BUG Meeting!
NextGen eVA Kickoff
Phase 1 NextGen Prep Zoom Sessions
August 18th, 1:00pm –Activity 1
August 24th, 1:00pm- Activity 2
September 15th, 1:00pm-Activity 3
October 13th, 1:00pm-Activity 4
November 10th, 1:00pm Activity 5
November 10th, 1:00 pm
Video Link
NextGen Activity 5
Welcome new BUGs!
- Jessica McGraw – Alumni Relations
- Vivian Garnett-Lynch – Computer Science
Review and questions Activity 4 – Melva Kishpaugh, Director of Procurement Services
Go with the Flow – review data flow for EP orders – Vickie Chapman, Associate Controller – Systems
Banner receiving review – Leigh Penn, Accounts Payable Manager
How to determine Banner receiving dates – Leigh Penn, Accounts Payable Manager
NEW! Banner Receiving Dates Quick Reference Chart
NextGen: Vickie & Melva
Continue to work with your vendors, review outstanding orders ready for payment or closure. Within eVA, ensure orders are completed or composing orders are deleted if not necessary. Outreach is being extended by the team to assist with data cleanup. Questions can be directed to tess@umw.edu for team review.
What we know: Migration of current Active Orders, Change Orders, Plan the first week of January, Upcoming Training.
! Reminders
- All Activities are due November 23rd
- eVA BLOG – add your questions and comments. We want to hear from you!
- Bonus! Complete all Activities by November 12th to have your name added for the pumpkin flower giveaway. Must be able to pick up the arrangement in Eagle Village week of November 15th.
October 13th, 1:00pm
Video Link posted after meeting
NextGen Activity 4
Welcome New BUG-Anna Hollrah, Program Support Technician in Academic Services
Activity 3 Review, Michelle Pickham, Contract Officer
How to find a Micro Supplier in eVA, Michelle Pickham, Contract Officer
How to find Vendor contact info: Vendor Data by NIGP code instructions
Blog review of posted Q&A’s and how to ask questions anonymously, if you wish. Vanessa Shurina, Director of TESS
Introduction to todays main topic: Purchase Order Descriptions. Vickie Chapman, Associate Controller-Systems
Complete all Activites by November 12th to have your name added for the pumpkin flower give away. Must be able to pick up the arrangement in Eagle Village week of November 15th.
Melva Kishpaugh, Director of Procurement Service
NextGen-Prep-Line-Item-Description
Shipping Commodity Code: 96286
September 15, 1:00pm
Supplier Selection- Michelle Pickham, Sr. Contract Officer & SPCC Program Admin.
Video Link
Activity 3 (due November 23rd 2021)
Helpful Links for Supplier Selection:
- Procurement Services Home Page: https://adminfinance.umw.edu/procurement/
- eVA Home Page: https://eva.virginia.gov/
- eVA NIGP Code Lookup: https://logi.cgieva.com/External/rdPage.aspx?rdReport=Public.Reports.Report9004_Data
- eVA Vendor List: https://logi.cgieva.com/External/rdPage.aspx?rdReport=Public.Reports.Report9001_Data
- Procurement Services Sourcing & Contracts: https://adminfinance.umw.edu/procurement/umw-policies-and-procedures-2/contracts-2/
- Procurement Services Small Purchase Procedures: https://adminfinance.umw.edu/procurement/umw-policies-and-procedures-2/small-purchase-procedures/
- VASCUPP Cooperative Contracts: https://vascupp.org/
- Small Business & Supplier Diversity (SBSD) Home Page: https://www.sbsd.virginia.gov/
- SBSD Directory: https://directory.sbsd.virginia.gov/#/executiveExport
- UMW Cobblestone Public Contract Portal: https://umw.cobblestonesystems.com/public/
Buyer Examples of prepay coding within eVA and Works
Make sure you complete Activity 2
Contact your dedicated Analyst within the Office of Budget and Financial Analysis
Past communication from Procurement Services:
Ad Hoc Vendor Entry Process disabled Oct. 15th
Important_ Please Read! Purchase_Payment Approval Process Update & Proper Invoice Receiving Reminder
Beat the Sweep! July_August 2021 Billing Cycle & Other Important Info!
