UNIVERSITY OF WEST GEORGIA

ANNUAL REPORT

Fiscal Year 2007 (July 1, 200 6 to June 30, 2007)

DEPARTMENT OF

Auxiliary Services

Name of Department Head

Jerry Mock

Name of Person Completing Report

Jerry Mock

1*

Departmental Mission/Vision Statement (url only, required)

http://www.bf.westga.edu/EffectEval/Assessments/Auxiliary_Enterprise.asp

2*

Departmental Statement of Goals, Process to Assess These Goals, and Assessment Results (url only, required)

http://www.bf.westga.edu/EffectEval/Assessments/Auxiliary_Enterprise.asp

3*

Give an Example of How your Department Used the Assessment of Goals and Outcomes to Change/Improve a Process (required)

Auxiliary Services

Goal: Increase marketing of auxiliary services to students with the goal of increasing awareness of services. Antidotal information from parents and students indicate they are more familiar with services offered.  Meal plan membership increased     5.65% over FY 06 due to improved marketing efforts.

Dining Service:

Goal: Improve overall food service ratings as scored by students, faculty and staff.  Used survey data to improve on retail dining service.  Specifically, using semi-annual Dining Styles Surveys, as well as periodic “focus-group meetings” customer dining needs and expectations for the Residential Restaurant (RFoC Z-6) were better defined.  This customer input was used to make strategic changes in the RFoC-Z6 menu, hours of operation, décor, customer service, and associated marketing efforts.  Outcomes: meal plan sales grew dramatically.  Spring 2007 data indicates Aramark needs improvement in the (Commuter) food court operation to bring it in line with overall foodservice expectations.  Aramark has made management adjustments in their retail operations and will focus on improving four key attributes to be measured by the Fall 07 Dining Styles Survey.

Goal:  Develop dining service contingency plans.  Develop contingency plans that allow us to provide continued dining services to our students (primarily residential) should we incur a significant power outage or Flu Pandemic. Cross-functional committees developed to explore challenges, determine and evaluate solutions, and formulate plans. Outcomes:  Campus-wide Pandemic Flu procedures written that include food service.  Contingency Plan procedures manual developed that details steps to be taken, should we incur a power outage, so that food service can be continued (at a reduced level of capacity).

Vending:

Goal:  Increase cashless readers on vending machines.  Enhanced customer access to vending on campus by adding new Wolf Bucks card readers in the Richards College of Business, Pafford, and Humanities buildings.

Summer Conferences:

Goal: Coordinate the utilization assets during the summer so the university can best meet our student’s needs, while at the same time, effectively manage energy costs, and maintain or grow summer conference revenues.  Summer Strategy Committee formed in early fall of 06 to evaluate, project, and prioritize needs of summer school students, summer orientations and enrollment demands, and summer conferences.

Trademarks:

Goal:  Setup trademark administrative office.  Program formalized so that “trademark management” was coordinated by Auxiliary Services.  Best Practices from other universities studied so that we could build an effective program.

Bookstore:

Goal:  Upgraded Point of Sale System.  POS system is using current technology that is supported by both IBM and POS provider.  Upgrades and patches for POS stay current.

Goal:  Increase number of used books.  Surveys and conversations with our customers indicated a desire for more, lower cost, used textbooks.  We relocated our textbook buybacks to higher traffic areas and increased our books purchased at both December and May buybacks. 

Purchasing Services:

Goal:  Improve purchasing processes.  Several processes changed as a direct result of the customer satisfaction survey issued in December of 2006. 

·          Forms simplification

·          Improved communication with departments

·          PCard limits were increased for certain individuals

·          Additionally, by teaming with DOAS, processes were improved related to bid procedures for orders less than $50,000.

Warehouse:

Goal:  Upgraded Trackpad Scanning System - Replaced aging scanners with current, supportable, models.  Allows for package tracking at time of receiving and time of delivery.  Received 1000 more packages in FY07 than FY06.

Goal:  Upgraded Receiving Area - Evaluated existing facility receiving area and improved it with a conveyer system and rolling sorting tables.   This has greatly reduced the number of injuries to our workers.  Additional dollies have been added enabling our delivery folks to roll, rather than carry, more packages to our customers.

