FY15 Consolidated Annual Report,
Planning Document,
and Budget Requests
Western Illinois University
Administrative Services
April 15, 2015
Vice President for Administrative Services
A collection of service-oriented units, Administrative Services shares Western Illinois University’s values
of academic excellence, educational opportunity, personal growth, and social responsibility. In accordance
with those values, Administrative Services strives to support the University in its mission of preparing a
socially responsible, diverse student, faculty, and staff population to lead in our global society. As such,
Administrative Services provides effective, efficient, and timely leadership and administrative support
services.
Fiscal Year 2015 Major Accomplishments
Vice President for Administrative Services (VPAS) . . .
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executedapproximately1,100Universitycontracts.
administeredannualethicstrainingfor2,438employees.
administeredethicsorientationfor2,885employees.
administeredandprocessedeconomicintereststatementsfor780employees.
scheduledandprovidedadministrativesupporttoexternallegalcounselforapproximately200
appointments.
facilitatedapprovalandcommunicationoffivenewandsevenrevisedpolicies.
chairedtheBackgroundInvestigationPolicyCommittee.
chairedtheSmokeFreeCampusTaskForce.
developedamechanismtomoveethicsorientationonlineforstudentemployees.
worked,incoordinationwithAdministrativeInformationManagementSystems(AIMS),tocreatea
compliance screen for University-wide training records.
increasedcontractroutingandapprovalefficiency.
increasedcontractcomplianceandfollow-upwithcontractownersforcompliance-relatedissues.
developed,incoordinationwithPurchasing,anewconstructioncontract.
facilitated,incoordinationwithothercampusstakeholders,arenewaloftheIntercollegiateAthletic
apparel contract.
Fiscal Year 2016 Major Objectives
VPAS will . . .
• conductacomprehensivereviewofallUniversitypoliciesandprocedures.
• migrateallUniversitypoliciesandproceduresintothenewformat.
• seekCabinetapprovalandimplement,incoordinationwithEqualOpportunity&Access(EOA)and
HumanResources(HR),thebackgroundinvestigationpolicy.
• developandimplement,incoordinationwithPurchasing,anewgeneralUniversityandArchitect/
Engineercontract.
• migrateethicsorientationfornew,seasonal,andtemporaryemployeesonline.
• createapolicyonpoliciesandimplementanewpolicyandproceduresformatandprocess.
• conductacomprehensivereviewoftheAdministrative Procedures Handbook and update accordingly.
• provide,incoordinationwithPurchasing,trainingoncontractprocedures.
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Business & Financial Services Fiscal Year 2015 Major Accomplishments
Accounting and Accounts Payable . . .
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evaluatedaccountingstaffduties.
evaluatedworkflowintheAccountsPayableoffice.
participatedintherefinancingofthe2005revenuebonds.
improvedthepropertyaccountingreconciliationprocess.
transferredtheaccounting-relateddutiesassociatedwithpropertyaccountingfromtheProperty
AccountingandRedistributionCenter(PARC)toShermanHall.
• implementedanonlinevehiclecertificationprogram.
• completedtheconversionoftheUnclaimedPropertydatabasefromRbase to Access in conjunction
withFinancialSystems.
• discontinuedtheuseofAPS2 investment software and built templates, reports, and pie charts in
MicrosoftExceltotrackandreportinvestments.ThisavoidedtheUniversityhavingtopayforalicense
feeof$15,000andquarterlymaintenancefeesthattotalover$2,000annually.
Additionally,
• HollySpenceprovidedtrainingtocampusthroughHR.
• DenisBarnesandLorinWallerworkedtodistributeequipmentfromthe60thStreetcampus.
Statistics through February 28, 2015
• Travelvouchersprocessed:1,999
• Checkswritten:5,828
• EFTswritten:17,822
• Accountscreated:165
• Newequipmentitemstagged:932,totaling$2.1million
• Journalentriescodedandentered:31,157
• PCardtransactionsaudited:15,092,totaling$6.7million
BillingandReceivables...
• workedwiththeDepartmentofEducationtoassigndefaultedPerkinsloans.
• workedwithPeerTransfertobeabletoprocessrefundstostudentsbyoutgoingwiretransfers.
• workedwithAIMStobeabletostreamlinethird-partybillingprocessthroughthecurrentsystem
instead of an access database, which will eliminate the manual process.
• workedwithAIMStoautoimportnewPerkinsLoandisbursementsintothePerkinssystemagain,
eliminating the need to do manual entries and the chance of errors.
Statistics through February 20, 2015
• Certified1,151GIbillstudents
• Processed24,101studentpaymentsfor$33,098,118.40,ofwhich4,059and$3,936452.91werein
theautomatedpaymentplan;11,391and$15,136,789.17wereSTARSACHpayments;and1,212for
$1,214,860.06werecreditcardpayments.
• Collected467paymentsfor$78,932.93throughthestateoffsetsystem.
• Processed16,739for$35,502,728.75instudent/parentplusrefunds.
• Collected1,991for$288,904.37incollectionpaymentsonpastdueaccounts.Wesaved$14,301.26
incollectioncoston320paymentsthisyearwiththestudentsagreeingtopaycollectioncostsperthe
Authorization Statement instead of the University having to pay the cost.
• Processed543for$1,078,002.85inmilitarypayments.
• Processedandbilled$5,471,014.76inthird-partypayments.
• Processed287newFederalPerkinsLoansfor$236,587.00.
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FinancialSystems...
• workedwithAIMStoconvertthetransmittalofthemicrofichefilestotheContentManagementSystem
(CMS)throughanFTPprocess.(Thesefileswereformerlysenttothestateontapes.)
• developedaprocessthatautomatesapartofthePropertyAccountingreconciliation.
• automatedtheannualmissingequipmentreportsenttoCMS.
• automatedtheyear-endaccruedwagespayableprocess.
• continuesworkingwithAIMStocompleteanewDirectPayAuthorization(DPA)form.Thisformwill
allowuserstosavedatatoadatabase.Theformhasbeenmodifiedtoallowuserstopayavendor
frommultipleaccountsratherthancreatingaseparateDPAforeachaccountnumber.Usertrainingfor
this new form should start late this spring.
• continuesworkingtoautomatetheyear-enddepreciationreconciliationprocess.
• continuesworkingwithAIMStocreateadatabasetoimprovetheprocessesusedtodothird-party
billings.Thissystemiscurrentlyanaccessdatabase.
• participatedinthefollowingcommitteesandactivities:
• ITGovernanceAdministrativeAlliance
• ITGovernanceOversightCommittee
• BuildingConnections
• SearchCommitteeforInternalAuditor
• SelectionCommitteeforaconsultanttoourEnterpriseResourcePlanning(ERP)systems
Payroll . . .
• processed,handstuffed,andmailed5,566W-2s.
• processed88payrollsinoneyear.
FederalTaxableGrossforIllinoisis$108,516,769.86;Iowa:$3,308,076.69;Wisconsin:$118,414.19;
Michigan:$54712.84;andKentucky:$943.00,totaling$111,998,916.58
Purchasing . . .
• reviewedover1,000contracts,serviceagreements,hotelagreements,licenseagreements,etc.,inthe
firstninemonthsofFY15(1,017inFY14).
• addedadditionalprocedurestothePCardpolicytobeincompliancewithnewbankingstandards.
• implementedanewPCardprocedureforsuspensionandre-issuance.
• updatedthePurchasingofficewebsiteinregardtoprocurementpoliciesandforms.
• sentnotificationandproceduralstepstocampuscommunityinregardstoAmazonchargingsalestax
beginningFebruary1,2015.
• implementedanewPCardpolicyonOctober22,2014,toaddressthatalltransactionsmustbe
reviewedandapprovedwithin30daystoavoidsuspensionofPCards.
• assistedWIULegislativeLiaisonwithprocurementcomplianceinformationandpros/consofnew
proposed legislation.
• representedthePurchasingofficeinreviewing,evaluating,andawardingnewcontractsforthe
following:
• UniversityCopier(multifunctiondevice[MFD])Program
• Athleticapparelandsponsorship
• ERPconsultingservices
• Bookstoreelectronicsystem
• Bustransit
• AerialphotographyforGIS
• Five-universityconsortiumforanew10-yearcontractforIllinoisElectricalSupply
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Fiscal Year 2016 Major Objectives
BusinessServiceswill...
