ITS Onboarding Day 3

Welcome to Day 3

FirstDay Foundation is a philanthropic foundation dedicated to making throughout the world.

good, greater

>>>

Kevin C. Dinnin

President & CEO of FirstDay Foundation

Unstoppable

Finance Services

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Coming Up...

Transition into Acumatica

• Permissions/Access and SSO connection

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Collaboration

Communication

Employees reach out mainly via Helpdesk ticket for:

• Internet support
• Equipment orders
• Phone issues
• General computer issues

• Antonio provides purchasing support and documentation
• Alex Basile provides allocation assistance with Cisco/Long Distance phone service
• Hard Close out of Financial Edge
• Permissions for Financial Systems

Claudia Oliveira, Executive Vice President/ Chief Financial Officer

• SharePoint Hompages
• Requisitions Tracking
• P-Card Applications
• Vendor Set-Up Request Form/Tracking
• Financial Edge Hard Close Annually
• Workday Payroll and Expense Reimbursement Functions

Current

Future

• Acumatica Permissions & SSO

The Finance team is a dedicated team of experienced professionals who provide accounting and financial services to an organization. The department is responsible for providing accurate and timely reporting of all fiscal transactions and cash flows, both in and out of a company.

Accounts Payable

Accounts Receivable

Cash Management

Budget Management

Financial Reporting

Financial Controls

Payroll

Fixed Assets

Projects

Systems & System Maintenance

Collaboration & Communication

Finance Processes

Finance Services Processes >>>

Finance Services

Claudia Oliveira, Executive Vice President/ Chief Financial Officer

Resources

Processes

Financial processes are maintained and performed throughout the month and the financial statements are published once all transactions are processed at month's end. The department adheres to operating in accordance with Generally Accepted Accounting Principles (GAAP) to ensure transparency and consistency in internal and external reporting.

Always remember to check the Finance Shared Resources library on the Finance SharePoint Page.

Many of these processes can be started or maintained from the Finance Services SharePoint Page!

Learn More

Learn More

Training

Be on the look out for these Finance trainings in ONE

Learn More

Legal Services >>>

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Communication

Collaboration

Our Department works mostly with David Krimmel and Antonio Mercado. This is because we liaison with David and Antonio on various task forces or projects we are jointly working on. The SCA task force and privacy and security work are examples.

Typically, our team communicates with ITS through Helpdesk tickets. Contact is usually for general computer or device support. When working on projects or tasks with ITS, our team will typically reach out to David Krimmel.

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Future

The Legal Department looks forward to continuing to support ITS in its important security and privacy work. With the rising and continued threat of cyberattacks, Legal is ready to support ITS' constant work to protect FirstDay Foundation and its affiliates.

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Past

ITS was instrumental in helping the Legal Department set up and establish a user friendly Sharepoint page. With ITS' help, the Legal Services page gives FirstDay Foundation and its affiliates access to much needed documentation and information. This has streamlined efforts for the affiliates. While not directly for the Legal Department, ITS' work on the SCA task force and projects has been stellar. ITS has put in tremendous effort to create guardrails and checks and balances to ensure compliance with the extremely complicated SCA. This simply could not have been accomplished without ITS' superior work.

Legal Services

Current

Trevor A. Woodruff, JD, Deputy General Counsel

The Legal Department uses the standard systems supported by ITS. This includes WorkDay and the Microsoft suite. We also use Adobe. ITS provides excellent support through Helpdesk tickets. The majority of support for our department is with general computer issues.

Legal Services provides an array of legal supports to meet your needs, including assistance for business and governance purposes, providing advice and research on general legal issues, liaising with outside counsel in litigation and audits, and handling any out-of-the-box unusual, challenging, or problematic legal issues. Legal Services also provides contract compliance assistance, such as up-front advice and review of contract, grant, or cooperative agreement opportunities, providing compliance support, and engaging in contract monitoring activities.

