Let's Get Cooking!
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Ever been stuck trying to figure out what’s for dinner on a work night? Need a fresh culinary idea for an upcoming get together? Us too! This quarter, we’re compiling recipes from across IU Finance to create our first division cookbook.
Use the link below to submit up to three of your favorite dishes. They can be tied to a favorite holiday, a nostalgic family meal, or just be something you think is especially delicious! Bonus points if you have a picture to include 😉
Submit a recipe
Submissions are due by Thursday, October 1. This fall, The Socket staff will sort, organize, and combine the recipes into a digital cookbook. Look for its release toward the end of the calendar year.
Feature Story: Lean-ing into Process Improvement
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Lean training and visiting a Toyota plant might not seem related at first. That’s what the Accounts Payable (AP) and Supplier Data Management (SDM) teams thought before their visit to the Toyota plant as part of their ongoing continuous improvement training. However, they were pleasantly surprised to see Lean principles in action at a facility that showcases new ways to enhance employee and customer experiences. The tour highlighted two key aspects of Lean: waste reduction and creating value for the customer.
Seeing the Toyota production line in action was impressive, especially how Toyota minimizes waste. For example, any staff member can stop the production line if they notice an issue by pulling an andon cord. The andon cord stops the line completely, and the team takes a break while the problem is fixed. This isn't seen as wasted time, but as an opportunity to ensure a qualtiy product.
Like Toyota, AP has reduced waste by applying Lean principles to our work. We encourage suppliers to utilize the PO Flip function in BUY.IU to submit invoices electronically or email their invoices to invoice@iu.edu. These practices help reduce paper waste and support the university's Sustainability Mission!
Another Lean tool the team saw at Toyota was the use of Standard Operating Procedures (SOPs) to ensure quality. Toyota has written and visual procedures for everything. This ensures that processes will be executed consistently by everyone. Seeing the use of SOPs for everything from how to put on safety gear to how to drive through the plant reinforced the value of SOPs for AP and SDM. The team has SOPs for all procedures and relies on them daily. For example, AP and SDM have service level agreements (SLAs) for responding to support requests. SOPs and guides provide detailed information about the most frequently asked questions to ensure questions are answered as accurately and quickly as possible. A Balanced Scorecard is then used to measure how well the team is meeting quality goals.
If you are wondering how you can learn more about Lean training, have no fear as Lean training is offered at IU in the fall and spring. The training is 4 sessions every other week that are 1.5 to 2 hours long. It teaches the basics of Lean and how to apply Lean tools and methodologies to your work to identify areas where your processes could be improved. Using Lean tools, like value stream maps, encourages you to look at your processes objectively to identify areas for improvement or those that are working efficiently. The best part of our training here at IU? It’s free! So please sign up and take advantage of the skill set IU is offering you. The next start date is September 18. Make sure you snag your spot by visiting the events calendar.
Witnessing Lean principles in action on the Toyota plant floor and seeing quality control features, like the andon cord, was super cool. It was also a full circle moment knowing that AP and SDM utilize Lean concepts and methods on a daily basis by doing things like mapping out processes, using SOPs, measuring outcomes, etc.
From the Desk: New Semester, New Opportunities
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Greetings,
What an exciting time for IU as we head into the start of this academic year and welcome more than 23,000 incoming students to our campuses, and the nearly 90,000 students overall studying at IU! The energy and excitement are all around, and great things are happening both for our students, and for our faculty and staff.
I want to thank those of you that made it to our summer picnic event last month. I hope you enjoyed the time with your fellow co-workers and were able to relax just a little before getting back into the important work you do to support IU. Again, a big thanks to Karen Easter for her support in getting that together! We will be working to identify other opportunities we can gather together, both in person and virtually, to update you on events going on in IU Finance and to take time to visit and connect with our team.
There has been considerable transition in the last year within our team, and I want to thank you for your patience in not only supporting IU Finance through those transitions, but also thank those of you who stepped up to keep IU Finance going strong and moving forward. As I noted during the picnic, I am excited to announce Megan Ornellas as our new AVP for Budget and Planning. In addition, my goal over the next several months is to identify individuals to fill positions that are currently interim, so IU Finance has a full team ready to tackle the important work that supports our financial operations and build on IU's strong financial health. Be on the lookout for future announcements about the team, and we will work to keep you informed about those changes as they occur.
As some of you may know, the Public Safety team overseen by AVP Benjamin Hunter will be transitioning to the purview of VP Todd Richardson. My office and VP Richardson, along with AVP Hunter, are working on the transition to ensure a smooth process. I know all of us at IU Finance greatly appreciate the work the Public Safety team does to keep IU safe and secure, and we look forward to continuing to work with the team in the future!
In addition, a few things to note:
- In June of this year, the IU Board of Trustees approved the fiscal year 2025 operating budget for IU.
