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Happy Halloween! SAA welcomes you down for holiday portraits and treats in the Butrovich breakroom 2-4 p.m. October 31. Photo by Monique Musick

Announcements: October 2018

  • Transition time is here! All users have Banner 9 access
  • New UA Travel Management Tool - Concur
  • Shop Safe Online, Even on Black Friday!
  • One Green Dot training session remaining for Statewide staff
  • Morningstar rates the Education Trust's Plans highly
  • "Soup-er Bowl” kickoff for the United way
  • OIT Updating Device Authentication Systems
  • Wellness rebates are on the way!
  • October Human Resources updates
  • Update of FY19 Ranking of HR Projects
  • SAA October meeting highlights

Transition time is here! All users have Banner 9 access

As of Oct. 29 all users in all functional areas, including HR, Finance, Student and Financial Aid, have access to the upgraded platform.

Now when you access the banner.alaska.edu site you have the option to launch either Banner 8 or Banner 9. While Banner 8 is still available, users are strongly encouraged to start using and becoming familiar with the new platform.

Each version requires a different browser: Banner 8 uses Internet Explorer and Banner 9 uses Google Chrome. Make certain you are in the right browser for the version of Banner you are using.

A video explaining the difference between Banner 8 and Banner 9 can be found here: edservices.elluciancloud.com/delivery/PublicOnDemand/B9QuickTour/bgen-B9-quick-tour.mp4.

Known Issues
As a result of testing and using the new platform, it is undergoing continuous refinements. Some pages or functionality may not yet be available in Banner 9 after October 29. Users may still need to use Banner 8 for some processes. A list of known issues is being tracked here:  www.alaska.edu/oit/services/banner9/known_issues.

Please bookmark and refer back to this list as you approach your tasks in Banner to guide which platform is most appropriate for the task at hand. Teams are constantly resolving issues even as new ones are identified, so this list will be updated regularly.

Ultimately all work will be conducted in Banner 9, so early adoption of the new technology is important.

Training
Banner 9 training is ongoing. To register for training go to www.alaska.edu/oit/services/faculty-staff-training/calendar/ or contact your campus Banner trainer.
For additional materials, go to wiki.alaska.edu or alaska.edu/financial-systems.

The days of TEM are nearly done. Photo by Monique Musick

New UA Travel Management Tool - Concur

The University of Alaska will soon launch Concur, a new paperless travel management system. Concur for Travel is a one-stop shop for all things travel, from submitting the initial planning request and booking your trip to uploading receipts and completing your expense reports. Gone are the days of tracking paper receipts. Travelers can simply snap pictures of their receipts and upload them to their expense report.

Transition over to Concur Travel will be phased over the next few months with the goal of all university travelers using the system by June 2019.

New UA Travel Cards were created to be used with the Concur tool. The University pays for the business expenses on the card directly so the traveler will no longer bear the burden of personally paying for the trip and then waiting for reimbursement. The card transactions feed directly into concur and reconcile when assigned to the expense report, streamlining the expense reporting process.

All University employees will also receive access to Concur’s TripIt, a mobile app that organizes all fight details in one place.

Watch the 10-minute overview of the Concur travel management system: Concur Overview Video.

Pilot training is currently underway for travel coordinators and arrangers at UAS, UAF and SW. Additionally, pilot training for Travelers and Delegate/Approvers will commence in early November. UAA will begin transitioning over to the UA Travel management system in January 2019. Training for all employees associated with travel activities will also be available beginning January 2019.

For additional details, regular updates and future training registration please join our UA-travel-project listserve. For questions regarding the travel project or the new process, contact us at 907/450-8785 (TRVL) or email ua-travel@alaska.edu.

Shop Safe Online, Even on Black Friday!

With Alaska having the highest national average online purchase size (about $160 per order), now is the perfect time for cybercriminals to take advantage of unsuspecting online shoppers. When you go to the grocery store or local shop, it's habit to grab your reusable bags, lock the car, and make sure you've safely put away your credit card or cash before heading home with the day's purchases. Similar precautions need to be taken when you're shopping online from the comfort of your own home. If you make these simple precautions regular online shopping habits, you'll be protecting your purchases and personal information. OIT recommends following these basic steps so you'll be ready to cybershop safely and securely:

  • Lock down your login. One of the most critical things you can do in preparation for the online shopping season is to fortify your online accounts by enabling the strongest authentication tools available, such as biometrics, security keys or a unique one-time code through an app on your mobile device. Your usernames and passwords are not enough to protect key accounts like e-mail, banking, and social media.
  • Keep clean machines. Before searching for that perfect gift, be sure that all web-connected devices—including PCs, mobile phones, smartphones, and tablets—are free from malware and infections by running only the most current versions of software and apps. OIT offers Symantec free for students, staff and faculty which can be downloaded here .
  • Shop reliable websites online. Use the sites of retailers you trust. If it sounds too good to be true, it probably is!
  • Conduct research. When using a new website for your holiday purchases, read reviews and see if other customers have had a positive or negative experience with the site.
  • Personal information is like money: value it and protect it. When making a purchase online, be alert to the kinds of information being collected to complete the transaction. Make sure you think it is necessary for the vendor to request that information. Remember that you only need to fill out required fields at checkout.
  • Get savvy about Wi-Fi hotspots. If you are out and about, limit the type of business you conduct over open public Wi-Fi connections, including logging in to key accounts, such as e-mail and banking. Adjust the security settings on your device to limit who can access your phone. If you must use open Wi-Fi connections, connect to a virtual private network (VPN) first.
  • Check the address bar. Look for the green lock icon and https:// in the URL before using your credit card online.
  • Unsure if you are secure? To get help installing Symantec, or for information about good security practices email the OIT Service Desk at helpdesk@alaska.edu .

