Post on 16-May-2018
FY14 Consolidated Annual Report,
Planning Document, and Budget Requests
Western Illinois UniversityAdministrative Services
April 4, 2014
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Administrative Information Management SystemsAIMS Mission Statement
Administrative Information Management Systems (AIMS) partners with University constituents to create, implement, and support integrated information management solutions that contribute to the success of the University’s mission.
Values
• Weareaccessibletoourusersandstrivetosatisfytheirdataneeds.• Weplacehighimportanceonaccuracy.• Weareadaptiveandinnovativeinourapproachtodatamanagement.• Wevaluethecontributionsofeachemployeeandbelieveweaccomplishmorewhenwework
togetherthanwhenweworkseparately.• Webelievethatemployees’personallivesmatter.• Weencourageself-improvementandprofessionalgrowth.• Wemaintainethicalbehavior.
TheprimaryobjectiveofAIMSistoprovidecentralizedinformationsystemservicestotheUniversity.WehavedevelopedandmaintainanenterprisesystemtosupporttheadministrativeofficesofWIUasthoseofficesconductthebusinessoftheUniversity.AIMSmaintainsmanydaily,weekly,monthly,andyearlyprocesses and is responsible for ensuring that those processes run smoothly. AIMS also produces ad hoc reportsforavarietyofrequestedinformation.Wehavestrongrelationshipswithourusers,andmostofthemrelyonusquiteheavilyintheirday-to-dayoperations.Wearerequiredtoknowagooddealabouttheir business processes, and we are often the continuity when turnover occurs in a business office.
Accomplishments and Productivity for FY14
AIMS staff are divided into several areas, and each area has had many accomplishments in FY14. However, two major accomplishments were achieved by the entire department:
1. In February, AIMS completed the migration from 2BDB2, a transparency product used to access DB2 data. All programs now access DB2 data with Structured Query Language (SQL), either directlyorthroughseveralprogramsthatwerewrittenin-houseforthispurpose.Thisprojecthas spanned several years and affected over 5,000 COBOL programs and several thousand Easytrieve reporting jobs.
2. InAugust,theIBM2096-N02214mips(machineinstructionspersecond)mainframewasreplacedwitha2818-L02236mipsmachine.InOctober,theIBM21054terabyte(TB)storageunitwasreplaced with a Hitachi VSP 10TB unit. The hardware replacement was a joint effort with uTech’s Enterprise Systems and was achieved with University funds. Since the installs, we have seen improvementinCICSresponsetimesinbothWIUPandSTARS,andthe2nd-shiftprocessingtimehas been reduced by 1.5 to 2 hours nightly.
Additional Accomplishments
AIMS . . .
• assisteduTech’sEnterpriseSystemsareawithmigrationofthetestandproductionsystemstoDB2V10.ThetestsystemwasmigratedfromDB2V8toDB2V10onOctober23,2013.ProductionwasmigratedonNovember3,2013.
• created...• anewsystemforloadinganddisplayingP-Cardtransactions.
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• myriadreports,e-mails,downloads,anduploadsinsupportofAdmissionsandRecruitment.• avarietyofnewscreensandreportsandprovideddownloads,e-mails,labels,andlistsfor
various user departments.• modifiedhealthinsurancereportingsystemtofacilitateswitchingtoanewinsurancecompany.• developed...
• asystemtosupportmandatedreportertracking.• asystemtosupportRothaccountsthroughpayrolldeduction.• aprocesstoconferqualifyingdegreesthedayafterfinalgradesinsteadoftheusualtwo-
weekdegreecheck-outperiod.Thefirsttimethiswasdone,92%ofundergraduateand70%ofgraduatedegreeswereconferredearly.Inthepast,WIUgraduateshavelostjobsbecauseofthistwo-weekwait.OnerecurringissuewasK-12superintendentsneedingdegrees conferred before January in order to have contracts written for new teachers with the graduate’s job offer hinging on this.
