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 1998-99, was derived from the department directors of the business office, administrative accounting, physical plant, business services, university press, human resources, purchasing and stores, and computer services. These department directors were asked to obtain from their constituencies what they thought were the most important issues facing the division of finance and operations. These issues provide the basis for determination of priorities and goals for fiscal year 1999 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.
2. Assist in the creation of two fully functional distance instruction classrooms.
3. Develop and implement a plan for providing computer access in the residence halls of our campus.
4. Assist in development, creation, and equipping of a Center for Innovative Learning.
5. Review and develop a proposal for increased annual funding of the university computer services departments (computer use fee, HEAF monies, general use fee, etc.).
D. Assist Computer Services, Business Office, and Cashiers’ Office in implementing the on-line cashiering. This process will post transactions to the student accounts at the "point of sale" rather than at a remote location after the fact.
E. Provide employee training to promote the use of electronic data already available to all administrative employee/users.
F. Develop payroll computer programs for administrative departments.
b. Payroll Action Form deadlines
2. Provide training sessions for faculty and staff that explains the accounting processes affecting their grant funds so that they will feel more comfortable utilizing the available computer reports.
J. Provide personal computers for the full time staff in Accounts Payable. This would require the purchase of two personal computers.
K. Provide staff development in the form of one personal computing class offered by SHSU Computer Services. The goal set for 1998-99 will be attendance in one hour of class by 75% of the full time staff employee.
L. Begin or continue implementing advanced scanning technology into the various departments.
2. Begin scanning and paperless environment effort in Housing and Food Services.
3. Begin on test basis, video conferencing in selected areas.
N. Continue implementing personal computers in departments and expansion of such use by students to update certain records.
O. Continue linking departments and units within departments with email and expand into video conferencing as applicable.
P. Continue to press for expanded use of email between students and administrative functions.
Q. The Office of Computer Services will continue integrating computer technology into all residence life buildings and administrative processes.
2. Provide one computer and printer for each hall office.
3. Purchase laptop with presentation abilities.
4. Continue to budget yearly for annual upgrades in hardware and software.
5. Develop plan to update and use web pages to do actual business rather than just as an informational source (electronically apply for housing, meal plans, request hall and room changes, renewals, etc...
6. Purchase new ID card system
b. Develop plan to implement one-card system to access vending machines, laundry machines, meal plans, library, bookstore, purchase parking stickers and/or pay for tickets, purchase theater and concert tickets, etc...
S. Provide assistance in aid office computer lab, on a group scheduled basis at first, for processing the Free Application for Federal Student Aid (FAFSA). (Currently we provide electronic FAFSA assistance on an individual basis).
T. With the assistance of Computer Services, develop an on-line Semester Loan Application program with instant approval/denial disclosure and instruction output document.
U. Participate in a pilot program using document scanning equipment to provide an integrated electronic document tracking system.
V. Continue assisting in the integration of computer technology in the administrative offices.
2. Looking at available systems like the Pitney-Bowes Mail Management System to computerize the metered mail process.
b. This system would allow all of the account numbers used by the departments.
c. This system would have a scale for each machine that would be used to double check the weights of each mail piece.
2. Replace and/or upgrade on-third of all faculty workstations during FY ‘99.
3. Make available to student residence halls a high speed internet connection by the end of FY ‘99.
4. Increase contract hours for training courses for faculty and staff by 20% over FY ‘98.
5. Develop the necessary network resources for the activities of the new Center for Innovative Learning.
6. 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 ‘98 to 3.505 by FY 2003 in increments of.30% per year.
7. Develop during FY ‘99 a WEB interface for all SamInfo functions.
8. Maintain a sufficient number of modems to provide a commercial grade of service for remote computer access to faculty, staff and students.
2. Develop additional telecommunication connectivity to the University Center as required to support the academic activities there.
2. Refine software used to do job evaluation and job descriptions.
3. Develop software to tie job description files to job requisition files.
2. Use Internet to accept applications for job openings.
3. Promote SHSU’s image as a good place to work.
DD. Support the campus wiring of academic buildings and residence halls to accommodate connection to the university computer network.
EE. Prepare specifications for all projects programmed by computer services.
2. Train internal staff on new system.
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 obtained.
2. Work with Computer Services to continue the development of an improved computer-based purchasing system.
3. Work with Computer Services and Administrative Accounting to revise the accounting system to enable automatic encumbrance of orders to eliminate double entry of information.
4. Work with Computer Services to revise the accounting system to directly create payment vouchers for Accounts Payable to eliminate manual preparation.
2. Work with Computer Services and Administrative Accounting to revise the accounting system to enable automatic encumbrance of orders to eliminate double entry of information.
3. Work with Computer Services to revise the accounting system to directly create payment vouchers for Accounts Payable to eliminate manual preparation.
2. Work with Computer Services to revise the accounting system to directly create payment vouchers for Accounts Payable to eliminate manual preparation.
