November 17, 2024

EagleEye

A Newsletter for UMW Faculty and Staff

James Monroe Museum Hosts Holiday Events

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The James Monroe Museum and Memorial Library hosted two public holiday events on Saturday, Dec. 1, including a decorating demonstration at the University of Mary Washington and an open house featuring festive musical performances at the museum.

“Deck the Halls 2012,” the 32nd annual holiday decorating demonstration by noted local floral designer Jan Williams, was held from 9:30 a.m. to noon in George Washington Hall’s Dodd Auditorium.

Williams, who helped decorate the White House for Christmas for many years, is the owner of Jan Williams Florals in Fredericksburg. She demonstrated how to craft unique holiday decorations from native evergreens and plants.

The museum, located at 908 Charles St. in downtown Fredericksburg, hosted its annual holiday open house from 4 to 6 p.m. The jazz ensemble from the Quantico Marine Corps Band presented a free concert of seasonal music in the museum’s courtyard. Guests also experienced music played on Eliza Monroe’s Astor pianoforte as well as the harp music of Mary Triola.

The open house showcased a special exhibit, “A Monroe Christmas,” showing typical holiday celebrations during President James Monroe’s era. A James Monroe interpreter will be on-hand to greet guests.

For more information on the events or to purchase tickets for “Deck the Halls 2012,” call (540) 654-1043.

The James Monroe Museum is a National Historic Landmark administered by the University of Mary Washington. Founded in 1927, it is the nation’s largest repository of artifacts and documents related to the fifth president of the United States. For hours of operation, directions and other information, visit www.jamesmonroemuseum.org.

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News release prepared by: Charlotte Rodina  

Business Services – November eUpdate

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November 2012 Updates and Announcements

  • Parking
    • The real parking perk !
  • Procurement Services
    • Congrats Procurement Services
    • Beat the Sweep – Thanksgiving Edition
    • SWaM
    • Surplus Activity
    • Reverse Auction
  • Bookstore
    • Faculty Spring 2013 Textbook Order
    • Student Savings
  • Copy Center
    • Desktop Printer Survey
  • Post Office
    • Price Increase – Stamps

 

 

DID YOU KNOW?

UMW is one of very few public higher education institutions within Virginia with no cost to faculty or staff for parking decals.

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CONGRATS UMW PROCUREMENT!

UMW Procurement Services recently received a satisfactory review from the recent Department of General Services/Division of Purchases and Supply.  Thank you all for the continued support in following procurement guidelines; hats off to the Procurement Services department and all UMW Campus Buyers and the supporting cast!  Within the coming months, UMW will petition the state for full delegated authority for purchases.

Shout-out to Jon Reynolds of Theatre and Dance for SPCC best practices; here are sample Visa and Internet Orders checklists from his area.

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BEAT THE SWEEP – THANKSGIVING EDITION

UMW will be closed on November 22 and 23.  SPCC cardholders and Supervisors are encouraged to plan ahead.  Please code, submit (and approve) SPCC transactions before the 18th.

SPCC  Drop-in training is next offered on Nov. 14, at 3:30 pm in Eagle Village, contact Melissa Myers  x1057.

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Q1 SWaM

UMW reports SWaM (Small, Woman-owned & Minority-owned) business spend to the Department of Minority Business Enterprise (DMBE) on a monthly basis.    Total Q1 SWaM Percentage:  36%

The goal is 40% SWaM spend for FY13.

Thanks to the following departments, with spend through eVA as follows:

Department SWaM Spend % SWaM Spend to Total Total Spend
Administration & Finance $132,910.85 100% $132,910.85
Design Services $558.32 100% $558.32
Modern Foreign Language $1,395.87 100% $1,395.87
James Monroe Museum $3,180.00 99% $3,218.00
Health Center $693.91 98% $709.66
College Events $6,856.18 96% $7,137.93
Education $2,838.82 95% $2,997.17
Registrar $2,144.71 93% $2,309.16
College of Business $4,252.45 88% $4,805.48
Multicultural Center $1,059.82 88% $1,209.82

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SURPLUS  ACTIVITY

With an eye toward sustainability, the Procurement Services- Central Storeroom Group managed 64 internet surplus sales in FY12 for total sales of $23,632.; the team also recycled 6,472 lbs of electronic scrap.

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REVERSE AUCTION

UMW has been an early adopter of the “reverse auction” method of procurement (think ebay).  Let us know if we can assist with an upcoming departmental purchase for which this approach may be beneficial.

