Message from the Vice President 

 

February 10, 2021

DFA colleagues,

We have turned the corner into a new year, and as fast as time seems to be flying these days, winter will come to an end before we know it. Eventually, too, the COVID-19 pandemic will end, as Oregonians and people across the world are beginning to receive vaccines. In the Division of Finance and administration, we’re staying focused on our strategic priorities in support of SP4.0. We’re also starting to incorporate lessons learned over the past year into our short and long term plans. You can read more about what DFA units have been up to in the updates that follow.

OSU’s Board of Trustees met at the end of January and, as you can see in this news release, they accepted the 2021 Ten-Year Business Forecast and approved the advancement of several capital projects important to the university’s success. I want to thank the many people across the division who contribute to the development of materials and project plans for the Board’s consideration. The accuracy and transparency we are able to provide helps maintain trustees’ confidence in OSU’s work.

I also want to call your attention to the list of coming events in the division, as well as the tips and tools section at the bottom. We have a lot of great things going on and I encourage everyone to participate—virtually for now. 

Until next time, stay healthy… wash your hands a lot, wear your mask and keep your distance while in public. I hope we’ll be seeing each other around Corvallis, Bend, Newport and Portland before too long.

Winter 2021 News from DFA Units

I am pleased to welcome to our division Shanon Anderson, OSU’s new associate vice president for public safety and chief of police. Chief Anderson joined the university on Dec. 14, 2020, and was introduced to the OSU Board of Trustees at its meetings in late January.

Shanon grew up in Skagit, Washington. As someone who wanted to help her community and enjoys engaging with people, Shanon found policing to be a great fit, and she went to work for the Seattle Police Department in 1992. She served there as a lieutenant from 2016, advancing police reform initiatives, and later conducted implicit bias training for several Washington state organizations. In her role as assistant commander at Washington’s justice training commission, Shanon helped implement the guardian approach to law enforcement – a national model that emphasizes social service, community partnerships and positive engagement.

At OSU, Shanon is working to foster relationships with students and employees while expanding a culture of service across the Department of Public Safety. She is committed to partnering with university colleagues to advance OSU’s new Community Wellness, Education & Safety Network, which will better coordinate and deliver existing and new education, wellness, crisis prevention, mental health, public safety and police services, and other support services.

You can read the latest news from the Department of Public Safety in an update below.

I am excited about the work underway by Shanon and her DPS colleagues to advance OSU’s mission, together with the safety and values of the OSU community. Please join me in welcoming Shanon and collaborating with her to contribute to our shared safety and success.

 

Update: Public Safety and Law Enforcement on the Corvallis Campus

On Jan. 1, 2021, OSU officially transitioned law enforcement services on the Corvallis campus from the Oregon State Police to an OSU police department located within the larger Department of Public Safety.  This expansion helps to assure that the OSU community experiences law enforcement services that reflect the university’s values and support its mission. Chief Anderson hit the ground running with excitement, inclusion and determination to make the Department of Public Safety a valuable community resource. The transition team continues to engage with and support Chief Anderson as she and her team focus on the following areas:

  • The DPS team. The initial cadre of police officers was sworn in on Jan. 1, 2021. Together with public safety officers and dispatchers, they work to communicate effectively and provide for the safety of the campus and our faculty, staff and students. Visit the DPS Facebook page to learn more about the team.
  • Recruitment and hire of sworn officers.  Finalist candidates for Operations Lieutenant were interviewed by stakeholders in late January; we are anticipating that the successful candidate will start at OSU in late February or early March. 
  • Dispatch. OSU transitioned to a secondary Public Safety Answering Point (PSAP), which requires 24-hour emergency response services. The team is refining daily operations to efficiently support law enforcement and safety services on the Corvallis campus. Dispatchers begin state certification training in February. 
  • Training. New hire training and continuing professional education programs are underway in close cooperation with internal and external partners, to provide state certification training, industry best practices in community policing and specialized training to support the university’s unique needs.
  • External Coordination. Chief Anderson is actively working with law enforcement partners around the state to develop alignment around best practices for community policing. The team recently coordinated special care at the OSU Vet Teaching Hospital for a K9 police dog from Washington that needed several emergency surgeries after suffering gunshot wounds. Arlo the police dog survived and has gone into retirement with his handler, Tyler, following a virtual send-off from the regional fire and law enforcement community.
  • Community Wellness, Education and Safety Network. OSU is forming a network to take a holistic approach to addressing the health, wellness and safety needs of our community. Next steps include:
    • Incorporating feedback from Public Safety Advisory Committee engagement sessions and related recommendations from PSAC.
    • Continuing discussions on future collaboration with local agencies.
    • Developing plan for funding and deploying recommended new student crisis response investments.

