Administrative Services
Spring 2006 Budget Presentation
Administrative Services
supports and reflects the
higher values of the University.
Administrative Services
We
Teach
Administrative Services
We
Mentor
Administrative Services
We
Serve
We Are
Administrative
Services.
Administrative Services – Teaching
Jim Derry
Spoon River College Educator
UIMS
Mark Blaylock
WIU Faculty
Physical Plant
Administrative Services – Teaching
WIU Faculty
Physical Plant
Ted Renner
Scott Coker
Charles Darnell
Administrative Services – Mentoring
Jim Scrivener
Boy Scout Leader
UIMS
Chris Smith
Little League Coach
UIMS
Administrative Services – Mentoring and Serving
• Past Commander of VFW Post
1921 in Macomb
• Cofounder, PRIME (Pride,
Responsibility in My
Community) Youth
Organization
• Chairperson, Voice of
Democracy Scholarship Fund
• Board Member, Patriot Pen
Competition
• Member, Veterans’ Assistance
Commission
• Junior Vice Commander,
American Legion, Post 6
Aaron Thorpe
Parking Services
Administrative Services – Serving
Elvin Hodges
Colchester Community
Connections
UIMS
Ron Ward
Macomb City Treasurer
Business Services
Administrative Services – Serving
Dave Smith
Monmouth City Council
Purchasing Office
Todd Louden
Good Hope-Sciota Fireman
Office of Public Safety
Administrative Services – Serving
Bob Fitzgerald
Macomb 9-1-1
Public Safety
Western Illinois Credit Union
Board Members
Administrative Services – Overview
The Administrative Services unit exists to provide services to all areas of
campus. Nearly every department on campus, and many agencies,
businesses, and off-campus individuals rely on the expertise and abilities
of Administrative Services employees.
• Provides services to advance the learning environment
• Nearly 500 people strong
Administrative Services – Mission
Administrative Services is a service-oriented area dedicated to
supporting Western Illinois University in its mission to have a
profound and positive impact on the changing world through the
unique interaction of instruction, research, and public service as
the University educates and prepares a diverse student population
to thrive in and contribute to our global society.
Administrative Services is a support organization, which
provides quality, effective, efficient, and timely leadership
and administrative support services responding to the
ever-changing needs of students, faculty, and staff.
Administrative Services Office
Provides oversight responsibilities for departments in the Administrative
Services area.
• Contract Review
• Insurance – Property, General
Liability, Employers’ Legal
Liability, Master Venue,
SURMA
• Employee & Public Service
Programs, including SECA and
Ethics Training
• Computer Security Training
Administrative Services Office
Legal Support offers general legal
assistance to campus constituencies
through a contract agreement with a
local law firm.
Bruce Biagini
Document and Publication Services
Provides a diverse array of services that meet
the educational needs of our constituents.
• Prepress Services
• Design and Layout
• Editing
• Premail Services
• Copy and Print Services
• Custom Color
• High-Volume
• Off-Campus Printing
• Mailing Services
Business Services
Conducts essential business
operations of the University while
complying with applicable
statutes, rules, and governing
regulations.
• Accounting
• Billing and Receivables
• Financial Systems
• Payroll
• Post-Award Contract
Administration
Human Resources
Provides equitable and consistent administration of human resource programs.
•
•
•
•
•
Benefits
Classification/Compensation
Employment Examination
Labor Relations
Staff Training and Development
Illinois Law Enforcement Training and Standards Board
Executive Institute and Media Resource Center
Addresses public policy and management
challenges facing top-level law
enforcement administrators through
research, training, and technical
assistance.
• Research
• Resources for Senior Law
Enforcement Officers
• Media and Web-Based Training
Physical Plant
Maintains and improves University
facilities to strengthen an attractive, safe,
and quality physical environment, which
is conducive to living, learning, and
working.
•
•
•
•
Maintenance
Planning & Design
Capital Construction
In-House Construction
Office of Public Safety
Ensures a safe, secure, and
peaceful campus environment.
• Campus Security
• Key/Access Control
• Parking Operations
Purchasing Office
Procures goods and services in a
timely manner while complying
with state statutes, rules, and
governing regulations.
•
•
•
•
Request for Purchase
Bidding Analysis
Purchase Contracts
Procurement Card
University Information Management Systems
Provides accurate, timely, and
complete information to all
qualified users in the most usable
and appropriate format.