• StudentShoppingSheetTuitionandFeepricecomparison.• aBudgetScreenwhichbuildsstudentbudgetsbasedonassessmentcode,tuition,fees,
and miscellaneous costs.• wroteaprogramtopassmainframedatatothesystemwhichcontrolswhocanentertheFacilities
Management training room.• finishedgradereplacement.Thiswasahigh-effortprojectthathasadramaticeffectoverstudents’
careersatWIU.ThisdirectlyaffectsstudentretentionandincreasesrevenuefortheUniversity.• added...
• studentidentificationpicturesfromthecampusIDcard(CSGOLD)systemtotheStudentSummary(SUMM)screenonWIUPontheWeb.
• processtocollectMissingPersonContacttohousingcheck-in.• removedallHousingPre-PayandreplaceditwiththeAdmissionsEnrollmentDeposit.• madeextensivemodificationsforFinancialAidprocessingaswedoeveryyearduetoconstantly
changingfederalrequirements.Modificationsrequirefileexpansions,screenchanges,andotherchanges to the processing.
AIMS has already completed or will have completed the following by fiscal year end:
• ApersonhasbeentransferredintotheDataWarehouseareatoassistwithETLprocesses.Training for this person is in progress and was accomplished through reorganization within the department.
• Tracee-mailaddressesonnon-WIUapplicants,allowingHRtosendexamscores,etc.,viae-mail.• CreateaDB2tabletostoreSURSdatatotrackretireeswhohavereturnedtoworkandshouldnot
haveretirementtakenoutoftheirpay.• TheoptiontosendofficialtranscriptselectronicallywillbeaddedtotheSTARStranscriptrequest
screen.ThiswillbedonethroughCredentials,Inc.,thecompanyWIUcurrentlypartnerswithintranscript delivery.
• AnewsystemforacademicdepartmentstoenterscholarshipinformationinWIUPontheWebwillhave been written with the scholarships fed through the Foundation Scholarship process.
Fiscal Year 2015 Major Objectives
AIMS will . . .
• modify...• theAutomatedPaymentPlansystemtoallowmultiplecontractsperterm.Thecurrent
version was set up to allow only one contract per student per term.• FY15-16processingforFinancialAid.
• create...• acampussecurityauthoritysystemsimilartoonlineethicsforanyonewhohascontactwith
students in an advisory capacity—Office of Public Safety, Advising and Academic Service
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Center, Counseling Center, and Alcohol and Other Drugs (AOD) staff; and Intercollegiate Athletics coaches and advisors.
• systemstotrackpaperethicstraining,economicinterestformsforemployees,andemployee disability and veteran information.
• ascreentoallowapplicantswhoarecurrentemployeestolookattheirregistersandrankings.
• anEnrollmentProjectReportcomparingfouryears.• aseriesofautomatedlettersforthenewcommunicationplan.• anewSTARSscreentoallownewstudentstoviewtheprogressoftheirassignments.
• openupgradereplacementforgraduatestudents,whichwillhavedifferentrulesthanthoseinplace for undergraduates.
• processNCAAcompliancechangesduetogradereplacement,enablingBachelorofArtsinGeneralStudies(BGS)studentsintheprocessing,plusanumberofGeneralEducationchanges.
• addgradingoptions“FN”and“FW”tothe“F”grade.• e-mailparkingpermitswithHTML.• rewritetheWebinterfacefortheContractRenewalprocessinSTARS.• remodeltheSatisfactoryProgressprocessforfurtherautomation.• reworkDisabilityResourceCenterdatabaseandWIUPsystem.
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Business & Financial Services Fiscal Year 2014 Major Accomplishments
AsofFebruary20,2014,BillingandReceivables...
• processed...• 17,678studentpaymentsfor$23,734,782.38.• 17,067refundstostudentsforatotalof$36,587,453.68.• 3,157third-partypaymentstotaling$4,098,482.94.• 486GIBillpaymentstotaling$1,012,411.50.
