Continually Improve The Support Services To Internal Constituents.
Continually improve the support services to internal constituents.
Objective
Improvement Strategies-A
Review the divisional units for improvement strategies
Indicator
Meta-Evaluation Of Success And Relative Meaningfulness Of Unit Strategies
The division VP will conduct a meta-evaluation of the success and relative meaningfulness of Unit strategies aimed at Improving Support Services To Internal Constituents. Seven of the units directly reporting to the VP have addressed the Goal of Improving Support Services To Internal Constituents. and will directly assess or will oversee reporting unit assessments of strategies to acheive those ends.
Criterion
Success Defined By Unit Criteria; VP Will Judge 90% Of Strategies Meaningful
the F&O VP will judge at lest 90% of all unit strategies specifically aimed at improving services to internal constituents to be meaningful
Criteria for Unit Success in the achievement of service improvement will be the specific criteria stated by the units:
Facilities Managment #1 Criterion: The Physical Plant will fund and award to the successful proposer an Energy Performance Contract by January 1, 2010. #2 Criterion: The Physical Plant Operations area will accomplish seven (7) Indoor Air Quality Improvements this period to include air handler cleaning, duct cleanin, air filter improvement stragtegies, outside air modifications, etc.
Information Resources: #1 Criterion: Target 91% satisfaction level with customer service. #2 Criterion: Target 85% satisfaction level with server availibility. #3 Criterion: Target 99.99% availability level for campus databases. Upgrade Mimer database, Implement Banner 8 Financial Aid, Upgrade VMS Hardware, Upgrade Oracle 10G to 11G database.
Procurement and Business Services #1 Criterion: Train 90% of departments on policies and procedures with regard to Procurement, HUB and Property. #2 Criterion: Property will dispose of 85% of all equipment belonging to the University that is no longer needed on campus through a minimum of two public auctions or public bids per year. #3 Criterion: Stay within 5% plus or minus of the beginning inventory in University Stores. #4 Criterion: Procurement card (P-Card) expenditures to exceed $500,000.00 for the year.
Controller's Office #1 Criterion: By discontinuing per-printed leave reports, it is predicted that there will be a greater than 50% reduction in the number of printed documents and that the time needed to process will be reduced by 4 hours. #2 Criterion: The month will be closed by General Accounting by 10 days after the month end. #3 Criterion: Travel Office will pay or return to originating department (with instructions) within 21 days of receipt of travel package. #4 Criterion: 100% of reconciliations are complete within 30 days of month closing and reconciling items cleared within 90 days of month closing. #5 Criterion: 75% of vouchers processed within 20 days of receipt of invoice.
Institutional Research #1 Criterion:The Office of Budget and Operations will promote IRA Office satisfaction of government mandatory research/reporting with 100% accuracy and timeliness and satisfaction of non-governmental client research/reporting with 90% positive client assessment of effectiveness.
Human Resources #1 Criterion: Human Resources will work with employees, departments, and SORM to resolve 90% of all Workers' Compensation claims within 30 days.
UPD and Parking #1 Criterion: With regard to transportation and shuttle needs, based upon the analysis which was performed on data and information gathered through the evaluation, a recommendation for action will be formulated and presented to VP of FO and the Cabinet in Spring of 2010. #2 Criterion: The following will serve as baseline targets for presentations in each of the following areas: Variety - the UPD will present 3 different topical types of presentations in FY 2010 Instances- The UPD will present a least 30 individual presentations in FY 2010 Venue - The UPD will make presentations at at least 4 different venues during FY 2010 Audience - The UPD will make presentations to at least 3 different groups within the university. #3 Criterion: Survey feedback gathered retrospectively from persons who were members of 2010 presentation audiences will rate the 2010 presentations as having been effective on one survey question. The 'effective" rating will be represented by a rating of 4 or higher on a 5-point ( Likert-like scale) where 1 = not effective and 5= very effective. Responses of all 2010 audience respondents should be averaged to obtain the rating used for this criterion target.
