Business Management Monthly News
September 2006
Clicking the links below will bring you to the general topic headings.
1.
GENERAL INFORMATION
 100-Day Plan for Improving Research Administration
 Homebuyer Seminars
 Back-Up Child Care: Register BEFORE You Need It!
 Entry and Access Changes for Sterling Memorial Library
2.
HUMAN RESOURCES
 Alert Aetna Participants
 Update Civil Union Policy
 Benefits Office on Med Campus
3.
LEARNING CENTER
 New Parent Packet
 Back-Up Child-Care Briefings
 New Stroller Map Available
 WorkLife Classes
 Learning Center Classes
 IT Computer Courses
 Oracle Training
 Safety Training
4.
PROCUREMENT
 SciQuest Deployment Activities
 Yale P-Card Renewals and Cancellations
 SWAP Improves Transaction Accuracy and Visibility
 Save Time! Online Training for Accuship
 Corporate Express Office Products Show
 Sneak Preview: SciQuest Cart Change Coming Soon
 New BUG Report Helps to Monitor SciQuest Success
 Procurement Course Schedule
5.
ADMINISTRATIVE SERVICES
 Annual Oracle Upgrade
 Campus Mail Tip: Reasons to Use P.O. Box Numbers
 Campus Mail Tip: Stopping Junk Mail at Home
6.
FINANCE
 Important Tax Information
 Monthly Finance Reviews
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7.
INTERNATIONAL UPDATE
 Annual Reception for Yale’s International Community
 Orientation for Spouses and Partners of International Studies
 Apply for a Social Security Number on Campus
 Reminder to Use OISS New Address
8.
OTHER ADMIN
 Other Resources
 Other Yale E-Newsletters and Periodicals
GENERAL INFORMATION -------------------------------------------------------------------------100-Day Plan for Improving Research Administration
Since the summer of 2005, the University has been engaged in an effort to improve its policies,
procedures, systems, and organizational design in the research administration area. With the
help of the Huron Consulting Group and other experts, the principal focus to date has been to
ensure the appropriate allocation of costs to Federal grants through improved oversight of cost
transfers (the practice of moving to a federally-funded sponsored account a charge previously
recorded elsewhere) and the reporting of time and effort.
In June 2006, President Levin restated the University’s absolute commitment to administering
its sponsored research with the utmost integrity, highest ethical standards and fullest regulatory
compliance (see link below). To accelerate the efforts already underway, the Officers, under the
leadership of Shauna King, vice president for Finance and Administration, launched the 100Day Plan, which began on August 1, 2006 and will conclude at the beginning of November.
Andy Rudczynski, who joined the University as associate vice president for Research
Administration on September 1, is also engaged in these improvement efforts. Steve Murphy,
interim director of Research Administration, is responsible for the day-to-day leadership of the
100-Day Plan.
The objectives of this plan are twofold: 1) to reduce risk to the University and individuals
significantly and rapidly in the area of financial compliance on sponsored research; and 2) to
raise awareness about the University’s and individuals’ obligations for compliance in this same
area.
The 100-Day Plan is comprised of ten initiatives that seek to address the major drivers of
financial compliance on sponsored research at Yale (additional information about this plan is
available at www.yale.edu/researchadministration):
1. Cost Transfers
2. Effort Reporting
3. Training
4. Roles and Responsibilities
5. Policy Implementation
6. Metrics
7. Business Process Redesign
8. Account Holder Reports
9. e-Procurement (SciQuest)
10. Staffing
2
Some of the changes anticipated as part of the 100-Day Plan include: the upfront centralized
review and approval of cost transfers; a new effort reporting policy; mandatory financial
compliance training for faculty, lab staff, and business office staff involved in sponsored
research; the designation of the Account Holder Report as the University’s standard report for
Principal Investigators to use for reviewing the financial status of their grants on a regular basis;
the deployment and adoption of SciQuest as a standard buying tool; and the elimination of the
“VIP phone order” as a method for purchasing.
Information on SciQuest, Yale's online catalog and ordering solution, as well as enrollment and
training guidelines can be found at: www.yale.edu/procurement/eprocurement/index.html.
The Department of Research Administration will be refining the 100-Day Plan as it learns more
about processes and improvements, consulting with faculty, business office staff, central
process owners, and other experts to ensure it is addressing the issues as appropriate. During
August, a number of meetings to discuss the 100-Day Plan were held with business managers
at the School of Medicine, Science Hill, and others. Additional meetings with business
managers will take place in September.
