The Class of 2020: Mindset and Insight

The University’s Class of 2020 moves onto Grounds this weekend, preparing for Tuesday, the start of classes and their college careers. Take a look at this class in the context of 22-year trend lines—by race, by gender, by geography and by several other categories in Virginia Magazine.


For the Class of 2020...

• While chads were hanging in Florida, they were potty training.
• Snowboarding has always been an Olympic sport.
• Books have always been read to you on audible.com
• The United States has always been at war.
• They have never seen billboard ads for cigarettes.

Read more from Beloit College's 2020 Mindset List.

Carruthers Renovation News

Late Friday afternoon, the American Office team finished building the first set of offices in the new design and assembled the furniture in the collab rooms.  

Come take a look!

On Monday morning the Fixed Assets team began moving in, and their former spaces were quickly filled by the the AR and PCI teams.  

Many thanks to those who assisted in the moves!

PSDS: Cloud/SaS Contract and T&E

Procurement received praise for helping navigate a very complex and aggressive contractual negotiation with what many IT leaders would say is the biggest Cloud/SaaS vendor solution that UVA will implement in the next 10 years. More information will be released soon about this exciting new development!

The Travel and Expense Services Team is excited to share the progress of the Chrome River Expense Program design! In preparation for the completion of the build, we asked each school to identify key individuals involved in their Travel & Expense (T&E) processes. There were approximately 150 people in attendance over the course of eight sessions held throughout July and early August. We solicited feedback regarding each school’s expense reimbursement and T&E card reconciliation processes. We also encouraged use of TravelUVA and the Travel and Expense Card. 

The TravelUVA program is continuing to grow with over 2000 airline tickets booked to date. Travel labs are offered monthly and can be found in Learner Home if you or are interested in attending. 

PSDS also congratulates staff members Kevin Crabtree, Carrie McGowan, Meredith Dixon, Charles Kidd, and Shannon Wampler, who recently completed the “Leading a Lean Transformation” workshop taught by Darden professor Elliot Weiss.  

Service Excellence Survey

The UVAFinance Service Excellence Committee has been charged with developing strategies and programs to deliver services that help University community members and external partners to be their best. Today, we ask you to take a few minutes to provide your perspective on the state of customer service within UVAFinance, feedback on what works and what remains to be addressed. Your response will directly impact where we focus immediate attention as well as how we shape our service culture and philosophy now and in the future.

Access the survey.

Bookmark This: FOC's "Tips and Tricks Tutorials"

The Tips and Tricks Tutorials page on the FOC website contains videos with helpful tips, tricks, and shortcuts to help you save time and effort, and reduce mistakes when working in the Integrated System. Check back often as more videos will be added.

MRP: UBI & Development

UBI Training, by the numbers: (as of Aug 1, 2016)
775 GA users (our initial UBI stakeholder population)
370 Users completed Into-to-UBI training (35 of 60+ scheduled sessions)
290 UBI users in Production
132 Users in the UBI Community

For new UBI users, once you have completed training, it is important to log in and use the tool before you forget what you’ve learned. Remember: this is a reporting tool—you can’t hurt anything. Dive in and move around. Start with familiar data, and see where the experience takes you. The UBI Community is the best place for UBI users to engage with colleagues about the new reporting tool.

What’s in Development?
Development never stops for UBI and the Managerial Reporting Project. Our team is working on enhancements to the existing UBI modules, in addition to new modules for GA. We're planning to release changes in concert with the switch of the data source from the Operational Data Store (ODS) to the new Enterprise Data Warehouse (EDW) in early September.

Updates from PSDS

The Supply Room Companies, UVA’s strategic office supply contract vendor, is now offering a full selection of coffee and water breakroom services. For more information, including a special incentive to kick off the new program, please visit: http://www.procurement.virginia.edu/main/publicpostings/contract/CSS_TSRC-UVA%20Coffee%20and%20Water%20Proposal%202.16.16.pdf.

America To Go, UVA’s strategic Catering Services vendor, has partnered with PSDS and Finance Outreach and Compliance to provide complimentary tastings from select America To Go caterers at upcoming Brown Bag sessions! To view a list of upcoming sessions, and to enroll, please visit: http://foc.virginia.edu/.

