INSTITUTIONAL EFFECTIVENESS PLAN

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INSTITUTIONAL EFFECTIVENESS PLAN

• PRESENTED BY
• Gettie Moreno
• Assistant VP and Comptroller
• for
• Finance Administration

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FINANCE ADMINISTRATION

• Business Services
• Accounting/Property Management
• Payroll
• Grants Contracts
• Procurement General Services

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BUSINESS SERVICES

• SIGNIFICANT ACCOMPLISHMENTS FOR ACADEMIC YEARS
  2002-2003
• TouchNet increased from 390,000 in 2002 to
  1.4 million in 2003
• ACH for students 20 of total financial aid
  recipients
• Banner
• Customer Service Survey

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• PLANS FOR IMPROVEMENT
• SCT Banner Student Information System
• ? Campus Loan Management
• New collection agency
• Concurrent enrollment
• Training workshops

• CRITICAL NEEDS/RESOURCES
• Personnel
• Cashiers/Temporary Cashiers 27,000
• Operating
• Equipment/Supplies 60,000
• TOTAL 87,000

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Accounting/PropertyManagement

• SIGNIFICANT ACCOMPLISHMENTS FOR ACADEMIC YEARS
  2002-2003
• Training workshops to the campus community
• Promoting direct deposits for employees/vendors
• Utilizing new bar coding system for physical
  inventory

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• PLANS FOR IMPROVEMENT
• Switching from the BarrGate system to the VPS
  system
• Purchasing a golf cart for equipment tagging
• Digitally scanning permanent records to reduce
  the need for physical storage spaces

• CRITICAL NEEDS/RESOURCES
• Operating
• Equipment/Supplies 63,600
• TOTAL 63,600

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PAYROLLSignificant Accomplishments forAcademic
Years 2002-2003

• More consistent procedure
• Current tax resource for compliance
• 24 participants
• More current account reconciliation
• Significantly reduced response time on requests
  for payroll/budget data
• Identifies records which need to be updated

• Glacier Nonresident Alien Tax Compliance software
• Two new campus wide training sessions on
  Budget/Reports
• Utilizing MS Access to query payroll database in
  College Station

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• PLANS FOR IMPROVEMENT
• Implement web-based comprehensive leave tracking
  system
• Implement web-based routing and approval of EPA
  forms (replace Form 500)
• Implement direct deposit of payroll checks for
  student employees

• CRITICAL NEEDS/RESOURCES
• Personnel
• Staff accountant/Part-time student 31,800
• Operating
• Equipment/Supplies 26,000
• TOTAL 57,800

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GRANTS CONTRACTSSIGNIFICANT ACCOMPLISHMENTS
FOR ACADEMIC YEARS 2002-2003

• External funding received in FY 2003 is
  13,438,899 (159 awards)
• 211 proposals were submitted in FY 2003, which
  total to 59,304,892

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• PLANS FOR IMPROVEMENT
• Publishing Grants and Contracts procedures manual
  on the web by 2005
• Additional staff member in 2006 in anticipation
  of a substantial increase in research grants from
  the Pharmacy School
• Continue to offer more training workshops for
  faculty and staff

• CRITICAL NEEDS/RESOURCES
• Personnel
• Accounting Clerk 20,000
• Operating
• Equipment/Supplies 23,000
• TOTAL 43,000

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Procurement General ServicesSIGNIFICANT
ACCOMPLISHMENTS FOR ACADEMIC YEARS 2002-2003

• All Departments trained and brought online to
  FAMIS purchasing
• 85 departments trained in Procurement Rules
  class
• Next day DESK TOP DELIVERY negotiated with
  Corporate Express
• HUB percentage top 25 in state
• Bid limit delegated authority raised to 5,000

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General Trends

• Total Purchase volume
• 1994 3,500,000
• 2003 14,000,000
• Average P.O.
• 1999 - 1,844
• 2003 - 4,046
• L Doc Quantity
• 1999 - 1,700
• 2003 11,572

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• PLANS FOR IMPROVEMENT
• Procurement Card program
• Campus Wide Departmental Receiving in FAMIS
• Direct Order and Desktop delivery of some orders
  (computers, VWR)
• CRITICAL NEEDS/RESOURCES
• Continued funding of the HUB program at
  10,000/year
• Support of Admin Training Lab _at_ 3,000/yr
• (note new facilities will be required if
  Kleberg remodel begins)

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END OF PRESENTATION THANK YOU