Category Archives: Institutional News

HCM Updates: Testing, Training, and Demos

Human Resources, Institutional News, Midd Points

DEAR FACULTY AND STAFF,

As we approach our planned go-live date of March 15 for Oracle HCM, we have a few reminders and updates.

Banner for human resources is now “frozen,” which means you will not be able to make changes to HR information until after the transition to HCM is complete. We’ll continue to enter time in Banner during the freeze, and Banner Student will also be available during the freeze.

The areas that will be impacted during this freeze include changes to personal information, information on new hires, adjustments to pay, terminations/resignations, and updates for significant life events. Read more details and instructions on how to handle these processes during the freeze.

UPDATES

  • HR
    and ITS colleagues from Middlebury, Champlain, and St. Michael’s are
    all receiving training on how to use the new HCM software, and will
    continue to do so in the coming weeks. These are the people who will
    help you learn how to use HCM and answer your questions.
  • We
    continue to do readiness testing of HCM to ensure that it will work as
    well as possible, for as many people as possible, when it goes live.
    We’re grateful to the  colleagues from all three colleges who are
    working on this complex transition. As with any big change at enterprise
    scale, we know there will be some initial glitches and frustrations
    when we go live. We’re committed to minimizing these issues, and we
    appreciate your patience for disruptions as we focus on making the new
    system work for everyone. If, during our testing, we find that our HCM
    instance is not yet meeting our standards, we will let you know our
    revised go-live schedule.
  • Very
    soon, you’ll be receiving invitations to see a hands-on demonstration
    of HCM and to sign up for live training. Please take advantage of these
    opportunities to see and work with the new system!

Thank you for your ongoing commitment to this important transition at Middlebury!

With appreciation,

David Provost
Executive Vice President for Finance, and Treasurer

Karen Miller
Vice President for Human Resources, and Chief Risk Officer

Banner Freeze Details

Human Resources, Institutional News, Midd Points

DEAR COLLEAGUES,

Earlier this week, we announced our new human resources software, HCM. Today I want to give you a few more details about the freeze on the Human Resources areas of Banner that will take place from 12 a.m. February 26 to 12 a.m. March 16.

During this period, time entry will continue to be available in Banner Human Resources. Banner Student will also continue to be available during the freeze.

Please see the details below for services that will NOT be available in Banner Human Resources.

HOW WE’LL HANDLE PROCESSES DURING THE FREEZE

  • Personal information—You’ll
    be able to view your personal information in Banner Web, but you won’t
    be able to make changes during the freeze, including your address,
    direct
    deposit, or emergency contact information. Please hold your updates
    until after March 16.
  • New hires—Except for essential services, all new hires, including student hires, must be in the system
    before the freeze or not employed until on or after
    March 16. For new hires beginning on or after March 16, please wait
    until after the freeze period to submit information through People
    Admin.
  • Adjustments to pay—No
    adjustments to pay or changes to positions will be processed during the
    freeze period. All such activity should wait until March 16 or later.
  • Terminations/resignations—Please forward information (employee, employee ID, reasons for termination) to

    Cathy Vincent     or
    Laura Carotenuto    . Employees should review the Employee Resignation Checklist, which can be found at 

    http://www.middlebury.edu/offices/business/hr/supervisors/resignations    .
  • Significant life events—If,
    during this period, you have a significant life event (e.g., birth or
    adoption of a child, marriage, divorce) that affects your benefits,
    please
    contact
    Sarah Smalley     in benefits.

REMEMBER:

  • Until further notice, you will continue to enter your time into Banner Web.
  • Banner Student will also remain active.

Watch your email and the HCM website for the latest updates, and thanks for your efforts to make this transition go as smoothly as possible.

Karen Miller
Vice President for Human Resources and Chief Risk Officer

New Human Resources Software Goes Live March 15

Human Resources, Institutional News, Midd Points

DEAR STAFF, FACULTY, AND STUDENTS:

You may have heard the term “HCM” in conversations at Middlebury. Oracle HCM (Human Capital Management) is our new human resources software and it’s the next big step as we modernize our business processes. If you’re a Middlebury employee, HCM will play a big role in your life over the coming months and years.

