Administrative Modernization Update

 
To: Faculty, Other Academic Appointees, and Staff
From: Melina Hale, Vice Provost, and Mark Weber, Chief of Staff and Executive Director for Strategic Initiatives for Finance and Administration
Subject: Administrative Modernization Update
Date: February 8, 2021
 
We write to share an update on work to enhance the University’s administrative systems, processes, and services. Below you will find new resources and tools as well as opportunities to provide input and help shape these efforts.
 
We welcome your feedback on these projects or other administrative improvements. Please email us with your comments or questions at mhale@uchicago.edu and markweber@uchicago.edu.
 
  • Financial Systems Transformation (FST): The FST program reached a milestone recently with the selection of software. After conducting a competitive request for proposals and considering leading cloud-based enterprise resource planning (ERP) solutions, the program team selected Oracle Cloud ERP for the University and Medical Center. FST remains on schedule for a phased rollout beginning in July 2023. Upcoming FST activities include:
    • Selecting the consulting firm that will help us integrate our systems
    • Redesigning the chart of accounts, the structure used to classify our financial accounts and transactions
    • Preparing for data conversion activities
    • Starting the Oracle training process
 
Project leaders will hold virtual forums to share more information. Use the links below to register [expired links removed]. If you have questions or feedback, please email FST@uchicago.edu.
  • Wednesday, February 17, 3:30 p.m. 
  • Thursday, February 18, 9:00 a.m. 
  • Friday, February 19, 12:30 p.m.

  • University Intranet: The UChicago Intranet — a central online platform for news, announcements, resources, and tools for faculty, other academic appointees, and staff campus-wide — is now in a pilot phase with groups of academics and staff across several schools, divisions, and offices. The project, which the Office of Communications, Finance & Administration, and IT Services led with input from across campus, aims to improve communication and make it easier for academics and staff to find University information and resources. The intranet features better search capabilities, including improved “people search,” a directory of University tools and applications and the ability to save them to your personalized “toolbox,” streamlined access to administrative information and resources, and pages for each school and division. Input from this pilot phase will be used to make improvements to the intranet ahead of its broader launch to staff and then faculty and other academic appointees later this quarter.

  • Workday Mobile Application: At the request of many individuals across campus, the University has implemented a new Workday mobile application. The new tool, which uses the University’s 2-Factor Authentication, became available to all members of the campus community with an active Workday record on February 1, in the iPhone or iPad App Store, or the Google Play Store. Users are able to view announcements, complete Workday inbox tasks, view their pay slip, and complete time or absence transactions. Please note that the Workday mobile app has some limited functionality and should not be used as a replacement for your desktop version. Additional resources, including a quick reference guide and frequently asked questions are available on the University’s Workday website. For any questions, please contact the Shared Services Office at 773.702.5800 or visit services.uchicago.edu.

  • Academic Recruitment and Careers System (ARCS): As part of efforts to strengthen the support model for the ARCS system, a new ServiceNow form has been created for submitting questions related to the system with tickets that allow better tracking of issues and responses. All members of the University community with a valid CNetID can Ask an Interfolio Question through the form. In addition, all academics and staff with academic affairs roles can access Interfolio help documentation on demand through our system portal by logging in to their account, clicking on their name, and selecting “Product Help.” Academics, staff, job candidates, and external collaborators can also reach Interfolio’s Scholar Services help desk Monday through Friday, 9 a.m. to 6 p.m. Eastern, at help@interfolio.com or 877.997.8807. We welcome your input on other support and system development ideas here.

  • Research-Related Contracts: Automating University-wide Research Administration (AURA) Agreements was integrated with the AURA Grants module in December 2020. AURA Grants allows researchers to create a proposal in response to a funding opportunity announcement (FOA), route it for approvals, and submit it electronically to the sponsor. To access AURA Grants, as well as additional guidance and training resources, please visit aura.uchicago.edu.

Keywords: 
Policy and Administration