Buy Office Supplies, Support Minority-Owned Small Business

• Visit this link to provide your specific delivery information.  RGH is committed to ensuring your orders are delivered correctly and conveniently.

• Watch this video to learn more about RGH and their story.

A new punchout catalog with RGH Enterprises (RGH) will allow UVA schools and units another option when it comes to purchasing office supplies.   

RGH, which is a minority-owned small business out of Baltimore, has a strategic alliance with Staples.  For buyers, this means they have access to the vast array of office supplies Staples offers, combined with local customer care and distribution provided by RGH.

RGH offers overall savings on supplies, quick and custom delivery, and support when you're in need of something that's hard to find.

The punchout catalog will go live in October, so watch this space and other Finance channels for more information.  

Interested in what RGH  has to offer?  Here's what you can do now: 

UVA is proud that our contracted office supply companies make it easy for buyers on Grounds to support diverse firms, with RGH as a minority-owned business and the Supply Room as a woman-owned business.  We look forward to providing more partnerships that suit University needs and support our local SWaM companies!

Addie Coe Graduates from the Cornerstone Program

Coe was chosen by her peers to deliver the 
participant impact statement at the graduation ceremony.

This September, UVAFinance's Adeline Coe graduated as a UVA Cornerstone Program member.  She is part of the 8th cohort of the program, which was begun in 2014 as a way of identifying and developing UVA's future senior leaders.

Participation in the Cornerstone Program requires each member to dedicate eight hours of work per month over the course of twelve months.  This can involve structured coursework, attending presentations and classes, and group project work.  Project work focuses on researching and suggesting solutions for problems submitted by UVA schools and units. 

Coe and her group focused on helping Facilities Management (FM) gather and analyze data on the languages spoken by their workforce of nearly 1200 employees.  The group collaborated with FM and the Office of Civil Rights to design and deliver an equitable and inclusive survey backed by a strong communication plan.  The survey had a 27% response rate.  The group developed a dashboard from that data to share with FM, along with process recommendations and lessons learned.

Coe says the program's focus on humanistic leadership helped her to more fully understand "the importance of fostering connection, understanding, and unity in our workplaces."

Through the introspection and assessment offered as part of the program, Coe says she understands much more about her own decision-making processes and leadership style, as well as how these influence her interaction with others.

"I now have a strengthened ability to approach relationships and projects, prioritizing compassion and openness over my sometimes-relentless drive for results. . . . This has been an enriching experience that has empowered me to not only lead well, but also to uplift, inspire, and help usher in a brighter era of collaborative and compassionate leadership."

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Read more about the Cornerstone Project on the UVAHR site. 

Procurement & Supplier Diversity Services attends Charlottesville Chamber event

MBA Award winners;
Photo provided by Marley Nichelle, MBA photographer

Contributed by Ajoni Wynn-Floyd
UVAFinance's Procurement and Supplier Diversity Services had the utmost honor of attending the Charlottesville Chamber Minority Business Alliance Black and White Affair this September. The evening was filled with networking, music, speakers, dinner, and awards. PSDS is also proud to sponsor this event.  The Minority Business Alliance has been a pillar of support for minority businesses in the Greater Charlottesville region for 11 years.

The purpose of the Chamber Minority Business Alliance (MBA) is to convene, support, and promote minority businesses, leveraging local business and nonprofit partners to expand community wealth building. 

Proceeds from the Black & White Affair went toward the Endurance Fund and other programs hosted by the Alliance to support and promote minority-owned businesses and professionals.

During the event recipients of the $40,000 United Way of Greater Charlottesville + MBA Minority Business Grant and the recipients of MBA's John F. Bell Sr. Vanguard Award were announced.

Our office would like to congratulate the 2023 John F. Bell Sr. Vanguard Award: Antwon Brinson and Sabrina Feggans. Both recipients have actively provided support and mentorship to community members around them. They are both vital members of the community and we look forward to what the future has in store for them. 

If you are interested in joining the Minority Business Alliance, click here to learn more.

Collaboration and Continuous Improvement lead to easier fixed asset tagging

A little bit of automation can go a long way, as demonstrated by UVAFinance's Business Asset team, who just completed a collaborative project to make asset tagging easier for both their team and our partners in schools and units.  