If you have questions about the 100-Day Plan or other issues related to research administration
at Yale, please contact Steve Murphy (stephen.murphy@yale.edu; 432-8090) or Andy
Rudczynski (andrew.rudczynski@yale.edu; 432-8049).
To read President Levin's letter to the University on June 30, please go to:
https://light.its.yale.edu/messages/UnivMsgs/detail.asp?Msg=17884.
To read the letters (June 30, July 25) of General Counsel Dorothy Robinson to the University,
please go to:
https://light.its.yale.edu/messages/UnivMsgs/detail.asp?Msg=17885
https://light.its.yale.edu/messages/UnivMsgs/detail.asp?Msg=18018
Homebuyer Seminars - FALL 2006
Yale University and People 's Bank cordially invite you to attend a FREE four-part homebuyer
information series this fall..
Four evening seminars for prospective homeowners are tentatively scheduled below: (Dates
and location will be confirmed to registered employees by September 8.)
September: 13th, 20th, 27th & October 4
Time: 6 to 9 P.M.
Location: 155 Whitney Ave Room 220 (location may change based on enrollment)
See how it may be possible to buy a home with a down payment of 3 (%)
percent or less. Also, learn about the various mortgage programs that are available:





Step-by-Step Guide to Home Ownership
Getting Fiscally Fit: The Importance of Planning and Budgeting
Understanding Your Credit Report
Financing Your Home
Understanding the Mortgage Process
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



Selecting Your Home
The Importance of the Home Inspection
Mortgage Closing
Maintaining Your Home
Call Bill Carney in H.R. Benefits / Records Office at 2-5535 to register - seating is limited.
To obtain more information about the University - sponsored New Haven Homebuyer Program,
visit our web site: www.yale.edu/hronline/hbuyer
Questions, please e-mail: bill.carney@yale.edu , or call (203)-432-5535
Caregivers On Call
WorkLife recently announced the inauguration of a program to provide in-home, back-up childcare services for Yale faculty, staff, and students. This program is the realization of one of the
child-care initiatives outlined in a message to the community in November of 2005 and reflects
the invaluable input and advice of the WorkLife Subcommittee on Child Care, which was
convened in March.
Caregivers On Call, an established provider of back-up child care since 1991, now provides
eligible members of the Yale community with up to 40 hours of services per household per year
at subsidized rates. These services are intended to assist parents in arranging care for their
children when their usual caregivers are not available, e.g., because of center or school closings
or caregiver illnesses. Caregivers On Call was selected to provide back-up services because of
its nationwide network of caregivers, its depth of experience, and its excellent reputation.
The University will provide substantial subsidies to the program, which will allow Caregivers On
Call to offer parents a sliding scale, hourly rate ranging from $7-15/hour, depending upon the
parents’ Yale affiliation and income. Complete details regarding the program and registration
materials are available online at www.yale.edu/backupcare
For further information, please feel free to contact Yale’s Child-Care Coordinator, Susan
Abramson, at 203-432-8069 or Worklife@yale.edu
Entry and Access Changes for Sterling Memorial Library
Sterling Memorial Library’s (SML) hours of entry have been extended during the 15- month
renovation of the Cross Campus Library (CCL). For the fall 2006 semester, SML will replicate
CCL’s normal hours of entry, including the popular late night study hours.
Starting on Wednesday, September 6, 2006, SML will close at 1:45am Sundays to Thursdays;
9:45pm on Fridays; and 6:45pm on Saturdays. Check the library’s “hours” website for the
complete fall 2006 schedule of hours and exceptions [http://www.library.yale.edu/hours/].
Also beginning on September 6, entry into SML after 6pm from Sundays through Fridays will
now be restricted to only those who are holders of Yale University or Yale Library identification
cards. This restriction will maximize the availability of library resources for Yale-affiliated readers
during the popular evening hours.
4
As a reminder, the CCL collection is now located in SML, on floors 1, 1M, and 1MB in the SML
stack tower. More information, photos, and current updates can be found at the renovation
website: http://www.library.yale.edu/renovaxn/phase2a/
HUMAN RESOURCES ------------------------------------------------------------------------Alert: Aetna Participants
The Benefits Office was recently made aware of the following:
Spam email notices about "Claim Activity on Aetna Navigator," or some variation of that subject,
are circulating the Internet and appear to be coming from Aetna or Aetna Navigator.
If you receive such an email, simply delete it. Do NOT click on any of the links. In most cases,
the links contained in the email redirect the member to a website other than Aetna’s.
These emails are purely a spam scheme unrelated to Aetna. There is no connection between
these emails and the products and services offered by Aetna.
