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News from Across the EVP Division

              Spring 2013  

Message from EVP    

As we transition into the last part of Fiscal Year 2013, Penn is having another impressive year, with significant contributions from across our entire administrative team, of which we should be proud.  

In Spring the dormancy of winter gives way to new life, and this can be for some a season of self-reflection. At work, that reflection occurs in a season of performance evaluations, reviews, and self- assessments.    

The annual performance review is one of the best practices at Penn. Our institution is committed to creating this opportunity for staff and supervisor to openly and honestly discuss the year, and recognize the strengths, successes, and opportunities for growth. This spring offers a unique opportunity to weigh in on work life at Penn through a confidential staff survey which has been distributed.  Receiving feedback from our staff is an important management tool, and this survey is intended for us to analyze results, and utilize them, to reflect on policies and procedures related to our workplace.  If you have not yet participated, I encourage you to complete the survey.

Answering the survey questions led me to reflect on a few things:

• Penn is simultaneously large and small.

• The team is essential. An organization of our size is actually a collection of smaller teams, each with their own specialty roles and responsibilities. When blended together, we make the complex navigable.
• Change is the constant. We are in the midst of a sea change that is shifting us away from some of the traditional practices to the more progressive. Technology is certainly playing a critical role. We are downloading and uploading our way through a new type of teaching environment that is bringing us closer with thousands of eager minds all over the world. Classroom teaching is online and global, and helping cement Penn's eminent reputation.

We may be experiencing one of the most interesting times in the history of higher education.  While some colleges and universities have developed reputations as large and cumbersome organizations slow to progress, Penn is filled with innovation.

University and collegiate life will continue to be an act in which teenagers take the first steps on their journey to adulthood, and that Penn will continue to be a top choice for students. As such, we must continue operating the best campus imaginable, while acknowledging that learning, skills development, and intellectual curiosity can all be satisfied through online learning.

This constant change will keep us sharp, as we accept the simultaneous roles of local institution and global educator, and together as a team, we will support Penn as it leads higher education into the future.

- Craig

News You Can Use    

New VP of ISC

Penn Staff Survey: Tell Us What You Think!

You recently received an invitation to take an online survey about your employment experience at Penn. This is your chance to help the University become an even better place to work. You have until March 15 to complete the survey. Click here for more details.  

Celebrate the extraordinary success of the Making History Campaign at a campus-wide party featuring music, food, fun, and a few surprises. Save the date on Friday, April 19, 5 p.m. to 9 p.m. at Penn Park

(31st St. between Walnut and South Streets) To register and for more information please visit:   

http://www.alumni.upenn.edu/timetoshine/

Penn Home Ownership Services and City of Philadelphia Host Workshop

Penn Home Ownership Services is hosting a presentation titled "PHOS & the City of Philadelphia Wants to pay your Closing Cost and Repair your Home" on Wednesday, March 20, 3 p.m. - 4 p.m., in the Starbucks' Conference Room located at 1920 Commons.  In partnership with Philadelphia-Home-Buy-Now, topics will include how to access a matching grant, discounted services and linkages to other housing programs including additional funds, as well as home repair loans. PHOS and partner representatives will be available for questions after the presentation.  Attendees will be entered into two chances to win PHOS gift bags and prizes.

2013 Share-the-Road

The Division of Public Safety is once again engaging in its annual educational campaign targeting the Penn bicycle and motorist community in the "Share-the-Road" campaign. The campaign kicks off on Monday, March 25, 2013, at 11:30 AM in front of the Penn Bookstore at 36th & Walnut Streets.  This event also includes members from the Bicycle Coalition of Philadelphia who will be available on site to answer questions and provide information to the University City community.  The Share-The-Road Campaign will run through Wednesday, March 27, 2013.

Student Registration and Financial Services has enhanced the 24/7 question and answer tool, askBEN, with IntelliSuggest. IntelliSuggest is a 'predictive search' function, similar to the web. Once a user types, IntelliSuggest displays up to five possible matches in real time, ordered in priority according to the most likely match. askBEN has been a successful implementation, (askBEN responses outnumbered telephone calls in 2012) and we expect that IntelliSuggest will improve answer accuracy even further. For more information please visit: http://www.sfs.upenn.edu/

Penn Club Benefits for Penn Faculty and Staff

All current full-time Penn staff are eligible for discounted membership to The Penn Club. Many Penn Club members are amazed by the affordable guest rooms in the 13-story Manhattan clubhouse,membership benefits and connections they make at The Penn Club. There are about 150 Reciprocal Private Clubs that can be extremely helpful during your travels nationally and worldwide and reciprocal clubs in Philadelphia. To learn more about membership please visit www.pennclub.org or contact the Membership/Admissions Office at 212-403-6627.

