eVA/iVALUA Transition Updates

 

To: Management Council Members, VPs of Finance, and all eVA end-users

From: Shared Services Center

Area: Procurement

Reason: eVA/iVALUA Transition Updates

Date: October 11, 2021

The eVA Transition Team has been informed by our partners at DGS about a couple points of change and/or impact in regards to the eVA Conversion that we would like to bring to your attention. These changes WILL impact all Colleges, the SO and the SSC. We will continue to monitor eVA transition changes that may impact our Colleges, and we will update and redistribute this list as appropriate.

  Description of Change Impact of Change College Action Items
1

AIS Integration Timing --

The timing of our integration from eVA into AIS is changing to a single integration point at the end of the requisition approval process. This means that the requisition, the purchase order, and the budget check will integrate into AIS after all approvals in eVA.

  • All information checks (user, accounting, pcard, etc.) will occur one time at the end of the requisition approval process
  • The integration process and timing will be standardized such that all Colleges will follow the same integration timing

There are no actions needed by the College, as an alternative option is not available.

Please note, if a College would like to perform budget, accounting, or other verifications before integration, please do so manually in AIS before submitting the requisition.

2

Open Orders --

After the eVA conversion, Orders that are "Open" will not have Change Order functionality. In other words, open Orders being carried over from the old system to the new eVA system, will not be able to have changes.

"Open" orders are those purchase orders that have not been fully received. They are in “Ordered” or “Receiving” status in eVA.

  • If a change to such an Order is required, then the Order will need to be cancelled and a new Order created
    • Please note, if an Order is cancelled and recreated in order to facilitate a change, the 3-way match for payment may become challenging as purchase order numbers will not match the invoiced purchase order
  • Colleges are strongly encouraged to minimize the number of orders that will be open at the time of conversion (by December 22, 2021)
  • Since Capital Project Orders are traditionally long running and typically include multiple Change Orders, these Orders will need to be reduced and closed prior to December 22, 2021.
    It is suggested that Capital projects plan to create new orders after the new system is live.
  • Please note, there are typically 1000's of open orders across all Colleges, the SO and the SSC at any given time (For example, we currently have 12,395 open orders).

In addition, we would like to update you that the designated iVALUA trainers have been attending DGS Train the Trainer sessions over the past two weeks. Though we have not yet been given access to the new system or any of the content that will be used during training, we have seen previews of the different learning pathways and the types of interactive materials that will be used during your training and think that you will be pleasantly surprised. As soon as additional information is available regarding training, we will share it with you.

If you have any questions, please contact the SSC Customer Engagement team, 877-340-5577 or help.

eVA Conversion Procurement Guideline v5.pdf

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