The Solution Source, July 2012
Town Hall Features BSC and ITSS
The Business Service Center (BSC) and IT Shared Services (ITSS) co-hosted a town hall meeting for employees in the respective departments at the Gateway Ballroom at University of North Texas June 29.
The focus for the meeting was to highlight the various process improvements initiated by the BSC and ITSS during FY2012. UNT System Chancellor Lee Jackson and Terry Pankratz, vice chancellor for finance and administration, spoke during the meeting, congratulating the departments and personnel on their cost- and time-saving efforts.
The respective associate vice chancellors for ITSS and the BSC – Michael DiPaolo, UNT System associate vice chancellor and chief information officer; and Donna Asher, associate vice chancellor for business services – also gave presentations specific to operations in their departments. DiPaolo presented information about the ITSS-BSC managers’ boot camp, an update to the ITSS strategic plan, and an update regarding IT governance. He said that one of the most major accomplishments ITSS has implemented since forming in December 2011 is the creation of the IT Governance councils. Asher presented annual recognition awards, the BSC FY13 workplan, and an update on the BSC move to Suite 400 at Woodhill Square.
During the meeting, Asher also presented a video highlighting the process improvements undertaken by the BSC throughout the past year. Watch the Process Improvement video online here.
Video highlights of the Shared Services Town Hall is available online here.
Annual Enrollment for Benefits
Annual Enrollment for employee insurance plans under the Employee Retirement System of Texas (ERS) begins July 16 and ends July 27. Employees will have a two-week enrollment phase during this time to make benefit changes for Plan Year 2013.
Employees will need to sign-in to their online ERS account to make needed benefit changes for the next plan year, and can do this only during the two-week Annual Enrollment phase. Employees can make the following changes during Annual Enrollment:
ERS will host a series of Annual Enrollment fairs and live webinars across Texas from June 25 to July 13, and recorded presentations are accessible online at http://www.ers.state.tx.us/Events/Annual_Enrollment/. During the month of July, ERS should send employees a Personal Benefits Enrollment Statement and information on Annual Enrollment benefit choices.
Effective September 1, BlueCross/BlueShield will no longer be the third-party administrator for the HealthSelect medical insurance plan. The new administrator will be United Healthcare. All employees who are enrolled in medical insurance will receive new insurance cards. Caremark will continue to be the third-party administrator for prescription drugs. For more information, or to check to see if your physician is part of the HealthSelect network please visit www.healthselectoftexas.com.
A brief explanation of changes with ERS and open enrollment is available online at http://youtu.be/Fg2KOhQQZFo.
UNT System employees are encouraged to visit the BSC Annual Enrollment website at http://bsc.untsystem.edu/annual-enrollment-benefits.
Changes to Postings and Hiring Process
Through efforts to create a more efficient job posting process, hiring managers now have the ability to type – or copy and paste – open position details directly into the online posting.
Previously, job postings were being created by the BSC Human Resources (HR) employment team, sent to the hiring department for review, adjustments were sent back, changes were made, then re-submitted to the hiring department for approval, then finally sent back to the BSC before being sent to campus HR for final approval before the position could be posted. Under the streamlined system, hiring departments can create postings and submit to System HR for approval. After System HR approves, the information is forwarded to the BSC for posting.
In addition to the job posting change, education (where required) and employment verifications will now be handled by the BSC. Hiring departments will still need to check references but will not need to do the employment verification. Hiring departments no longer have to make multiple phone calls to get valid employment verifications. Also, asking candidates to pay additional funds to obtain official transcripts is a thing of the past.
For questions and assistance on any of these changes, contact the BSC HR employment team at HREmployment@untsystem.edu, or by phone at 940-369-5500, toll free to 855-866-4357.
Year End Cleanup
This is the time of year where purchasers at UNT System institutions should be reviewing old requisitions for those that have not processed. Some purchasers may still be waiting on action from the ePro Coordinator. Please review requisitions and if viable, submit for approval. If it is determined that the requisitions are no longer needed, please cancel and conduct a budget check to clear any possible encumbrances.
