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UNIVERSITY OF WEST GEORGIA
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ANNUAL REPORT
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Fiscal Year 2008 (July 1, 2007 to
June 30, 2008)
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DEPARTMENT OF
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Budget
Services and Asset Management
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Name of Department Head
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Patsy B.
Barr
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Name of Person Completing Report
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Patsy B.
Barr
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1*
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Departmental
Mission/Vision Statement (url only, required)
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http://www.westga.edu/budget/
http://www.westga.edu/budget/index_1522.php
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2*
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Departmental
Statement of Goals, Process to Assess These Goals, and Assessment Results (url only, required)
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http://www.bf.westga.edu/EffectEval/Assessments/Budget.asp
http://www.bf.westga.edu/EffectEval/Assessments/Asset_Management.asp
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3*
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Give an
Example of How your Department Used the Assessment of Goals and Outcomes to
Change/Improve a Process (required)
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All
University System Office reports including the quarterly amendments for FY08
and the original budget for FY09 were submitted on time this fiscal year. Faculty
contracts and employee letters were delivered to the President’s office when
expected. The department has not conducted a customer satisfaction survey
this year. We have used assessment tools– analyzing the average time to
complete specific processes – to try to become more efficient in the
processes we perform every day.
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4*
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General
Statement of Department Condition (required)
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The
Department of Budget Services and Asset Management is in good condition at
this time. A new staff assistant for budget position management started in
August 2007. A newly created position of assistant director was filled by
Randall Rowland, a CPA, in September 2007. We have just hired an inventory
specialist replacing a staff person who had been with the department for a
number of years.
The
addition of an assistant director has allowed us time to develop new and improved
projection and trend models for tuition and auxiliary revenue. Using the
trend model, we projected the total tuition for the year a few days after the
start of fall semester allowing the distribution of surplus tuition in
September rather than later in spring. This enabled the institution to make
more informed decisions in hiring and purchasing using the overage.
The
benefits of having a full time surplus manager for the year are clearly shown
by the amount of surplus revenue generated in FY08, $44,839, an increase of 240%
over the previous year. Asset Management is reviewing all policies and
procedures for the department in an effort to make the department more
efficient and effective. We hope to add another position to the department –
a person whose sole duty will be to track inventory and perform departmental
physical inventory audits.
The
department has performed the clean up functions associated with the
PeopleSoft 8.9 upgrade and is in position to manage this computer conversion
as smoothly as possible.
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5
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Departmental Achievements
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Tuition
revenue projections were within 8% of the original budgeted amount, with the
over-realization primarily from higher than expected enrollment. Mandatory
fee revenue was an average of 3% above original budget.
Models
were developed for tuition revenue projection, tuition trending, and housing
revenue and expenditures. Our department assisted with the development of the
5 Year Auxiliary Plans.
The
director was a budget analyst for the University System studying the budgets
of 4 other system institutions. This work included interviews at each of the
4 institutions, analysis, and a final report of the work to the USO. The
department also worked with the USO budget analyst for West Georgia.
The
department improved several processes that led to more efficiency. We now
file budget amendments in journal entry number order. Personnel Action
Request forms are now filed alphabetically in 3 ring binders making research
on a particular employee much more efficient.
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6
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Staff
Productivity
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In two
randomly selected weeks this year, the department processed 75 budget
amendments with an average time to process after receipt being 3 days. The
average time for Asset Management to process surplus is 5 days including time
for WIC to pick up items. Personnel Action Requests are processed within an
average of 2.5 days.
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7
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Student
Achievements
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8
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Other
Awards, Distinctions, and Achievements
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Staff
committee work included the Senate Faculty and Administrative Staff Personnel
committee (FASP), the Student Activities SAFBA committee, Office 2007
Implementation Project Team, UWG Strategic Planning Committee, the Business
& Finance customer satisfaction awards committee.
Three
staff members attended the Lean Six Sigma for Higher Education white belt
training, and two completed the green belt training. The director assisted
with a presentation at Georgia Summit along with Robin Mullinix demonstrating
UWG’s budget development processes.
Courses
and workshops attended include A to Z Grant Writing offered by Continuing
Education, SACUBO workshop: Accounting Updates/financial Ratio Analysis/How
to Keep Your President Off the Front Page/Strategic Resource Allocation &
Assessment, Georgia Property Managers Council Conference, and Testing for
PeopleSoft 8.9 upgrade in Athens. Continuing Professional Education included
Microsoft Excel and Audits of State & Local Governments, and professional
development of Enhancing Your Classes with Impatica.
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