Historically, keeping track of new fixed assets had been manually-intensive.  The team had sent tagging forms via email or snail mail to equipment coordinators across Grounds, and those folks would fill out the form with details about their fixed assets, and then send them back in.  This process took time and involved the manual cataloging of details such as serial numbers.

With an eye on continuous improvement, Andrew McGehee, Director of Business Assets & Cost Recovery, worked with finance colleagues in Business Systems and User Success & Services, to streamline the process using Workday and Salesforce.  

The result is that newly capitalized assets created in Workday automatically generate a Salesforce ticket complete with all of the asset's information.  That pre-populated information is linked to a Drupal form that routes directly to the equipment coordinator so that they can fill in a much smaller list of missing details and send it back to the team via online submission.

The improvements mean less paper going back and forth, a reduction in manual data entry, an easier submission process for folks across Grounds, and a real-time way for the Business Assets team to track outstanding asset tagging. 

Thanks to the Business Asset Team (Andrew McGehee, Mohammed Eitta, Joyce Gredler, & Brittany Newton) as well as Andrew Sallans from the User Success & Services Team, Mandy Eames from the Workday Support Team, and Scott Adams and Meredith Dixon from the Business Systems Team, for their cooperative efforts in delivering this improvement!

UVAFinance in Action

Harouff Gaye & Polemi with 
colleagues from Christopherson Business
Travel

Raegan Harouff Gaye and Danae Polemi attended the Society for Collegiate Travel and Expense Management (SCTEM) conference in New Orleans last week.  

SCTEM provides unique opportunities for travel and expense professionals to network, learn, and share.  

_________________

Ngyuen & McGehee

Andrew McGehee and Minh Nguyen attended the Maximus 36th Annual Higher Education Hybrid Meeting in Austin, Texas.  There they had a chance to network with other university professionals and to learn the latest on asset management and F&A.

That's Walker way up there at the podium!

_____________________

Katie Walker presented at the NACUBO Planning, Budgeting, and Analytics Forum in Chicago to a large group of higher education business officers. The attendees enjoyed a particularly interesting look at UVA's transition away from budgetary spending authority.

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Look at these familiar faces! 

Jacob Mair was a presenter at Workday Rising in San Fransisco. His session, presented with Deloitte's Isabella Joseph about the gift setup process using Workday Extend, was well-attended.  

Travel & Expense Webinars: Watch & Learn

Last week, the Travel & Expense Team hosted two webinars for UVA attendees who missed out on the T&E Expo offerings.  The webinars were recorded and are now available for viewing on the UVAFinance website.  

• Workday Expense Webinar (Video Presentation) - Presented by Justina Duncan. An ExpenseUVA expert walks you through Workday expenses, sharing helpful tips and tricks and taking attendee questions.

• TravelUVA Webinar (Video Presentation) - Presented by Danae Polemi.  Learn how TravelUVA provides contract pricing, how to use the tool, traveler benefits when using TravelUVA, and unused tickets (plus much more).

• TravelUVA Slide Presentation

As always, let the team know if you have questions or concerns by reaching out to them via askfinance@virginia.edu 

Records and Info Management launching on-demand resources

For Fall 2023, the Records and Information Management office will be launching on-demand resources around managing your electronic information, including email.

Every few weeks they will release a new recording and tip sheet on a topic in the series. These recorded sessions will replace the live training we offered last Spring. You can access these videos anytime and they each run 5-10 minutes long.

Their first session is called Automating Retention in Microsoft Applications, which reviews the use of retention labels available in the academic Microsoft 365 package. Check out the recording and associated tip sheets here: https://recordsmanagement.virginia.edu/electronic-records

Look for postings every few weeks as they launch additional recorded sessions and guidance!

Introducing UVAFinance: Randy Sule and Christine Kennedy-Tyburski

A lot has changed in UVAFinance in the past few years (understatement!). There are many new faces, changes to the organizational structure, and lots of differences in the way we do our jobs. When remote and hybrid work is added into the mix, it's easy to become unsure about which department does what and who works where.
Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we'll present readers with two team members to get to know. To understand how these colleagues are situated within the greater UVAFinance structure, check out this new resource on the UVAFinance website. (Keep in mind that it's not an org chart, but rather a map of what functions of central finance exist in which general areas.)