SAA October Highlights

The Statewide Administration Assembly held a regular business meeting on Monday, October 8. Below are highlights from the meeting.

October 2018 SAA Meeting Highlights

  1. Much to the group's dismay, Arthur Hussey resigned from SAA in late September. As such, Josh Watts will serve as president for the remainder of FY19. Monique Musick, formerly SAA secretary, will now serve as vice president. JP Landry was elected to serve as secretary for the remainder of the FY19 term. 
  2. The Butrovich Break Room is now open to staff. The break room will be open Monday- Friday , 7:30am-5pm (closed weekends and holidays). SAA will host a potluck on Halloween. A photo booth and props will be available--although costumes are encouraged.   
  3. SAA discussed the preliminary results for the staff morale survey and made plans to compare the 2016 survey results.  
  4. Representatives continued review of proposed changes to travel regulations. The regulation update is being planned to coincide with implementation of the new travel management system, and will help to clarify traveler options and responsibilities. Overall, SAA found the changes to be beneficial to both the traveler and UA.    
  5. Representatives continued to weigh options for a new winter holiday charity including the Center for Non-Violent Living, the Fairbanks Community Food Bank  and the Denali Center; a decision on holiday charity will be made shortly. 

SAA will meet next on Thursday, November 1 in Butrovich 212b in Fairbanks and Bragaw 210 in Anchorage. All staff are encouraged and welcome to attend. Reach out to SAA representatives to share your ideas and/or concerns. Additional information about SAA meetings is available on their website

One Green Dot training session remaining for Statewide staff

Each of us has a role in the prevention of power-based violence and building our culture of respect. If you have not yet, please attend the final Green Dot training session scheduled for Statewide employees, Thursday Nov 1, 1:00pm-2:30pm , BOR Conference Room 109
 
The link to enroll in the training is: https://myua.pageuppeople.com/learning/54
 
If you are unable to attend in-person in either Fairbanks or Anchorage, Video Conferencing Services can connect your desktop for you to attend the session remotely.  Register for the training at myua and contact ua-video@alaska.edu or (907) 450-8390 to set up the connection.
 
Green Dot is a violence prevention program based on empowering bystanders. At the training participants learn to recognize potentially harmful situations and how to safely intervene.

This is important safety training. President Johnsen encourages all staff to take the opportunity to become better informed and capable of stopping violence and sexual assaults by attending a training session.

Morningstar rates the Education Trust's Plans highly

Congratuations to the Education Trust of Alaska's 529 college savings plans for receiving high Morningstar Analyst Ratings once again. Each year Morningstar analysts assign ratings to 62 college savings plans nationwide based on five key pillars: process, people, parent, price and performance. Alaska's plans, the T. Rowe Price College Savings Plan and the John Hancock Freedom 529 plan, were rated Silver and Neutral respectively for the second year in a row.

The T. Rowe Price College Savings Plan is touted for its glide path methodology, strong investment performance and risk management. The plan was ranked positive in four categories and remained at neutral on price, earning its silver ranking. This is a tremendous accomplishment and a testament to the strength of their process and focus on doing what's right for the plan and for account holders.

The John Hancock Freedom 529 Plan rating of neutral reflects all positive categorical weightings with the exception of price. The compelling suite of underlying investments, thoughtful joint investment oversight, and long-term performance orientation are what uniquely differentiates this plan among competitors. 

For more information visit: www.morningstar.com/articles/889532/morningstar-names-the-best-529-college-savings-pla.html

“Soup-er Bowl” kickoff for the United way

Join us for little fun in raising awareness and giving to United Way of the Tanana Valley here in the Butrovich Building – and eat some good soup.  We plan to have the first annual United Way “Soup-er Bowl” competition on Monday, November 5 , from noon – 1:00 p.m. in 109 Butrovich.  United Way of the Tanana Valley Executive Director Bill Wright will join us as well as serve on the judging panel with me to choose the tastiest soup.  Door prizes will be given throughout the event, and a prize and “trophy” will be awarded to the winning concoction.  Let the soup competition begin!  To sign up, click on this link   Soup - er   Bowl  Sign-Up. Contact tathompson2@alaska.edu with questions. 

OIT Updating Device Authentication Systems

Over the winter closure, OIT will be updating the systems used for device authentication.  This change will affect wired network users in the dorms and also users of the wireless Eduroam network. After the hard closure, all currently connected devices will require your interaction to maintain connectivity. This change will occur December 26 through 28, 2018.
 