• collected372offsetpaymentstotaling$53,991.34fromtheStateComptroller’sOfficethroughstateoffset.
• certified1,024GIbillstudents.• hassaved$7,764.28incollectioncostssinceimplementationofthenewAuthorizationStatement.
Business Services . . .
• processed1,659travelvouchers.• wrote5,635checks.• issued16,453electronicfundstransfers(EFTs).• created146accounts.• tagged1,111newequipmentitemstotaling$2.3million.• codedandentered27,669journalentries.• audited11,020Pcardtransactionstotaling$5.4million.• reduced...
• thenumberofpaperchecksissuedbyincreasingthenumberofvendorsreceivingpay-mentsviaEFT.ThroughJanuary31,2014,67%ofaccountspayablepaymentsareviaEFT.
• thenumberofpaperchecksissuedbypayingaccountspayableDPAsviatheprocurementcard (PCard).
• developedaproceduremanualfortheInventorySpecialistposition.
Financial Systems . . .
• workedwith...• AIMStoaddatextfeaturetoWIUPscreensusedbyemployees.Thisallowsemployees
torequesttransactioninformationfromeithertheFinancialReportingSystem(FRS)ortheBillingandReceivables(BR)system,whichthencreatesatextfilewhichissenttotheuserviae-mail.
• AIMStocreatea.pdffileofthe1098tformwhichissentviae-mailtoemployeesintheBilling&Receivablesoffice.Employeescanthenprinttheformore-mailittotherequestor.
• CherylWebster,HollySpence,andAIMStodevelopaDPAformontheWeb.ThecurrentDPA form is not easily accessible to all employees on campus, so this new form will be availableasaWIUPscreen.UseofthisformwillallowemployeestosavetheDPAinfor-mationforfuturereference.Oncethisformiscompleted,wewillworkoncreatingaTravelVoucherformontheWeb,andthencontinueontoPhaseIIwhichwillallowustogopaper-less with these forms.
• AIMSandAccountingtodeveloponlineUnclaimedPropertyscreens.ThescreenswillenableustostopusingtheDOS-baseddatabasewearecurrentlyusing.Thisnewsysytemshould be fully operational by April.
• BillingandReceivablestousethenewIDropsystemcreatedbytheStateofIllinoistoreport collection information, and converted our processes to the new streamlined Loan Consolidation Process used by the U.S. Department of Education.
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• BillingandReceivablesandAIMStoautomatethechargesfromtheBeuHealthCenter.• AIMStocreateanonlineequipmentloanforthePropertyAccountingandRedistribution
Center(PARC).• utilizedstudenthelptocoverthereceptiondeskinBusinessServices.Thestudentsperformthe
receptiondutiesaswellasscandocumentsintoLaserficheandvoucherpaymentsintoFRS.• automatedtheCashSheetsprocessusedbytheAccountingOfficetoenableeasierinputofdata
intoFRS.• continued...
• toworkwithAccountsPayabletomovevendorstoacceptingpaymentsbytheAutomatedClearing House (ACH).
• workonanupdatedproceduresmanualfortheFinancialSystemsarea.• workedtostreamlinetheCostEstimatorusedbystudents.
Purchasing . . .
• providedassistancetoFacilitiesManagement(FM)inregardstoQualityBasedSelection(QBS)for Architectural and Engineering Services.
• implementedanewPCardsysteminApril2013incooperationwithJPMorganChase.ThisinvolvedregularaswellasmonthlymeetingsduringthefirstquarterofFY14inordertoworkthrough unique implementation concerns.
• representedthePurchasingOfficeinbiweeklyFMmeetingsinregardstoongoingprojectsoncampus.
• participated...• onthePhase2implementationcommitteeattheQuadCitiescampus6thStreetlocation
(3staffrepresentatives).• intheIllinoisPublicHigherEducationCooperative(IPHEC)Directorinterviewprocess.
