Thursday, September 12, 2019

Phase 2 is officially “Kicked Off!”

We had a full house (maybe even a crammed house!) for the August 30 Kickoff of Phase 2: Readiness.
Provost Liz Magill and EVP-COO J.J. Davis getting us
started..Hands are raised after J.J. asked,
"who's ready to move off of Oracle?"

 It was great to see such a large crowd and to have executive sponsors J.J. Davis and Liz Magill with us. Thanks to all who attended and participated in the exercises. This particular session only involved UVA colleagues who have been involved with the project so far, but we want everyone to get to take part, and we definitely want everyone’s input. 
If you didn’t attend the Kickoff, a video recording is available on the online Community. You can also access the complete slide deck from that day’s presentation!

Your Feedback and Input is always welcome!

Project leadership and the project team definitely want to hear from you! Here are a few ways to reach out:

  • Check in with representatives from your school or unit (we have Steering Committee members, Advisory Group members, and Checkpoint Team members in a searchable database on our website).
  • Get in touch with anyone on the project team. Our contact info is available on the FST website. We’re ready and listening! Not sure who to email? Just contact us at and we’ll make sure you get a well-informed response quickly

  • If you have a great idea or a question you think others might share, we encourage you to share it in the online community. Not only are we very responsive in that channel, but also, your colleagues can interact with your thoughts, too. It’s a great way to connect with others and keep all of our concerns, inspiration, and feedback in the open.
  • Want your feedback to remain anonymous? You’re welcome to drop us a line via the FST webpage feedback feature in the top right corner of every page on the site.

There’s no wrong way to give feedback and no such thing as a dumb question. We are striving for this to be an inclusive process. When questions and concerns surface, we’ll do our best to get those answered both privately and in forums where others can benefit from them. Often this takes the form of us posting frequently asked questions in the community or on our website, without names of the original askers.

A word or two about staffing the project

We’ve filled some critical FST roles, but there are many yet to come. Visit the online community and check out James Gorman’s post about project staffing for full details, but here are the basics:

  • Nicole Ferretti, who has served for 4 years as the Assistant Vice President for Financial Planning & Analysis, has accepted a full-time position as the Financial Lead. Nicole will take on this leadership role with the project, effective immediately.
  • Onyi Odumosu has joined the FST project team as Senior Project Manager on September 3. Onyi has over 15 years of project management and technical leadership experience, including the Epic implementation at UVA Medical Center, and she comes to us most recently from UVA’s Emily Couric Cancer Center.
  • Elissa Morton, Senior Director of Financial Planning and Analysis at the College of Arts and Sciences, will serve as lead for the Budgeting and Planning Workstream.
  • Allison Holt, Controller for the Office of Finance at the School of Medicine, and Thomas Schneeberger, Director of Financial Reporting in Financial Reporting & Operations, will serve as co-leads of the Chart of Accounts/Foundation Data Model Workstream

We’re grateful to have Nicole, Onyi, Elissa, Allison, and Thomas in these key roles, bringing their expertise, experience, and varied perspectives to the team as we seek the best talent to ensure success with FST. But these are just a few of the roles we will fill! Read more in the online community.

UVAFinance: Make plans to attend a “Mini Kickoff” Session

The project team is setting up two condensed versions of the Phase 2 Kickoff for UVAFinance team members.

The sessions will be Friday, September 20, from 11-12, and Tuesday, September 24, from 3:30 – 4:30 (both in Carr 1 & 2).


You can sign up to attend a session now via Sign Up Genius:

Wednesday, September 11, 2019

From Melody's Desk

September 11, 2019

Dear Colleagues,

As you’ve probably been aware, we have been searching for an AVP for Financial Strategy and an AVP for Financial Operations and Controller as well as working on staffing for Finance Strategic Transformation (FST). I’m pleased to tell you the names of some of the talented people who will be joining our team, as well as several organizational shifts. All of these moves are part of our efforts to create a finance eco-system and team that strengthens the University’s foundation as imagined in President Ryan’s 2030 Plan and will help propel the UVA to be both great and good.

It’s great to be able to share so much good news at once!