CONTACTS
Project Sponsor:  Kathleen Boyle (kmboyle@alaska.edu), UA OIT Security Office (SO) Interim Chief Information Security Officer
Project Champion:  Jarkko Toivanen (jmtoivanen@alaska.edu), UA OIT Network Operations (NO), Engineering, and Telecommunication Manager

Wellness rebates are on the way!

FY19 Wellness Rebate

If you completed all required activities during the FY18 program year, your $600 FY19 wellness rebate is on its way! You can expect to see it added to the upcoming R24 paycheck.

The wellness rebate was changed earlier this year to be paid in a lump sum instead of a bi-weekly credit on your paycheck. The bi-weekly credits stopped with the first paycheck in July and the lump sum will start being paid out in late November.

Employees and spouses who completed the FY18 program by April 30, 2018, will receive the wellness rebate on the R24 paycheck, the Friday after Thanksgiving. Employees and spouses coming onto the plan March 1 through June 30 who completed their requirements in their first 90 days of coverage will receive a pro-rated rebate in November. Employees or spouses who came onto the plan July 1 after open enrollment, or new hires after July 1 who complete their requirements in their first 90 days of coverage (but no later than March 31, 2019 ) will receive a pro-rated rebate in May, 2019.

The full rebate amount is $600 for the employee, and $600 for the enrolled spouse. A pro-rated rebate will be pro-rated from when you completed the requirements for the plan. As in past years, you must be enrolled on the plan and an active employee to receive the rebate.

Discrepancies or questions? Please contact Sara!

FY19 Wellness Program

University of Alaska’s FY19 wellness program with Healthyroads is in full-swing! Any employee, spouse/FIP currently on the UA Choice Plan is eligible to participate. Not only will you have support with your overall health and wellness goals, but you can also receive a $600 wellness rebate next year, during FY20!

Want to learn more about the program and how to earn the wellness rebate? Take a look at the FY19 Program Overview document for a shortened version of all program details. Then, take a minute to log-in to your Healthyroads account to review your ‘Plan Summary’ page and start completing your incentive requirements.

Need additional assistance?

Please reach-out to UAs On-Site Wellness Manager from Healthyroads, Sara Rodewald at sararo@ashn.com or (907)450-8203

October Human Resources updates

Each month Human Resources provides an update on systemwide projects currently in process. The details of these projects are still being worked on and communication will also be sent to those directly impacted prior to the effective date of the change.

To see previous versions please go to the Statewide Human Resources web page at the following link: http://alaska.edu/hr/whats-new-at-statewide/index.xml.

Updates in the October edition:DOWNLOAD PDF

Update of FY19 Ranking of HR Projects

In June Statewide HR distributed the FY19 HR project list and their priority. This is an update on the current status of these projects.

FY18 Unfinished Projects to Finish in FY19

  1. New hire on-boarding - In progress (see HR Update Communication for details)
  2. Recruitment streamlining - On hold until resources available
  3. Leadership succession planning - On hold until resources available
  4. EPAF notice integration with OnBase - In progress (see HR Update Communication for details)
  5. SPARK layout for retirement vendor files - In progress (see HR Update Communication for details)
  6. Total compensation and pay equity study - In progress (see HR Update Communication for details)
  7. Medical and pharmacy claims audit - Completed

FY19 Required Projects

  1. Banner 9 upgrade - In progress (see HR Update Communication for details)
  2. Local 6070 CBA negotiations - In progress (see HR Update Communication for details)
  3. PERS/TRS vendor file changes - In progress (see HR Update Communication for details)
  4. RFP for medical, dental, pharmacy and vision - In progress (see HR Update Communication for details)
  5. RFP for wellness program - In progress (see HR Update Communication for details)
  6. Student compensation study - On hold until resources available
  7. Temporary compensation study - On hold until resources available
  8. Affirmative Action Plan process review and streamlining - In progress 

FY19 Process Improvement Projects

(The  projects  that are started or scheduled are pending availability of resources for implementation. All remaining projects are on hold until resources are available and assigned.)

  1. Implement self-service for non-open enrollment deductions   - In progress (see  HR  Update Communication for details)   
  2. Supervisor training through MyUA - Scheduled for later in FY19
  3. W-4 changes through UAOnline
  4. Direct deposit selection through UAOnline 
  5. Create expert referral list for training opportunities  - Scheduled for later in FY19  
  6. Develop common employee relations templates and guidelines 
  7. Contract extension EPAF 
  8. Adjunct job set-up EPAF 
  9. Revise temporary regulations and create tracking mechanism 
  10. Staff salary schedule redesign  - Scheduled for FY20 pending completion of Total Compensation and Pay Equity Study   
  11. Develop common recruitment committee procedures 
  12. Semester taught tracking for adjuncts 
  13. Streamline work outside Alaska process
  14. FTO accrual Streamlining for contract extension   -  In progress
  15. Annual faculty salary increase process
  16. Tracking volunteers and affiliates in Banner
  17. Integration of open enrollment and Banner
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