- IU Finance continues to work on closing the books for fiscal year 2024 and present final financial figures with the Board of Trustees in the late fall.
- IU continues to maintain a strong credit rating, reaching the highest ratings provided.
Again, thank you for the great work you do on a daily basis to keep IU moving forward and supporting the IU team in reaching their goals! President Whitten, the Cabinet, the Board of Trustees and I thank you for all that you do to make IU successful.
Jason D. Dudich, Interim CFO
Meet Your Leaders
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"Meet Your Leaders" is a feature that helps IU Finance staff get to know senior management. Each individual is asked the same 8 questions. This issue, we're getting to know Megan Ornellas.
What is your job title and how long have you worked at IU?
Associate Vice President of Budget and Planning. I came to IU in late July 2024.
Where are you from originally and what brought you to IU?
I am originally from Illinois but have lived in Indianapolis since 2004. I came to IU from the private sector to learn more about higher education operations.
What departments are a part of your unit?
University Budget Office (UBO) and Finance Shared Services (FNSS).
What does a day in the life of your position consist of?
Right now, I am spending my days learning as much as I can!
What is your favorite thing about your position?
I have enjoyed meeting all of the great people who work for IU and am very appreciative of their assistance.
What upcoming initiatives or projects are you most excited about?
I am excited for the Fiscal Year 26 (FY26) budget construction process.
What shows or podcasts are you streaming when you're "off the clock?"
Alone which is a survival competition show.
What's one fact about you that would surprise everyone?
I was a competitive gymnast when I was younger (I'm 5'10").
Thank you, Megan, for sharing a bit about yourself with the rest of the division!
Department Updates
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Financial Training & Communications (ESTC)
Juliet Roberts launched the pilot program for the new Instant Card payment method this quarter. This new Travel and Card Services payment method is designed to reduce travelers’ out of pocket expenses. The pilot features weekly feedback meetings with testers, collecting data, troubleshooting challenges in implementation, and creating a post-pilot survey. She has also worked on building additional help options for an expanded Travel Support Form.
Angus Burke completed the Change Request documentation section of the Training website and created content for how to manage KFS user role access. He continues to collaborate with subject matter experts (SMEs) in Procurement to develop further training resources. Along with Juliet, he also continues to co-host bi-weekly office hours sessions with SMEs, offering end users with on-demand answers to their questions.
Luc Sinex built the new and improved Travel Support Form in FireForm. The new form gives users the ability to get guidance and ask questions on travel topics from booking, reimbursements, and more. Future plans include building a location filter on the Diverse Supplier Search Tool which will allow users to order their search results by how close the companies are to a chosen IU campus.
Office of the Treasurer
Insurance, Loss Control, and Claims (INLOCC)
INLOCC personnel recently concluded their annual Inspections of 124 IU Real Estate residential properties. Eight IUB Inspectors compiled 142 manhours conducting general Fire Safety Inspections. During the inspections, fire extinguishers were checked to make sure they were mounted correctly and had enough charge for use in a fire. Smoke detectors were also tested, and batteries were replaced as needed. In total, 162 fire extinguishers and 549 smoke detectors were inspected. Any hazards or safety concerns found during the Inspection were noted and reported to IU Real Estate and are subject to a 30 re-inspection as needed.
INLOCC would like to express appreciation to Ashley Beaty and her team at IU Real Estate for allowing us to partner with them to complete the 2024 inspections. The photo below shows INLOCC's Inspectors with numerous defective smoke detectors and nearly four hundred 9-Volt batteries that were changed out.
Front Row L to R: Luke Robertson, Amanda Owens. Back Row L to R: Alex Mahurin, Linda Braunlin, David Wright, Steve Haverly, Rob Thomas, Not Pictured: Jeff Bailey
Congratulations to Ron Troutt on his retirement from the Indianapolis Fire Department as the Hazardous Materials coordinator for the City of Indianapolis. Ron has worked at the Indianapolis campus on a part time basis for the past 24 years conducting fire protection inspections of various fire protection systems, special hazard systems, annual fire pump testing, and semiannual life safety inspection of buildings on campus.
University Bursar
Pam Ayres retired after 23 years of service to IU – she will be missed, and we wish her the best of luck in her retirement.
Gwen Indrutz will be filling the open Bursar Assistant position on the Account Resolution Team. You may know Gwen from the Kokomo Bursar Office, and we are very excited to have her join the team!
The Fall 2024 semester is here! University Bursar has been working on the Fall 2024 tuition and fee assessment along with all the tasks that come with starting a new semester. The first bill was issued on Thursday, August 16.
University Bursar finished a continuous improvement project on returned bursar payments. The project helped identify the impacts of returned payments on student receivables and led to the creation of an efficient process to reduce the risk to both the student and the university. The team worked with campus partners to finalize a new shared service that resulted in consistent processing for all nine campuses.
