Supplier Diversity Trade Show a Success!

On December 5, 2007, the Office for Supply Management Services (SMS) hosted its first annual Supplier Diversity Trade Show, and it was a great success! As part of SMS’s Supplier Diversity Program, the show was a community outreach effort to introduce Cornell and the broader Ithaca community to current and potential Cornell-approved diverse suppliers, which include small, disadvantaged, and women-owned businesses. Throughout the program, SMS has partnered with local colleges, the City of Ithaca, and various organizations across Tompkins County to identify and utilize these companies. Such partnerships will ultimately provide Cornell with access to a wider pool of suppliers and more competitive quality and prices for goods and services.

At the 2008 Supplier Diversity Trade Show, Purchasing Agent Debra Benson (Front Right) speaks with Satima Fowler (Left) of Capstone, Inc., which provides information technology (IT) solutions that help reduce the complexities and costs of managing IT infrastructures. Photo by Flood and Flood Photography

Invitations to participate in the event went to diverse suppliers first from the Finger Lakes region, then Central New York, New York State, and, finally, outside of the state. Over one hundred suppliers took part, from Tompkins County, Syracuse, Rochester, Buffalo, New York City, and from as far away as Georgia and North Carolina. From those who participated, Cornell identified 35 potential new businesses to incorporate into its supply chain. These businesses represented a wide range of commodities, including information technology; lab and scientific supplies; maintenance, repair, and operations (MRO); office supplies; event planning; and graphics. A number of these vendors provide sustainable products. (Also, see article "Contribute to Sustainability with CATS" .)

Following their own example, SMS employed the following women- and minority-owned businesses to plan, cater, and photograph the event and to produce promotional items, display materials, and brochures.

• Bailey Idea Group (BIG)
• Hope's Way
• Panther Graphics
• Flood & Flood
• Right Price Solutions

For more information about the Supplier Diversity Program, visit the Supply Management Services Web site.

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DFA Launches Comprehensive Diversity and Inclusiveness Plan

Last year, the Division of Financial Affairs (DFA) launched a project aimed at aligning DFA’s vision of “Partners, Stewards, and Innovators” with Cornell’s commitment to diversity and inclusiveness. This diversity and inclusiveness plan, which resulted from feedback received from staff during several workshops and brown-bag sessions, is intended to benefit not only the division, but the surrounding communities, as well.

The project was initiated with the creation of a Diversity and Inclusiveness Council made up of several volunteers from within DFA who are dedicated to establishing a community where every person feels welcomed, included, and valued. Based on the issues identified from the staff feedback, the Council established three subcommittees: Communication, Culture, and Personal Style/Preference. The goals of the subcommittees were to define the term “diversity,” identify opportunities for addressing the issues raised, and develop action plans.

Through meetings, brown-bag sessions, and conversations with DFA staff and outside resources, the Council subcommittees identified several key action items. Of the items identified, the group decided that the top-priority concerns were climate and communication, so the Council will spend the next quarter working with subgroups to investigate, develop, and establish action plans specific to those areas.

In addition to those efforts, the Council is working on several projects, including planning events and developing outreach programs that will align DFA’s plans with those of other organizations throughout the Cornell and surrounding communities. Such partnerships will strengthen DFA’s program and enhance available resources for all the groups involved. Also, the Council is creating online resources that will be available soon to establish better communication of DFA’s diversity and inclusiveness plan and the plan’s progress.

DFA encourages all members of the Cornell community to join this diversity and inclusiveness effort by sharing their resources and ideas for enhancing this program. For more information, contact Sandy MacArthur , Natalie Sawyer , or Patricia Hall .

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FY08 Physical Capital Inventories Due March 31

The Cost and Capital Assets department recently sent out 2007-2008 (FY08) inventory lists to units required to complete a physical inventory this fiscal year. All inventories must be completed and returned to Capital Assets by March 31, 2008.

This year, two new procedures have been added to the inventory process:

• Along with the department inventory listing, the unit will receive an “Equipment Inventory Certification” form, which must be signed and returned with the updated physical inventory. This form certifies that the physical inventory has been completed, and that any discrepancies have been identified and corrected, as appropriate. Such discrepancies include any additions, deletions, or corrections to the inventory listing, as well as submission of appropriate supporting documentation, including acquisition, deposition, or transfer forms.
• Capital Assets will be conducting a random physical equipment check by selecting a sample from all the returned inventory listings, then contacting the appropriate units to schedule a time to conduct this review.