For more information on how to cancel a requisition, refer to http://bsc.untsystem.edu/sites/default/files/Cancelling_Requisition_Ver90.pdf.
If you need additional assistance, please contact the Business Service Center at email@example.com or call 940-369-5500 (toll free at 1-855-866-4357).
Deadlines for ePro Submissions and Contract Processing
Required approvals must be obtained to ensure requisitions arrive in BSC Purchasing on or before the stated deadlines. Requisitions arriving in BSC Purchasing after deadlines will be returned unprocessed, and must be changed to Fiscal Year 13 funds and resubmitted.
Submitting Fiscal Year 2013 ePro Requisitions
Since new-year budgets may not be available in EIS, budget errors will most likely occur when the purchaser completes budget checks on the requisition. Email the Budget Office for your campus and provide the budget date, DeptID/ProjID number, the requisition number, and the total amount of the requisition in your email. Also indicating the budget checking status is in ERROR. The subject of the email should read “FY2013 Requisition Budget Error.” The Budget Office for your campus will work with you on clearing the error.
Contact the following:
Purchasing Card Updates and Deadlines
The following enhancements to Purchasing Card guidelines are some that were effective June 1st:
The above are just a few examples. The BSC published a system-wide PCard Guide to be used throughout the UNT System. Access the guide online at http://bsc.untsystem.edu/sites/default/files/BSC_PCard_Guide.pdf.
Two transaction reports (for both fiscal years) will be required for the September 2012 billing cycle:
FY2012 and FY2013 payments will be based on the transaction’s posting date, not the transaction date. All transactions posted on or before Friday, August 31, 2012 will be paid against fiscal year 2012 funds. All transactions posted on or after Saturday, September 1, 2012 will be paid against fiscal year 2013 funds.
The BSC recommends that no purchasing card transactions be allowed after Wednesday, August 22, 2012 to allow time for transactions to post in FY12. BSC Purchasing will adhere to this same deadline for buyer PCard transactions
Co-op Spotlight - eShip Global
A number of state and privately sponsored buying cooperatives offer special pricing. Purchasing from a cooperative or taking advantage of a state contract may exempt the purchase from bidding requirements. To find a complete list of the cooperative agreements available for University of North Texas System member institutions, access http://bsc.untsystem.edu/contract-pricing.
Highlighted in this issue is eShip Global, the preferred online shipping service for the UNT System. Using eShipGlobal as your source for all shipments, domestic, and international, will ensure you receive the best discounted pricing available from FedEx, UPS, Lone Star Overnight and DHL (international shipping only), while obtaining 100% HUB credit for your purchases.
From eShipGlobal's website, https://ei.eshipglobal.com/, the user can select the preferred carrier and service, print airbills and return labels from their computer and track packages in transit. eShip Global will also track your package delivery to ensure prompt service by the carrier and obtain any guaranteed price reduction or retrieval because of ineffective service.
Learn more about eShip Global by accessing http://bsc.untsystem.edu/about-eship-global.
HUB Vendor Fair a Success at Health Science Center
More than 100 faculty and staff members from the UNT Health Science Center visited the Vendor Fair for Historically Underutilized Businesses (HUB) hosted by the Business Service Center HUB Administration June 21 in the Medical Education & Training (MET) building.
In past years, the Health Science Center (HSC) HUB Fair was hosted in the HSC atrium, with last year being the first at the MET building.
“I think it’s been an excellent turnout today,” Delon Green, associate coordinator of HUB Administration, said. “Talking with many of the vendors, they have expressed the fact that they have made some very good connections and are very excited about doing business here.”
Twenty-one vendors participated in the fair, citing reasons ranging from establishing new relationships to expanding upon services already offered.
“It’s a good way to reach out and make new contacts and familiarize people with my business,” Fonda Morgan, sales representative with Aerowave Technologies, said.
“Because I see all of the contracts that come through the institution, I can put a face to the contract,” Christine East, HSC contracts administrator, said. “I think that everyone who has to retain the services of a vendor should actually meet the vendor, and this is a very good place to interact with them and see their products.
