Administrative Services
Spring 2005 Budget
Presentation
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 employees in the
Administrative Services division.
• 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
Providing 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
Offering general legal
assistance to campus
constituencies through
contract agreement
with a local law firm.
Auxiliary Services
Providing a diverse array of auxiliary services which meet the educational
needs of our constituents.
•Office Supplies Store
•Record Management
•Risk Management
•Telecommunications
•Transportation
•Travel Control
•Vending
Document and Publication
Services
•Copy & Print Services
•CPC Services
•Mail Services
•Word Processing
Business Services
Conducting 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
Providing equitable and consistent administration of human
resource programs.
•Benefits
•Classification/Compensation
•Employment Examination
•Labor Relations
•Staff Training and Development
Illinois Law Enforcement - Executive
Institute & Media Resource Center
Addressing public policy and management challenges
facing top-level law enforcement administrators through
research, training, and technical assistance.
• Research
• Resources for Senior Law
Enforcement Officials
• Media and Web-based
Training
Illinois Police Corps Academy
Increasing the professional
capabilities and stature of
law enforcement officers
through training and
education.
• Training
• Education
• Community Relations
• Law, Community, and
Justice
Physical Plant
Maintaining and improving
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
Public Safety
Ensuring a safe, secure,
and peaceful campus
environment.
• Campus Security
• Key/Access Control
• Parking Operations
Purchasing Office
Procuring 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
Providing accurate,
timely, and complete
information to all
qualified users in the most
usable and appropriate
form.
• Business Data
Processing
• Alumni Database
• STARS
FY 05 Accomplishments
• Expand and Improve
Facilities
• Develop and Foster a
Superior Staff and
Administration
• Develop and Implement
Strategies that Streamline
• Improve Environmental
Sustainability
Accomplishments
Expand and Improve Facilities
Accomplishments
Expand and Improve Facilities
• Estimated total deferred
maintenance and capital
renewal of $89 million
• $150,000 to the Physical Plant
to address deferred
maintenance projects
• $61,000 to the Physical Plant
to replace garbage containers
• University committed to
master planning funding for
FY06 and FY07
Accomplishments
Expand and Improve Facilities
• The Physical Plant has utilized the Permanent
Improvement budget to upgrade five campus
classrooms that were in dire need of upgrading.
Browne Hall
Before
Browne Hall
After
Accomplishments
Expand and Improve Facilities
• Contractors have begun
work under the direction
of the Physical Plant
Facilities Planning and
Construction and the
State Capital
Development Board to
facilitate and prepare
final design plans for the
$12 million Memorial
Hall renovation.
Accomplishments
Expand and Improve Facilities
• Architects have worked closely with Physical Plant
Facilities Planning and Construction and the Quad Cities
user group to develop a conceptual design for the firstphase WIU-Quad Cities campus expansion on River Drive.
Accomplishments
Expand and Improve Facilities
• The Capital Development
Board has authorized
approximately $3 million in
WIU capital renewal
projects to proceed through
design.
Heating Plant Baghouse
¾ Replace elevators
¾ Replace roofs on four
buildings: Stipes,
Horrabin, Western, and
Simpkins Halls
¾ Renovation of the Heating
Plant baghouse
Accomplishments
Expand and Improve Facilities
• Utility evaluations have
culminated in a major
capital proposal of $43
million for critical campus
infrastructure, including a
chilled water plant, Heating
Plant renovations, and
campus steam line
replacements.
Accomplishments
Expand and Improve Facilities
• Additional accomplishments
in FY05 have been the
completion of parking lot
improvements (Q-South,
Murray Street meters, and
nearly $100,000 in Q-Lot)
and the Murray Street
upgrade.
Accomplishments
Develop and Foster a
Superior Staff and Administration
Accomplishments
Develop and Foster a Superior Staff and Administration
• Human Resources is
working to establish a
formal training and
development program for
all University employees.
Accomplishments
Develop and Foster a Superior Staff and Administration
• Through the Affirmative Action Internship Program, the
University developed an Employee Wellness Program.
Accomplishments
Develop and Foster a Superior Staff and Administration
• Human Resources
provided support to
expand the
diversity of the
Civil Service work
force and applicant
pool.
Accomplishments
Develop and Foster a Superior Staff and Administration
• Information Management
Systems developed and
implemented an online
ethics training and
tracking system to ensure
a complete understanding
of ethical behavior.
Accomplishments
Develop and Foster a Superior Staff and Administration
• The Physical Plant, in
concert with a liaison from
Human Resources,
successfully developed and
implemented an annual
evaluation process through
which employees rate the
effectiveness of their
supervisors.
• Public Safety offered
extensive training for its
officers and staff.
Accomplishments
Develop and Implement
Strategies that Streamline
Accomplishments
Develop and Implement Strategies that Streamline
• Administrative
Services finalized the
realignment of print,
copy, and publications
services into one
department - Document
and Publication
Services.