• sourced,incooperationwithFM,afive-yearcontractwithKoneforelevatormaintenanceontheMacomb campus.
• servedon...• theCenterforPerformingArtsCommittee(CPAC).• theUniversity’smonthlyADAAdvisoryCommitteemeetings.• theITGovernanceAdvisoryCommitteetoaddressimplementationandprocedures.
• facilitatedthreeseparatetrainingopportunitiesinregardstoVendorCommunicationReportingtotheMacombandQuadCitiescampuslocations.WorkedinconjunctionwiththeUniversityEthicsOfficer to compose a presentation and list of FAQs for the campus to access via the Purchasing website.
• addressedexternalauditingconcernsfromFY12andFY13byinstitutingnewproceduresanddepartmental training.
• wasinvitedbytheQuadCitiesChamberofCommercetoattendtheirnewvendorforum.Tworep-resentativesfromthePurchasingOfficepresented“OpportunitiestoDoBusinesswithWesternIllinoisUniversity”withQuadCitiescampuspersonnel(September2013).
• teamedwithourregionalProcurementTechnicalAssistanceCenter(PTAC)advisortoformulateaplantopromotebusinessopportunitiesatWIUthroughouttheStateofIllinois.Conductedawebi-narpresentationinJanuary2014followedbyacoachingsessioninMarchandamatchmakingsession between the University and new vendors in April. (This participation was funded by grants with no cost to the University.)
• representedthePurchasingOfficeinreviewing,evaluating,andawardinganewcontractforStudent Health Insurance.
• representedtheUniversityinattendingquarterlymeetingsinChampaignforIPHEC.Withinthisrepresentation, Purchasing Office personnel also served on IPHEC sourcing committees for the following awards in FY2014:• Furniture(Office,Classroom,Residential)• ComputerPeripheralsandNetworkingServices• AirFilters
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• OnlineTravel• NetworkingServices• SearchFirms• Apple,Dell,HP,LenovoLaptops,Tablets,andPersonalComputingAccessories• Audiovisual• BusinessEnterpriseProgram(BEP)RulesCommitteeReview• BulletinSearchEngineCommittee
• hadstaffmembersparticipateintheBuildingConnectionsprogram.• conferencedintomonthlyChiefProcurementOfficer(CPO)meetings.• evaluatedPurchasingOfficeworkflowtoestablishproceduresforinternalandexternalaudit
compliance. • updatedthePurchasingOfficewebsitestofacilitateinformationandtrainingtoUniversitydepart-
ments in regards to procurement policies, forms, and FAQs. • heldweeklystaffmeetingswithinthePurchasingOfficetoupdatestaffonrecentprocurements,
policies, procedures, and other campus issues. • representedthedepartmentinbiweeklyProcurementBulletinmeetings.• attendedbiweeklyleadershipmeetingswiththeVicePresidentandBusinessServices.• heldconsecutivetrainingmeetingswithFMandPurchasingOfficepersonneltofosterincreased
communication and procedural changes.
Fiscal Year 2015 Major Objectives
Business & Financial Services will . . .
• continue...• toevaluateprocessesandtoidentifywaysofstreamliningandimprovingoperationswhile
maintaining internal control.• withcrosstrainingandrevisingtheAdministrative Procedures manual.• areviewofrecordsandwillimplementlong-termrecordretentionpolicyforallareaswithin
Business Services.• tomovemanualprocessestoelectronicprocesses,whereappropriate.• toinvestigatenewopportunitiesforcontractsavingsoncampus.• torepresentthePurchasingOfficeinvariouscommitteesandprojectmeetingsoncampus
and at the State level (IPHEC).• toidentifypaperchecksinPayrollthatcanbemovedtoACH(electronic)payments.• todocumentwrittenproceduresforalldepartmentalresponsibilities.
• evaluateandupdatepoliciesandprocedures,includinganupdateandexpansionofinformationavailable on the University’s webpage.
