2004-05 Administrative Services Progress Report

• Financial Services - The Institutional Research office completed the transfer of the faculty & student course evaluations process from student affairs. This move will allow multi-year departmental and college comparisons, and eventually on-line survey completion.

• Financial Services - Assessing Developmental Math: The Institutional Research office assisted the interdisciplinary committee with data and analysis needs, which included historical, retention, and course taking patterns.

• Human Resources - Published the LEARN Catalog which serves as a clearinghouse of training/education opportunities available on campus for faculty and staff.

• Human Resources - Continued to offer the Higher Education Academy and supervisory training.

• Human Resources - Published monthly bulletins highlighting training events.

• Athletics - This past fall, our 317 student-athletes achieved tremendous accomplishments in the classroom , with 89 posting a grade point average of 3.5 or better and 13 received a perfect 4.0! Weber State also has 5 regional and district All-Academic honorees this year.

GOAL TWO - Improve infrastructure to support students, faculty, staff, and community (technology, physical campus, administrative systems).

• Financial Services - Implementation of Campus-Wide P-Card Training Program: This training program was implemented utilizing web-based processing. The program is targeted at periodic re-certification of P-Card holders.

• Financial Services - Purchasing Vendor Fair: Every Fall the Purchasing Department sponsors a Vendor Fair. University personnel along with other state agencies, universities and local school districts are invited to participate in the Vendor Fair. With close to 500 participants and approximately 50 vendors, the effort is recognized as a “best in class” activity by those who participate.

• Financial Services - Banner Finance Implementation: Financial Services continued to stabilize the software, recreate procedures and modify University policy to accommodate the implementation. The following items are examples of major progress in this continued implementation

– Successful Completion of Financial Statement Preparation: Financial Services received special recognition from the State of Utah Department of Finance

– Re-establishing the Budgetary Linkages between Banner Finance and Banner Human Resource

• Financial Services - Banner Human Resource Implementation: Financial Services continued with efforts to stabilize the software, recreate procedures and modify University policy to accommodate the implementation. The following items are examples of major progress in this continued implementation

– Re-establishing the Budget Lapsing Process

– Re-establishing the Salary Letter Process

– Successful W-2 Reporting to Employees and IRS

• Financial Services - Banner Student Implementation: Major portions of the Student implementation took place in the first quarter of 2005. Financial Services has not only played a major role in the implementation of the Cashier/Accounts Receivable module, but has played a major role in the other modules of the software. The following items are examples of the significant impact upon the operations of the University

– Redesigning the University Tuition Collection Process

– Implementing a Linear Tuition Schedule

– Implementation of "TouchNet Software" to Facilitate 0n-Line Payment of Charges

• Financial Services - PRISM Inventory Control and Integrated Accounting System: Financial Services have completed the implementation and integration of the University Bookstore's PRISM Computer system. The following items are examples of major progress in this continued implementation:

– Completed the implementation of the Inventory Control system and moved to a perpetual inventory system where the Bookstore management can establish inventory quality, value and location on demand.

– Implemented the Integrated Accounting System and its corresponding General Ledger to allow the Bookstore Administration to properly manage and forecast the financial operations of the department and streamline business functions.

• Financial Services / Facilities Management - Space Inventory Data: Institutional Research and Facilities Management is currently transferring all space data from STAARS to the Maximus space module. This will allow data to be Link directly with CAD drawings, maintenance schedules, and academic course locations. Projection completion October 2005.

• Financial Services - Banner USHE Extract Files and Data Warehouse: The Institutional Research office has worked closely with IT in converting USHE extract files from STAARS to Banner data. Student and course data used for projections, reporting, and research is now being stored in the data warehouse on a weekly basis.

• Facilities Management - Initiated a project to replace the rigging and "fly" system in both theaters of the Browning Center, enabling better support of community centered as well as university sponsored events.

• Facilities Management - Replace antiquated, worn out air compressors and vacuum pumps in the Marriott Allied Health Building with modern, state of the art, energy efficient units with full back-up capabilities.

• Facilities Management - Installed a back-up primary electrical distribution system transformer that was up-sized to provide full capability to the campus. Provides more reliable electrical power to the Ogden campus.

• Facilities Management - Designed and started construction of the new entrance to the Library. This project will eliminate long-standing and unsolvable problems with the former deck on the west side, and will improve accessibility, identification, and space use for the library and all of its patrons.

• Facilities Management - Completed legislative approval, programming, and started design for the Shepherd Student Union Building on the Ogden campus.

• Facilities Management - Initiated planning and programming for a new Humanities Building to replace the aging and inadequate buildings 1 and 2 on the Ogden campus.

• Facilities Management - Completed design and initiated construction of the Swenson Building.

• Facilities Management - Initiated fire sprinkler protection for Promontory Tower with a University funded project.

• Facilities Management - Received federal grants to fund an electronic access control system for Lampros Hall, and for the exterior access doors to all of our major academic buildings. The Lampros Hall installation is nearly complete and will be used as the test-bed to validate processes and procedures for the system University-wide. Planning for the exterior access electronic locks is now underway.