According to Eddie Reyes, director of HUB Administration, becoming certified as a HUB Vendor is a simple process, as long as the business meets all other criteria necessary for certification first. Criteria includes being at least 51 percent owned by Asian Pacific American, Hispanic American, Native American, African American and/or American woman; owned by a U.S. citizen; owned by a Texas resident; the principal place of business must be located in the State of Texas; and the eligible owner must have proportionate interest and demonstrate active participation in the control, operations and management of the entity's affairs. Reyes said that as long as a business maintains those criteria, all that has to be done is to fill out the application.
Businesses interested in becoming certified as a HUB Vendor or those that are interested in participating in the next HUB Vendor Fair are encouraged to visit the HUB website, http://bsc.untsystem.edu/hub-certification, or call 940-565-4235.
The highlight video from the 2012 HSC HUB Vendor Fair is available online at http://youtu.be/ouxHwP01qzM.
Photos from the fair are available online at http://www.flickr.com/photos/untsystem-bsc/7440165726/.
Employee Training Opportunities - July 2012
Customer Service Basics: This session outlines several key areas where customer service typically suffers and provides guidance on how to handle situations more effectively. Topics of discussion will include: A Customer’s Basic Needs, the dimensions of customer service, customer service on the phone, and handling angry customers.
Business Etiquette/ Professionalism: Successful completion of this course will increase your knowledge and ability to: use basic courtesy and manners, practice common business etiquette to build relationships, interact in a respectful manner with coworkers, and implement strong business communication skills and cubicle etiquette to maintain professional relationships.
Family Medical Leave Act: FMLA training provides supervisors with an overview of FMLA laws and provides tools to determine if their employees have potential FMLA cases. The training also discusses the different roles and responsibilities HR, the employee and the supervisor play in the FMLA process to help managers be more knowledgeable in this area.
Time Management: This session is for anyone who is interested in learning how to manage his/her time better. Participants will explore some of the most common time drainers at work and how to overcome them.
Electronic I-9 Verification Process: Beginning August 1, all new hires will be processed through the new electronic onboarding system. This electronic process includes verification of I-9 documents. This session is for anyone who may assist in new-employee hiring. Participants will be introduced to the new electronic onboarding system for all new hires and gain the knowledge for how to complete the verification process.
*If you have any questions or if you will need an accommodation to participate in the training, please contact firstname.lastname@example.org or call 940-369-5512.
The BSC Solution Center
Below were some of the most common questions fielded by The BSC Solution Center team in June. Click the questions to access the Solution Center and see the answer.
Upcoming BSC Partner Meetings
UNT Health Science Center
July 26, 2012, 9:00 – 10:30 a.m., RES 100
August 22, 2012, 9:00 – 11:00 a.m., RES 100
Partner meetings at University of North Texas, UNT Dallas and UNT System Administration will be announced soon.
Pictured a right: Lisa Garner, human resources analyst for the UNT System Business Service Center, speaks about changes to ERS benefits with employees at the UNT Health Science Center in Fort Worth June 27. To view the presentation given at the HSC partners meeting June 27, access http://bsc.untsystem.edu/presentations.
Chancellor's Letter to Texas Higher Education Coordinating Board
In a letter to the Texas Higher Education Coordinating Board dated June 13, UNT System Chancellor Lee Jackson highlighted the shared services FY 2012 status report which was presented to the UNT System Shared Services Council on June 6, 2012. The report updates the progress of the UNT System shared services initiative within the UNT System – which includes the Business Service Center and IT Shared Services.
Chancellor Jackson highlighted the section of the report documenting the delivery of $429,000 of direct savings to UNT member institutions since implementing shared services, and projected $500,000 of yearly indirect savings in coming years. The report also outlined the numerous standardized business practices that have been implemented and goals that have been met during FY 2012.
Discount for Circus Admission
Ringling Bros. and Barnum & Bailey™ presents Fully Charged is coming to the American Airlines Center in Dallas August 1-12, and to the Fort Worth Convention Center August 15-19.
The circus has extended an offer to UNT System employees and families an opportunity to see the show at a discounted price.
©2012 The Solution Source.