• implementprinterreductionplans.
• createmorecross-trainingwithinthedifferentdepartments.
• evaluatejobdutiesandstaffingpatterns.
Accounting and Accounts Payable will . . .
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continuetoevaluatefinancialsystemoptions.
continueworkingtostrengtheninternalcontrolsinhopesofminimizingauditfindings.
increasetheamountofcross-trainingwithotheraccountants.
staycurrentonstateandfederalrequirementsthroughprofessionaldevelopment.
BillingandReceivableswillimprovecontactswithInternationalGovernmenttoensuretimelypayments.
FinancialSystemswill...
• workwithvariousareasinBusinessServicestoimproveourwebsite.
• workwithAIMStocompleteanewonlineTravelVoucherforcampususe.
Payroll will . . .
• focusonthenewInternalRevenueService(IRS)lawsandmakesureweareincompliance.
• addnewreportstoeachofthepayrollprocessestoreduceerrorsandimproveefficiency.
• reducetheamountofgreen-barreportsreceivedfromMorganHallandthenreviewallreports.
Purchasing will . . .
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continuetoinvestigatenewopportunitiesforcontractsavingsoncampusandviaconsortiumcontracts.
analyzePurchasingofficeproceduresforbestpracticesandcontinuetomonitorforauditcompliance.
implementastandardcontractforallprocurementneedsotherthanconstruction.
assisttheWIULegislativeLiaisonasneededforimportantlegislativeissuesinvolvingprocurement
code revisions.
Document and Publication Services
Accomplishments and Productivity for FY15
DocumentandPublicationServices(DPS)continuestoworktofulfillitsmission:ToprovidetheWestern
IllinoisUniversitycommunitywithprofessionalservicesandhigh-quality,cost-effectivepublicationswhile
upholding the institution’s core values and image.
DPS...
• hostedanoutsideconsultantwholookedatDPS’soperationsandinterviewedstaff,administrators,
andcustomersaboutDPS.Theconsultantmadeseveralsignificantrecommendationsfor
improvementswithinDPS,includingestablishingeffectivesystemsforunderstandingandmanaging
expensesandrevenueandusingthatinformationtomodifypricing,increaseworkvolume,adjustjob
turnaroundtimes,enhancecustomerrelations,andmodifytheUniversityCopierProgram(UCP).The
consultantalsomaderecommendationstotheUniversityadministrationconcerningDPS’srolewithin
the University.
• lostthreeemployeestoattrition(twographicdesignersandoneproductionstaffmember).DPS
reallocatedworkloadandhiredagraphicdesignstudenttocompensateforthelossofgraphic
designers and reorganized staff to compensate for the loss of the production staff member.
• migrateditsonlineofficesuppliesordersitefromavendor-hostedversionofane-commerceplatform
with a monthly fee to a locally hosted, open-source “community edition” of the same platform with no
fee.
• workedwithPurchasingandacommitteeofadministrativestakeholderstoreformulateandbidanew
contractfortheUCP.
• replacedseveralproductiondigitalprinterswithalightlyused,high-speed,black-onlyproductionprinter
andtwousedbutwell-functioningcolorproductionprinters.DPSpaysforthisequipmentonaper-copy
basis.
• replacedahigh-speedaddressingprinterinitsmailpreparationarea.
• begankeepingmorespecificdataaboutwalk-inbusiness.
• assistedtheCollegeofBusinessandTechnologyandSchoolofAccountancyinthepreparationand
production of its reaccreditation reports, which in part led to their successful reaccreditation.
• sponsoredoneGraphicCommunicationstudentinternfromtheDepartmentofEngineeringTechnology
duringthesummerof2014.
• continuestoservestudentswithextendedhoursbeforeandafternormalofficehoursduringtheweek
andweekendbeforeaswellastheweekoffinalseachsemester.DPSstaffsallextendedhoursusing
comp and flex time.
• hasassistedUniversityfacultymembersintheediting,layout,andadministrationofthe Illinois Reading
Council Journal (IRCJ)for11years.Duringthepastyear,anewnon-WesterneditorandtheIllinois
ReadingCouncilchosetoretainDPSfortheseservices.DPSreceived$58,926fortheproductionof
IRCJforSeptember2014throughJune2015(nine-monthequivalentof$78,567annualequivalentof
FY14).
• continuestocollect(duringdailymailroutes)andrecycleprinterandcopiertonerandinkcartridges,
regardless of the source of the cartridges.
• hadstaffmembersparticipateinthefollowing:SustainabilityCommittee,CivilServiceExecutive
Committee,InternetTechnologyAdvisoryCommittee,WebAccessibilityCommittee,University
TechnologyAdvisoryGroup,ITGovernanceMarketing/ExternalAlliance,CivilServiceScholarship
Committee,UniversityMarketingWorkingGroup,andIntellectualPropertyOversightCommittee.
• hadastaffmemberparticipateasamentorintheBuildingConnectionsmentoringprogramforthe
2014-2015academicyear.
• hadastaffmembercompletetheProfessionalSupervisorTrainingCertificateProgram.
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In addition, . . .
• DPS’scost-recoveryoperations,asawhole,currentlyrunatasignificantdeficit,andthedeficithas
increasedapproximately$39,000inthelast12months.DPSusesmonthlyandannualbalance
sheets to gauge the department’s status in dealing with its deficit(s). In addition, staff members collect
customercomplimentsandcomplaintsanddocumentmistakes;andkeystaffmembersreviewthe
compliments,complaints,andmistakesonaregularbasis(usuallyweekly)toaddresspotential
changes to operations.
• DPSprocessedandbilledabout8,100totaljobsbetweenFebruary1,2014,andJanuary31,2015
(down1%fromsameperiodlastyear),includingthefollowing:
• 4,051printjobs(82jobsperweek,16jobsperday)
• 2,792printpreparationandprintprojects
• 2,017officesuppliesorders
• 1,994UCPmonthlymeterreadings
• 636flatsheetorders
• 406businesscardorders
• 217letterheadandenvelopeorders
• 256externaljobs
Theabovefiguresdonotincludejobspaidwithcash,check,orbankcard.
• DPSmailingservicesprocessedmorethan869,661piecesofmailduringFY14(down23%compared
toFY13):
• 401,298piecesofoutgoingfirstclassmeteredmail(8,156piecesperweek)
• 174,531piecesofoutgoingfirstclassautomatedmail(3,547piecesperweek)
• 278,952piecesofoutgoingstandardandnonprofitautomatedmail(5,670piecesperweek)
• 9,663piecesofincomingbusinessreplymail(196piecesperweek)
• 5,217piecesofincomingpostageduemail(106piecesperweek)
TheabovefiguresdonotincludeotherincomingU.S.mail,interdepartmentalmail,orpre-paidmail.
• TheUCPconsistsof160totalinstallations,including10publiccopiers,105networkeddevices,and
10newlyinstalleddevices(February1,2014,toMarch31,2015).
Fiscal Year 2016 Major Objectives
DPSintendsto...
• migratedepartmentWebcontenttotheUniversity’sCMS.
• begintofullyunderstanddepartmentexpensesandrevenue,withtheassistanceofinternalconsultants
andthepurchaseofaspecializedmanagementinformationsystem(s)(MIS).Asaresultofitsinitial
efforts,DPSintendstoimplementrevisedpricingbyJuly1,2015.
• transitiontoandsuccessfullyimplementanewUniversitycopierprogramcontractincollaboration
withPurchasinganduTech.ThenewprogramwillencompassallcopiersattheUniversity;provide
multifunctiondevices(MFDs)withcopy,print,andscancapability;putallprogramdevicesonthe
University’selectronicnetwork;andimplementnewpricingandanewpricingstructure.
• continuetoevaluatetheneedtoreplacethreepiecesofequipmentfortheDPSmailoperation
(anetworkedaccountingsystemandtwomailmeteringmachines).
• continuetoevaluatetheneedtoreplaceanonoperationalproductionpapercutter.
• continuetoevaluatetheneedtoreplaceproblematicplatemakingsoftware.
• continuetousedailycheck-inmeetings,weeklystaffmeetings,andweeklystrategic-tacticalteam
meetings to address short- and long-term planning issues.
• assistinpreparationsfortheUniversity’sMockPresidentialElectiontobeheldfall2015.