Let's go!

________________________________________________________________________________

Christine Kennedy-Tyburski, Senior Financial Controls Coordinator

What do you do as a Senior Financial Controls Coordinator?

I'm the coordination point for a lot of different tasks, processes, and requests related to internal controls.  Internal controls include policies and procedures that ensure our reporting is reliable, that our operations are efficient, and that we are compliant with laws and regulations.  

Who do you work with on a regular basis? 

I work mainly with any of our functional or operational owners in UVAFinance and UVA-Wise.  I also work with Internal Audit and operational areas on various requests, and our audit coordination work with the APA.  As a part of the APA audit, I assist in coordinating the documentation requests with the functional owners and am an extra set of eyes for documentation before the information officially goes to the APA.  If there are findings from the audit, I organize the responses from our functional areas. Related to our audit work, I coordinate the management responses and any corrective action plans, into quarterly reports to the Virginia Department of Accounts (DOA). 

I also work very closely with the UVA Policy office, and I'm the representative for UVAFinance on the policy review committee (PRC).  I review the policies and also work with the functional areas within finance to get their feedback, questions, and concerns.  It's cool that I get to work with our subject matter experts to share helpful information regarding policies. 

What seasons are busiest, or what rhythms exist in your job?

Summer is busy due to the APA audit (that's when begin their test work and review the completed fiscal year).  It's especially interesting this year because this is our first APA audit after the implementation of Workday Finance, and it's the first time they've audited us in the Workday environment for our financial activity (aside from Payroll/HR).  That means there are lots of requests to deal with!  Fall remains busy because of those outstanding requests and the completion of the test work, and soon we'll start having check-ins with the auditor team to go through the findings and management responses.  There's really never a time when nothing is going on.

What might surprise people about the work you do?

Just how interconnected all the work is to all the different functions.  That means there's a lot of incredibly detailed work and a lot of feedback and expertise to synthesize.  Also, it takes a lot of effort to make sure our policies are current because when we update them, references to that updated item have to be reflected across the entire enterprise.  When you update one, there's a whole web of others that will need review!

What do you like best about working in UVAFinance?

In my job, I get to learn a lot about the enterprise overall and see the connection points and places where we can keep our teams connected to one another.  I enjoy analytical work, assessing large amounts of data.  The writing aspect of my job is also great because I like communicating with audiences and considering the overall context and how I can convey things in a way that helps them.  The bigger context makes our work more human; data can tell you a lot of stuff, but it can't necessarily tell the entire story.

 

How do you connect your work with the UVAFinance values?

The number one thing I want to do is be collaborative with the policy owners in our functional areas and work with them on things they're experts at.  They teach me what they do and I can help them from there; in that way, I lean on their impeccable source of information to be accurate in my own work.  I am all about the details!  

_________________________

Randy Sule, Financial Data & Technical Analyst

What do you do as a Financial Data and Technical Analyst? 
 
My work focuses on the creation of financial report solutions management for the University by engaging with all UVA staff stakeholders by collecting, helping define requirements, and developing reports on the Workday platform. The reporting we develop using Workday allows for better management of UVA's finances. We listen to our users, gather the requirements and needs, and then advise them on what reporting is available to achieve that, and also what is available that we could build.  We work with them to understand their business needs and then design reports that will fulfill them. 

Who do you work with on a regular basis?  

Every UVA staff member is my user because we do the reports for everyone at the University!  Our department, which I call the few, the proud, the BI team, works with any area that has a financial reporting need.  

 

What seasons are busiest, or what rhythms exist in your job? 

 

The end of the fiscal year is the busiest for me because we want to make sure all of the reporting for the state is correct, and that the year-end numbers are good.  Other busy times are unpredictable:  sometimes departments will come to us with urgent needs, so we just adjust our timelines to help meet their deadlines. 

 

What might surprise people about the work you do? 

 

Not many people understand what's behind their reports in Workday and what it takes to build them.  Even when we all agree that a report is necessary and begin building it, things come up that we don't anticipate.  Something that might have been expected to take a couple of days can sometimes take double that due to the research and troubleshooting we have to do on the flip side.  It can take a lot of work for us to get the report where our departments need it to be!

 

What do you like best about working in UVAFinance? 

