The Taming of the Queue

When members of the UVA research community submit sponsored program proposals, those proposals, and the resulting awards, as well as various post award requests go into a pipeline for processing by the pre award team. This pipeline, often referred to as the queue, has long been stuffed with up to several hundred transactions at a time. In an attempt to work through the backlog, pre award team members have sometimes been able to make admirable headway, but the actions have always piled up once more, seemingly insurmountable.



Until now.



In the last four months, the pre award team has not only focused diligently on the speedy processing of the queue

but also, they’ve tackled the underlying processes that cause the delays and backlogs.



The team has implemented process improvements for certain types of transactions, like the implementation of the ePRF, and then began to work on different types of transactions, making big process changes even while they “kept the trains moving” in the queue.



Kelly Morrison, Director of Pre Award, said the team’s focus was shoring up basic business processes, adding checklists and appropriate levels of review, and removing bottlenecks in the workflow. Morrison also re-evaluated staff roles during this process, making sure that not only did they have enough staff, but also, that the right people were doing the right jobs for their skill sets.



“The focus in the past had been just pushing through transactions,” Morrison said, explaining further that the problem with that approach was that haste made for errors that had to be corrected later on, slowing the process.



Morrison said that even though additional review and checklists might sound counterintuitive when the aim is to speed up a process, taking the time to make sure things are done correctly the first time has produced big, sustainable results for the team: they’ve seen a 70% drop in the number of actions in the queue.







That’s good news on its own, but the best part is, they’ve been able to hold that number at its new, lower level. The decline has been slow and steady instead of fluctuating up and down.



This consistency is a result of the team’s improved processes, and Morrison says the team isn’t content with the progress they’ve made.



“We need to continue to work on the queue to get us to an optimal level,” she said, adding that the team is focusing on not the number of transactions, but instead the time it should take to process certain transactions.



In the New Year, Morrison expects to develop service-level agreements for proposal turnaround times and award setups, with a goal of, at a minimum, hitting those goals 80% of the time.



Other improvements in the works include reconfiguring the setup for awards in ResearchUVA so that the entire award can be appropriately tracked, and also rolling out notifications and approvals associated with the ePRF and routing all post award transactions, for example, no-cost extension requests, electronically.





Questions? Comment below or contact Kelly Morrison.

The Taming of the Queue

When members of the UVA research community submit sponsored program proposals, those proposals, and the resulting awards, as well as various post award requests go into a pipeline for processing by the pre award team. This pipeline, often referred to as the queue, has long been stuffed with up to several hundred transactions at a time. In an attempt to work through the backlog, pre award team members have sometimes been able to make admirable headway, but the actions have always piled up once more, seemingly insurmountable.

Until now.

In the last four months, the pre award team has not only focused diligently on the speedy processing of the queue

but also, they’ve tackled the underlying processes that cause the delays and backlogs.

The team has implemented process improvements for certain types of transactions, like the implementation of the ePRF, and then began to work on different types of transactions, making big process changes even while they “kept the trains moving” in the queue.

Kelly Morrison, Director of Pre Award, said the team’s focus was shoring up basic business processes, adding checklists and appropriate levels of review, and removing bottlenecks in the workflow. Morrison also re-evaluated staff roles during this process, making sure that not only did they have enough staff, but also, that the right people were doing the right jobs for their skill sets.

“The focus in the past had been just pushing through transactions,” Morrison said, explaining further that the problem with that approach was that haste made for errors that had to be corrected later on, slowing the process.

Morrison said that even though additional review and checklists might sound counterintuitive when the aim is to speed up a process, taking the time to make sure things are done correctly the first time has produced big, sustainable results for the team: they’ve seen a 70% drop in the number of actions in the queue.



That’s good news on its own, but the best part is, they’ve been able to hold that number at its new, lower level. The decline has been slow and steady instead of fluctuating up and down.

This consistency is a result of the team’s improved processes, and Morrison says the team isn’t content with the progress they’ve made.

“We need to continue to work on the queue to get us to an optimal level,” she said, adding that the team is focusing on not the number of transactions, but instead the time it should take to process certain transactions.

In the New Year, Morrison expects to develop service-level agreements for proposal turnaround times and award setups, with a goal of, at a minimum, hitting those goals 80% of the time.

Other improvements in the works include reconfiguring the setup for awards in ResearchUVA so that the entire award can be appropriately tracked, and also rolling out notifications and approvals associated with the ePRF and routing all post award transactions, for example, no-cost extension requests, electronically.


Questions? Comment below or contact Kelly Morrison.

Investing in Managers: UVAFinance Management Development Program begins second cohort

A Gallup poll of over 1 million employed US workers concluded that the number one people quit their jobs is because of issues with their immediate supervisor. Gallup also determined that poor management results in work groups that are on average 50 percent less productive and 44 percent less profitable than well-managed groups.