• Facilities Management - Initiated planning for a new campus exterior signage and wayfinding system for the Ogden campus. We have contracted for the services of Corbin and Associates of Michigan to do this planning. The planning is proceeding very well and we hope to have a plan to present to the President’s Council by the end of the summer.

• Facilities Management - FM built and installed 20 new multi-media consoles for classrooms throughout the Ogden campus. This is an continuing effort each year to upgrade and improve the ability to use technology to improve the instructional quality of our various programs.

• Facilities Management - Integrated the FM Facility Focus computerized maintenance management system with the Banner/LYNX system to better support information needs throughout the University.

• Facilities Management - Completed replacement of the potable water, steam and condensate return lines in the Technical Education Building, thereby eliminating leaks, down-time, and reducing inconvenience to faculty, staff and students.

• Facilities Management - Initiated repair of failed structural and infrastructural components of various campus facilities, including the pre-cast exterior wall panels in the Science Lab, the water and steam distribution system in buildings 3 and 4, and the repair of a failed utility tunnel section between buildings 2, 3 and 4.

• Facilities Management - Constructed a new Track and Field Locker Room at the stadium. This significantly enhances the WSU track program.

• Facilities Management - Completed elevator improvements in the Library and Social Sciences buildings.

• Facilities Management - Completed renovation of Lampros Hall in August, 2004. This facility is the premier technology based learning center on the Ogden campus and has been very well received and put to use by students and faculty.

• Facilities Management - Upgraded and renovated landscaping at several locations on campus. The two most notable areas of improvement were around the Social Sciences building and around the Lind Lecture Hall/Science Lab buildings. This work created a more aesthetically pleasing environment, as well as reducing the maintenance workload and reduced irrigation water consumption.

• Human Resources - Collected and reported institutional performance and assessment measures for compensation, benefits, training, employment, and the wellness program.

• Human Resources - Participated in relevant salary surveys and developed models to analyze salary and benefit trends.

• Human Resources / Financial Services - Developed a web-based staff satisfaction survey. Collected base-year data and completed initial analysis. This survey measured overall satisfaction with work environment, interactions, relationships, support, and value.

GOAL THREE - Supportive and engaged campus environment for students, faculty, and staff.

• Financial Services - Tuition Discounting: The Institutional Research office is currently involved with collecting student and financial aid data in order to develop data driven pricing and financial aid strategies to maximize awards and enrollments.

• Human Resources - Supported and developed processes to select and orient adjunct faculty including on-line application procedures.

• Human Resources - Sponsored and conducted the Back-to-School training week.

• Human Resources - Implemented the new on-line job application process that has dramatically increased the number and diversity of applicants.

GOAL FOUR - Increased connection with and support from external communities.

• Facilities Management - FM participated in several regional and local planning initiatives, including the Ogden City transit study, and the UDOT sponsored expansion of the I-15 corridor. This involved working with community leaders and other stakeholders to formulate a vision for transportation planning and development for both Weber and Davis counties.

• Facilities Management - Enhanced coordination and cooperation with the local Fire Departments, both at the Davis campus and the Ogden campus. Alarm responses have declined as a result.

• Athletics - Weber State won the Big Sky Conference’s Women’s All-Sports Trophy for the fifth consecutive season. The Wildcats were first in Indoor Track and finished second in Women’s Basketball, Cross Country, Tennis, and Outdoor Track.

• Athletics - The women's soccer team won the Big Sky Tournament and advanced to the NCAA Tournament for the first time in school history. First -year head coach Tim Crompton was named Big Sky Coach of the Year.

• Athletics - The women's Indoor Track and Field team won the Big Sky Championship in February, becoming the first team ever to win the Big Sky title four straight years. Jim Blaisdell was named Big Sky Coach of the Year. The WSU men's team took third place.

• Facilities Management - Provided free, friendly bus service on campus for students, and supported all of the university intercollegiate and club events requested of us at other, off campus locations.

• Facilities Management - Hired increased numbers of minority groups into the FM workforce, and two of our employees undertook to learn Spanish to better communicate with and serve our Hispanic employees.

• Human Resources - Created the opportunity for adjunct faculty to participate in Employee Wellness.

• Financial Services - Implementing a Campus-wide plan for repair & replacement Reserve Funds": A policy and procedure was established for the campus-wide implementation of this critical need.

– Bookstore Operations has been managed and monitored to address Internal Control Issues and return the Bookstore to Profitability.

– Establishing a Student-Athlete Textbook Buyback Process in the Bookstore that monitors purchases and flows Textbook Buyback Funds Back to the Athletic Department

– Installation of hardware fire-walls for all workstations and servers where sensitive data is maintained

– Establishing a 6-week Cycle for Completion of the Monthly Bank Reconciliation Process

– Establishing a Support System for the Management Oversight of Athletic Camps and Clinics

– Utilizing the DEC Ticket Office to Process the Peak Demand for Parking Permits

• Financial Services - Organizational Changes Focused on Improving Operational Efficiency and Enhancing the Delivery of Services:

– Successful Integration of Purchasing & Support Services into Financial Services