Email addresses used in this spam scheme were not obtained from Aetna.
They are being sent at random. Your Personal Health Information has not been compromised or
breached.
Aetna does send email to members if there has been recent claim activity or to advise of
information related to wellness or health plan benefits from Aetna. You can identify legitimate
email from Aetna by the link provided in the email: http://member.aetna.com If you have any
doubt about the authenticity of an Aetna email notice, please log on to Aetna Navigator to check
your account directly or call Aetna customer service at the toll-free number on your Aetna ID
card.
If you have questions about spam or managing your email, please contact your IT support
provider (http://www.yale.edu/its/help/supportgroups.html ) or the ITS Help Desk (785-3200,
432-9000, helpdesk@yale.edu).
Update: Civil Union Policy
The University recently updated its policy regarding benefits for same-sex couples.
Please go online to view the current policy at
http://www.yale.edu/hronline/benefits/docs/CivilUnionPolicy.pdf
If you have any questions, please feel free to contact the Benefits Office at 2-5550 or via
email at benefits.office@yale.edu
Yale Benefits Office is on the Medical School Campus Twice Monthly
Location: 153 College Street, lower level.
Please call the Benefits Office at (203) 432-5550 to schedule your appointment.
5
Benefit counselors will be available by appointment only on the following days throughout the
month of September:
September 2006
Thursday, September 7th
Thursday, September 21st
LEARNING CENTER AND OTHER TRAINING --------------------------------------------------------------Send New Yale Parents a New Parent Packet!
Balancing work with the arrival of a new child can be difficult, and now Yale offers parents
(faculty, staff and post-docs) support to make the transition a little easier. As a new component
of Yale’s WorkLife program, which is designed to “improve the quality of life for members of the
Yale Community and their families,” the Department of Human Resources will now be sending
University employees who adopt or give birth to children a “New Parent Packet” containing
helpful information to ease the daily challenge of balancing work and family life.
The packet includes a gift for the child and a wealth of information for parents about University
services such as babysitting and day care as well as tips and advice on flexible work schedules.
The packet even comes with a selection of “favorite songs, games and art activities” compiled
for children by the staff of Yale’s affiliated child care programs.
There will be Back-Up Child Care briefings on September 8 and 27. To register, or for more
information, go to www.yale.edu/worklife/events or call 2-5660.
To request that a New Parent Packet be sent out or for more information, please e-mail
worklife@yale.edu or call Susan Abramson at 2-8069 with the following information:
• Parent name
• Yale affiliation (Faculty, M&P, C&T, S&M, Post-doc)
• Home address
• Child's date of birth (for size appropriate gift)
Back-Up Child-Care Briefings
To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660.
Class
Date
Back-Up Child-Care Briefings
September 8, 27
New Stroller Map is Here
The new stroller map is now available for members of the Yale community with young children.
This map was developed by the Yale Resource Office on Disabilities and adapted for strollers
by the Yale WorkLife Program.
Click here for map http://www.yale.edu/hronline/worklife/ and see Announcements.
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WorkLife Classes
To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660.
Class
Date
Back-Up Child-Care Briefing
September 8
Child Care Information Session
September 14
Identity Theft
September 19
Back-Up Child-Care Briefing
September 27
Understanding Yale Leave Policies for Staff
September 28
Learning Center Course Schedule
Find details and register for Learning Center courses online at:
http://mire.med.yale.edu/lcdb/
Course
Date
September and October
FOCUS: Giving and Receiving Feedback for Supervisors
Sept 7, 2006
FOCUS: Goal Setting for Supervisors and Employees
Sept 7
Pathways ll
Sept 13, 15
Business Writing
Sept 13, 20
Making Your Resume Work for You
Sept 13, 27
Customer Service for Front-Line Service Providers
Sept 14
Pathways l
Sept 18, 19, 21
Cover Letter Workshop
Sept 20
Managing Multiple Projects, Objectives & Deadlines
Sept 22
What to Say & How to Say It for Supervisors and Managers
Sept 26
Refining Speaking and Writing for Speakers of English as a
Second Language
Sept 27, Oct 18, 25; Nov 8
Understanding Yale Leave Policies for Staff
Sept 28
Developing an Exceptional Workplace Culture
Oct 3
How to Choose a Pediatrician
Oct 3
Coaching for Performance
Oct 4, 11
Myers-Briggs: Understanding Type to Advance Your Career
Oct 4
Expressing Yourself: The Art of Being Understood
Oct 10
Internet Safety for Children