 

UVA takes its employees very seriously.  Team members are willing to collaborate, and my boss has an open-door policy which you do not find in most companies.  It is great to have a good relationship with my team members so that we get the job done and make our users happy.  That makes me glad to stick with my department.

 

How do you connect your work with the UVAFinance values? 

Our work makes reporting accurate, consistent, and reliable and helps UVA further its goals.  We reduce the administrative burden our departments feel by providing excellent service and support to them. 

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UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"

Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu

Proposed Monthly Close Process for POs, Requisitions

Procurement & Supplier Diversity Services is showcasing a proposed monthly requisition close process to finance partners across UVA, and responses have so far been positive.  The process would mean less cleanup at the end of the fiscal year and alleviation of the confusion caused when change orders reopen requisition commitments. 

• Requisitions that are fully sourced

• Requisitions in draft status with no activity for 30 days

• POs that are fully sourced and fully paid with no activity for 30 days

• POs that are in draft status and have had no activity for 30 days

• Change orders that have an "In Progress" status and have an initiation date greater than 30 days prior to the date of closing activity.

Finance partners across Grounds have welcomed the proposed change, citing the fact that it will make commitment reporting more accurate and will also prevent confusion and alleviate efforts to clean up this activity at the end of the fiscal year. 

Currently, Workday Finance users close their own fully-sourced purchase orders.  In the proposed process, while users across Grounds will retain that ability,  they will no longer be solely responsible for closing POs.  Central procurement staff would close requisitions and purchase orders on a monthly basis as follows: 

Barring any unforeseen circumstances, the first monthly close of POs/Requisitions would take place on October 1, covering all transactions from July 1 to August 31.  For more information on the process and a list of frequently asked questions, access PSDS' presentation slides on the UVAFinance website.  

Contact us via askfinance@virginia.edu with questions and concerns. 

Changing Worktags: Using the Correct Template

When your unit needs changes made regarding your Worktags, please use the most up-to-date version of the Complete Worktag Request Template. 

How do you know you have the most recent version of the template?  

Easy!  The one you find on the UVAFinance website is always the most up-to-date one.  

Find it on this "how to" page: 

https://uvafinance.virginia.edu/workday-financials/fdm-worktags/how-request-and-change-worktag under the "Complete Worktag Request Template" step.  (You can also access it via the direct link on that page.)

Forms, processes, and documents are updated frequently, and we always keep the website updated with the version you should use.  Bookmark the pages instead of downloading the forms and you'll be golden!

Customer Portal for "Ask Finance" coming this October!

Click the image for a larger view

In early October, UVAFinance's Solution Center (the "Ask Finance" team) will launch a customer-facing Salesforce portal that will allow our customers in UVA schools and units to keep track of the progress of their questions and concerns.

The construction of the portal and the "inside look" it offers into how customer cases are managed is the result of requests from multiple financial partners at UVA.  We're pleased to be at the point in our Solution Center's growth and development that we can now deliver to you!

When the portal is released, it will be accessible from the UVAFinance webpage.  Once customers launch it and log in, they will have the following capabilities:

• tracking their previously submitted cases as they move through the system

• making additional comments on their case or asking questions about it

• finding other helpful articles related to their case

• creating new cases via a submission form

Once the portal is live, the team will be tracking service level agreements (SLAs) so we can give our customers clearer ideas of when to expect responses and ensure that we meet target service levels.

Thank you for your partnership as we continue to make progress toward delivering exceptional service.  Watch this space and our other normal communications channels for further information about the Customer Portal as the launch draws nearer.

Walker promoted to AVP of Financial Planning & Analysis

UVAFinance's Katie Walker has been promoted to Assistant Vice President of Financial Planning & Analysis.  
Walker has served as Executive Director of Financial Planning & Analysis for over two years.  
Vice President for Finance Augie Maurelli said the change was necessary based on the increased interaction between Commonwealth offices and University leadership.  
"The heightened sense of awareness due to budget reporting demands, the coordination of operational fund balances, and increased need for engagement with other Finance departments means that this portfolio requires elevation," he said.
Walker will provide increased leadership and guidance in fiscal strategies and multi-year planning in her new role.
Congratulations, Katie!
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Read more about Katie Walker: Walker Receives NACUBO's 2023 Rising Star Award / Welcome back to UVA, Katie Walker!