Systems & System Maintenance

Collaboration & Communication

Projects

Learning & Development >>>

Learning & Development

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Projects

• ITS has assisted us with the Learning Management System,
• Setting up office/studio camera and studio equipment setup
• Major live trainings with technical support
• Creation of a SharePoint site for our videos to live; we use this site for embedding videos into trainings.

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Communication

• We communicate with ITS through the helpdesk system.
• If there is an error or issues with Workday and O.N.E. system not working correctly, the process to get help is to create and submit a helpdesk ticket.
• The relationship between L&D and IT is crucial, especially since the system is now connected to Workday. We submit a helpdesk ticket once or twice a month.
• Our main contact is Thales Galan and reach out to Antonio or David for elevation

Patricia Villarreal, Vice President of Learning & Development

Our department uses Cornerstone Learning Management System named ONE for Online Network Education. IT helps ensure the systems between ONE and Workday are connected allowing users a seamless data transfer from Workday into ONE As well as ensuring users can login via SSO

Our goal is to work together as a unified team and partner with FirstDay Foundation and its affiliates by providing professional services and quality learning products that are strategic, customizable, and fully measurable and scalable.

eLearning

Content Creation & Management

Programs & Initiatives

Systems & System Maintenance

Collaboration & Communication

Projects

Marketing, Branding, and Communications >>>

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Communication

Collaboration

• James Kenneally to assist with website issues and mailboxes/emails

• Through the helpdesk, at least twice a week. To either fix any issues with our system, manage various mailboxes/emails that MBC uses to send out communications on behalf of leadership in FirstDay Foundation and it's affiliates, and technical supports.

• Web Development and Maintenance: ITS collaborates with MBC to ensure the seamless operation and continuous enhancement of the backend infrastructure for all websites affiliated with the FirstDay Foundation and its partner companies.
• Helpdesk Management: ITS plays a pivotal role in supporting MBC by efficiently managing our helpdesk and providing comprehensive IT assistance.

• SharePoint Development: ITS is instrumental in MBC's projects by facilitating the creation of new pages and sites on SharePoint, enabling effective collaboration and streamlined project management.
• Salesforce Administration: ITS provides expert administration and support for MBC's Salesforce platform, optimizing its functionality and ensuring it aligns with our business objectives.

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

• Building an Accumentica site on SharePoint ensures that employees can easily access all necessary information regarding upcoming changes through a user-friendly interface.
• For new websites, ITS facilitated the smooth transition of these sites from the development stage to their designated domains, and continues to provide ongoing backend support to ensure their optimal performance.

Marketing, Branding, and Communications

Marilu Reyna, Executive Vice President Marking, Branding, and Communications

Marketing, Branding and Communications Services (MBC Services). MBC will provide public relations, media relations, special event planning, advertising, multimedia video/photography, graphic design, internal communications, website and social media management, reputation management as well as donor relations and fundraising support services.

More About MBC

Social Media

Systems & System Maintenance

Collaboration & Communication

Projects

Property & Risk Management >>>

>>>> >>>

Property and Risk Management Services

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Past

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Communication

Collaboration

• We work Alex Basile and Eric Beam for construction projects.

• Our team communicates with ITS through submitting HelpDesk tickets.
• Generally, ITS is contacted biweekly for passwords or permission settings.

IT assists with set-up and credentials for the following:

• Microsoft suite: excel, word, teams
• Adobe
• Web Purchasing

Current

Future

• Our expectation for IT is to assist with pushing data to FM Systems.

Shawn Cabaniss, Vice President of Property and Risk Management

• Construction projects and facilities maintenance tasks.

The Property & Risk Management Services Department provides enterprise risk management, commercial insurance, fleet oversight, and property management services.

