BUG Bake Off 2010

B. U. G. Communications

B.U.G. Meeting and Dessert BakeOff

December 9, 2010. 12:30 pm

Red Room – Woodard

Bake any dessert of choicedesserts judged by:

*Most Creative * Best Tasting * or *Requires the Most Explanation!

Congratulations to the BUG Bake-Off Winners Marilyn Birrill – Most Creative (Cheese Flan) Janet West – Best Tasting (Cheesecake)

Angela Whitley – Requires the Most Explanation (Chip and Dip Cookies)

Agenda

I. Employee Introductions:

Melissa Myers, Buyer Specialist – Purchasing

Amanda Kennedy, VCA and Office Manager for University Events, B.U. G. Meeting Assistant

Welcome to New BUG Members- Amber Huffman – Academic Services Catherine Seller – Advancement

Chris Cash – Public Safety

Alyssa Hyman – College of Education

Laura McDonald – College of Business

II. Human Resources Temp Project – Michelle Dandridge.

HR, Purchasing, TESS and current department buyers have worked on a method to streamline the temporary recruitment process. This new process will require a contract be placed in eVA prior to the temporary hire beginning work. Each buyer will be supported in this new process when the situation

warrants. We would like to thank the following for their participation in this project: Betsy Chinn, Jessica

Murphy, Chris Porter, Patty Land, Connie Souza, Patsy Conliffe, Edith Jett and Gene Feltner.

III. New Recycling Program – Joni Wilson.

Joni showed a powerpoint of RecycleMania! Joni’s discussion focused on Recylemania for students, faculty and staff, the importance of recycling, and the progress we have made at the university. Please contact Joni if you can think of ways to energize your area to recycle.

IV. SPCC Regulation Update, WORKS Online Statements – K C McCullough.

The SPCC has been updated to include a new policy, called Inappropriate Card Use, Infractions and Subsequent Consequences. This policy can be viewed in the SPCC manual, in Section I. An excerpt from KC’s email on December 9th states:

In concert with our plans for improvement, a purchasing review by UMW internal audit recommended that the purchasing office “Establish Appropriate Disciplinary Action for Non-Compliance with Procurement Policies and Procedures”.

To that end, and to improve our compliance rating, a set of consequences for purchasing infractions has been developed. We have established a schedule to review the purchasing files of individual cardholders much more frequently. In addition, a set of consequences have been established for cardholders who

are not compliant with purchasing regulations. These consequences will take effect the next billing cycle which starts December 16th. This policy will be enforced on purchasing files which are cut on January

15, 2011.

SPCC statements will go paperless by new card issuance in February. If you need assistance accessing

WORKS, please contact Melissa Myers. Directions for accessing WORKS online Statements. V. Current SPCC Reviews, DOA Audit, and Vendor Documentation – Melissa Myers .

Melissa reviewed proper coding for the SPCC Log Sheet to include contract numbers, OTC and Small

vendor backup requirements.. Please review the SPCC manual for the correct method of Log Sheet entry.

DOA is currently reviewing files. If you have been chosen, DOA is requesting original Log Sheet and backup.

VII. Training Opportunities – Lynn Norfleet

eVA I training has been revamped to focus on purchasing regulations. eVA 1 is open for all new buyers, and as a refresher to current buyers. Open Labs have been moved to the third week of the month so you may bring your log sheet and credit card file for review before submission. To register for any class or open lab, contact

vchapman@umw.edu

. View the TESS training calendar for dates.

VIII. Postal Changes – Amme Ingram.

Amee shared postal changes that will be mandatory in May, but can be implemented within your department now. Her demonstration showed barcoding requirements on bulk mailing and Reply envelopes. See the powerpoint and ask Amme about the benefits to your department.

VIIII. Misc. Items for Discussion

Commodity Code Changes, eVA and WORKS upgrade

eVA and WORKS will be undergoing changes next year. The look and feel will be different. As these changes are known, they will be shared with the group. Expect changes before the new FY.

eVa commodity codes are changing now, new added, some removed. Be aware of alerts or problems in

change orders if one of your orders is affected. Your order will require an updated code.