Week of Sept 28, 2009

Things I've done:

MyFD

• Back-up for customer phone calls while Puja was on vacation (Sept)
• Assisted Puja with sending reminder notification and printing/delivering materials for Queries workshop
• TFS Work item for auto email when user has an item pending local review for too long (suggested 5 days)
• Helped with Customer Service phones/emails while PCS was down 50% of their staff (2 days) Puja and Mara also helped when I was not available
• Created reactionaires (class surveys) for all 3 MyFD classes (10/7/09)
• Created communications plan for BAR/BSR opt-out, with Melissa. This is our way of educating campus users/consumers of the paper reports and a way to increase voluntary opting out so there is less pain as we get closer to shutting off the reports. (10/6/09)
• Taught Mara how to manage listserv subscriptions (add/remove users) (10/7)
• Suggested Melissa use breakout groups at FDI Core meetings to get more answers to her questions, allow for the possibility of greater conversation amongst the group (especially important for those who are not as talkative), and an opportunity for our group to get to know one another better (and more quickly).
• Reviewed trainign process flow and support expectations with Pete (10/13)
• Scheduled Team Spirit award for the customer service work PCS & MyFD have done
• Lead CS/Mel team meeting to discuss BAR/BSR communications (10/14)
• Scheduled/led team meeting to discuss team/individual ownership, training schedule, project prioritization (10/15)
• Meeting with Shirley Joaquin re: MyFD, what she uses it for and what's not meeting her needs.
  

Meetings attended

• FSNA overview with Melissa (learned about the timeline for replacing the financial system)
• FDI Core Team (discussed purpose for team, team norms, reviewed reconciliation requirements)
• Meeting planning w/ Melissa, Jelena & Matt to determine the types of meetings our team needs to be involved in for the next wave of FDI development.
• Planning, w/Melissa, Lisa and Jessica, for the Strengths training workshop (including food planning) :-)
  

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eFECS

• incentive plan for beta testing
• scheduled dry run, for training, to ensure team preparedness/readiness for the beta kick-off sessions
• attended 2 beta test kick-off sessions, tracked and compiled attendee questions
• looking into whether or not we can book MGH 030 or 044 for the eFECS roll out trainings (if we can, I will book 6 classes; 2 each week beginning the last week of january)
• provided Mara with feedback regarding the "making adjustments" e-learning (captivate)
• 
  

Meetings attended

• x

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Procurement Services

• Leading cross-training sessions and documenting team conversations, learning and action items.
• Provided Tier 2 support from 9/11-9/17
• Created montly stats to show customer service volume for MyFD and PCS
• Working with PCS & Pramilla to plan a sustainable support structure

Meetings attended

• Check-in with Pramilla

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LEAD Team

• Planning for next term (just passed our Team's 1-year anniversary)
  
  

Meetings attended

• Met with sponsors (Ann/Sue) to talk about future team deliverables, including creating a 'Leader's Portal' and continuing to support logistics/agenda planning for the Leader's Quarterly meetings
  

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MyFD CS/Training Team

• Held EDP meetings with Mara and Puja to explain what EDPs mean to me, how frequently they should be updated, gave tips on how to improve their documents so they can be approved and set the expectation that EDPs are their documents, not mine and they are responsible for taking action, or not taking action on them. they need to be the driving force behind them--I will support and help where I can but it's up to them what gets done.
• Updated signature line item - just for Puja!
• Seriously cleaned up/organized my email folders (deleted lots, created archive folders, etc.)

Meetings

• Staff meeting changed this week. We discussed:
  -production support flow for PCS and MyFD Tier II support (who specifically each group shoudl be escalating to and when)
• Prioritized our enhancement requests
• Brining Mara into the Production Support fold
  

Week of August 31, 2009

What was done?

• updated getting started guide with updated info and added MyFD application and help page urls (the simplified ones)
• created draft of myfd newsletter including a prize section for those who tell us why their departments are still using paper.
• Provided feedback to Jeff Follman re: draft blurb about open financial data
  
• Updated activities for Managing Budgets class. Instead of having activities in both the slides and a handout, all activities are in one handout with the slides being separate.
• Testing Advantiv for FSNA Team and coordinating resources from Proc Cust Srvc and MyFD (Puja)
• Sat in on Basics of Fiscal Reporting in MyFD today.
  
• Set up class teaching schedule for Puja and me.
  
• Attended eFECS feedback session (handed out prizes and handouts)
  
• Draft of eFECS Training Activities
• Added an additional "Managing Budgets" class for the month of September
• Progress update for Melissa & Lisa
• Got Mara & Puja access to UWMC labs for office hours
• Drafted incentive program approach
• Taught "Managing Budgets" class
• Reviewed Learning Assessment answers w/ Proc Cust Support (graded all questions too)
• Reviewed group email process with Heather (primary tester) and Michelle
• Mentoring with Katy Folk-Way
• Updated Managing Budgets slide set and handouts
• Testing Decision Director for FSNA system
• Created screen powerpoint for eFECS training
  

What's targeted to be done?