PSDS will be hosting a “SWaM Day” on Tuesday, August 16 featuring over 20 SWaM (Small, Woman-, and Minority-owned) vendors from across the Commonwealth and around the country. UVA staff are invited to visit the Newcomb Hall Ballroom from 1:00-4:00pm to meet new vendors and learn more about their companies’ offerings! For more information, or for a listing of vendors, please contact Jack King (jek7s).

Tech Tip: PowerPoint Footers

Do you manually edit PowerPoint slides, so each one shows the title, date or slide number?

For some, this rudimentary PPT feature is a mystery (you know you’ve seen a slide deck that had an erroneous date or slide number). Follow these simple steps to ensure accuracy and consistency in your PPT footer information:


Picture 1

To update the slide footer Title and Date detail in PPT, click “Header& Footer” on the Insert tab.

Picture 2

Date and time: “Update automatically” always shows the current date. “Fixed” shows a specified time (08/23/2016).

Slide number:  Choose whether or not to include a slide number.

Footer: Enter a custom footer (Classes Begin).

IMPORTANT:  “Apply to All” adds these edits to all slides in the slide deck. 

Slide 3

Validate date/footer/slide# changes.

Carruthers Construction Update

Project services have been hard at work preparing for the collab room turnover on 8/8. Activities include:

Mechanical

• Duct work was completed 8/1 
• Tying in the new systems to the existing 7/30
• Moved the main duct in collab room 270A to accommodate new lighting 

Electrical

• Lighting and controls will be delivered Thursday 8/4 
• Furniture is being assembled in the large work area behind the collab rooms

Drywall

• Finished and currently being primed 

Ceiling

• Done on 8/1 

Carpet

• Demo of carpet in the large work area behind the collab space took place over the weekend 7/30 
• New carpet was installed 8/1 

Storefront

• Installed 7/28 
• Doors arrived 7/29 and were installed Monday 8/1
• Temporary wall was removed during off hours 7/30 

Nine Comptroller staff will be moving out of their current offices on August 12 so that offices along the south wall can be torn down to build 6 new hard walled offices.  The “Fixed Assets” group will move to their new permanent offices behind the collab rooms the week of August 15.

Procurement and Supplier Diversity Services has reconfigured their office space to accommodate the Fixed Assets move.  The reception desk is located where Joyce Dunn sat and Joyce has moved back 2 offices.  Connie Alexander is beside the receptionist desk.  Charles Kidd and Kristin Floyd are diagonally across from the receptionist desk.

MRP: UBI & QA Data Warehouse

MRP’s Change Management team continues to deliver Intro to UBI training (25 sessions to-date). The training is going very well, with lots of positive comments from users. MRP's Training and Reporting teams also hosted another UBI Workshop, with an exchange of important information and helpful feedback.

In parallel to the UBI rollout, the Data Architecture team started migrating ETL code to the QA Data Warehouse. Soon, UBI will display GA data from the new Data Warehouse (instead of the legacy data store). This switch should be transparent to UBI end users.

Meet The Employee Engagement Committee

The Employee Engagement Committee has three main areas of focus:  Rewards & Recognition, Professional Development, and Social Events/Networking.  As such, we have developed a sub-committee dedicated to each area.

Our first task as a group was to conduct an employee engagement survey.  Thanks to everyone who provided feedback!  This, in addition to what we brought from the Appreciative Inquiry process, has helped to inform the priorities for each of our sub-groups. Our upcoming actions will be to implement programs and events that encourage more interdepartmental mingling, improve the consistency of rewards and recognition across UVAFinance, increase internal professional development opportunities, and advance the learning culture of UVAFinance.

We look forward to seeing the team spirit on Finance Shirt Friday (July 29), and will keep you posted on more to come!  If you have any questions or suggestions about any of our subcommittees, please email finance_engagement@virginia.edu or contact any of our committee members:

Rewards and Recognition
Lorie Strother
Jessie McGann
Caitlin Payne

Networking/Social Events
Josh Breeden
Xavier Wiltbank
Elizabeth Carey

Professional Development 
Patty Marbury
Erika Priddy
Nita Graves
Keith Carter
Alice Reuther

Upcoming FOC Trainings

Descriptions of the classes, as well as links to enroll via Employee Self-Service are available from the Events section on the Finance Outreach and Compliance website at http://foc.virginia.edu/. 

Courses, Workshops, and Labs

Finance Fundamentals
July 12, July 27, August 9, and August 23 from 1:30–4:30
Carruthers Hall, Conference Room E

Mastering Account Reconciliations
July 28, 1:30–4:00
Carruthers Hall, Conference Room E

Wrestling with Expenditure Types
Aug 2, 2:00–4:00
Bavaro Hall, Room 116 (Holloway Hall)

General Ledger Revenue Reconciliations Workshop
Aug 11, 1:30–4:30
Carruthers Hall, Conference Room E    

TravelUVA: Lab
July 19, 9:00–10:30, 2400 Old Ivy Rd., Room 136
Aug 16, 2:00–4:00, Michie North, Room 219


Brown Bag Sessions

Careers in Sponsored Research Administration
July 27, 12:00–2:00
Newcomb Hall, Room 177

Using the Travel and Expense Card
Aug 3, 12:00–2:00
2400 Old Ivy Rd., Room 189

How Do I Get Help? Resources for Users of the Integrated System
Aug 17, 12:00–2:00
Bavaro Hall, Room 116 (Holloway Hall)


Although they are not all available for enrollment at this time, for purposes of fall planning other upcoming Brown Bag sessions are:

• Paperless Procurement – Sept 7
• Expenditure Dashboard – Sept 14
• Using America To Go – Oct 5
• Emergency Preparedness – Oct 19
• Understanding Export Controls – Nov 2
• IT Security – Nov 16
• Recharge Centers – Dec 7


Questions, suggestions, or training needs: finance-outreach@virginia.edu.

Bookmark This: OSP Post-Award Frequently Asked Questions (FAQs)

Do you have questions about grant management at UVA? If so, checkout this helpful page from the Office of Sponsored Programs: https://www.virginia.edu/sponsoredprograms/post-award/faqs.html.

Invoicing, reporting, PTAO setup, and more-- the FAQs have answers to your most pressing questions about grant management. Still can’t find what you’re looking for? No problem. At the bottom of the page, there are instructions for submitting additional questions.

Carruthers Renovation Update

Facilities Management has made great progress working through the demolition portion of the project.  Here are some updates, as of the end of June:

• 95% done with demolition
• Roll-back windows for Access Management and Communication Services removed
• Domestic hot and cold water shut off (6/25-6/26) to rework the plumbing system.  
• Framing began (6/27)

The Core and Advisory Renovation committees took a site tour of the front area on June 21. As you can see, a lot of work has been done and the space looks totally different!

If you have questions, please email Stacey.

Meet the Service Excellence Committee

The work of the Service Excellence Committee centers around delivery of collection the following information:

• What type of services do we provide and who do we provide them to?
• What do particular audiences expect from our service? 

Our first task was to discuss the functions of our various departments, find commonalities and attempt to define our customer base. We agreed on priorities for our work that are based around the mission, vision, goals & objectives of UVA Finance as well the themes identified in the Appreciative Inquiry process. We have gathered various pieces of research about our service performance and conducted interviews with management in our areas. Our next deliverable is to construct a survey based on the data collected from research and interviews for individual areas. This survey will inform our overall project of a needs-analysis.

The members of the committee are:

• Jenn Bari (Student Financial Services)
• Andrew Bedotto (Finance Outreach and Compliance)
• Bush Bell (UVa Medical Center)
• Julie Bird (Office of the VP for Finance)
• Mavis Dickerson (Procurement and Supplier Diversity Services)
• Chris Doran (Student Financial Services)
• Kristin Floyd (Procurement and Supplier Diversity Services)
• Bill Hendricks (Office of Sponsored Programs)
• Rohan Patel (Budget Office)

If you have questions or would like to contribute, you may contact Jenn Bari or Julie Bird.