• evaluateaccounting,financial,andbudgetsystemsthatareavailableinthemarketplaceforeven-tual purchase and implementation.
• promotepersonalandprofessionaldevelopmentforallemployees.• awardbankingservicescontract.• renewFinancialAdvisorandBondCounselcontracts.• upgradePropertyAccountingscanningequipmentandaddadditionalfunctionalitytopotentially
reduce the burden of the annual physical inventory process.• explore,alongwithFinancialSystems,optionstostreamlinethepreparationandsubmissionof
DPAs and travel vouchers.• representthePurchasingOfficeinadditionalneedsregardingtheCPAC.• analyzePurchasingOfficeproceduresforbestpracticeandcontinuetomonitorforaudit
compliance. • implement...
• aUniversity-wideconstructioncontracttobeusedforallfutureprojectswithinclusivelanguage to protect the interests of the University.
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• astandardcontractforallotherprocurementneeds.(Inthepast,thebiddocumentand/orpurchase order served as the contract.)
• Serveonad hoc committees as required to further the economic interests of the University and to ensurecompliancewiththeIllinoisProcurementCode,ExecutiveEthicsCommissionrules,Statelaws, and Board of Trustee guidelines.
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Budget Request Format for Program Support FY15
PriorityNumber BS#1
I. Unit submitting request
Business Services
II. Provide a short title of the initiative proposed for incremental funding.
Financial System
III. Provide a short description of the initiative proposed for incremental funding and how it relates to the University’s goals, mission statement, or strategic plan.
ThecurrentFinancialReportingSystem(FRS)hasbeeninplaceforovertwodecadesandneedstobereplaced.AmajorinitiativehasbeeninitiatedinFY13toevaluatetheneedsofkeystakeholdersandusersoffinancialinformationandtoidentifyanewfinancialsystemfortheUniversity.
IV. Describe the specific accomplishments and increases in productivity expected from this initiative and how results will be measured or evaluated.
A new financial system will improve efficiency as it will decrease reliance on paper; will reduce processing time for payments made in accounts payable, travel, and purchasing; will improve processingforBillingandReceivables;willenableaccurateandtimelyfinancialreporting(includingrecordingofinventory,capitalizationofassets,reportingofexpenses,statementpreparation,etc.);willsupportcompliance-relatedactivities;willoffermoreintuitivewaystoaccessdataforimprovedandmoretimelydecisionmaking;andwillbemoreuser-friendlyforcampusstakeholders.
V. Provide a listing of all incremental funds requested by the following categories:
PersonnelServices A/P
C/S
NTT
T/T
Equipment and Instructional Materials
Library Materials
ContractualServices $2,500,000
OtherOperatingFunds $500,000
Total $3,000,000
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VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes No x
VII. Will the project be supplemented by other funds? Yes No x
If yes, please describe:
ContactPersonIfQuestions JulieDeWees (309)298-1800 Name PhoneNumber
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Document and Publication Services Accomplishments and Productivity for FY14
DPScontinuestoworktofulfillitsmission:ToprovidetheWesternIllinoisUniversitycommunitywithpro-fessionalservicesandhigh-quality,cost-effectivepublicationswhileupholdingtheinstitution’scorevaluesand image.
Fiscal Year 2014 Major Accomplishments
Document and Publication Services (DPS) . . .
• modifiedtheusualQuadCitiescourierroutescheduleinSeptember2013fromfivetothreetimesweeklyandshippedurgentitemsviaalternatecarrieronnon-routedaysonlythreetimessincethattime (two from Macomb to QC; one from QC to Macomb).
• migrateditsonlineofficesuppliesordersitefromSprockettoMagento.• developedacontingencyplanforcommunicatingtoemployeesduringaDPS-specificevent(no
power;roadsclosed;lackingpeopleorresourcestodelivermail,providecourierservice,processdailies, produce rush jobs, etc.).
• sponsoredonegraphiccommunicationstudentinternfromtheDepartmentofEngineeringTechnologyduringthesummerof2013.
