Finance and University Comptroller

FISCAL ADMINISTRATORS MEETING

December 19, 2007

Please note: Meetings are scheduled from 10:00AM – Noon. Please plan to attend the entire meeting.

Opening Comments – Steve Kimata

Restructuring and Changes in UHR – Susan Carkeek

Nice to be back to speak to this group, this was the first group she spoke to after starting at UVA.

Old classified system was borrowed from the Federal Government and was very rigid and structure
Faculty model has been very effective here as a retention tool – thinks she should apply it to Staff positions as well – is looking into it
Trying to find other ways for staff to advance, grow and receive salary increases

49% response and 6,000 comments
Some criticism about HR – initiatives are being taken to help fix these issues
Issues regarding restructuring policies were also mentioned
Jim Traub is the new project manager who started 3 weeks ago

15 career task forces are being created – now taking nominations
Orientations are in January
Career Group and Policy Groups will be working together
Go public in June
Come back and review in July
Should be close to ready in August
There will be a 90 day enrollment period for staff to make a decision of which system
Looking at a January 2009 implementation

Q&A:

Q: Will there be a Web based on-line timesheet?
A: We have support to go ahead with project – going forward – hope by the end of 2008 we will see it. We already have the software. We currently have 86 payrolls.
Q: Rumor – Employee Council heard going to phone based time/attendance.
A: No – not even being considered.

Advanced Benefits System is in the works.

Q: Does Career Track include safety and compliance issues?
A: Yes.

Eric Denby – Go back and look at the Benefits you have and are not taking advantage of. UVA is one of the Best.

Resources

Career Path Task Force Self-Nomination Overview (doc)
Career Path Task Force Self-Nomination Form (doc)
Career Path Task Forces (ppt)

Essential WorkSkills – Peggy Reitz

This training, designed for employees in pay bands 1 and 2, represents the first step on the career ladder.
Subsequent steps on the ladder are

Supervisory Excellence
Hoo’s Managing the UVA Way
And Leadership Development

There are 10 classes in the Essential WorkSkills series, - a vigorous curriculum with an ambitious agenda
Example: One class, Getting the Information You Need, uses videos to show an employee being asked to do a new task and demonstrates the right way to get the information he needs to do the unfamiliar task.
The overarching message in the class – as in all classes in the series- is that the responsibility for job performance is squarely on the shoulders of the employee who is in that job.
We use videos and active learning techniques in the classes rather than traditional lecture style.
Stella Lofton said this program has been very successful in Housing
Send your pay band 1 and 2 employees to this training.
Program starts January 9th – 24 nominees so far – see http://www.hrs.virginia.edu/career/dot/essentials/Essentials.html for more information and the nomination form, or contact Peggy at mr9x@virginia.edu or by phone 4-3120

Shy Hicks – eVA Fees

Reminder – do not mix YY awards with other PTAO’s. These should be on a separate requisition because they are not subject to eVA fees.

IS.GL Only Project Activity Detail report
The run time on this report is now down significantly. I ran this for a single project for the date range 01-May-01 thru 30-Nov-07 and it completed in about 5 minutes.

An alternative to the date range is to go to Conditions and uncheck the Period condition. This will result in the report including all history.

If you have any performance problems with this report, please call the Help Desk so that they can let us know.

BASELINING AWARDS PERFORMANCE PROBLEMS

We have applied several patches since June which have significantly improved the runtimes for award baselines. However, there are still a some awards that are not within acceptable runtimes. We are filing a Service Request with Oracle to determine what can be done about these. I’ll keep you updated on what comes out of that

Rose Chisholm – Discoverer Upgrade Update

New ODS Box was recently installed – run time is faster for most reports
LSPs will install the Discoverer upgrade on your computer before mid-February
New Discoverer version 10.1 will not be available for use until January 14th
There will be a 30 day overlap where both old and new version will work
DO make a backup copy of all your user-defined report NOW before opening any of them in the new version.
Don’t forget to go into TOOLS/OPTIONS/Query Governor in the new version and reset all your minute and row limits.
Old Discoverer version 4.1 no longer available as of February 15th

Resources:

Discoverer Desktop - Differences between 4.1 and 10.1 (doc)

Debbie Emmet – Gift Accounting

Development will be open 8-5 December 27, 28, and 31 for deposits of Gifts
Deadline for handouts is December 31st
Deadline for checks is January 8th by 12 Noon - please do not put in Messenger Mail – it has to have an envelope with a post mark and correspondence
Deadline for Credit Cards is also December 31st – website is an option, but prefer you bring them to our group on Ivy Road, between Bel Air and Tractor Place

Procurement Services

John McHugh – MarketPlace

One year anniversary of MarketPlace – has been very successful – thanked the audience for all their help making it so successful

Mailing Services is now eVA registered – trying to get eVA fees credited

New Punch Out catalog added – Tech Integration Group

peripheral supplier (hardware)
State certified/Minority Supplier

Terry Butler – Electronic Invoicing/Updates

Mid-January we will go live with electronic invoicing for the Supply Room and Invitrogen.

We are also working with Apple and Dell using electronic invoices.

We plan to have a Barnes & Noble catalog soon.

January 1st the mileage rate will be increasing from $.485/mile to $.505/mile

Eric Denby – Miscellaneous

Business Officer Training – consider yourself a UVA employee instead of a State employee

Another award – VA Minority Supplier Council’s Top Award

UVA has been given the Public Corporation of the Year Award
Beat VCU for the first time!

After 1st of the year, we will start looking at invoices to see if we are doing things properly

Bear with the new Voicemail, Mail, and Calendar programs as we tweak and adjust to them

The next Fiscal Administrator’s meeting is scheduled for Wednesday, January 23, 2008, in the South Meeting Room, Newcomb Hall.