Oct 12
Behavior Interviewing for Those Who Hire
Oct 12
Rev It Up Reading: How to Read Better & Faster on Paper & On-Screen
Oct 17
Growing Up Adopted: A Panel of Adult Adoptees
Oct 18
Preparing for the Job Interview
Oct 18, 25
Introducing Flexible Scheduling to Your Department
Oct 18, 25
Fundamentals of Diversity
Oct 19
College Financial Aid Process: Getting Started
Oct 20
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IT Computer Courses
Register at www.yale.edu/learningcenter
Course
Date
Operating System
Computers Made Easy
Sept 13;Oct 18
Internet Basics
Oct 11
Windows XP: Level 1
Sept 27
Database Applications
Access 2003: Level 1
Sept 12, 14; Oct 9, 11
Access 2003: Level 2
Sept 26, 28;
Access 2003: Level 3
Oct 9, 11
Scheduling Email
Eudora Pro: Level 1
Sept 26
Introduction to Meeting Maker
Sept 11
Microsoft Office
Excel 2003: Level 1
Sept 11, 13; Oct 10, 12
Excel 2003: Level 2
Sept 26, 28
Excel 2003: Level 3
Sept 6,8; Oct 10, 12
Excel 2003: Database
Sept 12, 14
Excel 2003: Formulas and Functions
Oct 3
Word 2003: Level 1
Sept 5, 7
Powerpoint 2003: Level 1
Sept 18, 20; Oct 17, 19
Powerpoint 2003: Level 2
Oct 3, 5
Word 2003: Tabs & Tables
Sept 7
Website Design
Photoshop 8.0: Level 2
Oct 3
Web Editor: Dreamweaver MX: Level 1
Oct 6
8
Oracle Training
To register, visit www.yale.edu/xtrain.
Procurement
Accuship
Corporate Express: Online Ordering of Office Supplies
Internet Procurement - Temporarily Suspended
Office Supplies: Online Ordering with Corporate Express
Purchasing Card Training
Travel and Expense Reimbursement (Distributed Authority)
Simple Web Allocation Process (SWAP)
VIP Number Requests and Assignments
Web Invoice Payment (WIP)
Procurement Inquiry (Responsibility Only)
Human Resources
C&T, Casual and Student Payroll
Casual Employee Setup and General Employee Maintenance
View HR Records with Salaries Responsibility (Medical School Employees Only)
General Accounting
Custom Commitments Responsibility
Effort Reporting and Certification
Journal Entry/Staging Area (JSA)
Labor Distribution (LD)
Receipts Identification Form - Cash Receipts (RIF)
Financial Planning
Data Warehouse Reporting for HR/LD/Payroll
Data Warehouse Reporting for New Users
Introduction to Brio Query 6
Budgets--Grant and Contract Oracle Financial Analyzer (OFA)
Other Training
User Access TAC Training
Yale E-Travel
Safety Training
The following safety training courses are offered periodically throughout the year. Descriptions
for each of these courses can be found online at www.yale.edu/oehs/training.htm. All training
seminars are held at the Office of Environmental Health & Safety, 135 College Street, lower
level, room 15. For further assistance and information, call 785-3550.
9
Course
Date
Biosafety Training
Sept. 6, 27
Bloodborne Pathogens Initial Training
Sept. 14, 27
Bloodborne Pathogens Annual Retraining
Sept. 13
Laboratory Chemical Safety
Sept. 20
Radiation Safety Orientation
Sept. 7, 19
Respiratory Protection Training
Sept. 8
Safe Use of Biological Safety Cabinets
Sept. 13
Safety Orientation for Non-Laboratory Personnel
Sept. 6
Shipping and Transport of Hazardous Biological Agents
Sept. 13
Tuberculosis Awareness
Sept. 12
Web Training:
Bloodborne Pathogens for Researchers http://info.med.yale.edu/bbp/
Bloodborne Pathogens for Healthcare Workers http://info.med.yale.edu/bbpclinical
Hazardous Chemical Waste Management http://info.med.yale.edu/chemhaz
Laboratory Chemical Safety http://info.med.yale.edu/chemsafe/
Tuberculosis Awareness http://www.yale.edu/oehs/TB/index.htm
Call 5-3550 to schedule the following courses:
Advanced Biosafety Seminar
Hazardous Chemical Waste Management
Noise and Hearing Conservation
Office Ergonomics
Radiation Safety Survey/Spill Seminar
PROCUREMENT ----------------------------------------------------------------------------------SciQuest Deployment Activities
Highlights:
• SciQuest deployment fast tracked at Medicine and on Science Hill
• VIP Phone ordering moves to SciQuest effective 1/1/07
• Departments may elect to use Procurement resources to setup user access or they can
request via START
• (50) Hands-on classes available through 1/1/07 at the Learning Center to accommodate users
from any department
• Dedicated classes at Medicine and Science Hill
Sneak Preview: SciQuest “Cart Change” Coming Soon
• New shopping cart layout makes changing profile values (charging instructions and shipping
instructions) clearer and easier
10
• New PO preview function lets you see the POs that will result from your requisition
• New “Initiator” field allows you to capture who requested the goods or services
• Simplified allocation of charges using improved split charging and saved cart features
SciQuest Implementation Survey Results
To gauge whether SciQuest is meeting expectations and whether there are any remaining
concerns that may impact user adoption of the solution, a survey was recently sent to
approximately 200 business managers of which 57 responded.