University Bursar launched a new payment option for students receiving tuition reimbursement from their employer. Students can request deferment of tuition/fees until the semester is over when their employer will provide reimbursement. This option is now offered at all campuses using the same process which results in the same experience for all students.
Dina Adkins, Amanda Srichareon, and Megan Walton (Bloomington Student Central) presented at the Regional Campus One-Stop Retreat. The day was filled with collaboration, tips & tricks, a history of the Bloomington model, and even a few laughs.
Office of the University Controller (UCO)
As of July 1, Zach Whitesel serves as University Administration (UA) Controller in addition to his duties as Associate University Controller. In his capacity as UA Controller, Zach will provide accounting expertise and oversight for UA units through a variety of proactive approaches including regular communication of UCO and audit initiatives; expert guidance and direction related to financial policies and procedures, as well as transactional and closing activities; documentation and support for internal controls; and facilitation of internal and external audit requests and expectations. He looks forward to working with UA units in support of accounting, controls, and compliance initiatives.
Federal Cost Accounting
Mitzi Singleton started as UCO’s new Director of Federal Cost Accounting in June and jumped in with both feet! She comes to us with 23 years of professional experience in higher education. Prior to joining our team, she served as Senior Manager at Maximus Higher Education Consulting for 17 years. She specialized in preparing F&A cost proposals, space surveys, diagnostic reviews, and assisted in the negotiation rate process with relevant Federal offices. Her range of experience covers higher education, public accounting, and a Fortune 500 corporation. She holds a bachelor’s degree from the University of Kentucky and is a licensed CPA.
In her new role, Mitzi provides leadership for the development and oversight of cost compliance and cost policy. Among other things, she is responsible for preparation of the University’s facilities & administrative (F&A) and fringe benefit rates. In her free time, Mitzi enjoys pickleball, landscaping, playing the ukulele, and spending time with family, especially her son, Dash!
University Tax Services
Ryan Fitzgerald joined UCO in June as a tax intern. He is a junior at IU studying accounting and public policy analysis, but originally hails from Massachusetts. In his free time, he enjoys hiking and watching sports. Welcome to the team, Ryan!
Procurement Services
Accounts Payable
Jack Wetnight joined IU AP as a Research and Auditing Representative on August 7. Welcome to the team, Jack!
Continuous Improvement
IU has institutional memberships for the Bloomington and Indianapolis campuses for the Network for Change and Continuous Innovation (NCCI). NCCI is a consortium of higher education institutions focused on change, innovation, and continuous improvement across academic and administrative functions. NCCI offers monthly sessions on topics like change management, process improvement, and organization excellence. Visit the NCCI website to learn more or contact Mary Byrde, who is on the Board of NCCI, at mbyrde@iu.edu.
Purchasing
Congratulations to Janelle Cooper and Jaymee Zapanta on their promotions to the Category Associate role for the Maintenance, Repair, and Operations (MRO) teams!
Purchasing is also excited to welcome two new Category Associates. Emily Sipes will work with the MRO team, and Tessa Wagner will work with the Professional Services team. Welcome aboard!
Travel Management Services
Quite a few familiar faces were at the New Faculty Picnic on August 23. Travel Management’s Patty Cole, Priscilla Laird, and Valerie Brenes hosted the Travel table. This year, Travel was able to bring in representatives from Egencia and Delta Airlines to share all things business travel with our new faculty members! John Bodle, Purchasing, also attended to spread the word about Purchasing’s diversity efforts. Way to go, John!
Travel Management’s Support Form went live on September 9. Get vetted answers and resources for all your travel-related questions via the support form. Be on the lookout for an email containing the link to the form on launch day.
And, if you’re wondering if you’ll still be able to call Travel, the answer is YES! Travel will continue to answer the phone during regular business hours. Many support form topics will also include an option to request a call back.
University Budget and Planning
Finance Shared Services (FNSS)
Becca Trestler joined IU Global Embedded Finance Shared Services. She has been a valued member of the International Services group for 12 years now, starting in client services and then moving up to her most recent role as Assistant Director for Special Programs. She has done outstanding work in support of the sponsored international students and taken the lead in managing the IU exchange student admissions process as well as IU Global’s longstanding role as the administrative agent for the “la Caixa” Foundation of Spain fellowship program in the U.S. and Canada.
Becca’s new position is Financial Administration Specialist, an advanced-level individual contributor. The role will be responsible for a reconfigured portfolio, serving as Denise Gardiner’s primary delegate for financial activities in IU Global Partnerships, Gateways, and International Services/Admissions, including “la Caixa.” Many of these functions were formerly in the portfolio of Alex Burch who worked on a reduced FTE basis. Becca will also take on a portion of the finance work formerly done by Paul Butler. Becca will continue in her same second-floor office in the Ferguson International Center, room 233, for now, and work in collaboration with their excellent finance team of Laura Kremer, Alexa Lang, and Kim Foust.
