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Effectiveness Evaluation: Annual Report
Office of Business and Auxiliary Services
Unit Annual Report 2002-2003
The Office of Business and Auxiliary Services is composed of
three units – Auxiliary Services, Purchasing and Central Warehouse and Mail
Service.
Business and Auxiliary Services
Departmental Mission
The mission of Business and Auxiliary Services is to:
(a)
Operate the auxiliaries of the university providing the best possible
services that can be provided for the amount charged. Services are to be on
a self-supporting basis. Services are to reflect the needs of the university
in meeting its total mission.
(b)
Procure goods and services that are acquired at competitive prices,
received in a timely manner and insure that invoices are paid in the proscribed
time frame.
(c)
Provide postal service to campus insuring timely distribution and processing
of mail.
Departmental Statement of Goals to Assess, Process to Assess These Goals,
and Assessment Results:
A.
Goals - Provide services that enhance the teaching learning
community to include a quality dinning experience, full compliment of textbooks
and accessories, the purchase of goods and services on a competitive basis,
and the distribution and processing of mail.
B.
Assessment Process
a.
Dining Services
i.
The Director of Business and Auxiliary Services meets with the
Director of Dinning Services on a weekly basis to review all aspects of the
contracted food service program.
ii.
ARAMARK, the University’s food service contractor, surveys student’s
preferences on an annual basis covering a variety of factors. Data is used
to make adjustments in the dining program. Reports on file with the Director
of Business and Auxiliary Services.
iii.
The Director of Business and Auxiliary
Services meets with the Student Government Association at least once per semester
to discuss auxiliary services including dining services.
b.
Bookstore
i.
The staff is in constant contact with department’s regarding
their textbook adoptions for the year. Student comments are solicited on an
informal basis. On-line ordering of text books in growing. The number of titles
ordered and the revenue generated in tracked annually.
c.
Vending Services
i.
The Director of Business and Auxiliary
Services met with Student Government Association to seek their input on the
student’s preference for vending services.
d.
ID Card
i.
The University adopted the Blackboard One Card transaction system
in FY 2002 and implemented it in December 2002. During fall 2003, we will conduct
our first assessment of the system by polling students who live on campus.
e.
Purchasing Services
i.
Conducts workshops each year to
inform departments on changes in purchasing and travel regulations.
ii.
Evaluates workflow to determine
ways to decrease paperwork and increase on-line transactions.
f.
Mail Services
i.
Mail Service reviews the number of students living on campus
each year and makes available post office boxes for this population. The goal
is to provide a private box for each eligible student.
ii.
Concerns about mail service are
reviewed between the postmaster and the Director of Business and Auxiliary Services
on a routine basis and strategies are put in place to correct any deficiencies.
iii.
Internal space assessment by postmaster
indicates needed improvement in workspace.
C.
Assessment Results
a.
Dining Services – The University awarded to ARAMARK, Inc. a ten-year food service
contract. ARAMARK is to invest $3 million dollars in improving facilities
and instituting new services to our campus.
b.
Bookstore – There is a need to increase the square footage of the bookstore
to handle the increased titles. E-commerce has helped take a little strain
off store traffic but does not reduce square footage needs based on enrollment
growth. The location of the store does not generate daily foot traffic, which
limits revenue growth.
c.
Vending Services - Request for Proposal was released on May 1, 2003 seeking
competitive bids for snack services. A five-year contract is to be awarded
in late July.
d.
ID Card – The University adopted the Blackboard Transaction
System and went live December 2002.
e.
Purchasing services completed the following tasks in FY 03: Increased the purchasing
card per transaction limit to $1,000; Implemented new approval to pay process;
Updated purchasing services web page; Conducted purchasing training classes
and Implemented new reconciliation processes to meet audit requirements.
f.
Mail Service – New furniture was purchased in FY 03 to help with
productivity of the staff.
Examples of Process Improvements or Changes
A.
Dining Services – ARAMARK and
the University have completed 60% of the renovation called for in the RFP with
a goal of being 100% complete by August 15, 2003. It will take until Spring
2004 to truly assess the response by students to the new facilities.
B.
Bookstore – The Master Plan update that is underway will address
the bookstore’s future needs in terms of location and square footage.
C.
Vending Services – Increased revenue
to the university provides financial support to improve auxiliary services.
D.
ID Card – Use of the ID card for
cashless transactions have been well received by students to date.
General Statement of Department Condition
The “health” of Business and Auxiliary Services in the areas addressed
in the annual report is overall positive but some concerns are noted. The One
Card system is poised to take off this fall semester. Renovations of the food
service facilities will be completed and ready for use by mid August. Software
to support lab printing and library copying has been installed and will take
financial strain off of the academic departments this fall. These improvements
will benefits students primarily. The Auxiliary staff has added staff and improved
on office efficiency. Concern for lack of adequate shelf space is a concern
at the bookstore. Purchasing services is working at a maximum in terms of workload
and staffing. Additional accounting support is needed to meet audit requirements.
The post office has no significant issues to resolve.
V.
Departmental Achievements
A.
Completed 60% of the renovation work in Z-6, food court and built out
two coffee kiosks and a c-store for ARAMARK use.
B.
Implement a campus One Card system.
C.
Issue a new five-year snack contract resulting in an increase in revenue.
VI.
Staff productivity – Auxiliary staff attended the following training and/or
professional development conferences
| Leigh Wright |
National Association of College Stores annual conference, St. Louis,
MO |
| Shelia Norton |
Campus Hub Training, Lincoln, Nebraska
National Association of College Stores annual conference, St. Louis,
MO
|
| Teresa Traylor |
National Association of Campus Card Users annual conference, New Orleans,
LA
Blackboard Users Conference, Baltimore, MD |
| Vickie Stapler |
National Association of Auxiliary Services, Vancouver, BC
CollegeNet Data Preparation Training, Portland, OR |
| Tracy Head |
CollegeNet Data Preparation Training, Portland, OR |
| Jerry Mock |
National Association of Campus Card Users annual conference, New Orleans,
LA
National Association of College & University Business Officers annual
conference, Vancouver, BC |
| Patricia Durrough |
College and University Purchasing Officers meeting, Cochran, GA
Contract Administration Seminar |
| Purchasing Staff |
PeopleSoft Training and Workshops, Macon and Athens, GA. |
VII.
Student Achievement
None
VIII. Other
Awards, Distinction and Achievements -
None
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