AVP of Financial Strategy
After a comprehensive search, we chose Bill Ashby for this position. Bill will come to us from the Batten School of Leadership & Public Policy where he is currently Senior Associate Dean for Administration, effective September 30. Bill’s 18 years of leadership at UVA will serve us well as we transform our financial team and strengthen our partnerships with the University Community.

In this re-imagined leadership role, Bill will take the lead to build out UVAFinance’s reporting and analytics strategy, to strengthen our partnership support model to better serve UVA’s stakeholders from the Board and foundations to fiscal administrators both today and in the post-FST world, and to manage our internal administration for UVAFinance. Finance Outreach & Compliance (Kelly Hochstetler), the Administrative Services Group (Judy DiVita), and Foundations (Phil Porter) will report to Bill. Bill will work very closely with the Office of Financial Planning & Analysis, Treasury, Financial Operations, and the Financial Strategic Transformation team to achieve these objectives.

Finance Strategic Transformation (FST) Team

We’ve filled several critical FST roles, as we move into the Phase 2 Readiness activities:

  • Nicole Ferretti, who has served for 4 years as the Assistant Vice President for Financial Planning & Analysis, has accepted a full-time position as the Financial Lead. Nicole will take on this leadership role with the project, effective immediately.
  • Onyi Odumosu has joined the FST project team as Senior Project Manager on September 3. Onyi has over 15 years of project management and technical leadership experience, including the Epic implementation at UVA Medical Center, and she comes to us most recently from UVA’s Emily Couric Cancer Center.
  • Elissa Morton, Senior Director of Financial Planning and Analysis at the College of Arts and Sciences, will serve as lead for the Budgeting and Planning Workstream.
  • Allison Holt, Controller for the Office of Finance at the School of Medicine, and Thomas Schneeberger, Director of Financial Reporting in Financial Reporting & Operations, will serve as co-leads of the Chart of Accounts/Foundation Data Model Workstream.

We’re grateful to have Nicole, Onyi, Elissa, Allison and Thomas in these key roles, bringing their expertise, experience, and varied perspectives to the team as we seek the best talent to ensure success with FST.

Office of Financial Planning & Analysis (OFPA)

With Nicole transitioning to the FST project, Brian Logwood will lead the OFPA as Managing Director, effective immediately. Brian, who joined UVA in March, has over 20 years of public policy and financial planning experience with the Commonwealth of Virginia, most recently serving as an Associate Director in the Virginia Department of Planning and Budget for the finance, administration, and technology divisions.

Risk Management

After the spring retirement of Rick Schupp, Julie Richardson has taken on leadership of the Treasury and Risk Management functions as Managing Director. Day-to-day responsibilities for risk management will continue to be managed by KristenDinwiddie for Claims, and Debbie Hinton for Insurance and Advice.

Other UVAFinance Updates

The search for an AVP of Financial Operations and Controller is going well, with assistance provided from the Isaacson Miller search firm. We hope to complete this search within the two months.

The search for a Technical Lead for FST is in its final stages; we hope to make an announcement on that position very soon.

Additional positions for FST Phase 2 will be posted in Workday later this month, with Phase 3 positions planned for mid-October. If you’re interested in these roles, I encourage you to check out James Gorman’s recent posting in the online Community!

Please join me in welcoming these changes to the UVAFinance and FST project teams. Every carefully chosen team member builds our capacity to continually improve, transform for the better, and build an inspiring future. We still have more opportunities to participate, and I look forward to seeing how this already-awesome team in UVAFinance works together to bring about positive change.

Thank you for all you do!


Tuesday, September 10, 2019

Moving & Relocation One-Time Payment Process Changes

The new Workday business process for moving and relocation assistance were launched on September 3. You can see the new policy, HRM-047, on the UVA policy website here: The policy authorizes and the Workday business process enables both initiation of one-time cash payments (one-time payment type “Relocation – Taxable”) or recording payments made by the department to third-party suppliers (e.g., moving companies) on an employee’s behalf (one-time payment type “Moving and Relocation – Non-Cash – Taxable”); both types are taxable benefits to the employee and must be recorded in Workday to ensure appropriate taxes are withheld.

The One Time Payment job aid has been updated to reflect the new Workday process and can be accessed via the header in the One Time Payment business process. You can also access this and other useful job aids from Workday help (click on your photo in the top right hand corner of your screen in Workday and click on “help”) or directly from the UHR website (  See also  for more information (requires NetBadge).