• continuetoworkwiththeSchoolofGraduateStudiesintheredesignofitsprogramflatsheets.
• ceaseofferingextendedhoursintheweekbeforeandduringfinalseachsemesterforlackofsufficient
utilization.
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Facilities Management
FacilitiesManagementisaserviceorganizationfortheWesternIllinoisUniversity–Macombcampuswith
theultimategoaltoprovidethebestteachingandlivingenvironmentforourstudents.Thisisadifficult
propositionwithouragingfacilities(over$500millionindeferredmaintenance),shrinkingappropriated
operatingbudget(down$400,000/yearcomparedtofiveyearsago),andsmallerstaff(personnelservices
down$1million/yearcomparedtofiveyearsago).Toprovidethebestservices,wehavetocontinually
prioritizeneeds,stretchourshrinkingbudgets,andprovidegoodcommunicationtothecampus.
Fiscal Year 2015 Major Accomplishments
FacilitiesManagement(FM)...
• reorganizedWorkOrderControltospeeduptheprocessofclosingworkorderswiththeuseofstudent
employees.
• completed...
• Facilities Management Policy Manual.
• theconversiontocopierprintingforcost-effectivesavingsforReceptionandFacilitiesPlanning&
Construction(FP&C)areas.
• HeatingPlantBoiler4asbestosabatement.Thiswasanestimatedsavingsof$75,000.
• EastVillageIndoorAirQuality(IAQ)/moldremediation.
• Cinemaasbestosabatementpriortodemolition.
• theannualMacombFireDepartment/GlobalRiskbuildinginspection.Ofthe35buildingsinspected,
76safetyconcernswerenoted.Currently,65ofthose76concernshavebeensolvedoraddressed.
Theremainingitemshaveworkorderssubmitted,orweareseekingfundingfortheremainderofthe
concerns.
• thefollowingOccupationalSafetyandHealthAdministration(OSHA)recommendedtop10safety
trainingsforemployees(asof2/19/15):
• AsbestosAwareness,182employeestrained
• ForkliftSafety,75employeestrained
• BloodBornePathogensandPersonalProtectiveEquipment,123employeestrained
• ConfinedSpaceandRespiratorFit,26employeestrained
• FireExtinguishers,182employeestrained
• ExcavationTraining,14employeestrained
• DefensiveDriving,14employeestrained
• ArcFlashTraining,9employeestrained
• HotWorkPermit,25employeestrained
• AerialLift/FallProtection,75employeestrained
• AutomatedExternalDefibrillator(AED),45employeestrained
• MurrayStreetexteriorlighting.
• pipe,HVAC,andcontrolsforBeuHealthCenter.
• DepartmentofCommerceandEconomicOpportunity(DCEO)lightinggrantsforShermanHall,
GarwoodHall,ArtGallery,ThompsonHall,andHorrabinHallGymtotaling$96,000.
• DCEOpipeinsulationandsteamtrapreplacementprojectstotaling$55,000.
• DCEOelectricalenergysavingprojectstotaling$51,000.
• WaggonerHallexteriorbrick/graniterepairs.
• WesternHalldomesticwaterpipingreplacement.
• SchoolofAgricultureGreenhouse.
• electricalinfrastructureimprovementsattheswitchyard.
• PhaseIofUniversityUnionrenovation.
• videodisplayforHansonField/WesternHall.
• ThompsonLobbyremodel.
• CenterforPerformingArts(CPA)parkinglot
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• eightsuccessfultrainingsessionsforthemanagementteam’ssupervisortraining.
• WetzelParkPhase1,patioandwalkconnectingtobusstopwithtreesandlandscaping.
• summercampus“spruceup”projects:
• Painted15classrooms
• Replaced16handrails
• Replaced71windows
• Replacedtile,vinylbase,paintinCurrensHalllobby
• Replacedtile,vinylbaseinfiveclassroomsinStipesHall
• ReplacedtoiletpartitionsinMorganHall
• RepairedslateonexteriorWaggonerHall
• Replaced3,500squarefeetoffloortileinTillmanandHorrabinHalls,andtheagronomyfacility
• ReplacedelevatorfloorinMorganandKnoblauchHalls
• DemolishedandremovedfailedplantersnearWaggonerHall
• PaintedkioskatUniversityDrive
• PaintedArtGalleryexteriorarchitecturalwoodcomponent
beganusingInterview Exchange.FMisthefirstCivilServicedepartmentoncampustousethisonline
requestforpersonnel.
developedanindoorairqualitymaintenanceprotocolforcampus.
continuedto...
• purchasemoregreencleaningproducts/equipment.
• improvecustomerserviceandcommunicationwithdepartmentsandstaffbyfollowingupwiththeir
complaints and concerns and communicating better through e-mails with building representatives.
initiatedacademicrestructuringfordepartmentinfollowingbuildings:Ongoing(removed10positions
[146to136]overthepastfewyears).MorganHallandPhysicalPlantbothreducedoneBuilding
Servicesposition.Initiatedskipdaysforcleaningoffices.
installed...
• entrywaymattinginStipesHallandinhightrafficareasinBrophy,Horrabin,andWesternHalls.
• chemicaldilutionsystemsinsixmorebuildings:PhysicalPlant;Stipes,Morgan,andWesternHalls;
BeuHealthCenter;andUniversityUnion.
• sevennewindoorwaterbottlefillingstations.Twomorearecurrentlyonorder.Over250,000plastic
disposable water bottles have been diverted from the landfill due to all units combined.
builtrepairshop/cageintheCommissary,andboughtnecessarytoolsforrepairingequipmentfor
BuildingServices.
purchased...
• eightnewvehiclesfortherentalfleet:fourC-Maxhybrids,three12-passengervans,andone
mini van.
• electricvehiclechargingstation.
assistedBiologywiththepurchaseoftwoFordfour-wheel-driveresearchvehicles(Transportation
Services).
maintainedandservicedrentalandservicevehiclesthattraveled1.22millionmiles,withtherentalfleet
traveling490,000mileswithonlyonebreakdownduringscheduledtrips.
securedandrefurbishedfivevehiclesfromCentralManagementServicesforuseinourmaintenance
fleet.
conducted...
• campusemployeerecyclingtraining,includingcampusbuildingrepresentatives,BuildingService
Workers,andLandscapeMaintenanceemployees.
• theemployeesatisfactionsurvey,“IsMyFacilitiesDepartmentDevelopingStaffthatCanSustain
Excellence?,”aspartoftheFacilitiesPerformanceIndicators(FPI)survey.Theresultswere
receivedandreflectedanoverallsatisfactoryratingforFM.Theseresultswerepassedontothe
supervisors and department heads.
achievedanaveragediversionrateof15%forRecyclemania2014.
received...
• approvaltomoveforwardwithimplementationofaSustainabilityLearningLivingCommunity.
• TreeCampusUSArecognitiononceagainthroughtheArborDayFoundation.
• heldanArborDaycelebrationoncampuswithtreeplantingceremony.
• doubledtheRockyBikesBikeSharemembership,withnearly200membersandapproximately300
reservationsin2014.RockyBikesexpandedthebikefleetwiththreeadditionalbikes,twoofwhich
weredonatedbytheOfficeofPublicSafety(OPS).
• wasrecognizedbySmartEnergyDesignAssistanceCenter(SEDAC)forour2010CampusRecreation
retrocommissioningprojecttocreateamoreefficientbuilding.Estimatedannualsavings:$47,374.
• submittedtheannualFPIsurveytoAPPA(LeadershipinEducationalFacilities)inDecember.TheFPI
survey is an annual collection and reporting of data related to educational facilities. It allows colleges
anduniversitiestolookatfacilityoperatingcosts,staffinglevels,expenses,andbuildingandspace
usage.ThisallowsFMtobenchmarkitselfagainstsimilarinstitutions.
• addedtheWesternIllinoisRockysweeplogototwoPepsimachines:oneintheUnionConcourseand
oneatEastVillage.
• reformattedallutilitiesreportssotheactualexpensesmoreappropriatelymatchthephysicallocations.
• divertedover10tonsoffoodscrapwastefromlandfilltotheEarthTubcomposters,turningitinto
compost used in campus gardens.
• improved...
• campusturfqualitythroughherbicidetreatmentandaerificationprogram.