 

Public Safety or Police Officer?

Here’s a side-by-side comparison of OSU Department of Public Safety Officers and our new OSU Police Officers.

OSU Dept. of Public Safety Officer

OSU Police Officer

Casual attire; dark gray polo shirt that reads Public Safety on the back. No sleeve patch. 

Traditional police uniform—black with orange trim. Sleeve patch says “Police.”

Black vehicles with orange stripe and “Public Safety” displayed.

White and orange vehicles with a prominent “Police” identification

 

Kelly Kozisek, OSU’s Chief Procurement Officer and Director of Procurement, Contracts and Materials Management (PCMM) announced her retirement as of July 1, 2021. Kelly has been with the university since 1987; she served in various procurement roles, progressing to her current position as the PCMM department head.

Please join me in congratulating Kelly and thanking her for her excellent leadership during her tenure at OSU. Under her oversight, the procurement department grew to encompass source-to-settle services and materials management functions, like Campus Recycling and recycling. 

More recently, Kelly helped advance flexibility and standardization in how we acquire goods, services and construction contracts with the establishment of new OSU procurement and contracting standards.  Her team also researched and implemented a university-wide eProcurement system, also known as BennyBuy, that automated the source-to-settle and contracting processes. As head of PCCM, Kelly deployed resources to support procurement card administration, launch the redesign and automation of the travel process, streamline vendor debarment checks, and establish a resumption store to support essential services on campus during the COVID-19 pandemic.

Kelly is a strong advocate for professional development and has long supported the College of Business Supply Chain Logistics Management program by serving as a member of their Global Advisory Board. She also served more than five years on the board of the National Association of Educational Procurement, most recently as president, which recognized Kelly for her contributions with its Distinguished Service Award.

The DFA Project Portfolio Management Office prepared this update on our division’s central efforts to advance aspects of OSU’s strategic plan. I am excited to see the recent launch of a couple of big projects that the university community has been eagerly anticipating: a redesign of the travel and expense program and the talent management initiative called for in SP4.0.   

