Wednesday, May 24, 2023

UVAFinance In Action

This May, UVAFinance's Mark Cartwright was a featured speaker on a panel at the 13th Annual Virginia Society of Healthcare Engineers.  The topic of the panel was Community Impact:  Envisioning and Achieving Historic SWaM Spend at the UVA Health University Hospital Expansion.  

Cartwright was joined on the panel by John Calvin, a project executive from Skanska, and the CEOs of two minority-owned construction firms that participated in the project, Junior Burr of Canterbury Enterprises, LLC., and Devon Henry of Team Henry Enterprises, LLC.   

The discussion centered around the best practices which led to the project achieving $132 million in spending with small, women-owned, and minority-owned businesses. The keys are well-known, but not easily executed. Cartwright pointed out that success starts with support from the highest levels of the project’s owners, in this case, both the medical center and university. Secondly, the group concurred that it takes the buy-in of the awarded construction management firm to mitigate the typical barriers that stymie small business engagement. 

Tuesday, May 23, 2023

Reporting & Analytics Release Notes May 22

Finance Reporting and Analytics Release Notes for May 22 have been posted to the UVAFinance website.

This update includes significant new reports and modifications that have been released since April 10 as well as known issues that we are investigating or working on currently.

A friendly reminder that you can always find this information and more reporting resources at Business Intelligence & Analytics | UVA Finance (virginia.edu)

Here are some highlights: 

Workday

  • Account Certification Reports: (more detailed info on these enhancements is coming soon)
    • Account Certification Awaiting Me: New Prompts and Data Fields
    • Status of Account Certifications: New Prompts and Data Fields
    • Details for Account Certifications: Now includes attachments to streamline the review and approval process(just hover your mouse over the attachment, then click the … > Attachment > View)
  • Expendable Fund Balance Summary: Enabled drill-down to the Memo/Comments fields for easier access.
  • Updates to the Project User Interface including a Project Actual Spend Report and Project Funding Source Rule  Report
UBI
  • Workday Journal Lines- Added an Employee Cost Center filter for easier salary analysis of employees in a cost center. (requested by SOM)
  • Workday eVA Fee Chargebacks - New app with summary and detail of eVA fees to be charged out to the Schools and Units for FY23.
  • Workday Delegations (Finance) - New app for looking up the status of delegations for Finance BPs in Workday. (requested by SOM)
  • Workday Account Cert Dashboard New sheet for downloading and submitting reassignment requests
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Monday, May 22, 2023

UVA Launches Punchout with Quartzy

UVA has launched a punchout with Quartzy, a lab inventory management platform and scientific research supply marketplace, in the UVA Marketplace. Quartzy fosters our waste reduction and sustainable procurement initiatives by providing a central lab inventory platform to monitor stock levels and minimize unnecessary ordering.

Benefits of Quartzy Punchout: 
  • No copy/pasting fields for the labs when placing orders with Quartzy
  • All UVA labs receive a $250 credit as well as a two-year free subscription.
  • Exceptionally favorable rates in years 3-5
The punchout will be live in the UVA Marketplace on Tuesday, May 30th. While we are making the implementation, orders with Quartzy will be temporarily unavailable from May 25-29.

Change Routing Rules for Expense Reports

On May 22, an adjustment was made to the approval routing in Workday Expenses to include alternate approvers.  This change means that Workday Expense now has the same sort of internal controls we had in Chrome River, which required two unique approvers for each expense report.  

Now, cost centers with the same person in multiple roles may have more expense reports that route to an alternate approver.  If an approver is the initiator of the expense report, the expense owner, or has previously approved the expense report, then the report will route to the alternate.  This change will affect about 20% of expense reports.

Alternate Approvers are as follows:
  • Expense Support Specialist
    • Alternate: Cost Center Manager
  • P2P Approver and Unit Gift Manager
    • Alternate: Senior Department Finance Approver
  • Grant Manager
    • Alternate: Sponsored Programs Manager
  • Project Budget Specialist
    • Alternate: Project Budget Manager
  • Senior Department Finance Approver
    • Alternate: Senior Department Finance Approver’s manager
Here are some examples to illustrate the change in real life:

Example 1: John submits an expense report, and Sarah approves as the Expense Support Specialist for that Cost Center. If Sarah is also the P2P approver and there is no secondary approver in this role, then the expense report will route to the Senior Department Finance Approver for the second approval.

