Strategic Planning through Appreciative Inquiry

Consider the following questions: If we were truly at our
best, what would that look like? Think to a time when you felt a sense of
accomplishment in your work; what were the circumstances? As we think about
planning for 2016, what is one thing you would do differently if you knew you
could not fail?

In early January we will embark together on a journey of
positive change that begins with developing our strategic plan.  Each member of UVAFinance will contribute
his or her answers to these and other questions, and in so doing define our desired
future state. Appreciative Inquiry (AI) will be the process we use to guide us
in strategic planning.

AI addresses an organization’s challenges by uncovering and
building on strengths and generating innovation and creativity to confidently
confront the future. AI is a genuine paradigm shift for organizational change,
grounded in behavioral science. Through AI, we will discover the values of our members
and other stakeholders and create an aligned vision and mission based on those
values. We will follow a process of Appreciating, Imagining and Realizing.

We begin with APPRECIATING
our strengths and the circumstances that lead to our highest performance. We
will discover the elements and experiences within our past that represent the
forces that enable us to operate at our very best. Once we have connected to
this positive core, we will move to IMAGINING
and visualizing a shared,
positive vision of the future that compels us to act. We will then move to REALIZING that vision, as we design and
then implement the strategies, processes, management systems, organization
structure, behaviors and culture necessary to support our future organization.

What AI is not: we will not be overlooking problems or areas
where we need to improve. We won’t be pretending that everything is perfect and
everyone happy. We won’t be squelching challenge, conflict or critique.  However, we will be making a choice to
reframe our weaknesses and threats in the context of managing those by
expanding our strengths and opportunities. We will be making a choice confirmed
by modern neuroscience—focusing on our strengths broadens and builds our
capability for individual and organizational high performance.

This has been a quick introduction to Appreciative Inquiry
and a brief overview of how we are going to complete a strategic plan that taps
into the collective wisdom, knowledge and passion of each of us. We will be
learning a lot more over the next few months as we come together. I’m confident
we will find this work energizing, exciting, and meaningful. Teams that have
learn the processes of AI and focus on positive change make life enriching
changes in the ways they work together.

Together, we will develop a plan to guide our future. We
will set a course of action creating new approaches and opportunities for
institutional growth and optimization while leveraging the uniqueness of our
culture. When this process is completed, we will each see our ourselves, our
roles, and our purpose in serving others that connects the mission of UVAFinance
to the University’s Cornerstone Plan.

Strategic Planning through Appreciative Inquiry

Consider the following questions: If we were truly at our best, what would that look like? Think to a time when you felt a sense of accomplishment in your work; what were the circumstances? As we think about planning for 2016, what is one thing you would do differently if you knew you could not fail?

In early January we will embark together on a journey of positive change that begins with developing our strategic plan.  Each member of UVAFinance will contribute his or her answers to these and other questions, and in so doing define our desired future state. Appreciative Inquiry (AI) will be the process we use to guide us in strategic planning.

AI addresses an organization’s challenges by uncovering and building on strengths and generating innovation and creativity to confidently confront the future. AI is a genuine paradigm shift for organizational change, grounded in behavioral science. Through AI, we will discover the values of our members and other stakeholders and create an aligned vision and mission based on those values. We will follow a process of Appreciating, Imagining and Realizing.

We begin with APPRECIATINGour strengths and the circumstances that lead to our highest performance. We will discover the elements and experiences within our past that represent the forces that enable us to operate at our very best. Once we have connected to this positive core, we will move to IMAGINING and visualizing a shared, positive vision of the future that compels us to act. We will then move to REALIZING that vision, as we design and then implement the strategies, processes, management systems, organization structure, behaviors and culture necessary to support our future organization.

What AI is not: we will not be overlooking problems or areas where we need to improve. We won’t be pretending that everything is perfect and everyone happy. We won’t be squelching challenge, conflict or critique.  However, we will be making a choice to reframe our weaknesses and threats in the context of managing those by expanding our strengths and opportunities. We will be making a choice confirmed by modern neuroscience—focusing on our strengths broadens and builds our capability for individual and organizational high performance.

