The State University West Georgia

Business & Finance Division

Business and Auxiliary Service Assessment

FY 2002 - 2003

Institutional Mission Reference
The division exists in support of the University's overall mission by assuring that the service environment supports students, faculty and staff.

Institutional Goals Supported
"Bread and Butter" Goal 5 "The university experience." West Georgia prides itself as a service provider, responsive to the needs of a diverse campus community. To accomplish this the university will provide excellent service throughout the business and auxiliary service units.

Intended Objective 1
Provide the highest quality business processes for the procurement of goods and services.

Method for Assessing Objective 1
1. Purchasing Service will conduct annual workshops for departments covering purchasing and travel regulations, bid procedures and inventory control.
2. Using the results of annual state audits, services will be evaluated using statewide procedures and any findings will be responded too.
3. Using the State of Georgia purchasing card to increase the efficiency of the purchasing process.

Summary: (1.) Purchasing Services conducted one general purchasing workshop and one PeopleSoft purchasing workshop in FY02 to update departments on changes in purchasing and travel regulations and to solicit feedback for improvement. (2.) A Purchasing Process Review conducted in March 2000 indicated the purchasing staff has a very good knowledge of purchasing guidelines, laws, policies and procedures. A few minor discrepancies were found in three of six areas reviewed. Purchasing processes were enhanced, through the use of the purchasing cards and additional procedures have been implemented to help avoid some of the identified problems in the future. (3.) The number of purchasing card transactions doubled in FY 02 from 4078 transactions in FY 01 to 8384 transactions in FY 02

Intended Objective 2
Provide a high quality dining experience for students taking into consideration current trends in campus dining.

Method for Assessing Objective 2
1. The food service contractor, as well as the university, will survey students on and off the meal plan each semester to benchmark quality and service.
2. The university will continue to evaluate, through annual facility audits, the condition of its food service facilities and equipment.

Summary: (1.) The university's food service contractor surveys dinning students each year to ascertain their levels of satisfaction with the quality of food, service and from this make recommendations to the university for improvements. (2.) The office of auxiliary service and the office of facilities conduct inspections of its food service facilities and equipment on a continuous basis. From these inspections, funding priorities for improvements are developed and included in the annual capital budget requests for each fiscal year

Intended Objective 3
Provide faculty and students with the instructional resources by maintaining a high quality bookstore with a well-trained staff.

Method for Assessing Objective 3
1. Annual survey to faculty assessing how well the bookstore completed their book orders.
2. Survey a random number of students each semester looking at all aspects of the bookstore.

Summary: (1.) This new survey will be implemented November and February of each year to collect data from the previous semester. (2.) New survey to be implemented in FY 03.

Intended Objective 4
Provide high quality mail service to campus departments and students having mailboxes.

Method for Assessing Objective 4
1. Annual Mail Service survey to departments and students.

Summary: New survey to be implemented in FY03.

Intended Objective 5
Provide enhanced services to students using the campus OneCard program. (New system to be implemented by January 2003)

Method for Assessing Objective 5
1. Survey students annually on how well the OneCard program is meeting their needs.
2. Using financial data from the system, determine how best to expand services based on utilization.

Summary: (1.) The OneCard program is a new initiative that will be implemented in October 2002. Students will be surveyed on April 2003. (2.) Financial data collected will be analyzed in June of each year to make business decisions for the following fiscal year.

Intended Objective 6
Provide a high quality summer camp program for contracted groups by providing housing, food and facilities.

Method for Assessing Objective 6
1. Survey each camp program within 30 days of their stay on campus.

Summary: New survey in process. No data available at this time.