Departmental Feedback on Reverse Auction:

‘The Purchasing Department made the reverse auction process easy for us to understand and benefit from!  All we had to do is provide them with a list of the items we were looking to purchase and using this system, they saved my Department over $2500.’

– Joe Mollo

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SPRING 2013 TEXTBOOK ORDER

Faculty, please submit any outstanding textbook adoptions to the UMW Bookstore by November 16.

Orders may be submitted via email: textbooks@umw.edu, campus mail, or fax: 540-654-1706.  Requisition forms can be found online at the UMW Bookstore’s Faculty webpage: www.umw.edu/bookstore; Click on the Faculty Page link at left.

Contact DJ Garcia or Jacki Riley in the textbook department with questions:  textbooks@umw.edu; dgarcia@umw.edu; sriley@umw.edu

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STUDENT SAVINGS

During FY12, 43% of the books sold in the UMW Bookstore were “used” books, saving students $194,397 in course material costs.

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DESKTOP PRINTER SURVEY

The Copy Center, through Pitney-Bowes Management Service (PMBS), recently conducted a desktop printer survey on campus.  The results are pending but several departments were recognized for their  noteworthy sustainability print practices.

Shout-out to the Jepson Science Center and the Department of Sociology and Anthropology! … Thank you for your effort to uphold sustainable practices.

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STAMP PRICE INCREASE

U. S. Postal Service announces new prices and services effective January 27, 2013.  The price of a first class stamp will increase to $.46.

For more information, go to http://adminfinance.umw.edu/mail/

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Please contact Business Services for information and assistance at x1576.

 

Erma A. Baker   CPPO, VCO
Assistant Vice President for Business Services and CPO
University of Mary Washington
1301 College Avenue
Fredericksburg, Virginia 22401
ebaker@umw.edu
540-654-2043

Successful UMW/MWHC Outreach Event

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The University of Mary Washington (UMW), in collaboration with Mary Washington Healthcare (MWHC) and the City of Fredericksburg, hosted a ‘How to do Business’ seminar on Tuesday, October 16, 2012 in the Anderson Center.  The seminar was attended by approximate 170 vendors and business partners and focused on providing interested businesses with the tools and resources needed to gain contracts with UMW and MWHC.

The event participants included representatives from the UMW Small Business Development Center (SBDC), Virginia e-Procurement (eVA), the Department of Minority Business Enterprise (DMBE) and the Virginia Department of Business Assistance (VDBA).  After presentations from Alan Edwards – MWHC VP for Supply Chain Solutions, Erma Baker – UMW Assistant VP for Business Services & CPO and Gary Hobson – UMW Capital Outlay Director, attendees were allowed to ask questions of representatives from each division in a breakout session.  Additionally, the SBDC assisted any vendor who was interested in starting their application to be eVA or DMBE registered. 

The ‘How to do Business’ seminar is the first collaborative outreach event of the current fiscal year and the UMW Procurement Services department plans to continue outreach to the community and available small local vendors.    

Free Lance-Star Article: http://news.fredericksburg.com/newsdesk/2012/10/16/umw-hospital-groom-partners/ 

UMW Procurement Services
(540) 654-1127
http://adminfinance.umw.edu/purchasing/

Toner Scam

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It has come to our attention that departments have been receiving calls about ordering toner for your printers. The caller sounds very authentic and claims to be calling from Business Services. 

This is a scam.

As a reminder, toner for your Konica Minolta copier is available by calling or emailing the Copy Center.

Amme Ingram
Service Delivery Manager
Copy and Mail Services
Phone: 540-654-2006
Fax: 540-654-2005

Business Services – October eUpdate

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October 2012 Updates and Announcements

  • Parking
    • Scheduled Paving
  • Purchasing
    • Welcome Pacifique!
    • Reimbursements
    • eVA Five (5) Day Rule
    • Small Businesses Outreach
    • VCE Orders – Alert
    • Contract Activity
  • Bookstore
    • Pepsi Scholarship
    • National Student Day
  • Copy Center
    • Desktop Printer Survey

PARKING LOTS TO BE PAVED DURING FALL BREAK

Saturday, October 13 – Tuesday, October 16.  Areas to be impacted will be:

  • All roads from back gates at Sunken Road to Lee Circle; including road to Woodard to point opposite Willard that was paved last year.
  • Lots next to Monroe/Willard (lots 15 and 16).

Individuals may use campus walk to access Willard, Woodard, Monroe, Lee and Virginia.

Paving questions may be directed to Richard Blair.

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WELCOME PACIFIQUE!

UMW welcomes the newest member of our Purchasing family Pacifique Munezero.  Pacifique joins the Purchasing team as a Customer Service Advocate (CSA).  We wish her well in her new role at UMW.

