Initiatives & Outreach

Initiatives & Outreach is committed to providing professional services to both our internal teams and to our partners, helping them achieve the strategic goals of the university. We assist in evaluating business processes and advise on the effective use of our systems with our campus community. Our objective is to provide a collaborative approach to identify, prioritize, track, and successfully execute initiatives and projects that support the strategic goals of the university as prioritized by Financial Services leadership.

If your department needs UAccess Support, Business Analysis, or Project Management services, please submit an Outreach Request to contact Initiatives & Outreach with your specific needs. We also assist in designing, building, and scheduling employee training in EDGE Learning.

Our project managers will...

The project manager will work with your team to elicit business requirements, document processes, identify risks or gaps, and recommend process improvements.
Our team provides business analysis by working as a liaison among stakeholders in order to elicit, analyze, communicate, and validate requirements for changes to business processes, policies, and information systems. Common project analyses include brainstorming, decision analysis, cost benefit analysis, and process documentation. Our team will also provide quality assurance testing and work directly with the developers to ensure functionality meets requirements. We will coordinate user acceptance testing for product sign-off.
Our project managers will meet with your team to design a project plan, lead a kick-off, monitor project tasks, communicate with vendors and stakeholders, coordinate user acceptance testing, provide end-user training, and implement solutions. Our team is always looking for ways to improve our process and will solicit feedback throughout the project. We lead lessons learned sessions, or request participation in a customer satisfaction survey at the close of our projects.
The project managers will monitor the progress of the project and work with stakeholders directly to communicate status.
Communication is a key element of any project. Our team will create a plan for communication that works for your project and work with you to adjust as necessary.

Project List

Current Projects

As a part of Shared Services, we will collaborate and support the Financial Services IT Team to migrate and replace all the unsupported MS Forms webforms and their coinciding Power-Automate processes. We will provide documentation and project management support to ensure the Risk Management Team can collect, track, store and manage information received via webform submissions.

June 2022 November 2022
Business Process Automation Support
Goals : This project will replace 8 current Webforms and business processes with user friendly and easily supported Webforms. This will provide both exemplary service to our customers and look for time saving opportunities to support efficient financial and business services.
Project Manager Phillip Valine
Stakeholders Risk Management, Financial Services IT, Campus
Leadership Dan Mayhew, Ada Korhonen
Status In Progress
Timeframe June 2022 through November 2022

The Campus Sustainability Fund (CSF or Fund) is an Office of Sustainability program, established to provide funding support for large and small scale sustainability projects. Utilizing existing tools, we will support the Financial Services IT team to build a business process capable of collecting, storing, reviewing, and managing grant submissions for the Office of Sustainability.

March 2022 August 2022
Business Process Automation Support
Goals : Using Drupal Webforms, Power-Automate, and SharePoint we will replace three webforms and remove several manual steps in the grant process using automation tools. The product will be a user-friendly way to collect, manage and display the progress of these grants efficiently. This will provide both exemplary service to our customers and support efficient financial and business services.
Project Manager Phillip Valine
Stakeholders Office of Sustainability, Campus
Leadership Dan Mayhew, Trevor Ledbetter, Ada Korhonen
Status In Progress
Timeframe March 2022 through August 1, 2022

Using automation tools, like Katalon and PowerAutomate, the Initiatives and Outreach team is actively supporting Financial Services business units to identify and implement opportunities for operational efficiency using automation.

July 2022 June 2023
Business Process Automation Support
Goals Identify potential process improvement opportunities and provide recommendations for implementing time-saving automation.
Project Manager Akhil Kanakkassery
Stakeholders Financial Services
Leadership Financial Services
Status Ongoing
Timeframe January 1, 2020 through June 30, 2023

This multi-phase, multi-year initiative to modernize the University financial system aligns with Pillar 5 of the University of Arizona strategic plan. The updated system will ensure the University of Arizona culture of adaptation, exploration and data-driven decisions continue as the University grows.

January 2021 September 2024
Financial System Modernization Project
Goals This system implementation will provide increased financial clarity, a more standardized Chart of Accounts, and more streamlined business processes for financial management at the University of Arizona.
Project Manager Mary Baum
Stakeholders Financial Services, Campus
Leadership Financial Services
Status In Progress
Timeframe January 4, 2021 through September 30, 2024

Financial Services is committed to supporting and ensuring the optimization of our financial system. We assist and lead upgrades and releases of new code.

July 2022 June 2023
Financial System Support
Goals Ensure teams effectively carryout the strategic direction given for the financial system.
Project Manager Mary Baum
Stakeholders Financial Services, UITS, Campus Community
Leadership UAccess Financials Governance and Strategy Committees
Status Ongoing
Timeframe July 2020 through June 2023

 

Project Roadmap

Completed Projects

Created and executed automated archiving of COI/COC system to save estimated manual work time of 2500 hours.