Example 2: Rachel submits an expense report with a grant worktag. If Rachel is also the Expense Support Specialist for the Cost Center, then the expense report will route to Carlos, who is the Cost Center Manager, for the first approval. For the second approval, the report will route to the Grant Manager as usual.

Example 3: William submits an expense report for a first-class airline ticket, which requires additional approval. Kelly approves as the Expense Support Specialist, and Alicia approves as the P2P approver. If Alicia is also the Senior Department Finance Approver and there is no other approver in this role, then the expense report will route to Alicia’s manager for the supplemental approval.

How you can prepare for this change:
  • Review approvers in your area to ensure that each role is occupied by a unique individual.
    • For example, the Expense Support Specialist should not also be the P2P Approver.
  • Roles can be viewed in Workday by running report “View Assignable Roles” or in UBI.
  • Roles can also be viewed by searching for your Cost Center and reviewing the Roles tab
  • If roles need to be changed, please submit a System Access Request in Workday under the Menu.
Questions or concerns?  Let us know at Askfinance@virginia.edu






 

 

Friday, May 19, 2023

Save the Date: Annual Day of Caring


This year UVAFinance plans to participate in the annual United Way Laurence E. Richardson Day of Caring, which will take place on Wednesday, September 20th. 

Please mark your calendars if you are interested in participating. We will share more information and details in the coming months. 

Thursday, May 11, 2023

The User Success Team Welcomes Moserah Nkosi

Moserah Nkosi will graduate with the UVA class of 2023 on May 21, but the foreign affairs major has been a part of the Ask Finance Team since early in the month.

Nkosi as a HS Grad
Nkosi is no stranger to customer service, having worked multiple jobs during school.  Being on the front lines in restaurants and grocery stores has made her at ease in solving problems and given her perspective on stress. In her first days on the job, she says it’s been great having so much help and support, but that it’s been strange going from being able to “do it with your eyes closed” to getting used to having to learn and think and ask.

Bean Nkosi

“I’m enjoying learning and processing a lot of information,” says Nkosi. “And in that way, I’m not necessarily using my degree directly, but I am using things I learned in school --- for instance, how to focus on what I need to know and understanding things that are new and different quickly.”

Nkosi clearly enjoys things that are new and different, having a passion for languages, including Russian and Arabic. Her love of language and grammatical structure led to her studies in international relations and then foreign affairs. When she isn’t studying (she does, after all, still have two papers and a few exams left), Nkosi enjoys spending time with her family and her cat, Bean.

Congratulations, Moserah, and welcome to the team!

Procurement (Belatedly) Welcomes Lee Bobbio

Lee Bobbio joined UVAFinance in November of 2022 as an Accounts Payable Specialist but somehow managed to fly under the UVAFinance Blog’s radar until recently. We’re pleased to officially welcome him to the team!
The Bobbio family

Bobbio has a broad background in finance and banking, as well as a variety of technological pursuits. Of his transition to academia from his most recent role in management at SunTrust bank, Bobbio says he finds different nuances to the traditional corporate environment, but also many similarities.

Besides his career in finance, Bobbio has also carved out a large space in his life for music. From the age of six through high school, he took piano lessons, then taught himself guitar and drums. His musical interests propelled him through school as the accompanist to the jazz band and member of the marching band into his adult life as a hobbyist working with audiovisuals and in recording studios. He’s kept busy assisting with demo albums for recording artists and doing sound design for Ralph Stanley and Livingston Taylor.

 
Daisy Bobbio
For Bobbio, his interests in music and math go hand in hand: “Musical aptitude and math are linked. Music theory demonstrates fractions and division, keeping time such.” Bobbio and his wife Jennifer have two sons: Jason (9) and Wesley (4). Bobbio and Jason take Karate together (Jason is a blue belt and Bobbio is working on his black belt), and Bobbio and Jennifer coach Wesley’s soccer team. 