For starters, HCM is how we’ll all get paid, which is a good reason to dedicate some time to learning this new system! But as important as that is, HCM offers many other features that will unify our processes, such as managing your benefits, requesting time off, and tax information.

HCM is our third major software upgrade in this process. Last year we launched Blackbaud for fundraising and Oracle Finance for payment and reimbursement as part of what we call “Project Ensemble”—a collaborative effort among the colleges of the Green Mountain Higher Education Consortium (GMHEC). The three member schools—Middlebury, Champlain College, and St. Michael’s College—have been operating older software systems that simply needed to be replaced.

Watch a message from David Provost, executive vice president for finance and administration, and treasurer.

By working together, the three institutions have achieved significant savings over the costs of going it alone. Last year, for example, Middlebury saved and avoided more than $4 million in costs thanks to our work with the consortium. Those savings help bolster Middlebury’s financial health and allow us to invest more in our future.

If this seems like a lot of change in a short time period, it is! We’re grateful for your continued dedication to learning new processes that will improve our work at Middlebury—even when those processes present unexpected frustrations. We know the Oracle Finance rollout has been challenging for some of you, and that it still has kinks that need to be ironed out. With cautious optimism, I can report that the number of help tickets for Oracle Finance has dropped significantly in recent months and that we’ll continue to address any remaining issues.

WHAT’S OUR TIMELINE?

The first time you’ll work with HCM will be in mid-March when we run our first payroll through the new system. For that first payroll, we’ll run a “dual entry” in both Banner and HCM. Here are some important dates to keep in mind as we approach the go-live date:

  • Feb. 26: Banner “Freeze” — Banner for HR will no longer be available to make changes. Managers, please keep this in mind and complete tasks early or hold off until after the transition is complete.
  • March 3: User training begins. We’ll have many opportunities for every employee to receive training on the new software.
  • March 15: We GO LIVE with HCM.
  • March 16: First pay periods using HCM
    MIIS pay period is 3/16–3/29
    MIDD pay period is 3/23–4/5

The functionality for HCM on March 15 will include: Time entry and approval, absence requests and approvals, employee self-service (updating your personal information and emergency contacts), and manager self-service (approvals of timecards and absences).

Later this year, we’ll announce additional HCM functionality as we continue to build out the system.

WHAT CAN YOU DO TO GET READY?

The best thing you can do right now is to add those key dates above to your calendar and keep an eye out for HCM updates you’ll receive through email. If you’re a manager, please think about how the Banner freeze (for HR functions only) might impact your work and plan accordingly. Later in February, we’ll send you information about training sessions. Be sure to sign up!

Research tells us that any organization going through such complex change experiences an initial drop-off in productivity, but then typically bounces back to its previous level or better. We know there will be some challenges—that’s normal in a large-scale rollout. We’re working hard to ensure that the drop-off is as short-lived as possible.

THANK YOU.

Last, we would like to take a moment to thank the many people in Middlebury and at the GMHEC headquarters in Shelburne who are working hard to make this implementation go as smoothly as possible. We would also like to thank the members of our Change Facilitators Network, a group of about 60 colleagues on our Vermont and Monterey campuses who have committed their time to help coworkers navigate these changes.

Sincerely, and with our appreciation,

David Provost
Executive Vice President for Finance and Treasurer

Karen Miller
Vice President for Human Resources and Chief Risk Officer

Laura Burian Looks Back on 25 Years at the Middlebury Institute

Institutional News

Laura Burian, Dean of the Graduate School of Translation, Interpretation, and Language Education recently passed her 25-year mark of employment at the Middlebury Institute of International Studies.  Laura is also Professor of Chinese/English translation and interpretation and has received several prestigious teaching awards, including the Eliason Teacher of Excellence Award and the Outstanding Teacher of the Year Award.  Laura is an experienced diplomatic interpreter who has interpreted for high level officials including former First Lady Michelle Obama.

What did you do prior to coming to work at
the Middlebury Institute and where were you located?

I was living in Beijing, first
working as a legal assistant and in-house translator and interpreter for a big
NY-based law firm, and later freelancing for clients ranging from the US government
(mostly from the embassy and visiting delegations and dignitaries from DC), to news
organizations (like CNN, the WSJ, BBC), to clients in the television and
entertainment industry (including National Geographic, the Discovery Channel,
and Sony pictures) and in the private sector (including Chinese corporations doing
IPO roadshows around the world). The work was really varied and very exciting.