July 2021 May 2022
Business Process Automation Support
Goals : Automatically archive every document along with connected attachments from COI/COC system for archiving. Create a SharePoint system that gives similar search functionalities as the COI/COC systems.
Project Manager Akhil Kanakkassery
Stakeholders Research Innovation & Impact
Leadership Research Innovation & Impact
Status Completed
Timeframe July 2021 through May 2022

This project will develop and implement automated testing of the functional processes for all the Financial Services IT developed business applications. Testing all the functional requirements of these applications with automation provides an efficient, trackable, sustainable, and cost-effective way to complete functional testing and will help ensure the quality of any new code introduced.

September 27, 2021 January 28, 2022
Financial Services Application Automated Testing Project
Goals Providing quality tools for our internal users to efficiently conduct University business will further enable Financial Services to efficiently comply with external and internal policies and procedures. In the case of our Tuition Calculator, automated testing will enable students to view accurate and timely rates in our application.
Project Manager Phillip Valine
Stakeholders Financial Services
Leadership Financial Services
Status Completed
Timeframe January 1, 2020 through June 30, 2022

Initiatives and Outreach will be coordinating the redesign and update of the Financial Services website

June 2020 August 2022
Financial Services Website
Goals Consolidate and make customer-centric updates to our Financial Services website.
Project Manager Judy Miranda
Stakeholders Financial Services
Leadership Financial Services
Status Completed
Timeframe June 24, 2020 through August 31, 2022

Coordinating the plan and timeline for the efforts leading up to the negotiations for the facilities and administrative cost rate.

May 2019February 2021
PCard Business Process
Goals Ensure project tasks are completed on time to meet deadline for indirect cost proposal submission.
Project Manager Phillip Valine
Stakeholders Financial Services, Planning and Design Construction, campus constituents
Leadership Financial Services
Status Completed
Timeframe May 1, 2019 through February 26, 2021

Financial Services is process mapping the PCard business process from end-to-end to identify any opportunities for operational efficiency.

November 2020March 2021
PCard Business Process
Goals Identify potential process improvement opportunities and provide recommendations for implementing time-saving changes or automation.
Project Manager Akhil Kanakkassery
Stakeholders Financial Services, Campus
Leadership Financial Services
Status Completed
Timeframe February 3, 2021 through March 5, 2021

The Unclaimed ACH & Wires application is being reevaluated for process improvements.

November 2020March 2021
Unclaimed ACH and Wires
Goals Implement process improvements for Unclaimed ACH & Wires process.
Project Manager Akhil Kanakkassery
Stakeholders Financial Services, Campus
Leadership Financial Services
Status Completed
Timeframe November 4, 2020 through March 14, 2021

In support of the UAccess Financials Strategic Committee’s decision for staying as close to current code as possible, automate the financial system’s functional test deck to ensure accurate, timely testing for upgrades and releases.

January 2019March 2021
Automated Functional Testing
Goals Develop an automated functional test deck for the financials system. Onboard the Business Systems Analysis and UITS Enterprise Business Analysis teams to ensure shared knowledge for maintainability.
Project Manager Akhil Kanakkassery
Stakeholders Financial Services, UITS Enterprise Business Analysts
Leadership Financial Services
Status Completed
Timeframe January 1, 2019 through March 15, 2021

The University transitions in April 2020 to JPMC as the provider of bank services. Due to COVID-19 and campus working remotely we have delayed onboarding our Outlet campus sites and BDEX solution until we are back on campus.

January 2019March 2021
New Bank (Phase 2)
Goals Transition Outlet campus sites to BDEX solution and complete the bank transition to JPMC.
Project Manager Mary Baum
Stakeholders Financial Services, Campus
Leadership Financial Services
Status Completed
Timeframe October 5, 2020 through March 15, 2021

Implement a process/solution that will centralize Financial Services business process and procedures documentation.

June 2020December 2020
Business Process Documents Centralization
Goals Create efficiency for Financial Services units to access business process and procedures documentation.
Project Manager Judy Miranda
Stakeholders Financial Services
Leadership Financial Services
Status Completed
Timeframe June 1, 2020 through December 23, 2020

Financial Services Intranet content is being migrated to a SharePoint Hub. The goal of this project will be to launch a secure, user-friendly employee resource site.

August 2020December 2020
Intranet Migration
Goals Implement a new Intranet for Financial Services.
Project Manager Phillip Valine
Stakeholders Financial Services Units
Leadership Financial Services
Status Completed
Timeframe August 14, 2020 through December 23, 2020

Our UAccess Learning administrators provide support for our instructors and learners related to the enterprise system. We administer and manage Financial Services trainings as well as participate in upgrades and releases to production.

