eVA Updates

Update New eVA launch has been announced and will be Tuesday, November 1st. New Go-live Date for New eVA Platform - DGS Director, Joe Damico

New eVA - April Update

Procurement Services will be providing a Monday Message as we approach the new eVA go-live date of May 2. As an eVA requester or approver, please take a few moments to review as the new eVA will impact you.

New eVA Implementation Update

The Commonwealth plans to implement New eVA effective May 2, 2022.

What can you do to prepare?

• Review any open purchase orders. 
• Ensure that eReceivers have been completed in Banner for goods/services received to date. 
• If the PO has a remaining encumbrance that you don't anticipate needing, submit a change order in eVA prior to April 25 to reduce the encumbrance. 
• If the PO does not cover additional amounts needed, submit a change order in eVA prior to April 25 toincrease the encumbrance.

After May 2, you will not be able to process a change order in the New eVA to a PO that was issued in existing eVA. 

Plan Ahead, where possible.

• While the Commonwealth plans to go-live May 2, where possible, please plan ahead.
• Place any needed orders prior to April 25.
• New eVA may not be available to campus end-users until May 9. Procurement Services will assist with any urgent orders during the week of May 2.

NEW eVA Implementation Update

As has been shared over the past several months, the Commonwealth is implementing a NEW eVA with a go-live date of May 2, 2022.

eVA Testing

The Commonwealth eVA team is expected to provide us with access to test and train in an ODU 'Conversion' environment later today. This Conversion environment should have the workflow and approvals set up as they are set in the current eVA. There are several departments and eVA users across campus who will be assisting with the testing to ensure ODU's approvals are set correctly. THANK YOU in advance to those who are assisting with testing. If you have not been contacted yet and would like to assist with testing, please let us know by sending an email to procurement@odu.edu.

NEW eVA Training

Pending access from the Commonwealth eVA team to the ODU Conversion environment, we will now be able to offer training sessions for NEW eVA. NEW eVA will look very different. All eVA users will be required to attend training.

• You are encouraged to attend training sessions in April so that you can become familiar with the new system.
• You're encouraged to attend additional training sessions after the go-live date as you are entering requisitions or approving requisitions in the NEW eVA.
• Training Dates and Registration can be found here. Just click on the NEW eVA Training link to select training dates.

Training:

• Procurement Services offers monthly training sessions: Procurement Overview, eVA, eReceiving, and PCard.
• Online training is available for Contract Administration, Ethics in Public Procurement, Selection Advisory Committee training, and SWAM (Supplier Diversity)
• Training is located on the Procurement Services Training webpage here.

Resources:

• Step by Step User Guides for navigating eVA, eReceiving (Banner) and PCard (Works) are located on the Procurement Services website
• Guides for specific types of purchases can be located on the Contracts page of the Procurement Services webpage here.
• Searching for a Contract: ODU Contracts can be located here. If no ODU contract is available for needed goods/services, you may locate an available cooperative contract here.
• Searching for a SWAM Vendor: The SWaM page has a clickable guide with screenshots detailing how to navigate the Department of Small Business and Supplier Diversity (SBSD) SWaM vendor directory. In addition, there is a Guide to locating SWaM vendors for frequently purchased items.
• Newsletters: Procurement Services distributes newsletters approximately every other month. Please take a moment to review when you receive these as they provide valuable information related to new contracts, updates, reminders, and procurement-related guidance. Past Newsletters can be located on the Procurement Services webpage here.

Please contact us at procurement@odu.edu if you have any questions.

New eVA - March Update

As has been shared over the past several months, the Commonwealth is implementing a NEW eVA with a go-live date of May 2, 2022. 

On April 4, the Commonwealth eVA team will provide access to test in an ODU environment, meaning that all of the University's current approval flow is set up in this test environment as it is set in the current eVA. To assist your area with the transition to the new eVA, we're requesting your assistance with Testing in the new eVA. New eVA will look very different. We'll provide multiple training sessions over the coming weeks and months. We're seeking your assistance in testing primarily to ensure that the approval flows set up in your department are set up properly by the Commonwealth eVA team and are active on the go-live date.

You'll be receiving a meeting invite for a Testing Training session on Wed, Apr 6 at 2pm or Friday, April 8 at 11am. Please accept the invite for the session you'll be attending.

By Tuesday, April 5, you should receive a new eVA User Guide and an access link to the new eVA testing site. The purpose of the Tester Training on Wednesday and Friday is to walk you through the new eVA site and identify specific areas you need to review for accuracy to minimize the impact of the transition.

We thank you in advance for your time. Please let us know if you have any questions.

New eVA - March Update (New eVA Training for Testers)

As you know, the Commonwealth is implementing a new eVA effective Monday, May 2. Agencies and institutions across the Commonwealth are currently in the testing phase of the eVA transition process. As a result, you may have received the below email from eVA Admin yesterday welcoming you to eVA and requesting that you reset your password. Please do not click on the link in the email and do not reset your password. ODU has single sign-on for eVA and there's no need for you to reset your password.

As a part of a College/Department with significant purchase order activity, we are requesting your assistance in testing new eVA from a campus department perspective. You'll be receiving a virtual meeting invite shortly where we'll provide guidance on testing. Realizing that everyone is busy, the follow-up testing should not require an extensive time commitment. Your efforts in testing will assist you and your department with the eVA transition to ensure appropriate workflow and approvals within your department.

Thank you in advance for your participation in testing. Thank you also in advance for your patience as the Commonwealth makes the transition to the new eVA.

The Commonwealth eVA Team has established an aggressive implementation schedule. We are anticipating some challenges but will work closely with you and your teams to work through those challenges. Your time and efforts in the testing phase will help to identify challenges and assist with a smoother transition and implementation of new eVA.