A Decade of Innovation: Reflections on the IPPS Journey   and Embracing Future Integrations

Message From Heather Vinograd

Executive Director, IPPS

This year, as we celebrate ten years of Integrated Procure-to-Pay Solutions (IPPS), I look back on how far we’ve come as an organization and an institution. The purpose of integrating Procurement, Disbursements, Travel, and Logistics under common leadership was to better serve you, our mutual clients. These individual teams serve the same clients around campus as part of a standard process – we needed to get to know

each other, enhance our collective understanding of the connected process, better anticipate downstream effects, and improve our communication. We integrated under a united brand, set up a singular client relationship management tool, and collaborated on improving the procure-to-deliver-to-pay process. For those of you who have been through this journey with us, I hope you’ve seen positive changes as part of us coming together.

ESR (Enterprise System Renewal) represented an opportunity for new systems and processes. We navigated the growing pains of multiple system implementations along with you and continue to innovate. It’s often not pretty, and we can’t always deliver, but I assure you that your direct feedback has informed many, if not all, of the improvements we’ve made over the past four years. We continue to welcome your feedback and truly appreciate when we collaborate on a solution. We’re leaning into the AI revolution to reduce transactional work, reduce turnaround time, and find ways to get business done faster. We have consistently had the vision of being a different type of organization, unlike any other supply chain organization in higher education. We prefer to measure ourselves against industry benchmarks rather than higher education benchmarks since many educational institutions seem to lag in this space. Freeing up capacity from transactional work to strategic, value-added services is where we continue to focus.

As we approach the mid-way point of our tenth year, we are welcoming another organizational change. This time, IPPS will join forces with Housing Dining Hospitality (HDH), the Bookstore, Imprints, and the Early Childhood Education Center to form a new organization called Residential, Retail, and Supply Chain Services (RRSS). We are extremely excited about the opportunity to work more closely with our colleagues as part of RRSS. 

There are so many outlooks on change. Some think change is good; we know change can be challenging, and we also know that change is one of the only things you can really count on. The best advice I’ve received on change is, “Think about what happens if you don’t change.” As much as security and comfort appeal to me, I know that’s not why we’re here supporting all of you. It’s our job to change, and I’m so excited to see what the next ten years bring. 

 Travel 

Summer Travel  

Tips and Tricks 

As the summer months get underway, navigating varying aspects of travel can be challenging. Following these tips can help ease some of the frustrations for both business and leisure travel: 

• Plan and book ahead as much as possible: Airfare prices continue to increase and availability to decently priced hotel rooms continues to go down. Travelers are at risk of being priced out of reasonable rates if they wait too long to confirm trips. 

   

• Book the first flight of the day out to your destination: Delays compound throughout the day - if possible, book the nonstop flights (which potentially reduce CO2 emissions as well). 

   

• Stick with the same airline all the way to your destination: Airlines can only commit to their own schedules, and if one cancels, it is not the responsibility of the other to adjust your connecting flight. 

   

• Use the free TripIt Pro app: This powerful itinerary management app is free to UC San Diego users when downloaded from the Concur App Center (found on your Concur home page). The app provides live flight status data, airport maps, check-in reminders, and much more.  

   

• Sign up for mileage and loyalty programs: Be sure those program numbers are in your Concur profile. While UC’s contracts offer various benefits such as priority boarding, access to free preferred seats, and the potential for premium class upgrades at the airport (based on availability), loyalty programs can elevate some of these benefits, including possibly providing free checked bags, all of which may present travelers a significant cost savings. These loyalty programs could result in differing experiences between members and regular travelers, especially with car rentals where drivers may be able to skip excessively long lines at the airport counter and drive directly off the lot. 

   

• Carefully note airline schedule changes: Do not act on them immediately unless your flight is within a couple of days of the change (our webinar recording found in the travel portal on schedule changes dives into why you should allow yourself time to research your options from full cancellations to destination changes to airline switches). 

   

• Understand your rights and options: In the event of major cancellations or excessive delays, it's important to know what options are available to you. 

SAP Concur for Mobile App

Keep Track of Expenses and Stay Productive Anytime from Anywhere

Travelers, approvers, and delegates visit the SAP Concur for Mobile App on Blink for detailed guidance on how to use the app to manage receipts and approve expenses!