• Follow up w/ Financial Accounting to see how they use the "budget prefix" website (how to id different budget types
• Linear graphic for eFECS (3 screens overview)
• Document cross training update for Melissa/Lisa/Pramilla/Jeff
• Document training activities for Administrative group
• Finalize handout for incentive program and calendar of events for eFECS beta testing
• Finish documenting FAQs for Proc Cust Srvc group
  

What you need to know.

• Possibly need to change our reactionnaires to 4-point scale to be consistent with how others in FM/Proc Srvs are reporting training satisfaction numbers
  

Other stuff

• Begin helping w/eTravel interview next week
• What do we have to do for FDI Dev/CS Meeting follow up (what are our action items?)

Kudos:

• Puja - for walking Sarah Moore through the expense transfer process for me
• Puja-Setting up the reactionnaires for eFECS
• Mara - Getting eFECS gmail account
• Mara- open and accepting of training input/feedback
  

Week of August 3, 2009

Work Completed for the week of August 3-11th

TRAINING:
1. Taught "Managing Budgets" class to 9 students

PROJECT WORK:
2. Created combined MyFD & eFECS work timeline (shared w/ Melissa, Lisa, Charles, Puja, Tamara and Matt) took about 6 hours time

CROSS TRAINING

1. Created list of questions for Mara/PS Cust Support Team and scheduled dates/times to review them (asked Puja to lead these sessions)
2. Reviewed Queries Workshop materials with Puja so she can deliver it while I'm out of the office (Aug 20th)
   
3. Scheduled check-ins w/ Lisa/Dawna/Gwen
4. Created new activities for "managing" class
5. Introduced Matt Lambert to Financial Management Leaders
6. Will rotate group email responsibilities between MyFD and Proc Services Cust Support Team upon my return (each day a different "watcher")
7. 
   

MyFD CUSTOMER SERVICE WORK

1. Helped with group email/phone

TO DO:

1. write newsletter and pass on to Puja for review/publishing
2. 
   

CHECK-IN WITH MELISSA

1. Before we ask the developers, "can you do this" we should be asking ourselves what priority is the change we're requesting. They have to have this in order to prioritize their work.
2. Make sure we're emailing fido@uw.edu, not individual developers
3. Marketing/Outreach
4. Matt's role on project team
5. if we ever feel like we're not getting enough info, we need to speak up
6. Project will not operate like it did in the past

CHECK-IN WITH LISA

1. workign to identify roles/responsibilites for testing
2. reviewing timeline (the one i'd created)
3. outlining other development tasks
   
4. 
   

OTHER Items:

1. Group email coding
2. BAR/BSR Process
3. Newsletter
4. goal for # of emails to keep in group email box (so we don't end up with hundreds to sift through
5. continue to blog while I'm out of the office

Future Staff Meeting

1. review recognition forms
2. discuss newsletter topics such as, "did you know that in myfd, you can......." (fill in the blank and have one of these each month?)
3. Understand what Puja learned from Reconciliation Meetings
   

Week of July 27, 2009

Accomplished last week
1. Provided Tom Phillips with MyFD utilization figures and training satisfaction data for use on FM dashboard.
2. Helped Melissa create an additional calendar for MyFD Developer production support schedule
3. created eFECS flyer (marketing/promotional materials for new system release)
4. scheduled MyFD Training for PS Customer Support team and new Business Analyst
5. presented "eFECS training approach" to eFECS PIT
6. Providing Mara with feedback regarding BAR/BSR process
7. Scheduled "meet and greet" for Matt w/ FM Leaders



Will do this week:
1. Teach 2 training classes (non-standard offering for Procurement Services/Matt/Mara and standard Managing Budgets using MyFD)
2. Create combined MyFD eFECS work timeline (will review w/ Melissa at check-in Wed)
3. Meet with LEAD Team to determine team's future
4. Create list of questions for Mara/PS Cust Support Team
5. Schedule question check-in meetings w/ PS Cust Support Team
6. Schedule check-ins w/ Lisa/Dawna/Gwen
7. Schedule check-ins w/ Mara

Future items:
-follow up with POD & Pramilla, re: mini retreat
-developing online content for eFECS website


Other items you should know about:
-training objectives & approach, for eFECS, were approved by eFECS PIT
-Will be spending a bit of time with Matt, new Business Analyst, next week
-Pre-Operation Dr. appt on Wed, Aug 5th 2-4 (out of the office after that)
-1/2 day vacation on Friday, August 7th (out after 12pm)
-Dentist Wednesday (will go to UTG meeting after DDS appt)