Physical inventories will be performed biennially in accordance with federal regulations. Any unit that did not complete an inventory in FY07 must do so in FY08. For the complete inventory schedule and detailed instructions, visit the Accounting Web site. Units listed on the FY08 inventory schedule that did not receive a listing should contact Capital Assets , or call 255-9872.

Thank you for your cooperation in this critical process.

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Student Financials and Student Records Systems Implementing in March

The new Student Financials and Student Records Systems will be implemented in mid-March 2008.  This implementation is a result of the PeopleSoft System for Tracking Administrative Records for Students (STARS) project, which aims to replace core student administrative systems (Admissions, Bursar, Financial Aid, and Registrar). 

Below are important dates and information to help units prepare for the upcoming implementation.  Over the next few weeks, the Office of the Bursar will send more specific communications.  Units are asked to share this information with their departments and colleagues.

Important Dates for Conversion

1. March 11: Final legacy spring 2008 tuition charge generation for Bursar
2. March 14: Last billing from legacy Bursar system
3. March 14: Legacy Bursar system frozen
4. March 14-22 (spring break): Conversion and implementation
5. March 22: Student Financials and Student Records live
   

Note that student bursar transactions and adjustments for spring 2008 must be current and posted to the legacy Bursar system before conversion.  This will minimize the adjustments once the new system is implemented.

How Units Can Prepare

1. Review accounts for any kind of bursar student activity (posting charges or credits, graduate student support, registration, etc.)
2. Tuesday, March 11: Resolve spring 2008 registration issues before 3:00 p.m., which is when the final tuition charge generation will occur in legacy system
3. Thursday, March 13: Send transactions via file feeds before 4:00 p.m.
4. Friday, March 14: Post online Bursar transactions/adjustments before 3:00 p.m.

For more information, visit the System for Tracking Administrative Records for Students (STARS) project Web site.  Questions specific to the Bursar systems and processing deadlines can be sent to dfa-bursar@cornell.edu .

Thank you in advance for your understanding and cooperation during this implementation; it is greatly appreciated!

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Getting Payment Requests Paid

If a payment request (pay req) is stuck in processing, what can you do if you are trying to get it processed quickly?  Disbursement Review and Tax (DRAT) advises pay req preparers to use the Payment Request System to find out why the pay req is stuck, and resolve the problem.  In fact, they recommend reviewing the status of pay reqs regularly, so that preparers can resolve problems more quickly, and pay reqs reach paid ("success") status faster.

To monitor a pay req’s progress, use the Payment Request System to search for all pay reqs prepared by you, and search by time frame [Create Date] or status [Request Status].  You will see the status of your pay reqs and the person "holding" them.  To find out why the pay req is still in its current status, contact the person holding it.  If it happens that the pay req was lost, you can contact DRAT to discuss the next steps.  You can enter any important notes in the log of the pay req to convey delays. 
 
When preparers monitor their pay reqs as part of their daily routines, their pay reqs have a greater chance of being paid within the expected 10-day processing time.  Make monitoring pay reqs part of your daily routine, and get them paid faster!

To see a list of the online Payment Request System’s status descriptions, visit the Payments Web site. 

For questions regarding processing payment requests, contact DRAT .

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Contribute to Sustainability with CATS

What is sustainability?  One widely accepted definition of sustainability is, "meeting the needs of the present without compromising the ability of future generations to meet their own needs." Stated differently, sustainability necessitates reorganizing our life support systems - agriculture, transportation, energy production, etc. - so that life on Earth can be sustained indefinitely. 

What is CATS, and how can it be used to help Cornell accomplish its sustainability goals?  CATS, the Cornell Asset Transfer System, connects units with available university capital and non-capital assets with those who can put the assets to further use.  It allows anyone with a valid Cornell NetID to post and browse ads of available and wanted items or equipment at Cornell with the goal of reducing expenditures, trash, and recycling expenses, and promoting a "doing more with less" sustainability attitude. Both capital and non-capital assets can be posted to CATS.

CATS is for official Cornell University business only, and is not intended for personal use. 

How can you get started?  It’s as easy as visiting the CATS Web site, and selecting the options on the navigation bar.

For assistance with the CATS system, contact Capital Assets .

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