Accomplishments
Develop and Implement Strategies that Streamline
• The computer mainframe upgrade was completed in
FY05 – processing speed increased by 48% and
memory increased by 300%.
• UIMS focused on automating a reservation system
and scholarship tracking process on STARS.
Memory
Million Instructions Per Second (MIPS)
9
160
8
140
7
Memory (GB)
180
MIPS
120
100
80
60
6
5
4
3
2
40
1
20
0
0
7060-H50
2086-230
Processor
7060-H50
2086-230
Processor
Accomplishments
Develop and Implement Strategies that Streamline
• Purchasing began a roll out to campus of the
Procurement Card.
¾ 6,337 transactions since inception in May
¾ $3,780,000 in expenditures
¾ 185 cardholders
¾ 78 offices/departments have cards
Accomplishments
Develop and Implement Strategies that Streamline
• Through the efforts of the Purchasing office, the
University increased expenditures to minorities and
female minorities.
• Business Services is developing digital signature
capabilities which will eliminate a roadblock to the
proliferation of electronic business.
Accomplishments
Develop and Implement Strategies that Streamline
• Public Safety installed a
closed circuit television
system.
Accomplishments
Develop and Implement Strategies that Streamline
• Law Enforcement
Training and Standards
Board Executive
Institute created a new
website.
Accomplishments
Develop and Implement Strategies that Streamline
• Illinois Police Corps graduated 14 cadets during the
August ceremony.
Accomplishments
Develop and Implement Strategies that Streamline
• Human Resources
assessed the feasibility
of communicating
examination
information and sending
notices of test scores
electronically.
Accomplishments
Develop and Implement Strategies that Streamline
• The in-house online
telecommunication billing
system will have an estimated
annual savings of $40,000.
• UIMS performed preliminary
work to automate the academic
class scheduling system.
Accomplishments
Improve Environmental
Sustainability
Accomplishments
Improve Environmental Sustainability
• Permanent funding has
been established for
removal of hazardous
wastes.
• Physical Plant evaluated
funding mechanisms for
the $30 million central
chilled water plant as well
as heating plant upgrades.
Accomplishments
Improve Environmental Sustainability
• Physical Plant conducted several energy and heating plant
studies and audits.
• Physical Plant commissioned engineering studies to
evaluate heating plant capital and operating costs and
complexity of increasing coal-fired steam production.
• Applications for energy conservation grants for building
energy audits were submitted.
Purchases from Reallocations & Pooling
•
•
•
•
•
•
•
Computer equipment
Office furniture
Server to expand document imaging
Tractor with loader
Automatic floor scrubbers
Police car equipment
Police officers’ uniforms
$42,000
$21,500
$14,400
$41,000
$ 8,000
$11,000
$12,000
Major Objectives for FY06
Expand and Improve Facilities
Major Objectives for FY06
Expand and Improve Facilities
Priority Request
Infrastructure Improvements
$500,000
• Reinstate funds in the permanent improvement line to increase
classroom modernization, HVAC and building energy
management controls, electrical and plumbing distribution
systems, campus sidewalks and drives, and exterior stairs.
Major Objectives for FY06
Expand and Improve Facilities
•
Capital Master Preplanning
will be completed early in
FY06 with actual master
planning to follow.
•
Capital renewal plan
extended through FY11;
utility infrastructure capital
plan will be fully integrated
with university goals; and a
minimum of $100,000 will
be committed to classroom
upgrades.
Major Objectives for FY06
Expand and Improve Facilities
• Phase I relocations of
campus departments in
Memorial Hall to allow
for renovations to begin.
Water Chiller
• With much of the campus
utility infrastructure,
including chillers, steam
lines, and gas boilers,
exceeding their expected
useful life, major capital
renewal will need to be
initiated at WIU in the
coming years.
Major Objectives for FY06
Expand and Improve Facilities
• Research financing
alternatives for
reducing the dollar
amount of deferred
maintenance and begin
addressing the $43
million central chilled
water plant and heating
plant upgrades.
Cooling Tower
Major Objectives for FY06
Expand and Improve Facilities
• Depending on the final budget recommendation,
WIU will be prepared to continue the project for
planning the Quad Cities Riverfront campus.
Major Objectives for FY06
Expand and Improve Facilities
• This year parking lot improvements will continue
following a long established plan.
Major Objectives for FY06
Expand and Improve Facilities
• Explore all avenues to
locate adequate space in
one area to house newlyestablished Document and
Publication Services.
• Seek a location for the
creation of a Property
Distribution and Storage
Center.
Major Objectives for FY06
Develop and Foster a
Superior Staff and Administration
Major Objectives for FY06
Develop and Foster a Superior Staff and Administration
Priority Request
WIU Initiative for Staff Education
• Request for a permanent full-time training and
development coordinator with adequate funding and
resources.