Please contact AskHR if you have questions or concerns:  434.243.3344

Monday, September 9, 2019

New on Finance Matters: Start With Why

After a brief hiatus, Patty and Brandi get together to discuss Simon Sinek's popular book Start With Why

 Hopefully, we all know what we do for a living, but have you give much thought to why you do what you do? Tuning in with your WHY can help you prioritize, make better decisions, and generally have a happier, more productive career.

Resources Mentioned:

Start W/Why Shortened Ted Talk on YouTube (5 min)

Start W/Why Longer Ted Talk on YouTube (18 min)

The Golden Circle

More about Simon Sinek on his website

Continuous Improvement Bright Spot: The Financial Planning & Analysis Budget Team

A conversation featuring the Financial Planning & Analysis Budget Team: Brian Logwood, Senior Director, Budget and Financial Planning; Keith Carter, Senior Budget Analyst; Anne-Marie Cumiskey, Budget Analyst; Devin Foster, Budget Analyst; and Rohan Patel, Senior Budget Analyst.

We sat down with Brian and his team to discuss their holistic, team-based approach to continuous improvement. This is a group that believes in doing their work better by challenging the status quo, transforming customer service by empowering their team members, being proactive about change, and removing the limits on possibilities.

Read on to hear them tell it after the jump!


You're Invited: Licensing & Ventures Group Open House

You're invited to the LVG upcoming fall open house event

This will be the LVG's third year hosting this event as a low-pressure way for UVA faculty and researchers to get to know their team and their space on Preston Ave. Last year, 80+ folks stopped by, and they would love to see that number grow this year.

Check out the details below!

Visit the LVG webpage for more info:

New Features Coming for Microsoft Teams!

Microsoft is in the process of rolling out updates for Teams this September.  The updates introduce two new features:

Secure Private Channels

  • Create space for focused, secure collaboration among a subset of a team.
  • Limit which team members can see conversations and content within a particular channel, eliminating the need to create separate teams in order to limit visibility.
  • Team owners can see all private channels in a team.
  • Team members can only see the private channels to which they have been added.

Focus Time

  • Schedule Focus Time, which indicates presence as "focusing."
  • Silences notifications during Focus Time based on priority access settings. 

 These updates should be complete by the end of September.

New from Organizational Excellence Quality Core: Prioritizing Resource Allocation

Click on image for larger view
Register at

UVAFinance: High Security VPN is here!

Some of you in UVAFinance may have already noticed you now have the option to use the new High-Security VPN (HSVPN).

Reminder- ITS will be mandating the use of the HSVPN by late 2019 for those departments handling highly sensitive data.

In an effort to be best prepared for the pending cutover date, we are asking everyone in UVA Finance with the DUO app to begin using the HSVPN before 9/30/19. This will provide time to troubleshoot and resolve any issues.

If you have not yet connected to the HSVPN, below are some screenshots to get you started:

1. Choose the High-Security VPN profile from the drop-down menu in the Cisco AnyConnect Client

2. Type "push" or enter a passcode into the password prompt

The passcode can be obtained from your DUO app
IMPORTANT- the passcode option works even if you do not have cell service.

If you have any questions or concerns, please speak directly to Linda Estepp or Mike Hayton.

Wellness Opportunities in September

Wellness opportunities in Sept include FEAP and nutrition classes plus the Fall Physical Activity Challenge begins in Sept! Check out the Hoo’s Well Corner in the Lobby area for more info on wellness opportunities and other wellness resources across grounds.

More Info
Hoo’s Well Fit for Fall Challenge
Registration opens 9/9, challenge begins 9/23. Earn $50 gift card
Register via the Hoo’s Well Portal
Do Good, Feel Good: The Positive Impact of Helping Others
12 -1:00 pm
ERC, Room B
Stress First Aid: Caring for Self & Coworkers
12 -1:00 pm
ERC, Room B
Plant-Based Express Class
9/10 & 11/12
500 Ray C Hunt Dr
Cardiology Bldg, 1st Education Rm
Call Rebecca Mani, LCSW to register:  434-243-6137

Brought to you by your UVAFinance Wellness Champions!