• snowremovalservicestocampuswiththegoalofclearingall70acresofcampuspavementby
8:00am following a snow event when possible.
• designedandinstallednewbrickpaverbicycleparkingareaswithbikeloopsatMorganandGrote
Halls.
• upgradedelevatorcontrolsatMorganandWaggonerHalls.
• repairedsouthgableendsandpaintedsoffitatShermanHall.
• obtainedbackupchillerfromNorthernIllinoisUniversity.
• finalizedtheStudent Worker Policies & Procedures Handbook.
• implementeddesignservicesforQ-Lotimprovements.
Fiscal Year 2016 Major Objectives
FMwill...
• streamlineanew,moreeffectivetrainingprogramforworkersbyusingonlyonedesignatedtrainer
covering all the training for all the shifts.
• lookfortrainingseminarsforemployeestoassistthemintheirareas.
• workwiththeBusinessOfficetoexpandSprocketsoftwaretohelpWorkOrderControlworkmore
efficiently to benefit campus.
• continueto...
• installjumborolltoiletpaperandLiteandFoamysoapdispensersthroughoutalltheacademic
buildingsasmoniesallow.TheseareamoreeconomicalchoiceandcarryGreenSealcertification.
• striveforwaystocutcostswithrecyclingwiththepurchaseofabailerforcardboardandplastic.
• increasestudenthiring.
• purchaseadditionalrentalvehiclesasbudgetallowstoreplaceaginghigh-mileagefleetvehicles.
• meetstateguidelinesandexploregrantpossibilitiesforalternativefuelvehicles.
• purchaseonefullyelectricvehicleandinstallchargingstation.
• complete...
• WesternHallnorthbalconyfloortileasbestosabatement.
• theFacilities Management Safety Manualupdateandmakeitavailableonline.
• landscaperenovationsonthesouthsideofLincolnandWashingtonHallsatAdamsStreet.
• HeatingPlantasbestosabatementoffluebreechingandlargesteamlineinsulationonboilers2and3.
• chooseonehigh-profilesustainabilityprojecttofundinconjunctionwiththeSustainabilityCommittee.
• implement...
• additionalmodulesofSprocket, including the use of hand-held devices and the goal of no longer
using paper timecards.
• abuildingsitevisitplantomonitorandrecordbuildingconditions.
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• hostSpringWeCareApril24,2015,andFallWeCaretheweekofSeptember28throughOctober2,
2015.
• expandmowing,trimming,andpruningduties/commitmentbyovertwoacresatUniversityFarm.
• preparebackupchillerforoperation.
• investigatecostsavingsforimplementingsmallpackageboilersforHeatingPlant.
• addnewbottlefillstations.
• identifyenergysavingsprojectsthatqualifyforcustomDCEOincentives.
• installenergymetersinaminimumofthreebuildings.
• developaformalkeypolicyforcampus.
• evaluateserviceparkingspacesacrosscampus.
• improveFP&Cproceduressuchashowtomeasureproductivityandimproveproductivitybymonitoring
individuals.
• overseetheCenterforPerformingArtsconstruction.
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Budget Request Format
for Program Support FY16
PriorityNumber
FM#1
I. Unit submitting request
Administrative Services
II. Provide a short title of the initiative proposed for incremental funding.
DeferredMaintenanceRepairandClassroomImprovements
III. Provide a short description of the initiative proposed for incremental funding and
how it relates to the University’s goals, mission statement, or strategic plan.
Thisrequestwillreinstatethe$500,000FY03,FY04,andFY13basereductionstoAppropriated
Operating/PermanentImprovementsandwillinclude$200,000forclassroomimprovements
thatwascutinFY10andFY11.Fundswillbeusedpertheattachedtoaddressthedeferred
maintenancebacklog.ThiswillalsoreinstatelostfundingforrepairsontheUniversityResidence,
Agriculturebuildings,KibbeLifeScienceStation,andHornLodge.
ThesetacticalrenovationsareidentifiedintheMacomb Master Plan: Enhancing the Student
Experience and will improve the student learning environment.
IV. Describe the specific accomplishments and increases in productivity expected
from this initiative and how results will be measured or evaluated.
Deferredmaintenancefundsprovideforsuchthingsasminorutilityrepairs,smallrenovation
projects,carpetandwindowcoveringreplacement,roofrepairs,andsidewalkrepairs.
V. Provide a listing of all incremental funds requested by the following categories:
PersonnelServices
A/P
C/S
NTT
T/T
EquipmentandInstructionalMaterials
LibraryMaterials
ContractualServices
OtherOperatingFunds
$500,000
Total
$500,000
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VI. Are the requested funds to be included as permanent
increase in the unit’s base budget?
Yes
x
No
VII. Will the project be supplemented by other funds?
Yes
No
If yes, please describe:
ContactPersonIfQuestions
ScottCoker
(309)298-1834
Name
PhoneNumber
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x
Proposed One-Time Deferred Maintenance Projects
Building
Problem
Estimated Cost
Campus
Arc flash analysis
$50,000
Browne
BasementEquipmentRoomzonepumpsandassociatedplumbing
$85,000
Knoblauch
Reseal windows
$80,000
Campus
Newclocksystem
$65,000
Stipes
Reseal windows
$80,000
Horrabin
Replace steam station
$75,000
Western Hall
Poorreliabilityofchemicalpumpsonpool;weekendandholiday
personnel exposed to chlorine fumes
$75,000
Heating Plant
Repair main header steam patches
$225,000
Waggoner
Replace26airhandingunitsinbasement&1st,2nd&3rdfloors.
$350,000
Heating Plant Annex
Replace roof
$115,000
Waggoner
Replace absorber
$325,000
Western Hall
Domesticwaterpipingneedstobereplaced
$100,000
Browne
BasementEquipmentRoomdomesticwaterpiping(entirebuilding)
needs to be replaced
$250,000
Library
Replace variable air volume (VAV) and controls
$300,000
Currens
Domesticwaterlinereplacement
$350,000
Tillman
Replace roof
$285,000
Browne
Replace absorber
$160,000
Currens
Replace roof
$480,000
Morgan
Airhandlingunits(AHUs)needupdated—hotandcolddecks
$325,000
Sherman
Transformerandgear
$200,000
Stipes
Lowvoltageswitchgear
$250,000
Waggoner
21exhaustfansonroofofbuilding
$100,000
Sallee
Transformerandgear
$200,000
Knoblauch
Replace roof
$375,000
Stipes
AHU control replacement
$200,000
Campus
Replacelinkboxesandoilswitches
$500,000
Browne
Transformerandgear
$300,000
ArtGallery
A/Csystemreplacement;needsreworkedandzonedforproper
cooling
$150,000
Simpkins
Improve control of air handlers by replacing thermostats
$175,000
Waggoner
Lowvoltageswitchgear
$300,000
Knoblauch
Transformerandgear
$400,000
Waggoner
Replace air handlers
$1,000,000
Tillman/Seal/MultiCultural
Replace underground water main
$1,500,000
Morgan/Stipes
Replace water main and add loop
Campus
HVcableto15KVcable
$900,000
$5,000,000
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Proposed Reoccurring Line Items
Item
Classroomandbuildinglobbyimprovement
Estimate
Reoccurring or
One Time
$200,000
Reoccurring
University Residence
$20,000
Reoccurring
Sidewalk,drives,andexteriorstairrepair
$80,000
Reoccurring
Landscapeimprovements—Mulch,rutrepair,newtrees,etc.
$50,000
Reoccurring
Agbuildings,HornLodge,andKibbeLifeScienceStationdeferred
maintenance
$50,000
Reoccurring
$100,000
Reoccurring
CampusBeautificationProject—iconicspaces,UniversityDr.median,etc.
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Total:$500,000
Human Resources TheOfficeofHumanResourcesservestosupportanddevelopstrategicinitiativesthatdistinguishhuman
capitalasourgreatestasset.WeprovidecomprehensiveservicestotheUniversityintheseareas:
employee and labor relations, employment, benefits administration, talent management, compensation,
anddiversity.Byfosteringcollaborationinthedevelopmentofinitiativesandprograms,wepromote,
contribute, and strengthen organizational effectiveness.
Fiscal Year 2015 Major Accomplishments
Human Resource Administration (HR) . . .
• continuedadministrativemanagementoftheOfficeofHumanResources,includingsuccession
planning, the implementation of new or revised laws and regulations, and policy development.
