Blue Devil Finance Focus - issue 2

January 2024 | Issue 2

Contents

5

9

Duke Finance Holiday Party

Duke Centennial

10

11

A return to the annual traditions.

Duke Centennial Celebrations scheduled and email signature templates.

EMS Reservation System

SAP Update

12

Shout Outs

14

15

16

Reserve office and cubicle space in Erwin Suite 300.

Have a word of praise or kudos to give to someone else? Here it is!

Diversity, Equity & Inclusion Duke’s dedication to DEI, Duke Finance making a concerted effort in DEI, and results from the annual retreat.

22

instructions from Janelle Tarpey and team on their great work on the updating of SAP and how we go forward.

Quarterly Birthdays

Let’s celebrate with our colleagues on their special day. Other notable dates listed.

Teamwork Touts

Various team gatherings and volunteer work is featured.

Watercooler Conversations

Notable news about our colleagues’ career and personal milestones.

2

Blue Devil Finance Focus

2200 W. Main Street Suite 300 Durham, NC 27705 919.684.5055

EDITOR-IN-CHIEF

Rachel Satterfield, VP of Finance & Treasurer GENERAL CONTENT EDITOR

SHOUT OUTS & CONTENT EDITOR

Marcia de la Torriente, Managing Director of Financial Services

Olivia Holbrook, Real Estate

CONTENT DIRECTOR

TEAMWORK TOUTS & CONTENT EDITOR

Melodie Ford, Controllers Division

Cassie Lewis, Office of the VP

CONTRIBUTING WRITER AND CONTENT EDITOR

Krystal Ingram, Treasury

Contributors Kassaundra Hester

Bill Trofi

Tara Smith

Kassaundra provided pictures from the Duke Finance holiday party.

Bill provided a few pictures from Procurement & Supply Chain’s team lunches.

Tara provided a few pictures and a blurb about the Accounts Payable Retreat.

Janelle Tarpey

Jacqueline Pollmiller

Janelle provided us an update about the SAP system enhancements to S4.

Jackie provided a picture from the Corporate Tax team’s recent Christmas lunch out.

3

Letter from

Rachel

A pull quote is an impactful quote taken from the article. You can place the quote you want to highlight here.

An editor's letter is a message written for a variety of purposes, from friendly to formal. They can help the reader understand the content and creative direction of a certain issue, they can give the reader and idea of what they can find in the magazine, or they can explain the issue's theme and how it can resonate with them. If you’re thinking of

writing an editor's letter yourself, make your intentions clear from the start. You can be fun and creative or straightforward, depending on your needs. For the main content of your letter, there are often three main parts: the introduction, main paragraph, and conclusion.

Your letter’s introduction can be a brief greeting, a few polite statements, or a background of why you’re writing. The main paragraph is the bulk of your letter, containing the most important parts of your message.

Finally, the conclusion sums up all your ideas. It can also include a closing statement or salutation. No matter what reason you have behind writing, it’s best to be organized and plan the contents of your letter before publishing the magazine.

Rachel Satterfield VP OF FINANCE AND TREASURER

4

DUKE FINANCE

Holiday PARTY

A Return to Annual Traditions 5

Holiday Party

etting back to annual traditions, Duke Finance painted the town red (and green) for the holidays by gathering in the President’s Ballroom at the Washington Duke Inn & Golf Club on Friday night, December 8th at 6pm.

Dinner, door prizes, and dancing. Oh my! Your colleagues had a wonderful time together (as well as hearing from our amazing and comical host, Brendan Murphy!)

Enjoy the below photos of your colleagues!

6

7

8

Duke

CENTENNIAL

Celebrations

The entire Duke community was invited to the Centennial Celebration Kickoff on January 9, 2024, at 4 PM in Cameron Indoor Stadium. The celebration featured musical performances, special guests, multimedia elements, and more! And what a celebration it was.

Immediately following the program in Cameron, there was a Winter Chill Reception in Wilson Recreation Center/Card Gym. Visit 100.duke.edu to learn more about Duke’s Centennial Celebration and view the 2024-2025 calendar of Centennial events, activities and programs.

Duke Centennial email signatures have been published for our use this year! Follow this LINK to download the various options (example below) to add to your email signature.