2. Work with Computer Services to revise the Recycled Materials Content purchasing data collection and reporting system.
3. Work with Computer Services to create a Non-Resident Bidder purchasing data collection and reporting system.
B. Improve the "user friendly" atmosphere and interaction with students by the Finance and Operations Division.
C. Promote the use of the application of student financial aid and payment by credit card via the telephone registration menu.
D. To promote the image of the telephone operators as a resource to the University who contribute to the efficiency, growth, and the recruitment effort of the University as a whole.
E. Enhance our reputation and increase the good faith of grantors by eliminating stale accounts.
2. 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.
G. Prepare a development plan for the Cashiers’ Office to better meet the needs of the students . This will be accomplished through the analysis of results of a survey to be sent in the Spring 1999.
H. Begin or continue specialized catalogs and/or brochures designed for new students in the areas of Housing, Dining and Financial Aid. Provide similar items on Web pages.
I. Review and reexamine Housing and Dining policies that may be ineffective or inappropriate for today’s students versus other comparable universities.
J. Review and reexamine Financial Aid policies versus federal mandates to assure we are not being overly strict in interpretations of such policies while continuing a tradition of being well in compliance with federal rules and regulations.
K. Expand automation and ability of students and alumni to interact where feasible with updating of information data.
L. Expand and enhance existing web pages at the University Internet web site. Provide for information requests and actual data entry of certain functions via the net, including application for rooms, dining, financial aid, as well as actually "applying" financial aid monies to student accounts. Allow for payment via credit card via secure mode on the web or via telephone.
M. Consider, evaluate and implement new methods of providing for scholarships to students, for example, considering a scholarship of "housing" for students using surplus housing inventory space.
N. Continue and expand incentives for remaining in student housing and dining plans.
O. To continue responding to college age customer demand for larger sized drinks and more varied selections.
P. To continue placing modern computerized machines across campus so as to give faster, more efficient service.
Q. Provide monetary resources (from vending profits) for student recruitment office.
R. Continue review of services and policies that can help make residence halls feel more like home to our customers.
2. Create a large, 24-hour "help desk" in all large halls.
3. Undertake a thorough review of meal plans and move in the direction of offering more flexible, creative meal plans to fit the needs of today’s student.
4. Develop a plan to improve aesthetics of residence halls
b. Provide funding for better playground and laundry facilities at Gintz.
T. Continue to provide and expand Student Financial Aid information and services through timely correspondence, brochures and application packet mail-outs. Expand our outreach program of area high school and other visitation/presentation requests.
U. Continue to provide individual counseling and group presentation services to applicants, students and prospective loan borrowers on an as needed basis.
V. Assisting the departments in their recruitment, by helping them choose the best way to mail information at a reasonable cost.
W. The post office will improve the lobby area to look neater and cleaner, for the customers.
X. Continue to develop applications for functions associated with recruitment.
2. Continue to employ College Work Study students in the HR Department.
AA. Participate in the development and execution of the "Access and Equity 2000" program.
BB. Continue newsletter efforts and advertising to allow students to use Sam Houston Press & Copy Center to meet their printing and copying needs.
CC. Assist departments in expediting delivery of maintenance services for classrooms and office providing automated work request input and status capablility.
2. Design and start up of system.
3. Issue instructions to users.
2. Review options for procurement.
3. Procure and install selected system of signage.
2. Survey building requirements and establish priorities for visits.
3. Equip team and implement schedule.
2. Obtain feedback from customers and make adjustments.
2. Purchase the materials and services needed to conduct the annual Student Orientation program.
B. Create a budget priority and funding source for transferring to the University Advancement budget a position currently funded in one of President’s budgetary accounts.
C. Continue to examine and reevaluate funding mechanisms and techniques dealing with Financial Aid and continue to investigate proven and appropriate methods to shorten reimbursements from the federal government and enhance opportunities from private lenders.
D. Continue to reevaluate charges made to students versus market competition in the Housing, Food Services, and Vending Departments. Examine produce or service lines that may be appropriate to be added to offerings at the University.
E. Provide monetary resources (from vending profits) to University Advancement Office, enabling them to be better able to search for and secure grants, donations, etc...
F. Expand vending services in residence halls.
G. Continue to request additional federal and state allocations on initial applications and again when unencumbered funds become available to us.
H. Continue to expand participation in Federal Work-Study (FWS) programs which offer institutional matching waivers. (The America Reads and Family Literacy programs are funded 100% from Federal funds). Thus, eliminating a portion of our institutional funds requirement on our increased FWS allocation.
I. Assisting the departments in any mailing that they may do to assist in fund raising for the University, by helping them choose the best way to mail information at a reasonable cost.
J. Continue to support efforts to secure grant funding.
2. Administer personnel policies to assure compliance with labor and civil rights laws.
3. Provide certification of compliance to granting agency
M. Assist in the application for and performance of research contracts and grants.
2. Provide advanced support in the purchase of equipment, materials, and services needed for research contracts and grants.
A. Assist in expansion of international awareness and activity of the students and faculty of SHSU.
B. Assist in development and construction of a Law Enforcement Management Institute (LEMIT) Training building for 1998-99.