What job titles have you held while
working at the Middlebury Institute?

While I was a student at
MIIS in the mid-90s, I was an assistant in the Office of Student Affairs, an
instructor of public speaking, and activities coordinator and tutor in the SILP
Chinese program. After graduation, I taught as an adjunct in Chinese
translation and interpretation for a little while, but moved to China to gain
more work experience before returning to teach full time. Since returning, I’ve
been a Visiting / Assistant/ Associate/ Full Professor of translation &
interpretation, Faculty Senate President (twice), and now Dean of GSTILE. I’ve
enjoyed wearing many hats on this campus, because each new role has taught me
something new and allowed me to get to know more people in this vibrant
community and learn more about the work we do.

Take us back to your first year as an
employee at MIIS. What were the most significant things happening in your life
outside of work then?

When I came back to the Institute as full-time
faculty, I had just gotten married and was trying to adjust to life in this beautiful,
quiet, small American town after the fast-paced and exciting whirlwind of life
in a major Asian city. It was not the easiest transition, but MIIS is a great
landing place –  I found the campus
community so familiar, welcoming, and vibrant, and also enjoyed exploring and
deepening connections with the wider Monterey community.

What are the most significant things
happening in your life outside of work now (that you’d like to share)?

My family is of course the
most significant focus my life outside of work. My husband and I have two
teenagers, who are amazing and distinctly different individuals. Through them, I’ve
learned that the parenting journey is so different from child to child and from
moment to moment, so the best thing you can do is stay open to change and
available for co-navigation of the ups and downs life brings.

Outside of family life, something
I dedicate a lot of my time, energy, and passion to is music – I’ve always
enjoyed playing the violin, and I’ve been lucky enough to enjoy continuing to
grow musically by playing everything from classical to Celtic to rock in a
number of groups with some wonderful musicians in Monterey. Beyond this, my freelance
work as a translator and interpreter still excites and sustains me. I’m deeply
gratified by how much I’ve been able to grow and deepen family, community,
musical, and professional roots during my tenure here.

Have your interests/hobbies/athletic
endeavors changed over the past 25 years? Have any of these been influenced by
your work at MIIS or due to your association with others who work here?

My freelance work as a
translator, interpreter, and musician is really my favorite hobby. MIIS grads
and faculty coincide with me in much of that work – most of the international
summits that I’ve interpreted for are staffed by MIIS grads, and colleagues
such as Mike Gillen and I often find ourselves playing the same musical gigs,
though there’s no way I can compete with his bagpipes!

I suppose one area of change
over the last 25 years is athletic – living in a place with year-round mild
weather has helped me transition toward becoming a more ambitious hiker,
walker, and jogger, soaking up the beauty of the central coast while taking
part in events like the Big Sur Marathon (shorter distances within the race –
not the full course yet!) and Half Marathon. I’m not competitive at all, but
just enjoy the buzz of race day, and find it motivates me to keep moving
between races.

What is your fondest memory or experience
that you’ve had while working at MIIS?

Hard to say. In terms of one-off experiences, giving two
TEDx speeches – one with my colleague Barry Olsen, and the other with Jacolyn
Harmer and Gabriel Guillen, both with fabulous student interpreters – was great
fun, interpreting for Michelle Obama and her family on a 5-day State Visit to
China was a huge honor, watching my students interpret for UN Secretary General
Ban Ki-moon in the Irvine auditorium brought me great pride, hosting the
Monterey Forum international conference of T&I practitioners and educators last
year was a delight, and serving as Chief Interpreter for a clean energy summit
in which all 5 interpretation booths were staffed entirely by MIIS faculty and
alumni was inspiring. On a more day-to-day basis, watching my students grow both
personally and professionally is a huge source of energy and inspiration.

Many people change jobs/careers multiple
times in their working life. Something must have kept you here for 25 years. Is
it anything that you can put into words?

It’s definitely the community and the mission of the
school that keeps me here. I deeply admire my colleagues and students alike,
and truly aspire to uphold the mission in my day-to-day work. Some days we do
better than others, but in the end, I do think we make the world a better
place.