Common themes from the responses:
• No “show stoppers” noted to deployment; majority find it quick and easy
• Management concerns regarding competing priorities with SciQuest
• Challenges persist implementing broad change in departments
Yale Purchasing Card Renewals and Cancellations
Many of Yale’s Purchasing Cards will expire on midnight, October 31, 2006. As a result,
JPMorgan Chase is printing replacement cards starting on September 1st and in late
September, they will issue replacement cards. In preparation for the reissuing of cards,
please submit any cancellation requests to the Purchasing Card Office no later than
Friday, August 30th.
How do I determine if a cancellation is necessary?
Review BUG 701a Purchasing Card Cardholders report to determine if cancellations are
necessary. Cancel cards when cardholders are no longer in your department or when
cardholders have left the University. If you do not have access or need help running the BUG
report, please contact the Purchasing Card Office (purchasing.card@yale.edu or 432-3227) and
request a report for your organization or department.
How do I submit a cancellation?
You may submit cancellations and changes via email to purchasing.card@yale.edu or you may
use the appropriate Cardholder Change form, located at the Yale Policies and Procedures |
Procurement | Purchasing Card. If you have several changes, simply note the changes on your
report and send them to the Purchasing Card Office to make the changes.
How will new cards be distributed?
Individual Purchasing Cards will be sent to Purchasing Cardholders’ home addresses unless
there is an alternate address on file in the Human Resource database. Department Purchasing
Cards will be available for pick up at BOP and Medical School Forum meetings as well as in the
Purchasing Card Office.
What else needs to be done?
-Cardholders should dispose of old cards by shredding or cutting them up, and then discarding
the pieces.
-Cardholders must activate their new cards upon receipt and before use. Directions for
activation will be included in the mailing.
-Cardholders should review the recently revised Yale Purchasing Card and Expense
Management procedures reflecting changes and the addition of the Expense Management
System (EMS.)
11
If you have any questions, please contact purchasing.card@yale.edu.
SWAP Improves Transaction Accuracy and Visibility
Reviewing and approving transactions in SWAP* during the month is the best way to avoid cost
transfers and ensure timely and accurate posting of transactions to the general ledger.
How often should I review and approve transactions in SWAP?
As a best business practice, departments should log into SWAP (via YAMS) routinely during the
month and certainly prior to the month-end deadline. (NOTE: This month’s deadline is Tuesday,
September 5th, 3pm.)
Why is this important?
Frequent, mid-month reviews of transactions in SWAP help prevent using the default PTAEO
during end-of-month processing which can lead to unnecessary cost transfers later. In addition,
SWAP review and approval is necessary to ensure that transactions post accurately to the
general ledger. Finally, waiting until the very end of the month delays the appearance of
transactions on financial statements diminishing the visibility of important financial data for
account holders.
What impact will the new Expense Management System (EMS) have on SWAP?
Once Yale Purchasing Cards are managed through the Expense Management System (EMS),
SWAP is no longer needed. Until departments are fully implemented in EMS, review and
approval of Purchasing Card transactions in SWAP on a timely basis is extremely important.
Who can I contact for assistance?
If you need any assistance accessing SWAP or attending to your transactions, please contact
the Purchasing Card office at 432-3227 or via email at purchasing.card@yale.edu.
NEW Yale University Buying Guide!
The new Yale University Buying Guide is your one-stop reference for where to buy goods and
services for Yale University business. Simply choose a commodity from the drop-down menu
and go! The buy-pay approach, source with contact information, buyer information and much
more are now at your fingertips.
The Buying Guide replaces the old Purchasing Matrix and the Procurement Wizard. It guides
you on how to buy and pay in accordance with University policies and procedures. Additionally,
the Contract Listing has now been integrated into the Buying Guide. That said, the Buying
Guide is much more than the Contract Listing. It now also displays Yale Internal Service
Providers, Yale Stockroom suppliers; SciQuest enabled suppliers and our Buy-New Haven
suppliers. These sources can now be sorted by type and easily identified by their icons.
