|
BPR
|
Department
|
Members
|
Impact
|
Status
|
|
Customer Service
|
B&F Division
|
Patsy Barr – Stephanie Rooks, Tricia Durrough, Dan Lewis
|
Due Date:
3/31/2006
-Measurement of customers.
-Continuous Improvement.
-Conformity to SACS
requirements
|
- 9/19/05: Meeting reviewed survey design, frequency,
and training needs.
- Meeting held 9/19/05
- Poll directors to
determine area needs.
|
|
B&F Website
|
Division
|
Jerry Mock – Robin
Mullinix, Bill Gauthier
|
Due Date:
3/1/2006
Enhance current website for
effective customer usage.
|
UWG website
committee meets 3/16. Purchased web
content design package. Two committees
– Design and Procedures. Jerry to discuss B&F website w/Robin upon trip
return.
|
|
Equipment Inventory
|
Public Safety
|
Tom Mackel
–
|
Due Date:
3/1/2006
Improve accessibility and
information on Public Safety equipment – inventory levels & equipment
assignment.
|
Per Charlie -
Ready for March ‘06
|
|
Communications
|
Public Safety
|
Tom Mackel
-
|
Due Date:
Fall 2006
Improve on PS Dept. and
abilities in Hispanic communication.
Should also help with law enforcement agencies in community.
|
3/15: No change
|
|
Parking Decal
|
Public Safety
|
Tom Mackel
-
|
Due Date:
How can we reduce the
difficulty students have (especially at night) in getting their parking decal
|
1/18/06: Review the current process and the method
that some other institutions employ.
Bill suggested that we make this an electronic process and have it
implemented by the fall semester.
3/15: 7/1 implementation
|
|
Institutional Information
Technology Security Plan
|
BITS
|
Robin Mullinix -
|
Due Date:
12/31/05
-Creating ‘Universities’
“Institutional Profile”
-Entries for a “Physical
and Environmental Security for Server/Equipment Rooms and Labs”
-Creating ‘System Security
Plans’ for every major application utilized in the Division
|
Security plans
submitted
-
Met criteria
|
|
Door Access Help Calls
|
Auxiliary Enterprises
|
Jerry Mock-
IT members, facilities,
BITS, PS, residence life
|
Streamline the process for
handling accessibility calls-especially after 5PM
|
Server rooms containing
door access controllers have been mapped.
Report due from
Swain
Considering
putting all door under one maintenance contract
|
|
Textbook Strategies
|
Auxiliary Enterprises
|
Bob Swanson
Dr. Hynes
Univ. Matters
Committee
|
Due Date: On
Going
Increase used textbooks-
Bookstore has developed a strategy for acquiring more used textbooks
|
Acquisition plan has been
developed and executed
Ongoing
discussion. – still being reviewed
|
|
AE Financials
|
Auxiliary Enterprises
|
Jerry Mock-Mark Reeves
|
New data base to provide better financial analysis of AE funds
|
50% complete on database
Improve dialog
within division.
Provide model to
predict revenue.
|
|
BPR
|
Department
|
Members
|
Impact
|
Status
|
|
Position Management Process
|
Budget Services/
Asset Mgmt.
|
Patsy Barr –
Jeanette Pollard
|
To utilize more features in
PeopleSoft to more closely govern position management and budgetary issues;
to use position management to issue contracts in a more efficient manner and
to include more pertinent information such as actual titles.
|
Timeline – June 2006
|
|
Budget Development
|
Budget Services/ Asset
Mgmt.
|
Patsy Barr -
Jeanette Pollard
Robin Mullinix
|
Make the entire operation
of budget development more efficient.
|
Timeline – June 2006
|
|
Surplus
|
Budget Services/
Asset Mgmt.
|
Patsy Barr –
Jill Wright
|
To establish better
policies and guidelines for surplus especially concerning moving equipment.
|
Timeline – June 2006
|
|
Construction
Projects
|
Budget Services/
Asset Mgmt.
