DIVISION OF FINANCE AND OPERATIONS
Goals for 2000-2001 Academic Year Aligned With
Institutional Strategic Goals

Divisional Mission Statement

The mission of the Division of 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 2000-2001, 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 2001 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.
1. Monitor, enhance, and maximize the electronic payments of student accounts via telephone and Internet. (Administrative Accounting)
2. Complete purchases to provide adequate computer equipment to the staff at each residence hall. (Residence Life)
3. Develop a plan with Physical Plant to begin transmitting all work order requests on-line rather than by paper request. (Residence Life)
4. Introduce on-line recording of student hours worked in University Departments. (Payroll)
5. Initiate procedures to encourage maximization of direct payroll deposits. (Payroll)
6. Continue to implement updated software for the Department of Education's Federal Delivery System, Texas Guarantee Agency and Coordinating Board as enhancements are provided and/or changes to programs are required by federal and state guidelines. (Financial Aid)
7. Continue to expand the use of the aid office computer lab by offering on-line Semester Loan Application processing in the lab. (Financial Aid)
8. Continue to assist faculty in becoming better able to use the University's computer system and reports to track the financial position of their grant funds and better understand the accounting processes involved by providing training sessions for faculty and staff that gives instructions on obtaining useful data from the University's computer system and provide understanding of available reports and provide training sessions for faculty and staff that explains the accounting processes affecting their grant funds so that they feel more comfortable utilizing the available computer reports. (Contract & Grants)
9. Continue to provide staff development in the form of one personal computing class offered by SHSU Computer Services. The goal set for 2000-01 will be attendance in one hour of class by 75% of the full time staff employees. (Business Office) (Accounts Payable) (Cashier's Office)
10. Integrate computer technology into all administrative and instructional processes of the university by establishing a DS3 circuit to the AT&T TM "cloud" under the TEXAN 2001 contract; replace or upgrade one-third of all faculty workstations during FY 2001; develop budgetary resources needed to make SHSU a technology friendly university by raising the percentage of total university funds budgeted for functions performed by the Computer Services Department from 2.00% in FY 1998 to 3.505% by FY 2003 in increments of 0.30%/year; 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; and increase contact hours for training courses for faculty and staff by 20% over FY 2000. (Computer Services)
11. Integrate computer technology into all administrative and instructional process of the university by continuing to add data elements to the "common database" and produce a CD of the "common database" to distribute to university personnel; and offering more training classes for the use of the "common database." (Institutional Research)
12. Integrate information from the two metering machines in order to streamline the departmental billing process. (Post Office)
13. Refine imaging procedure for electronic document storage. (Human Resources)
14. Upgrade Human Resources Department personnel computer skills. (Human Resources)
15. Refine Human Resources Department Internet Web Page to improve online services. (Human Resources)
16. Develop Internet Web Page to accept job applications online. (Human Resources)
17. Continue to use the Internet Web Page to enhance the image of SHSU as a good place to work. (Human Resources)
18. Continue to support all campus projects to expand classroom technology. (Physical Plant Administration)
19. Continue to support individual work orders for the expansion of data lines to meet mission requirements. (PP Building Maintenance)
20. Add additional HVAC capacity to AG's PC lab in Thomason 325. (PP Utilities)
21. Use the Internet as a source to help solve problems. (PP Custodial & Grounds)
22. Minimize the processing of paper work by maximizing the use of office productivity software and maintenance management software programs. (PP Custodial & Grounds)
23. Continue to assist in the integration of computer technology into the administrative and instructional processes of the university by purchasing the materials and construction services needed to wire classrooms and offices for computers and telecommunications; purchase the equipment and services needed to develop distance instruction classrooms; purchase the equipment needed to equip classrooms with computer-based projectors and other advanced technology; and purchase computer friendly desks, tables, and accessories when new or replacement furniture is requested. (Purchasing)
24. Improve upon a computer-based purchasing system on campus to replace existing manual processes and to improve control and reporting functions by implementing campus wide the computer-based purchasing system which has been in development for the past five years and active, on a limited basis, for two years; work with Computer Services to continue the development of an improved computer-based purchasing system; and work with Computer Services and Administrative Accounting to revise the accounting system to enable automatic encumbrance of orders to eliminate double entry of information. (Purchasing)
25. Continue to revise existing computer-based programs for purchasing data collection and reporting to comply with Legislature mandated changes by working with Computer Services to continue the development of an improved computer-based Historically Underutilized Business purchasing data collection and reporting system; work with Computer Services to revise the Recycled Materials Content purchasing data collection and reporting system; and to work with Computer Services to create a Non-Resident Bidder Purchasing data collection and reporting system. (Purchasing)
26. Employ and train employees on software to aid university stores and central receiving by maintaining a software program to aid central receiving in processing incoming purchases and matching receiving slip with purchase order; augment the fuel monitoring system to assist in the billing of departments who employ university vehicles and provides reporting abilities; comprehend the system which maintains the capability of generating fuel related reports mandated by the state; and master the new software system which is capable of calculating monthly fuel uses, inventory, price changes, and identifies vehicles fueling. (University Stores & Central Receiving)
27. Research and institute on line a digital imagesetter for use in pre-press operations which will increase turnaround time and be cost effective. (SH Press & Copy Center)
28. Develop and implement a seminar to educate our customers on proper techniques in providing copy and disk material for printing and copying. (SH Press & Copy Center)
2. Support initiatives to increase student recruitment and retention.
1. Complete annual student satisfaction survey. (Residence Life)
2. Complete annual comparison of on campus housing prices with other universities and off campus rates. (Residence Life)
3. Complete annual comparison of on campus meal plan prices with other universities and off campus rates. (Residence Life)
4. Complete annual comparison of on campus student grade point averages with off campus residents. (Residence Life)
5. Develop a plan to offer the MicroFridge program to all on campus residents. (Residence Life)
6. Continue to offer electronic financial aid application software to area high school counselors to encourage and assist with early electronic application processing. Early electronic processing, and knowledge of available aid opportunities, may contribute to early enrollment decisions. (Financial Aid)
7. Continue to review and expand Student Financial Aid information and service opportunities by providing timely telephone, e-mail and correspondence responses, providing accurate and informative consumer information through our web page, brochures and application packet mail-outs. (Financial Aid)
8. Continue to provide individual counseling and group presentations services to applicants, students and prospective student loan borrowers during scheduled Orientation Sessions, "Saturdays @ Sam", and on an as needed basis. (Financial Aid)
9. Continue to present the Financial Aid Fair during the Spring semester to promote SHSU and offer financial aid information. (Financial Aid)
10. 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 2000-01 will be attendance in one development class by 75% of full time employees. (Accounts Payable) (Cashier's Office)
11. Continue responding to college age consumer demands for products and services through surveys and research. (Vending)
12. Continue placing modern computerized machines across campus so as to give faster, more efficient service. For fiscal year 2001, the emphasis will be to provide efficient laundry service by replacing the last of the older washing machines located in the different laundry areas of campus. (Vending)
13. Continue to provide monetary resources (from vending profits) for student recruitment office. (Vending)
14. Expand recruitment and retention data analysis. (Institutional Research)
15. Employ students in the Human Resource Department. (Human Resource)
16. Advise student applicants of job opportunities. (Human Resource)
17. Continue to enhance way finding and information signage on campus and in adjoining parking lots to ease transition of new students into the University community. (Physical Plant Administration)
18. Execute plan to enhance the quality of surface parking lots on campus and construct new lots as opportunities become available. (Physical Plant Administration)
19. Continue to expand the services and capabilities of Structural Maintenance and Repair Team. (PP Building Maintenance)
20. Continue to support LSC renovation project. (PP Utilities)
21. Continue to support New Classroom and Office Building project. (PP Utilities)
22. Provide additional comfort in TEC by upgrading the HVAC terminal distribution system. (PP Utilities)
23. Enhance comfort of Recital Hall by upgrading the HVAC system. (PP Utilities)
24. Upgrade HVAC and renovate King Hall. (PP Utilities)
25. Enhance comfort of Parkhill House by upgrading the HVAC system. (PP Utilities)
26. Enhance comfort of 8-coops by upgrading the HVAC systems. (PP Utilities)
27. Develop a plan to enhance the beauty of our grounds and the interior of our buildings. (PP Custodial & Grounds)
28. Implement policies and procedures developed to improve and maintain the appearance of SHSU vehicles. (PP Vehicle Maintenance)
29. Continue to train employees in customer service issues. (PP Vehicle Maintenance)
30. Extend assistance in the preparation of student recruitment materials by carrying on the purchase of materials and printing services needed to produce the annual viewbook recruiting brochure for Undergraduate Admissions and requisition the materials and services required to conduct the annual Student Orientation Program. (Purchasing)
31. Continue to promote our operation through newsletters and mailings to inform the University community of our services. (SH Press & Copy Center)
32. Research the need for a large format printer for the use of student organizations, faculty, and staff to be used in the printing of banners, signs, etc. (SH Press & Copy Center)
3. Enhance external revenue sources available to the University (research, grants, donors).
1. Continue to seek increased federal and state allocations on initial applications and to reallocate unencumbered funds as available to SHSU. (Financial Aid)
2. Continue to expand Federal Work-Study (FWS) programs which offer institutional matching waivers. The America Reads and Family Literacy programs are funded 100% with the federal funds, thus, saving the University a portion of institutional fund requirement. (Financial Aid)
3. Continue to present, and expand external agency participation in, the Financial Aid Fair which is held in conjunction with the Spring semester "Saturdays @ Sam" program. Outside agencies support this function with monetary gifts to be used to promote and present the Fair, and provide Fair Attendance Scholarships to prospective students for tuition and fees at SHSU for the following Fall semester. (Financial Aid)
4. Continue to enhance our reputation and increase the good faith of grantors by eliminating stale accounts; addressing issues regarding non-receipt of final payments to clear up stale receivables; and depending on contract or grant stipulations, refund or absorb balances in accounts for which the grant/project period has been over for one year or more, and make it standard procedure to provide refunds or adjustments within one year of the end of the grant/project period. (Contracts & Grants)
5. 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. (Vending)
6. Continue to provide monetary resources (from vending profits) to University Advancement Office, enabling them to search for and secure grants, donations, etc.... (Vending)
7. Administer the Affirmative Action Plan to assure that SHSU is in compliance to be eligible for federal grants and contracts. (Human Resources)
8. Administer personnel policies to assure compliance with Federal and State laws. (Human Resources)
9. Provide certification of compliance to granting agencies. (Human Resources)
10. Provide Human Resources services and administrative support to grant funded programs. (Human Resources)
11. Augment the application for the performance of research contracts and grants by facilitating faculty, the Department of Contracts & Grants, and the Associate Vice President for Research and Graduate Studies to prepare contract or grant purchasing budgets for project applications; furnish advance support in the purchase of equipment, materials, and services needed for research contracts and grants; and attend expositions and economic opportunity forums which assisted in increasing HUB participation with the university. (Purchasing)
4. Enhance partnership with the University's external communities.
1. Continue to take advantage of applicable State Coordinating Board, Department of Education, National and State Financial Aid Administrator Associations, software vendors and SHSU training sessions to obtain valuable processing knowledge and peer networking opportunities. (Financial Aid)
2. Continue to offer SHSU students community service opportunities, for assisting areas elementary school students and their families to master reading and math skills, through the Federal Work-Study programs. (Financial Aid)
3. Continue to explore areas of need for possible Financial Aid Office group information exchange sessions with high school administrators, elementary school FWS tutoring supervisors, SHSU faculty and staff. (Financial Aid)
4. Work with the Texas Workforce Commission to administer the job placement and unemployment insurance programs. (Human Resources)
5. Work with the Equal Employment Opportunity Commission, Department of Labor Office of Civil Rights, and Texas Commission on Human Rights to settle and prevent civil rights complaints. (Human Resources)
6. Participate in the Job Training Partnership Act summer work program for High School students. (Human Resources)
7. Continue to support start up of Law Enforcement Management Institute facility through construction warranties custodial services, utility services and maintenance work. (Physical Plant Administration)
8. Continue to pursue joint projects with the city and other organizations to achieve mutual benefits. (PP Custodial & Grounds)
9. Continue providing services to outside state agencies and organizations that provide revenue and recognition for Sam Houston State University. (SH Press & Copy Center)
5. Continue integrating the University's strategic plan and assessment processes with the instructional budgeting processes.
