Academic Standards & Programs: Student Payments And Debt
Increase student payments and reduce student debts to SHSU while improving the flow of transactions and the processing of the multitude of different types of payment and vendor situations that come through on a daily basis.
Objective
Collections Activity
Continue to use the collection agency to its fullest extent. Utilize programming to assist in getting accounts sent at a faster turnaround.
Indicator
Collections Activity
The collection agency provides detailed reports of accounts collected.
Criterion
Collections Activity
Student debt is successfully reported to the collection agency monthly and reports show steady increases in collections in aged debt.
Finding
Collections Activity
Collections of past due student debt was approximately $250,000 last year. Past due accounts were submitted once each long semester and once in the summer. Monthly submission was not obtained. Contract issues caused us to have to stop submitting until new contracts are approved.
Action
Collections Activity
Per our findings, our collections activity did not meet our goals due to our having to renew our contracts and seek Attorney General's Office approval. This caused us to stop submitting new accounts to the collection agency before we reached our goal. The contracts are currently being reviewed and we should be able to resume submitting accounts soon. We are also entering into an agreement with a second agency to provide back up for returned accounts which should increase our collection rates. The implementation of Banner should allow us to greatly reduce the time required to build files and post student data.
Goal
Campus & Community Atmosphere: Student Accounts Office
Administrative Accounting will enhance the visibility and exposure of the Student Accounts office so that more students and departments are aware of what it its function is and how they can find help and answers there.
Objective
Student Accounts Activities
The Student Accounts Office will get involved in activities involving students and increase exposure by participating campus-wide activities. Relocation to an more visible office and additional staff would be most beneficial.
Indicator
Student Accounts Activities
Traffic in Student Accounts office. Hits to website.
Criterion
Student Accounts Activities
15% increase in Student Accounts Office participation in campus events like Destination Graduation, Scavenger Hunt, etc.
Finding
Student Accounts Office
We did not increase participation in campus activities in FY09. There seemed to be a lack of communication between the various departments and this combined with Student Accounts having to move their offices for the second time in 6 months, caused them to fall short of the goal.
Action
Student Accounts Activities
Our findings show that we did not meet the goals for FY09. To increase awareness of the location and functions of the Student Accounts Office, we will communicate with other departments and we also plan to obtain pre-printed signs and promotional items with Student Accounts information.
Goal
Campus & Community Atmosphere: Professional And Personal Development
Encourage staff to seek training and also provide in-house professional and personal development.
Objective
Professional Development - Campus & Staff
Provide opportunities for professional development for staff through on-sight and off-sight training and encouraging involvment in these activities; provide training workshops for the University campus to help users feel comfortable with the programs and to reduce problems and/or concerns.
Indicator
Meet With Director
Number of meetings per month to evaluate how new policies and procedures are working; gather new ideas; if training is being found and taken advantage of, & increase morale.
Criterion
Monthly Department Meeting
Meet with Director once a month to provide results, ideas, project status and to receive updates and university-wide feedback from the Director.
Finding
Departmental Meetings
Increased one-on-one frequency by 100%. Implemented bi-monthly staff meetings. These meetings resulted in better communication and information needed for day-to-day operations as well as planning for the new ERP.
Finding
Departmental Meetings & Staff Training
More processes have been mappped. Several key staff members are spending large portions of their time in Banner Training. This is opening up all sorts of opportunities for questions and resolutions to process & workflow concerns.
Indicator
Training Sessions
Number of Workshops and staff development sessions per year put together to address campus-wide training issues and in-house training issues.
Criterion
2-4 Training Sessions
Provide 2-4 training sessions at the minimum - this include university-wide workshops, individual department workshops and in-house training for department employees.
Finding
Training Sessions
We did not provide campus-wide training due to the decision last fall to implement a new ERP system. Large scale training in the old systems did not seem feasible. We did and do continue to provide individualized and/or general training on request. We did not get very many requests as it is not publicized that we provide this service.