For your convenience, there are two main views of the Buying Guide. The Complete List will
display as the default when you open the guide. This will enable you to see all commodities as
well as source information at one time. If you prefer a collapsed view of just commodities, use
the Commodity List.
With many recent improvements to buy-pay approaches, your feedback is important to us to ensure
that we provide you with clear guidance on sourcing and buy-pay approaches. If you have
comments or suggestions on the new Yale University Buying Guide, please contact
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brenda.naegel@yale.edu.
Save Time - Online Training Now Available for Accuship!
Don’t have time to take a class but want to start using Accuship, Yale’s online express shipping
solution? Try Procurement's brief online training program from the convenience of your own desktop!
In just 15 minutes, you will be informed about how to create an online airbill, compare pricing to save
money, and manage your address books to increase your ordering efficiency. You will also learn
how to lookup, modify and/or cancel existing shipping orders. View the online training now.
Need access to Accuship? Sign up today by self-registering through START.
For more information on the benefits and features of the Yale Accuship program, please visit our
new information site at http://www.yale.edu/procurement/accuship/index.html
For more information regarding implementing Accuship in your department, contact
stephen.arnold@yale.edu.
CORPORATE EXPRESS: OFFICE PRODUCTS SHOW
Attention Yale University Office Supplies Purchasers!
Yale University Procurement in partnership with Corporate Express, Yale’s preferred supplier for
office products, invites you to attend an Office Products show.
Wednesday, September 13th 10am – 2pm
BCMM, Boyer Center for Molecular Medicine
295 Congress Avenue, New Haven




Hands-on Demonstrations of New Products
Meet Your Corporate Express Representatives
FREE Product Samples
FREE Door Prizes
Yale Procurement looks forward to seeing you there!
Sneak Preview: SciQuest 'Cart Change' Coming Soon
In a few weeks, several new features will be added to the SciQuest application which will
provide more information, clarity and ease of use.
These enhancements include:
• New shopping cart layout makes changing profile values clearer and easier
• Header-level split charging applies to all lines without extra effort
• New ‘Initiator’ field on the requisition header allows you to capture the name of the person
requesting the goods or services
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• Preview purchase orders to be created by a requisition
• Updated check-out navigation is clearer
• Missing data and errors are clearly displayed
• Supplier attributes now display on requisitions
• Some products display camera icon to designate that image is available
For a quick glimpse of the 'look and feel' of the new cart, please go to:
http://www.yale.edu/procurement/eprocurement/SciQuestCartChangeComingSoon.pdf
In the near future, please be alert to more details regarding these enhancements. Should you have
any questions, please feel free to contact procurement@yale.edu.
New BUG Report Helps to Monitor SciQuest Success
BUG report 708a, “SciQuest eligible POAP Transaction Detail,” is now
available to help business managers to monitor the success of their SciQuest implementations
in their departments.
This report provides a detailed view of actual SciQuest use as well as SciQuest potential use.
Additionally, it displays details as to who made a purchase. (i.e. VIP Owner name, Purchasing
Cardholder name, etc.).
NOTE: Please be sure to run this report directly from the BUG library instead of saving to your
desktop to run locally to capture updates to the report.
If you have any questions about this new report, please contact Michelle Valerio at
michelle.valerio@yale.edu or 432-6995.
Procurement Course Schedule
Find details and register for Procurement courses online at:
http://mire.med.yale.edu/lcdb/
Course
Date
September
Purchasing Skills Training (one-day overview)postponed
Purchasing Card
Sep 21st AM
SciQuest (Office & Computer Supplies)
Sep 5th AM
Sep 8th PM
Sep 12th AM
Sep 14th PM
Sep 20th AM
SciQuest (Lab & Med Supplies)
Sep 1st PM
Sep 8th AM
Sep 14th AM
Sep 20th AM
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SWAP
VIP
WIP
Sep 22nd AM
Sep 25th PM
Sep 29th AM
Sep 11th PM
Sep 11th PM
Sep 13th PM
ADMINISTRATIVE SERVICES -----------------------------------------------------------------------------Annual Oracle Upgrade
This year, the annual Oracle Financials and Data Warehouse upgrade is scheduled to begin at 5
p.m. on Friday, October 13, 2006 and be completed prior to Monday, October 16. Oracle
applications and the Data Warehouse will not be available during this period.