A self-described “family of nerds,” Bobbio says his family enjoys celebrating May 4th and Pi Day, computers and books. Looking for a great Sci-Fi read? The Bobbios recommend Andy Weir, author of The Martian and Project Hail Mary

AP Tips & Tricks


This week, the AP Team has a few important tips to share.

First, remember that since we've moved invoicing in-house, the address for POs is different.  Just keep this in mind in case your vendors reach out to you concerned about the change and reassure them that all is well!

Second, when you're entering invoices in Workday, be sure you're using the actual invoice date from the invoice itself, not the date you're entering the invoice or the received date.  For our Prompt Pay numbers to be accurate, the date of the invoice and the date in the system must match.  Accurate/actual received dates in the Received Date field are just as important!

In case you missed it:  Invoices are now being processed in-house!  We'll have updates for you soon on the progress of the backlog and more.  

Wednesday, May 10, 2023

New FAQ: Ordering from America To Go

New resource alert!  

Folks have been asking questions about working with America to Go, so UVAFinance trainer Jack Jensen developed this FAQ Quick Reference Guide to help out.  

It's basic right now but we're happy to add to it, so please share any additional suggestions and questions with askfinance@virginia.edu.

Ordering From America To Go FAQ Quick Reference Guide



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Related Content:  AP Tips & Tricks

UVAFinance Team: Share your 2023 Graduate with us!

May is the season to celebrate academic achievements! If you or someone in your immediate family is graduating this year, your UVAFinance teammates would like to celebrate with you.  It doesn't matter if they graduated pre-K, high school, college, or just became a doctor. 

Please share your news with the blog by emailing us before the close of business on May 22.  

We need to know your name and their name, your relationship, plus where they graduated from. A picture would be wonderful!  Graduates will be shared in the blog on May 25.

Throw those caps in the air!

Share Kudos Within Workday!

Did you know that you can give another employee feedback in Workday? Whether a direct report, manager, or colleague in your department or outside of your department, Workday has a feature that allows you to share feedback with that person. Simply find the person in Workday and click on the Actions button below their name and select Give Feedback.

You can share the feedback with just the person, with the person and their manager, or you can use the feature for documentation purposes and choose not to share the feedback with the person. The recipient of the feedback (and their manager if you select that option) receives an email as well as a notification in Workday.

This is a great way to share feedback that you might otherwise forget when it comes time for a review, and your thoughts are documented in your colleague's file.  It also gives us all a great way to share kudos now that most of us are hybrid and don't have a centralized way to share our thank-you notes.  

For more detailed instructions see the Providing Feedback Quick Reference Guide.
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Thanks to Amanda Lockhart Davis for bringing this feature to our attention!
 



Clean-Up Squad Progress

The Clean-Up Squad has only been on the scene since the end of April and they've already made great progress.  Take a look: 

  • Adjust Accounting: 2841 records
  • Assign Costing Allocation: 370 records
  • Close Purchase Order: 27 records
  • Create Change Order: 14 records
  • Create Payroll Accounting Adjustments: 173 records
  • Revise Internal Service Delivery: 314 records
  • Revise Payroll Accounting Adjustments: 66 records

That's a total of 3,805 transactions done in just a couple of weeks' worth for some of our team members and less than one for some of the newer ones.  You know what that means: the best is yet to come!

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Read more about the Great Clean-Up

Meet Four of the Clean-Up Squad Members

Learn Clean-Up best practices for your own Spring Cleaning

Meet the Clean-Up Squad, Part One

UVAFinance is pitching in to help schools and units in the necessary cleanup of financial transactions before the end of the fiscal year by creating the Clean-Up Squad. We've onboarded a talented team of temps who will, for the next months, take up the task of spring-cleaning thousands of financial transactions for you! You can read more about this effort here.

We thought you’d like to get to know the team who is tidying up your financial transactions. Plus, the Clean-Up Squad members are seeking permanent positions at UVA after the Great Clean-Up project has ended. Today we’re introducing you to four of these fabulous individuals; watch for three more in a future blog digest.