What are your plans for the next 25 years?

Continue to learn and grow every day. And, as much as
possible, have fun while doing it.

Do you have a favorite place on campus?

The Holland Courtyard, under the canopy of the oak
tree, looking up at the flags on the 2nd floor balcony of the Morse
Buildings. Ever since 25+ years ago, when I spent so much time there as a
student, I’ve enjoyed that uniquely “MIIS” spot – you’ll find people from all
over the world in that courtyard soaking in this “third culture” that binds us
together.

Is there any person on campus (or retiree,
former employer) that mentored you, or you feel helped you grow into your job,
grow to enjoy your work and your time at the Institute?

So many wonderful colleagues have influenced and
helped me, it’s hard to narrow it down. However, if I have to choose, I would
say that I am particularly grateful to Diane deTerra, Lynette Shi, Chuanyun
Bao, Jacolyn Harmer, and Angie Quesenberry – they all have given me exceptional
guidance and support. Jacolyn in particular, as my teaching partner for the
Practicum in Interpretation for over 15 years, has really helped shape me into
who I am as a teacher: She taught me how to share stories of both successes and
failures, how to humanize this tricky endeavor, and how to guide the students with
humility on a path toward becoming a reflective practitioner and an autonomous
life-long learner.

If you could give one piece of advice to a
new employee at MIIS, what would it be?

I’d emphasize two things:

  • While you should be passionate about and
    fully dedicated to your work at MIIS, it’s important to be engaged in an active
    life outside of MIIS so that you don’t put all of the pressure on your
    workplace to keep you happy and engaged. For me, engagement with the music
    community, active participation in my kids’ schools and activities, and lots of
    weekend hiking has been a wonderful complement to engagement on campus.
  • Take the time to get to know your
    colleagues as whole human beings, not just people to talk shop with. You’ll
    find that they are pretty amazing.

Is there anything else that you would like
to share about your time at MIIS?

I’m really grateful to have a job and a workplace that
allows me to come into contact with so many inspirational ideas and people who
strive to have such a positive impact in the wider world. I look forward to
many more years of the same.

Oracle Finance News

Institutional News, Midd Points

Workflow Changes in Oracle

On Monday, September 16, we
simplified the workflow for expense/invoice approvals by supervisors. 
Now, a supervisor* will only need to approve an expense or invoice if the
employee submitting it is also the Department Manager* or Designation Manager. 

This represents a change from the
past workflow in two ways.  First, when an employee previously submitted
an expense to a department other than their home department, the expense would
go to their supervisor for approval as well as the Department Manager.  In
the new workflow, the supervisor’s approval is no longer needed.  Second,
when an employee previously submitted an expense or invoice and they were also
the Designation Manager (i.e. the one responsible for approving the expense) the
expense/invoice was routed to Finance for approval.  In the new workflow,
if this scenario arises, the expense/invoice is sent to the supervisor of the
Designation Manager/employee. 

Now, because of these changes, an
invoice/expense will always go to the Department or Designation Manager for
approval unless the employee submitting the expense/invoice is also the
Department or Designation Manager.  In that case, it will go to the supervisor
for approval.

*
Supervisors are also sometimes referred to as “Line Managers.” Department
Managers are also sometimes referred to as “Cost Center Managers.”

Punch-Out

On Monday, September 16, we turned
off “punch-out” for WB Mason and B&H to simplify the process of purchasing
items from these vendors.  We still recommend that you use WB Mason and
B&H in the following ways to receive discounted pricing and sales tax
exemption:

  • For WB Mason, purchase
    items directly from the corporate website
    to receive the discount and sales tax-exemption.  You will need to
    utilize your p-card when doing so or work with your coordinator to make
    the purchase if you do not have one.  If you need an account, please
    contact our W.B. Mason account representative, Sherry White, at sherry.white@wbmason.com.
    Please let her know whether you work in Vermont or in California to ensure
    you get set up with the correct account, i.e., non-taxable (Vermont and
    other states) or taxable (California). You can find more information on
    the go.middlebury.edu/purchasing
    webpage.
  • For B&H, you can
    also purchase items directly from the corporate
    website    .  Again, you
    will need to utilize your p-card or work with your coordinator to purchase
    the items.  Note that for purchases over $10,000 they provide
    an additional 10% discount above and beyond the prices on the website. For
    that discount, call B&H at
    (800) 947-8003 extension 7741.  If you don’t have a login yet, click
    on “Not Registered Yet” and use your @middlebury.edu email
    address.  More instructions about B&H can be found here.