The recognition of how much is at stake when it comes to properly training managers to manage was the inspiration behind UVAFinance’s partnership with the Center for Leadership Excellence to launch the Management Development Program (MDP), a year-long course for UVAFinance managers.



The course curriculum includes three components: 360 feedback, four skills development sessions, and individualized leadership coaching. This January, the first cohort of 18 managers will graduate. The second cohort of 13 managers has already begun the program.

The second MDP cohort will benefit from the themes revealed in the 360 feedback of the first group. Their sessions will be tailored to include those themes: building relationships with managers, delegation, reward and recognition, and dealing with difficult employees, as well as their own 360 feedback results.



Participant satisfaction with the course has been high, and those facilitating it have seen positive results.



Patty Marbury of Finance Outreach and Compliance leads the individualized coaching sessions with participants. From the first cohort, she noticed several common concerns and challenges. She observed participants becoming more aware of how they interact with employees, and become more confident in their leadership skills. They have made changes based on what they’ve learned and seen how it’s impacted their employees.



In coaching sessions, Marbury reports managers have shown great interest in understanding employee behavior and working with their employees, with the focus placed on the employees’ experience. 

“The coaching sessions haven’t been about me just giving advice,” she said. “Managers have brought up actual issues they’re dealing with and we’ve been able to work out practical solutions.”



For members of the first cohort, the experience was well worth it.



“It’s valuable for all managers but also valuable to most employees whether they supervise or not,” said Imelda Carter, Manager in Accounting Services.



“We all have to set goals, face change and challenges, work with various personalities, work in teams and alone, develop our skills, and give and receive feedback,” she noted.



Sarah Doran, Assistant Director in Student Financial Services, was pleased with the depth of knowledge the MDP trainers had on how to think differently when encountering issues or changes that need to be addressed.



“It also really helps to hear from other colleagues about their own management preferences. We got to learn about new topics among a group of people that we don’t work with on a regular basis, and new now have a connection and a context for future communications and potential collaboration with one another,” she added.



For Forrest Swope, Data Stewardship Leader in Managerial Reporting, the value was in both the 360 feedback and in sharing experiences with fellow managers. “It is nice to know that I’m not the only one facing certain challenges and that there are other folks in the organization I can reach out to for support.”

For more information about the Management Development Program, contact Patty Marbury.

Investing in Managers: UVAFinance Management Development Program begins second cohort

A Gallup poll of over 1 million employed US workers concluded that the number one people quit their jobs is because of issues with their immediate supervisor. Gallup also determined that poor management results in work groups that are on average 50 percent less productive and 44 percent less profitable than well-managed groups.

The recognition of how much is at stake when it comes to properly training managers to manage was the inspiration behind UVAFinance’s partnership with the Center for Leadership Excellence to launch the Management Development Program (MDP), a year-long course for UVAFinance managers.

The course curriculum includes three components: 360 feedback, four skills development sessions, and individualized leadership coaching. This January, the first cohort of 18 managers will graduate. The second cohort of 13 managers has already begun the program.

The second MDP cohort will benefit from the themes revealed in the 360 feedback of the first group. Their sessions will be tailored to include those themes: building relationships with managers, delegation, reward and recognition, and dealing with difficult employees, as well as their own 360 feedback results.

Participant satisfaction with the course has been high, and those facilitating it have seen positive results.

Patty Marbury of Finance Outreach and Compliance leads the individualized coaching sessions with participants. From the first cohort, she noticed several common concerns and challenges. She observed participants becoming more aware of how they interact with employees, and become more confident in their leadership skills. They have made changes based on what they’ve learned and seen how it’s impacted their employees.

In coaching sessions, Marbury reports managers have shown great interest in understanding employee behavior and working with their employees, with the focus placed on the employees’ experience. 

“The coaching sessions haven’t been about me just giving advice,” she said. “Managers have brought up actual issues they’re dealing with and we’ve been able to work out practical solutions.”

For members of the first cohort, the experience was well worth it.

“It’s valuable for all managers but also valuable to most employees whether they supervise or not,” said Imelda Carter, Manager in Accounting Services.

“We all have to set goals, face change and challenges, work with various personalities, work in teams and alone, develop our skills, and give and receive feedback,” she noted.

Sarah Doran, Assistant Director in Student Financial Services, was pleased with the depth of knowledge the MDP trainers had on how to think differently when encountering issues or changes that need to be addressed.

“It also really helps to hear from other colleagues about their own management preferences. We got to learn about new topics among a group of people that we don’t work with on a regular basis, and new now have a connection and a context for future communications and potential collaboration with one another,” she added.