• participatedintheIllinoisHigherEducationConsortiumonHumanCapitalmeetings(consistsofHR
administrators at the public Illinois universities).
• participatedintheStateUniversitiesCivilServiceSystem(SUCSS)HumanResourcesDirectors
AdvisoryCommitteemeetings.
• receivedSeniorProfessionalinHumanResources(SPHR)certificationfromtheHumanResources
CertificationInstitute.
• participatedinthefollowingvolunteeractivities:
• Chair,CollegeandUniversityPartnershipProgram(CUPP)
• HearingOfficer,McDonoughCountyHousingCommission
BenefitsAdministration...
• hassuccessfullychallengedthe6%ruleresultingincostavoidanceof$155,068.64totheUniversity
thus far this fiscal year.
• providedbenefitsorientationtowellover200candidatesandnewhiresfortheUniversity.
• counseledover100staffregardingpensionreform.Ourofficethenhelpedplanandsupportedaction
for those who wished to reverse their retirement when the legislation was stopped by injunction.
• sponsoredtheflushotclinicthisyear,deliveringinoculationstoover700stateemployees.
• continuedtoassesstheUniversity’spotentialliabilityunderPatientProtectionandAffordableCareAct
(PPACA)andfoundminimalexposuretofinesaslikely.IthasbeenrecommendedthattheUniversity
usemanagerialcontrolstoeliminateexposuretoPPACAfines.Wearenowpreparingtomeet
requiredreportingunderPPACAduenextyearaswellasdeliveryofrequiredcoverageinformationto
employeeswiththeirW-2.
• continuestoworkwithotherIllinoisPublicHigherEducationCooperative(IPHEC)toexplore
purchasinginsurancecompliantwiththePPACAtocovercurrentemployeeswhomeetthePPACA
criteriaforfull-timeeligibilitybutnotCMScriteria.
• hassupportedanenrollmentofover400employeesintheWIU403(b)SupplementalRetirementPlan
and457DeferredCompensationPlanthroughover20on-campusvisitsthisyearby403bvendor
representatives.
• continuestosupportStateUniversitiesRetirementSystem(SURS)retireeswithdirectassistanceby
phone and appointment and via participation in the local State Universities Annuitants Association (SUAA) chapter.
• setuparegularsystemofvisitstothegrowingQuadCitiescampus.Allappointmentswerefilled.
• madeapproximately$2,500inrevenuetooffsetdepartmentcosts.
• puttheWIU403bSupplementalRetirementPlan’sRothcomponentintoplaceandaddedanotherRoth
provider,VALIC.
• iscurrentlymonitoringSURSMoneyPurchaseformulachangesandtheimpactonretirementsfrom
theUniversity.NewactuarialfigureswillbeinplaceJanuary4,2016,andareductioninbenefitsunder
this formula is expected.
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CivilServiceDiversityInitiatives
• Intern Program–ForFY15,despiteconcernswiththebudget,theInternProgramreceivedapproval
formorechallengingclassifications:
• BusinessAdministrativeAssociate
• BookstoreSupervisor
• InformationTechnologySupportAssociate
• GroundsGardener
• University Committees
• UniversityDiversityCouncil
• President’sCivilServiceTaskForce
• AfricanAmericanCouncilCommittee
• AffirmativeActionInternshipCommittee
• MinorityHealthCommittee.
• Community Outreach–CommunityoutreachisanintegralpartoftheInternProgram.Reaching
out to the community promotes activism in a way that demonstrates the University’s commitment
tobridgingthegapofTown&Gown,bringingtogethermembersoftheUniversityandmembersof
theMcDonoughCountycommunityanditsneighboringcommunities.Insupportofthisgoalforthe
University,theInternProgramCoordinatorparticipatesontheAfricanAmericanCouncilCommittee,
AffirmativeActionInternshipCommittee,President’sStaffRoundTable,andtheMinorityHealth
Committee.Insupportofthecampuscommunityclimate,theInternProgramCoordinatorgaveapresentation,“Does‘TheSecondShift’ApplytoBlackWomen:TheLivedExperiencesofWorkingAfrican
AmericanMothers,”inrecognitionofWomen’sHealthMonth.TheuseoftheInternProgramispromoted within these committees to help garner greater interest in the employment process for the creativepurposeofseekingoutcompetitiveapplicantswhowouldbenefittheUniversityforyearstocome.
• Intern Applicants–Thereare252CivilServiceapplicantswhoarelistedontheInternregisterasof
February2015.Ofthe252applicantstotal,204(81%)areWhite,16(6%)areBlack,2(<1%)are
Hispanic,and2(<1%)areAmericanIndian.Theotherpartofthiscompositionconsistsofindividuals
whoseracialidentityisunknown(11%),whichamountstoatotalof28applicants.Thegendercompositionofthetotalnumberofapplicants,regardlessofrace,consistsof138maleapplicants(55%)and
114femaleapplicants(45%).
• Employee Demographics–TheInternProgramcontinuestobesupportedbyseveraldepartmentson
campus.BythemidpointofFY14,threeinternemployeesweremadestatusintheirclassificationsand
wereawardedInternCompletionCertificates,andsevenapplicantswerehiredfortheBuildingService
Workerclassification.AsofDecember2014,fournewinternpositionsweredeveloped(Business
AdministrativeAssociate,BookstoreSupervisor,InformationTechnologySupportAssociate,and
GroundsGardener).Thehighlightofthesenewlyaddedpositions,andnewlyhiredapplicants,demonstrates campuswide support and confidence in the use of the program.
Classification/Compensation
• TodateinFY15,44positionauditshavebeencompleted.Ofthose,86%havebeenreclassifiedor
reallocated.Therearecurrentlyfourpending.
• NinestartingsalaryadjustmentshavebeencompletedtodateinFY15.Ofthose,78%resultedin
adjustmentsrangingfrom3to10%.Therearecurrentlysevenpending.
• A2%increasewasimplementedforallnon-negotiatedCivilServicepersonnel.
• Payrangeswereincreasedby1%.
• Annualincreaseswereimplementedforfivecollectivebargainingunits.Inaddition,prevailingwage
increases were implemented.
• Anelectronicdatabasehasbeenestablishedforpositiondescriptions.
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Employment,Examination,andFacilitiesManagementHR...
• hiredthreetimesasmanynewemployees(46)ascomparedtothissametimelastfiscalyear(15).
IncreaseismostlikelyduetothelargenumberofemployeeswhoretiredfromApril30throughJune30
of2014as73%ofthetotalretirementsforFY14occurredduringthelastthreemonthsofthefiscal
year.
• aremakingprogresswiththeimplementationoftheelectronicCivilServicerequestprocessas10
departmentsarelive(HumanResources,Budget,FacilitiesManagement,QuadCitiescampus,
FinancialAid,Admissions,StudentDevelopmentOffice,VPforAdministrativeServices,VPforStudent
Services, and the President).
• completeddocumentimagingofallapplicantandemployeefiles.Thegoalnowistostaycurrent.
• senttheannualpurgeletterstocurrentemployees,excludingFM,throughtheirUniversitye-mail
account rather than paper notice through campus mail, saving on paper costs and processing.
• eliminatedthethree-partcarbonemployeestatusform.AllnoticesprintdirectlytoanHRofficeprinter.
(Sidenote:Thischangetakesmoretimetoprocessandaddstotheconfusionofwhatnoticeshave
been released and which ones need to be proofed. All three copies of the resignation form have to be
signed/datedbytheemployeeandHRdesignee.Leavenoticesrequireinformationtobewrittenonall
three copies.)
• sentannualevaluationnoticestosupervisorsbyemailratherthanpaper.
• changedFM’sannualperformancereviewprocessfromacyclebasedonclassstartdatetoa
February1throughJanuary31cycle.ThisreducesthetimeCarolmanuallyspentonmanagingthe
review process to allow the initial notification to be electronically sent per computer programming and
the reminder notices to be handled through HR support staff with the aid of computerized reports.
• haveapproximately24Universityretireesworkingwhowearemonitoringtomakesuretheydonot
become“affectedannuitants.”Theretireesworkingconsistoftwostatus,twentyextrahelp,andfour
lump sum paid.
• coordinatedtheadditionofanMVSrankingscreen(INRK)fortheratingsgiventoInternapplicants
aftertheirapplicationevaluationtoassistKaterinawithherInternprocess.
