Be on the lookout for 2011-12 tenure and promotion materials

The Provost's Office will send a list of candidates later in the spring to those units and departments with tenure- and permanent status-accruing faculty along with the dates the members began accruing time towards tenure/permanent status.  Departments should forward any necessary corrections to Janet Malphurs, HRS assistant director for Academic Personnel, at (352) 273-1737.

The candidate must complete, sign, and date his or her tenure and/or promotion packet to indicate the packet is complete before departmental review and voting occurs. Nominees must organize their packets according to the "Template," including the order of documents, and numbers and titles of sections.

All recommendations must be in the Academic Personnel Office, 903 West University Avenue, PO Box 113005, by January 9, 2012. Please schedule college or unit meetings as necessary to ensure this deadline is met. College and department deadlines should be communicated to the faculty as soon as possible.

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UF Privacy Office will move to Tigert in March

Beginning Wednesday, March 9, the new office location will be Room 24, Tigert Hall.  Telephone calls will be forwarded from the current numbers, but eventually the main phone number will change to (352) 273-1212.  As of now, the fax number remains the same: (352) 392-6661, and e-mail and web site addresses remain unchanged: privacy@ufl.edu and privacy.ufl.edu.

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You asked it!

The myUFL Financial Systems Upgrade is scheduled to "go live" on May 10. Here are some common questions that employees recently have been asking about the project.

What is myBeta, and can I use it now?
myBeta is a copy of the production environment of the myUFL system that currently reflects what the system will look like when we “go live” with the myUFL Financial Systems Upgrade on May 10, 2011.  myBeta also reflects the “look and feel” changes throughout the system that will impact all myUFL users. 

All work done in myBeta is PRACTICE ONLY.  We encourage you to try some of your normal work transactions in the system to get a sense of the upgraded system.  Of course, you’ll still need to continue to complete your actual work in myUFL (not myBeta).  You’ll notice that the data available to you in myBeta is based on what was in production as of September 14, 2010.  

You can help ensure the upgrade goes as smoothly as possible in May by asking employees in your area to access myBeta now.  Our goal is to have employees from as many areas of campus as possible practice some of their typical work in myBeta prior to “go-live.” 

To help, a "Roadmap to myBeta" guide is available on the Upgrade web site.  A “Demo of myBeta” session also will be held on February 25 from 1:30 to 2:30 p.m. in Room 120 of the HRS Building as well as online.  This is not a training session; instead it’s designed to guide the user through the most commonly used navigations, as listed in the “Roadmap to myBeta,” to encourage use of myBeta at this point in the project.  Registration is currently open for both the face-to-face and online sessions.  Register via myUFL by navigating to My Self Service, Training and Development, Request Training Enrollment, Search for Course Number PST940.

What role should I request to access myBeta?
Each area’s Department Security Administrator (DSA) must request security access on behalf of employees who would like to try myBeta, using the role request template available on the Technical Resources section of the Upgrade web site.   There is not a role designed specifically for access to myBeta; instead your DSA should request security roles for access to myBeta that align with your financial responsibilities.
  
Please note that these security roles will need to be re-requested during a period that will start in mid-March and continue through the end of April in order to access the final upgraded financial system when we “go live.”

What’s happening with HR data and reporting information in myBeta?
In order to facilitate parallel payroll testing, user access to HR in myBeta has been temporarily removed. This outage began on Friday, January 17, and extends through the end of February.   We expect HR to be accessible again in myBeta in early March.  The Enterprise Reporting module may also be inaccessible during this time period as it is also undergoing changes.  We appreciate your patience as we work on these critical activities.

Is training required for the Upgrade?
Most of the available upgrade-related training will be required and will be provided online. 

When required, the training does not have to be completed in order to request security—nor does it have to be completed by “go live” on May 10—but the training will need to be completed by the end of May in order to keep any requested security.  There is no training requirement for access to myBeta.  To see the list of available security roles and associated required training, please visit the Role Inventory on the Upgrade web site.

If I take training now, will I have to retake it?
As long as the workshop is an upgrade workshop (i.e., a course number that begins with PST9), you only need to take it once to meet the upgrade training requirement.  

Online training modules that support the financial upgrade have already started to be released and will continue to be added on an ongoing basis through April. 

Already, a "look and feel" tutorial has been made available. To view the tutorial and the complete schedule of online training, please visit the Training section of the Upgrade web site. Face-to-face Q&A sessions also have been scheduled. These Q&A sessions are not a substitute for the various online workshops; instead, they will be available for those who still have questions after taking advantage of available online training. 

Employees are encouraged to take the training early—and often, if they like—in order to prepare for “go-live.”

Additional questions?
To help prepare for this upgrade, please be sure to check out the Upgrade web site regularly for updates.   A new “Resources-at-a-Glance” web page and printable PDF is also now available that provides an overview of resources designed to help employees prepare for “go-live.” 

If you can’t find answers to your questions here or online, please send them to askgrady@ufl.edu. 

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Finance and Accounting survey due February 21

UF Finance and Accounting (F&A) recently e-mailed survey invitations to UF staff asking for opinions on the services its offices provide.  Please check your in-box for an e-mail from Mike McKee, UF’s controller, inviting you to complete the survey, and note that, depending on the e-mail settings established in your area, the invitation may have defaulted to your Junk Mail folder.

The e-mail subject line is: Your Opinion Counts! F&A Customer Satisfaction Survey.

This is your opportunity to comment on F&A’s business processes and customer interaction. Survey feedback will help F&A plan for business process and systems improvements as well as ways to enhance its online and in-person customer service.  Please take a few minutes to complete the survey to help F&A’s offices learn how to better serve you.  The survey will remain open through Monday night, February 21.

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©2011 University of Florida Office of Human Resource Services
The InfoGator for Department Administrators is a monthly e-publication produced by the University of Florida’s Office of Human Resource Services. It is distributed electronically to UF faculty and staff and is available online. Please direct questions or comments to its editor, Angie Brown; Human Resource Services; P.O. Box 115006; (352) 392-4626; TDD 800-955-8771. The InfoGator is available in an alternative format upon request.