In July, prior to the close of the FY15 fiscal year, users may not see all of their Fiscal Year Fund Balance type funds (i.e.  PI Overhead & Department Discretionary) in Summit.  If the fund has not had any activity in FY16, the fund will not be listed on the Summary page in Summit.  Once the initial close of FY15 is done on Friday, July 17th, the FY15 ending balances will be carried forward as the FY16 beginning fund balances and users will see all of their Fiscal Year Fund Balance type funds in Summit.  If a user’s fund has had activity in July, the fund will be listed on the Summary page in Summit, but the beginning fund balance will be 0.00 until the initial close of FY15 is done on Friday, July 17th.  If the user changes the “Through Fiscal Period” back to 2015-12 (Jun, 2015), the user will see all of their Fiscal Year Fund Balance type funds and the ending balance at June 30, 2015.  


Finance & BuyWays Security Audit

 

In accordance with new University Audit requirements, UMass Lowell Information Technology is conducting a review of user access to the PeopleSoft Finance and BuyWays systems.  Managers will be required to recertify their employee’s access to these systems. 

 

In an effort to complete this process efficiently and without paper, we will be utilizing an electronic signature tool called DocuSign.  

Starting April 1st, managers will be sent an email from Docusign.net on behalf of UMass Lowell IT Security Administration.   The email will contain a link to a DocuSign eForms document.   Managers are asked to review the document, and then use the electronic signature feature to review and sign the form.

 

If you have any questions, please contact Ken Boisvert, IT Security Administrator.  978-934-3604 or  Kenneth_Boisvert@uml.edu.  

Summit and BuyWays Training schedules have been added for the new academic year.  Please check the UMass Lowell calendar or use the links below to register for the session that best fits your schedule.





Users may not be seeing all of their Fiscal Year Fund Balance type funds (like PI Overhead & Department Discretionary) in Summit. 

If the fund has not had any activity in FY15, the fund will not be listed on the summary page in Summit.  Once the initial close of FY14 is done on Friday, July 18th, the FY14 ending balances will be carried forward as the FY15 beginning fund balances and users will see all of their Fiscal Year Fund Balance type funds in Summit. 

 If a user’s fund has had activity in July, the fund will be listed on the summary page in Summit, but the beginning fund balance will be 0.00 until the initial close of FY14 is done on Friday, July 18th.  If the user changes the “Through Fiscal Period” back to 2014-12 (Jun, 2014), the user will see all of their Fiscal Year Fund Balance type funds and the ending balance at June 30, 2014. 

If you have any questions, please contact Maura Shield at x43515 or PI’s may want to contact his/her Financial Administrator.

5/9/14 Welcome OfficeMax

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Please join the Procurement Office this morning as we welcome OfficeMax to campus.  Dennis Sullivan, our dedicated OfficeMax Sales Representative will be on campus for a meet and greet, to introduce himself and answer questions about OfficeMax.  We will hold two welcome sessions:

 

South Campus:   5/9/14       Dugan 204        9:00am – 10:00am
North Campus:    5/9/14      Alumni Hall       10:30am–11:30am                      

                    

Bring your old WB Mason catalog to trade in for an OfficeMax catalog.  There will be coffee and pastries and a chance to win an OfficeMax gift basket!

Please remember that today Friday May 9th will be the last day to place WB Mason orders.

On Friday, May 16th OfficeMax will host web-based introduction session.  Join us for this introduction right from your computer and learn valuable tips that will save you time and enhance your office supply ordering process.  If you are unable to attend at this time, the webinar will be recorded and the link will be posted on the Procurement Website.  Please see the meeting details below:

 

Meeting Name:  UMASS - OfficeMax Webinar

When:  05/16/2014 10:00 AM - 11:00 AM

Audio Conference Details:

Conference Number: +1 866-257-2680

Conference Code: 5954756157

To join the meeting:

http://officemax.adobeconnect.com/umasstr/

 

We hope to see you this Morning.