Goal:  Increased Delivery Efficiency - Dodge Sprinter Van was acquired and equipped with proper racking providing package security, greater capacity, all weather capability and fuel savings over the pickup truck.

Goal:  Continual Savings in Purchasing - Constant monitoring of vendor pricing saves UWG money.  FY07 purchases were $450,000 and a documented savings of $37,000 over previous year. 

Goal:  Launched Website for Campus Use – User Friendly tool for Campus Departmental use in all facets of Central Stores Receiving, and Delivery.

4*

General Statement of Department Condition (required)

The overall condition of the units that report to Business and Auxiliary Services is excellent.  Services are performed with a dedicated staff focused on serving our customers.  Resources have been provided to provide basic services and enhanced services as needed.  Revenue generation of the auxiliaries continue to improve.

The health of the University Bookstore continues to strong and improving.  We are gaining in terms of market share, sales and return to UWG.  Our online sales continue to improve, as do our textbooks, general merchandise, and sales to campus departments.   Our financial return to UWG continues to improve.

The Purchasing Department has developed into an efficient and productive department on campus.   The department has overcome adversity and changes throughout the year and is stronger and better for it.    The department has received continuous feedback from the campus community that Purchasing Services exemplifies customer service and continues to strive towards those initiatives set forth by the Governor’s Council.

Central Stores Receiving and Delivery continues to excel at its mission of serving UWG in terms of stocking and supplying parts for facilities and as the receiving and package delivery unit for campus.   Accomplishing these missions with high levels of service and professionalism.

5

Departmental Achievements

Mail Services:

·          Completed first year relationship with Dependable Mail Services; 3^rd party vendor that batch prepares (off site) campus mailings and introduces them into the USPS so that the University enjoys volume discounts.

Bookstore: 

·          Web sales increased to $262,000 since July 1, 2006 (up from $217,000).  Our return to UWG exceeded 10%.  Increased brand awareness with improved signage.  Pushed and increased sales to departments on campus.  Increased used book sales by $147,000 over FY2006.

Purchasing Services:

·          Forms consolidation and simplification – The check request and purchase request form were consolidated into one form and forms no longer utilized were archived.

·          Consultants transitioned from AP to Purchasing to assure bid guidelines & insurance requirements are met.

·          Fuel Card Administration – Purchasing acquired administration of the fuel card from Accounts Payable.  Purchasing Services was vital in working closely with Central Warehouse on the project of changing out the fuel tanks and coordinated the effort from an administrative perspective.

·          PCard - Increased pcard limits for various users throughout campus to reduce the amount of paperwork and checks issued on a monthly basis.

·          eQuote was introduced by DOAS to enhance bidding process.  UWG has taken advantage of this bid process creating efficiency and reducing bid posting time.

·          Developed more agency contracts to receive competitive pricing, reduce annual bid process and allow more contract renewals.

·          Reduced monthly billing & check costs by transferring monthly billings to annual billing (where applicable)

·          Reduced monthly billing & check costs by transitioning monthly contracts to pcard (where applicable)

Warehouse:

·         Increased worker safety with receiving and delivery upgrades.

·         Overseeing transition to new fuel tanks and pumps and Fuel Master equipment and software.

·         Greater efficiency in deliveries with new vehicle and additional dollies.

·         Saved the campus $37,000 in purchasing required items.

6

Staff Productivity

Staff attended the following training and/or professional developmental conferences.

Jerry Mock, Business & Auxiliary Services

·          Attended NACUBO Annual Meeting– Honolulu, HI

·          Attended HigherOne Users Conference – New Haven, CT

·          Attended Auxiliary Directors Conference – Atlanta, GA

·          Attended SACUBO Conference – Little Rock, AR

·          Attended Chief Business Officers Meeting – St. Simons, GA

·          Speaker at Georgia Summit Conference – Savannah, GA

Mark Reeves, Auxiliary Services

·          Attend Georgia Auxiliary Directors Meeting – Emory University

·          Attended NACAS South Conference – San Destin Fla – Mark served on “Programs Committee”

·           Attended NACAS conference in San Diego, Calif – Mark served on “Strategic Planning Committee”

·         In conjunction with Risk Management, Auxiliary Services conducted Safety Training for all Summer Conference employees