This has been a quick introduction to Appreciative Inquiry and a brief overview of how we are going to complete a strategic plan that taps into the collective wisdom, knowledge and passion of each of us. We will be learning a lot more over the next few months as we come together. I’m confident we will find this work energizing, exciting, and meaningful. Teams that have learn the processes of AI and focus on positive change make life enriching changes in the ways they work together.

Together, we will develop a plan to guide our future. We will set a course of action creating new approaches and opportunities for institutional growth and optimization while leveraging the uniqueness of our culture. When this process is completed, we will each see our ourselves, our roles, and our purpose in serving others that connects the mission of UVAFinance to the University’s Cornerstone Plan.

"Experience QlikView" Class

"Experience QlikView" provides an introduction to the QlikView reporting tool and an opportunity to get hands-on experience with and provide feedback on a proof of concept “BBA*/Expenditure Detail” reporting dashboard developed by the Managerial Reporting team. One-hour classes will be taught at 11 a.m. and 1 p.m. on December 3, 10, and 17. Sign up in SSTL>employee self-service>learner home. Or use this
link in Internet Explorer.

"Experience QlikView" Class

"Experience QlikView" provides an introduction to the QlikView reporting tool and an opportunity to get hands-on experience with and provide feedback on a proof of concept “BBA*/Expenditure Detail” reporting dashboard developed by the Managerial Reporting team. One-hour classes will be taught at 11 a.m. and 1 p.m. on December 3, 10, and 17. Sign up in SSTL>employee self-service>learner home. Or use this link in Internet Explorer.

OE Project Alliance: SHOWCASE

On December 3rd at 1:30pm, a SHOWCASE of OE projects will give you the chance to learn more and
ask questions about OE initiatives, network with project leaders, and also
provide your feedback. This special JPJ event will feature a UVA Men’s
Basketball coach, who will greet attendees and share about the team’s culture
and commitment to excellence. Don’t miss this exciting event. RSVP
Today!

OE Projects and Initiatives at the
SHOWCASE:

HR Strategic Design Initiative

Research UVA

Travel and Expense Management

IT Projects (Email Consolidation, Data
Center Centralization)         

Managerial Reporting Project

Gift Processing

Center for Leadership Excellence

Strategic Sourcing

Cornerstone Strategic Plan

OE Project Alliance: SHOWCASE

On December 3rd at 1:30pm, a SHOWCASE of OE projects will give you the chance to learn more and ask questions about OE initiatives, network with project leaders, and also provide your feedback. This special JPJ event will feature a UVA Men’s Basketball coach, who will greet attendees and share about the team’s culture and commitment to excellence. Don’t miss this exciting event. RSVP Today!

OE Projects and Initiatives at the SHOWCASE:

HR Strategic Design Initiative

Research UVA

Travel and Expense Management

IT Projects (Email Consolidation, Data Center Centralization)         

Managerial Reporting Project

Gift Processing

Center for Leadership Excellence

Strategic Sourcing

Cornerstone Strategic Plan

Bookmark This: GMS Interface Codes & Contact Info

If
you are preparing or approving a monthly reconciliation, you may have asked
“What are these transactions that begin with GMSA-?” The prefix GMSA-
tells us that the transaction was uploaded to the Integrated System from a file
generated by a school or department. Check out the GMS Interface Contact Information sheet to crack the code found in the
transaction number that tells which area created the batch. To navigate to this document from the Comptroller's home page, click "Important Links," then "ISP Contact Information."

Bookmark This: GMS Interface Codes & Contact Info

If you are preparing or approving a monthly reconciliation, you may have asked “What are these transactions that begin with GMSA-?” The prefix GMSA- tells us that the transaction was uploaded to the Integrated System from a file generated by a school or department. Check out the GMS Interface Contact Information sheet to crack the code found in the transaction number that tells which area created the batch. To navigate to this document from the Comptroller's home page, click "Important Links," then "ISP Contact Information."

Finance Job Openings

Looking for a new position within the finance area? The Job Openings page of the AVPF Blog has available positions within the finance departments and is updated with every edition of the blog.

