Health System Academic & Research Employee Council Minutes on Thursday, February 15, 2001
Present: Jane Adair, Kanisha Adkins, John Aufill, Kelly Bell, Stephanie Bingler, Leigh Ann Bush, Daweslyn Butler-Carey, Kathleen Foster, Gigi Herold, Catherine Kirby-Smith, Nancy Kriigel, Della Marsh, Melinda Mason, Ally Mawyer, Lynn McCutcheon, Nancy Moore, Monte Parsons, Marjorie Pennington, Trish Reilly, Kathleen Sagarino, David Smith, Gina Steppe, Mary-Leigh Thacker, Bill Vining, Eleanore Wade, June Wade, Lisa Waterbury, Pat Williams and Mike Wilson
Lisa Waterbury, Director of Institutional Funding, Dean's Office, School of Medicine was the first speaker. She is coordinating UVA's integrated system project (ISP) for the School of Medicine. Several years ago, UVA made the decision to replace the many separate administrative systems with one integrated system that would pass data back and forth. The system would have a consistent look and feel. UVA formed teams to help develop the specifications, and then issued a Request for Proposals (RFP). After reviewing various vendors, UVA chose Oracle, which is used by other colleges and universities such as George Washington and Stanford. Oracle is internet-based with similar screens, menus, and icons. This means that someone learning a new task with Oracle will already be familiar with how to navigate throughout the system, so that learning the new task will be easier. Phase I, which includes purchasing and accounts payable, began in 12/99, and will be implemented in July 2001. There is also an accounts receivable module that will be used by university service providers and the Office of Sponsored Programs (OSP) to bill sponsors for the grant funds. Funds Management and General Ledger modules will replace FAS. Labor Distribution will also be used to determine funding sources for personnel. They will troubleshoot the system for the 1st 90 days of the new fiscal year. In Phase II, UVA will replace the Online Personnel Action System (OPAS) and property accounting with Oracle. ISP teams are now testing the system, and working on the conversion. They have run two conference room pilots. In October 2000, the first pilot tested the modules in isolation. The 2nd conference room pilot will be held in March 2001, and will test the functionality of the modules to be sure that they work with each other. All existing accounts will be converted to a PTAEO (project - task - award - expenditure - organization). The PTAEO will replace the current account number and object code structure. It will provide more flexibility in accounting and be very useful in management reporting. It will also be easier to search and manipulate data. Managers are currently assigning responsibilities to their faculty and staff. The portions of the program to which you have access are related to your position's responsibilities. The assigned responsibilities will be used to develop training on the modules and to set up IDs. Navigation training in the Oracle system began in January 2001. Approximately 3,000 employees have to be trained. Attendance at the navigation class is mandatory before any other training courses can be taken. The majority of the training will be held April through June 2001. This will be an extensive and serious undertaking. UVA has made a large commitment to ensure employees know how to use the system. Oracle also has online instructions that walk you through the task. There will also be a helpline to call. Between now and July 2nd, the new organizational structure replacing home department codes and financial codes must be completed. Employees have to be assigned to the new organizations, and their payroll needs to be assigned to the new PTAEO structure. Beginning July 2nd, there will be an approximately one week dark period. The old system will be down, and Oracle will not yet be up until July 9th. During this period, they will actually be converting all the data. This would be a good week to take vacation or catch up. ISP has a website at www.virginia.edu/isp/. It contains information on the conversion and training, and also, system requirements for desktop PCs. If you have questions, you can call Lisa at 243-2770 or e-mail her at email@example.com. Lisa reminded everyone that, if you get an e-mail to attend a class, please go. You do need to confirm your registration. Attendance in the medical school has been low. Recently she proctored a class of 17, and only 4 people showed up. A suggestion was made to send reminder e-mails.
Jim Kennan had to go to Richmond with Dr. Cantrell. He sent his regrets, and asked Pat Williams to present his report.
Bill Vining said the annual service awards for employees with 10,15 and 20 years of service will be held on 5/22/01, probably around 1:30 p.m. This year, it will be centrally located in old Cabell Hall, which is back online after repairs have been completed. On 6/6, the service awards banquet for those with 25 years of service or more will be held at 5:30 p.m. The time has been moved up to get people out of there earlier and accommodate those who need to be at work at 7 a.m. the next morning. UVA will also recognize outstanding contributors. This is the highest honor that UVA bestows on its employees. Families are invited, and President Casteen or Leonard Sandridge speak. Outstanding contribution nomination forms will be mailed out in 2/01. Please give some thought to those with whom you work who deserve this award, and think about nominating them. Forms are available on the HR website under the Employee Relations division. The next new employee orientation and resource fair will be held 3/29 in Newcomb Hall. Leonard Sandridge will welcome the new employees, and a short video will be shown in the Newcomb Hall Theatre at 1:30 p.m. A resource fair with information booths will be held at 2:30 in the Newcomb Hall Ballroom. Past booths have included VRS, TIAA-CREF, Vanguard, Fidelity, Athletics, UVACU, Employee Councils, etc. This is a good opportunity to find out what services are available. Please feel free to come; there will be plenty of food available.