Smart Cameras Monitor Penn Park and Select Bike Racks

Penn Public Safety has recently integrated PTZ cameras with analytic technology into its network, a technology that uses electronic trip wires that activate when an individual enters an area for an extended amount of time.  The camera activates a special monitor inside of our PennComm Center, alerting the dispatcher to a possible trespass or theft.  DPS is utilizing this technology at each entrance to Penn Park, notifying PennComm Center if someone enters the Park between 12 AM to 6 AM. Penn operators are prompted to view images from specific cameras, and dispatchers can send officers to the area while operators monitor the trespasser from the twenty-nine (29) CCTV cameras throughout the Park. The technology can also delivers an audible message, informing trespassers that the Park is closed and he area monitored by the Penn Police Department. This technology is also utilized at bicycle racks around Penn's campus to combat bicycle thefts. If an individual lingers too long at one of these monitored racks, the PennComm Center is notified by displaying the PTZ camera image to operators. Operators can again continue to monitor the individual, determining if the individual is simply struggling with a lock, or the dispatcher can send an officer if necessary. In this case, the audible message delivers a public safety announcement on the proper way to lock a bicycle with a U-lock, while again reminding individuals that the area is monitored by the Penn Police Department.

The SRFS financial literacy tool, Cash Course, implemented in fall 2012 continues to draw visitors. To date, CashCourse has had nearly 7,000, logins, and over 8,500 page views. For more information please visit: http://www.cashcourse.org/upenn

Purchasing Services Spring Supplier Show

Tuesday, March 26, from 10:00 a.m. to 2:00 p.m., is the 2013 Purchasing Services Annual Supplier Show hosted at The Annenberg Center. This event provides an opportunity to expand your knowledge about Penn-preferred supplier product offerings and promotions, cost-savings opportunities, and green purchasing initiatives from over 42 suppliers. Learn about the University's preferred supplier cost containment initiatives and continued social responsibility efforts. This year's supplier show will include business operations commodities such as travel, lodging, computers, printers, office supplies, print and promotional, phone, stationery, furniture and more. Snacks will be served through the duration of the event. This year's door prizes include a HP photo scanner, iPad cover and more. Bring your PennCard to be eligible to win. All Penn staff and faculty are invited to participate in this year's event which carries the academic theme of the year Proof: "The Proof is in the Value."

Morris Arboretum "Bugs Out" for April

On April 1st, David Rogers' Big Bugs springs to life all over the Arboretum's 92-acre garden. These amazing 'bugs' are the creation of Long Island sculptor, David Rogers and are actually immense garden sculptures made from natural materials like fallen hardwood trees, standing deadwood, and willow saplings.   The Morris Arboretum will host 11 Big Bugs spread throughout the Arboretum's garden from April 1st through August 31st.   

A Grand Opening event will take place on Saturday, April 6th, 11am-2pm. Visitors are invited to dress as bugs for a parade around the garden.  There will be bug-inspired music, a bug craft activity, and Big Bugs scavenger hunt maps.  Expert naturalists from The Academy of Natural Sciences will be on hand to show a variety of insects including their relatives (perhaps a tarantula or scorpion!).  

In conjunction with the Philadelphia Science Festival (April 18-28), Morris Arboretum will host Bugs a-Brewing at Iron Hill Brewery in Chestnut Hill on Monday April 22 from 6:30-8:00pm. Arboretum experts will discuss and field questions on topics that include insects that threaten our native tree population to bugs that 'bug' our plants to those that are beneficial.

To view events and educational activities accompanying the exhibit, visit www.morrisarboretum.org for updates and more details.  

Off-Campus Services' New Housing Search Database

The Department of Residential Services in conjunction with Off Campus Partners - has launched a new online housing search database in order to provide a more streamlined and user-friendly interface for the Penn community. The new database features a multitude of enhancements including detailed property listings with interactive maps, a roommate search module and a function to search for or post an apartment for sublet. Users also have the ability to connect with property managers directly through the website. With the new database, Penn community members can now conduct a more efficient off-campus housing search. To view the site, visit www.upenn.edu/offcampusservices/

Penn Bookstore Author Events

In March, The Penn Bookstore welcomes author and activist Sarah Erdreich for a discussion based on her new book, "Generation Roe: Inside the Future of the Pro-Choice Movement." The event is co-sponsored with the Penn Women's Center and will include involvement by Penn Nursing Students for Choice. To view other Penn Bookstore author events, visit here.  

Retail Happenings: Green Street Consignment Opens

Boutique consignment is a concept that has been trending in the market and now Penn's campus leads with this style trend with the new addition of Green Street consignment shop on the 3700 block of Spruce Street. The hope is that students and other community members will be both receptive buyers and sellers as they recycle, consign, and shop for their latest fashions. Visit Green Street for more on the store merchandise and consigning process.  

