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Business Affairs Division To Pilot Telecommuting

Offices in North Paseo Building Are First to Implement and Share Lessons Learned

 

The Business Affairs Division has been asked by President Eighmy to serve as the pilot for a telecommuting program. As the first division to be advancing this effort, Business Affairs departments located in NPBBluebonnetsthe North Paseo Building (NPB) are the first group to review options for implementing telecommuting assignments. Other groups in Business Affairs will consider such assignments later in 2019. Employees in Business Information Services Office will be the first to begin the trial, starting immediately. Staff from Financial Affairs, Budget and Financial Planning, and Human Resources are expected to follow.

To ensure a seamless transition while maintaining the highest levels of customer service, Business Affairs telecommuters will remain accessible by email, their UTSA phone numbers, and Skype for Business. They will attend meetings on campus as appropriate. Trainings will still be conducted in person at the NPB as well as Downtown.

Telecommuting will be used only for specific job types that lend themselves to such a structure. Depending on the position, staff will telework on a full- or partial-time basis. For those Business Affairs positions in NPB not subject to telecommuting, staff will continue to have a physical presence on the 4th floor, although at a much reduced footprint. Department leaders are finalizing most of the telework decisions, and they expect transitions for Business Affairs employees in the NPB to be fully completed early in the new calendar year. To date, Business Information Services, Budget and Financial Planning, and much of Financial Affairs has transitioned to telework. HR is expected to follow by year-end.

UTSA will benefit by using the vacated space for research and academic offices, advancing our trajectory toward becoming a great discovery enterprise. The numerous benefits from this program include cultivating the excellence of our employees and cost-effectively use our space, while offering a positive impact on our environment, as fewer vehicles will be on our roads and on campus.  

After a successful review of the program sometime next year, other divisions may be able to adopt similar programs for certain members of their staff, using the processes developed by and for Business Affairs.  

Learn about forwarding calls from EC500

Learn about Skype for Business

Learn about Microsoft Teams

To protect university data, two-factor authentication will now be required to access Office 365 applications from remote locations (i.e., off campus).  Every faculty and staff member will require a DUO account, the application used to complete two-factor authentication to access the UTSA network. Learn about DUO for off-campus access to Microsoft Office 365.

UTSA Supplier Information Forms are used to add a new vendor or update an exisiting vendor entry. Financial Affairs will continue to accept these forms only via FAX or in person, since they contain they contain Category 1 data.

Before buying equipment for home offices, staff should explore the many items Surplus Property Department has for our use. Visit their West Campus warehouse on Fridays 9 a.m. to 2 p.m. or arrange an appointment by calling ext. 6282.

Network Connection:

  • High-speed Internet connection is recommended for telecommuters; Wired connections generally provide more security and higher speeds
  • Internet access must be protected by WPA2 or higher (router configuration)
  • Internet connection to UTSA must be via the UTSA VPN
  • Two-factor authentication (DUO) is required for access to Virtual Private Network (VPN), O365 and other applications
  • Learn about using UTSA's Virtual Private Network

Parking:

Telecommuting staff whose names have been submitted to Campus Services can stop by the Bauerle or Ximenes garages during operating hours to obtain the Daily-Use or Telecommuter options. These options are not available remotely. No action is necessary if you choose to keep your existing permit. If you no longer need your permit, turn it in to the cashier to stop payroll deduction or receive a refund if you paid in full. Parking Options

Technology Support:

  • OIT provides remote desktop support to all faculty and staff UTSA team members.
  • Continue to contact OITConnect for your technology support requests.
    • OIT’s OITConnect Technology Support Hour of Operation:
    • Spring and Fall Semesters:          Monday through Friday: 7 a.m. to 7 p.m.
    • Summer Semester:                      Monday through Friday: 7 a.m. to 5 p.m.
    • All Semesters:                             Saturday and Sunday: Closed
  • Contact OITConnect through the following customer channels. 
    • In your support request, state that you are a Telecommuting User:
    • By Telephone:  210-485-5555
    • By OITConnect Chat:  http://oitconnect.utsa.edu *
    • By Email:  oitconnect@utsa.edu
    • By Self-Service Portal (from off campus requires VPN connection):  http://oitconnect.utsa.edu

ManagingChangeUTSA's Employee Assistance provider Deer Oaks offered advice to staff members beginning telework.

Review their Powerpoint slides here.

More information will continue to be posted. You may send your questions to BA Director of Communication.  

 

 

 

 

Posted 9-7-2018 Most recent update 11-9-2018