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James Stoltz (Jim)

The Stoltz family
Tell us about your background: 

I earned my degree in Secondary Education and Broadfield Social Science but quickly delved into management and finance, at this point, I’ve been in the mortgage banking industry for over 25 years.

What interested you in this position?

The mortgage industry is a roller coaster – very dependent on rates and market fluctuations. I’m interested in a career change that would afford more stability, and of course UVA is a big draw. Some of my neighbors work at UVA and recommended applying to various roles. With my background in finance, this position especially seemed interesting.

What’s been interesting about the work so far?

Working in UVA Finance has been a big change compared to the mortgage industry. The work follows a process to complete a specific task. Everyone has been super helpful and collaborative. Our peers and coworkers have been willing to help educate us on what needs to happen within our specific roles.

What would you like to do more of in the future?

I’ve been in finance for the past 25 years managing, analyzing, recruiting, and completing credit approvals. I would love to be in a role where any combination of these skills is utilized. I like conflict resolution and solving problems and have coached various sports for over 25 years learning to identify and cultivate talent in both the work and athletic environments.

What do you get up to when you’re not working:

It’s a busy time for us as a family, and it’s only going to get busier! My wife Jennifer works for a local media corporation that produces a magazine covering wedding venues and wineries. My daughter Madison is at JMU working on a degree in Communications (she’s also getting married late this summer), and my son Caleb is at UVA studying Computer Science; he’s also on the football team. My youngest son Samuel is still in high school he also competes in football and wrestling. All three of our kids will graduate in 2024.
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Dallas Pitt

Tell us about your background:

I’m a UVA grad; I double-majored in math and history, then went back to school later in life and passed my CPA exams. For over ten years, I’ve been tutoring accounting at Piedmont Virginia Community College. Since 2015, I’ve done project management on and off for iSoftStone and its American subsidiary, AI Data Innovations doing different projects such as data collections for augmented reality and testing naturalness of speech for virtual assistants. Before that, I did a lot of construction contracting jobs specializing in computer network cabling.

Dallas is also an avid kayaker
What interested you in this position?

My work with AI Data Innovations was a detour after I passed my CPA exams; it was interesting and well-paid, but it was contract work and now I find myself wanting a “real job.” I’m looking for full-time accounting or finance positions that make use of my education and background.

What’s been interesting so far?

The work itself is fairly simple, but it’s been interesting learning the systems – Workday and University Business Intelligence and learning more about how things work at UVA.

What would you like to do more of in the future:

I’m planning on looking for something along the lines of accounting, but I can see finance or something like that, too, especially if it’s mathematically complicated. My dad is a professor emeritus of the UVA math department, and I’m a former faculty brat.

What do you get up to when you’re not working:

Poker, board games, kayaking, and projects around the house. I worked as a contractor for decades, so I do my own home repairs. I’m currently working on a shed out back, and doing a path, patio, and some shelves. Carpentry has been the only time I used that trigonometry I learned in high school.­­­­­­­­­­­______________________________________________________________________

Nika Vest

Tell us about your background:

I’ve worked in property management and real estate for the past ten years. In my most recent position with the Piedmont Housing Alliance, I started out as a leasing consultant and worked my way up to Operations. Then I started helping the accounting team and found I had a love for numbers. I’ve held an accounting role with the team until about January of this year when I decided I’d like to try a new field. From there I did volunteer work with a sexual assault research agency, helping them with their HR duties, managing their benefits, and seeking grant funding for the organization.

What interested you in this position?

Nika & her fiance 
With property management, there’s not a lot of flexibility to learn within the field of accounting, so I decided to broaden my search. I’d heard great things about UVA, but this position interested me because it was a cleanup position. I started off with that at the Housing Alliance – doing the hard stuff first! I like the result of clean-up work when it’s all done, and things go from completely out of whack to organized and straightforward.

What’s been interesting so far?

I love it. A lot of the work I was doing before was remote, but here, I get to interact a lot more and I like that. The work itself is satisfying; it’s nice to work through the spreadsheet and see our progress.

What would you like to do more of in the future?