 DFA Framework for Success
  • Guiding Principles.  The DFA Guiding Principles help us to effectively support the university’s mission and strategic plan. Remember to refer to these often—they are particularly useful when you are trying to make a tough decision. The principles help ensure we all stay pointed in the right direction.
  • Unit-level Metrics.  DFA units are in the final phases of defining their metrics, sorting out the details of who, what, and how relevant data will be accessed and which stakeholders should be consulted. Working with Dr. Javier Calvo-Amodio and his researchers, the division senior leadership team took a look at the broader picture across the principles, key performance indicators (KPIs) and division metrics. Each senior leader became a champion of the KPIs to ensure alignment and create synergies between units with similar key activities and metrics.  Our beta test group—Environmental Health and Safety—has started developing an implementation framework. They meet bi-weekly with the research team to track progress, share ideas and discuss challenges and lessons learned. This information will be valuable as additional units join the implementation process over the next six months.
Beaver Works
  • Travel Redesign Project. With the turn of the calendar year came a newly executed contract with SAP Concur, a leader in the marketplace, to provide an end-to-end Travel and Expense (T&E) software solution. January also marked the launch of a university-wide Travel Advisory Group that will play a key role in providing direct feedback to the project team on all aspects of the implementation. Next up is a review of prospective travel management companies, and a determination of the kinds of support structures the Controller’s Office will need to administer the T&E program. You can find more details at the Beaver Works website.
  • Business Analytics. OSU’s Impact Studio is managing the University Financial Management (UFM) project, which seeks to generate recommendations and tools to help university leaders optimize both costs and revenues as they advance OSU’s mission. After identifying a set of 20 core needs in August 2020, four  were selected to be developed in phase 2: bottom-up forecasting tools, a position management system, standardized enrollment data and forecasts, and common budget reports. Three teams have been formed to develop specific tools. More information on this project can be found on the Impact Studio website or at Beaver Works.  
Benny Hire
  • Phase III-Student Change Process was rolled out to users in November, followed by improvements that addressed issues that were identified in the rollout. The team is currently finalizing the closeout process, which includes a post-implementation report. For additional information on Benny Hire, including recorded training sessions and other resources, please visit the Benny Hire website.
Talent Management Initiative
  • MyOregonState Training Portal.  The home page of each employee’s MyOregonState dashboard will soon feature the Training@OSU portal, where faculty and staff can access all available internal training opportunities in one place. The Training@OSU portal will highlight current learning tracks offered by OSU departments, which cover topics related to academics and teaching, web and computing, business and accounting, compliance, social justice and many others.    
  • Learning Library.  To provide for professional development and other training needs in 2021, OSU has partnered with LinkedIn Learning to offer online training resources to the entire campus community, including faculty, staff and students. LinkedIn Learning will be rolled out to the university later in February with on-demand access to thousands of video-based courses on a wide variety of professional and personal development topics. 
  • OSU Managerial Competencies Framework.  A working group is developing an OSU Managerial Competency Framework informed by stakeholder focus groups.  Next steps include sharing the framework within university leadership and the community, mapping training and development opportunities to the competencies, and establishing administrative and academic beta testers to refine the model to ensure it can meet the unique needs of units.
  • Performance Management Pilot Project.  The pilot project team continues to advance the goal of redesigning the performance management process and system for the OSU IT and the Controller’s units, as part of the broader OSU Talent Management Initiative. Senior leaders and stakeholders have expressed positive feedback about the future-state vision that the team developed. Over 80 employees participated in focus groups conducted in December, where they reviewed the proposed model and gave input about how performance management could be improved at OSU. An RFP process is currently underway to obtain an IT solution to support the new model. The team is also working to develop internal resources, analyze performance scales and calibration methods, and develop a communication plan and website. You can find more background about the Talent Management Initiative at the project website.

I am extremely proud of the way DFA units have kept the focus on advancing our strategic goals, even as we respond to challenges created by the COVID-19 pandemic. The Sustainability and Materials Management teams are doing great work, both on campus and online. Some of their continuing efforts are highlighted here.

  • OSU’s ongoing carbon reduction efforts: Each year the Sustainability Office measures the university’s collective greenhouse gas emissions through a detailed inventory process to produce a public report. Data are collected from university operations across the state, including animal operations in Burns, wheat research in Hermiston, and oceanic voyages out of Newport. The report shows emissions by source and allows the university to gauge its progress towards our Carbon Commitment. The university’s Greenhouse Gas Inventory Report for Fiscal Year 2020 (PDF) showed that university wide gross emissions decreased by 13% compared to FY19, in part due to reduced operations arising from the pandemic, but also due to the university’s proactive energy efficiency investments. Overall emissions have dropped 21.2% since 2008.
    • In support of OSU’s ongoing carbon reduction efforts, the Faculty Senate created the Ad Hoc Committee on OSU’s Carbon Commitment (C3) in 2018. The group is charged with promoting policies and activities that facilitate carbon reduction. On Jan. 12, 2021, the C3 Committee held an one-hour forum to update the OSU community our collective progress. You can watch a video of the session to learn more about how your unit can help OSU meet its carbon commitment goal.
  • Campus Recycling continues to deliver high service levels for onsite recycling collection, adapting to fluctuating campus needs and building schedules. They collaborated with Capital Planning to proactively provide input on recycling infrastructure at the design stage of new building and renovation projects, including the Arts & Education Complex, Fairbanks Hall, Graff Hall and the Community Hall Slope. The department also partnered with UHDS on multiple “recycle right” education strategies, including successful use of a Canvas online training module completed by nearly half of students living in residence halls. Additionally, Campus Recycling rose to the challenge of hosting their annual Master Recycler class for Linn and Benton Counties in a fully online environment.  
  • Surplus Property continued to find creative ways to move all the public sale of goods online and to reach new customers, while fulfilling all Resumption Store orders and providing service for pick-ups of surplus property from construction projects and campus departments.
  • Campus Recycling’s department-sponsored club, the Waste Watchers, engaged student volunteers virtually and provided an online version of Repair Fairs. In-person promotions at dining centers motivated residents to use their own reusable eating utensils. And, they partnered with Surplus Property and the Human Services Resource Center to host a School Supplies Giveaway that served 107 students facing financial insecurity.
  • The Materials Management and Sustainability Office staff developed a joint FY2021 action plan to advance diversity, inclusion, and equity in OSU sustainability work through training, communications, and strategic planning.