Future

• Pushing data to FM Systems

Property Management

Fleet Management

Risk Management

Systems & System Maintenance

Collaboration & Communication

Projects

Public Affairs and Government Relations >>>

Communication

Public Affairs & Government Relations contacts ITS through helpdesk infrequently. We do not heavily depend on any additional apps or other internal ITS applications

Public Affairs & Government Relations Services

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Projects

The created of the Public Affairs and Government Relations SharePoint Page with links to resources

Krista Piferrer, MHA, Executive Vice President for Public Affairs and Government Relations

Public Affairs and Government Relations Services closely tracks and engages on policy matters important to the non-profits served by FirstDay Foundation, primarily at the state and federal levels. The team supports entities’ strategic initiative development, messaging, and outreach to elected and government officials, and is comprised of longtime public servants who have served in Congress, and various state legislatures, as well as senior positions for multiple governors and U.S. senators.

Collaboration & Communication

Projects

Regulatory and Compliance Services >>>

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Projects

ITS helped R&C when R&C had a R&C component build in Salesforce. ITS attended meetings with the Salesforce team, answered questions, and supported R&C through the process.

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Communication

Collaboration

Employees reach out mainly via Helpdesk ticket for computer related issues such as passwords, Microsoft issues, or computer issues.

R&C typically communicates with ITS via a helpdesk ticket.

• Usually, it can be managed via email, but occasionally, ITS will call the staff person to discuss and problem solve the issue.

Regulatory & Compliance Services

• ITS helps R&C employees with computer related issues
• R&C also utilizes Salesfore so ITS assists with any Salesforce issues or modifications

Current

Future

R&C is anticipating working to add new sections to Salesforce. R&C would be expecting ITS support to make the needed modifications.

Jean Shaw, Vice President of Regulatory and Compliance

Regulatory and Compliance Services is responsible for managing all operational planning and performance activities related to state and federal regulations.

Systems & System Maintenance

Collaboration & Communication

Projects

Strategy and Business Services >>>

Strategy & Business Services

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Past

Salesforce MVP, provided project management support, and support around best practices surrounding FDF's process for developing in Salesforce.

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Communication

Collaboration

• We work with David Krimmel for approval and input were required to ensure the rapid development of our Salesforce and SharePoint environments.

• In SharePoint our team has a standing call with the SP development team, and also exchanges teams messaged.
• In Salesforce we have an ad hoc cadence with the SF admin team and invite FDF SF IT leadership for more decision focused meetings.

• Salesforce -SBD uses an instance of Salesforce Sales Cloud CRM to create federal pipeline, track customer interactions, and begin to track metrics around wins and losses.
• SharePoint - SBD uses SharePoint to store information that is needed to successfully create and submit proposals for government work.
• Power BI - Utilize the visualization and analysis capabilities of Power BI to ensure that important data gets to key stakeholders.
• Visible Thread - Tool that parses and analyzes and breaks down RFPs. Online only. Working with IT to approve safe and secure macros.
• Deltek GovWin IQ - Tool that captures federal contracts from a variety of federal data sets.

Current

Travis Lassiter, Executive Vice President of Strategy and Capture Services

Strategy and Business Development supports our affiliated companies with identifying new program opportunities, funding sources, and helping to develop business strategies that align with each organization's mission, vision, values as well as projected capabilities. Support provided also includes proposal creation, submission, and negotiation.

Future

There is some support for the rollout of our Affiliate focused SharePoint sites. Additionally later this year we will need some support for more complex Salesforce development projects.

Systems & System Maintenance

Collaboration & Communication

Projects

Public Health and Medical Services >>>

Public Health and Medical Services

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Communication

Communication

• Daryl Eaton for Point Click Care
• David Krimmel for finalization and approval of contracts for training and User Designed Forms
• James Kenneally provides support for the SSO integration.

Public health and Medical Service Division employees use helpdesk tickets for ITS support. Based on the type of support needed, this might be followed by a meeting on Teams.