Action
Professional Development - Campus & Staff
As our findings suggest, we were very successful in implementing increased meetings with staff and group staff meetings with other areas within our departments. This helped us in determining areas where we needed better policies, procedures and better communication between functions within Administrative Accounting. We are using this information to assist in revising policies and also in working out the Business Process Modeling required for the Banner implementation. Also, due to the implementation of a new computer system, we temporarily suspended campus-wide training workshops and are providing specific training and individual workshops on request. However, based on our findings, we feel we should publicize the availability of the interim training. We also must begin preparation of training that will be provided during the crossover period and then when we go live with the new system.
Goal
University Image & Exposure: Increase Efficiency & Effectiveness Of Department
Evaluate processes and work flow, staff levels and policies and procedures to look for ways to improve efficiency and effectiveness of Department as the University grows and the workload on the department increases tremendously.
Objective
Professional Development - Campus & Staff
Provide opportunities for professional development for staff through on-sight and off-sight training and encouraging involvment in these activities; provide training workshops for the University campus to help users feel comfortable with the programs and to reduce problems and/or concerns.
Indicator
Meet With Director
Number of meetings per month to evaluate how new policies and procedures are working; gather new ideas; if training is being found and taken advantage of, & increase morale.
Criterion
Monthly Department Meeting
Meet with Director once a month to provide results, ideas, project status and to receive updates and university-wide feedback from the Director.
Finding
Departmental Meetings
Increased one-on-one frequency by 100%. Implemented bi-monthly staff meetings. These meetings resulted in better communication and information needed for day-to-day operations as well as planning for the new ERP.
Finding
Departmental Meetings & Staff Training
More processes have been mappped. Several key staff members are spending large portions of their time in Banner Training. This is opening up all sorts of opportunities for questions and resolutions to process & workflow concerns.
Indicator
Training Sessions
Number of Workshops and staff development sessions per year put together to address campus-wide training issues and in-house training issues.
Criterion
2-4 Training Sessions
Provide 2-4 training sessions at the minimum - this include university-wide workshops, individual department workshops and in-house training for department employees.
Finding
Training Sessions
We did not provide campus-wide training due to the decision last fall to implement a new ERP system. Large scale training in the old systems did not seem feasible. We did and do continue to provide individualized and/or general training on request. We did not get very many requests as it is not publicized that we provide this service.
Action
Professional Development - Campus & Staff
As our findings suggest, we were very successful in implementing increased meetings with staff and group staff meetings with other areas within our departments. This helped us in determining areas where we needed better policies, procedures and better communication between functions within Administrative Accounting. We are using this information to assist in revising policies and also in working out the Business Process Modeling required for the Banner implementation. Also, due to the implementation of a new computer system, we temporarily suspended campus-wide training workshops and are providing specific training and individual workshops on request. However, based on our findings, we feel we should publicize the availability of the interim training. We also must begin preparation of training that will be provided during the crossover period and then when we go live with the new system.
Objective
Efficiency & Effectiveness
Provide more opportunities for staff to meet and discuss ideas for improvements, changes, etc. Add staff if necessary; re-route processes accordingly
Indicator
Efficiency & Effectiveness - Staff & Processes
Number of meetings per year; implementation of new types of meetings & discussions amongst staff; number of staff development programs provided throughout the year; staff response to meetings and staff development; benchmarks of efficiencies increased due to new processes.
Criterion
Meetings & Staff Development
Increase number and participation in staff meetings including payroll; provide at least two staff development opportunities.
Finding
Meetings & Staff Development
Provided two major staff development programs for administrative accounting and payroll - both were very successful as far as participation, teamwork, positive feedback.
Finding
Meetings & Staff Development
Implemented two new approaches to staff meetings. Held several meetings within departments (administrative accounting and payroll separately) and several with everyone together. Feedback was positive - resulted in new ideas and more open discussions.
Finding
Meetings & Staff Development
Succeeded in revising department's vision statement with staff participation.
Action
Meetings & Staff Development
Our findings clearly showed that staff development & more frequent staff meetings increases moral & team spirit. We found that the brainstorming that occured during the meetings helped in streamlining processes and weeding out problem areas. We plan to continue offering 2-3 staff development programs per year and to seek out other ways to keep staff motivated throughout the training and implementation for the new ERP system. We will look for and encourage local training opportunities, as well as teleconferences and webinars to further broaden the staff development and training.