1998 - 1999

1997 - 1998

SACS

Department Mission Statement

The mission of the Office of Vice President for Finance and Operations of Sam Houston State University is to assure that the division meets its mission goals and objectives in a manner consistent with the Sam Houston State University institutional mission statement, its philosophy and its strategic plan initiatives.

This office is dedicated to assisting the division in providing outstanding customer service while maintaining the fiscal integrity of the University. We are also constantly striving to provide a healthy, safe, well maintained campus for our faculty, staff, students and visitors.

We strive to assist in the accomplishment of the President's five campus initiatives of critical concern. His five initiatives are being mirrored by the Vice President for Finance and Operations.

Input for the development of goals for fiscal year 2001-2002, was derived from the department directors of the business office, administrative accounting, physical plant, university press, human resources, purchasing and stores, and computer services. These department directors were asked to obtain from their staff what they thought were the most important issues facing, their departments in the division of finance and operations. These issues provide the basis for determination of priorities and goals for fiscal year 2002 and are being integrated into one of the five major institutional priorities. The priorities and goals identified are listed in the following strategies:

1. Integrate computer technology into all administrative and instructional processes of the university.

Vice President for Finance and Operations:

1. Continue assisting in the integration of computer technology in the administrative offices and instructional processes of SHSU including on-campus instruction, distance learning, library modernization, improvement of university infrastructure, faculty and staff development.
   (1) Maintain the wiring of academic classrooms and faculty offices.
   (2) Assist in the creation of additional two functional distance instruction classrooms.
   (3) Review and determine additional annual funding sources for the university computer services departments (computer use fee, HEAF monies, general use fee, grants, etc...).
2. Continue improving and developing a program of excellence at The University Center, The Woodlands, Texas. (Providing financial oversight and assistance.)
3. Continue developing and equipping of two additional computer labs on campus, Huntsville, Texas by 08/31/2002.
4. Assist Computer Services, Business Office, and Cashiers' Office in maintaining and improving the on-line cashiering function.
5. Continue to provide employee training to promote the use of electronic data already available to all administrative employee/users.

Administrative Accounting:

1. Administrative Accounting will continue to enhance and encourage the electronic payment of student accounts via credit card on the telephone and the internet.
2. Contracts and Grants will develop a database which will contain contact information for granting foundations that have awarded grants to Sam Houston State University. This will facilitate report writing and information gathering especially for fiscal year end and calendar year end reports and surveys.
3. Contracts and Grants will work with Computer Services to develop a more efficient and useful grant accounting report. This will aid our office in income and expense tracking and reporting to be more useful to existing and future grant personnel.
4. Financial Aid will continue to update current Financial Aid Web-page and to add new/additional aid forms for print and submission.
5. Financial Aid will assist Computer Services with on-line application and approval/denial for semester loans toward the result of moving long-term registration late payment periods out of the Coliseum.
6. Payroll will continue to develop payroll procedures for electronic entry of hourly employee time.
7. Payroll will initiate procedures to use laser printed W-2's for employees by coordinating with Computer Services for programming.
8. Residence Life will purchase a laptop with presentation abilities.
9. Residence Life will continue to implement a reorganization plan to better align job descriptions, job grades, and salaries with actual work performed in order to better utilize our current resources in providing effective and efficient service to our residence hall students by establishing 2-3 satellite offices within the residence hall areas to house area coordinators, resource center(s) and Residence Halls Association.
10. Residence Life will complete ethernet wiring with the completion of Colony Apartments.
11. Residence Life will develop a plan to use web pages for more actual business purposes (electronically applying for housing, meal plans, request hall and room changes, request maintenance, etc . . . )
12. Residence Life will implement one-card system to control access to residence hall doors for security purposes, to enable access to vending machines, meal plans, the bookstore, the library, etc . . . )
13. Residence Life will purchase an automated housing assignment software system.

Business Office:

1. Continue to provide staff development in form of one personal computing class offered by Computer Services. The goal set for 2001-02 will be attendance in one hour of class by 75% of the full-time staff employee.
2. Continue expanding the use of the web site for credit card payments of tuition and fees to accommodate for other types of credit card payments across the campus to areas such as Alumni Association.
3. Accounts Payable will continue to provide staff development in the form of one personal computing class offered by SHSU Computer Services. The goal set for 2001-02 will be attendance in one hour of class by 75% of the full-time staff employee.
4. Cashier's Office will continue to provide staff development in the form of one personal computing class offered by SHSU Computer Services. The goal set for 2001-02 will be attendance in one hour of class by 75% of the full time staff employee.

Computer Services:

1. Establish Internet bandwidth to meet the demands.
2. Replace or upgrade one-third of all faculty workstations during FY 2000.
3. Develop budgetary resources needed to make SHSU a technology friendly university by raising the percentage of total university funds budgeted for functions performed by Computer Services from 2.00% in FY 1998 to 3.505% by FY 2003 in increments of 0.30%/year (in FY 2001 the percentage was 2.8%).
4. Maintain a sufficient number of modems and bandwidth to the internet to provide a commercial grade of service for remote computer access to faculty, staff and students.
5. Extend the faculty workstation program to designated administrative information employees.
6. Increase the active participation of the faculty in the Blackboard program to 50%.
7. Institutional Research will increase the awareness, use and quality of technical support services provided for institutional effectiveness

Human Resources:

Continue to develop "Home Page" on the Internet to improve communications on-line and promote SHSU as a good place to work.

Physical Plant:

1. Continue to support all campus projects to expand classroom technology.
2. Continue to support individual work orders for the expansion of data lines to meet mission requirements.
3. Minimize the processing of paper work by maximizing the use of office productivity software and maintenance management software programs.

Purchasing:

1. Continue assisting in the integration of computer technology into the administrative and instructional processes of the university.
   (1) Purchase the materials and construction services needed to wire classrooms and offices for computer and telecommunications.
   (2) Purchase the equipment and services needed to develop distance instruction classrooms.
   
   (3) Purchase the equipment needed to equip classrooms with computer-based projectors and other advanced technology.
   (4) Purchase computer friendly desks, tables, and accessories when new or replacement furniture is needed.
   (5) Develop a review process for purchasing computer/telecommunications products. The review process will consist of a representative from the requesting department, Computer/Information Services and Purchasing.
2. Coordinate with the General Services Commission and Computer Services to implement a computer-based purchasing system.
3. Revise existing computer-based programs for purchasing data collection and reporting to comply with Legislature mandated changes.
   (1) Work with Computer Services to continue the development of an improved computer-based Historically Underutilized Business purchasing data collection and reporting system.
   (2) Work with Computer Services to create a Non-Resident Bidder Purchasing data collection and reporting system.

Sam Houston Press:

Continue to integrate computer technology into equipment and software acquisition by researching digital high speed copier to network within the University.

2. Support initiatives to increase student recruitment and retention.

Vice President for Finance and Operations:

1. Continue to assist in developing and coordinating the process of a budget priority to be recommended by the SHSU Budget Committee for financial support of initiatives to improve retention rates of students.
2. Improve the "user friendly" atmosphere and interaction with students by the Finance and Operations Division.

Administrative Accounting:

1. Residence Life will add special housing options such as living/learning communities, all-freshman halls, freshman houses with no visitation.
2. Residence Life will extend visitation hours in buildings housing older and more mature students (seniors, graduate students and older than average students).
3. Residence Life will develop a plan to improve aesthetics of residence halls with landscaping, picnic tables, porch swings, recreation areas, etc . . .
4. Residence Life will continue to work closely with Physical Plant in developing a plan for continued repairs and cosmetic renovations in all buildings until Campus Master Plan is adopted or adapted.

Business Office:

1. Accounts Payable will continue staff training in the area of customer service to all employees in direct contact with the student population. The goal set for 2001-02 will be the attendance in one development class by 75% of full-time employees.
2. Cashier's Office will continue to provide staff training in the area of customer service to all employees in direct contact with the student population. The goal set for 2001-02 will be the attendance in one development class by 75% of full-time employees.
3. Cashier's Office will continue to train student workers according to the procedures and manuals so customer service provided is good and accurate as possible.
4. Vending will continue to respond to college age consumer demands for products and services through surveys and research. Continue to use "point-of-scale" surveys in determining student needs and wants.
5. Vending will continue placing modern computerized machines across campus so as to give faster, more efficient service.
6. Vending will continue to provide monetary resources (from vending profits) for student recruitment office.
7. Vending will continue to provide scholarships to students from vending profits for the College of Business.

Physical Plant:

1. Assist departments in expediting delivery of maintenance services for classrooms and offices providing automated work request input and status capability.
2. Enhance way finding and information signage on campus and in adjoining parking lots to ease transition of new students into the University community.
3. Support the continuing work on developing a new campus master plan.
4. Strive to enhance the quality of surface parking lots on campus and construct new lots as opportunities become available.
5. Perform construction management responsibilities for the Lowman Student Center renovation project.
6. Perform construction management responsibilities for the New Classroom and Office Building project.
7. Develop a plan to enhance the beauty of our grounds and the interior of our buildings.
8. Continue to train employees in customer service issues.

Purchasing:

Assist in the preparation of student recruitment materials by purchasing the materials and printing services needed to produce the annual viewbook recruiting brochure for Undergraduate Admissions, the Graduate and Undergraduate catalogs, and the annual Student Orientation Program.

3. Enhance external revenue sources available to the University (research, grants, donors).

Administrative Accounting:

Explore our capacity for collection non-student revenue via credit card on the internet. Examples to be considered are camp payments, alumni memberships and donations.

Business Office:

1. Vending will continue to reevaluate charges made to students versus market competition in the Vending Department. Examine product and service lines that may be appropriate to be added to offerings at the University.
2. Vending will continue to provide monetary resources (from vending profits) to University Advancement Office, enabling them to be better able to search for and secure grants, donations, etc.

Human Resources:

1. Work with the Office of University Advancement and Contracts and Grants to receive and administer grants.
   (1) Administer Affirmative Action Program to assure compliance with Federal laws and regulations.
   (2) Administer personnel policies to assure compliance with labor and civil rights laws.
   (3) Provide certification of compliance to granting agency.
2. Provide HR services and support grant funded programs.

Purchasing:

1. Assist in the application for the performance of research contracts and grants by coordinating with the faculty, the Department of Contracts and Grants and the Associate Vice President for Research and Graduate Studies to prepare contract or grant purchasing budgets for project applications.
2. Provide advanced support in the purchase of equipment, materials and services needed for research contracts and grants.

4. Enhance partnership with the University's external communities.

Administrative Accounting:

Financial Aid will research the feasibility of expanding the Federal Work-Study America Reads Program by placing math tutors beyond the elementary school level in our local and surrounding school districts.

Computer Services:

1. Institutional Research will assist the university in meeting the reporting and accreditation requirements of the Commission of Colleges, Southern Association of Colleges and Schools.
2. Institutional Research will submit complete and accurate assigned reports and surveys to the appropriate external agency according to external mandates and deadlines.

Physical Plant:

1. Continue to support the startup of the Law Enforcement Institute facility through construction warranties, custodial services, utility services and maintenance work.
2. Continue to pursue joint projects with the city and other organizations to achieve mutual benefits.

Purchasing:

1. Continue assisting in conducting law enforcement and criminal justice training programs by purchasing the materials and services needed by the Bill Blackwood Law Enforcement Management Institute and the Correctional Management Institute.
2. Continue assisting the business community in doing business with the university and other state agencies by attending expositions and economic opportunity forums.
3. Assist the Small Business Development Center by conducting "How to do business with The State" seminars as requested.
4. Conduct an annual Sam Houston State University HUB vendor show.

5. Continue integrating the University's strategic plan and assessment processes with the instructional budgeting processes.

Vice President for Finance and Operations:

1. Continue to develop and improve the budgetary process that addresses, with available new funds or reallocation of existing funds, the priorities and goals of the SHSU Strategic Plan.
2. Expand and continue realistic budgeting of activities, allowing for capital improvements and other enhancements to the University community and departments.
3. Provide, in budgeting, for technology enhancements on a regular and special basis.

Computer Services:

Institutional Research will increase the quality of and access to institutional data.

Physical Plant:

1. Continue to improve the planning and overall management of the University's maintenance, renovation, and construction (MRC) program.
2. Continue to support MRC project development and costing by the University Community for executive presentation.
3. Assist with identifying fiscal year 2002 Maintenance, Renovation and Construction (MRC) projects which support strategic initiatives and department goals.

Purchasing:

Continue to develop and improve the budgetary process that addresses the priorities and goals of the SHSU Strategic Plan.

6. Other ongoing priorities and goals

Administrative Accounting:

1. Continue to provide training in the use of accounting tools to the University community.
2. Monitor and enhance the reporting of all delinquent student accounts to the Comptroller's Office Warrant Hold Section.
3. Contracts and Grants will develop a more detailed set of policies and procedures. One manual that will be used in our office and one to be distributed to those faculty members and staff that are awarded grants. This will continue our good faith effort to aid in the training of grant personnel and ease their tracking initiatives.
4. Financial Aid will continue to assist Computer Services with the Financial Aid Management (FAM) module of the SCT Plus 2000 Software updates to regain and maintain the reliability of the system.'
5. Financial Aid will update the Financial Aid Procedures Manual to include new computer system practices and procedures and recent changes in regulations.
6. Payroll will provide training for administrative personnel updating federal and state regulations and updating payroll procedures.
7. Residence Life will purchase a laptop with presentation capabilities.