Finance Job Openings

Looking for a new position within the finance area? The Job Openings page of the AVPF Blog has available positions within the finance departments and is updated with every edition of the blog.

New: UVA BBA and Revenue Report in Discoverer

As a result of the Orange Team’s efforts, the MRP team
pleased to announce the availability of a new report in Discoverer.  The
UVA BBA and Revenue Report provides additional information not in the Versus
report, including:

• Revenue not yet installed


• Amounts funded, but not budgeted


• Budget balance available

Additionally, a new view structure was utilized that allows
results to be returned in a couple of minutes, as opposed to 15 or more minutes
for the Versus report.  Read
more about the new report and its best practices.

New: UVA BBA and Revenue Report in Discoverer

As a result of the Orange Team’s efforts, the MRP team pleased to announce the availability of a new report in Discoverer.  The UVA BBA and Revenue Report provides additional information not in the Versus report, including:

• Revenue not yet installed
• Amounts funded, but not budgeted
• Budget balance available

Additionally, a new view structure was utilized that allows results to be returned in a couple of minutes, as opposed to 15 or more minutes for the Versus report.  Read more about the new report and its best practices.

From Melody's Desk

Well, summer is over and school is in session. We know this
from the students crowding the Student Financial Services’ counter last week,
the traffic on Emmet Street, the long lines at Chipotle, and football and
marching band practice occurring on Lambeth and Carr’s Hill Fields. :)

Congratulations to the folks in SFS who handled 4,800 phone
calls, 1,547 emails, and 742 walk-ins from students and parents over a span of
9 business days. Put the calculator away, I’ll do the math for you. That’s 533 calls, 183 emails, and 82 walk-ins per day. I appreciate the hard
work, patience, and professional approach from each SFS team member!

Speaking of UVa football, I snapped the below picture at
Lambeth Field, as I walked from my office at the newly renovated O’Neil Hall to
Carruther’s Hall (making sure to count my steps for the Hoo’s Well FallFitness Challenge).

Have you ever listened to a TED talk that you just wanted to
share? A friend shared a TED talk from Shawn Achor, positive psychology guru, with me:  http://www.ted.com/talks/shawn_achor_the_happy_secret_to_better_work.
This one combines the best characteristics of a TED talk:  funny, fast-paced, and an easy take-away. Two
excerpts:

“If we
can find a way of becoming positive in the present, then
our brains work even more successfully as
we're able to work harder, faster and more intelligently.”

“In
just a two-minute span of time done for 21 days in a row, we can
actually rewire your brain, allowing
your brain to actually work more optimistically and more successfully.”

Do you have a favorite TED talk? Send me an email or post a link in the comments
– I’d love to see it.

PS:  Don’t forget to
subscribe to the EVP/COO
Area newsletter to keep up on the news from other corners of the
University.

From Melody's Desk

Well, summer is over and school is in session. We know this from the students crowding the Student Financial Services’ counter last week, the traffic on Emmet Street, the long lines at Chipotle, and football and marching band practice occurring on Lambeth and Carr’s Hill Fields. :)

Congratulations to the folks in SFS who handled 4,800 phone calls, 1,547 emails, and 742 walk-ins from students and parents over a span of 9 business days. Put the calculator away, I’ll do the math for you. That’s 533 calls, 183 emails, and 82 walk-ins per day. I appreciate the hard work, patience, and professional approach from each SFS team member!

Speaking of UVa football, I snapped the below picture at Lambeth Field, as I walked from my office at the newly renovated O’Neil Hall to Carruther’s Hall (making sure to count my steps for the Hoo’s Well FallFitness Challenge).

Have you ever listened to a TED talk that you just wanted to share? A friend shared a TED talk from Shawn Achor, positive psychology guru, with me:  http://www.ted.com/talks/shawn_achor_the_happy_secret_to_better_work. This one combines the best characteristics of a TED talk:  funny, fast-paced, and an easy take-away. Two excerpts:

“If we can find a way of becoming positive in the present, then our brains work even more successfully as we're able to work harder, faster and more intelligently.”

