Business & Finance Division

BPR Notes

January 26, 2005

 

Steering Committee:      Patsy Barr, Patricia Durrough, Bill Gauthier, Dan Lewis, Tom Mackel, Jerry Mock, Robin Mullinix, Cathy Osborne, Mike Renfrow, Stephanie Rooks, Bob Watkins

 

1. The meeting started at 10:00 a.m. with Dan Lewis reviewing of the notes from the BPR meeting of 12/15/04.  Corrections made to the notes included:

 

·         Changing Item 1, paragraph 2 from “an average cost of $5,985,383.00” to “a total cost of $5,985,383.00.”

·         Changing Item 2, last paragraph to “All reports should be available for posting on the B&F Website by March 1, 2005.”

·         Added Tom Mackel to steering committee attendance.

 

2. A review of the schedule for customer satisfaction surveys initiated discussion on the scope of the survey, our target population and what we have learned from the surveys already administered.  Jerry Mock thought that some areas of Business and Finance (e.g. Public Safety, Auxiliary Enterprises) should expand their survey scope to include student input.  Bill Gauthier questioned Bob Watkins on how Facilities and Grounds administer theirs.  Bob stated that the same survey is sent to faculty, staff and students and estimated a 15% return rate from students living on campus.

 

Bill suggested that we get back together to design a separate survey (with similar questions) to be issued to the students through the portal.

 

3. A presentation was made by Dan on Campus Planning and Facilities application process for the Georgia Oglethorpe Award.  Dan reviewed the criteria that are evaluated and the timeline of activity that it took to complete the application.  The application can be reviewed on the CP&F website (http://moosh1101.westga.edu/cpf/Ga_Oglethorpe/ga_oglethorpe.htm) and a notification of a site visit should come in March. 

 

Bill questioned what we receive if we win this award.  Dan stated that in addition to plaque we are allowed to use the Georgia Oglethorpe Award logo for three years.  Mike Renfrow added that the application process has been a rewarding experience in that it evaluates the same criteria that are used for BPR, SACS, and DRAC assessment.  “It has helped us to crystallize our performance metrics and identify the processes that need sharpening for performance improvement.” Mr. Gauthier suggested that this be submitted for a Best Practice award.

 

4. Review progress from Division BPR efforts:

 

 

5. Document Management:   The committee met and reviewed the Institutional Research and Planning website on document management.   Stephanie talked with Tara Pearson who would like to address the BPR committee at a future date. 

 

Tricia Durrough stated that we went out for bid on document destruction.  A local company, American Document Securities (ADS) was visited and reviewed for their document destruction processes within 24 hours of notification.  Payment is based per pick-up rather than per pound.   Issues concerning year-end, current shredding, labor, and education were discussed. ADS is a climate controlled building, bonded, and will also store documents by providing a rental fee and retrieval fee. Bill and Tricia will re-bid the process for a smaller number of units.

 

Bill asked Dan to help coordinate with the committee a date to reconvene and

 

·         Review retention schedules.

·         Compare current document inventories with retention schedules.

·         Develop an estimate of what we want stored, where we are going to store it and what we want destroyed.

 

Bill also requested that Bob Watkins prepare an analysis between the current recyclable carrier services and ADS services by the next BPR meeting.

 

Robin Mullinix reported that in his talks with Kathy Kral no plans have been announced with the electronic document management system but that she would contact OIIT.  Bill asked Dan to follow-up on the current retention policy and determine our responsibilities.

 

6. Customer Satisfaction Assessments:  Reports from area directors are to be reviewed by Mr. Gauthier prior to being published on website in March 2005.

 

 

Tricia Durrough prepared a report on the results of the surveys administered for Purchasing and Accounting Services.

 

7. The next meeting is scheduled for 2/23/05 at 10:00 a.m.

 

8. Adjournment at 12:00 p.m.

dl