Business Office:

1. Continue to develop and maintain current and accurate employee job procedures and manuals by evaluating and reviewing on a yearly basis job procedures and manuals. By using these manuals as the guide and instructor for the training process of a new or cross-trained employee, accuracy can be established. This process will help stimulate employee development and provide information for adjustments to the instruction manual. Cross train annually. Procedure is measured by evaluating the job performance of the employee, while he or she in utilizing the manual. Additions and/or deletions will be made in the instructions based on the evaluation. All adjustments to the instruction manual and evaluation techniques used will be documented in a memo and placed in our Institutional Effectiveness file.
2. Continue to establish a standard for the functions provided by the Business Office staff, the following goals have been determined.
   (1) Reconciliation of bank statements - These will be completed no later than the last day of the following month. The measurement of this goal will be periodically (at least once a year) by reviewing the dates on the reconciliation reports to determine that they were completed timely. The results of this review will be documented in a memo, which will be placed in our Institutional Effectiveness files.
   (2) `Billings - The Business Office bills certain outside agencies for service provided by SHSU. The TDCJ billing will be mailed within 7 days from the date of receipt of funds for all units from the TDCJ Inmate Trust Fund. (All units are mailed on one billing, so we must wait for the Trust Funds to arrive for every unit before we can issue the one TDCJ billing.) The ROTC billing will be mailed within 48 days after the 1st class day. All of the other billings will be mailed no later than six weeks after the first class day for each current long semester and four weeks from the first class day for each current summer semester term. As a measurement we will review the billing files periodically (at least once a year) and determine whether this goal is being met. The results of this review will be documented in a memo, which will be placed in our Institutional Effectiveness file.
3. Accounts Payable will continue to establish a standard for accounts payable efficiency by processing seventy-five percent of vouchers within twenty days of receipt or delivery of invoice. Plan to measure efficiency by evaluating vouchers chosen at random, periodically during the fiscal year. Tracking interest payments charged on accounts to determine cost of late payments to the University and to determine if the late payment was beyond Accounts Payable staff's control. Continue to work with Computer Services to implement a program on outstanding purchase orders to run by a purchase order or vendor name.
4. Cashier's Office will continue to develop and maintain current and accurate employee job procedures and manuals. Evaluate and review on a yearly basis job procedures and manuals. By using these manuals as the guide and instructor for the training process of a new or cross-trained employee, accuracy can be established. This process will help stimulate employee development and provide information for adjustments to the instruction manual. Cross train annually. Procedure is measured by evaluating the job performance of the employee, while he or she is utilizing the manual. Additions and/or deletions will be made in the instructions based on the evaluation. All adjustments to the instruction manual and evaluation techniques used will be documented in a memo and placed in our Institutional Effectiveness file.
5. Post Office will increase training made available for departmental personnel in use of bulk mail.
6. Post Office will increase packaging services available for the university

Human Resources:

1. Expand the use of the "Home Page" as a training and communication tool.
2. Expand communication through Internet technology, giving employees a better understanding of benefit information, and having it readily accessible through the Human Resources Department's "Home Page."
3. Improve the University's success in meeting Affirmative Action hiring goals.
4. Improve the Risk Management Program

Physical Plant:

1. Enhance coordination of room assignment and facility inventory procedures for campus buildings.
2. Continue to develop recreational site for VPFO at the Gibbs ranch.
3. Develop and gain approval for a delivery order contract (DOC) to support the need for growing contract needs in the maintenance, renovation and construction program.
4. Develop policy and gain approval for complete charge back to auxiliary activities for utility expenditures especially in the area of capital improvements to utility system.
5. Work through a campus committee to improve the security of buildings through a complete review of key access and control procedures.
6. Continue to expand and improve a crisis management plan for facilities' management.
7. Develop a policy and gain approval for possible charge back of owner services on campus projects managed by the Physical Plant.
8. Develop a campus vehicle management plan under a mandate by General Services Commission

Purchasing:

1. Continue to track all requisitions submitted, by utilizing a spreadsheet to catalog and identify, all requisitions. The spreadsheet will reside on the common software program enabling purchasers to update on a routine basis.
2. Maintain the safeguard of incoming bids. Incoming bids will be documented, sealed and filed in a secure location.
3. Acquire purchased goods and services in a fair, open and a competitive manner. Purchasing will obtain the best value on goods and services to maximize the financial resources on the university. Purchasing will also utilize term contracts and cooperative purchasing agreements to the extent possible.
4. Make a good faith effort to increase the participation of small and historically underutilized businesses. Purchasing will assist minority-owned and woman-owned businesses in their efforts to obtain certification.
5. Conduct an effective university warehouse program to support the needs of the Physical Plant by maintaining a stock of goods and materials routinely and repetitively needed.
6. Conduct an effective central receiving and transportation program to support the needs of the entire campus by receiving goods, material, and equipment from freight carriers and delivering them to user departments.
7. Conduct an effective property management program by maintaining accurate records of all property belonging to the university. The campus property management program will maintain accurate records of equipment with a minimum unity value of $5,000

Sam Houston Press:

Develop a survey from the Sam Houston Press and Copy Center to analyze the needs of the departments and students.