• coordinatedtheadditionofavicepresidentialrestrictionoptionfortheEMPSscreentolimitemployees
from having access to unnecessary information.
• coordinatedtheadditionofeditcheckstoreduceerrorswithrecordingofovertime,doubletime,and
moving crew rate.
• trainedtestingemployee,AmeliaHartnett,onemploymentmaintenancetoprovidecoverageduringthe
AssistantManager’sabsence.
• hadanumberofCivilServiceexaminationsadministeredsimilartolastfiscalyear.Comparedtothe
fiscalyearaverageofexamsgivenpriortotheimplementationoftherevisedExamNotificationlist,
thenumberofexamsgivenisapproximately28%less.Inthepast,applicantshadtowaittwomonths
totest;now,theycanbescheduledthenextweek.Priortothis,thereweretimeswewouldbefour
monthsbehindinscoring;wearenowcurrent.Thenumberof“noshows”fortakingexamshasbeen
reducedby80%.
• implementedenhancedtestingopportunitiesforcurrentCivilServiceemployeesbyallowingthemto
testforclassificationscurrentlyusedatWIUwithintheirpromotionalline—regardlessofvacancy.This
has been positively received and utilized on a regular basis.
• implementedregularlyscheduledQuadCitiestestingandapplicationevaluationopportunitiesatthe
QuadCitiescampusforcurrentemployees.
• successfullyutilizede-mailnotificationforPoliceOfficertestingthatoccurredinFebruary2015,making
the process more convenient for the applicants, improving time management for the examination area,
and saving money on postage for the department.
• beganupdatingapplicantfilesinFY13.Thisprojecthasbeencompleted,andapplicantfileswillnow
be evaluated as active or inactive on an annual basis that will coincide with the annual purge letter.
• finisheddisposingofworkers’compensationfilesthathavebeenclosedinexcessoffiveyearsafter
receiving approval to purge.
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LaborRelations...
• assistedlegalcounselinrespondingtoanunfairlaborpractice(ULP)filedwiththeIllinoisEducational
LaborRelationsBoardbytheAmericanFederationofState,County,andMunicipalEmployees
(ClericalUnit).Suppliedrelevantdocuments,providedbackgroundinformation,andparticipatedin
strategy discussions.
• coordinatedtheapprovalbySUCSSofarequestforChange-In-Title(CIT)forsixoftheemployees
intheclassificationofSteamandPowerPlantIIItotheclassificationofBuildingOperatingEngineer.
ThisCITalleviatedoperationalconcernsattributabletoarecentCITimplementedbySUCSSwhich
combinedtheemployeesintheclassificationsofStationaryEngineerandUtilities&Maintenance
Repairman into the classification of Steam and Power Plant III.
• negotiatedafive-yearcollectivebargainingagreementwiththeInternationalUnionofOperating
Engineers,Local399(MechanicalMaintenance/HeatingPlantUnit)containinglanguageaddressing
wages in each year.
• provided/coordinatedresponsestotheIllinoisDepartmentofEmploymentSecurityrelativeto
unemploymentcompensation.ThisincludedNoticeofClaimtoBenefitChargeableEmployerorNonChargeableEmployer,20%reimbursementofbenefitspaid,ApplicationforRevisionofStatementof
AmountDue(AmountDueProtest),UnemploymentInsuranceBenefitEarningsAudit,andvarious
miscellaneousinquiries.
• participatedinSUCSS’HumanResourcesDirectorsAdvisoryCommittee.Thecommitteeprovides
inputtoSUCSSrelativetoperceivedproblemsand/orproposedchangesintheirrules/regulations.
• participatedintheIllinoisHigherEducationConsortiumonHumanCapitalwhichiscomprisedof
HRleadersfromIllinoispublicuniversities.Theconsortiumaddressesissuesofmutualconcernand
provides a venue to collaborate on solutions.
TalentManagement...
• continuedofferingsoftwaretrainingstothecampuscommunitythroughoutthe2014and2015calendar
years.AllsessionsareheldintheMalpassLibrary,2ndfloorcomputerclassroom.Individualsoftware
training continues to be offered and utilized by campus employees.
• offered“AskHR,”CivilService101,FinancialManagement,MicrosoftExcel, and Zimbra training
sessionsatWIU-QC.
• expandedNewEmployeeOrientationtoincludeZimbratrainingforallnewemployees.
• distributedaneedsassessmenttoUniversityAdministrativeProfessionalsinFebruary2015.The
data collected will be used in the planning and development of this year’s Administrative Professional
CertificateProgramscheduledtokickoffinthefallof2015.
• continuestoparticipateintheQuadCitiesProfessionalDevelopmentNetwork(QCPDN).Thisnetwork
offersthreecertificateprograms:“ExcellenceinCollegeTeaching,”“ProfessionalSupervisorCertificate
Program,”andthe“AdministrativeProfessionalCertificateProgram.”
• continuestorecognizeemployees,advertisepositionopenings,andpromotetrainingopportunitiesand
UniversityeventsviaFacebookandTwitter.OurFacebookreach(likes,comments,andshares)has
growntoover31,000.
• offeredguidedtoursoftheHeatingPlantandShermanHallforUniversityemployees;additionaltour
dates are being considered to accommodate employee interest.
• updatedHRwebpagetoincludestaffpicturesandabriefsynopsisoftheirdutiesandresponsibilities.
In addition, . . .
• HR,CouncilofAdministrativePersonnel(COAP),andtheCivilServiceEmployeeCouncil(CSEC)
co-sponsoredaProfessionalDevelopmentDaywithkeynotespeakerAliVincent,firstfemalewinnerof
The Biggest Loser.
• EnrichYOUatWIU!programoffered11programs,includingfourFinancialTrainingPrograms.
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• Todate,108employeeshavecompletedtheProfessionalSupervisorCertificateProgram,and107
employeeshavetakensessionstowardcertificatecompletion.AreceptionwillbeheldinMay2015to
congratulate and honor employees who have completed this program.
• TheEmployeeSpotlightprogramcontinuestorecognizeCivilServiceemployees.Thespotlights
arepostedontheHRFacebookandWebpages,aswellasintheglasscaseoutsidetheHRoffice.
Approximately27individualshavebeenrecognizedinFY15.
Fiscal Year 2016 Major Objectives
HR will . . .
• reviewthefeasibilityofcreatingaformalizedsuccessionplanandleadershipdevelopmentplan.
• establishtheAdministrativeProfessionalCertificateProgram.
• continuetoparticipateinSUCSS’HumanResourcesDirectorsAdvisoryCommitteeandtheIllinois
HigherEducationConsortiumonHumanCapital.
• conductnegotiationsforafullcollectivebargainingagreementwiththeFraternalOrderofPolice.
• finalizenegotiationsforaninitialcollectivebargainingagreementwiththeAmericanFederationof
State,County,andMunicipalEmployees(ClericalUnit).
• continuetocross-trainanHRAssociatetoassistinlaborrelations.
• continuetodiversifytheCivilServiceworkforce.
• continuetheprogressionofgainingapprovalformanymoreCivilServiceclassificationsthatare
beyond entry level for the purposes of recognizing the professional experience and educational level of
all applicants.
• maintainacompleteelectronicarchiveofpositiondescriptionsaccessiblethroughlaserfiche.
• archiveCivilServicepositiondescriptionsthroughanewlyestablishedretentionschedule.
• continuetoadd/traindepartmentsfortheonlineCivilServicerequestprocess.
• continuetrainingemployment/examinationstaffonemployeeleaves.
• continuetobuildthee-mailcontactsinMVSsothatbytheendofthecalendaryearwewillbeable
totransitionawayfrompostcards/lettersandfullyutilizee-mailnotificationforannualregisterpurge
letters,employmentreferralprocess,examnotification,testscores,andallotheremployment/testing
communications.
• buildallworkers’compensationfilesonlaserficheforinjuriesoccurringin2015sowecango
paperless.
• developproceduresandatrackingsystemforcustomclassificationsastheycontinuetobeutilized
more across multiple departments.
• continueworkingwithAIMSonthecreationofanAnnuitantTableonMVStomonitortheearningsof
workingretirees.
• processreviewofI-9formsandshredpastemployeeI-9sinaccordancewithfederalregulations.