• Business Data Processing
• Alumni Database
• STARS
Strategic Plan _ Objectives
• Expand and Improve Facilities
• Develop and Foster a Superior
Staff and Administration
• Respond to Student Concerns
• Develop and Implement
Strategies that Streamline
• Improve Environmental
Sustainability
FY06 Accomplishments
Expand and Improve
Facilities
FY06 Accomplishments
Expand and Improve Facilities
Funded and designed a building to house Document and Publication
Services (DPS) and the Property Storage and Distribution Center
FY06 Accomplishments
Expand and Improve Facilities
Made substantial improvements in
many parking areas on campus
Sherman Drive
FY06 Accomplishments
Expand and Improve Facilities
Progressed with Phase I
relocations of campus
departments to facilitate
the $12 million renovation
of Memorial Hall
FY06 Accomplishments
Expand and Improve Facilities
Detailed engineering evaluations
aimed at capital renewal and utility
master planning were conducted by
the Physical Plant and Hennenman,
Raufeisen and Associates (HRA).
Water Chiller
Develop and Foster a
Superior Staff and Administration
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
Compared administrative and staff
salaries with peer institutions with a
goal to meet or exceed the mean of
those salaries within the next five years
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
Karen Nelson of DPS was recognized
as the Student Supervisor of the Year.
This was the first year for this award.
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
All OPS police officers attended sensitivity, cultural diversity,
and anti-bias issues training.
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
Human Resources coordinated the Take This Job and Love It!
Employee Development Program.
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
The ILETSB Executive Institute hosted summits on Homeland
Security; impact of military deployment; integrity-driven
policing; and guns, gangs, and drugs.
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
Vice President for Administrative Services’ FY06 Priority Request #2 was to fund
a full-time Coordinator for Training and Development in Human Resources.
Patricia Goel-Gillian
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
• Vice President for Administrative Services’ FY06
Priority Request #3 was for the creation of two
positions in Human Resources to support the
classification, compensation, employment, and leave
activities. These positions were filled.
• Vice President for Administrative Services’ FY06
Priority Request #3 was to request two positions to
support Physical Plant operations: a Project Manager and
an Electrical Engineer. A failed search for an Electrical
Engineer occurred, but the process is again underway.
FY06 Accomplishments
Develop and Foster a Superior Staff and Administration
Progress was made toward diversifying
the workforce. In FY06 to date, 108
Civil Service vacancies were filled
with minorities representing 20%
and females representing 52%.
Respond to
Student Concerns
FY06 Accomplishments
Respond to Student Concerns
The Office of Public Safety developed alcohol awareness and driving programs.
Fatal vision goggles that simulate intoxication are used in these programs.
FY06 Accomplishments
Respond to Student Concerns
WIU’s Student Government Association
requested that two Emergency Call Boxes
be added for the safety and security of all
campus users.
FY06 Accomplishments
Respond to Student Concerns
Police Officers Watts and Garlick
presented AWARE classes to
female students and staff.
FY06 Accomplishments
Respond to Student Concerns
UIMS developed a new set of online screens for STARS and WIUP,
including class query, using a variety of search criteria.
Develop and Implement
Strategies that Streamline
FY06 Accomplishments
Develop and Implement Strategies that Streamline
With the assistance of the Purchasing
Office, DPS developed and implemented a
single-source, campus-wide University
Copier Program.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
DPS streamlined operations by . . .
• Implementing an electronic sales and billing
tracking system.
• Establishing a DPS informational website with
online order forms.
• Purchasing equipment necessary to fulfill
on-campus publication needs.
• Creating and implementing a small dollar
printing purchase order to expedite the
purchasing process.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
As of July 2005, DPS began directly serving the Quad Cities campus by . . .
• Assuming reporting responsibility of the Courier from
the Associate Provost for Academic Affairs.
• Providing daily mail services, previously contracted at a
substantial cost through Black Hawk College.
• Providing daily access to high-quality, black and
full-color document production services.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
UIMS and Business Services
implemented a new direct
deposit system for University
disbursement. In the first month,
student direct deposits increased
from 37% to 45%.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
A new campaign database was created to track gifts given on
behalf of the Set the Standard: Higher Values in Higher Education
Campaign – The Campaign for Western Illinois University.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
UIMS collaborated with the
Registrar’s Office to develop
a two-year course schedule
per the Provost’s request.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
A new, web-only online
class scheduling system
was created.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
The Director of Business Services participated in the monthly SAMs
workshop meetings in Springfield to streamline the State’s
antiquated business systems. The SAMs Work Group is currently
writing a charter to facilitate submission of the digital signature
project to the newly formed State IT/Telecom Governance model.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
A University Fiscal Committee
was created to address training
of fiscal agents and University
officers in fiscal procedures,
including . . .