UVAFinance 2023 Service Awards

 

Congratulations to the 2023 UVA Service Award honorees in UVAFinance!  We're so glad you're here.

Katie Walker

Jay Gallimore

Logan Hobbs

ToShun Campbell

Meredith Dixon

Yvonne Metheny

Claudette Rollins

 

Tim Lingo

Connie Alexander

Nancy Honeywell

Stacey Rittenhouse

Tommye Arnold

Lisa Atkins

UVAFinance Team: Need a Headshot?

We've planned Fall Headshots for October 18, 2023, at Carruthers Hall. If you need a headshot, please head to our Sign Up Genius page to secure a time slot. 

Priority will be given to those who do not have an existing headshot. If you already have one but would like a new one, email Brandi directly and we will do our best to accommodate you.

Sign Up Here!

Follow us on Instagram

@uva.finance

Find UVAFinance on Instagram @uva.finance 

Our feed is meant to focus on our people, so if you have a picture of something fun your team did, snapshots from a work event, pictures that illustrate an achievement, etc., feel free to submit them for sharing.  

Mark Your Calendar: Open Enrollment is October 2-13

Open Enrollment Website

2023 Open Enrollment is October 2-13.
Please review UVAHR's Open Enrollment website for 2024 changes and action items. 

• There are seven new mini-video stories to check out!

• Mark your calendars for key dates, found on every webpage.

• Attend the Benefits & Well-Being Expos. 

• NEW Night-Shift Expo coming!

• Meet with benefits counselors if you have questions.

Review your benefits knowledge now before Open Enrollment opens in Workday!

Wellness Resources: September 2023

Upcoming Wellness Offerings: 

Community Bridges 5k, September 23

Come run or walk with us! Join the EVP-COO team for the Community Bridges 5K on Sept. 23 and help build bridges between UVA and our surrounding community. The course is designed to be “user-friendly” for runners, walkers, and families. Read more at this link and sign up to join us. If you have already registered, you can still join the EVP-COO team!

Finding Joy in Everyday Life
Sept 19, 3:30 PM/ Presented by FEAP

Make the Most of Your Retirement Savings
Sept 13, 10 AM or 6 PM/ Presented by Fidelity

Social Security Benefits Planning: Basic Considerations and Strategies
Sept 14, 11 AM or 2 PM/ Presented by TIAA

Saving for Education with Invest529

Sept 27, 12 PM or 7 PM/ Presented by Virginia 529


Reboot Your Well-Being

Invest in your well-being this fall! Join the “Reboot” five-week class beginning in September which is designed to help you reach your well-being goals in a supportive environment. You’ll receive individual coaching and also participate in a larger group class and a supportive small group.

Classes are held every Wednesday, Sept 20 – Oct 18 from 3:00 – 4:15 p.m.

Click HERE to learn more and register.

Two New User Success Agents in the Finance Solution Center

The Finance Solution Center has two new members whom we're pleased to introduce to you!

Gilly Harrison

Gilly Harrison's interests cover a broad scope, from criminology to art, but the key that ties them together is their appeal to her investigative nature.  A current Piedmont Virginia Community College student, she's enjoying her communications and criminology classes and the deeper dive her studies afford in her chosen interests. 

Harrison, who was at Facilities Management before coming to UVAFinance, says she was attracted to the User Success Agent role to further her career path.  

"I wanted to go into something I could learn more from, and the idea of working with the 'Ask Finance' cases seemed like the perfect opportunity," she says.  "We have lots of tools to assist us in solving problems, which appeals to me.  I want to be able to help people, even when it's hard."

Sweet Bear :)

In her free time, Harrison enjoys painting and drawing, and spending time with her chihuahua, Teddy Bear.  

Guillermo Lopez

Guillermo Lopez brings both a strong finance background and a solid understanding of customer service to his new role in the Solution Center.  He obtained a degree in accounting in his native Venezuela and followed that up with post-graduate work in public management and a twelve-year career involving many aspects of his chosen field, including financial analysis, auditing, personnel management, and much more.  

Since arriving in the United States two years ago, he has focused on building up his work history and English skills through customer service roles in the hospitality industry.  He gained familiarity with UVA through working concessions at sporting events, and so, when the Solution Center role became available, it seemed like a good match for him.