June 2021 Cardholder Reminders and Info
August 24, 1:00pm
Review: NextGen : Activity 1
Introduction of addtional Virginia executive branch agencies:
Department of Planning and Budget
TESS Top Menu Bar quick links:
Chart of Accounts
( a quick note about account code 71312- Office supplies. Do not use when you are purchasing equipment, or printing, business cards….)
Fund Code and Card use listing: sharepoint list of funds and appropriate card use.
Finance Report Center: Community folder for Buyers for quick FOAP, Cardinal and other reports specific to buyers/office managers.
Sharepoint Reporting Manual listed on the TESS Instructional page
Arin Doerfler-Senior Accountant
Fixed Asset for BUG Aug 24
Technology purchases
Completed technology forms route for IT and Procurement appoval. The IT Buyer or the Procurment Buyer will enter the order OBO the dept. buyer OR the dept buyer may be directed to enter on their own. Make sure to code Works as eVA is coded.
Prepays: allowable payments prior to full service. Dates required in eVA comments or line item, Works in GL segments 6 and 7, and Direct Payments within the Commodity description field.
Direct Pay: eVA entry not required, Category C, Exceptions to Competitive Requirements.
Entertainment Table: Account codes 71268E if eVA Exempt, 71412 for Cash Awards, 71413 Honorarium.
Virginia Treasury Unclaimed Property: Does the Treasury owe you?
August 18th, 1:00pm
Welcome New BUG
Samira Rosensteel – Office Manager, Admissions
Meredith O’Connell-Office Manager, CAS Dean’s Office
Non-IT Surplus
Arin Doerfler-Senior Accountant
Central Storeroom:
https://adminfinance.umw.edu/facilities/central-storeroomsurplus/
The form for Surplus/Relocation for equipment that is not IT related:
https://adminfinance.umw.edu/facilities/central-storeroomsurplus/surplus-relocation-form/
NextGen Project Overview
August 18th, 2021
Video link
Activity Link: https://forms.office.com/r/fPUaD977GM. and Subscribe to the BLOG
Activitie due August 31, 2021.
eVA is transitioning to a new User Interface (UI), called NextGen. The NextGen project is managed by the Department of General Services. Your University training team will assist you with NextGen training requirements in a two-phased approach.
- Phase 1. NextGen Prep- Communications and activities based on the foundation of current business operations. This phase kicks off with the August 18th BUG meeting and will continue until November.
- Phase 2. NextGen eVA Training -This is instruction within the new eVA User Interface. We do not have a definite time frame, but the expected start date range for training is Nov/December 2021 and into 2022. We know that you will be shopping in the new eVA User Interface in January.
NextGen Prep and NextGen eVA Training will use the following communication tools:
- eVA Blog- used to announce specific information regarding the NextGen project and related tasks.
- Outlook forms and Activities- to create Q&A forms for project & training support.
- Zoom Invites- for engagement opportunities regarding project updates, Activity assignments and new or upcoming operational changes.
- Video – to display specific system navigation in the current and new system.
- BUG website-to list activities, Zoom Sessions, and links to videos and Q&A Activities
- Hands-on training will be offered by your UMW team once NextGen eVA is available for use. It is anticipated this will start mid to late December and into January 2022.
Your participation is vital to the success of NextGen!
- Office Managers/Buyers are required to complete prep activities prior to NextGen eVA access.
- Office Managers/Buyers and Approvers are required to subscribe to the eVA Blog.
- Office Managers/Buyers are strongly encouraged to attend Zoom sessions and/or listen to recordings.
- Office Managers/Buyers and Approvers will be required to attend virtually or in-person classes related to NextGen.