• Budget
• Accounting
• Travel
• Purchasing
FY06 Accomplishments
Develop and Implement Strategies that Streamline
E-testing was developed and
implemented to streamline the
Civil Service hiring process.
Currently, 40 classifications are
available for e-testing.
FY06 Accomplishments
Develop and Implement Strategies that Streamline
• Over $260,000 of appropriated purchases were shifted from FY06 to
FY05 year-end. This provided resources for Administrative Services’
highest priorities.
• Over $94,000 has been acquired in insurance loss fund credit over the
past two fiscal years.
• The Physical Plant warehouse space has been consolidated, increasing
usable space by 50% and reducing holding liability.
Improve Environmental
Sustainability
FY06 Accomplishments
Improve Environmental Sustainability
In collaboration with Trustee Bill
Epperly, the Vice President and the
Physical Plant improved the
appearance of University Drive by
burying or rerouting the electrical
cables and making the substation
more aesthetically pleasing.
FY06 Accomplishments
Improve Environmental Sustainability
Involved students in campus beautification
through the Litter Patrol, the Adopt-a-Street
Program, and the We Care Program to keep our
campus and community clean and attractive. This
student participation allows grounds personnel to
focus on other high-priority areas.
FY06 Accomplishments
Improve Environmental Sustainability
The Department of Geography and the Physical Plant have
collaborated on the development of a Grounds Maintenance
Operational Map. Expected uses of the map are . . .
• Evaluation and reconciliation of work production
efficiencies between areas.
• Calculation of needed workforce additions or maintenance
intensity reduction.
• Integral uses in the current WIU master planning
implementation.
• Research and proposition of uses of GIS nationally to the
APPA organization.
Funding for New Operating Resources for FY06
Priority #1: Infrastructure Improvements
Priority #2: WIU Initiative for Staff Education
Priority #3: Staffing Support
Priority #4: Automated Operator
$500,000
$64,000
$160,000
$85,000
No new funding has been allocated to Administrative Services.
FY06 Accomplishments
Division-Wide Budget Reallocations
2% contingent reserve held from Administrative Services
1½% return from holdback funds
• Permanent funding for a Training and
Development Specialist and support
• Two additional positions in Human Resources
to support the job audit and hiring process
• 50% of an Electrical Engineer position
• Support for steam line to DPS building
$272,000
$64,300
$50,000
$25,000
$48,000
FY06 Accomplishments
FY06 additional purchases without new funding
$95,000
FY07 Objectives
Expand and Improve
Facilities
Major Objectives for FY07
Expand and Improve Facilities
• Complete Memorial Hall renovation
design and interim personnel
relocations.
• The Physical Plant and Purchasing
Office will work with the master
planners, University groups, and the
community to develop a visionary
and viable master plan for the
University. The Physical Plant will
also integrate a complete utility
infrastructure master planning
module into the Campus Master
Plan.
Major Objectives for FY07
Expand and Improve Facilities
Select and contract a design firm for the Performing Arts Center.
Major Objectives for FY07
Expand and Improve Facilities
• Initiate design and
contract documents for
the Quad Cities campus.
• Prepare to initiate facility
assessments as funding
becomes available.
Major Objectives for FY07
Expand and Improve Facilities
• Update Physical Plant Capital Renewal Project priorities and estimates.
• Complete Grounds Maintenance GIS project, and initiate utilities GIS project.
Major Objectives for FY07
Expand and Improve Facilities
Perform a comprehensive
analysis of the parking lots that
require maintenance and
construction to determine
compliance and compatibility
to the master plan. FY07
parking lot improvements will
concentrate on continuing to
chip away at the $4 million
requirement of Q-Lot.
Major Objectives for FY07
Expand and Improve Facilities
Document and Publication Services and Property Control will move
into their new building in culmination of a year and a half of planning.
Develop and Foster a
Superior Staff and Administration
Major Objectives for FY07
Develop and Foster a Superior Staff and Administration
Human Resources will . . .
• Implement workshops for learner/trainee
applicants to strengthen recruitment and
retention of traditionally underrepresented
groups (i.e., skill assessment and
development, résumé development, and
interviewing skills).
• Heighten employee awareness regarding
current benefit programs and effective
retirement planning through the creation
of benefit workshops, newsletters, and
other University-wide communication.
Major Objectives for FY07
Develop and Foster a Superior Staff and Administration
Human Resources will . . .