Finding
Unit Findings Re. Improvement Of Services To Internal Constituents And Meaningfulness
The following were findings reported by the seven units which addressed the goal of improving servicr to internal constituents:
Facilities Management #1 Finding: The extensive search and awarding process caused Facilities Management to miss the January 1, 2010 deadline. Schneider Electric Company, a notable firm in the area of Performance Contracting was selected and a contract was awarded on January 29, 2010. The contractor must complete a comprehensive audit before implementation of energy saving opportunities. #2 Finding: Fourteen (14) improvements to filter programs, air handler cleaning, and humidification programs. All work improved indoor air quality in campus buildings.
Information Resources #1 Finding: Complete findings will be reported at the end of the fiscal year (August 31, 2010) #2 Finding: Complete findings for availability level will be reported at the end of the fiscal year(August 31, 2010) #3 Finding: As of 10/2009, Banner 8 Financial Aid has been implemented. As of 5/23/2010, VMS hardware upgraded to Itanium hardware. As of 7/15/2010, Mimer has been upgraded to version 10. Complete findings for availability level will be reported at the end of the fiscal year(August 31, 2010)
Procurement and Business Services #1 Finding: 100% of the departments from Academic and Administrative Departments have been trained to date. #2 Finding: Two public auctions were held with a total of 89% surplus sold. #3 Finding: Finding to be provided after close of fiscal year (8/31/2010). #4 Finding: To date procurement card expenditures are at $462,957.51. Final number will be given after the end of the fiscal year (8/31/2010).
Controller’s Office #1 Finding: As of June 2010, the number of pre-printed leave reports issued by the Payroll Office has been reduced by 100%. The number of leave reports being prepared and presented by departments to the Payroll Office reflects a reduction in documents processed of 80%. The reduced number of documents has further reduced the time needed each pay period for processing leave reports by two Accounting Clerks at four hours each. #2 Finding: As of June 2010, there were 2 months that were not closed within 10 days. #3 Finding: In an audit of 20 randomly selected travel vouchers, 3 vouchers were not completed or returned within 21 days. #4 Finding: In an audit of 25 reconciliations, 7 were not completed by 30 days following the end of the previous month. #5 Finding: Ten local vouchers and ten state vouchers were audited. All 10 local vouchers were processed within 20 days. There was one state voucher that was not processed within 20 days.
Institutional Research and Assessment #1 Finding: FY2010 findings through June 30 tracking of government and non government organization reporting and research satisfaction indicate that the IRA Office met its 100% criterion for accuracy and timeliness. Findings through Mid May for Client satisfaction and rating of job effectiveness were also greater than 90% positive.
Human Resources #1 Finding: In Process - Reportable data available after 08/31/2010.
UPD and Parking #1 Finding: The Recommendations based on the survey were presented to the VP FO that students would be willing to pay a fee for a transportation system. The VP of F&O and to the Cabinet were provided this information in the Spring of 2010. #2 Finding: Baseline Results of presentation tracking in 2010 follow: Variety - the UPD presented six different topical types of presentations in FY 2010 Instances- The UPD presented 119 individual presentations in FY 2010 Venue - The UPD made presentations at three (3) different venues during FY 2010 Audience - The UPD will make presentations to four (4) different groups (faculty, staff, students, & visitors) within the university. #3 Finding: The responses from the retrospective Survey of presentation effectiveness will not be begin until fall 2010. Results will not be available until later in Fall 2010 or early Spring 2011.
When all findings have been determined and reported after August 31, the VP for F&O will review and evaluate findings and will consider assessments methods used for arriving at findings in order to render an evaluation of meaningfulness of all efforts overall and individual efforts in particular.
Action
Actions To Improve Upon 2010 Efforts Will Be Formulated After Close Of Fiscal Year
Actions to be taken for improving upon 2010 efforts in this vien will be formulated after close of fiscal year
Objective
Improvement Strategies-B
Provide leadership to the ERP implementation including ongoing improvement of processes, decreasing paperwork and increasing use of automation.
Indicator
Meta Review: ERP Implementation
The VP of F&O will stay abreat of the progress of ERP implementation across the university and particularly as it involves and affects F&O units. She will solicit feedback during regular monthly meetings with those directly reporting to her about specifically targeted objectives which pave the way for processes compatible with the university ERP
Criterion
Evidence Of Successful Findings: ERP Implementation
Controller's Office #1 Criterion: Payroll Office will meet 100% of the scheduled benchmarks present on the Banner guideline.