 Campus Partnership Program

UC San Diego | University Credit Union

Empowering the Triton Community Through Financial Education 

The Campus Partnership Program is excited to announce the ongoing success of UC San Diego's partnership with the University Credit Union (UCU), which enriches the financial well-being and educational opportunities available to the Triton community. The ongoing collaboration creates valuable opportunities for career exploration, skill development, and financial literacy.

Two UCU interns, Ilker Loza-Hernandez and Milan Le, exemplify the success of this partnership. Both interns earned their certifications as Financial Counselors during their time in UCU's comprehensive program. This achievement not only enhances their resumes but also equips them with the knowledge and expertise to guide fellow Tritons on their financial journey.

"Giving my fellow students financial counseling as a part of my job [has made] my internship very rewarding," says Loza-Hernandez, a second-year transfer student majoring in Business Economics with an emphasis on finance and banking. "I look forward to continue working with UCU in their Westwood branch."

Loza-Hernandez highlights the practical experience gained beyond a traditional office setting. The internship also incorporated participation in employee events, sports games, and alumni gatherings, allowing the opportunity to engage with member-owners in different settings. This diverse experience has provided Loza-Hernandez with valuable insights into member-owner needs and preferences.

Le, a first-time intern in the banking world and a sociology major, echoes these sentiments. "My time at University Credit Union served as a fascinating learning experience," Le shares. "Becoming a Certified Credit Union Financial Counselor allowed me to confidently offer financial advice to members."

Le acknowledges the lack of financial education in traditional curriculum. Witnessing this firsthand at the on-campus banking hub emphasized the importance of financial literacy for students entering adulthood. "Students are often left to navigate personal finances, loans, or credit with no information. This can lead to debt accumulation. [Students should] take advantage of resources specifically available to the university community.”

The Campus Partnership Program Team would like to thank everyone who has elected to join the University Credit Union community. Growing UCU membership strengthens the partnership and ensures that future Tritons will benefit from the financial empowerment and community support we enjoy today. Not a member? Visit the University Credit Union for UC San Diego website and click the ‘Join Now’ button, or stop by the UCU Banking Hub at Price Center to schedule an appointment with a team member to learn more. 

Amazon Hub

Order Pickup Location on Campus 

Fun fact - UC San Diego is the only higher education institution in the region with an Amazon pickup point! Located in the Theatre District Living and Learning Neighborhood (campus map), this fully staffed pickup point offers all Tritons and campus-adjacent residents a convenient and secure location to pick up and return Amazon orders. The Hub has extended business hours, an on-site unboxing station to recycle packing materials, and self-service kiosks to print return labels. Shipping your orders to the Amazon Hub for pickup supports our carbon-neutral last-mile initiative (L2.0) by reducing the number of vehicles on campus. 'Ship' your support - select 9165 Scholars Drive South as your shipping location and start using the Amazon Hub today! 

 Small Business & Sustainability

San Diego Small Business Administration Award

Empowering Excellence

BKM OfficeWorks has been honored with the prestigious Jill Andrews Award for "Staying Power" named after a distinguished local businesswoman, and this award celebrates businesses that demonstrate remarkable resilience and dedication. The UC San Diego Small Business Development Office nominated BKM OfficeWorks, recognizing its exceptional ability to navigate challenges and maintain superior customer service.

During the unprecedented challenges posed by the pandemic, including supply chain disruptions, labor shortages, and fluctuating fuel costs, BKM OfficeWorks remained steadfast. Their unwavering commitment to customer satisfaction shone through as they implemented innovative strategies to ensure timely project installations and deliveries. This approach underscored their resilience and adaptability, prioritizing client interactions and exceeding expectations.

"We are incredibly grateful for the partnership with BKM OfficeWorks. Their dedication to supporting our education and research endeavors is commendable," said Anthony Singleton, Chief Small Business Officer of UC San Diego.

See What's 'New' at Surplus 

Reduce. Reuse. Recycle.

APPLE iMac 21.5 

For the upcoming academic year, get your new computer to start fresh! Whether you’re editing videos, designing graphics, or simply browsing the web, the iMac 21.5-inch offers the reliability and quality you expect from Apple.

Bamboo Wireless Phone Charger

Make your life a little easier with this bamboo wireless charging pad and desk organizer. It offers the perfect spot to charge devices and organize tech supplies while offering a natural look for the home or office.