D. Continue working with Alumni Affairs and Development, and other areas, as requested in tax and legal matters.
E. Assist Development where possible in tax strategies for potential donors to the University.
F. To continue to be involved with "Citizens for Recycling" in our community in an effort to enhance volume and communication in regard to saving our earth.
G. Develop a new marketing plan for the Department of Residence Life.
H. Communicate on a more frequent basis with the parents of on-campus residents.
I. Review opportunities for students and staff to interact with community agencies, particulary HISD.
J. Review opportunities for departmental staff to be more involved with assisting admissions staff in recruiting future students.
K. Continue to voluntary participate in pilot programs for financial aid electronic transfer enhancements with Texas Guarantee Agency and other out of state guarantee agencies.
L. Continue to take advantage of Coordinating Board Training sessions for new and existing State Grant programs, as they pertain to allocation, electronic applications, electronic funds transfer (EFT), scheduled disbursement and EFT cancellations.
M. Continue to work with the University Center in developing ideas for coordination of aid services to Sam Houston students enrolled at that facility
N. Continue to help meet the America Reads Challenge:
2. Implement the Family Literacy Program which provides literacy services to families with children from infancy through elementary school.
2. Working with the Post Office concerning the addresses for the University, so that when the Local Post Office moves to their new location, their new equipment will presort the University mail by address.
S. Assist in expansion of international awareness and activity of the students and faculty.
b. Unemployment claims
3. Job Training Partnership Act (JTPA) summer work program for High School students.
V. The Physical Plant Offices will enhance service to law enforcement communities across the State of Texas through the design and construction of a new Law Enforcement Management Institute of Texas (LEMIT) facility.
2. Complete final design documents and advertise project for award and approval by Board of Regents.
3. Provide construction contract administration and inspection through completion and acceptance of the new facility.
2. Purchase the materials and services needed by the Correctional Management Institute.
2. Assist the Small Business Development Center by conducting "How to" seminars when requested.
B. 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.
C. Expand and continue realistic budgeting of activities, allowing for capital improvements and other enhancements to the University community and departments.
D. Provide, in budgeting, for technology enhancements on a regular and special basis.
E. Attempt to provide for recognition of innovative practices and procedures via special allotments of additional technology funding.
F. Residence Life will continue an annual survey of residents to find levels of satisfaction with on-campus living.
H. Setting up internal databases to aid in the departmental budgeting process. This is to help minimize cost of running the Post Office.
I. Continuing with the newsletter line of communication to the faculty and staff.
J. Improve the planning and overall management of the University’s maintenance, renovation, and construction (MRC) program.
2. The Physical Plant will produce quarterly reports to senior management to evaluate and promote progress towards accomplishing the annual MRC program its inclusive deferred maintenance projects.
3. The Physical Plant will distribute an annual report of campus maintenance, renovation, and construction activity which will summarize the degree to which the annual MRC plan was executed.
2. Training to provide managerial and public relations skills training.
C. Continue to increase our effectiveness and benefit to the faculty and staff by obtaining training and attending professional development sessions.
2. Continue membership in National Council of University Research Administrators (NCURA) and subscribe to their internet discussion group.
2. 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. Spreadsheets will be maintained for review of selected voucher payment information.
b. The results of this review will be documented in a memo, which will be placed in our Institutional Effectiveness file.
b. The results of this review will be documented in a memo, which will be placed in our Institutional Effectiveness file.
H. Provision of high-speed data lines or modems in residence halls and similar technology enhancements.
I. To increase the services to the students and departments.
2. Trying to get the equipment for accepting credit and debit cards for postal services.
2. Institute a Student Long Distance resale program.
3. Maintain a grade of service for internal switching, access to long distance service, and access to local Huntsville numbers that is appropriate (engineered) for PABX.
L. Assure communication of pertinent personnel information to faculty, staff, and department supervisors.
M. Assure accurate and timely processing of personnel documents.
N. Expand communication through Internet technology, giving employees a better understanding of benefit information, and having it readily accessible through the Human Resources Department "Home Page".
O. Improve the University’s success in meeting Affirmative Action Hiring Goals.
P. Improve the Risk Management Program.
Q. Assist in the reorganization of the University’s strategic planning committee.
R. Conduct surveys of services performed by department employees in order to improve the image of the Physical Plant Department.
2. Survey at least one stakeholder group served by the Plant.
2. Distribute sub-contractor information to all General Contractors of record on each project administered through the Board of Regents.
3. Collect monthly HUB sub-contractor payment information from general contractors for reporting to General Services Commission by March 15 and September 15.
2. Assist minority-owned and woman-owned businesses in their efforts to obtain certification and do business with the university.
3. Monitor and report performance relative to HUB program goals.
2. Buy goods and materials in volume to realize lower costs and to pass those savings on to user departments.
2. Maintain accurate records of equipment with a minimum unit value of $1,000 belonging to the university in the State Property Accounting system.
3. Conduct annually a complete inventory of the controlled property.