This project has shown me more of what central finance does, and how finance operates at UVA. I’ve gotten to see the bigger picture, and it’s been an eye-opener. I’d like to keep learning more about that!

What do you get up to when you’re not working?

I’m engaged to be married, have nephews who are like sons to me, and have a dog and a cat. I’m a big gardener and have grown just about everything you can think of: strawberries, tomatoes, cucumbers, squash, zucchini. This year I’m even trying plum trees!

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Jarod Verkleeren

Tell us about your background:

I got my bachelor’s degree in health care administration and management from Penn State and then came to UVA to get my master’s in educational psychology. I was a student-athlete at both institutions, wrestling competitively for four years. I think the combination of my degrees offers me a few different routes to take professionally; I’ve considered working in the hospital system as a good combination of the two.

What interested you in this position?

This project seemed like a great way to get experience. I specified finance as one of my interests and when this job came up, I was definitely interested. The transition has been smooth, and even though it’s temporary, I’ve been learning a lot and the team has been helping us grow professionally and find permanent jobs, too.

Jarod as a new UVA grad!
What’s been interesting about the work so far? 

You could say this is my first “real job” working in an office. It’s been interesting seeing the other side of UVA, and how many people work behind the scenes to keep things running that students don’t even think about.

What would you like to do more of in the future? 

I’m still flexible with what I want to do, but I’m applying to things that interest me right now. I’ve got a quick learning curve and my options are open.

What do you get up to when you’re not working?

For the first time in a long time, I’m not a student, and it’s nice not having to study. My wife Madeline is considering getting her master's, but she’s still indecisive after seeing me work on papers constantly. We have a French bulldog who’s still mad at me for being at work all day after being used to having access to me during the day. I’m enjoying getting into jujitsu with some friends, and I plan on getting into coaching wrestling in the future.

 

 

 

 

Clean-Up Best Practices & Resources

The UVAFinance Clean Up Squad continues to make progress keying financial transactions for UVA schools and units ahead of fiscal year-end (read more about this effort here; read more about four of our squad members on the blog here).  

We've noticed as we've been tidying up that some schools and units have been doing their own cleanup (well done!) and we wanted to share a few best practices on correcting transactions.

Let's start with an example:  A supplier invoice hits the wrong fund, and someone goes in to correct it, but they do it via a journal, not via accounting adjustment.  When someone else does it via accounting adjustment, it's then done twice.  That's especially problematic if the transaction is moved to a grant, and then we have double-charged the grant and have a credit sitting on the wrong worktag.

The best practice: If you are pursuing clean-up on your own, make sure you're avoiding the journals except for mass cleanup in the ISDs.

A helpful resource: The accounting and reporting team (thanks Amanda, Sarah, and Jacob!) has prepared a resource that lays out the ideal way to correct transactions.  Access it here.  

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Read more about the Great Clean-Up

Meet Four of the Clean-Up Squad Members

Sustainable Purchasing Updates

The Office for Sustainability joined the May Fiscal Administrator's meeting and provided updates on the current status of UVA's single-use plastics reduction efforts and shared that UVA has joined the Sustainable Purchasing Leadership Council (SPLC). 

Single-Use Plastic Requirements:  To align with the  University's Sustainability goals, UVA will continue its commitment to reducing single-use plastics and will not purchase, distribute, or sell single-use plastics with UVA funds.   These requirements apply to purchases made with UVA funds, all units, foundations, and/or affiliates operating or providing a service on grounds or in UVA-owned buildings, and all events and projects taking place on UVA grounds.   Take the Plastic-Free Pledge!

The Supply Room Sustainable Products:  Located in the Marketplace, this curated collection gives you convenient access to compostable wares, aluminum water bottles, sustainable office and break room supplies, and more.  Look for this on the favorites tab or click the sustainable products logo you see here in the blog article. 

Sustainable Purchasing Leadership Council:  UVA has joined the SPLC, which gives everyone on Grounds access to great resources.  Learn more and get the link to create your own account.

Anyone with questions or feedback can connect with the Sustainability team by emailing sustainability@virginina.edu.

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Links to Resources: