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UPDATE:  eVA Go Live scheduled for November 1st, 2022 All eVA activity must be completed by close of business on October 25th.  eVA will unavailable beginning October 26th – November 3rd.  For emergency procurements during this time, please contract Procurement and Contracts. Please note the following important reminders about campus procurements: •	We encourage you to cease all ordering activity in eVA by October 21st.  •	eVA requisitions in the current system must be fully approved (ordered) by close of business on October 25th or they will not transition to the new system. •	Receiving and change orders will be available on those orders converted.    Training, both in person and zoom refreshers, will be available beginning October 4th.  Please look for the email detailing schedules and sessions going to campus eVA users. We are receiving updated information from DGS daily.  Please monitor emails for eVA updates.

What is eVA Next?

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As a state agency, Radford University is required to use eVA for most all purchases. That means that we are required to adapt to the new platform. While DGS is handling the broad implementation, it is up to us to ensure that campus users will be able to adopt the system and have it meet our business needs. This has involved many departments beyond Procurement to which we are very grateful for their contributions.

E-Procurement is an essential piece of purchasing in the modern business world. eVA is the Commonwealth’s answer to this need. Its inception goes all the way back to 2001 and it was implemented here at Radford in 2005.

All online platforms become outdated, even with consistent updates. eVA is no exception to this rule. The state gave the contract to build the original platform to CGI. In February of 2021, it was announced that CGI had won the contract for the new eVA Next Gen. The company will be using the Ivalua Procurement platform as the basis for this new system.

There is a lot that goes into launching something of this size. The statewide implementation of this project is managed by the Department of General Service (DGS). They are working directly with CGI and Ivalua to plan and implement Next Gen. The initial go-live date was the beginning of January 2022, which was postponed to May and then moved to November 1st, 2022.

Before the previously scheduled launches, we did extensive testing in the UAT environments to identify any major issues and communicate those to DGS. Once launched, we will do it again with the new environment.

Before the previous proposed launch, we were able to get in front of a majority of our users for our in-person training sessions. In these sessions, we taught the foundations of how this new platform will function while introducing the new tools we created for the transition. We are very proud of how these turned out and are hopeful that the training done will still be applicable post go-live.  Prior to November 1st, we will relaunch this training campaign with updated information and refresher sessions to be certain that our users are prepared.

We will continue to be vigilant going forward in this transition. It is our responsibility and goal to have this transition go as smoothly as possible. With the support of campus, we are confident that Radford will not miss a beat November 1st.

Make sure you stay updated on this transition by checking this page frequently!

Training Resumes October 3rd!

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Get Trained for eVA Next

Navigate to the Training Information page to learn more about the training process moving forward!

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Transition Resources

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Transition SharePoint

This SharePoint Site houses more dynamic tools & updates related to this transition! Users are given access after their training sessions.

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Conversion Information

This page houses the most updated information on conversion. From timelines to guidelines, it's all here!

*Coming Soon*

DGS eVA Transition Newsroom

This site is managed by DGS and is their main avenue for posting updates during this transition!

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Department of General Services Announcements

Department of General Services Announcements

Frequently Asked Questions

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Why are we changing eVA?

The contract that was being used for the current eVA system will expire on December 31st.  The Department of General Services (DGS) launched an extensive RFP process which included input from various stakeholders across the Commonwealth.  The current eVA platform was launched in 2001 so the new system will be a modern system bringing enhanced functionality and a more consistent look and feel across the system.

When will we see the new eVA?

As of September 7th, we are still being told the cut-over will occur starting December 31st with the new platform being up and ready for use on January 3, 2022.  This cut-over date could be adjusted to an earlier date in December.  We are being asked to minimize activity beginning December 1st.

Will we still be able to use our single sign on (SSO) function?

Yes, the current sign-in process will remain the same.

Will I be able to copy previous orders done in the old system?

At this time we are being told that you will not be able to copy previous orders.  This may change as we get into the new system so you should have copies of old orders to create in the new system if that is a functionality you rely on.

Will Custodial Accounts transfer to the new system?

No, Custodial Accounts will not transfer to the new system.  Please be sure all custodial accounts are reassigned as soon as possible.

What is Procurement and Contracts doing to prepare for this implementation?

Procurement and Contracts is in constant communication with DGS as well as colleagues at our peer institutions that use eVA in the same way as we do.  We are also taking the following steps in order to prepare for a seamless transition;

  • Reviewing approval flows to ensure the data we are transferring is current and clean.
  • Meeting individually with power users to discuss possible implications and transition plans.
  • Auditing approval flows within each department to ensure all approvers have back ups and the proper approval flow is in place.
  • Communicating with Vendors to make sure they are in touch with DGS as this upgrade will affect how they receive purchase orders.
  • Creating communication plans with campus to ensure users are aware of upcoming changes.
  • Working with our Information Technology Department to circumvent as many obstacles as possible.   

Do we still have to use eVA?

Yes, Campus is still required to use the new eVA as it will be our official e-procurement platform.

Will we be trained on how to use the new eVA?

Yes, absolutely!  The Procurement and Contracts staff is working closely with DGS to map out training plans and develop materials.  We will provide in-person trainings, self-guided e-learnings and virtual training events as soon as we have them available to us.

Will I still be able to look up old orders?

Yes, all previous orders and requisitions will still be searchable, but older requisitions will be housed in a different location from the newer orders.

Orders created or modified within the last two years will migrate over to the new version of eVA and will be located in the email section of the Reporting and Resource Center.  Orders created or modified before a certain date (to be determined) in 2019 will only be accessible in the Reporting and Resource Center and will not be searchable in email.

 

Will Requisitions in Composing status be transferred to the new system?

No, any requisitions that have not been submitted and are in composing status will not migrate to the new system nor will you have access to them.  Please be sure you have completed or cancelled all orders in "composing" status.

Do vendors have to be registered in eVA for us to use them?

Effective October 15th, we will no longer be able to enter Ad-Hoc vendors.  All vendors must be either self-registered (preferred) of state-entered.  Please be sure you are using the eVA registered address for a vendor and not entering a new address as an ad-hoc vendor.  You also need to encourage your vendor to become eVA registered or choose vendors that are registered in eVA.

Updates

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6/1/22 - New Go-Live Date of November 1, 2022 Announced! Updated information will follow soon!

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DGS has announced the updated go-live date for eVA Next! Official announcement attached.

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4/5/22 - Radford University eVA Next Generation Launch Page is here!

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Other updates:  Transition is still scheduled for May 2nd.  All requisitions MUST be in ORDERED status to migrate to the new platform.  Allow time for approvals on any requisitions being entered during the last week of April.  eVA will not be available from 5:00 pm April 27th through Tuesday, May 3rd. 

FY End - The orginal date of June 6th remains in place for FY year-end.  The April 27th date only relates to requisitions migrating into the new eVA platform.

Change Orders - Change orders will not be processed on existing purchase orders that migrate into the new platform.  If you do not have any changes to your existing orders, the purchase order can be recieved in the new platform as normal.  If you anticipate a change order, please contact Procurement and Contracts for direction.

Training - All training is being conducted by Radford University's Procurement and Contracts team.  This training in on-going.  Please sign up for these sessions in the Procurement and Contracts D2L page at this link: Training Opportunities

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3/07/22 - Be prepared for the new eVA!

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Testing continues as your Procurement and Contracts team prepares for the launch of the upgraded eVA on May 2nd!  Be sure you have all requisitions in submitted status prior to the conversion that begins April 28th.  All receiving is to be completed and purchase orders are closed where applicable before the conversion.  After the conversion, you will be able to enter requisitions to get through fiscal year end.  Keep the eVA conversion dates in mind as we are approaching fiscal year-end.  If you do not anticipate any changes made to a purchase order, you do not need to take any action on those purchase orders that are converting.

If you still use Internet Explorer (IE) please note that it will not be supported by the new platform.  Please update your browsers now! 

We will start training sessions beginning in April to ensure you are comfortable with this new platform.  We will also keep you updated on what is happening via campus communications and this website. 

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1/07/22 - eVA Next Gen training has been canceled for next week

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The training opportunities and labs that were scheduled for January 2022 have been canceled until we are given further instructions by Department of General Services.  We will pick up with training again in March/April.

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12/10/21 - eVA CONVERSION GO-LIVE HAS BEEN DELAYED BY DEPARTMENT OF GENERAL SERVICES!

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The new date for conversion is May 2, 2022.  Please use the current eVA platform as normal until further notice!

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11/11/21 - Update

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PO's that have activity within the last 24 months (1/01/19-12/30/21) will convert to the new platform.  Any older PO's will be transferred to the data warehouse BUT only for reportable data.  Attachments WILL NOT transfer with these older PO's.  Please download any attachments you wish to keep prior to the conversion

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10/15/21 - Ad-Hoc Vendor Update

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The ability to create "Ad Hoc" vendors has been extended until early 2022.

Current orders using Ad Hoc vendors will not convert over to the new eVA platform but the current process can be used temporarily.  You should use Self or State-Entered vendors where possible.  If a vendor is listed in eVA but under a different address, contact the vendor to confirm address or encourage vendor to register in eVA.  Please contact us for any questions.

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10/12/21 - Plan Ahead

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Review and Close Existing PO's and Blanket Orders before Conversion. Please read the Detailed Information Sheet. 

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eVA Next Generation Launches December 31, 2021

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The Department of General Services has awarded the new eVA e-procurement software contract to CGI/Invalua.  This upgrade to eVA will look and feel different as our eVA platform has not been updated since its implementation some 20 years ago.  We will all be learning this new system starting sometime in October.  Please keep an eye on this section for updates and information that we will share as we have it.  For now, there are a few things you need to be aware of in preparation for this new platform.

  • All vendors must be either Self-Registered or State-Entered vendors.  Ad-hoc vendors will no longer be accepted into eVA beginning October 15, 2021.
  • All custodial accounts must be deleted before October 15, 2021. Custodial accounts will not migrate over to the new platform.
  • You will no longer be able to copy previous orders.
  • Please review any outstanding PO's such as blanket orders that have not had any activity.  All older open PO's that do not have activity will be deleted and will not migrate to the new platform.
  • PLAN AHEAD! Try to have all orders in as soon as possible and prior to November 23rd, 2021.  There will be cut-off and black-out dates as the new system is implemented.  We do not know those dates as of yet, but please be sure your orders are in as soon as possible.
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