UBI Refresher Class on September 24

Are you a new UBI user or maybe it has been a while since you completed training and you just need a little refresher? 
This is the session for you!

 The UBI Refresher will review the following topics:     
  • Navigating UBI and choosing selections
  • Creating Bookmarks
  • Working in Reports
  • When to use Bookmarks vs. MySheet
  • Other Tips and Tricks

Click here to enroll for the September 24, 9-11 am session via Workday.

Thursday, August 22, 2019

Finance Transformation News

Explaining the Phases of Finance Transformation

If you're like many of us, you've wondered about the "phases" of Finance Strategic Transformation.  As we move forward with Phase 2, you may not be sure what "readiness" means, or how it's different than what we did in Phase 1, or what we'll do in Phase 3.  James Gorman gives us a helpful analogy in this CommunityHub piece that simplifies all the phases.  Check it out, because we need your help to build this thing!

OSP goes on Grants Management Fact-Finding Mission for FST

At the end of July, a team from the Office of Sponsored Programs (Stewart Craig, Kristy Hall, Vonda Durrer, and Urmila Bajaj) went on a fact-finding mission to Yale University, to discover more about Yale's transition to Workday Financials. The OSP team were treated to a system demonstration, answers to their burning questions about Workday and grants management, and, most importantly, received candid feedback about lessons learned that can benefit UVA. OSP returned to UVA with a sense of enthusiasm for FST, and is pledging a significant commitment of time and resources to the initiative. Read more about their visit and read Yale's "Lessons Learned" on CommunityHub.

What else has been going on?  Check out these new CommunityHub posts to stay in the know!


Comments and questions are welcome in the online community, and here on the blog.

Visit FST on the web:

UVAFinance Personnel Files: Nick Williams

Click the image for a larger view
Personnel Files is a UVAFinance Blog series in which we introduce a member of the Finance team so all can gain a greater understanding of how finance works at UVA.

Want to be featured? Want to suggest someone to shine a spotlight on? Email

Tuesday, August 20, 2019

Calling All Volunteers! It's Travel & Expense Expo time!

It’s Travel Expo time again and we need volunteers to help make it a success. 

The event is on Thursday, September 19. Check out the Sign-up Genius to choose a task. Please click the button below to sign-up today!

Thanks for your support!

FST Announces new Senior Project Manager

The FST team is pleased to announce that Onyi Odumosu will be joining us September 3 as the senior project manager.

Onyi is presently working in project management at UVA's Emily Couric Cancer Center, and before that she led Phase 2 of the Epic system implementation for the UVA Health System.

 Onyi has over 15 years of project management and technical leadership experience across corporate and higher education industries, so we are thrilled to have her on the team!

Budgeting FY20 Endowment Distribution

The FY20 Endowment Spending Distribution was recently processed. Starting this year you have received the distribution for the full year.

You can access the distributed amount via the UBI module- GL Details Current. Go to the tab titled “BudgetUVA – Gift/Endow”. Select your MBU Project Owning Org Name, the FY Num – 2020 and Fiscal Period Jul-19. The result will be all of your gift and endowment distributions. To obtain the FY20 Endowment distribution select Object Code 2925 Internal Payables-Due To (CENTRAL USE ONLY). See the image below (click for a larger view).
Click image for a larger view

The object code 2925 is a balance sheet object code –“Internal Payables -Due to”. At the end of each quarter, an adjustment will be made moving a portion of the distribution from 2925 to the 8920 object code. By the end of the fiscal year 2925 will be zero and 8920 will reflect the full distribution.

Please use this information to make your entry into BudgetUVA:

  • When you receive your FY20 distribution, visible in GL Details Current as mentioned above, you will enter that budget into both the GL and GA of BudgetUVA.
  • In the GL section of BudgetUVA: Credit the amount (-ve signage) using the 8920 object code
  • In the GA section of BudgetUVA: Debit (+ve signage) the amount in Budget Only,OTPS
  • If you are using an unfunded amount from an earlier fiscal period you would use 4999 object code in the GL.
See the image below (click for a larger view). 
Click image for a larger view

QUESTIONS? Let us know, we're happy to help!