The upgrade will have minimal impact on end users. The changes users can expect to see, based
on the testing that has occurred to date, are:
Human Resources / Payroll
• End users will not see changes in any of the HR applications; however, a significant change has
been made to the Pay Proposal Form. This change will only impact administrative users who enter
salaries such as HR Transaction Processing, Payroll, Library Payroll, Provost Business Support
Centers, Student Employment and the Medical School Financial Operations office. These areas will
be trained prior to the implementation of this year’s upgrade to eliminate any confusion.
Procurement Inquiry
• End users will not experience any changes to Procurement Inquiry functionality
SimpleWeb Allocations Process (SWAP)
• End users will not experience any changes to SWAP functionality
Web Invoice Payment (WIP)
• End users will not experience any changes to WIP functionality
e-Procurement Solution (SciQuest)
• End users will not experience any changes to SciQuest functionality as a result of the Oracle
upgrade. However, a SciQuest upgrade is tentatively scheduled that same weekend. More
details to follow under separate cover as we learn more.
Data Warehouse
• Installment change for Commitments: All Grant reports with commitments as a projection will
now only include commitments associated with the fiscal periods through the end of the current
award installment, which is defined as the award installment in which the first day of the current
open month falls. Previously, Grant reports (except the Account Holder for Grants) reflected all
pending commitments for the Grant, even those beyond the current award installment.
• HR Changes for Financial Reporting: The HR information available in financial reporting will be
limited to only a subset of HR columns.
Labor Distribution (LD)
• Labor Schedules by assignment and element reports will be replaced with the seeded report
“Employee Labor Schedule Report”. This seeded report gives end users more information on
one report rather than running two reports.
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• Dist Adj. approved by Org and Employee reports will be replaced with the seeded report “PSP:
Distribution Adjustment Register”. This seeded report gives end users more information about
the adjustment and several options of parameters in which to query their information.
• Charging of Compensation Report – This report will be replaced with the seeded report “PSP:
Labor Distribution History by Organization”. This report will show all individuals in the Org and
does not have to be run based on the type of payroll.
• New functionality: ability to enter labor schedules for individuals who have no payroll
distributions within a period already processed.
• New functionality: ability to enter element level schedules for individuals who have no payroll
distributions for that element within a period already processed.
• Change error messages to read PTAEO instead of POETA.
Journal Staging Area (JSA)
• End users will not experience any changes to JSA functionality
Receipts Identification Form (RIF)
• End users will not experience any changes to RIF functionality
START
• End users will not experience any changes to START functionality.
Security & Access Reports (START)
• End users will not experience any changes in the Security & Access Reports.
For the most recently updated information, including screenshots of application and report
changes as they become available, please go to the website:
http://www.yale.edu/oboe/oracleupgrade
Please send any questions or concerns to elizabeth.anderson@yale.edu.
Campus Mail Tips: Reasons to Use P.O. Box Numbers
Why use a post office box number instead of a street address?
-- Box numbers tell the U.S. Postal Service and Campus Mail which department to deliver to if
multiple departments are in one building.
-- Your mail speeds through the U.S. Postal Service as it is quickly read by a machine, not a
person.
-- Box numbers allow your mail to be delivered the same day campus mail receives it. Mail is
taken off the U.S. mail truck and put directly onto our mail truck for delivery that morning to your
department.
-- Box numbers are cost-effective for Yale as Mail Services does not need to pay overtime to
hand sort your mail.
-- Box numbers provide consistent address format for readability and accuracy.
-- Box numbers save you time and effort when your department moves since the box moves
with you. Campus Mail simply redirects mail to your new location. No lost mail as your mail
does not have to be forwarded.
Think about it - quick service, cost-effectiveness, and accurate delivery. Why would you want to
use a street address instead of your box number?
Mail Tip: Stopping Junk Mail at Home
You can easily stop about 75% of the junk mail that comes to your home using the Mail Preference
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Service. They are able to effectively decrease the non-profit and commercial mail you currently
receive by placing your name in a "do-not-mail" file. After registration, it takes approximately three
months to see the decrease in junk mail.
Write to them requesting that your name, address and phone number be deleted from all
mailing and marketing lists. Provide them with all spellings of your name, as well as with any
other names at your address. Be sure to sign and date your letter. You can also register online
at http://www.dmaconsumers.org/offmailinglist.html They will retain your information for five
years.