UPD and Parking #1 Criterion: After concluding the software system evaluation process, the combined PTO and IT/CIS review committee will make a vendor and product selection which meets all important requirements and for which a firm bid is secured. To initiate the implementation process, the submitted documentation and paperwork for purchase will be approved.
Finding
Meta Review Findings: ERP Implementation
Controller's Office #1 Finding: As of July 9, 2010 Payroll has met 100% of the benchmarks set forth by SungardHe and SHSU BannerPM leadership.
UPD and Parking #1 Finding: The evaluation of parking management software was successful and yielded a clear vendor and product selection for which a bid has been accepted. The process of implementaiton will be officially initiated upon receipt of purchase approval, which is expected by the end of the 2010 fiscal year. Confirmation of this result will be reported by the end of August 2010 or early in FY 11.
Action
Expand Initiative To Decrease Paperwork And Increase Automation
Fiven the successful indications that initiatives undertaken by the Comptroller and UPD are succeeding, the F&O Division will attempt to spread similar targeted initiatives to other units in the coming year. Conditions for this will be fertile, as the Finance and Operations Banner Module goes live in Fy 2011
Objective
Minmize Hazards On Campus That May Result In Reportable Accidents
Physical Plant will Minmize Hazards on Campus that May Result in Reportable Accidents. Physical Plant will emphasize the investigation of accidents reported on campus and the correction of potential hazards in order to achieve zero reportable accidents.
The Office of the F&O Division VP will Review summaries of 2010 Physical Plant Reportable Accident Log and Worker Compensation Injury Reports to identify hazards which have caused accidents and will compare with list of corrective tasks and improvement projects prioritized and/or completed by Physical Plant in 2010 or in priority queue for 2011.
Criterion
0 Reportable Accidents Due To Hazards And 100% Corrected Or In Queue To Correct
The Physical Plant unit criterion is to achieve 0 reportable accidents in 2010, hence 0 accidents due to campus hazards. In addition to supporting this criterion, the VP will also expect there to be 100% correction of hazards to which accidents were attributed in 2010 projects completed, or in priority queue to be completed in 2011.
Finding
0 Accident Criterion Not Met And Other Findings Available After August 31, 2010
#1 Finding There Have Been Eight (8) Reportable Accidents In The Physical Plant Department Through June, 2010 The log of reportable accidents shows 8 department injuries reported in FY 2010 as of July 1, 2010. Five of those injuries occured in the Custodial operations. This is an increase in both department and Custodial operations accidents. See Attachment
#2 Finding FINDINGS WILL NOT BE COMPLETE FOR ACCIDENTS UNTIL AUGUST 31, 2010 This objective is measured over the period of Fiscal Year 2010 and as such will not have all data collected until August 31, 2010.
#3 Finding - Finding will be compiled at the completion of FY 2010 for the number/percent of hazards contributing to accidents that were addressed through corrective projects in 2010, or that are in queue on a priority list of projects to be completed in 2011
Interim summary of findings: obviously, the criterion of having 0 reportable accidents in FY 2010 was not accomplished, however, the analysis of the reported accidents has not yet been conducted to identify all contributing hazards and whether they have been corrected in 2010 or are on priority list for correction ASAP in 2011
Action
Interim Thoughts On Actions To Be Formulated After Aug 31, 2010.
Interim summary of findings suggests that pro-active identifation and prevention of hazards would be useful in preventing accidents and achieving the 0 accidnt criterion. It would also help the VP if the AVP for Facilities Managmement would conduct and provide executive summary of the correspondence between hazards identified and corrective actions taken or planned. It is believed that this examination is being conducted by the Director or his sub-manager, but it is not currently addressed as an assessment objective in the OAT DB system. This objective should be mirrored in the Facilities Management Level next year if it is again featured in the VP's OAT DB plan.
The question also arises: are all campus hazards being identified and addressed by the indicators that have been specified? those indicators are described as pertaining to Facilities or Physical Plant employees. When hazards are noted and persons who are not Facilities and Physical Plant employees have accidents due to campus hazards, where are those data captured and measured? This question will be explored and answered by Facilities Management at the start of FY 2011 when all completed findings are reviewed and actions are formulated.
