Fiscal Administrators Meeting
Wednesday, January 8, 2014
South Meeting Room, Newcomb Hall
Opening Comments – Dave Boling
Guest Speaker – Pat Hogan, Executive Vice President and Chief Operating Officer
· Impressions from first year
UVa is a beautiful place, the Architecture, reputation, obvious things. What is not so obvious is the outstanding people that work at the University. You have been a wonderful team to work with and he is excited about the future. This group (Fiscal Administrators) is a very important stakeholder group. Thanked the group for all they do.
· Strategic Plan
Plan took over a year; stakeholders from every corner of our community came together. It is a great roadmap for our future. Encouraged everyone to go to the website and read it at http://strategicplanning.virginia.edu/.
Pat’s responsibility in the Plan is to steward the University resources in most effective way, all resources have to be aligned with the Plan. While our financial resources are limited, our “People” have unlimited potential that is untapped. Invest in staff, trust, empower and let them grow. Help them have a “career”, not a job. “Culture will trump Strategy every time.”
· Leadership Role
All of us are leaders, the President and VP’s want all to take on leadership roles. Take responsibility for looking at what you are doing, and look for better ways to do it. Speak up, won’t be threatened, but encouraged and supported. Share best practices with other departments/units. Pat promised that everyone is safe in their jobs, but in return, they must commit and strive for higher levels of excellence, do something better, and of higher quality. Challenge each other, individual goals/responsibilities.
Staff Leadership – should be looking beyond invisible walls, it is more challenging than it should be for people to work across units. Need for greater transparency and trust. The New Financial Model will help with this. Pat realizes there are a lot of skeptics…send ideas/concerns to Pat.
A few questions were asked about accountability for employees/managers not buying into the Plan. Pat talked about the current performance management system, and how he would like to see it improved -- “too much form,
and not enough conversation”. He would like to see a 1-2 page form that enables a 10 page conversation. But if
people are not willing to step up after given ample opportunity, they do not have a long-term future here.
When asked about flexibility in work schedules, he supports these kinds of arrangements, that they ought to be part of today’s modern work environment, and encourages managers to be flexible. We have to trust our people, learn through trial and error. He stated that he will talk to Susan Carkeek about updating current policies on flex time.
Dave Boling – announced that the 2nd half of endowment distribution will happen later this month.
Printing & Copying Services – Keith Tyre
· Print 101
The basics of Print: prepress, press and finishing with emphasis on file preparation for printing.
February 4 8:55am – 11:30am
PCS, 2427 Old Ivy Road
RSVP to firstname.lastname@example.org
Class size limited, light refreshments
· Save the date – 2nd “Love of Virginia” Auxiliary Trade Show 11am – 1pm, Thursday, January 23, Newcomb Hall Ballroom. Come see all the wonderful goods and services provided by you own UVa Auxiliary units. FREE, plenty of great food and door prizes.
University Human Resources – Donna Webster
· UVa Marketplace New User Interface – demo given of changes in Marketplace. The Power Point presentation is at the following link: http://www.hr.virginia.edu/uploads/documents/media/UVa+Marketplace+-+Overview_010614.pdf
Procurement and Supplier Diversity Services
· Phoenix coming this Monday, January 13, thanked Donna for doing the pre-session. There will be workshops available to work in the new system. Check Learner Home for schedule.
· Local hotels - Pcards
Procurement and Supplier Diversity Services (PSDS) is excited to announce new contracts with several local hotels. These contracts offer better pricing and allow local lodging and conference services to be paid with a University Purchasing Card (Pcard). Using the Pcard to pay for local lodging and conference services simplifies the ordering and payment process for both the University and the local hotels. For a current list of the local contract hotels click on the following link: http://www.procurement.virginia.edu/pagecontracts&category=Travel%2FRelocation#Conference%20&%20Lodging%20Services%20(Local)
Pcards can be used **only** with the local contract hotels listed in the above link. Pcard payment for services with the local contract hotels requires removal of the local lodging restriction; additionally, Pcard limits may need to be increased to pay for conference services. Both of these steps can be completed by submitting a Purchasing Card Change Request (https://www.procurement.virginia.edu/netbadge/pagepcardchangeform). Local Funds Pcard holders already have the hotel restriction removed, so no further action is required. For more details please see the State Purchasing Card Program website Using the Pcard with Local Contract Hotels at http://www.procurement.virginia.edu/pageState%20Purchasing%20Card%20Program#section512.
If there are any questions about the new local hotel contracts, please contact Kevin Crabtree at (434) 924-4219 or email email@example.com. For purchasing card questions, please email firstname.lastname@example.org or call (434) 924-4212.
· Office Supplies RFP’s – down to three vendors, decisions should be made in next couple of weeks, we anticipate huge savings.
· RFP - Catering Concierge – firm has been selected, in process on negotiating terms, will be catalog vendor. Should know next week what the timeframe will be. An email will be sent out with information.
· Dining Services – in midst of RFP for Dining Services provided and internal Caterer.
· New mileage rate effective January 1, 2014, down to .560 per mile from .565
The next meeting is Wednesday, February 12, 2014 at 10:00 am in the South Meeting Room, Newcomb Hall.