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REIMBURSEMENT FOR PURCHASES

Reimbursements may not be used to avoid proper purchasing procedures.  See recent advisory published in EagleEye, by VP Rick Pearce.

UMW procedures are included at the following links:

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eVA FIVE (5) DAY RULE

eVA purchase orders should be issued prior to contractors performing any work.  However, should the agency find it necessary to issue any eVA confirming orders, the confirming orders must be placed in eVA within five (5) business days after directing the contractor to proceed.

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SMALL BUSINESS OUTREACH

Are you aware of businesses in need of assistance with DMBE certification?  Please email the purchasing office with the name of the business and a point-of-contact.

NO SWAM VENDORS?

Do you routinely purchase commodities where no small businesses are found?  Contact Purchasing at ext. 1127.

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VCE ORDERS – CRITICAL ALERT

On Non-Catalog Orders to VCE you must select the VCE vendor from the Supplier Search list.  Do Not use the ad hoc vendor feature to enter VCE vendor information.  When copying an older Requisition, be sure that you select VCE on the Supplier Search in case you had ad hoc’d VCE on the previous requisition.

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CONTRACT ACTIVITY

-Executive Search Firm(s)

-International Recruitment Services

-Exclusive uniform provider (athletics)

-Various solicitations for Facilities Services

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PEPSI SCHOLARSHIP

By meeting 100% on-time course material adoption dates for Fall 2012, the Departments of Math & Theater and Dance won Pepsi textbook scholarships totaling $2,000.

The Stafford Campus Scholarship departments will be selected Spring 2013.

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NATIONAL STUDENT DAY

UMW joined with 1500 campuses across America to participate in National Student Day and demonstrated social responsibility by packaging 10,000 meals to help Stop Hunger Now!

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DESKTOP PRINTER SURVEY

UMW will conduct a print strategy study in FY13.  Representatives from Pitney Bowes will be on campus this week to conduct a survey of desktop copiers.

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Please contact Business Services for information and assistance at x1576.

 

Erma A. Baker   CPPO, VCO
Assistant Vice President for Business Services and CPO
University of Mary Washington
1301 College Avenue
Fredericksburg, Virginia 22401
ebaker@umw.edu
540-654-2043

Business Services – August eUpdate

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August 2012 Updates and Announcements

  • Parking Management
    • Welcome Mark Graziano!
    • Double Drive Changes
  • Purchasing
    • Recent UMW Audits and Cardholder Recognition
    • eVA – 5 Day Rule & Browser Issues
    • SPCC News
    • SWaM – 35% SWaM Usage for FY12
    • Contract News
    • Surplus Property Form
  • Copy Center
    • No Charge to Scan Documents

WELCOME MARK!

UMW welcomes the newest member of our Parking Management family Mark Graziano.  Mark joins the Parking team as a Community Service Officer, dealing with parking enforcement.  We wish him well in his new role at UMW.

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DOUBLE DRIVE CHANGES

With the completion of the Randolph/Mason renovation project, several additional parking spaces will be available on Double Drive.

Please direct any parking questions to Robin Jones, Parking Management Supervisor at 540-654-1129 or visit the website at: http://adminfinance.umw.edu/parking/

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THANK YOU SPCC CARDHOLDERS

Over the past few weeks, UMW has hosted Auditors from several different state agencies; these audits included reviews of UMW SPCC cardholder files.  The Purchasing Office appreciates the cooperation of all cardholders and extends a sincere word of thanks for your timely adherence to requests for documents.  We would also like to highlight a few observations made by DPS (Department of General Services/Division of Purchases and Supply).

  • Best Practice for SPCC file
    • Theater and Dance SPCC checklist
    • Facilities SPCC/small business checklist
    • Pauline Jenkins was cited for having an exemplary SPCC file
  • Best Practice for Contracts file
    • Melva Kishpaugh was commended for meticulous term contract files

Thank you!

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REMINDER: eVA FIVE (5) DAY RULE

eVA is the first point of entry for purchase orders, in the unique circumstances where purchases are entered into eVA after the fact, the eVA confirming order must be entered within 5 days.

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eVA BROWSER ISSUES

Experiencing problems while using eVA? Updating browser to internet explorer 9 may eliminate issues.  To check what version of internet explorer is being used on your pc, go to the browser and select ‘About Internet Explorer’ from the Help menu.  If you are using an older version, try updating the browser for a better eVA experience.