VP will be adding a new Office of Risk Management and Emergency Operations that will increase SHSU's ability to monitor hazards.
Goal
Increase Recognition In State And National Levels For Divisional Accomplishments.
Increase recognition in state and national levels for divisional accomplishments.
Objective
Recognition
Pursue recognition for SHSU in areas related to divisional operations
Indicator
Meta-Review Of F & O Unit Efforts And Accomplishments To Gain Recognition
The VP of Finance and Operations will engage in formative and summative meta-review of division unit attempts to pursue positive recognition for the university and their accomplishments toward the ends which they targeted. The meta-review process will include a subjective evaluation of the "recognition' objectives targeted by units, and how unrealistic, realistictic or lofty the objectives were, as well as the reasons units may have failed to achieve their objectives as they wished.
Criterion
All Units Successful In Achieving Worthwhile Recognition
The VP will judge that the recognition the units pursued was positive and lofty or at least positive and reasonable, and all units will succeed in achieving some measure of positive recognition for the university will based upon the criteria they have stated:
Procurement - to be ranked omong top three of the seven agencies within our region of TX by Texas Indusctries for the Blind and Handicaped (TIBH) based upon institutionally proportional speding with TIBH
Comptroller - (1) Zero State penalties will be assessed for late or inaccurate required reports/ducuments submitted. (2) The Payroll Office will maintain an (HRIS) Reporting Ranking ranking of 92% or higher in reporting to State Of Texas Comptroller's Office - Human Resource Information Systems (HRIS). (3) 100% of reports will be completed on or before the deadlines.
Human Resources - At least 25% of the SHSU employees who are targeted to respond will actually complete and submit survey to the Chronicle of Higher Education Survey on 2010 Great Colleges to Work For and the Houston Chronicle 2010 Top Workplaces Survey, which are both online, externally administered workplace surveys.
Facilities Mgmt, Grounds and Landscaping Unit (1) Prepare A Priority List Of Top Ten Campus Areas To Re-Landscape By June 1, 2010 (2) Complete At Least Three (3) Priority Lanscape Projects
Finding
Recognition Achieved Fy Division Units
Only the Comptroller's Unit has accomplished all of it objectives for achieving positive recognition that it set forth in 2010. Procurement results will not be known till later this summer. HR has accomplished half of what it set out to do in 2010 and the rest will be known after Aug 31, and Grounds and Landscaping completed the prioritization and plannig tasks it needed in order to actually carry out work to beautify the campus and make a meaningful contribution to the first impression that the campus makes upon visitors. The success of the actual improvement work will be known at the end of the fiscal year when the tasks have been completed.
The VP's task of evaluating whether the bar was set high enough by units in pursuing recognition for the university will be completed after all unit information on findings is complete and the VP has had the opportunity to reflect upon posible alternatives that could have been targeted.
Detail of Results obtained by units:
PROCUREMENT -Findings will be updated after the Texas Industries for the Blind and Handicapped 8/31/10 report is published.
COMPTROLLER - (1) As of June 2010, zero penalties assessed for reporting non-compliance in FY 2010. (2) As of June 2010, the Payroll Office has achieved a combinedr anking of 98.45% for personnel and payment transactions asreported by HRIS. (3) As of June 22, 2010, 100% of reports assigned to the Controller's Office Financial Accounting and Reporting have been completed by stated deadlines.
HUMAN RESOURCES - Criterion Exceeded For Chronicle Of Higher Ed Survey. The final participation rate of targeted SHSU employees in the Chronicle of Higher Ed. 2010 Great Colleges to Work For Survey was 53%, which greatly exceeded the criterion which was the minimum percentage that would have permitted SHSU's responses tobe analyzed for competetive ranking and recognition. SHSU hasbeen notified that it is a national contender for recognition asbeing among one of the best colleges to work for. Results willbe finalized, publicly released and reported by Aug 31, 2010. The results of the Houston Chronicle survey will not be known until the end of 2010 or later.