I hear many stories about ways that DFA units are collaborating with partners across the university to support our common goals. Below are a couple of examples that show how DFA units are putting our principles into action through cooperation.

  • UABC led statewide training for OSU Extension. The University Administrative Business Center (UABC) delivered Zoom-based training sessions during the 2020 OSU Extension Annual Conference in December. A statewide group of Extension faculty and staff from all 36 Oregon counties participated, learning about updates to OSU fiscal policies and processes related to document retention, third-party cash handling, travel and other topics.
  • Cross-departmental Ecommerce team closed successful audit. OSU’s e-commerce environment is managed by a collective of dedicated merchant managers, operations staff, accounting personnel, and the advisors on the Ecommerce Steering Committee. This cross-university team successfully completed an audit in December to ensure compliance with the Payment Card Industry Data Security Standards (PCI-DSS). An external auditor reviewed payment channels, connectivity, partner technology, and security considerations. After meeting with selected high volume/ high risk merchants, OSU’s external auditor’s report congratulated the team on a job well done.


Corvallis Campus Vision Open Forum

: The Corvallis Campus Vision (CCV) project team recently completed three virtual open forums, designed to connect the community with the recommendations included in the CCV for how the campus is likely to evolve over the next 10 years. The CCV was created to align with OSU’s Strategic Plan 4.0. You can find a draft version of the Corvallis Campus Vision, an executive summary and a recorded open forum at beav.es/vision. A recent piece in the Corvallis Gazette Times also provides more details.

After several months of closure, the Irish Bend Covered Bridge rehabilitation project was recently completed and the historic bridge has reopened to pedestrian traffic. Work took place throughout summer and fall 2020. The project included the installation of a fire suppression system, new paint and repairs to the wood structure. Walkers and bikers can visit the bridge along OSU’s scenic Campus Way path near its termination at 53rd Avenue.

 

  • 2021 Construction Industry Forum, Feb. 11. Oregon State University is hosting the second annual Construction Industry Forum on Feb. 11, 2021, 8:30 a.m. to 12 p.m. This virtual event is free and open to industry partners interested in learning more about OSU’s Ten-Year Capital Forecast and upcoming opportunities to work together. The forum features a panel discussion with area architects and contractors about prevention through design. Register now for the Construction Industry Forum on Feb. 11.  

 

  • University Budget Conversations: Budget Planning in Uncertain Times, Feb. 11. Join the crowd at Budget Conversations, where you can hear a 15-20 minute presentation on a specific topic and get your questions answered. Register here for the Feb. 11 session on planning in uncertain times. Since the Office of Budget and Resource Planning relocated the budget forums to Zoom, average attendance has climbed to 175 people, up from a maximum of 24 per session when they were live on campus.

 

  • Beyond Benefits EAP webinar: Caring from a Distance, Feb. 23. Register here for this upcoming free webinar, starting at 9:00 am on Feb. 23, 2021. If you have an elder in your family who requires assistance yet does not live near you, helping out may seem difficult. However, distance doesn’t mean you can’t provide comfort and care for them. This webinar will help you devise care strategies, develop emergency plans and build a support system of family, friends and local resources to ensure your elder receives the care and attention they need. You can find more resources for supporting aging loved ones at this guide (PDF) from the Family Resource Center.