Creating Canopy: Free Trees for Penn Staff and Faculty

We are spreading roots for a greener city!  This spring, Penn is partnering with Philadelphia Parks and Recreation for the third annual Creating Canopy tree giveaway.   A limited number of free trees will be given away on a first-come, first-served basis to interested Penn staff and faculty who pre-register.  Penn and UPHS employees who live within the city limits will join with Parks and Rec to help 'TreePhilly'. Watch for more information on the Creating Canopy program and registration to be posted on the Green Campus Partnership website.    

Benefits Open Enrollment 2013-2014

Benefits Open Enrollment is right around the corner! This is your annual opportunity to make changes to your healthcare elections. The 2013-2014 Open Enrollment period will run from April 15-April 26. Complete details will be available shortly on the Human Resources website. 

PennCloud Rollout Scheduled for Spring

PennCloud, which is scheduled for rollout in the Spring, is the latest service ISC is offering the Penn community. This easy-to-use computing service will allow faculty and staff to provision virtual machines and buy storage as they would with an external cloud service. PennCloud will provide the option of using Penn's virtual server infrastructure from Penn's secure data center in order to address regulatory requirements by providing strong privacy and security assurances. PennCloud will also provide value-add services, such as patching, administration, security management, etc. in future phases. For more information, please contact Tiffany Hanulec at thanulec@isc.upenn.edu                            

PennCloud SIG Welcomes All Penn Members Interested In Cloud Computing  

PennCloud SIG (Special Interest Group)is an ISC-sponsored/ISC-led forum for campus IT professionals, support providers, and anyone with an interest in delivering or understanding cloud solutions. The SIG meets monthly to determine current cloud needs, future directions, and other potential uses of cloud services for the Penn IT community. PennCloud SIG facilitates the exchange of ideas, best practices, pitfalls, and advantages of a cloud-centric approach to IT services. It welcomes ideas and presentations from all members of the forum and provides a focal point for engagement and presentations by vendors and other cloud computing practitioners and leaders. Please click on  

http://www.upenn.edu/computing/group/cloud/ for more information.

2013 Models of Excellence Award Winners

Exciting and innovative work happens all the time at Penn-and the people who do it are an extraordinary bunch. That's why we're toasting the best of the best in announcing the 2013 Models of Excellence winners.  Click here to learn why they brought home top honors.

Penn Travel and Expense Management System

The Penn Travel & Expense Management (TEM) team has launched Concur Expense, the expense report submission module of the Concur Travel & Expense Management application, to all staff in the Divisions of Business Services (BSD) and Finance (DOF) participating as the first users. Their participation in the project will help the TEM team identify any unanticipated issues and assess training materials before introducing this system to the greater Penn Community.

Concur is a fully integrated online travel booking, expense reporting, and reimbursement application for the Penn community. The new system will offer a number of benefits to the University community including:

*       Streamlined electronic process for the submission, review, approval, and payment of expense reports

*       Shorter cycle times for reimbursement

*       Integration with Penn-sponsored credit card - reducing manual entry of expense data and enabling direct payment to the credit card company for approved expenses

*       The ability for designated individuals to book travel and prepare expense reports on behalf of others

*       Robust reporting and expense tracking

*       Applications available for mobile devices

*       Improved compliance with University policies - business rules are built into the system;

*       Ability to authorize students to use the system

*       Optimal spend aggregation and improved rate negotiations with University providers

Once the test cycle with BSD and DOF is complete, select Schools will begin using the system as a pilot, followed by full implementation across all Schools and Centers.

Sponsors of this project are the Divisions of Business Services, Finance, and Information Systems and Computing.

Divisional Highlights  

Business Services Division

• Business Services Biannual Report is now available online and showcases the Division's accomplishments, and highlights the breadth of work that has been done by all of our units. Visit  http://dev.flo-bot.com/upenn/ to view the report.

• Significant structure and safety upgrades were completed in the Walnut 32 Garage, including extensive lighting renewal with interior and exterior LED lights and enhanced lighting in stairwells. A new high level security access system using proximity technology has replaced the older card swipe access hardware. Concrete repairs were made to the structure in order to increase building longevity and safety, and to enhance its appearance. A major cleaning initiative was undertaken and painting will be done in warmer weather. And after two years of being closed, the west entrance off of Walnut Street was reopened in conjunction with the new access system. New "Pay and Display" kiosks were installed in the Hollenback and River Fields remote lots. Parking is available after 5 pm, and on weekends, for a $10 flat fee payable by credit card only.