For Forrest Swope, Data Stewardship Leader in Managerial Reporting, the value was in both the 360 feedback and in sharing experiences with fellow managers. “It is nice to know that I’m not the only one facing certain challenges and that there are other folks in the organization I can reach out to for support.”

For more information about the Management Development Program, contact Patty Marbury.

Calling all UVAFinance artists: Help make our office space beautiful!

You may have noticed that there are lots of blank walls around Carruthers Hall. To help make our environment more pleasing, we’re calling on UVAFinance team members to consider submitting original artwork or photography for display, so we can showcase their talents and brighten up our space!



The UVAFinance Employee Engagement Committee is seeking images that capture UVA, Charlottesville, and/or the surrounding area (Grounds, nature, sights, etc.).

All artwork chosen will be displayed with a museum-quality tag bearing the title and artist name. The committee prefers a commitment of at least two years for display of any artwork chosen. At the end of the two-year timeframe, artworks may be re-upped for longer display, or the artist may choose to donate them for a silent auction to benefit a charity of your choice from the Commonwealth of Virginia Campaign.



To submit your work for consideration, please send a clear digital image to Finance Engagement. Work submitted will be evaluated by the Employee Engagement Committee for potential fit within Carruthers Hall.



For the first round of consideration, please submit images by March 2, 2018.



As the renovation of UVAFinance space continues, we anticipate making additional calls for submissions throughout 2018.

Calling all UVAFinance artists: Help make our office space beautiful!

You may have noticed that there are lots of blank walls around Carruthers Hall. To help make our environment more pleasing, we’re calling on UVAFinance team members to consider submitting original artwork or photography for display, so we can showcase their talents and brighten up our space!

The UVAFinance Employee Engagement Committee is seeking images that capture UVA, Charlottesville, and/or the surrounding area (Grounds, nature, sights, etc.).

All artwork chosen will be displayed with a museum-quality tag bearing the title and artist name. The committee prefers a commitment of at least two years for display of any artwork chosen. At the end of the two-year timeframe, artworks may be re-upped for longer display, or the artist may choose to donate them for a silent auction to benefit a charity of your choice from the Commonwealth of Virginia Campaign.

To submit your work for consideration, please send a clear digital image to Finance Engagement. Work submitted will be evaluated by the Employee Engagement Committee for potential fit within Carruthers Hall.

For the first round of consideration, please submit images by March 2, 2018.

As the renovation of UVAFinance space continues, we anticipate making additional calls for submissions throughout 2018.

Total Supplier Management: Automation, Integration, and Improved Experience for Procurement Customers and Vendors

Procurement and Supplier Diversity Services has been working to implement a new portal invoicing system to replace Transcepta. The portal represents one step toward in an ongoing initiative to streamline the procure-to-pay process, called Total Supplier Management (TSM), a tool that will streamline and automate vendor registration and payment. TSM will provide benefits to both vendors and UVA customers.

The invoice portal provides automation to our vendors. Electronic invoices mean increased payment discounts and increased accuracy. Schools and units will also benefit from the clear PO and invoice visibility they have within the portal. Because of error reduction and being able to track their documents, vendors won’t have to contact departments with payment questions.

As PSDS continues TSM adoption, UVA customers will notice additional benefits in the first quarter of 2018, as we invite vendors to register within the system. Vendors will self-register, reducing your administrative tasks, and because the process will be by invitation only, you’ll see much less clutter when you’re shopping (only vendors we actually use will appear!). You’ll also be able to search by commodity, making it easier to find what you’re looking for.



Questions or concerns? Let us know; we’re happy to help! Give us a call at 434-924-4212.



Read more:



Cleanup of inactive purchase orders as part of TSM transition

Total Supplier Management: Automation, Integration, and Improved Experience for Procurement Customers and Vendors

Procurement and Supplier Diversity Services has been working to implement a new portal invoicing system to replace Transcepta. The portal represents one step toward in an ongoing initiative to streamline the procure-to-pay process, called Total Supplier Management (TSM), a tool that will streamline and automate vendor registration and payment. TSM will provide benefits to both vendors and UVA customers.

The invoice portal provides automation to our vendors. Electronic invoices mean increased payment discounts and increased accuracy. Schools and units will also benefit from the clear PO and invoice visibility they have within the portal. Because of error reduction and being able to track their documents, vendors won’t have to contact departments with payment questions.

As PSDS continues TSM adoption, UVA customers will notice additional benefits in the first quarter of 2018, as we invite vendors to register within the system. Vendors will self-register, reducing your administrative tasks, and because the process will be by invitation only, you’ll see much less clutter when you’re shopping (only vendors we actually use will appear!). You’ll also be able to search by commodity, making it easier to find what you’re looking for.

