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New eVA - Campus Update December 2021


 

As the launch of New eVA is quickly approaching, we wanted to provide you all with a few updates and reminders.

If your department has not started evaluating your supply needs for the first few weeks of January, please begin doing so. We highly recommend purchasing those items before leaving for winter break.

 
Updates about Changes and Challenges with New eVA
  • Associating other users with your SPCC will not be available at launch.
    • This option does not currently exist in New eVA, but we have submitted a request to Richmond to add the functionality back. At this time we do not know if or when this will be added. You will still be able to utilize another user’s SPCC; this process will now require the cardholder in eVA to approve each requisition in which the card is used. We will have more information on that process in the coming weeks.
  • Creating/modifying user accounts will have to be done by Richmond at launch.
    • Due to system bugs, we will not be able to create or modify user accounts at launch until a to be determined time. This means you will experience much longer lead times when submitting eVA access requests to our office, as we will have to send them to Richmond for processing.
  • Creating/modifying department codes will have to be done by Richmond at launch.
    • Due to system bugs, we will not be able to create or modify department and account codes at launch until a to be determined time. This means you will experience much longer lead times when attempting to use newly created department codes, as we will have to send them to Richmond for processing.
  • We will not have the ability to fully test JMU’s current eVA set-up in the new platform before going live on January 3rd.
    • eVA does not have the time to load all of JMU’s current eVA set-up into the testing environment, as a result, it will be critical to ensure you have needed supplies for the first few weeks of January before leaving for winter break. See the Dates to Remember table below for more information.
    • This also means that the training guide our office is creating won’t be fully ready until early January. This guide will be updated regularly given various fixes eVA will be releasing shortly after launch. We will offer Zoom sessions in January to assist with New eVA training, more information to come.
  • eVA is aware of existing bugs that likely will not be fixed until after go-live.
    • We understand this may cause some pain points in our transition and we are encouraging Richmond to make fixes as timely as possible for us. We appreciate your patience and flexibility as we navigate this together. Know that we will work with you to ensure necessary items are procured as efficiently as possible.

Dates to Remember

 Countdown to New eVA - Dates to Remember

When

What

Notes

December 13th

Requisition submit deadline

Note that SPCC Reconciliation for December closes January 6th

To ensure requisitions can be fully approved before winter break, they should be submitted by this date. Any requisition that is in composting or submitted status will NOT be converted into new eVA and will be permanently deleted.

December 20th

Requisition deadline for small dollar confirming orders that do not need Procurement approval

If your requisition requires supervisor approval be sure to coordinate with them to ensure the PR is fully approved before leaving for break.

December 30th 

Current eVA goes offline

The current eVA platform will no longer be accessible starting at noon on this date. 

January 3rd 

New eVA goes live

Plan to NOT use New eVA the first week after launch. This will give Procurement time to test and ensure the new system is running as expected, as well as the vendor community time to learn the new platform.

January 10th

Tentative

New eVA ready for campus use

We anticipate that eVA will be ready for campus use by this date, but this is subject to change.

January 10th – February 

New eVA open labs and on-demand training hosted

More information on how to sign-up for these sessions will be offered at later date.

 

-Procurement Services

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Published: Wednesday, December 1, 2021

Last Updated: Monday, May 16, 2022

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