“In just a two-minute span of time done for 21 days in a row, we can actually rewire your brain, allowing your brain to actually work more optimistically and more successfully.”

Do you have a favorite TED talk? Send me an email or post a link in the comments – I’d love to see it.

PS:  Don’t forget to subscribe to the EVP/COO Area newsletter to keep up on the news from other corners of the University.

Finance Team Gears Up for Day of Caring

The United Way Day of Caring on September 16 is a time to make
real improvements in our community and team-build at the same time. Forty-four
volunteers will be working at three different sites:

1) Walker Upper Elementary School: Walker Upper
Elementary School (5th and 6th Grade) participates each year in the annual
Mix-it-up-at-Lunch event where students are assigned to a new lunch seat with
the purpose of giving them the opportunity to get to know students outside of
their social circle.  Research shows that when students feel like they
know each other and can find things in common, they are less likely to bully
one another and more likely to help each other out.  Volunteers will help
with a "get-to-know-you-bingo" game that allows students to see what
they have in common with the new students that they are assigned to sit with.

2) Nathanael Greene Primary School: Volunteers will
help paint 100-charts on the blacktops at the school. They will create a
10x10 grid with 100 spaces.  Stencils will then be used to paint the
numbers, 1-100, in each box. They may even  create large 100-charts on
tarps to be used within classrooms.

3) Western Albemarle High School: Volunteers will
weed and mulch the grounds and do some painting.

A kickoff breakfast rally will be held at the Albemarle
Square Shopping Center beginning at 7:30am.  A fresh breakfast and lots of coffee will be
available. Thanks to everyone who is willing and able to participate!

Finance Team Gears Up for Day of Caring

The United Way Day of Caring on September 16 is a time to make real improvements in our community and team-build at the same time. Forty-four volunteers will be working at three different sites:

1) Walker Upper Elementary School: Walker Upper Elementary School (5th and 6th Grade) participates each year in the annual Mix-it-up-at-Lunch event where students are assigned to a new lunch seat with the purpose of giving them the opportunity to get to know students outside of their social circle.  Research shows that when students feel like they know each other and can find things in common, they are less likely to bully one another and more likely to help each other out.  Volunteers will help with a "get-to-know-you-bingo" game that allows students to see what they have in common with the new students that they are assigned to sit with.

2) Nathanael Greene Primary School: Volunteers will help paint 100-charts on the blacktops at the school. They will create a 10x10 grid with 100 spaces.  Stencils will then be used to paint the numbers, 1-100, in each box. They may even  create large 100-charts on tarps to be used within classrooms.

3) Western Albemarle High School: Volunteers will weed and mulch the grounds and do some painting.

A kickoff breakfast rally will be held at the Albemarle Square Shopping Center beginning at 7:30am.  A fresh breakfast and lots of coffee will be available. Thanks to everyone who is willing and able to participate!

Bookmark This: ResearchUVa

In case you didn’t
know… 

ResearchUVa is HERE!

ResearchUVa is the result of a year-long collaboration between the Office of Sponsored Programs, ITS, Organizational Excellence, and the research community. This first phase provides a read-only portal for easy access to research data. Access is granted through Netbadge to all faculty with a research proposal or award and all administrators named as a fiscal contact on a research project in the Integrated System.Use these links to:

• Login to ResearchUVA

• Take
  an online tour

• See FAQs
  about ResearchUVA

For help, please
email the ResearchUVa-help@virginia.edu
listserv. 

Bookmark This: ResearchUVa

In case you didn’t know… 

ResearchUVa is HERE!

ResearchUVa is the result of a year-long collaboration between the Office of Sponsored Programs, ITS, Organizational Excellence, and the research community. This first phase provides a read-only portal for easy access to research data. Access is granted through Netbadge to all faculty with a research proposal or award and all administrators named as a fiscal contact on a research project in the Integrated System.Use these links to:

• Login to ResearchUVA

• Take an online tour

• See FAQs about ResearchUVA

For help, please email the ResearchUVa-help@virginia.edulistserv. 