FACILITIES, GROUNDS AND LANDSCAPING UNIT - (1) Finding - List Of Eleven Campus Re-LandscapingProjects Completed On July 1, 2010. Delays in the assessment process caused the Grounds Maintenance Staff to miss the June 1, 2010 deadline. After assessing the campus flower beds and over all landscape a Priority List of eleven renovation/re-landscape areas has been completed as of July 1, 2010. (2) No findings about completion of At Least Three Priority Lanscape Projects will be available until August 31, 2010 due to the continuing summer program in the landscape maintenance area.
Action
Major Campaing For Recognition
The findings that are available already indicate that a number of units are earlnestly attempting to bring positive recognition to the university in the arenas of their operations; however, only a few of all the units within the division speciically targeted the pursuit of recognition as a a goal. The VP may explore ideas with managers directly reporting to the VP and with members of the President's Cabinit about exercising executive leadership to initiate a major campus-wide campaign in which every unit is asked to identify what it can contribute to advancing positive recognition in its area of operations or for the campus as a whole.
Goal
Promote Responsive, Welcoming, And Customer Oriented Service..
Promote responsive, welcoming, and customer oriented service.
Objective
Assessment Of Customer Service
Ensure all units have a way to assess their customer services
Indicator
Percentage Of Units That Currently Assess Their Customer Service
The VP of Finance and Operations will conduct a meta-review of unit assessment of customer service within the division. Results (findings) along with the methods by which results were obtained (indicators) will be reviewed. The percentage of units conducting customer service assessment and using the OAT DB program to catalogue the information will be used as the indicator for the stated objective.
Criterion
Full F&O Assessment Of Customer Service
100% of the units designated under Finance and Operations will conduct assessment of their Customer Service and describe those assessments on SHSU's Online Assessment Tracking Database.
Finding
Meta-Review Results
Of the 12 units listed under the Division of Finance and Operations in the OATDb program, 9 units were currently conducting customer service assessment of some type. 3 of those units had met their stated criterion, but the other 6 had findings which were unavailable until August 31. The final 3 units had not posted any customer service assessment on the OATDb system. This is not to say that the assessment was not conducted, simply that it was not reported in the OAT DB system.
It is possible for units that assess their customers' satisfaction NOT to address this process and report these findings in the OAT DB system. Typically, only those units that elected to focus on improving their customer service efforts or the process of assessing their customers' satisfaction would have addressed this effort as an objective in the OAT DB.
Action
Push For 100% Assessment Of Customer Service
The Meta-review for this objective revealed that it is possible for units that assess their customers' satisfaction NOT to address this process and report these findings in the OAT DB system. Typically, only those units that elected to focus on improving their customer service efforts or the process of assessing their customers' satisfaction would have addressed this effort as an objective in the OAT DB.
Because Customer Satisfaction will always be a priority of this division, the VP Office will convene meetings with all administrators who directly report to the VP of F&O to reinforce the need to have every unit post their customer service assessments on the OATDb program in support of the divisional customer service goal . Further actions may be formulated and reported after the August 31 deadline in which the majority of assessments will be concluded.
Goal
Encourage Units To Actively Participate In Local, State And National Organizations.
Encourage units to actively participate in local, state and national organizations.
Objective
Participation In Professional Organizations
Determine whether units have appropriate staff participating in professional organizations.
Indicator
Meta-Review: Staff Participation In Local, State, And National Organizations
The VP of Finance and Operations will conduct a meta-review of staff participation in local, state, and national organizations. Results (findings) along with the methods by which results were obtained (indicators) will be examined for validity, and completeness in relation to ascertaining the stated objective.
Criterion
Evidence Of Successful Findings: Staff Participation In Local, State, And National Organizations
Criteria for successful findings will be specified at the level given by the individual unit.
Facilities Management #1 Criterion: Raise $1,750 for Walker County Fair Livestock Auction.
Information Resources #1 Criterion: 100% of Information Resources units will take part in conferences/events during the 2010 Fiscal Year. #2 Criterion: Information Resources will target two presentations at a local, state or national event.
Finding
Meta-Review Findings: Staff Participation In Local, State, And National Organizations
The Meta-review findings indicated that at least two F&O units focused upon promoting staff participation in local, state and national organizations. One unit did so successfully, while the other has not yet report completed findings.
Facilities Management #1 Finding: $1,925 raised for Walker County Fair Livestock Auction.