Items to review:

-Recognition profile
-Status of retreat (looking at Myers Briggs)

Weekly Report for May 25, 2009

Done:

-Asked Pramilla what she anticipated covering in quarterly meetings w/MyFD CS
-Reviewed interview questions (meeting w/ Ted & Pramilla 6/2 to review approach for 1st round interviews)
-Attended FEC Training
-Provided input re: Biennium Close newsletter, and wrote article re: transferring from closed biennium, to Donna Andreason.
-Helped Laurie Hunt determine whether or not one of her paper reports needed to be kept for Records Retention purposes.
-Reviewing 117 resumes (one more day of uploads, then req is closed)
-Created draft Captivate (My 1st!) for interactive Biennium Close Calendar
-Monthly mentoring
-Helping create structure for RQT program representation (Puja/Katy)
-Biennium Close Team (MyFD Calendar was confusing for those attending meeting. Jumped right to looking at the dates at bottom and not reading the specifics)
-FFR Class - new format discussed - 4 hour basics class, with one hour of that being FAQs that the accountants handle AND a 2-3 hour hands-on class using accountants/GCA/MyFD Staff to mentor
-Short week (out sick w/Sophia one day and Holiday on Monday)


Upcoming:
-Cost Share Training (June 2nd)
-Dawna on vacation June 5th
-Phone interviews & in person interviews (week of June 8th)
-Planning on attending eFECS UTG on Wed
-Enhancement gathering for CS Check-in w/ MB (Thursday am)

Team Updates Needed
-Are catalyst surveys ok? Need adjusting?
-Newletter--what's left and when will it go out?
-Puja ok to discuss BAR/BSR update at CS/MB meeting?

Week of May 18, 2009

Done
-Dean's Day testing (repeat - looking for "unsubmit button" bug)
-Attended queries class for BHNS, reviewed course materials and provided class feedback to JK
-eFECS/MyFD job posted in UWHires (interviewing to begin June 1, 2009
-Followed up w/ Jelena re: help page FAQs (timeout & printing w/ colors as well as 2 more advanced questions-see bottom of blog entry for details). I explained that the first 2 FAQs are already in our pages and that the other two are too advanced for our users-we're targeting newer users, vs. experienced.
-ordered supplies
-coordinating efforts to lower desks
-Lead check-in between Melissa, Lisa and Pramilla
-Meeting re: MyFD Dashboard--will measure training satisfactions, call volume
-Attended lots of meetings (not a lot of desk time last week)
-Leader's Quarterly Meeting
-Attended STAR award

Will do
-Help Donna Andreason w/ Biennium Close Newsletter
-Finish Biennium Close Training (for draft review)
-Document PCA Chat w/ JK (send to MB)
-Review resumes
-send new job info to FMEIT
-Get JK new class objectives
-Finish presentation for Procurement Services Customer Support Presentation


Thinking about/Need to discuss
-Pramilla will begin checking in with me re: what we're all working on, timing and progress against goals. I need the team to make sure you're keeping me up to date.
-can we check to see if 3 hours is available for Managing Budgets class? Two hours won't be enough


Add'l notes:

1. The "previous transfer" flag for the high risk template is only accurate as of the moment a transaction screen is submitted. The rule is that "prior transfers" include anything actually previously transferred, plus anything that is in submitted status at the moment you place the screen into submitted status. The latter one could change before the day is out, i.e. the other screen could get un-submitted and deleted and, if that was the only "prior transfer" then the flag would be false.

2.Reviewer "training" - remember: on undo, in a multiple review situation, the reviewer may see a "you have submitted" message, but if they go back to find the page on the Saved & Submitted page, they won't find it in SUBMIT status if they don't UNDO on the ETForm, they need to UNSUBMIT on the Saved & Submitted page

Report for the week of May 4, 2009

What you might be interested in:
-Passed on my notes, for activating Org Codes for PCA & entering PCA codes in FIN to Jerrica
-eFECS position description created and req set up in UWHires--waiting for approval from HR and Compensation
-Completed the Asbestos training (online)
-Taught FFR
-Attended, and gave input for FDI Lessons Learned
-took care of group email in afternoon 5/8 while JK took vacation and PP had Md appt
-Mid-year mentoring workshop
-Scheduled FEC & Cost Share training w/Suzette
-Meetings, meetings and more meetings

Things I plan on completing by 5/18
-Presentation materials for FM meetings (all about MyFD)
-Group metrics/measures
-produce materials for new MyFD Class


Other stuff
-Out with sick child on 5/11
-formalizing vacation process with Pramilla
-Web work transitioning from Usability Group to MyFD-June/July
-Pierre's traveling so expect me in the office at 9:00 and working in the evenings