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UVA EVP-COO Area News | January 2017
A monthly compilation of news within the EVP-COO
portfolio at UVA

Emergency InfoFinance BlogFM NewsHR NewsOE News |
Ufirst News | UVAF News | EVP-COO Extended Team Resources |
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Hoo’s Well is all about making health and fitness fun and accessible. Be sure to check out their current schedule that includes all of the *free* and reduced-rate offerings available to UVA employees and their spouses on the UVA Health Plan. Meet the 2017 Wahoo Fitness Challenge activity goals through free IM-Rec fitness “pop-up” classes like Zumba, Cycle, Yoga, Barre, Pilates, Dance, and NIA.
Steps@ is also back this year, offering free 15-minute fitness breaks around Grounds to help you get moving and boost your energy levels. Grab your sneakers and a friend and register with UVA WorkMed. The calendar also includes free offerings from the UVA Faculty and Employee Assistance Program (FEAP), Weight Watchers, Nutrition Services, the Compassionate Care Initiative, and many more!


First Annual Travel and Expense Expo
February 21, 10:00 am - 2:00 pm, Newcomb Hall Ballroom

Procurement and Supplier Diversity Services will host the first annual Travel and Expense Expo at Newcomb Hall Ballroom on Tuesday, February 21, from 10 am – 2pm. This event is geared toward both travelers and travel planners, and is a great way for them to learn more about the vendors who provide services at UVA, as well as travel and expense services within Procurement. Over 25 vendors will be on hand with information, helpful tips, giveaways and prizes (free airline tickets!); there will also be demonstrations of the Chrome River Expense Management System at 10 am and 1pm, and Travel Documents Systems will be available to process passports. Light refreshments will be available. Register at the door. Contact Raegan Harouff with questions.

Change Management Community of Practice
February 22, 10:30 am - 12:00 pm, Holloway Hall in Bavaro Hall

Have an interest in leading and managing change? Join the Change Management Community of Practice and network with other professionals with similar interests. The topic for the next session is Effective Project Sponsorship. A panel of UVA leaders including Tracey Hoke, UVA Health System Chief of Quality and Performance Improvement, Carol "Stash" Stanley, University Registrar, and Anda Webb, Vice Provost for Administration & Chief of Staff, will share their experience and insights. Space is limited. Register here.

Who Has the "D"? Using RAPID to Improve Decision Effectiveness and Organizational Performance
February 28, 1:00 - 2:15 pm,  Commonwealth Room in Newcomb Hall

Every organization makes hundreds of decisions as it carries out its mission. Deciding which ones are critical to organizational success, and then defining and agreeing on decision-making rights, can improve performance and outcomes. Bain Consulting’s RAPID® model is a powerful tool to help your organization make better, faster decisions that stick. In this OE Quality CORE Network session, Chief Audit Executive Carolyn Saint will walk participants through the model and illustrate how it is applied in the UVA Audit Department’s workflow. Register here.

Three Ratings Agencies Each Reaffirm UVA's Top AAA Bond Rating    

The University of Virginia has again received top ratings from each of the three major credit rating agencies, each noting the University's exceptional performance, reputation, and financial strength. Moody’s Investor Services, Standard & Poor’s and Fitch Ratings each recently affirmed a “AAA” debt rating for UVA, signifying the highest levels of financial strength and the lowest credit risk. The University has consistently been one of a handful of public universities to earn the AAA rating from all three agencies. This year, UVA is one of four public universities in the nation with AAA ratings from the three rating agencies. Read more

Two-Step Login        

Two-Step Login provides an additional security layer by requiring two types of authentication to verify a user's identity. This two-step process, something you may already use for online banking or paying bills, will help protect institutional and personal data by adding extra security to NetBadge-protected resources. In addition to your computing ID and password, you will now be required to use a second method to confirm your identity when logging in through NetBadge:
  1. UVA computing ID & password or digital certificate, AND
  2. Authentication via smartphone, landline phone, cell phone, or hardware key (U2F token- Not a UVA identity token)
Visit the ITS website for more information and a one-minute video on how 2-Step Login works.