We have not yet set a date for
turning off “punch-out” for Amazon but we expect that this too will be
eliminated in the upcoming weeks. 

Accounts Payable Trainings

We have scheduled a series of
trainings in the Fall for new employees or for those that want a refresher on
the new Accounts Payable processes.  These trainings will provide
instruction on Accounts
Payable-related tasks like how to process expense reimbursements or p-card
charges in Oracle, how to register suppliers, submit invoices for payment and
approvals.  The dates are:

             
Thursday, September
19             
3:00-4:30 ET

             
Thursday, September
26             
3:00-4:30 ET

             
Thursday, October
10                  
3:00-4:30 ET

             
Thursday, October
24                  
3:00-4:30 ET

             
Thursday, November
14              
3:00-4:30 ET

             
Thursday, December
12              
3:00-4:30 ET

To sign-up, please go to our Middlebury
Project Ensemble Finance Resources page.             

Oracle Drop-in Sessions

We will continue to have drop-in
sessions for those that want assistance with particular issues in Oracle. 
These trainings will be:

Thursday, September 12
            
3:00-4:30 ET

Thursday, October 3
                   
3:00-4:30 ET

Thursday, October 17
                 
3:00-4:30 ET

Thursday, October 31
                 
3:00-4:30 ET

Thursday, November 7
               
3:00-4:30 ET

Thursday, November 21
             
3:00-4:30 ET

Thursday, December 5
               
3:00-4:30 ET

Thursday, December 19
             
3:00-4:30 ET

You do not need to sign up for
these.

Budget to Actual Reporting

On September 7, Finance rolled out budget-to-actual
reporting through PBCS and Oracle.  The roll-out has purposefully been
staged and we will be expanding capabilities over the course of the fall and
spring semesters.  Currently, each department has one or two individuals
who can view transaction-level details and a larger group of individuals who
receive automated summary-level budget to actual reports via email for their
departments.  Over the course of the fall and spring semesters, we will be
rolling out more reporting functionality to enable this group of individuals to
see other relevant financial information. 

Finance Questions

If you have questions about any of the above, please reach
out to the Change Facilitators in your areas.  The names of these
individuals can be found in the Google Drive link here.

25 Years at the Middlebury Institute with Moyara Ruehsen

Institutional News, Midd Points, MIIS News & Events

Moyara Ruehsen, Associate Professor at the Middlebury Institute of International Studies, recently passed her 25-year mark of employment.  She overseers the Institute’s Financial Crimes Management program and is a well-respected expert in money laundering, terrorism and proliferation financing, and cyber-related financial crimes. Moyara took a few minutes from her busy schedule to share her thoughts of “Life at the Institute” over the past two and a half decades.

What did you do prior to coming to work at the Middlebury Institute and where were you located?

I was a post-doc at UC-Berkeley and an Adjunct Professor at MIIS.

What job titles have you held while working at the Middlebury Institute?

Assistant and Associate Professor

Take us back to your first year as an employee at MIIS. What were the most significant things happening in your life outside of work then?

Juggling a new baby, a new job, and new course preps!  Those were crazy times.  I have to give a lot of credit to Steve Baker for having enough confidence in me to hire this visibly pregnant woman with a May due date, who looked younger than her 30 years. I assured him that I would be ready to hit the ground running in August 1994, following in the footsteps of my mother, who famously took only one month off from her medical career to have both of her kids.  I was true to my word.  I never took any maternity leave the entire time I was at MIIS, timing both of my pregnancies to deliver in May so I would be ready to teach again by the end of August.

What are the most significant things happening in your life outside of work now (that you’d like to share)?

That “new baby” is now 25 and his younger sister is 22.  They are both successfully “launched” in their lives and careers, so this mama is a happy empty nester living her best life.