If you have any questions about the FY20 Endowment Distribution, contact Wanda Breeden at 924-4208 or

If you have any questions about using BudgetUVA, contact your budget analyst or send an email to

Want to get your Real ID at the Travel & Expense Expo? Here's how!

DMV Connect, the Department of Motor Vehicles’ “office in a suitcase” will be set up at the Travel and Expense Expo to process REAL ID applications on Thursday, September 19, from 10 a.m. to 2 p.m. You can find DMV Connect’s table in the Newcomb Hall Ballroom.

There’s a $10 one-time REAL ID surcharge in addition to standard renewal or replacement fees.

Please visit for more information. To determine which documents you'll need to bring, check out our list ---->

To save time, complete your REAL ID driver’s license renewal or replacement application in advance at 

Simply log into your myDMV account and, in the Online Services category, select whether you are renewing or replacing a driver’s license. Your completed online application will go into a pending status which our mobile team will be able to access during your visit.

We need volunteers!  Click here for more info.

Procurement donates valuable points to Virginia Non-Profits

Through the University contract with The Supply Room Company, we earn points through HP's "PurchasEdge" loyalty program.  We're able to trade these points for free printers that we can share with the University community (read more on the blog here!)  

We try to use these points internally if at all possible, but, from time to time, the some of the points we accrue expire, much like your grocery store fuel points. Rather than let these leftover points expire, Procurement donates them to other nonprofit agencies that participate in PurchasEdge.

This summer, we were able to donate 36,000 points to Fairfax County Public Schools and Child Development Associates.   Those organizations will be able to trade the donated points for much-needed printers, scanners, and other supplies offered through HP's program.  

Procurement accrues HP points regularly, so if your department is in need of a printer, contact Kristin Floyd in PSDS.  

GREEN TIP:  Remember that even if your older printer is still functional, it may be costing you substantially in energy dollars.  Older office equipment is less energy efficient, costs more to operate, can be loud, and can even generate enough heat to cause you to have to adjust your thermostat to compensate!

UVA has nearly 200 printers over 8 years old -- replacing all of them would reduce printer energy usage to their departments by 67%!

Monday, August 19, 2019

Celebrating National Payroll Week September 2-6

Every week, University Payroll saves the day by making sure all UVA employees are paid on time and correctly.

Our Payroll department manages 5 payrolls (2 monthly and 3 bi-weekly) for the Academic Division, the Health System, and University Physician's Group -- that's a workforce of over 33,000, paid with 99% accuracy every time!

Thanks for what you do, Payroll Team!

Did you know?  National Payroll Week coincides yearly with Labor Day week and highlights the achievements and partnerships between America's employees, payroll professionals, and various government programs and agencies.  Read more here!

Sunday, August 18, 2019

Health & Well-being Class Series at Carruthers Hall

Empowering Your Health and Well-being 4-week class

Presented by Beth Frackleton, MEd, BSN, RN, NBC-HWC
and Mary Sherman, LCSW, CEAP, CAPP UVA Faculty and Employee Assistance Program

Carruthers Employees:  Are you ready to make some empowering changes in your life to positively impact your health and well-being?  Such as moving more?  Lowering your stress level?  Eating healthier? 

Join this 4-week class onsite at Carruthers Carr 1 and 2 that will use the best strategies from Health Coaching and Positive Psychology to help identify and meet your goals.  The class will be highly engaging and geared towards your personal success.  

This class is a pilot program that will provide 1-1 pre and post free health coaching.  A commitment is needed to attend all four classes along with the pre and post-coaching sessions.  More health coaching is also available if desired.  

To sign up or for questions please contact Beth Frackleton at or 434-243-8199.   Beth will sign you up for your initial 20-minute health coaching session to share information about the class and prepare you for the program.  Sign-up quickly as there are only limited spots.

Dates/times at Carr 1-2:       Week 1 –  Tuesday, October 1st     12-1
                                                Week 2 –  Tuesday, October 8th     12-1
                                                Week 3 -   Tuesday, October 15th   12-1
                                                Week 4 – Thursday, October 24th  12-1

News from Student Financial Services

Peer Financial Counseling Returns!