• implementelectronicI-9sforCivilServiceandAcademic/Administrativeemployees;thisremainson
AIMSprioritylist.
• implementproceduretorecruitapplicants(morequalified)fortheOfficeSupportandClericallines.
• implementbettercommunicationandfollow-upwithTristarRiskManagement,theThirdParty
AdministratorfortheStateofIllinoisWorkers’CompensationProgram.
• establishandimplementnewsupervisororientation(finalizingwithAIMS).
• develop,plan,andorganizeanemployeedevelopmentconferencewithaprominentkeynotespeaker/
presenter(plannedforOctober2015).
• provideanopportunityforMacombandQuadCitiescampusemployeestotourbothcampuses.
• continuetoplantoursofdifferentareasofcampusforUniversityemployees.
• expandtheNewEmployeeOrientationandOnboarding.
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Illinois Law Enforcement Training and Standards Board
Executive Institute TheExecutiveInstitutewascreatedin1992bytheIllinoisLawEnforcementTrainingandStandards
Board(ILETSB)forthepurposeofprovidingadvancedstudy,research,instruction,andadministrative
technical assistance for the benefit of law enforcement executives throughout Illinois.
Followingtheguidingprincipleofexcellence,theExecutiveInstituteisdedicatedtodevelopingleaders
in the law enforcement community. It addresses the numerous challenges that today’s law enforcement
administrator faces and those that will emerge as important issues during the course of the next decade
andbeyond.Theorganizationisgroundedinresearchanddevelopsthevaluesandcompetenciesthat
are the cornerstones of public service.
Institute programs include core supervisory, management, and leadership courses; executive summits;
leadershipdialogues;homelandsecurity-relatedissues,andmore.ClientsoftheExecutiveInstituteare
high-performing supervisors, managers, and executives who are committed to promoting professionalism
in policing.
Fiscal Year 2015 Major Accomplishments
ILETSBExecutiveInstitute...
• isinits23rdyearofservicetoIllinoislawenforcementleaders,providingadvancedstudy,research,
instruction, and administrative technical assistance.
• isfullyexternallyfunded.
• receivedmorethan$24millioninexternalawards.
• providedmorethan14,000educationandtrainingworkshopsandseminars.
• trainedmorethan120,000criminaljusticepractitioners.
• continuedtosupportstudentinternsandgraduateassistantsfromWIUacademicdepartments.
• createda“thinktank”ofcriminaljusticeleadersthroughoutIllinoistoexamineproceduraljusticeand
police legitimacy.
• isinthefinalstageofself-assessmenttoachievepublicsafetyacademyaccreditationthroughthe
CommissionfortheAccreditationofLawEnforcementAgencies.
• reviewedandupdatedtheinstitute’sstrategicplanthrough2018.
EastSt.LouisProject...
• partneredwiththeMetroEastPoliceDistrictCommissionto...
• developagrantproposalthatenhancesthequalityoflifeforcitizensintheEastSt.Louisarea.
• supportcommunity-orientedpolicingandthehiringofnewofficersforunderservedpopulations.
• hostedtrainingsessionsforlawenforcementpersonnelintheEastSt.Louisarea.
EducationandTraining...
• conductedanexternalreviewofallcurricularactivitiesoftheinstitute.
• continuetorecruitandsustainaculturallycompetentandscholarly29-memberfaculty.
• hostedatwo-daycurriculumreviewwithfacultymembersandstakeholderstoaddresscurrentand
future trends in law enforcement executive development and education.
• hostedthe2015WomeninLawEnforcementConferenceattendedbymorethan170persons.
• hostedthecorecurricularcoursesEnduring, Surviving and Thriving as a Law Enforcement Executive,
Police Executive Role in the 21st Century, and Effective Police Supervision.
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• conductedthe32-hourcoursePolice Resource Management, a program for law enforcement
managers that examines patrol staffing, deploying, and scheduling methods.
• partneredwiththeNationalSheriffsAssociationtodeliverviolenceagainstwomentrainingtocommand
lawenforcementpersonnelintheMidwest.
CenterforHomelandSecurityLeadership...
• servesastheILETSBliaisontotheIllinoisTerrorismTaskForce(ITTF),co-chairoftheITTFTraining
Committee,andamemberoftheCampusandSchoolSecurityworkgroup.
• receivedanawardfromtheU.S.DepartmentofHomelandSecurityandIllinoisTerrorismTaskForceto
provideintelligenceandinformation-sharingworkshopsrelatedtoterroristpreventionactivitiesforlocal
law enforcement in Illinois.
• receivedtwograntsfromtheIllinoisTerrorismTaskForce(ITTF)tosupporthomelandsecurityprojects
relatedtotheUrbanAreaSecurityInitiateandtheStateHomelandSecurityGrantProgram.
• hiredninenewpositionstosupporttheactivitiesoftheILETSBExecutiveInstituteandIllinoisTerrorism
TaskForce.
Publications . . .
• publishedthe Law Enforcement Executive Forumquarterly,ascholarlypeer-reviewedjournalfeaturing
articlesrelevanttotoday’slawenforcementenvironment:
• Partnerswith17associateeditorsfromvariousacademicinstitutionsthroughouttheU.S.who
ensure the academic rigor and integrity of the journal
• Developedastreamlinedsubmissionprocessthatallowsstafftotrackmanuscriptsandcollaborate
with editors, authors, and reviewers
Fiscal Year 2016 Major Objectives
ILETSBExecutiveInstitutewill...
reviewandupdatetheExecutiveInstitutestrategicplan.
continuetohostexecutivesummits,seminars,andworkshopsforIllinoislawenforcementleaders.
completetheprocessofaccreditation.
continuetopromotestaffprofessionaldevelopmentbyattendingconferences,educationalsessions,
and academic courses.
• seekadditionalfundingfromfederalfundingsources.
• continuetocollaboratewithacademicpartners.
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Office of Public Safety • Toprovideasafeandsecureenvironmentforthestudents,faculty,staff,andvisitorstoWesternIllinois
University.
• Toprovidesupport,training,andeducationtothecampuscommunityintheareasofsafety,crime
prevention,trafficregulations,andparkingcontrol.
• ToprovideaccountabilityreportingfortheUniform Crime Report (UCR)andCleryReport.
Mission Statement
WesternIllinoisUniversity’sOfficeofPublicSafetyprovidesasafeandsecureenvironmentforour
campus. We are committed to the prevention of crime; the protection of life and property; the preservation
ofthepeace,order,andsafety;theenforcementoflawsandUniversitypolicies;qualityparkingservices;
and the safeguarding of constitutional guarantees.
Fiscal Year 2015 Major Accomplishments
OfficeofPublicSafety(OPS)...
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hiredBethDorothyasaPoliceTelecommunicatortoreplaceJayHainlinewhoretired.
conducted75educationalprogramsoncampus.
conductedtwoRapeAggressionDefense(RAD)classeswith25studentscompletingthecourse.
OfficerKerrieBishopassistedintheUniversity100classonInterpersonalViolence.
rotatedanofficerintotheInvestigationsDivisiontosupportcareer/skilldevelopment.
successfullytransitionedpersonnelintoaCleryCompliancepositionsothattherearenowtwo
personnel trained.
had24OPSofficerscompleteafive-houronlinetrainingcourseinSexualAssaultInvestigations.
hadofficersreceivetrainingindignitaryprotection(7),StalkingPrevention(6),ManagingtheProperty
andEvidenceRoom(1),FingerprintRecovery(2),CleryConference(3),andTitleIXInvestigations(1),
alongwithtrainingforallofficersincriticalskills(CPR,FirstAid,ActiveShooter,etc.).
hademployeeswhoearnedthefollowingawards:
• OfficerJerelJones,CivilServiceEmployeeoftheMonthforNovember2014
• OfficeManagerTammyThomas,CivilServiceEmployeeoftheMonthforJanuary2015
wasawardedanIllinoisSchoolSafetyGranttoupgradeourcommunicationssystem($29,000).
nearlywonaStanleySecuritySaferSchoolsgrantforsecurity-relatedproducts($50,000).
submittedbutdidnotreceiveaBulletproofVestPartnershipgrant.
submittedbutdidnotreceiveanIllinoisDepartmentofTransportation(IDOT)trafficgrantforseatbelt
and other traffic enforcement.
hostedaCoffeewithaCopinitiativeforthecampuscommunity.
sponsoredaCampusRacialDiversityProgramforthecampuscommunity.
partneredwithothercampusdivisionsforsafetypromotionslikeNationalCampusSafetyMonth
(September),TakeBacktheNight(October),andSexualAssaultAwareness(April).
partneredwithUniversityRelations(UR)andBroadcastingstudentstoproduceasafetyvideoonthe
safety escort program.
developedanewelectronicdeviceregistrationprograminconjunctionwithUniversityHousing&
DiningServices(UHDS).
assignedanadditionalofficertotheresidencehallswhenpossibleaspartofthe“TeamPolicing”
concept.
continuedtosupporttheCrimeStoppersProgramoncampusandpromotetheCrimeStoppers
fundraiseronMarch25,2015(theChiefsofferedtotakeapietothefacefordonationsatthedinner).
supportedotherdivisionsandgroupsoncampusbyattendingmeetingsassociatedwiththegroups.
doublededucationalandsafetyprogramsbyOPSofficersfrom32in2014to75in2015.
nearlydoubledstudentescortsfrom176in2014to317in2015.