|
Patsy Barr –
Jill Wright
|
To set up a file system
that gives the department easy access to needed information; to establish
paper flow procedures to make sure all areas get information needed.
|
Timeline – June 2006
|
|
Lab Vouchers/Manuals
|
Internal Audit
|
Cathy Osborne
|
Review of all lab/course
packs, lab fees including pricing and fund deposit accounts.
|
Additional members may be
added after parameters have been established
On going
|
|
Electronic Storage
|
Auditor
|
Cathy Osborne
|
Due Date:
7/1/06
Establish a uniformed
method of maintaining shared electronic files within the B&F Division.
|
On going
|
|
Direct Deposit
|
HR
|
Stephanie Rooks
|
Due Date:
1/1/06
Expanding this service to all
UWG payroll recipients.
|
All but 30 full
time employees are on direct deposit. All
new student employees have direct deposit.
|
|
Direct Debit
|
HR
|
Stephanie Rooks
|
Due Date:
1/1/06
Cost savings. Potential loss involving employees that
elect COBRA prior to leaving the university and end up not paying for it.
|
Implemented.
Completed. (fork)
|
|
Pay Advice
|
HR/Payroll
|
Stephanie Rooks
|
Due Date:
12/31/06
To distribute pay advices
electronically.
|
Pending.
|
|
Agency Account Policies and
Procedures
|
Controller
|
Patricia Durrough
Anita Saunders, Cathy
Osborne, Stephanie Rooks
|
Agency accounts are those
funds that are held by the institution. Most of these funds are
considered unrestricted and can be used at the department’s discretion.
An analysis needs to be made of all of these accounts to determine the source
of funds and the expenditures that occur from these funds. There are
currently no detailed policies and procedures provided by the USG to provide
guidance as to how these funds can be used nor what funds can go into these
accounts. There is also tax issues related to these accounts if we pay
awards, prizes, gifts or other types of employee or student
payments/reimbursements. Even though the policies and procedures should
be reviewed and addressed within Business & Finance, the product of our
efforts would result in better guidelines for departments when generating and
using agency account funds.
|
Additional members will be
added after parameters have been established.
Identified
foundation and non-foundation funds.
Will investigate
source of non-foundation accounts.
|
|
Policy on
Rental Cars
|
Purchasing
|
Added:
3/15
|
|
|
|
Contract w/
Rental Car Agency
|
Purchasing
|
Added:
3/15
|
|
|
|
BPR
|
Department
|
Members
|
Impact
|
Status
|
|
Salary Admin.
Policy
|
HR/
Payroll
|
Stephanie Rooks
|
Re-classifications
as they pertain to budgets
|
Drafting Policy
Statement
|
|
Reclassification
Policy
|
HR/
Payroll
|
Stephanie Rooks
|
New form required
for budget impact
|
Form
completed. Instructions drafted.
|
|
FLSA
Classification Review
|
HR
|
SR
RM
|
To have UWG
compliant with FLSA exempt non-exempt policies.
Target Date: April 30, 2006
|
In process
|
|
Document Management
|
B&F Division
|
Dan Lewis - Tricia
Durrough, Patsy Barr, Robin Mullinix, Stephanie Rooks,
Bob Watkins
|
Due Date 6/30/2006
-Increased storage space.
-Secured disposal
-Conformity to BOR Guidelines
|
-Template has
been designed for 6/22/05 meeting.
-Shredding
Bins: 9 purchased overall - 2 being
used in B&F.
-10/4/05:
Inventories have been received from all areas except for BITS & Public
Safety
|
|
Worker's Compensation
|
CP&F – RM/EHS
|
Theresa Jablecki-Kriel
Lisa
Pratt, DOAS WC; Brenda Pool, Georgia State University; Kitty Owens, UWG
Custodial; Tim McWhorter, UWG CP&D
|
Communication
loop between employee, employer, spouse-parent, treating physician, DOAS, and
Human Resources
|
Complete
A draft survey
was created and submitted for review.