Updates from MRP: More New Team Members, Agile Training, & Data Governance

More New Managerial Reporting Project Team Members

Ashley Bagby is the newest Managerial Reporting Project Data Analyst. She brings 16 years of experience in finance and operations at GE, and is excited to work with a new group of sharp, dedicated people across Grounds. She was a Classics major at UVA, and is thrilled to be back!



In her spare time, Ashley enjoys knitting cool socks and cheering for UVA sports—admittedly at the same time. She once completed a pair of socks in 26 hours, which we assume is fast. Her husband, kids and cat Richard hope she can break the 24-hour mark. Welcome, Ashley!









Agile Training

Tom Kim from the Managerial Reporting Project is starting monthly Agile information sessions. The sessions will give University employees insight into the MRP methodology, and general information about the project. The first class is Wednesday August 19th at 10am—learn more and RSVP online.





Data Governance Explained

Do you know what data governance means? Do you know why the Managerial Reporting Project is working on it? Would you like a quick video explanation? Join Forrest and Tom from the MRP team as they discuss data governance within the context of a couple easy-to-understand scenarios at the University.

Updates from MRP: More New Team Members, Agile Training, & Data Governance

More New Managerial Reporting Project Team Members
Ashley Bagby is the newest Managerial Reporting Project Data Analyst. She brings 16 years of experience in finance and operations at GE, and is excited to work with a new group of sharp, dedicated people across Grounds. She was a Classics major at UVA, and is thrilled to be back!

In her spare time, Ashley enjoys knitting cool socks and cheering for UVA sports—admittedly at the same time. She once completed a pair of socks in 26 hours, which we assume is fast. Her husband, kids and cat Richard hope she can break the 24-hour mark. Welcome, Ashley!




Agile Training
Tom Kim from the Managerial Reporting Project is starting monthly Agile information sessions. The sessions will give University employees insight into the MRP methodology, and general information about the project. The first class is Wednesday August 19th at 10am—learn more and RSVP online.


Data Governance Explained
Do you know what data governance means? Do you know why the Managerial Reporting Project is working on it? Would you like a quick video explanation? Join Forrest and Tom from the MRP team as they discuss data governance within the context of a couple easy-to-understand scenarios at the University.

Bookmark This: Expenditure Type Definitions in iProcurement

The Managerial Reporting Project team recently helped simplify expenditure type selection in iProcurement. New descriptions provide easy keyword search functionality in expenditure type definitions.

Bookmark This: Expenditure Type Definitions in iProcurement

The Managerial Reporting Project team recently helped simplify expenditure type selection in iProcurement. New descriptions provide easy keyword search functionality in expenditure type definitions.

Join the Red Carpet Celebration!

Ten Finance Division employees are celebrating 25, 35, and 40 years of service this year.  They will be honored with a
dinner on Monday, June 8, preceded by a red carpet arrival in front of JPJ.  Come cheer for your friends and colleagues as they enter JPJ! Make signs and bring your kids! There will be a shade tent, cold water, and plenty of free parking.

Monday, June 8

4:45 pm -5:25 pm

JPJ

Join the Red Carpet Celebration!

Ten Finance Division employees are celebrating 25, 35, and 40 years of service this year.  They will be honored with a dinner on Monday, June 8, preceded by a red carpet arrival in front of JPJ.  Come cheer for your friends and colleagues as they enter JPJ! Make signs and bring your kids! There will be a shade tent, cold water, and plenty of free parking.

Monday, June 8

4:45 pm -5:25 pm

JPJ

Updates from MRP: On-Grounds Technology Vendor Demos

More than 75
cross-functional representatives across the University met for three days
in May to assess potential technology vendors for the new University internal
reporting toolset. Next steps likely include further review of one or more of
the initial three vendors, and discussion among the MRP Executive Committee and
Associate Deans. The team hopes to make a recommendation by mid-to-late July.

Updates from MRP: On-Grounds Technology Vendor Demos

More than 75 cross-functional representatives across the University met for three days in May to assess potential technology vendors for the new University internal reporting toolset. Next steps likely include further review of one or more of the initial three vendors, and discussion among the MRP Executive Committee and Associate Deans. The team hopes to make a recommendation by mid-to-late July.