• obtainedagrantwhichpartiallyfundedupgradestoourdispatchsystemtoimproveinteroperable
communications within the county and state, implementation of a new digital radio system, and the
replacementof14-year-oldportableradios.
• nearlycompletedrequirementsfortheIllinoisLawEnforcementAlarmSystem(ILEAS)Agency
Preparedness Program.
• madesubstantialprogresstowardsTierIaccreditationthroughtheIllinoisAssociationofChiefsof
Police–IllinoisLawEnforcementAccreditationProgram.CompletionexpectedlateFY15/earlyFY16.
• continuedtoupdateandexpandtheinformationavailableontheOPSwebpage.
• reviewedoperations/staffpositions,trainedaback-upofficerforCleryCompliance,andtransitioneda
newofficerintotheInvestigationsDivision.
ParkingManagement...
• added20spacestoHigginsLotand30spacestoThompsonLotforstudentparking.
• implementedasuggestionfromtheStudentGovernmentAssociation(SGA)andincreased15meters
froma30-minutetimelimittoatwo-hourlimittobetteraccommodatestudents’schedules.
• addednewtimelimitdecalstoallmeterdomestomaketimelimitsmorevisibletotheuser.
• usedBikeAuctionfundstoreplacemorebikeracksoncampus.
• increasedmotorassists(e.g.,lockeddoors,deadbatteries)from673inFY14to778inFY15.
AllmembersofOPSandParkingServices(36)attendedasix-hourtrainingon“AppreciatingDifferences:
ACampusRacialDiversityWorkshopforCampusPolice&PublicSafetyPersonnel.”
Yearly Statistical Information at a Glance
• Parking
• Staffpermitssold:2,055
• Studentpermitssold:5,398
• Parkingcitationsissued:11,670
• PublicSafety
• Answered16,233phonecalls
• Completed777casereports
• Handled2,799callsforservice
• Provided317escorts
• Issued253trafficcitations
• Issued470warnings
• Issued209CityNoticetoAppears
• Issued254judicialreferrals
Fiscal Year 2016 Major Objectives
OPSwill...
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completeTierIAccreditationandexploreworkingonTierII.
increasesafetyandeducationalprogrammingpresentationstocampusmembers.
workwithotherUniversitydivisionsandcreateaBystanderInterventionVideo.
searchandapplyforgrantstoassistwithbudgetaryconstraintstoaddressequipmentneeds.
continuetoenhanceourcommunitypolicinginitiativesbydevelopingadditionalcommunitypolicing
and crime prevention programs along with partnering with other University divisions.
movethewestentrancetoQLottowardtheeasttomakeitsaferforpedestriantrafficgoingto
Western Hall.
useadditionalBikeAuctionfundstoreplacemorebikeracksoncampus.
identifytrainingneedsofpersonnel.
workwithuTechtohaveparkinginformationaddedtotheUniversityapp.
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Budget Request Format
for Program Support FY16
PriorityNumber
OPS#1
I. Unit submitting request
OfficeofPublicSafety(OPS)
II. Provide a short title of the initiative proposed for incremental funding.
VehicleandRelatedEquipmentforOPS
III. Provide a short description of the initiative proposed for incremental funding and
how it relates to the University’s goals, mission statement, or strategic plan.
Purchasea2015all-wheeldrivevehicleandrelatedequipmenttoreplaceafive-year-oldvehicle.
Thedivisionshouldbeonafour-tofive-yearreplacementplanfortheOPSsquadcars;however,
budgetconstraintshavecausedustodeviatefromthepreviousreplacementplan.Thevehicle
slatedforreplacementisa2010modelwith48,500miles.
IV. Describe the specific accomplishments and increases in productivity expected
from this initiative and how results will be measured or evaluated.
FordnolongermakestheCrownVictoria.Anall-wheeldrivevehiclewillbebetterequippedto
handle severe weather driving.
V. Provide a listing of all incremental funds requested by the following categories:
PersonnelServices
A/P
C/S
NTT
T/T
EquipmentandInstructionalMaterials
LibraryMaterials
ContractualServices
OtherOperatingFunds
Total
VI. Are the requested funds to be included as permanent
increase in the unit’s base budget?
Yes
$45,000
$45,000
x
No
Currently,thereplacementofdivisionsquadcarsisnotincludedinthebasebudget,which
necessitatestheneedforthepermanentincreasetoimplementthefive-yearrotationofOPS
squadcars.
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VII. Will the project be supplemented by other funds?
Yes
No
x
If yes, please describe:
ContactPersonIfQuestions
ScottD.Harris
(309)298-1949
Name
PhoneNumber
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Risk Management and Emergency Preparedness Fiscal Year 2015 Major Accomplishments
RiskManagementandEmergencyPreparedness(RMEP)...
• participatedasanactivememberintheIllinoisPublicHigherEducationCooperative(IPHEC)riskmanagement group.
• servedontheLeadershipCommitteeoftheMidwestHigherEducationCompact(MHEC)Master
Property Program.
• servedastheViceChairoftheStateUniversityRiskManagementAssociation.
• servedontheWIUSafetyCommitteewithFacilitiesManagementandotherUniversitypersonnel.
• conductedanalysisandrevisedbuildingvaluationsforpropertyinsurancerenewal.
• continuedimplementationofthecomprehensiveAutomatedExternalDefibrillator(AED)program.
• negotiatedanannualrenewal,incoordinatorwithBeuHealthCenterpersonnel,forthefullyinsured
student health insurance program.
• purchasedandinstallednewAEDunitsincampusbuildings.
• participated,incoordinationwithBeuandAthletics,inthesolicitationandevaluationofproposalsfor
the student athletic insurance program.
• completedacomprehensivereview,incoordinationwithOPSandURoftheUniversity’s
responsibilitiesrelatedtotheCleryAct.
• evaluated,incoordinationwithuTech,theUniversity’sexposureandneedforcybersecurityinsurance.
• partneredwithURandOPStocompleteacomprehensivereviewoftheUniversity’sannualsecurity
report.
• partneredwithseverallocalandstateagenciestoconductamultijurisdictionalresponseexercise.
Fiscal Year 2016 Major Objectives
RMEPwill...
• collaboratewithFacultySenate,SGA,andothergovernancegroupstoidentifyandaddressrisk
managementandemergencypreparednesstrainingneeds,equipmentinstallations,andlife-safety
enhancements to campus facilities.
• re-engageBuildingEmergencyCoordinatorsbyofferingmorefrequentupdatemeetingsandregularly
scheduled refresher training.
• reviewandrevisethecampuswideEmergencyOperationsPlan.
• facilitateEmergencyResponseTeam(ERT)trainingforthePresident’sCabinetandothermembersof
theERT.
• developandimplementascheduleforemergencydrillsinallbuildings.
• updatemutualaidagreementswithlocalandregionalfirstresponseagencieswhereappropriate.
• evaluatethecurrentuseofstate-ownedvehicles,evaluatetransportationneedsforourcampus
communities, and provide training where necessary.
• evaluatetheuseofMotorVehicleRecords(MVRs)forapprovingdriversoffleetvehicles.
• participateintheGreatAmericanShakeOut.
• planandparticipateinaCyberSecurityDrill.
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