Students who are searching for assistance with their personal finances have a new resource to utilize on Grounds in the Peer Financial Counseling program. This free service launched in February of 2019, and is back for its first full academic year starting on August 27th. 
Peer Financial Counselors will work with a student to help them determine their financial values and priorities, and provide them with ongoing support to stick with the financial plans they make. Appointments can be made by sending an email to, or by visiting Room 245 of the Georges Center inside Clemons Library from 2-6 p.m., Monday-Thursday. Visit the Peer Financial Counseling website for more information.

Student Financial Services Offers Drop-In Hours

Student Financial Services is pleased to continue offering weekly drop-in hours in Clemons Library as an additional resource to students. 

Beginning on August 27th, students can stop by Room 236 of the Georges Student Center from 2-5 p.m. on Tuesday afternoons and 5-8 p.m. on Wednesday evenings to speak with an SFS representative about their financial aid or student account. No appointments are necessary!

Friday, August 16, 2019

As Message from J.J. Davis: Planning for Friday, Sept. 6 Football Game vs. William & Mary

Dear Colleagues,

The University is preparing for a home football game against the College of William & Mary at Scott Stadium with kickoff at 8:00 p.m. on Friday, September 6th. Impacts of this night game will begin earlier in the day, and I write to share information.

Although there are logistical challenges to hosting a large event on a weeknight, the University is committed to maintaining a regular schedule for all activities. No classes will be cancelled and patient care services will be provided as usual. A team is working hard to mitigate the game's impact on students, patients, employee work schedules, traffic, and parking.  
Academic Classes: The Provost’s Office will provide further information via email to anyone with academic credit-bearing activity on Central Grounds beginning or ending at 4:00 p.m.

Employee Work Schedules: While the University will operate on a normal schedule on September 6th, departments may use their discretion to determine the appropriate staffing levels to maintain services. For those operations that can support it, managers are encouraged to use flex scheduling or permit the use of annual or comp time to modify employee shifts on September 6th so that staff can maintain a 40-hour work week.

Parking, Bus Routes, and Road Closings: Several parking lots in the vicinity of Scott Stadium must be vacated by 4:00 p.m. and a few UTS bus routes will be altered by the traffic management plan. Every effort will be made to accommodate special parking and transportation needs of faculty, staff, and students after 4:00 p.m. Parking & Transportation (P&T) has posted specific guidance for permit holders and transit riders on a dedicated web site: . By September 3rd, P&T will e-mail information about parking and transit options to permit holders for lots that are directly affected by the game.

Contacts: The success of our planning efforts relies on clear communication with faculty, staff, students, and the community. Contact one of the persons listed below to report a specific need, make suggestions, or ask questions:

This Friday evening game versus William & Mary marks the annual Paint the Town Orange celebration. Employees may purchase $15 lower level tickets to the game by visiting and entering the promo code PAINTTHETOWNORANGE. This represents a savings of over 40%.

I am grateful for your understanding and support as we prepare for this special event.

Jennifer (J.J.) Wagner Davis
Executive Vice President and Chief Operating Officer

Wednesday, August 7, 2019

Finance Transformation: Breaking down Silos for Continuous Improvement

Big changes can be tiring, right?  The process is long, the details are many, the deliverables pile up, and the deadlines loom large . . . but, if you take time to recognize and celebrate the wins along the way, you might get an energy boost!

Kelly Hochstetler, the
"voice of LD"
Finance Strategic Transformation isn't just a software implementation -- it's also a focus on continuous improvement and making sure we're delivering the best service possible in the best way possible.  This week in the Online Finance Community on CommunityHub, Kelly Hochstetler of Finance Outreach & Compliance shines a light on some great things involving LD and more that have been accomplished through a collaborative effort.

Read her post, "Collaboration during Change:  breaking down silos and solving problems."

Check it out and please share your own continuous improvement stories (as you can see, we love 'em!).  

Comments and questions are welcome in the online community, and here on the blog.

Visit FST on the web:

CommunityHub Series on Data Fluency

Check out the latest from the UBI team on Data Fluency in our CommunityHub!

This post presents a case study from the University of South Dakota and their effort to weave together data, department goals, and the institution's strategic plan to improve decision making.  It's a great read for anyone going through lots of system and process change.  HINT HINT! :)

Read it here!

More from this series:

Data Fluency: Defining Data
Data Fluency:  A Framework for Building a Data Culture
Data Fluency:  A Needed Language for Today