Business & Finance Division
BPR Notes
March 30, 2005
Steering Committee: Patsy
Barr, Patricia Durrough, Bill Gauthier, Dan Lewis, Tom Mackel, Jerry Mock,
Robin Mullinix, Cathy Osborne,
Mike Renfrow, Stephanie Rooks, Bob Watkins
- Notes from BPR meeting of 2-23-05 meeting were
distributed on 3/4/05. A revision
was issued on 3/22/05. – Dan Lewis
- A new website has been developed by BITS that
incorporates the progress from this year’s efforts as well as the 2001
achievements. Please refer to the
following website for review: http://www.bf.westga.edu/BPR/
- Division BPR efforts completed for the current
fiscal year include:
|
Core Business Process
|
Originating Dept.
|
Team Leader/
Members
|
Project Status
|
|
P-Card
|
Purchasing
|
Tricia Durrough
|
- Completed
5/19/04
- Mandate
levels increased to $100 on short-term; $500 on long-term
|
|
Budget Process - Plant
Allocations
|
Campus Planning &
Facilities
|
Bob Watkins
Christy
Anderson
Tim Cannon
Mark Gerspacher
Wanda
Williams
|
- Completed 9/28/04
- Non value steps were eliminated by running a plant allocation at
year-end rather than month-end.
-To be reviewed monthly.
|
|
Return to Work Process
|
Campus Planning &
Facilities
|
Bob Watkins
Patti Stilson
Theresa-Jablecki-Kriel
|
- Completed 10/13/04
- New process is contingent upon cooperation of assigned physicians
- Process to be reviewed annually
|
|
Program Management
|
Campus Planning &
Facilities
|
Lynn Agan
Danny Duke, Lee Jones
Tim McWhorter, Lillie Nixon, Ricky Watts, Jamie Shirey
|
- Completed
12/15/04
- Process has
been implemented.
|
|
Civil Operating Procedures
for Students (COPS)
|
Public Safety
|
Tom Mackel
Laura Bennett
|
- Completed 2/23/05
Procedural changes with City and County law
agencies eliminated non-value added steps.
-
Awaiting Report
|
|
Chemical Management
|
Campus Planning &
Facilities
|
Theresa
Jablecki-Kriel, Sandra Neuse, Matt
Jordan, Vince Gibson, Campus Safety Committee
|
- Completed
2/23/05
- Separate
committee to form on software issue
|
|
PBX
|
Auxiliary/ITS
|
Jerry Mock/John
Stogner
|
- Completed
3/30/05
- Conversion
completed 12/15/04
-
3/30/05: Verbal Report provided by J.
Mock
|
|
Higher One
|
Auxiliary/Budget Services
|
Jerry Mock
|
- Completed
3/30/05
-
09/28/04: Evaluation/assessment
-
10/13/04: Evaluation/assessment
-
3/30/05: Verbal Report provided by J.
Mock
|
|
Meal Plan Registration
|
Auxiliary/ITS
|
Jerry Mock
|
- Completed
3/30/05
- 10/13/04:
Evaluating
- 3/30/05:
Verbal Report provided by J. Mock
|
- Customer satisfaction surveys have been completed
on all the scheduled areas within Business and Finance. Following is the status of the summary
reports based on the responses received.
|
Area
|
Status
|
|
Purchasing,
Accounting Services, and Budget Services
|
Survey
completed - 69 responses. Reports
posted to website.
|
|
Human
Resources
|
Survey
completed - 49 responses. Report
posted to website.
|
|
Public
Safety
|
Survey
completed - 115 responses. Waiting for
report from area director.
|
|
Auxiliary
Services
|
Survey
completed - 65 responses. Waiting for
report from area director.
|
|
Student
Financial Services
|
Survey
completed - 85 responses. Waiting for
report from area director.
|
- Division BPR efforts in process:
|
Core Business Process
|
Originating Dept.
|
Team Leader Members
|
Project Status
|
|
Georgia Oglethorpe
|
Campus Planning &
Facilities
|
Mike Renfrow
Lynn
Agan, Theresa Jablecki-Kriel, Dan Lewis, Bob Watkins
|
- Application
submitted 12/17/04
- Performance
measures being reviewed.
-
Presentation for 1/26/05
- April site
visit pending review from GA Oglethorpe Assessment Team
|
|
Time and Attendance
|
Human Resource
|
Stephanie Rooks
|
- Met with Kronos T&A
representatives
- Funds budgeted
- Develop committee to
review generic issues.
- To be addressed at CBO
meeting on 3/3/05.
-3/30/05: On hold pending BOR action
|
|
Document Management
|
Business and Finance
Division
|
Tricia Durrough/Dan Lewis Patsy Barr, Robin Mullinix, Stephanie
Rooks, Bob Watkins
|
- 12/15/04: Mr. Gauthier suggests that the committee
meet and make recommendations & develop a report. 2nd part is to address
electronic management.
-
2/14/05: Committee met with IRP representative,
Tara Pearson, to discuss record
retention procedures and BOR guidelines.
-3/30/05: See below.
|
|
Hiring Process
|
Public Safety
|
Tom Mackel
Diane
Shackleford
Laura
Bennett
Charlie
Marlar
|
-
2/23/05: New BPR item
-
3/30/05: To be completed in June
|
|
Budget Management Systems,
reporting (Columbus Model)
|
Budget
|
Tricia Durrough
|
-
12/15/04: Mr. Gauthier stated that
this is totally dependent on OIIT. He
plans to follow-up with William Bowes on 3/3/05.
-
03/30/05: Pending BOR action.
|
- Document Management:
3/30/05:
Jerry proposed that Robin, Dan and he get together to construct a
template that will assist each area in determining their inventories. The
template will be comprised of the series that appear on the IRP website. Based on the template, each department must:
·
Review the series
·
Identify the documents that they create and receive.
·
The location where they store the documents
·
Identify the series it belongs to.
·
Determine who the custodian is of the original document.
Each area should also create
·
An “unknown” listing for files in which the series cannot be determined.
·
Develop a back-up system if scanning or microfiche is used.
The template
will be introduced at the next BPR meeting.
- Adjournment