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SPCC NEWS

Beat the Sweep…SPCC Cardholders and Reviewers receive a monthly “Beat the Sweep” email from Melissa Myers, UMW SPCC Program Administrator.  The message advises cardholders and reviewers to code and sign-off of all transactions in advance of the 22nd of each month in order to comply with program timelines.

This monthly message goes to all SPCC contacts, if coding and sign-offs are complete, we thank you in advance and no further action is needed.

If you have any questions, please contact the SPCC Program Administrator, Melissa Myers: mmyers@umw.edu or call x1057.

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SWaM for FY12

UMW has ended FY12 with 35% SWaM usage as reported by the Department of Minority Business Enterprise.  Thank you to all departments for your continued effort in using small businesses whenever available.  The goal for FY13 is to have 40% for SWaM.

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DAHLGREN SWaM

The Purchasing Office would also like to recognize the concentrated effort being extended by the Dahlgren campus in support of our SWaM initiative.  Dahlgren managed to spend approximately $68,000 on small vendors in its first partial year of operation.

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CONTRACT NEWS

Recently Issued:

  • Promo Contract will be established for users of these services.
  • RFP on the street for Executive Search Services – Future search for a Provost.
  • RFP for Architectural/Engineering Services – Design for renovation of Woodard Campus Center/Mercer Hall.  Evaluation in progress.

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SURPLUS PROPERTY

Surplus property is a function of the Central Storeroom and should be accessed using a Surplus Property form.  Please do not submit a Facilities work order submission for surplus property needs.  If you need to surplus an item, please complete and submit the Surplus Property form located on the Purchasing website under ‘Forms’.

For more information or assistance, please contact David Hatcher or call 540-654-2092.

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NO CHARGE TO SCAN DOCUMENTS

Scanning is now available for no charge at the Copy Center; for shredding the 1st inch is free, $2 for 1foot, and $4 for box full.

For additional information or assistance, send an email to copies@umw.edu or call 540-654-1935.

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Please contact Business Services for information and assistance at x1576.

 

Erma A. Baker   CPPO, VCO

Assistant Vice President for Business Services and CPO

University of Mary Washington

1301 College Avenue

Fredericksburg, Virginia 22401

ebaker@umw.edu

540-654-2043

Business Services – April eUpdate

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The following announcements are available on the Business Services website.

April 2012 Updates and Announcements

  • Shannon Finley, Buyer Specialist
  • SPCC Billing Cycle Cut-Off date.
  • Order Splitting
  • Small Business Spend
  • Surplus Items
  • Parking Special Requests
  • Parking Update for Convergence Center Construction
  • Employee Appreciation Day

 

WELCOME SHANNON!

UMW welcomes the newest member of our Purchasing family Shannon Finley.  Shannon joins the Purchasing team as a Buyer Specialist, and had been functioning in that role for 5 years at George Mason University.  We wish her well in her new role at UMW.

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SPCC CYCLE DATES

SPCC cycle dates are available on the Purchasing website calendar and also at the following link: http://adminfinance.umw.edu/purchasing/umw-policies-and-procedures-2/small-purchase-credit-card/billing-cycle-dates/

If you have any questions, please contact mmyers@umw.edu or call x1057.

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What is Order Splitting ?

As a state agency, we follow the guidelines set in the Agency Procurement and Surplus Property Manual (APSPM) for the Commonwealth of Virginia which states:

Order Splitting Prohibition.  The placement of multiple orders within other than a reasonable time period to one or more vendors for the same, like, or related goods or services to avoid using the appropriate method of procurement or to remain within delegated purchasing authority is prohibited.

If you need assistance with an order, please contact the Purchasing department.

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UMW SMALL BUSINESS SPEND

We are working to reach our agency goal of  40% spend with DMBE certified small businesses.  Thanks to all departments who contribute to this effort.  As we enter the final quarter of FY12, we are well on the way to meeting our target.  UMW status shown below:

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NEW SURPLUS ITEMS AT CENTRAL STOREROOM

New surplus items are currently available at the Central Storeroom.  Please contact David Hatcher for information and assistance. Ext. 2092.

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PARKING SPECIAL REQUESTS

If your department is hosting guests who need reserved parking, please utilize the parking request form which is available on the Parking Management website.

http://adminfinance.umw.edu/parking

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PARKING UPDATE – CONVERGENCE CENTER CONSTRUCTION

We have received several communications regarding the ITCC project and its impact on campus traffic patterns.