Reviewers felt the survey was too impersonal and would not help
improve the program. Matt Jordan
emails the supervisor and requests that they follow-up with the employee and
communicate this information back to him on a monthly basis until the file is
closed
DOAS will
institute a new program on July 1st which should improve the
overall process.
|
|
Building Inspections
|
CP&F – RM/EHS
|
Theresa Jablecki-Kriel
Matt
Jordan, UWG RM/EHS; Brenda Valcke, UWG ITS; Dennis Lovvorn, UWG Public
Safety; Ricky Watts, UWG Facilities
|
Time intensive,
unable to perform inspections according to schedule and unable to perform
on-site follow-up to verify work has been completed. Communication.
|
Completion date
– June 23rd, 2006
Inspections are
on schedule. Work orders are verified
using the FME software.
20 of 31
buildings have been inspected
|
|
Asbestos Management
|
CP&F – RM/EHS
|
RM/EHS
and CP&D
|
Identification
and sampling of materials, documentation of results and surveys,
communication with building occupants and facilities and grounds employees,
maintenance of training.
|
Completion date
– June 23rd, 2006
|
|
Vehicle Accident
Investigation -Claims
|
CP&F – RM/EHS
|
RM/EHS
& Public Safety
|
Obtaining police
reports, communication with vehicle owner and DOAS or other insurance agent,
documentation and follow-up.
|
Completion date
– June 23rd, 2006
|
|
Data Collection and Reports
|
CP&F – F&G
|
Wanda Williams
Lori Hobbs, John Mitchell
|
Due Date 12/31/05
We are now updating our
technology to better serve the University in the area of work data collection
and report generation.
|
Complete.
CP&D projects are being added into FME system following GA Tech
template for projects
|
|
Operational services
|
CP&F – F&G
|
James Hembree, Patti
Stilson, Sean Connors, Marshal Lott
|
Due Date 6/30/2006
Review of operational
performance within our Custodial and Landscape departments.
|
On going
|
|
Administrative Staff
Support
|
CP&F – F&G
|
Patti Stilson
|
Due Date 6/30/2006
As noted in our
"Return to Work" BPR - An annual evaluation is necessary.
|
On going
|
|
Planning For Long Range
Development of the Campus
|
CP&F – CP&D
|
Unassigned
|
Opportunities for improvement
involve the more effective use of overall Campus preplanning related to
updating the Physical Master Plan by involvement of professional consultants
early on and incorporating the process in our procedures.
|
No change
|
|
Construction Administration
|
CP&F – CP&D
|
Unassigned
|
Opportunities for
improvement would be to find ways to process projects, contracts, and
change-order requests through the BOR Office of Facilities in an expedient
manner.
|
No change
|
|
Operational services
|
CP&F – F&G
|
Unassigned
|
Process review of
privatized operations. University
Suites, Apartments, etc.
|
ON HOLD
|
|
BPR
|
Department
|
Members
|
Impact
|
Status
|
|
Programming & Design
Phases of Construction Projects
|
CP&F – CP&D
|
Unassigned
|
Opportunities for improvement
include the decision making process during preplanning in developing the
proper delivery method best suited for each project as well as better
communication and involvement of our clients in program development of the
project. Developing our procedures to
reflect and aid in this process would be key
|
No change
|
|
Construction Project
Management
|
CP&F – CP&D
|
Unassigned
|
Opportunities for
improvement are in the area of project management, developing a good
contractor base, schedule improvements, assuring quality control, management
of construction activity and progress, and documentation during the
construction process.
|
No change
|
|
Maintenance of Facility
Information
|
CP&F – CP&D
|
Unassigned
|
Opportunities for improvement
would include improving the efficiency of document retention and retrieval of
all documents that are necessary and required. This may include electronic filing,
providing additional space, relocation of stored materials, leasing of space
for archived documents, professionally contracted document storage, or a
combination of the above
|
No change
|