9

RESERVE YOUR OFFICE SPACE AT ERWIN SQUARE SUITE 300 VIA THE ONLINE RESERVATION SYSTEM NOW LIVE. Visit the Duke EMS reservation system online and reserve your office or cubicle space at Erwin Square today: https://duke.emscloudservice.com/web/Default.aspx.

WE HAVE MANY CUBLICLE SPACES, A SMALL CONFERENCE ROOM, AND FIVE PRIVATE OFFICES WITHIN SUITE 300 THAT CAN BE RESERVED FOR YOUR WORK NEEDS. For larger conference rooms for your team meetings, contact Cassie Lewis at: cassie.lewis@duke.edu, or 919.684.5055, to chat about other options within Erwin Square.

10

Updates SAP

For almost 25 years SAP has been the cornerstone of administrative systems for Duke University and Duke Health. Duke uses SAP to support many non-clinical, non-student functions – to manage financials and sponsored research funds, to prepare budgets, to procure goods and services, to pay our suppliers and to pay our employees just to name a few. In the fall of 2020 we kicked off a project to upgrade our SAP R/3 environments to SAP’s current version, S/4. After two project delays of a year each due to competing initiatives, we are on track to complete the upgrade of our SAP production system in April 2024.

While the April upgrade is primarily technical in nature it will introduce a number of key changes and also position Duke well for the future. Some of the key changes include: New, consolidated plan to actual financial reports Consolidation of project (WBSE) transaction codes My Inbox single point of approval for workflow transactions New transactions for displaying vendors and customers New transaction codes for goods receipts performed in SAP Introduction of purchase requisition workflow for SAP purchase requisitions Training development is currently underway and more information will be shared in the coming months.

Through a series of practice upgrades we estimate that the upgrade process will be approximately 3 days in duration. Go live for the production upgrade is currently scheduled for April 12 – 14. During this window SAP and related systems (Duke@Work, iForms, Buy@Duke, etc.) will be unavailable to end users.

Reach out to Janelle Tarpey for any questions or concerns about the upcoming upgrade.

11

Kudos

SHOUT OUTS

By Olivia Holbrook

12

With Shout-Outs, you enable all your team members to give positive recognition to each other — so you cultivate a culture of trust with recognition.

“Recognizing the leadership and efforts of Maureen Selman, Sr. Sourcing Manager, and her colleagues from Duke University Hospital Operations, Doug McGhee and Alyssa Huckestein, for their work on an accelerated Valet Vendor transition for visitors and patients coming to Duke University Hospital. The hard work and time they put into the project resulted in a seamless and smooth transition with minimal disruption to day to day operations.

Very well done team!”

-Bill Trofi, Procurement & Supply Chain

Pictured above: Francene Richardson

“On November 17th, I attended the Duke Management Academy where someone from my team, Francene Richardson presented her DMA team project and received acknowledgement of completing this leadership development course.”

-Nate Martinez-Wayman, Sponsored Programs & Cost Analysis

“Shout out to Kristin Lawrence for her fantastic work on the new ClinCard Learning Modules. She is such an uplifting collaborator to work with and is very dedicated to her work. She ensures that the trainings are the best they can be and is always ready to adapt, pivot, or try different approaches.”

-Alysha Cieniewicz, Ed.D., Office of Education for Research & Finance

13

Quarterly B irthdays

Let us celebrate our colleagues whose birthdays fall on dates this quarter.

...AND OTHER NOTABLE DATES TO KEEP IN MIND JANUARY BIRTHDAYS 1/6 - Thea Whitted - Post Award Financial Management 1/9 - Danyiel Jeffries - Accounts Payable 1/19 - Deirdre Hurteau - Accounting System Management 1/29 - Dia Williams - Bursar’s Office

NOTABLE DATES January 1 New Year’s Day (Duke Holiday) January 15 Martin Luther King, Jr. Day (Duke Holiday) February 14 Valentine’s Day March 1 Employee Appreciation Day March 9-16 Duke’s Spring Break March 17 St. Patrick’s Day

FEBRUARY BIRTHDAYS 2/20 - Cassy Slaven -Accounting System Management 2/23 - Jordan Clayton - Corporate Payroll 2/26 - Megan Bell - Corporate Payroll & Time and Attendance - Stephanie Hicks - Post Award Financial Management MARCH BIRTHDAYS 3/17 - Wayne Staton - Accounts Payable 3/19 - Keri Weatherspoon - Procurement & Supply Chain Management 3/22 - Erika King - Post Award Financial Management 3/23 - Quita Marshall, Corporate Payroll 3/27 - Michele Clark - Corporate Payroll

Happy Birthday!

