B.U.G. Meeting

How’s It Workin’?

November 29, 2011 10:30 -12:00 pm

Woodard Campus Center – Red Room

Introductions:

Amme Ingram to introduce the new Post Office manager- Vickie Updike
Postal Rate increase 2011

Julie Smith – New Accounts Payable Manager – send all invoices to AP

New B.U.G. Members:

Kimberly Musselman-Business Manager for Public Safety and Community Services
Kathleen Flanagan-Athletics Business Office Manager for Athletics, Health, and PE
Angela Lilly-Adminstrative Staff Assistant for Enrollment and Student Services

In the Works- Team game for BUGS

Works Review:

How to View paid Small Purchase Charge Card in Banner

Lessons learned: Securities, Reporting, Sign Off, Views

Outstanding Items and Issues to address – Reporting Needs, Fixed Assets, Completed Works manual

Opportunites for Improvement- what do you need?

eVA Upgrade:

December 5th Roll Out – eVA Upgrade and eMall Information effective Dec. 5 2011

eVA will be down starting 8pm on Thursday, December 1st.
The upgrade process will run through Sunday
eVA will be back up for business at 8 am, Monday, December 5th.

For Review Now:

eVA eMall Upgrade Review-v5

eVA web video: http://www.eva.virginia.gov/CBTvideos/evaemallupgrade2011/evaemallupgrade2011webinar.html

Please review the materials and email questions or concerns to vchapman. Questions/concerns will be addressed during the meeting.

What we know about Labels:

Can add to the PR or the DO/PCO
PR labels do not “transfer to the DO or PCO
Can add to the DO after the fact
Cannot change the name of a label unless contents are emptied
Cannot delete the label unless contesnts are emptied
DGS recommends the Search functionality

What we know about Searches:

Can search by a variety of options to include:
PR or DO/PCO number
Date
Requestor
Status
Supplier

Also know that:

The eVA Receiving function will be turned off for UMW

It is necessary to add the R01, R02, to the eVA orders, no defaults.

The securities in Works and the securities in eVA are mismatched until eVA’s operations prove sound. Please continue to contact Vickie or Lynn for organization code updates. Targeting January for full BSO upgrade.

Last Summer we provided directions for exporting the eVA files from eVA into a spreadsheet for ‘safe-keeping’ within your computer or external drive. Extracted orders can still be searched upon, but will not be seen within the eVA folders. You still have time to export the files from eVA, if desired.

File Extract: directions for export.

Please review and send any questions to vchapman for review and discussion during the November 29th meeting.

eVA Open Lab support will be provided during the week of December 5-13th. Contact Vickie or Lynn for registration.

Manual Updates (all manuals can be found on the TESS site) SPCC and Receiving Manual. SPCC has the new SPCC policy to include Works. Please review.

Accounts Payable, Purchasing, TESS, Payroll moving to Eagle Village (4th floor) the week of December 12th. We expect to be up and running smoothly by December 19th.

Payroll should be moved into EagleVillage by December 19th.

To avoid issues with check runs, get as many invoices entered and documentation to AP no later than Friday, December 9th, especially if payment of your invoices will be due before January 4th. Please make sure all invoices are date stamped upon receipt. Please review the Prompt Pay Due Dates regarding the timely payment of goods and services.

AP will be working in temporary locations part of the week of December 12th, and we may not be able to take your call or answer yoru email right away. Please be patient while we move out of our location and get setup in our new offices. Phone numbers will remain the same.

Payroll should be fully moved to Eagle Village by December 19th. Faxed biweekly timesheets to payroll can be verified of proper receipt via email to Cheryl Dunn (cdunn@umw.edu)