Five years ago, a team of more than 60 "Expense Ambassadors" - those working in fiscal roles across Grounds - partnered with the Travel & Expense Core Team to help ensure Chrome River was rolled out effectively in each of their areas.
Building on that success, FST is working with the Expense Ambassadors to help navigate the expense management side of Workday Financials. Some are returning Expense Ambassadors and many are new to the team, but all have expertise in their area and are familiar with expense and reimbursement systems.
Expense management is important for many reasons and a primary one is that so many employees across Grounds enter information into the system. From fiscal personnel to faculty, anyone can enter a reimbursement request and so it is important to ensure communication about the new system reaches everyone. Expense Ambassadors will answer employees' questions and use FST resources to help roll out the new processes.
On Feb. 3, UVAFinance's Training team hosted a kick-off meeting to prepare Ambassadors for the coming months. They were provided with bookmarked resources and a rundown of what to expect as go-live approaches. A number of Ambassadors are participating as UER testers and will be sharing their experiences and providing feedback.
In March, the Ambassadors will be provided a training demo for the expense system and begin to develop a list of anticipated questions from their units and departments. Knowing what their team members need to know helps them prepare to answer questions and provide assistance in the use of the system. Throughout May and June, Expense Ambassadors can encourage team members to take training as appropriate and continue to triage and funnel questions to the Training team.
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