14

DEI Diversity,Equity & Inclusion

By Marcia de la Torriente

15

Say a word about your team

TEAMWORK TOUTS

By Melodie Ford

16

CORPORATE ACCOUNTS PAYABLE RETREAT

For the first time since the pandemic, Accounts Payable held an in-person staff retreat. For many, this was the first time they had seen each other in person. The day began with a meet and greet, and an ice breaker activity where each team member had to list 3 fun/interesting facts about themselves. As each list was read, the team had to guess “who” those characteristics described. This allowed us to learn some interesting things about each other. After lunch, the AP team participated in escape room activities hosted at Bull City Escape. Everyone had a great time. We look forward to making this an annual event.

14

17

Keep Durham Beautiful is a nonprofit organization that is committed to the reduction of waste and litter, and in return the promotion of green, such as planting trees. Every year, for the Big Sweep event, volunteers clean up litter in parks, neighborhoods, and streams during the months of September and October.

Volunteers can easily join a team and even organize a team of their own.

“I (Megan Bell) volunteer for the Big Sweep because I love nature. This planet sustains every means of our way of life… right down to the smallest detail, so we need to take care of her, our mother, Earth.”

Michele Clark: “A little teamwork goes a long way.”

Gail Chance: “It was a wonderful feeling knowing we made a difference even if it was just a small one. In the words of Mahatma Gandhi “The future depends on what we do in the present!”

Tionna Singleton: “It was a Humbling experience.”

Chris Katz: “It felt good to give back to the community.”

18

19

Farewell Party for Michelle Gleuge As the departure of Michelle Gleuge was nearing, the team gathered to wish her well. We are thankful to her for her great work in the department and we will miss her at Duke!

After-Thanksgiving Supply Chain social At an afterThanksgiving social, Supply Chain was able to gather for a fun time together.

Credit to Vonoka Dingle for making this social happen.

20

Duke Corporate Tax gathered together at City BBQ for a delicious Christmas lunch. The team works tirelessly throughout the year.

A team lunch can be a great way to facilitate interactions outside of the office environment, giving everyone the chance to talk more freely and get to know their colleagues on a more personal level. We encourage groups to schedule lunches, retreats, etc. for their teams to gather together.

21

Watercooler Conversations

22

In the day and age of hybrid and work from home schedules, we do not always get the opportunity for those “watercooler conversations.”

Let’s share our stories.

New Hires, Transfers, Retirees, and Openings Procurement has recently welcomed the following new staff members: Aaron Hill, Senior IT Sourcing Manager, 10/16/23 after previously working for the UNC Health System.

Texene Vanpelt, Sourcing Manager for Purchase Services, 11/1/23 after previously working for Brame.

Eric Sturm, Sourcing Analyst for the Med Device team, 11/6/23 after previously working for the Methodist Le Bonheur Healthcare in Memphis.

Thea Whitted had been at Duke for many years, including a few years in our office and then at Cell Biology, before leaving last year to pursue another career avenue. But she has decided to come back and make Duke, more importantly PAFM (Post Award Financial Management), her home again.

In Plant Accounting, the one and only Julie Moore has retired at the end of December. Congrats to Julie!

An Accounting Supervisor has been hired to replace her. Robin Harris. Robin comes to us internally, from Duke Health Access Services.

Joe Holloman has been promoted to Manager, Corporate Cash Management. He is an excellent contact for all Duke Finance, and will continue to be. Please message or email Joe and congratulate him.

23

We hope you have enjoyed the second edition of the

Blue Devil Finance Focus

Blue Devil Finance Focus PLEASE CONSIDER CONTRIBUTING CONTENT TO EACH QUARTERLY NEWSLETTER:

Quarterly Birthdays: https://bit.ly/FinanceBirthdayOptIn Shout Out or Kudos: Olivia.holbrook@duke.edu Teamwork Touts: melodie.ford@duke.edu Watercooler Conversations: https://duke.qualtrics.com/jfe/form/SV_bpBoRwQkOdjl7bE

24