Updates from OSP: Coffee with Colleagues & New Faces

Coffee with a Colleague

A couple members of OSP have taken advantage of the “Coffee
with a Colleague” program.  Tammy Sutton,
a new accountant in post-award, met at
Greenberry’s recently to discuss different perspectives on grants with Whitney
Richardson, Laboratory and Research Specialist who runs the Fan Mountain
Telescope in Nelson County under Rick Patterson in Arts & Sciences’
Astronomy Department.  The two shared
“how grants effect each one of us in our positions here at the University.  Her [Whitney’s] job is dependent on grant
money; no funding, no job.”  Tammy helped
Whitney understand that OSP’s job of preparing financial reports is required by
the sponsor for oversight so the sponsor will continue to send payments for
reimbursement. While visiting the Astronomy Department, Tammy also met Rick
Patterson, Senior Scientist, and Barbara Johnson who is General Administrative
Supervisor and who for more than a decade has handled grants administration for
Astronomy. Tammy noted “…. we talked about her position versus mine.  It was an interesting view of grants
management from a different position.”

Kobby Hoffman, Assistant Director for Accounting in
post-award, met with Charles Kidd, Transactions Manager in Procurement and
Supplier Diversity Services regarding open commitments on purchase orders in
relation to grants. Purchase orders which are open cannot be closed by OSP, and
when the PO is open, the vendor can still invoice and be paid. Therefore, it is
important that open commitments be “finally closed” or moved off by departments.
If the amount is larger than $5,000 or split between multiple accounts, OSP
often needs the Procurement Office’s assistance.  Kobby was impressed by the situations in
which Procurement (and Charles, in particular) has unraveled and straightened
out accounts so OSP could produce accurate financial reports.

New Faces 

Welcome to Elizabeth Jackson, Administrative Assistant at
OSP’s front desk, who hails from Virginia Beach but moved here when she started
going to Mary Baldwin College.  A Library
Assistant while in college, she spent time as a ski-lift attendant after graduation.  She joined OSP after a temp assignment at UVA
for the School of Medicine’s Summer Medical and Dental Education program—essentially
a “boot-camp” for prospective medical students. In her spare time, she enjoys
going to the gym (she lost 60 pounds over the course of a year!), reading,
playing mystery computer games and playing with her dog Katie.

Updates from OSP: Coffee with Colleagues & New Faces

Coffee with a Colleague

A couple members of OSP have taken advantage of the “Coffee with a Colleague” program.  Tammy Sutton, a new accountant in post-award, met at Greenberry’s recently to discuss different perspectives on grants with Whitney Richardson, Laboratory and Research Specialist who runs the Fan Mountain Telescope in Nelson County under Rick Patterson in Arts & Sciences’ Astronomy Department.  The two shared “how grants effect each one of us in our positions here at the University.  Her [Whitney’s] job is dependent on grant money; no funding, no job.”  Tammy helped Whitney understand that OSP’s job of preparing financial reports is required by the sponsor for oversight so the sponsor will continue to send payments for reimbursement. While visiting the Astronomy Department, Tammy also met Rick Patterson, Senior Scientist, and Barbara Johnson who is General Administrative Supervisor and who for more than a decade has handled grants administration for Astronomy. Tammy noted “…. we talked about her position versus mine.  It was an interesting view of grants management from a different position.”

Kobby Hoffman, Assistant Director for Accounting in post-award, met with Charles Kidd, Transactions Manager in Procurement and Supplier Diversity Services regarding open commitments on purchase orders in relation to grants. Purchase orders which are open cannot be closed by OSP, and when the PO is open, the vendor can still invoice and be paid. Therefore, it is important that open commitments be “finally closed” or moved off by departments. If the amount is larger than $5,000 or split between multiple accounts, OSP often needs the Procurement Office’s assistance.  Kobby was impressed by the situations in which Procurement (and Charles, in particular) has unraveled and straightened out accounts so OSP could produce accurate financial reports.