Have your interests/hobbies/athletic endeavors changed over the past 25 years? Have any of these been influenced by your work at MIIS or due to your association with others who work here?

Toastmasters was a hobby I picked up in 2009 with the idea that I might want to venture into politics someday.  Sitting through one too many City Council meetings and County Supervisor meetings quickly killed that inspiration, but the dedication to Toastmasters continued.  I have been able to bring those interests and skills into my classroom, encouraging students to pursue and deliver multimedia projects like narrated videos, podcasts, and pecha kucha-style summary presentations.

What is your fondest memory or experience that you’ve had while working at MIIS?

That’s easy.  The MIIS Follies.  I’ve probably contributed in some capacity (as an actor, dancer, MC, video director, sketch director, or script writer) to between 10 to 15 productions over the years.  I have tended to work behind the scenes in recent years, but it’s a labor of love that never gets old.

Many people change jobs/careers multiple times in their working life. Something must have kept you here for 25 years. Is it anything that you can put into words?

The students.  MIIS draws students who have the maturity and global perspective that’s often missing in an undergraduate institution, and they have such noble motivations.  I also appreciate that we are a professional school, first and foremost.  We are in the business of helping students launch into exciting careers where they are making a real, positive difference in the world.  I live vicariously through them and their exciting professional accomplishments.

What are your plans for the next 25 years? 

Getting a new online M.S. in Financial Crime Management launched.  But I’d like to think that it won’t take that long.

Do you have a favorite place on campus?

My cozy office.  But being in the classroom with my students is a close second.

Is there any person on campus (or retiree, former employer) that mentored you, or you feel helped you grow into your job, grow to enjoy your work and your time at the Institute?

Steve Baker and Amy Sands were excellent bosses and mentors, who helped encourage me and guide me whenever challenges arose.

If you could give one piece of advice to a new employee at MIIS, what would it be?

Volunteer to perform at the Follies!  If we can’t occasionally take time out to laugh together and at ourselves, then we’re doomed.

Anything else to add?

Thirty years ago I had the opportunity to sit down and talk
for nearly an hour with the late Senator J. William Fulbright.  As I got up to leave he asked, “So are you
going to go out there and make a difference?” I promised him that I would try.
I would like to think that training the next generation of public policy
professionals and financial crime management professionals is one way of doing
that.

Enterprise Risk Management (ERM) at Middlebury. What’s ERM?

Institutional News, Midd Points

Enterprise Risk Management (ERM) at Middlebury. What’s ERM?

Did you know that our Enterprise Risk Management team helps to identify and mitigate risks across the institution? Led by Karen Miller, our chief risk officer, the ERM team works to escalate the mitigation of risks that could have an impact to the institution (think financial sustainability) and also works with departments to help identify and mitigate departmental risks. 

Visit the ERM office website, FAQs or contact Amy Dale, Outreach Specialist, to learn more!

2019 Friends of the Art Museum Award Nominations!

For Faculty, For Staff, Institutional News, Midd News & Events, Midd Points

The Friends of the Middlebury College Museum of Art invite you to nominate a current Middlebury College Student whose contribution to the visual arts in the community merits distinction. The Friends have made an annual award to a college student for approximately two decades. Recipients have included sculptors, filmmakers, painters, critics for The Campus, Museum volunteers, and founders of the M Gallery. Anyone [barring a relative of the nominee] can make a nomination. The award will be presented on Sunday, May 5, at Kirk House, at the Friends’ Annual Meeting and Awards Dinner. The nominator and winner will be guests of the Museum.

Nominations are due Wednesday, April 3, 2019

For information and nomination forms, go to: museum.middlebury.edu/news/awards or call Mikki Lane: (802) 443-2309

A Reminder: Martin Luther King, Jr. Day is an Official Middlebury Holiday!

Human Resources, Institutional News

Martin Luther King, Jr. (MLK) Day has been recognized as an official Middlebury holiday, beginning in 2019. This means that all US-based operations will be closed (except for essential services) on MLK Day, in the same manner as operations are closed for the Thanksgiving and Year-End Holiday Breaks, and that benefits-eligible staff employees will be paid “holiday time” for the day.

Please refer to this article for more information on Holiday Pay.

-Human Resources