• Continue to monitor Civil Service
salaries.
• Utilize all available avenues, including
the Trainee and Learner Program, to
diversify the Civil Service workforce.
• Expand training and wellness programs
for current University employees.
Major Objectives for FY07
Develop and Foster a Superior Staff and Administration
• The Physical Plant will develop a Building Services Supervisor
Customer Advocacy Program.
• The Office of Public Safety will continue its commitment to
training officers in the areas of diversity, sensitivity, and
anti-bias issues.
Major Objectives for FY07
Develop and Foster a Superior Staff and Administration
The ILETSB Executive Institute and Media Resource Center will . . .
• Develop strategic leadership plan for
the Executive Institute.
• Host a statewide executive summit
on Homeland Security.
• Develop curriculum for first-line
redesign of ILETSB website.
• Conduct a formal review of all
Homeland Security curricula for law
enforcement personnel in Illinois.
• Redesign ILETSB website.
• Develop online ordering system for
Media Resource Center customers.
Major Objectives for FY07
Develop and Foster a Superior Staff and Administration
The Purchasing Office will develop
training for procurement card holders
and will hold a vendor fair.
Respond to
Student Concerns
Major Objectives for FY07
Respond to Student Concerns
• UIMS and Business Services will develop a program to
allow students to authorize third-party access to their
information on STARS.
• The Office of Public Safety will evaluate and make
recommendations to address safety issues on campus.
• UIMS will automate the process of tracking students
who are currently enrolled at WIU and another
institution so that they may apply for financial aid
through WIU.
Continue to Develop
Strategies that Streamline
Major Objectives for FY07
Continue to Develop Strategies that Streamline
• Explore the feasibility of additional specialized insurance
coverage to protect the University from catastrophic losses,
including pandemic/emergency response and foreign liability.
• Human Resources will continue to work toward a one-stop
shop via the Human Resource Reallocation Committee.
• UIMS will contract for a disaster recovery site that will allow
UIMS to maintain system availability even during a prolonged
local disaster.
Major Objectives for FY07
Continue to Develop Strategies that Streamline
• UIMS plans to create a new look
for the web version of WIUP.
• DPS will upgrade equipment to
include a small print press for
envelopes, which would reduce
costs for the campus community
while retaining funds within the
University.
Major Objectives for FY07
Continue to Develop Strategies that Streamline
Business Services will . . .
• Explore a direct deposit card program through the use of debit
card technology to distribute student payroll and financial aid
cash balances.
• Partner with Associate Provost Jeanne Clerc on the
development of the Quad Cities Campus business operations.
• Strengthen treasury management functions, including the
installation of a new investment management software program.
• Oversee Property Control’s new custodianship role to
re-engineer and facilitate the redistribution of property
among campus departments.
Improve Environmental
Sustainability
Major Objectives for FY07
Improve Environmental Sustainability
The Purchasing Office personnel
will gather specifications for
products that are more
environmentally friendly and
examine ways to incorporate
them into bid specifications.
Major Objectives for FY07
Improve Environmental Sustainability
In conjunction with Trustee Epperly, the Physical Plant will
continue to . . .
• Assess potential resources to improve University Drive and
electrical substation.
• Research for alternative energy funding projects.
• Explore possibilities for an environmental educational habitat
along the Lamoine River Parkway.
Major Objectives for FY07
Improve Environmental Sustainability
WIU Neighborhood Project
Major Challenges for FY07
Major Challenges for FY07
The single, most worrisome challenge
is the lack of adequate financial
support from the State to maintain and
modernize WIU’s facilities.
Major Challenges for FY07
Priority Request #1
Infrastructure Improvements – $500,000
Administrative Services requests reinstatement of the $500,000
FY02 and FY03 base reduction to the Permanent Improvement
line item to help address the almost $89 million deferred
maintenance backlog.
Major Challenges for FY07
Priority Request #2
Centralized Chilled Water Plant – $47,360,000
The most significant concern in the deferred maintenance backlog is the
provision of air conditioning to campus buildings.
Major Challenges for FY07
Priority Request #3
Physical Plant Staffing – $96,000
Two project managers are requested for the nearly doubling of
projects from FY05 to FY06 and beyond and the anticipated
continued growth of construction projects.
Current Construction Projects
Current Construction Projects
New Operating Resources
Request for New Operating Resources for FY07
Priority #1 – Infrastructure Improvements
Priority #2 – Centralized Chilled Water Plant
Priority #3 – Physical Plant Staffing
$500,000
$47,360,000
$96,000
Administrative Services