University Budget Office (UBO)
The University Budget Office will be reorganizing and gaining four new Budget & Financial Analysts in September. The analysts will be assigned a portfolio and have several responsibilities including reviewing and analyzing budget requests and performance measures; performing continuous budget monitoring and variance analysis; evaluating the impact of federal, state, and university policies; building financial models for forecasting, decision making, and long-term financial plans; and making recommendations to improve the budget process.
Kudos, Service Milestones, & Celebrations
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Celebrating the amazing accomplishments, both professional and personal, of our IU Finance colleagues!
Kudos
Congratulations Amanda Coats and Alan Haupert on your one-year anniversary as Purchasing Business Analysts! You’re doing a wonderful job making more things possible. So happy to have you on the team!
Kudos to the Tax and Payroll teams for the continued hard work on our cyclical compliance while also juggling internal/external projects and requests!
Kudos to Lorna Butler in Accounts Payable for her attention to detail in monitoring Telecom payables. She identified a refund due from one of our suppliers and followed up. The supplier issued a refund to IU in the amount of $20,030.30. This diligence is a great benefit to our departments. Thank you, Lorna!
A big thanks to Amanda Thoman, Matt Gonzalez, Dawn Cordray, Sara Hawk, and Amber Pruett (all with University Bursar) for helping Student Central during the first week of classes. Having the extra specialized resource at Student Central during the busy season leads to better service for our students. Amanda is pictured with a Melissa Myers from the Office of Student Financial Assistance.
Thank you, thank you, thank you to Karen Easter for organizing the Summer Picnic! The food and space were fantastic. We can’t wait for the next division event 😊
Kudos to Angelica Perez-Camacho (AP), Tim Keene (AP), Jessie Bise (AP), Lorna Butler (AP), Kaelie Dobson (AP), Jennifer McCallister (AP), Sara MacMorran (AP), Aaron Hawes (AP/SDM), and Joey Griffin (SDM) on completing a major project to limit access to invoices with PHI. The project lasted several months and:
- Involved auditing more than 108,600 invoices
- Moving more than 32,200 invoices to a secure database
- Included the rollout of an ongoing review process for incoming invoices
The team accomplished all of this while continuing to provide excellent service to IU departments and suppliers. Their continued hard work is much appreciated!
A big thanks to Jason Myers (University Bursar) for his efforts on the IU/Purdue split work related to Student Financials. Thanks for all you do!
Congratulations to Margot Burke, UCO, and Sarah Chavez, ESTC, on their election as representatives to the IU Bloomington Staff Council!
Congratulations to Mary Byrde, Procurement Services, on being elected to a third term as Secretary of the Board of the Network for Change and Continuous Innovation (NCCI).
Thanks to Linda Yake, Melanie Rubeck, Barb Johnson, and Justin Jerles (all with University Bursar) for their efforts to get student bursar/scholarship payments processed accurately and timely during our busiest period of the year! We appreciate you!
Kudos to Connie Strange, Amber Pruett, Amanda Thoman, Sara Hawk, Dawn Cordray, and Matt Gonzalez (all with University Bursar) for leading their first continuous improvement project which resulted in consistent and efficient handling of returned bursar payments. They rocked it out!
Congratulations to Angus Burke, ESTC, on completing his second year as a Training & Communication Specialist. You’ve grown leaps and bounds and we are so proud of the work you do and to have you on the team!
Service Milestones
Congratulations to the Finance & Administration staff celebrating a service milestone this quarter! Be sure to congratulate them the next time you see them 😄
| Staff Member | Department | Years of Service |
| Valerie Pritchett | University Bursar | 40 |
| Laura Kremer | Finance Shared Services | 35 |
| Vickie Woodruff | Purchasing | 35 |
| Denise Gardiner | Finance Shared Services | 30 |
| Deb Doub | Office of the Controller | 25 |
| Lora Monix | Office of the Controller | 25 |
| Lori Nunn | Office of the Controller | 25 |
| Jason Dunn | Purchasing | 20 |
| Jason Lett | Controller's Office | 15 |
| Amber Hanners | Office of the Controller | 10 |
| Holly Hooper | Office of the Controller | 10 |
| Eric Mokube | Finance Shared Services | 10 |
| Keenan Mumma | Finance Shared Services | 10 |
| Tina Smith | Office of the Controller | 10 |
| Jennifer Burns | Finance Shared Services | 5 |
| James Schuster | INLOCC | 5 |
Celebrations
Babies, wedding bells, and a couple of the cutest puppies around!