·          Completed Right to Know Training

·          Attended 1 day on-campus PowerPoint 2003 workshop

·          Attended 1 day on-campus Access 2003 workshop

·          Attended initial People Soft upgrade meeting

·          Attended Budget Fund Codes training

Teresa Traylor, Auxiliary Services

·          Attended The Blackboard Users Conference – Elon University

·          Attended Higher One “Hugs Conference”

·          Attended NACCU Conference – Atlanta, Ga – Teresa served on “Host Committee”

·          Completed Right to Know Training

·          Attended Budget Fund Codes training

Cheryl Cash, Auxiliary Services

·          Attended Business & Finance Customer Service Awareness Training

Sherri Shelnutt, Auxiliary Services

·          Attended NACCU Conference – Atlanta, Ga

·          Completed Right to Know Training

Tracey Head, Auxiliary Services

·          Completed Right to Know Training

·          Attended Business & Finance Customer Service Awareness Training

·          Attended Budget Fund Codes training

Melba Haynes, Mail Services

·          Attended the CUMSA (College and University Mail Service Association) Conference – San Diego, Ca

·          Completed Right to Know Training

Dot Geter, Mail Services

·          Completed Right to Know Training

Sonja Pitts, Mail Services

·          Completed Right to Know Training

Greta Kirby, Mail Services

·          Completed Right to Know Training

Rebecca Merrill, Mail Services

·          Completed Right to Know Training

·           

Robert  Swanson, Bookstore

·          Attended CBMI Training in Lexington, KY. 

·          Attended Georgia Association of College Stores annual meeting in St. Simons Island, GA

·          Attended National Association of College Stores Meeting and Educational Sessions in Orlando, FL.

·          Completed Risk Management Safety Training

Shelia Norton, Bookstore

·          Attended National Association of College Stores Meeting and Educational Sessions in Orlando, FL.

Laura Mayfield, Bookstore

·          Attended National Association of College Stores Meeting and Educational Sessions in Orlando, FL.

Kim Henderson, Purchasing Services

·          CUPO  (Committee of University Purchasing Officials), Cochran, GA

·          PCard Optimization Study, DOAS, Atlanta, GA

·          University System of Georgia Summit, Savannah, GA

·          DOAS Workshop for Vendors @ The Burson Center,  Carrollton, GA

·          Contracting Services for the Public Sector, NIGP Workshop, Atlanta, GA

·          NIGP Workshop, Callaway Gardens, GA

·          DOAS/BOR Meeting @ Georgia Tech, Atlanta, GA

Shelly Parker, Purchasing Services

·          PCard Optimization Study, DOAS, Atlanta, GA

·          NIGP Workshop, Callaway Gardens, GA

Van Edwards, Warehouse

·          Attended Fuel Master Training in Tallahassee Fla.

·          Attended Vehicle Safety Training UWG

·          Participated in Wright Express Fuel Card Account Training

·          Attended Risk Management  Training UWG

·          Participated in Hazardous Materials Training UWG

Willie Wynn, Warehouse

·         Participated in Wright Express Fuel Card Account Training

·         Participated in Hazardous Materials Training UWG

·         Attended Vehicle Safety Training UWG

Shane Gibbs, Warehouse

·          Participated in Wright Express Fuel Card Account Training

·          Participated in Hazardous Materials Training UWG

·          Attended Vehicle Safety Training UWG

7

Student Achievements

Warehouse:  All Students participated in Hazardous Material Training UWG

Phillip Wren, student  employee, Nominated for Student Employee of the Year Award

8

Other Awards, Distinctions, and Achievements

Melba Haynes, Mail Services, recognized with quarterly Business & Finance Customer Service Award

Sonja Pitts, Mail Services, recognized with quarterly Business & Finance Customer Service Award

Dining Service program recognized by Aramark as best in Southeast Region.

Shelly Parker, Purchasing Services, received the Divisional Award for Excellence.

Kim Henderson, Purchasing Services, recognized with quarterly Business & Finance Customer Service Award.

Because of UWG’s best practices, Purchasing Services was chosen as one of six state agencies to assist DOAS with a PCard Optimization Study to increase Pcard usage throughout the state. 

Willie Wynn, Warehouse,  recognized with quarterly Business & Finance Customer Award

UPON COMPLETION

Please email completed report to:

Institutional Research and Planning

Tara Pearson 

tpearson@westga.edu

678-839-6449