New Faces 

Welcome to Elizabeth Jackson, Administrative Assistant at OSP’s front desk, who hails from Virginia Beach but moved here when she started going to Mary Baldwin College.  A Library Assistant while in college, she spent time as a ski-lift attendant after graduation.  She joined OSP after a temp assignment at UVA for the School of Medicine’s Summer Medical and Dental Education program—essentially a “boot-camp” for prospective medical students. In her spare time, she enjoys going to the gym (she lost 60 pounds over the course of a year!), reading, playing mystery computer games and playing with her dog Katie.

Updates from the Comptroller's Office: Cardinal & APA Audit

Cardinal 

We are now eight months away from going live with the new State Accounting System, Cardinal. The behind the scenes work is being done not only by the Comptroller’s Office but also Procurement and ITS/Enterprise Applications. We have mapped our existing chart of accounts into the new Cardinal chart of accounts and ITS/EA will begin doing some “sample” state stamping in the next several weeks. The Cardinal team went to Richmond this week to see our first “live” demo of the Cardinal system and were quite impressed. The PeopleSoft-based program appears to be very user friendly and we were most impressed by the reporting module. Rather than rely on the State to produce reports, we will be able to create and run our own reports and queries directly from the Cardinal system daily/weekly/monthly.



Even though there is much more work to do, we are slowly beginning to see what our processes will be with the new system. A very big thank you should go out to Imelda Carter, Sue Clements, Richard Parkins and Terry Butler for all the work they have been putting in these past several months.





APA Audit

The Comptroller’s office held the annual Entrance Conference with the APA for this year’s financial statement audit. Although it will be an entirely new team from the APA, we are looking forward to working with them. They are set to begin preliminary fieldwork on June 8th, with the majority of the audit fieldwork to start in early August. Our time frame is to have the audit completed by mid-October with the University’s financial statements being released around the week of Thanksgiving.

Updates from the Comptroller's Office: Cardinal & APA Audit

Cardinal 
We are now eight months away from going live with the new State Accounting System, Cardinal. The behind the scenes work is being done not only by the Comptroller’s Office but also Procurement and ITS/Enterprise Applications. We have mapped our existing chart of accounts into the new Cardinal chart of accounts and ITS/EA will begin doing some “sample” state stamping in the next several weeks. The Cardinal team went to Richmond this week to see our first “live” demo of the Cardinal system and were quite impressed. The PeopleSoft-based program appears to be very user friendly and we were most impressed by the reporting module. Rather than rely on the State to produce reports, we will be able to create and run our own reports and queries directly from the Cardinal system daily/weekly/monthly.

Even though there is much more work to do, we are slowly beginning to see what our processes will be with the new system. A very big thank you should go out to Imelda Carter, Sue Clements, Richard Parkins and Terry Butler for all the work they have been putting in these past several months.


APA Audit
The Comptroller’s office held the annual Entrance Conference with the APA for this year’s financial statement audit. Although it will be an entirely new team from the APA, we are looking forward to working with them. They are set to begin preliminary fieldwork on June 8th, with the majority of the audit fieldwork to start in early August. Our time frame is to have the audit completed by mid-October with the University’s financial statements being released around the week of Thanksgiving.

Interview with Chief Audit Executive Carolyn Devine Saint

Carolyn Devine Saint recently joined the University as Chief Audit Executive. She is a past chair of the North American
Board of The Institute of Internal Auditors and has extensive experience in internal audit. She previously served as Vice President of Internal Audit at 7-Eleven, Lowes, and Sears.  We recently asked her a few questions about her vision for her new role at the University. Here's what she had to say:

What attracted you to move from the private sector to higher education? 

I wanted to dedicate my energy to an
organization with a sense of mission and purpose that aligns with my values.
You could say I want to do more than help sell more Slurpees or
hammers. While higher education has many business-like functions, it seems to
place more emphasis on the humanity within its system than private sector
companies do. That feels right.

 

What specifically about U.Va. compelled you to make the
change?

Pat Hogan and his Executive Search Group.
Their recruiting process made me feel as special as if they were recruiting the
football coach! I admired the rigor of the search committee’s process and felt
they understood the value of internal auditing by the way they went about
finding a new Chief Audit Executive. It was tough! I met so many great people
in the recruiting process and thought I could help materialize the vision they
had for the department. In the end this was an offer I couldn’t refuse!