Mail Preference Service
c/o Direct Marketing Association
PO Box 9008
Farmingdale, NY 11735-9008
FINANCE ----------------------------------------------------------------------------------------Expenditure Type 725400 Eliminated for Student Labor
A Recent History of Student Employment Expenditure Types:
A few years ago the accounting of student labor at Yale, particularly in association with Federal
Work-study funding, underwent significant changes. These changes were in response to the
creation of the Provost’s 50/50 split program and the overall increase of wage rates paid to
students working on Yale’s campus. Prior to these changes, specific expenditure types were
required to identify various students: 725500 identified federal work-study students, 725400
identified international students, and 725300 identified students who fell into neither of the two
previous categories.
After the aforementioned accounting changes, however, expenditure type 725300 was altered
to be used with all hourly payments for students; 725500 was changed to represent Central
Accounting’s processing of the 50/50 split on monthly account statements; and 725400 was no
longer utilized. Any student labor charges made with expenditure types other than 725300 were
automatically changed in the payroll process to the correct type.
Expenditure Type 725400 Eliminated
Because the expenditure type 725400 no longer has practical use, it is being eliminated as an
option for student labor expenditure types. It is requested that no one use this expenditure type
while it is being phased out.
Contact
If you have any questions about this change, feel free to contact Matthew Long in Student
Employment at matthew.long@yale.edu or Financial Support Services at
ga.usersupport@yale.edu.
Office of Development Address Change
Effective August 7th, both the central Office of Development and the Medical School Office of
Development will be located in the Connecticut Financial Center, the 8th-11th floors of 157
Church Street. Our new campus mail address is:
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Office of Development
8th Floor
157 Church St.
Please include the name of the individual or the section on all campus mail envelopes.
Our U.S. mailing address is:
Yale University
Office of Development
157 Church St.
New Haven, CT 06510-2100
Our P.O. boxes remain the same.
All visitors to the office will need to sign in at the building's main security desk with appropriate
ID. Visitors should then proceed to the receptionist on the 9th floor.
INTERNATIONAL UPDATE ------------------------------------------------------------------------Annual Reception for Yale's International Community
Everyone is invited to join in a celebration to welcome Yale’s international students and
scholars. In addition to excellent food and beverages, there will be great music for dancing. The
reception will be held on Friday, September 15th at 4:00pm at the Henry Luce Hall, 34 Hillhouse
Avenue. This outdoor event will be co-sponsored by the Office of International Students &
Scholars and the MacMillan Center for International & Area Studies at Yale.
Orientation for International Spouses and Partners at Yale
There will be a three-day orientation for International Spouses and Partners at Yale (ISPY) on
September 6th, 7th and 8th. The orientation will provide an opportunity for new spouses and
partners to come together and share information, go out to lunch, take day trips as well as other
social activities.
For more information about ISPY and to register, go to:
www.yale.edu/opa/v30.n14/story7.html. Locations and times to be determined.
Apply for Social Security Number on Campus
Representatives from the U.S. Social Security Office will be available on campus to Yale
International Students & Scholars who are eligible to apply for a U.S. Social Security number.
You may apply no sooner than 14 days after entry into the U.S.
The Social Security application sessions will take place at the International Center, 421 Temple
Street, from 2:00pm to 4:00pm on Wednesday, September 6th, and Thursday, September 14th.
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Students and scholars should bring their passports and immigration documents to the
appointment. It is imperative that all new International students, scholars, faculty members and
other visitors receiving any payments through the University payroll system (e.g., stipends,
fellowships, wages, etc.) meet with the University Tax Office prior to receipt of payment.
Remember to Use New OISS Address
The Office of International Students and Scholars (OISS) is still receiving mail addressed to 246
Church Street.
Please make sure that all campus mail is addressed to 421 Temple Street, New Haven, CT 06511.
U.S. postal mail should be addressed to Box 208224, New Haven, CT 06520. Using an incorrect
address means additional time to re-route, creating delays in receipt of mail.
OTHER ADMINISTRATION ------------------------------------------------------------------------Other Resources:
ITS Help Desk: call 2-9000; email helpdesk@yale.edu
ITS-Med Help Desk: call 785-3200; email itsmed.helpdesk@med.yale.edu
Financial Support Services: email ga.usersupport@yale.edu
If you’re new to BrioQuery 6 and need training, go directly to X-train to register online at
www.yale.edu/xtrain, and then choose Financial Planning and Management category or contact
the Learning Center at 2-5660.
Other Yale E-Newsletters & Periodicals
Yale Bulletin & Calendar
Benefits
The Circuit (ITS)
Controller's Office
Engineering
Financial Review
Library (Nota Bene)
PPDev-What's New
Procurement
Safety Bulletin
Tax Office
Travel
working@yale
Yale Daily News
Yale Medical Group
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