Business Services eUpdate – Summer 2014

Personnel Changes
Procurement Services recently bid farewell to Shannon Finley, Melissa Myers, and Pacifique Munezero. We wish them well in their new endeavors!

In the role of Buyer Specialist, we welcome Monique SanPietro and Michelle Miller; they will report to Asst. Director, Melva Kishpaugh. The new team and Buyer liaison assignments will be in place by late September.

Thank you for your patience as we transition new staff into new roles.
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Cobblestone – UMW Contracts Online!
The CobbleStone contract management system online portal is now live. To view contracts visit: umw.cobblestonesystems.com/public   Viewers may search by contract name, title, contract administrator, etc.

A contract administrator guide is in development.  A sneak peek copy of that guide is attached, it will be formally shared with contract administrators in September.
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FY14 SWaM Spend – 40%
Thank you for contributing to our institutional success in achieving 40% SWaM spend.  UMW discretionary spending channeled more than $31,000,000  to small (including minority and woman-owned) businesses, through prime and subcontract spending.

Well done!
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eVA Tips for Department Buyers

1. When entering SPCC orders within eVA (PCO), against an established contract, include contract numbers within the comments field.
2. eVA is the requisite statewide e-Procurement system, purchase orders should be entered to initiate an order. The practice of waiting for an invoice to enter the purchase order should be avoided.
3. The XO2 purchase order category code should be used when entering requisitions to government agencies such as Virginia Correctional Enterprises (VCE), Virginia Distribution Center (VDC), Virginia Industries for the Blind (VIB), and Bureau of Capital Outlay Management (BCOM), for example. If you have any questions as to whether the XO2 should be used for eVA orders issued to other governmental entities, please contact Procurement Services for advice.
4. The RO2 purchase order category code should be used for unregistered vendors.

If you need assistance with eVA, contact Procurement Services.
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Surplus Items Available!
Contact the Central Storeroom (ext. 5972) to visit and view the current inventory of available low cost or no cost surplus property. More items coming soon to the Central Stores website.
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Summer Contract Activity 

• Computer Aided Dispatch (CAD) System – Awarded
• Janitorial Supplies – Awarded
• Locksmith Services – Awarded
• Motorola Hardware/Software Maintenance – Awarded
• Sun Server Licensing & Maintenance – Awarded
• Over Seeding for Athletic Fields – Awarded
• ITCC A/V Equipment – Awarded
• Online OneCard Deposit Support – Awarded
• ITCC Equipment – In Progress
• Horseback Riding – RFP in Progress
• Outcomes Assessment and Accreditation Software – RFP in Progress
• Hosted Ticketing Solution– RFP Under Construction
• Conduct Management Software – Evaluation in Progress
• Rugby Field – bid program cancelled, to be rescheduled

Student “ Move-in” Parking
In the coming weeks, more than 800 students will arrive on campus prior to official student “move-in” date.   Expect some disruption to parking in Fac/Staff lots to allow for student access. Your understanding and support are appreciated.
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Visitor Spaces
To meet campus demands, two parking spaces between Lee Hall(lot #18) and Trinkle, will be designated for 30 min.
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Construction Projects

• Russell/Marshall lots/traffic pattern  will be disrupted due to stormwater management work.

• Sunken Road lot #13/Woodard Hall lot contains ‘construction staging area’ for Mercer/Woodard renovations. Use caution in Back Drive area of campus while walking and driving, due to heavy construction equipment/traffic present.

• Simpson lot/traffic pattern release from construction activities in near future.

Questions? Contact Parking Management at (540) 654-1129 or rjones@umw.edu.

Bookstore Extended Hours
The Bookstore will be have extended hours beginning Sunday, August. 24 – Thurs. August 28.   Visit www.umw.edu/bookstore for details.
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Personnel Changes
Congratulations to  Jacki Riley on her July retirement!  A search is underway to fill the position.

In May 2014, Janet West transitioned from full time UMW employee to full time UMW student.  Congratulations, Janet! …counting down to Commencement.   Please welcome Erin Metcalf as the new Bookstore Business Manager!
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New Charging Station!
Need a recharge?  Stop by for coffee and a smile.  Join the coffee club.  Recharge your batteries…and your phone!

Personnel Name Change
Onsite Manager of Mail/Copy Operations, Amme Ingram is now Amme Mahler.
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Network Printing
Are you taking advantage of the wireless feature of the copy machine (aka: multi-function device) near you?   Want to save money on pricey desktop copiers, ink, and consumables?  Contact the Copy Center and request training to use the network features of the equipment within your department.

When making more than just the occasional copy, the Copy Center has the lowest priced copies on campus.  Copy jobs may be submitted electronically.   See the Copy Center website to download a work request form.
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Student Cloud Printing Options
Students will soon have the option to send print jobs to one of 4 multi-functional printers around campus. These printers are located in Simpson Library, ITCC Center, Stafford Library and Trinkle Hall.  Students will be able to print to the cloud from any computer or mobile device.  Simply swipe your EagleOne card to access and pay for print jobs.

Post Office Open!
The UMW Post Office will not be affected by the renovations currently underway in Woodard Campus Center, the PO is open for business!  Stop-by and welcome our new UMW PO Manager, Nancy Paul.

As an available service to UMW, the Post Office will consult with departments to examine best practice handling of any mailing needs.  Available services include cleansing mailing lists to remove duplicate addresses and verify accuracy, affixing labels, printing addresses on envelopes, and providing bulk mail or pre-sort discounts.

In FY14, UMW Post Office services saved the university more than $21,000 using bulk and pre-sort options.
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New Postal Kiosk
To support personal/retail needs, a new postal kiosk is available in Lee Hall, beside the ATM machine (just outside the Bookstore).  The services available through the kiosk include purchasing stamps and mailing packages via USPS. Credit cards are accepted.

EagleOne Payroll Deduction= 1 Free Lunch per Month
Sign up for direct deposit automatic payroll deductions.  Get one free lunch per month in Seacobeck with a minimum deduction of $10 per pay period.  Simply fill out the online payroll deduction form, or contact EagleOne for information and assistance.
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Off-Campus Merchants
See the EagleOne website for a current list of our off-campus merchants at: OFF-CAMPUS MERCHANTS

Support our EagleOne merchant partners and enjoy the following specials:

• Baba Ganoush – 1/2 off chicken Schwarma wrap or Falafel wrap through 9/15/14.
• Country Cookin’ – $3 burger and fries every Wednesday 4pm-9pm all Fall semester.
• Home Team Grill – 1/2 price burgers every Tuesday 4pm-11pm.
• IHOP – 50% off entire check every Wednesday 8pm-4am.  Must purchase beverage and show EagleOne ID.
• Salad Creations – 25% off salad or smoothie August 15-30, 2014
• Subway – free bag of chips with footlong and 21 oz. drink, expires on August 31.

 

Please contact Business Services for information and assistance at x1009.