Questions or concerns? Let us know; we’re happy to help! Give us a call at 434-924-4212.

Read more:

Cleanup of inactive purchase orders as part of TSM transition

ResearchUVA is changing the way we pursue, manage and think about sponsored programs, and we’re seeing the results!

The business of research at UVA includes more than $1B in proposal activity and $370M in awards annually, and the latest results from the National Science Foundation’s Higher Education Research & Development (HERD) Survey results show strategic investment in research infrastructure, including ResearchUVA, is paying off as UVA moves up the rankings. Read more about the HERD results here.

Changes to food purchase categories in ExpenseUVA

“Catering” is a frequently-chosen category within ExpenseUVA for food purchases, but most UVA food purchases are actually within the category of “business meals.” The distinction is even more important now, as “catering” will no longer be a reimbursable category after January 1, 2018. The Travel & Expense team encourages ExpenseUVA users to review the food purchase categories available within the system.

 Please see http://www.procurement.virginia.edu/pagetravelbusinessmeals for a breakdown of the categories, including examples.

Changes to food purchase categories in ExpenseUVA

“Catering” is a frequently-chosen category within ExpenseUVA for food purchases, but most UVA food purchases are actually within the category of “business meals.” The distinction is even more important now, as “catering” will no longer be a reimbursable category after January 1, 2018. The Travel & Expense team encourages ExpenseUVA users to review the food purchase categories available within the system.

 Please see http://www.procurement.virginia.edu/pagetravelbusinessmeals for a breakdown of the categories, including examples.

From "a mess" to managed: ASG Team wins award for Carruthers cleanup

Connie Alexander, Stacey Rittenhouse,

and Patrick Wood of ASG, receive

recognition from Caroline Walters

 of Records Management.

This summer, the Administrative Services Group within UVAFinance partnered with UVA Records Management to address the Carruthers Hall basement storage area. Long-neglected, the area was a mess of boxed records, old filing cabinets, and a hodge-podge of junk. All in all, the cleanup effort saw 931.25 cubic feet of material  destroyed and 1309 cubic feet sent to storage.



This fall, the seven weeks of hard work the team put in was recognized at the 2017 ISPRO Conference whey they were awarded the Records Management Award. Records Management staff lauded the team for having a strong “plan of attack” for the project, having high-level support and communication, and great attitudes and cooperation during the massive effort.



Read more about the cleanup effort here.





Congratulations, ASG!

From "a mess" to managed: ASG Team wins award for Carruthers cleanup

Connie Alexander, Stacey Rittenhouse,
and Patrick Wood of ASG, receive
recognition from Caroline Walters
 of Records Management.

This summer, the Administrative Services Group within UVAFinance partnered with UVA Records Management to address the Carruthers Hall basement storage area. Long-neglected, the area was a mess of boxed records, old filing cabinets, and a hodge-podge of junk. All in all, the cleanup effort saw 931.25 cubic feet of material  destroyed and 1309 cubic feet sent to storage.

This fall, the seven weeks of hard work the team put in was recognized at the 2017 ISPRO Conference whey they were awarded the Records Management Award. Records Management staff lauded the team for having a strong “plan of attack” for the project, having high-level support and communication, and great attitudes and cooperation during the massive effort.

Read more about the cleanup effort here.


Congratulations, ASG!

Holiday Staffing in UVAFinance

This year's holiday break at UVA runs from 12/25/2017 - 1/1/2017.  During that time, Carruthers Hall will be closed.



See below for UVAFinance staffing during break:

Student Financial Services:  A greeting on the main phone line will direct callers to leave a message if their need is urgent.  The mailbox will be monitored periodically during break and staff will respond accordingly.  Emails received will be sent an auto-reply directing the sender to call the main phone line for information on how to leave a message for a faster response. 

Finance Outreach and Compliance: Listserv will be monitored for emergency issues.



Office of Export Controls:  Listserv will be monitored for emergency issues.









This post will be updated as further departmental details become available. 

Holiday Staffing in UVAFinance

This year's holiday break at UVA runs from 12/25/2017 - 1/1/2017.  During that time, Carruthers Hall will be closed.

See below for UVAFinance staffing during break:

Student Financial Services:  A greeting on the main phone line will direct callers to leave a message if their need is urgent.  The mailbox will be monitored periodically during break and staff will respond accordingly.  Emails received will be sent an auto-reply directing the sender to call the main phone line for information on how to leave a message for a faster response. 

Finance Outreach and Compliance: Listserv will be monitored for emergency issues.

Office of Export Controls:  Listserv will be monitored for emergency issues.




This post will be updated as further departmental details become available.