Information Resources #1 Finding: Findings will be availible after the end of the fiscal year (August 31, 2010). #2 Finding: Findings will be availible after the end of the fiscal year (August 31, 2010).
These findings represent only two of the many units within F&O Division which have probabbly had members participating in national, state or local organization professionally pertinent to their area of operations. While one of these units has not finished its collection process, complete findings will be reported at the end of the fiscal year (August 31, 2010).
Action
Improve Assessment Of Division-wide Participation
The findings of the meta review represented only two of the many units within F&O Division which had members participating in national, state or local organizations professionally pertinent to their areas. If promoting and monitoring broad participation in professional organizations continues to be important to this division, a division-wide accounting of such participation may need to be initiated across all units from the Office of the VP. Reliance upon Meta-reivew provides only information about those units that elect to focus upon assessing their efforts in this area
Goal
Enhance Staff Development And University Community Through Training.
Enhance staff development and university community through training.
Objective
Review Training Processes
Review SHSU training and development process.
Indicator
Meta-Review: Training And Developement Processes
The VP of Finance and Operations will conduct a meta-review of training and developement processes throughout the Division. Results (findings) along with the methods by which results were obtained (indicators) will be examined for validity, and completeness in relation to ascertaining the stated objective.
Criterion
Evidence Of Successful Findings: Training And Developement Processes
Criteria for successful findings will be specified at the level given by the individual unit.
Controller's Office #1Criterion: Enablement of a minimum of five (5) new Sam Mall users.
Human Resources #1Criterion: Increase the number of training sessions offered by Human Resources by 10% over the FY 09 total (43).
UPD and Parking #1Criterion: All officers will meet the training requirement set fourth by the State of Texas and the UPD (40 hours/ 2 year training cycle).
Finding
Meta-Review Findings: Training And Developement Processes
The Meta-review findings indicated that at least three F&O units focused upon trainind and developement processes. Two units did so successfully, while the other has not yet report completed findings.
Controller's Office #1 Finding: 13 newly enabled Sam Mall users were added in FY 10.
Human Resources #1 Finding: Findings will be availible after the end of the fiscal year (August 31, 2010).
UPD Parking #1 Finding: All 18 UPD full time officers met there training requirements.
These findings represent only three of the many units within F&O Division which either took part in or conducted training in some capacity during FY10. While one of these units has not finished its collection process, complete findings will be reported at the end of the fiscal year (August 31, 2010).
Action
Improve Assessment Of Division-Wide Participation: Training And Developement Processes
The findings of the meta review represented only three of the many units within F&O Division which either took part in or conducted training in some capacity during FY10. If promoting and monitoring broad participation in training and developement processes continues to be important to this division, a division-wide accounting of such participation may need to be initiated across all units from the Office of the VP. Reliance upon Meta-reivew provides only information about those units that elect to focus upon assessing their efforts in this area.
Goal
Actively Pursue Approaches To Recruit And Retain Quality Staff
Actively pursue approaches to recruit and retain quality staff
Objective
Support Recruiting And Retention Activities
Support unit plans for recruiting and retention activities.
Indicator
Meta-Review: Recruitment And Retention Of Quality Staff
The VP of Finance and Operations will conduct a meta-review of recruitment and retention processes throughout the Division. Results (findings) along with the methods by which results were obtained (indicators) will be examined for validity, and completeness in relation to ascertaining the stated objective.
Criterion
Evidence Of Successful Findings: Recruitment And Retention Of Quality Staff
Criteria for successful findings will be specified at the level given by the individual unit.
Budget and Operations #1 Criterion: Fill all open positions with very competent personnel, while remaining within the prevailing constraints of salary budgets.
Facilities and Management #1 Criterion: The previous years criterion was to send 20% of the employees to conferences, seminars, or training programs. This was achieved and therefore our criterion for this period was increased to 25% participation.
Human Resources #1 Criterion: Increase the number of training sessions offered by Human Resources by 10% over last year. Last year, HR offered 43 training sessions. #2 Criterion: Human Resources will successfully implement the PeopleAdmin online employment system by August 31, 2010.