 

  • FYI Fridays—The Evolution of the Corvallis Campus, Feb. 26.  The new FYI Fridays program replaced the DFA’s traditional Training Days event due to COVID-19 restrictions on in-person gatherings. Now you can join a variety of campus partners as they briefly share a range of skill-building and interesting topics. Sessions are open to all Oregon State University students, faculty and staff; there is no cost to attend. View and register for upcoming sessions, including Director of Facilities Services Joe Majeski’s historic campus tour, at the Training Days website.
    • Are you interested in presenting at a future FYI Friday session? Proposals for spring term are now being accepted here!

 

  • Tuition Forums, weekly through March. As they develop recommendations for the Board of Trustees, members of the Budget Committee and the Office of Budget and Resource Planning are hosting a series of weekly forums to discuss the tuition setting process and tuition rate scenarios for FY22. This is an opportunity for the OSU community to ask questions about tuition and the university budget, make suggestions and share ideas. Sessions are currently held via Zoom. Get the schedule and register for future forums, and find answers to common tuition questions, at https://beav.es/tuition-forums.  

 

  • Power Grid Improvements, Mar. 25-27. The next planned power outage for the Corvallis campus improvement project will occur March 25-27, 2021 along SW Campus Way. The necessary outage will allow Pacific Power to replace switches and cables that feed campus buildings. Facilities Services is working to provide backup power for essential functions. A list of affected buildings can be found at: https://powergrid.oregonstate.edu/.

 

  • OSU’s Beyond Earth Day celebration, Apr. 17-23. Beyond Earth Day is OSU’s annual week-long celebration focused on earth ecosystems, health and wellness, viable economies, and social equity. The event draws attention to the interdependence of the health of and justice for humans, animals, environment, and economy. The program is co-sponsored by the DFA’s Campus Recycling and Sustainability Office together with the Center for Engagement & Leadership. This year’s program is still under development—activities may include a collaboration with other Oregon universities to host a prominent speaker, virtual tours, online volunteer service projects, and more. Visit the BED website to submit a presentation for consideration at this year’s event, and bookmark it to revisit during spring break for more details about how you can register to attend.
  • New: Research Registration System. The Environmental Health & Safety’s Lab Safety team is rolling out a new Research Registration process, accessible via the online EHS Assistant System Program. Annual registration of laboratory programs, including research, service and teaching, will now be required. Research registration enables OSU to collect information about core hazards and risks in laboratory spaces. The data will help drive future safety assessments and risk abatement measures. The new registration system will also provide Principal Investigators with a comprehensive tool for recognizing hazards and compliance issues in research. 

 

  • Access recorded wellness webinars from Care.com. OSU’s employee assistance program, Beyond Benefits, regularly presents wellness webinars from Care.com. Employees can access links to recordings of previous workshops. Topics covered include:
  • Difficult Conversations in Times of Unrest
  • Mindfulness – Being Present in Your Work and Life
  • Autonomy – Strengthening Your Ability to Work Independently
  • Balancing Work and Life in a Work From home Environment  
  • Managing Holiday Stress
  • Making Distance Learning Work
  • Preventing Burn Out During This Challenging Time

 

  •  Request the vice president's signature on documents. The vice president for finance and administration is the university’s authorized signer on a wide range of official documents and contracts. My office’s “contact us” website includes instructions on how to request a signature:  
  1. Coordinate in advance with Executive Assistant Brigitte Graham to ensure that your materials are reviewed in a timely manner. 
  2. Send your request and documents via DocuSign. Make Brigitte Graham the first approver.
  3. Include any other document approvers, such as General Counsel, and make the vice president the last approver whenever possible.
  4. Use the correct name and title: 
Michael J. Green
Vice President for Finance and Administration / CFO
  1. Include background information, evidence of previous reviewers (such as a department head or the Office of General Counsel) and any relevant explanations for the vice president. 

Questions or suggestions?

Contact the VPFA Office for information, assistance and requests for signature on documents. 
 

Thanks for all you do,

Mike

Michael J. Green
Vice President for Finance & Administration / Chief Financial Officer

 

Division of Finance & Administration—Ensuring success every day!