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FISCAL ADMINISTRATORS MEETING
November 14, 2007
Please note: Meetings are scheduled from 10:00AM – Noon. Please plan to attend the entire meeting.
Opening Comments – Eric Denby
Office of Learning and Development – Janet Turner-Giles
Hoos Managing the U.Va Way – Management Development Program
Currently in pilot program phase (October 2007 to February 2008).
MANAGEMENT DEVELOPMENT PROGRAM
Announcing an exciting new management development opportunity from University Human Resources! HOOS Managing the U.Va. Way is a seminar-based learning experience that teaches solid University management principles and how to apply these principles to daily managerial decision-making at U.Va.
Management development is a key means of strengthening the present leadership team at U.Va. while building a foundation for the future. President Casteen and the entire senior leadership team endorse and support this effort towards the continued development of our many talented and motivated leaders and managers.
The program is targeted to university managers with two to five years of management experience. To be eligible, managers must have completed at least two years’ of managerial service at the University and be nominated by his/her supervisor (nominees should be performing at or above expectations). Participation is free!
The program is designed to build managers’ decision-making capacity, give them the tools to navigate challenges, and teach them how to be comfortable with changing strategic and operational priorities. U.Va. managers will apply critical thinking and decision-making in actual case studies in the four functional areas listed below:
- Financial Management & Budgeting at U.Va.
- Human Resources Management
- Infrastructure Management (Facilities Management, IT, Risk Management)
- Management of External Constituencies (Parents, Press, Students)
Leaders from each of these areas within U.Va. will facilitate sessions and provide skills that can be easily used with on-the-job challenges. Active involvement through small group exercises, case studies, and work-related assignments will help participants learn and apply practical skills.
Hoos Managing the U.Va. Way begins March 4, 2008 and continues through July 15, 2008. The program consists of eight sessions scheduled on Tuesdays at The Darden School of Business. Breakfast and lunch will be provided.
For more information on the program, please contact Janet Turner-Giles
(email: jmt4q@virginia.edu or phone: 434-924-3330). I appreciate your interest in Hoos Managing the U.Va. Way and your commitment to making this program a success!
Vice President and CFO’s Office – Gary Nimax
- Signatory Authority
- What NOT to sign:
- Any document that involves an external party:
- Vendor Agreements
- Sponsored Program Contracts/Agreements
- Gift Agreements
- Revenue Generating Agreements (i.e. Service Agreements)
- Academic Program Contracts/Agreements
- Anything that has Terms and Conditions – Be especially careful when signing up for things on-line.
- If you are not sure whether you have the authority to sign, call and ask!
- What you MIGHT be able to sign, based on your departmental policies:
- Most internal documents:
- Time Sheets
- Aramark confirmation forms
- Facilities Management work orders
- BOV has given Signatory Authority to 3 people:
- President
- Executive Vice President and Chief Operating Officer
- Vice President and Chief Financial Officer
- Signatory Authority may be delegated as needed in writing by the Vice President and Chief Financial Officer. Each person who has signatory authority will receive a letter specifying what they may sign – this decision is reviewed frequently and adjusted as necessary by the Office of the Vice President and Chief Financial Officer.
- This issue is being brought up because there was a recent event that occurred at the University of Massachusetts – someone signed something they did not have the authority to sign, but the courts still found the University liable.
ISDS – Rose Chisholm
- Planned Discoverer Upgrade
- This news will be on the ISDS website soon
- Software for the new desktop version of Discoverer will be installed towards the end of November, and will be going live January 14, 2008. The old version, Discoverer 4.1, will stay functional until February 15. The new version will have the same look and feel. No issues found so far, but will keep everyone posted on this.
- If you want to test your User-Defined report before the new version goes live, contact Rose Chisholm at ra6j@virginia.edu.
Procurement Services - John McHugh
- Purchasing Contracts
- There are legal issues the University cannot agree to, and it takes time to negotiate (could be a week or could be months, depending on the company).
- We are very busy, especially with the holidays coming up - people are trying to plan events. Three things that help move the process along are:
- Ask the vendor “Do we have to sign?” – a PO is a contract and preferable to us.
- Get it to us as soon as you get it – if you don’t, we may not be able to get it signed in time and you could lose out on what you are trying to purchase (sometimes there are acceptance deadlines that must be met, especially for reservations).
- Enter Buyer Assist Form (for purchases under $5,000) or Non-Catalog (for purchases over $5,000 – attach agreement) Forms – they become PO’s. We keep track of contracts with the requisitions.
- Even if you don’t have all the information for the Buyer Assist Form, send in what you know ASAP. You can fill in the holes later, but this way you can at least get the process started.
- Just to let you all know how busy we are right now, the Major Procurements Report has 45 RFP’s in the works right now for specific departments (usually only do 36 a year), not to mention the outside negotiations.
A few of these include:
- Dell and Apple Desktop Initiative
- UNIX based servers
- Bulk and cylinder gases
- Vehicle rental services
- Catering, florists, lodging and bulk mailing
Eric Denby
- Introduced:
- Laura Burns (Receptionist)
- Patsy Knight (Payment Specialist)
- Myrtle Kidd (Payment Specialist)
- Recommendation: The course – "Introduction to University Business Administration" is very informative. If you have the opportunity, you really should take it, even if you are not required to for Oracle Access – there is a lot of good information many of us that have been here for years didn’t know.
- Invoices should be sent to AP with the PO on it – vendors should not send invoices to departments. AP will make a copy and send it to departments
- Express mail should be paid for with a P-Card
- Travel policies are now being reviewed – hopefully the changes will be ready for distribution after January 1st.
- SWAM – 2 awards for U.Va.
- Out of the Box Innovation - SWAM Scout software
- Most Improved - people are really starting to order supplies from Concerto, which has aided in our SWAM improvement
The next Fiscal Administrators Meeting will be on Wednesday,
December 19, 2007, at 10:00 in the South Meeting Room, Newcomb Hall.
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