To reiterate what has been shared:

ITCC “early phase” of the construction project is underway (from roughly the end of March to the end of May), two parking spots behind the Library and four spots behind Pollard Hall will be lost.  Also, the handicapped spaces near Jepson Hall will be closed – this area is being enlarged from the current two handicapped spaces to a total of seven spaces.  These new spaces will be open after May 2012.  There might be a need to temporarily eliminate one space in the Jepson lot to facilitate some truck traffic while the temporary construction road is built.  (It is not entirely clear if this will be required at this point.)

For more information, visit http://provost.umw.edu/convergence-center/ .

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EMPLOYEE APPRECIATION DAY DEAL!

In honor of Employee Appreciation Day on May 14, 2012, the University Bookstore will offer 20% off one regularly priced clothing or insignia item for UMW Faculty and Staff.

Sale dates include May 14* and May 15, 2012.

*Store hours:

May 14, 2012:   9:00 a.m. – 10:15 a.m. and 1:45 p.m. – 3:00 p.m.

May 15, 2012: 9:00 a.m. – 5:00 p.m.

June Trip to the National Gallery with Gari Melchers Home and Studio

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George Bellows Both Members of This Club, 1909 Chester Dale Collection

Mark your calendars now for June 13th. This day trip to the National Gallery of Art in Washington D.C. will highlight an exhibition of George Bellows. A contemporary of Gari Melchers, this American artist was a part of a radical group of artist self titled “The Eight” and named by critics “The Ashcan School.”  You can read the National Galleries short biography of George Bellows here. This show will feature over 150 works by the artist and is the most complete account of his career and achievements. This trip will allow time for our group to visit the exhibition, as well as free time to take in the rest of the National Gallery and the city. Make your reservations today!  George Bellows Flyer

UMW Inaugurates Richard V. Hurley as Ninth President

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Click here to view the embedded video. The University of Mary Washington celebrated the inauguration of Richard V. Hurley as its ninth president on Friday, September 30, at George Washington Hall, Dodd Auditorium. The program included remarks from Virginia Secretary of Education Laura W. Fornash, President of the American Community Schools of Athens Stefanos Gialamas and President of the Southern Association of Colleges and Schools Commission on Colleges Belle S. Wheelan. During the installation ceremony, Hurley expressed his gratitude and appreciation for the university community’s support and encouragement, made all the more poignant by his unique path to the presidency. His career in higher education, Hurley remarked, has not been a typical one, evident by his stint in a New Jersey power plant, his service in the Vietnam War and his decision as a 25-year-old gas station attendant to find a way to go to college. “In light of that circuitous and sometimes misguided, or at least unguided, journey, to say that today is a memorable occasion for me would be an understatement,” said Hurley. “When I speak of the transformative power of education, I’m not just saying the words. I’m living them.” Hurley spoke to the celebratory nature of the inaugural festivities for the university as a whole, noting they are a time to commemorate the rich history of the institution, reflect on the present university community’s accomplishments and prepare for a future of greatness. “Our challenge for the future is not so much to create something new, as it is to preserve, enhance and build upon the best of what has already made Mary Washington so special,” said Hurley. He emphasized that UMW has a mission, not only to provide quality education, but also to foster well-rounded students, motivated faculty, dedicated staff and an invested community. He reiterated his vision for the University of Mary Washington: To be the premier public liberal arts and sciences university in the nation. Richard V. Hurley took office as the university’s ninth president on July 1, 2010. He has spent more than three decades in higher education, the past 11 years at Mary Washington. Here, his roles have included executive vice president and chief financial officer as well as acting president on two separate occasions. During his time at Mary Washington, Hurley has made a significant impact on the university and on the community. In addition to serving as the institution’s chief financial officer, he has directed facilities and capital projects, public safety, human resources and business operations. He also has served as treasurer of the University of Mary Washington Foundation, where he was instrumental in developing the University’s first public-private partnership, Eagle Village. Under Hurley’s leadership, UMW has undergone a substantial expansion of facilities that supports significant improvements to student life. A signature accomplishment is the recent completion of the William M. Anderson Convocation Center. Hurley came to Mary Washington in 2000 from Longwood University, where he served as vice president for administration and finance for 15 years. Prior to his service at Longwood, he spent four years at the American Association of State Colleges and Universities and earlier served at several colleges and universities. Active in the Fredericksburg community, Hurley established the Town and Gown Committee; through his efforts, the university’s relationships with the community have been strengthened. He serves as a director of the Fredericksburg Regional Chamber of Commerce and as a member of the boards of the Rappahannock United Way, the Fredericksburg Regional Alliance and Virginia Partners Bank. He holds degrees, diplomas and certificates from Harvard University, University of Kentucky, Central Michigan University and Richard Stockton College in New Jersey.