, there are self-paced options available, so if you can’t make an instructor-led session, you can take it as your schedule allows.  If you’ve been assigned a financial role in Workday, you should get your training done so that you’re ready to do your work when Workday Financials goes live.

Read more:  Take your Training (and note Office Hours on your calendar)

Adaptive Planning resources are ramping up.  The training team is working with the Adaptive Planning team to produce training for Adaptive 3.0, the version of our budgeting software that will integrate with Workday Financials.   Adaptive Planning 3.0 goes live on July 28, and besides the training, we’re also building support materials for this transition on the UVAFinance website.

Read more:  Adaptive Planning 3.0 Resources and Training

Thank you to everyone who’s been so gracious with their time, expertise, and feedback.  We look forward to sharing the fruit of all this labor with you as the summer progresses. This is going to be an exciting few days, with a little bit of chaos mixed in, but with the work we’ve done with all of our partners out in the schools and units, we are in good shape for this launch.  There may be bumps in the road, but we will handle them just like we’ve handled all this long, arduous preparation:  together.

 See you on the other side of go-live!