UPD & Parking #1 Criterion: In this current training cycle, each officer wil be required to attend 40 hours of required police training. All training received will be through an accredited police academy, or accredited police department/instructor. The training attended should meet all requriements set fourth by the State of Texas and the UPD. #2 Criterion: Based uopn the analysis which will be performed the data will reflect a lower turnover rate in fiscal 2010 than in fiscal 2009. #3 Criterion: SHSU PD, along with Human Resources, will conduct a salary analysis in reference to starting salaries as a percentage of average 3-4 most competitive regional departments (city of huntsville, Walker county, comparitive univeristies etc.). SHSU PD will remain competitive based on the information obtained.
Finding
Meta-Review Findings: Recruitment And Retention Of Quality Staff
The Meta-review findings indicated that at least four F&O units focused upon recruitment and retention of quality staff, and all four had done so successfully.
Budget and Operations #1 Finding: Senior Analyst position filled by exceptionally competent individual, who was promoted from the full time Analyst I position. Analyst I position filled through promotion of previously employed IRA Graduate Assistant. Assessment Staff Assistant position filled, and funded from allocations made from Banner ERP staffing backup.
Facilities and Management #1 Finding: As of June 1, 32% of employees attended conferences, seminars, and training off site with some situations lasting up to three days. 50 of 156 employees trained.
Human Resources #1 Finding: In Process - Reportable data available after 08/31/2010. #2 Finding: The "Go Live" date for People Admin was June 7, 2010. Since the "go live" date, HR and the PeopleAdmin client support staff have been working on minor technical issues as they arise.
UPD & Parking #1 Finding: The University Police Department has 18 full time peace officers. A check of of department personnel indicates that all officers have met and or exceed the number of training hours required by the State of Texas Licensing Board (TCLEOSE). #2 Finding: In Fiscal year 2009, the department lost two officers to pursue other jobs in law enforcement. In Fical 2010, the department also lost two officers to other departments in the State of Texas. The rate of loss did not change. #3 Finding:Althought the department lost two offices during this fiscal year. All indications are that the officers left due to an advancement in their career opprotunity. Each officer that left had obtained their degree from SHSU and other advanced trainings. The current 22% of officers who have either stopped working on their college degree or have not begun will be continually encouraged to obtain their degree.
These findings represent only four of the many units within F&O Division which either took part in or conducted recruitment or retention in some capacity during FY10. While one of these units has not finished its collection process, complete findings will be reported at the end of the fiscal year (August 31, 2010).
Action
Improve Assessment Of Division-Wide Recruitment And Retention Of Staff
The findings of the meta review represented only four of the many units within F&O Division which either recruited or retained staff in some capacity during FY10. If promoting and monitoring recruitment and retention processes continues to be important to this division, a division-wide accounting of such practices may need to be initiated across all units from the Office of the VP. Reliance upon Meta-reivew provides only information about those units that elect to focus upon assessing their efforts in this area.
Goal
Enhance Link Between Planning And Budgeting As Well As Determining Resources Needs And Uses Both Short And Long Term.
Enhance link between planning and budgeting as well as the determining resources needs and uses both short and long term.
Objective
Development Of Budget
Begin development of capital budget.
Indicator
Review Of Budgets And Budget Processes
The VP will examine new budgets and the processes used to develop those budgets for evidence of successful capital budget development. This review will be conducted in conjunction with the Associate VP for Budget and Operations.
Criterion
Create A Defensible Capital Budget In Line With SHSU Goals And Objectives
SHSU division of F&O will create a defensible capital budget in line with organizational goals and objectives with input from a team of key executive managers representing the entire university and key managers in Financt and Operations division
Finding
Budgets, Budget Process Outcomes And Associated Assessments
The Budgets, Budget Process Outcomes and Associated Assessments of both outcomes and processes will not be complete until after the close of the current fiscal year. This has been a year of budget process change and these changes will be reflected in final findings after August 31 2010
Action
Actions For Improvement To Be Formulated Upon Review Of Findings, Post-Aug 31
Actions for improvement to be formulated upon review of findings, post-Aug 31,2010
Objective
Update Operating Budget Process
Update operating budget process for longer term approach. Revise process for creation of operating budgets. Introduce greater transparency and involvement of executive academic leaders and executive office directors in the process of building the subsequent year's operating budget.