$64,330
Major Objectives for FY06
Develop and Foster a Superior Staff and Administration
• Compare administrative
and staff salaries with
peer institutions and meet
or exceed the mean of
those salaries within the
next five years.
Major Objectives for FY06
Develop and Foster a Superior Staff and Administration
• Faculty and staff wellness
program will become a
permanent program
coordinated by Human
Resources with Kinesiology
classes.
• Develop strategies to increase
recruitment and retention of
staff and administration from
underrepresented groups.
Major Objectives for FY06
Develop and Foster a Superior Staff and Administration
Number of Civil Service Exams
FY 95
3096
FY 96
3530
FY 97
3499
FY 98
FY 99
2758
3527
Number of Exams
FY 00
FY 02
FY 03
FY 04
*FY 05
3180
3095
3351
3000
3840
• Human Resources is
working with the State
Universities Civil
Service System in
finalizing procedures
for electronic testing.
• Public Safety to ensure
the police officers are
informed of and
knowledgeable about
sensitivity and racial
profiling issues.
Major Objectives for FY06
Develop and Foster a Superior Staff and Administration
• Illinois Law Enforcement
Training and Standards
Board Executive Institute is
completing the biography of
retired Chicago Police
Department superintendent
Terry Hillard.
Former Chicago Police Department
Superintendent Terry Hillard during
a cultural diversity forum in his first
year in office.
Major Objectives for FY06
Develop and Foster a Superior Staff and Administration
•
Executive Institute and Media Resource
Center will:
¾ Host 3 summits for law enforcement
personnel returning from military
deployment.
¾ Develop a curriculum for antiterrorism and first-line supervisors.
¾ Transition part-time basic law
enforcement academy to a webbased/classroom program.
¾ Develop online purchasing for Law
Enforcement Executive Forum.
Major Objectives for FY06
Continue to Develop Strategies that Streamline
Major Objectives for FY06
Continue to Develop Strategies that Streamline
Priority Request
Automated Operator
$85,000
• Automated operator system with speech recognition will
provide better service, reduce staff requirements, and
eliminate the need for a paper telephone directory.
Major Objectives for FY06
Continue to Develop Strategies that Streamline
• Document and Publication Services will develop and
implement a single-source, campus-wide copier program.
• UIMS plans to increase the disk storage capacity of the
University’s administrative storage unit.
Major Objectives for FY06
Continue to Develop Strategies that Streamline
• New online class
scheduling system will
be developed by UIMS.
• UIMS will work with
the Registrar’s Office to
provide students with a
2-year schedule that
will list courses offered.
Major Objectives for FY06
Continue to Develop Strategies that Streamline
• Purchasing will
participate in the
development of a Request
for Proposal and will
study the viability of
e:Procurement.
• Purchasing will develop a
web page that contains
prime contract
information, procedures,
forms, etc.
Major Objectives for FY06
Continue to Develop Strategies that Streamline
• Business Services and UIMS in
conjunction with Student
Services will evaluate the
possibility of implementing a
program that will eliminate paper
paychecks and financial aid
disbursements for students.
• Auxiliary Services and UIMS in
conjunction with campus user
groups will finalize plans to move
to an electronic telephone
directory format.
Major Objectives for FY06
Improve Environmental Sustainability
Major Objectives for FY06
Improve Environmental Sustainability
• Recommendations have been
formulated for the “greening”
of the University.
• With the hiring of a Campus
Planner greater attention will be
given to properly planning
campus beautification efforts.
Major Objectives for FY06
Improve Environmental Sustainability
• Several activities are occurring
on campus to enhance the
environment.
• Physical Plant and the Vice
President will continue to
collaborate with Trustee Bill
Epperly and the appropriate
audiences on improving the
appearance of University
Drive.
Major Challenges for FY06
Priority Request
Staffing Support
$160,000
• Administrative Services is in need of additional
people in order to provide the expected service level.
¾Human Resources requests two
positions to support the classification,
compensation, employment, and leave
functions.
¾Physical Plant requests two
positions to support operations: a
Project Manager and an Electrical
Engineer.
Major Challenges for FY06
• Status of the Illinois
Police Corps is a concern
because there is no FY06
money in the federal
budget for the program.
Internal Reallocations and Reorganization
• Several positions were reallocated both within and among
departments in Administrative Services.
• Auxiliary Services area will be phased out by the end of
FY05 with duties being reassigned elsewhere in
Administrative Services.
• The Secretary IV in the Illinois Police Corps Academy
was reallocated to Purchasing.
Internal Reallocations and Reorganization
• Funds from the retirement of the Superintendent of
Grounds were redirected to Planning and Design.
• Reallocation will occur as funds become available through
attrition and change in need for goods and services.
• Objective of Administrative Services is to maximize
services and responsiveness with limited current
resources.
• No permanent base budget reductions required in the
Administration Services division in FY05.
New Operating Resources
Request 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
$ 64,330
$160,000
$ 85,000
Administrative Services