Visit surplus.ucsd.edu to browse all categories and shop online.

New walk-in hours five days a week starting July 1st. Stay tuned!

 Recognitions

Concur 2.0 

Successful Launch 

Kudos to the project team responsible for the successful launch of Concur 2.0!

The much-awaited upgrade was two years in the making and included extensive analysis of data and feedback collected from Tritons who have traveled or entertained on behalf of UC San Diego since the initial Concur release. Your valuable input informed the project's strategic goals of improving client experience and creating process efficiencies. It helped guide the team to build a more intuitive workflow with less data entry and more data transparency. 

Since Concur 2.0’s launch on April 8th, 2024, 5,000 requests and 12,000 expense reports have been created, benefiting from the streamlined processes introduced by the project. Thanks to your support and collaboration, this change will improve travel and expense reconciliation moving forward.

Projected Annual Impact

• Reduce over 520,000 clicks across all Concur processes per year, saving 724 hours
• Eliminate approximately 77,000 annual account code mismatches, saving an estimated 6,000 hours in clean-up
• Prevent approximately 1,000 chart string validation errors per year, saving 16,000 clicks and 50 hours

"Concur 2.0 demonstrates our commitment to providing tailored solutions that meet the evolving needs of UC San Diego. We look forward to our continued collaboration with campus clients in rolling out future enhancements." - Heather Vinograd, Executive Director, IPPS.

"A big 'Thank You!' to the project team and all the volunteers from the Triton community who contributed to the success of this launch." - Nikki Giaquinta, Director, IPPS Technology Program Management.

Visit Concur Updates on Blink to learn more about Concur 2.0 and track the team's progress on future enhancements. 

 IPPSter Spotlight

Amanda Ochoa

By Carol Chen

In this edition of the IPPS Quarterly, we’d like to introduce you to Amanda Ochoa, a Client Experience Analyst within our Client Experience Management (CXM) Team! 

After graduating from UC San Diego, Amanda worked at a nearby employee recognition startup, focusing on travel and event planning for customers of all backgrounds. She led a team of 20-40 specialists and helped establish the customer relationship management (CRM) system there. Within this role, Amanda realized that supporting people to success was one of her passions. When UC San Diego posted the opening for her current role, she was excited to be able to work for her alma mater in something she was exceptionally passionate about. 

As a Client Experience Analyst, Amanda helps oversee the Solutions team within CXM, processing and analyzing the massive volume of data that comes through in the form of inquiries or tickets about the many IPPS systems and processes. She serves as both a support staff and data analyst, answering questions about travel, procurement, and payables while also crunching numbers and analyzing data patterns. She uses this data to troubleshoot similar problems, update existing curriculum and training, and present solutions to other teams to tackle the root causes of inquiries. Amanda’s favorite part of the job is reaching those lightbulb moments of finding out which problem is causing widespread service issues– it reminds her always to consider the bigger picture and not tunnel vision on the nitty gritty details of individual questions. 

Outside of work, Amanda loves to travel with her partner. One of her most memorable adventures was touring the Bay Area, coastal and central Oregon, Yosemite, and Reno - in one extensive road trip! As a California native, the incredible variety of landscapes and the diversity of culture, even just over a state border, never fails to amaze her, and the views are sights that she will never forget. Her appreciation of nature is also reflected at home. Amanda enjoys caring for her many pets: a charming three-legged dog named Ginger, a black cat named Joji (yes, after the singer), two leopard geckos, and 20-30 assorted fish, shrimp, and loaches. However, she considers herself a serial hobbyist. Along with traveling, Amanda also enjoys dancing, boxing, and surfing, the latter of which she considers one of her greatest passions. If you ever find yourself on a Zoom call with Amanda, you might notice the plethora of surfboards in her background – alongside her partner, she has collected over 20!

 Training & Opportunities

Camp BFS - Save the Date!

August 5th - 9th 

Join Business and Financial Services (BFS) and IPPS this summer for a week of 'IN-TENTS' virtual instructor-led training at Camp BFS. We have over thirty UC Learning credited classes to choose from. Be sure to RSVP for the in-person Campfire Event hosted by University Credit Union - UC San Diego's official financial institution partner. Detailed course descriptions and registration links coming soon!