Indicator
Conduct High Level Evaluation Of Process And Outcomes
Maintain oversignt of Assessments encompassing satisfaction With Process And Timeliness of the process initiated to obtain strategic input of authentic university goals and objectives as well as political buy-in in relation And rasonableness and Correctness Of the new operational Budget
Criterion
Multiple Criteria
Multifaceted assessments require will engage multiple criteria as appropriate: -75% of participants' perceptions of the revised process with regard to the productivity of the process, the successfulness of the outcome and their satisfaction with the experience will be positive. These results will be obtained through collection of prompted, structured feedback in Informal focus groups -The budget resulting from the project will meet required standards and requierements for timely completion. -Reflective judgements and agreement of the VP and F&O division leaders that the ends achieved through the process were as intended; that the process is replicable; and that the budget outcome was successful
Finding
Findings To Be Reported After August 31 2010
Findings to be reported after August 31 2010
Action
Improvement Actions To Be Formulated After Findings Are Reported
Improvement Actions to be formulated after findings are reported at the end of the fiscal year and the beginning of FY 2011.
Objective
Define Models For Analysis
Define models to enhance analysis of data for improved decision making.
Indicator
Assess Budget Projections Created With New Models
Budget projections for FY11 that were generated with new models will be assessed for reasonableness while in formulation and will be tested against actuality in FY2011. Interim judgments re. the reasonableness of budget projections created with new models will be made by the Director of Budget, the Associate VP for Budget and Operations and the Vice President of Finance and Operations, with input from financial operations representatives and executive managers across the university. The final assessment of effectiveness for the new models will be made in Fiscal Year 2011 when the budget is in use.
Criterion
Budget Projections To Be Judged Reasonable And Fy11 Test Vs. Actuality Due In FY11
In final phases of testing new models the FY11 budget projections will be judged reasonable by the Director of Budget, the Associate VP for Budget and Operations and the Vice President of Finance and Operations, reflecting input from financial operations representatives and executive managers across the university. When tested against the FY 11 actuality, the Fy11 budget projected from new models will prove to be reasonably accurate.
Finding
FY 10 Testing Of New Model Projections For FY11 Budget Are Positive
The final FY 10 tests of new model projections for the FY11 budget yielded a budget that was judged to be reasonable by the Director of Budget, the Associate VP for Budget and Operations and the Vice President of Finance and Operations. Findings regarding the projected FY11 budget against the FY 11 actuality will be available at the close of FY 11.
Action
Actions To Be Based On Findings When Complete
Actions will be based upon findings completed by end of August 2011. Actions will be formulated and recorded at that time
Goal
Develop Strategies To Improve Revenues And Net Revenues For Units With That Functionality
Develop strategies to improve revenues and net revenues for units with that functionality.
Objective
Encourage Improvement Of Revenue Approaches
Encourage auxiliaries to develop improved net revenue approaches. Support strategies that promote average net income of 5% from Auxiliary Services. Support and monitor strategies to increase revenue from Auxiliary Services.
Indicator
Review 2010 Income And Expenses To Assess Average Net Income
Review 2010 income and expenses To assess average net income attained by Auxiliary Services units
Criterion
Achieve Average Net Income Target Of 5%
Achieve Average Net Income target of 5% - a very respectable net income by business standards appropriate for auxiliary units operating within a university.
Finding
Final Assessment Of Average Net Income To Be Conducted At Close Of Fiscal Year
The final assessment of Average Net Revenue is to be conducted at close of fiscal year (August 31, 2010)
Indicator
Overview Of Auxiliary Services 2010 Revenue Assessement
Auxiliary Services units' 2010 revenues will be reviewed and assessed at the close of the fiscal 2010 year in relation to last year's revenues
Criterion
Combined Revenue Increase Of At Least 2%
Combined Revenue Increase Of At Least 2% The combined Revenues of all Auxiliary Services Units will increase by at least 2% over last year's revenue
Finding
Final Accounting And Assessment Of 2010 Revenues To Be Conducted At Close Of FY
Final accounting and assessment of 2010 revenues are to be conducted at the close of fiscal year 2010 (august 31, 2010)
Action
Actions To Be Formulated After Reviewing Completed Findings
Actions to be formulated after reviewing completed Findings ( after Aug 31, 2010)