 

Thank you,

 

-Mike

 

Michael E. Durkin
Senior Assoc. Director of Purchasing and Campus Services

MEMORANDUM

To:           Vice Chancellors, Deans, Directors, and Financial Administrators

From:       Brent Morgan, Controller

               Tom Hoole, Director of Procurement Services  

Date:        May 2, 2014

Subject:    Fiscal 2014 Year-end Close

 

As we prepare for the end of the fiscal year, we ask your assistance in ensuring an orderly financial closing process. The following memorandum provides important information and cut-off dates to be followed. While many administrators may be familiar with the past closing process, we ask all administrators to review the information below as some information has changed for this year.

The memorandum is divided into 3 sections: 1) Administrative Oversight 2) Cut-off Dates for Campus Transactions, and 3) Training and Assistance.

Procurement Services will hold information sessions on year-end procedures on Wednesday, May 28th at 1:00 p.m. Cumnock Hall, Trustees Room; and on Tuesday, June 3rd at 9:30 a.m. in the Health and Human Sciences Building, Room 150.

These sessions will also be broadcast live via GoToMeeting web conferencing. Please register two days in advance for these web sessions so we may send you the log-in information. For additional procurement information, demonstrations, and training sessions, please visit the Procurement Services website.

Please take a moment to review the following information and understand the impact on your budget and area of your responsibility. We hope this information is helpful and appreciate your feedback concerning the year-end process and training programs.

Comments may be addressed to the Controller’s Office.

Read the full FY 14 Year End Close Memorandum with dates and deadlines here.

 Thank you for your assistance to ensure a successful closing. 

UMass Lowell is now using DocuSign as an electronic signature tool within the Access Request Process for the Finance System.    This is intended to improve campus compliance with security access policies while doing so without the need for paper to shuffle from office-to-office.

As part of new procedures, all managers/supervisors must sign-off on access requests for any of their employees.    The campus data custodians for each functional area will authorize the specific security roles and the Information Technology office will update the security settings once all approvals have been collected.

Managers may receive emails from Docusign and need to take action for these security requests to be processed.   A sample of these emails is below: 

docusignemail.jpg

New access request forms can be found at either of the following locations:

If you have any questions about this new process please email eforms@uml.edu .


3/17/14 Summit Update Complete

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The Summit Financials update was successfully completed on Friday 3/14/14.

If you have any display issues the rule of thumb is to clear browser cache and history.  If you continue to have issues, please contact Norma_Clark@uml.edu.  


Here is a reminder of certified browser version, we have seen fine results with some advanced browser versions, but this is the official Oracle published list:


Browser Vendor

Browser Version

Firefox

3.5+

6+

13+

 

Google Chrome

19+

Internet Explorer

7.x

8.x

9.x

10.x

Safari

4.x

5.x

The Summit Finance System will be unavailable this Friday, 3/14/14, as a patch set is being applied to the Summit tool.  One enhancement that users will notice immediately is the “bread crumbing” at the bottom of each Summit page.  Users will now be able to see how they navigated to a particular page of a dashboard.  (For example, FDM: Department  Admin: Summary > FDM: Department Admin: Budget Balance Activity > Budget Balance – Expense Summary – All Accounts)  While users can still use the “return” link to go back to the previous page, users will also be able to use the “bread crumbing” to return to a previous dashboard page. 

MESSAGE FROM:  Thomas S. Hoole, C.P.M., Director of Procurement Services

 

Purchasing, working in conjunction with the UMass System Office and other campuses, is pleased to announce a new travel initiative that will provide new resources to the UMass Lowell community for their travel needs.  These new resources will include an online booking tool and a traditional travel agency to assist with your travel bookings in the future.  The online booking tool known as Egencia is the corporate arm of Expedia.com and will be recommended for basic domestic travel bookings.  The traditional agency known as the Travel Collaborative will bring a high level of service to international travelers and some of the more complex domestic trips.  All of this will be accessible from the catalog section of BuyWays or the Procurement web page.

 

Please join us on Thursday, March 13th at one of two presentations as we unveil this new travel program.  You will get to hear more about the program, meet representatives from both agencies and see a demonstration of the Egencia tool.  We will be offering a session on North campus in the morning and South Campus in the afternoon.  Details below:

 

Date:     Thursday, March 13th
Time:     10 – 12
Place:    North Campus; Cumnock Hall; Trustee Room


Date:     Thursday, March 13th
Time:     1 – 3
Place:    South Campus; Health and Social Sciences  Building (HSSB)  Room 150

 

We look forward to seeing you next week.


Tom

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