Ufirst. OVERVIEW OF Ufirst WHAT WILL BE DIFFERENT? WHY ARE WE DOING THIS? TIMELINE. UVA currently faces:

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1 Ufirst OVERVIEW OF Ufirst The Academic Division, the Health System, and the College at Wise are joining forces to reimagine HR at the University of Virginia. The Ufirst project mission is to deliver a high level of coordinated services including user-friendly technology, outstanding reporting & analytics, excellent customer service, and an exceptional employment experience across- Grounds. WHY ARE WE DOING THIS? UVA currently faces: Mass retirement of existing talent Increasingly competitive market for new talent Inconsistent service experience Systemic inefficiencies and redundancies 70+ disjointed systems that collect HR data and six different learning management systems across three entities 20+ employee categories governed by 152 HR policies WHAT WILL BE DIFFERENT? The HR function will come together to align have standard work, share best practices, and create common processes. Improvements include: HR Processes & Procedures: Streamlined, electronic processes that save time and energy Organizational Structure: A centralized division for all HR professionals Service Delivery: High quality and consistent services delivered to all customers HR Technology: State of the art HR technology that will change the way we do HR work TIMELINE 3/9/2017

2 Ufirst Ufirst - FREQUENTLY ASKED QUESTIONS What is Ufirst? The Ufirst project is leading the transformation of Human Resources at the University of Virginia and implementing a new, best-in-class HR technology. The goal of the Ufirst project is to improve the way everyone experiences HR at UVA. Over two years, current HR functions across Grounds will come together to align standard work, share best practices, create common processes, and deliver customer-focused HR service consistently and efficiently - providing all team members with a better workplace experience. What does "future-state" mean? The future-state refers to the way HR delivers services once the Ufirst project is complete. The future-state service delivery model represents how HR will support your organization and ensures that HR delivers similar, consistent, and exceptional services across Grounds. How will UVA Human Resources services be improved? UVA Human Resources will be better able to serve customers by: Saving Time: Reducing the time it takes to get basic HR work done and, as a result, create more time for faculty, physicians, staff, nurses, and student employees to focus on their primary job at UVA. Increasing the Quality of Talent: Enhancing UVAs ability to recruit, hire, develop and retain top talent required to deliver on our core mission of teaching, research and patient care. Enhancing the HR Service Experience: Replacing a service experience characterized as difficult and transform HR services into a point of pride for the University. How will the Ufirst project impact HR professionals? Because of this transformation, HR professionals can expect new roles and responsibilities, expanded professional development opportunities and career progression, reduced time completing non-value add and paper-based HR tasks, strategic partnership with leaders, and best-in-class HR technology Will existing HR policies, processes, and practices change in the future-state? Yes, during implementation,the Ufirst project team will review many HR policies, processes, and practices to improve and streamline the University s HR program. The Ufirst project team is committed to involving the right voices in the decisionmaking process and to communicating updates appropriately to the wider University community. Which HR vendor solution will the Ufirst team implement? Following a rigorous selection process, the University has selected Workday Human Capital Management. It will provide functionality in the areas of recruiting, time & attendance, benefits, payroll, talent management, learning, compensation, and core HR (i.e., personal and job data changes). Are there opportunities to get involved? Yes! Ufirst is a complex project and will not be successful without wide perspectives and input. The Ufirst project team prioritizes feedback collection and relies on the insights of the HR community across the University. There will be multiple ways to contribute. ufirst@virginia.edu to find out how you can get involved. Where can I find answers to more questions? For more Ufirst FAQs, visit ufirst.virginia.edu/faq ufirst@virginia.edu 3/9/2017 ufirst.virginia.edu

3 EXPENSE OVERVIEW OF EXPENSE MANAGEMENT SYSTEM The new Expense Management System takes the paper-intensive process of expense reimbursement and Travel & Expenditure Card reconciliation online, using Chrome River. The system automates the expense management process to reduce errors and effort, and makes the reimbursement process faster. WHY ARE WE DOING THIS? Reimbursement timelines are unclear because the approval process is done via paper moving from desk to desk within the approval chain. The current process relies on human judgement for allowable expenses and errors in documentation and justification can proceed through the approval process only to be caught at a high level, resulting in wasted time and frustration. Multiple paper files and receipts accompany expenses and card charges. The paper-based system requires expense owners to physically return documentation to their office or delegate s office before the expense process begins. WHAT WILL BE DIFFERENT? The entire expense process is trackable. Users can see where any report is within the approval process; users and approvers receive notification when action is required. Errors are reduced by the system's uniform enforcement of UVA policy as the expense report is entered, and requirement of proper justification before the report proceeds. The new system supports UVA s commitment to sustainability by reducing paper files. The system is online and accessible from any device. Receipts and other expense documentation can be uploaded immediately from wherever the expense is incurred. TIMELINE 2/8/2017