School and Unit Ambassadors Playing a Critical Role in Expense Management System Rollout     

As the rollout date of the Expense Management system draws near, a team of over 60 ambassadors chosen by each school and unit has partnered with the Travel & Expense Core Team to make sure the system is ready for their area and that their area is ready for the system.  Since the beginning of the year, ambassadors have been testing in Chrome River, the software that houses the system, to make sure everything is functioning properly.  In addition, as subject matter experts within their areas, ambassadors have been helping to prepare their school or unit for the coming transition from a paper-based system to the new online system.  The role of ambassadors is particularly important because anyone who is reimbursed for expenses incurred in the course of doing University business, anyone who holds a T&E card, and many more fiscal employees will be touched by this new system, which is set to launch this spring.  Read more about ambassadors here.  Detailed communication on the rollout begins February 2017.

Early Adoption of UBI for GA/ GL Reporting is a Priority for SEAS and Batten School  

42% of the 864 users trained in University Business Intelligence (UBI) are actively using the new reporting tool.  With GA and GL reporting functions set to end in Discoverer by August of 2017, that’s great news. University-wide, however, there is still a gap between those who have the ability to use UBI and those who are using it on a regular basis. In order to overcome this natural inertia, some schools are opting to push for earlier UBI adoption goals.  Both the Batten School and the School of Engineering and Applied Sciences are set to cease usage of Discoverer for GA/GL reporting a full six months ahead of the official deadline.  UBI trainers are working closely with users in each school to help them achieve their goals, offering additional, specialized training sessions.  Read more about the transition here; contact the UBI team at to get help increasing UBI usage in your area. Kudos to SEAS and Batten for setting the bar high!
Associate Vice President & Chief Facilities Officer Don Sundgren and FM Occupational Health and Safety Director Laura Duckworth congratulate the 2016 Safety Champions during a recent gathering.

Facilities Management Employees Honored as Safety Champions

In order to promote a culture that celebrates and honors safety, Facilities Management’s Occupational Health & Safety department launched a Safety Champion program last year which recognizes a different FM employee each month for going above and beyond their job duties to promote safety within the department and in general.

Employees at all levels, from front line staff to managers, have been honored for a variety of safety efforts this past year. Achievements range from delivering water and snacks to employees during a summer heat wave to proactively preventing a motor vehicle accident to implementing a system for color-coding electrical cords to track regular inspections.

The Safety Champion program is just one example of the department’s work to grow employee involvement and celebrate safety achievements. Read more about FM"s Safety Champions on the FM-OHS website.

UVA Practices Institutional Emergency Management Response        

Imagine a sunny week in mid-September at the start of a new academic year. UVA students are settling in, and the air is filled with anticipation for the upcoming home football game. Meanwhile, the University’s Office of Safety and Emergency Preparedness (OSEP) has been monitoring a hurricane that could hit the Tidewater region in three days. With this news, the Governor activates the State Managed Shelter plan, calling on UVA and other public institutions of higher education in Virginia to shelter  coastal evacuees. UVA officials are advised to expect up to 2,500 evacuees. 

This was the scenario OSEP presented in January to almost 50 members of UVA’s Critical Incident Management Team (CIMT) and the Health System Incident Management Team at an annual exercise at Zehmer Hall. Team participants commanded, controlled, and coordinated the incident; mobilizing critical logistical resources – including food delivery, transportation, parking, and human services – to support the evacuees. The team faced operational questions related to sheltering 2,500 Virginians while also providing a full level of academic and patient care services.   

“It is critically important to review plans on a regular basis,” said Marge Sidebottom, Director of the Office of Safety and Emergency Preparedness. “This exercise allowed us to evaluate assets and renew relationships, and enables us to revise our plans as necessary.”

On hand to forge relationships and answer questions were external partners from Virginia State Police, Virginia Army National Guard, the Virginia Department of Social Services, the Virginia Department of Emergency Management, and the Charlottesville-UVA-Albemarle County Office of Emergency Management.    

“It was invaluable having our state and local partners join us in this exercise,” Pat Hogan told the group. “Knowing and interacting with those on whom we will rely is critical.” 