What are
your early impressions of Charlottesville and the University?

Charlottesville is one of the most
beautiful places I’ve been. The mountains…the wineries…the artisinal
restaurants…it’s easy to see why people never want to leave. The University
itself is a marvel: brilliant people working in a lovely place with a keen
sense of the past but with eyes clearly set on the future via the Cornerstone
Plan. It’s a daunting and exciting place to work! I look forward to being a
part of it.

What are the challenges facing Audit
today?

Audit’s
challenges at U.Va. are the same as those for auditors everywhere: how to add
value to the companies they work in while struggling, like all departments,
with limited resources—human and dollars—to do the work needed to be credible
and trusted advisors on risk to the Board and executive management.

 

What
are your priorities as you begin your role?

My priorities are to gain an
understanding of the department’s charter and responsibilities in the context
of the University’s strategy and culture; to align our work with the
Cornerstone plan and strategic risks; and to enhance the department’s credibility
with stakeholders through delivery of timely, valued insights on risks and
controls. 

What are the most significant
opportunities you see right now? 

I’d say the most significant opportunity
is to question the status quo and make sure we really understand why we do
things the way we do. The opportunity is to reinvent internal auditing at UVa!

What do you most look forward to?

Helping my team reinvent itself, redefine
our internal culture, and build the kind of esprit de corps that makes the
valuable work we do a joy. If we build this kind of team, we can help drive the
culture of innovation and positive change that Pat Hogan and other leaders
envision for U.Va.

Interview with Chief Audit Executive Carolyn Devine Saint

Carolyn Devine Saint recently joined the University as Chief Audit Executive. She is a past chair of the North American Board of The Institute of Internal Auditors and has extensive experience in internal audit. She previously served as Vice President of Internal Audit at 7-Eleven, Lowes, and Sears.  We recently asked her a few questions about her vision for her new role at the University. Here's what she had to say:

What attracted you to move from the private sector to higher education? 

I wanted to dedicate my energy to an organization with a sense of mission and purpose that aligns with my values. You could say I want to do more than help sell more Slurpees or hammers. While higher education has many business-like functions, it seems to place more emphasis on the humanity within its system than private sector companies do. That feels right.

 

What specifically about U.Va. compelled you to make the change?

Pat Hogan and his Executive Search Group. Their recruiting process made me feel as special as if they were recruiting the football coach! I admired the rigor of the search committee’s process and felt they understood the value of internal auditing by the way they went about finding a new Chief Audit Executive. It was tough! I met so many great people in the recruiting process and thought I could help materialize the vision they had for the department. In the end this was an offer I couldn’t refuse!

What are your early impressions of Charlottesville and the University?

Charlottesville is one of the most beautiful places I’ve been. The mountains…the wineries…the artisinal restaurants…it’s easy to see why people never want to leave. The University itself is a marvel: brilliant people working in a lovely place with a keen sense of the past but with eyes clearly set on the future via the Cornerstone Plan. It’s a daunting and exciting place to work! I look forward to being a part of it.

What are the challenges facing Audit today?

Audit’s challenges at U.Va. are the same as those for auditors everywhere: how to add value to the companies they work in while struggling, like all departments, with limited resources—human and dollars—to do the work needed to be credible and trusted advisors on risk to the Board and executive management.

 

What are your priorities as you begin your role?

My priorities are to gain an understanding of the department’s charter and responsibilities in the context of the University’s strategy and culture; to align our work with the Cornerstone plan and strategic risks; and to enhance the department’s credibility with stakeholders through delivery of timely, valued insights on risks and controls. 

What are the most significant opportunities you see right now? 

I’d say the most significant opportunity is to question the status quo and make sure we really understand why we do things the way we do. The opportunity is to reinvent internal auditing at UVa!

What do you most look forward to?

Helping my team reinvent itself, redefine our internal culture, and build the kind of esprit de corps that makes the valuable work we do a joy. If we build this kind of team, we can help drive the culture of innovation and positive change that Pat Hogan and other leaders envision for U.Va.