4 EXPENSE EXPENSE - FREQUENTLY ASKED QUESTIONS How easy to use is the new expense system? The new system is a lot like an app on your smartphone. It is user-friendly and intuitive it s easy to upload receipts and to route to approvers. If you enter something incorrectly or forget to enter data, pop-up error messages describe what you need to do to fix it. How do I access the new system? The new system is accessed via and resides behind NetBadge. How does it work? Expense owners and/or delegates prepare the expense report online from any device. Receipts are uploaded and digitized. The report is prepared online, PTAO information added, and the report is then forwarded for approval. It is automatically checked by the system for adherence to UVA policy and for general completeness. Reports can be traced and nothing gets lost. How does the new system impact Recon@? Since the Recon@ Preparer and Approver will be approving expense reports through the Expense Management system, the expense transactions will be greyed out and unavailable within Recon@. Why was the Expense rollout recently delayed? The original Expense go-live date of March 20, 2017 coincided with the budget season. To give schools and units more time to transition and prepare for the new system, go-live was moved to April 17, How do we get training on the new system? On-demand training is available online (videos and written instruction) and is organized in bite-sized, topic-specific chunks, geared toward specific user groups. Additional training is available from Ambassadors who are Expense subject-matter experts in schools and units. They have been trained on the new system and they understand how the relevant policies are applied in your area. You can ask your Ambassador any question about the system and they are there to help you. Inperson labs are available after go-live and provide additional opportunities for individualized support. How do I reach an Ambassador for help? If you cannot reach the Ambassador for your area you can contact one of the other Ambassadors. If your Ambassador moves or retires, a new Ambassador will be allocated to your area. Who else can I contact besides Ambassadors? Ambassadors are your first point of contact. Further information is available from the Travel & Expense Management Project team: travel@virginia.edu procurement.virginia.edu/ pagetravellanding Project Director Dolores Hildebrand:

5 UNIVERSITY BUSINESS INTELLIGENCE OVERVIEW OF UNIVERSITY BUSINESS INTELLIGENCE (UBI) University Business Intelligence (UBI) is UVA's new enterprise reporting environment, with visual tools that support the University's needs for transactional reports, managerial reports, and executive dashboards. UBI's structure integrates data governance and stewardship to maintain data quality. Report data is pulled from university-wide data sources, with the capability to combine with other localized information. WHY ARE WE DOING THIS? Currently, financial and non-financial data is not accessible in a single source resulting in information silos across Finance, Student Information Systems, and HR modules. Discoverer will soon be decommissioned. There is a key gap today in integrating data across the different modules of the Integrated System. Business Intelligence tools have advanced significantly. Users have developed their own shadow systems to manually manipulate reports to suit their needs. WHAT WILL BE DIFFERENT? UBI offers faster response times, with interactive dashboards that allow visibility of summary data and ability to drill into details with the click of a mouse. UBI minimizes the need for shadow systems, providing operational efficiencies and consistent, transparent data definitions. UBI is browser-based (does not require Java), and supports modern interactive data visualization. UBI more quickly creates frequently used reports from Discoverer in the new toolset. UBI focuses on building connections between the data across different systems. TIMELINE GA-BBA - Grants Accounting Budget Balance Available GL - General Ledger, LD - Labor Distribution 2/14/2017

6 UNIVERSITY BUSINESS INTELLIGENCE UNIVERSITY BUSINESS INTELLIGENCE (UBI) - FREQUENTLY ASKED QUESTIONS Will all of the data and reports in Discoverer be available in UBI? Yes. Eventually, all Discoverer reporting (and much more) will be available in UBI. This will happen in phases during calendar years 2016 and The phases are based on the migration of the data sets first is Grants Accounting (GA), followed by General Ledger (GL), and then Labor Distribution (LD). See the full release plan at ubi.virginia.edu. Within each phase, there will be ongoing releases of reports and dashboards. When is Discoverer going away? Soon, but not all at once. In 2017, Oracle will phase out support for Discoverer, therefore, we must transition to UBI. Discoverer reports will be retired as data needs are met in UBI, and when users have been trained. Users will receive ample notice of report decommissioning. GA and GL reports are scheduled to be decommissioned at the end of August Is there a single sign-on or separate passwords for the reporting? UBI users authenticate through NetBadge. Can the user customize reports? Yes. The new reporting tool allows users to save filter parameters or customize versions of standard reports using its bookmark feature. It also allows users to create ad hoc or custom reports via MySheet. How does UBI fit in with other initiatives? The initial priority is to replace Discoverer reporting. However, our team regularly engages with other major University projects and initiatives that have data and reporting needs. For example, we work with the Ufirst team to understand and support their reporting needs, and to consider the change management impacts of the two projects. What kind of UBI training is available? Training is a priority for the Managerial Reporting Team. As new reports and dashboards have become available, modular training is created to support them. A library of topical resources will provide ongoing, just-in-time support to users. For a full listing of upcoming training sessions, visit ubi.virginia.edu/training What kind of UBI support is available? The UBI Community hosts training materials, a forum for technical questions, and UBI advice. Visit the Community at ubicommunity.virginia.edu. Project team members and Subject Matter Experts from around the University answer questions and provide support. How will everyone know about what you are going to change and why? Engagement with our stakeholders is a priority and includes semiannual town halls and regular face-to-face meetings. Other ways to find out more are through our website, monthly newsletter, and via UVAFinance communication channels. ubi@virginia.edu ubi.virginia.edu