July 2020June 2021
Learning Management System Support
Goals Ensure the optimization of the enterprise learning management system.
Project Manager Alexa Rohr
Stakeholders Financial Services, UITS, Campus Community
Leadership UAccess Learning Governance
Status Completed
Timeframe July 2020 through June 2021

The University of Arizona is working toward implementing a new Learning Management System for campus. Saba was the vendor awarded the RFP and we are branding the system EDGE Learning. Outreach is participating as a project member and is leading User Acceptance Testing for our internal units.

January 2020 November 2020
New Learning Management System
Goals Adoption of a new Learning Management system.
Project Manager Alexa Rohr
Stakeholders Financials Services
Leadership Financial Services
Status Completed
Timeframe January 2020 through December 2020

As part of Financial Services IT routine maintenance, the Application Access Component enables Financial Services application administrators to grant and maintain user access. This component will replace Gatekeeper and will function in many of the same ways, but will also be able to interact and manage users for server-less applications.

September 2020 October 2020
Application Access Component
Goals Implement a solution for managing users for server-less applications.
Project Manager Phillip Valine
Stakeholders Financials Services units
Leadership Financial Services
Status Completed
Timeframe September 2020 through October 30, 2020

Upgrade the technical framework for the Tuition Calculator web application and develop a new administration dashboard to manage the tuition data.

December 2019 July 2020
Tuition Calculator
Goals Optimize the technical framework for the Tuition Calculator web application. Develop a new administration dashboard to allow the Bursar team to easily manage all the tuition data displayed on the Tuition Calculator.
Project Manager Phillip Valine
Stakeholders University of Arizona Students, Faculty, and Staff
Leadership Financial Services
Status Completed
Timeframe December 2019 through July 10, 2020

Upgrade framework for current application and implement functional enhancements.

October 2019 July 2020
PCard Operation Center
Goals Optimize technical framework for the PCard Operation Center application and ensure requirements are met for both the PCard administration and Compliance teams.
Project Manager Alexa Rohr
Stakeholders Financial Services
Leadership PCard Compliance, PCard Administration
Status Completed
Timeframe October 2019 through July 20, 2020

Implementation team will form this Fall, JPMorgan Chase Bank will provide comprehensive banking services to the University that will not only save money but continue to provide excellent service to the University community.

Febuary 2019 April 2020
New Bank
Goals Successfully transition the university from current bank to JPMorgan Chase.
Project Manager Mary Baum
Stakeholders Financial Services, Campus Community
Leadership New Bank Steering Committee
Status Completed
Timeframe February 2019 through April 30, 2020

Modify existing application to include an option for distributing checks through the Bursar's Office.

October 2019 December 2019
Special Handling Log Bursar
Goals Add functionality to allow checks to be signed for through the Bursar’s Office using already existing Special Handling Log application. Ensure documentation is updated for existing users and created for the new user unit.
Project Manager Phillip Valine
Stakeholders Financial Services
Leadership Financial Services
Status Completed
Timeframe October 2019 through December 2019

Implement a Capital Physical Inventory solution that interfaces/updates our financial system of record.

July 2018 March 2020
Capital Asset Inventory Management
Goals Implement a solution that will meet Capital Finance and asset custodian’s needs for inventory purposes.
Project Manager Alexa Rohr
Stakeholders Financial Services, UITS Enterprise Business Analysts, Campus Community
Leadership Capital Finance
Status Completed
Timeframe July 2018 through March 2020

Lead RFP for Budget and Planning tool. Provide support for the successful implementation of Axiom software. Work with the Budget Office to develop on demand training.

November 2018 March 2020
Budget and Planning
Goals Work with the Budget Office stakeholders to ensure a successful implementation of Axiom and adoption from the campus community.
Project Manager Phillip Valine
Stakeholders Budget Office, Financial Services, Campus Community
Leadership Budget Office
Status Completed
Timeframe November 2018 through March 2020

Upgrade framework and migrate current application to Portal.

January 2019 October 2019
Travel Advance Settlements
Goals Migrate application to a new server and take the opportunity to implement technical enhancements.
Project Manager Phillip Valine
Stakeholders Financial Services
Leadership Accounts Payable
Status Completed
Timeframe January 2019 through October 2019

Upgrade framework and migrate current application to Portal.

December 2018 May 2019
Special Handling Log
Goals Migrate application to a new server and take the opportunity to implement technical enhancements.
Project Manager Juanita McCune
Stakeholders Financial Services
Leadership Accounts Payable
Status Completed
Timeframe December 2018 through May 2019

Initiatives & Outreach Team

Mary Baum, PMP, CSM

Manager, Initiatives and Outreach
520-626-3050
maryb@arizona.edu

Alexa Rohr, CSM

Business Analyst, Principal
520-621-5802
arohr@arizona.edu

Akhil Kanakkassery

Business Analyst, Senior
520-621-0795
akhilashokk@arizona.edu

Phillip Valine, CSM

Business Analyst
520-621-8615
pjvaline@arizona.edu

Judy Miranda

Business Analyst
520-626-3090
ymiranda@arizona.edu