• Purchasing Support
• Cisco Phone & MeTel Phone Allocations

Past

• SSO integration for users of Point Click Care
• ITS also supported data extraction from multiple WEBEOC boards for a public health research project
• ITS provides financial and management coordination for Point Click Care

Future

• Expansion related to Point Click care which will enhance the breadth and coordination of documentation management at Breckenridge Village
• Migration of Breckenridge Village's medical Records to PCC providing a unified medical record

• ITS continues to maintain over 160,000 HIPAA-compliant records from disaster responses that occurred in previous years in the Salesforce database.

• Point Click Care is used in Compass Connections and at Breckenridge Village
• Image Trend is used in National EMR
• Salesforce Applications
• WebEOC boards

Current

Future

• We expect to expand the use of Point Click Care, primarily in Breckenridge Village. Image Trend utilization and management is primarly a National EMR designed product which may need assistance in standup of sheltering for disasters.

Floyd Wright Hartsell, MD, Chief Medical Officer Sakshi Puri Faulkes, Cheif Epidemiologist

Public Health and Medical Services are responsible for the overall coordination of the public health and medical response and health condition among affiliates of FirstDayFoundation. The Public Health and Medical Department develops and monitors all public health and medical protocols and guidance regarding health and medical actions for all affiliates. Public Health and Medical also serve as subject matter experts to affiliates providing feedback and physical site assessments related to public health and medical needs.

Systems & System Maintenance

Collaboration & Communication

Projects

Final Remarks >>>

Financial Processes

Most processes can be started using one of the links on the Finance Services SharePoint page. Whether you want to learn about or begin a finance task, begin by navigating to the Finance Services page and see if there's a guide! Many guides provide the names of training required, links to forms, or steps on how to get your financial tasks accomplished! For example:

• Vendor Set Up
• Procurement Card
• Expense Reporting

Property Management

For property management, responsibilities include but are not limited to supporting the following: property lease negotiations, acquisitions, and sales; capital improvements, space planning, and design; vendor relations and agreements; facility and site maintenance and operations including equipment lifecycle planning; and generator acquisitions and service.

• Lifecycle Planning - Acquisition, Transfers, and Disposals
• Audits and Assessments
• Maintenance Planning
• Registrations and Title Management
• Warranty Coordination
• Vehicle Rental Management
• Fuel Cards and Driver PINs
• Fleet Management System
• DOT/CDL Program Management

Fleet Management

The fleet management arm oversees vehicle acquisitions, registration, titling, fuel, leases/rentals, maintenance/repairs guidance as well as vehicle disposals and DOT/CDL program management.

• Insurance Purchasing and Coordination
• Certificate/Evidence of Property Coverage Management
• Claims Management
• Risk Analysis

Finance Training

Finance Services has worked hard to ensure that if there isn't a guide or training inside of SharePoint, there is one created within ONE, the Learning Management System. Most of you have received some of the fundamental finance training within your New Employee Orientation curriculum as shown below:

If you're ever looking for any of the other Finance training, log into ONE and click on this image on the homepage carousel. This curriculum includes additional finance training such as:

• Understanding your GL
• Controlled Asset Inventory
• Budget & Compliance

Shared Resources

As most of the FirstDay Foundation Service Departments do, Finance Services also has a Shared Resource library on its homepage with the most up-to-date forms, handouts, and protocols.

In this library you'll find:

• Tax Exempt Certificates
• Accounts Payable Forms
• Budget and Reclass Forms
• P Card Forms

Risk Management

Under the risk management arm, the Department is responsible for loss prevention, procurement of insurance and maintenance of the related programs and coverage, and management of all claims except worker's compensation.

• Lease Management
• Sales/Acquisitions
• Property Tax Management & Exemptions
• Appraisals
• Facility and Site Maintenance & Operations
• Custodial Services
• Equipment Lifecycle Planning
• Vendor & Unity Management
• Generator Acquisition, Service, and Monitoring
• Capital Construction Project Management
• Space Planning, Design, and Construction