"I am very interested in learning about how finance at UVA is structured, and how the different departments within UVA work," he says.  He adds that it will be particularly interesting to see how the systems we have available at UVA, such as Workday Financials, inform our processes.

Lopez stays busy while he isn't working, taking English classes to refine his grasp of the language, dancing salsa, and hiking.  He also maintains an active role in Fundacion Dulce Esperanza, which supports the First Comprehensive Care Center for children with diabetes in Venezuela.  Lopez is married with three children; his family has stayed in Venezuela and he hopes circumstances will allow them to be reunited very soon.

Procurement Secures Baseball Cavaliers Sponsorship Deal

Go Cavs!

When the Cavaliers take to Davenport Field next February, they'll be completely outfitted with gear sponsored by Wilson Sporting Goods, thanks in part to months of work and negotiation by Procurement and Athletics. 

The baseball team was due for a renegotiation of their sponsorship contract earlier this year.  The process began with a request for proposal (RFP) in March.  Sourcing specialist Patrick Wood of Procurement handled the RFP and further negotiations, ultimately wrapping up the sponsorship deal in early July.

"This kind of RFP is unique in that UVA isn't purchasing anything," he says.  "This is a revenue generation agreement where the sponsor provides us with athletic equipment and financial support."  

That is an important distinction, as, once sponsorship proposals from athletic equipment companies rolled in by the April deadline, Wood found himself ready to negotiate the best deal for the baseball Cavs.  As the team's season continued its upward trajectory, Wood could apply that as leverage for better financial support. 

Besides financial levels, Wood negotiated on other contract intricacies, including which brand of bats would be provided.  "One of the major decision factors was the Demarini baseball bats; the high school baseball league uses that brand and having them is a great recruitment tool for the team," he explains.

Ultimately, the deal was closed with Wilson as the five-year contract winner, and the Cavs winning a full range of sponsorship in the form of top-of-the-line co-branded uniforms and equipment.  Many thanks to Wood and the rest of the RFP committee (comprised of members of Procurement and Athletics) for working behind the scenes to keep our Cavs in good shape!  

DISC Assessment Builds Collaborative Partnerships

In UVAFinance we’ve begun a professional development initiative using the DISC assessment. Each team member will complete the assessment and spend an hour reviewing their individual results with our certified DISC practitioners, Angela Knobloch or Patty Marbury. Each team within UVAFinance will also participate in a team workshop. 

The goal of this initiative is to provide an opportunity for team members to learn not only about themselves but also how to work more effectively together across UVAFinance. And not only do we all learn how to work more effectively together, but the activity also equips us to communicate more effectively with everyone we work with, across Grounds.

The DISC assessment is a way for UVAFinance to invest in our value of being a collaborative partner, as we look to understand more clearly what makes communication successful and fulfilling between individuals who have different perspectives and styles.

What is DISC?

DISC is a measurement of behavioral styles that focuses on individual patterns of external, observable behaviors. It measures the energy an individual puts into:

• Dominating problems and challenges (D = Dominance)
  
• Influencing people (I = Influence)
• Steadying the pace and consistency of the environment (S = Steadiness)
• Complying to rules, procedures, and constraints (C = Conscientiousness)

What DISC Is NOT

Although similar to MBTI (Myers-Briggs Type Indicator), which is a commonly used personality assessment, an important distinction is that DISC does not measure personality, introversion, or extroversion, but rather focuses on behaviors in both a natural and adaptive state.

Your natural state is your instinctive reactions or behaviors, and the adaptive state is how you adjust to your environment to be successful. While MBTI and other personality assessments typically stay more or less the same, DISC may change (especially the adapted style) depending on the environment.

Why is this important?

DISC is a great team-building activity that helps team members learn how best to communicate with each other and work effectively as a team.

For Leaders, DISC helps to learn how best to communicate with each of their team members in a manner that works for them. It also helps them learn what motivates their team members, what kind of environment they need to be effective, and how they may react to stress and conflict. 

DISC follows the Platinum Rule -- “Do unto others as they want done unto them.”

If you have questions about the DISC assessment or workshop, please contact Angela Knobloch or Patty Marbury.