1. Continue to support project development and costing by the University community for executive presentations. (Physical Plant Administration)
2. Assist with identifying fiscal year 2002 Maintenance, Renovation, and Construction (MRC) projects which support strategic initiatives and department goals. (Physical Plant Administration)
6. Other ongoing priorities and goals.
1. Continue to provide training in the use of administrative accounting tools to the University Community. (Administrative Accounting )
2. Obtain training that will provide updated federal and state regulations. (Payroll)
3. Obtain training to provide updated payroll procedures. (Payroll)
4. Continue to develop and maintain current and accurate procedures manual to meet every changing federal and state requirements for administrating various aid programs. (Financial Aid)
5. Continue to increase our effectiveness and benefit to the faculty and staff by obtaining training and attending professional development sessions. The Administrator will attend at least three and the clerk will attend at least one professional development course within the fiscal year. (Contracts & Grants)
6. 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 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. (Business Office)
7. Continue to establish a standard for the functions provided by the Business Office staff, the following goals have been determined. (a) Reconciliation of bank statements shall be completed no later than the last day of the following month. The measurement of this goal will be to periodically (at least once a year) review 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 file. (b) Billings by the Business Office to outside agencies for service provided by SHSU 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. (Business Office)
8. 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 control. Spreadsheets will be maintained for review of selected voucher payment information. (Accounts Payable)
9. 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 is utilizing the manual. Additional 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. (Cashier's Office)
10. Continue to expand the use of Human Resource Department Web Page as a training tool. (Human Resource)
11. Continue to process personnel documents in an accurate and timely manner. (Human Resource)
12. Continue to make progress toward Affirmative Action Plan hiring goals. (Human Resources)
13. Continue to make progress toward improvements of the Risk Management Program. (Human Resource)
14. Continue to improve the administration of the employee benefits program. (Human Resource)
15. Continue to improve the communication of key Human Resource information to employees via the Human Resource Department Web Page. (Human Resource)
16. Conduct surveys of services performed by department employees in order to improve the image of the Physical Plant department. (Physical Plant Administration)
17. Improve financial resource utilization by minimizing operating costs associated with utility consumption. (Physical Plant Administration)
18. Minimize operating costs associated with the expenditure of overtime funds. (Physical Plant Administration)
19. Implement and evaluate procedures developed for assignment of rooms and changes to room usage in campus buildings. (Physical Plant Administration)
20. Continue to develop recreational site for the finance division at the Gibbs ranch. (Physical Plant Administration)
21. Continue to initiate parking lot preventive maintenance program. (PP Vehicle Maintenance)
22. Continue improvements in vehicle preventive maintenance program. (PP Vehicle Maintenance)
23. Acquire purchased goods and services in a fair, open and competitive manner by obtaining the best value when purchasing goods and services to maximize the financial resources of the university and utilize term contracts and cooperative purchasing agreements to the extent possible. (Purchasing)
24. Make a good faith effort to increase the participation of small and historically underutilized businesses in university purchasing by working with the Small Business Development Center to encourage the participation of all vendors in university purchasing; assisting minority-owned and woman-owned businesses in their efforts to obtain certification and do business with the university; and monitor and report performance relative to HUB program goals. (Purchasing)
25. Become more proficient with the "just in time" inventory system developed for university stores. (University Stores & Central Receiving)
26. Maintain an effective university store and transportation program to support the needs of the entire campus. (University Stores & Central Receiving)
27. Continue to conduct an effective property management program by adhering to accurate records of all property belonging to the university in a campus property management program; reassure accurate records of equipment with a minimum unity value of $1,000 belonging to the university in the Uniform State Property Accounting System; and conduct annually, a complete inventory of the controlled property. (Property)