OSEP conducts regular emergency event exercises for UVA’s CIMT and other departments across Grounds. The scenarios are plausible, and participants are asked to react as if they were managing a real-life event.  Recent CIMT exercises have involved an active shooter on Grounds scenario and an international incident involving UVA medical students kidnapped and held hostage overseas.

Busy Year for Ambassadors Program

The Ambassadors Program managed by the University of Virginia Police Department (UPD) had a busy year. In 2016, Ambassadors provided 1,413 walking escorts and made more than 1,000 calls for police assistance and more than 800 calls for medical assistance. For more information about the program, check out the Ambassadors website and this recent Cavalier Daily article. Thanks to our UPD colleagues for their efforts in overseeing the program and  enhancing safety in the University community.

Ufirst Update: Subject Matter Resources

Talent Management Team Lead Richard Covington facilitates a Subject Matter Resource input session

A Subject Matter Resource (SMR) is a source of knowledge and skills in a particular area or function. A Ufirst SMR shares experiences, reviews future-state design, and acts as a Ufirst change champion. We've engaged over 150 SMRs across the Academic Division, Medical Center, and University Physicians Group, specifically from the IT, HR, and Finance functions. Over the last two months, the Ufirst HR Service Delivery team hosted more than 10 SMR input sessions to gather valuable insights for each component of the future-state HR Service Delivery Model, including Talent Management, Talent Recruitment, Employee Relations, the HR Solution Center, and the HR Business Partner. All of us on the Ufirst project team appreciate the dedication and time our SMRs contribute to the project. We will continue to engage the community.

Visit the Ufirst website for news and updates and sign up for the Ufirst newsletter to stay informed.

Enterprise Risk Management Update

We continue to make progress in identifying risks that have the potential to jeopardize the University’s strategic and operational objectives. Treasury staff has met with a broad group of leaders in the academic division to identify 12 key risks related to advancement, the competitive environment, executive transition, faculty attraction and retention, investments, IT security, leadership, research, resource allocation, funding sources, safety and state support. Similar work is underway with the Health System. Next steps include the development of mitigation plans to anticipate and respond to issues as they arise. If you have any questions or would like to request a copy of the Academic Division Key Risk List, contact Phil Porter in the Office of the Treasurer.

Bicentennial Commemoration - Request for Proposals

On October 6, 2017, the University of Virginia will launch its bicentennial celebration. The commemoration will continue through the anniversary of the University’s charter on January 25, 2019. The bicentennial provides an opportunity to celebrate the achievements of the University’s past 200 years while articulating aspirations for the University’s next two centuries.  The bicentennial will include elements of rigorous academic activity, research, and scholarship in addition to celebratory and social elements.

The bicentennial celebration will be local, national, and global. Many of the large-scale events will take place in Charlottesville, but the celebration’s reach will extend to UVA Clubs, alumni interest groups, and other constituents across the U.S. and around the world.

The Bicentennial Commission seeks proposals for projects that explore the University’s past, present, and/or future and contribute to the commemoration and celebration. Projects may include symposia or seminars, research, publications, events, exhibits, engagement activities, service activities, digital outreach, and other efforts that meet the criteria outlined. For details about criteria, submission and review schedule, and timeline for programming, visit the Bicentennial website.

Nominations for the John T. Casteen III Diversity - Equity - Inclusion Leadership Award

The John T. Casteen Diversity-Equity-Inclusion Leadership Award honors a member of the University community who best demonstrates dedication to leadership and the ability to create a setting in which the promotion of diversity, equity, and inclusion is paramount. Candidates should demonstrate the following:  

  • Commitment and distinct passion for diversity at the University of Virginia and community
  • Leadership role in increasing diversity, equity, and inclusion at the University of Virginia and community
  • Significant and quantifiable impact on diversity, equity, and inclusion at the University of Virginia and community proportionate to the duration of the nominee’s efforts.  

Nominations and supporting materials are due by Friday, March 3, 2017.

This is a University-wide recognition, and the award presentation is scheduled for March 31, 2017. Please visit for nomination materials.

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