• continuestoservestudentswithextendedhoursbeforeandafternormalofficehoursduringtheweekandweekendbeforeaswellastheweekoffinalseachsemester.DPSstaffsallextendedhoursusingcompandflextime.
• helpedAquatic MammalsachieveaThomsonReutersimpactfactorrating(ameasureofthefre-quencywithwhichthe“averagearticle”inajournalhasbeencitedinaparticularyearorperiod,arating the editors of the journal have tried to achieve since 2005).
• receivedtheSeptember2013DivisionofStudentServicesActofKindnessAward(nominatedbytheStudentDevelopmentOfficeforstaffmembers’workontheextensivelyrevisedstudentplanner).
• receivedvoluntaryreasonableaccommodations-relatedtrainingfromtheOfficeofEqualOpportunity & Access.
• continuestoexploreandimplementvariousmeansformarketingitsservicestovariousUniversityconstituencies and to inform constituents about relevant University policies and procedures as well as DPS services and internal procedures and protocols.
• madeapresentationduringCampusSustainabilityDayactivities.• continuestopickup(duringdailymailroutes)andrecycleprinterandcopiertonerandinkcar-
tridges, regardless of the source of the cartridges.
In addition, . . .
• DPSprocessedandbilledmorethan8,200totaljobsbetweenFebruary1,2013,andJanuary31,2014(down13%fromsameperiodlastyear),includingthefollowing:• 4,176printjobs(85jobsperweek,17jobsperday)• 3,065printpreparationandprintprojects• 2,298officesuppliesorders(47ordersperweek)• 1,677UCPmonthlymeterreadings• 471flatsheetorders• 372businesscardorders• 268letterheadandenvelopeorders• 272externaljobs• Theabovefiguresdonotincludejobspaidwithcash,check,orbankcard.
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• DPSmailingservicesprocessedmorethan1,128,145piecesofmailduringFY13(up1%com-pared to FY12), including the following:• 365,357piecesofoutgoingfirstclassmeteredmail(7,396piecesperweek)• 199,582piecesofoutgoingfirstclassautomatedmail(4,040piecesperweek)• 546,992piecesofoutgoingstandardandnonprofitautomatedmail(11,073piecesper
week)• 9,412piecesofincomingbusinessreplymail(191piecesperweek)• 6,862piecesofincomingpostageduemail(139piecesperweek)• TheabovefiguresdonotincludeotherincomingU.S.mail,interdepartmentalmail,orpre-
paid mail.• TheUniversityCopierProgram(UCP)consistsof153totalinstallations,including10publiccopi-
ers,98networkeddevices,and6newlyinstalleddevices(February1,2013,toJanuary31,2014).• DPSreceived$78,567fortheproductionoftheIllinois Reading Council Journal for FY14 (same as
FY13).• HRperformedoneCivilServicepositionauditatDPS.HRreclassifiedthepositionastheresultof
theaudit(AssistantPressTechniciantoMailingEquipmentOperator–ExpediterIII).• DPSstaffmembersservedonthefollowingcommittees:SustainabilityCommittee,CivilService
ExecutiveCommittee,InternetTechnologyAdvisoryCommittee,WebAccessibilityCommittee,UniversityTechnologyAdvisoryGroup,ITGovernanceMarketing/ExternalAlliance,CivilServiceScholarshipCommittee,UniversityMarketingWorkingGroup,andtheIntellectualPropertyOversight Committee.
• TwoDPSstaffmembersparticipatedasmentorsintheBuildingConnectionsmentoringprogramforthe2013-2014academicyear.
• OneDPSstaffmembertaughtasectionofUniversity100.• VariousDPSstaffmembersparticipatedincommunityserviceeventssuchasPaintthePaws,
WeCare,andBigPinkVolleyballaswellasinWesternWell(e.g.,WesternWalks-a-thon).
Fiscal Year 2015 Major Objectives
DPS will . . .
• plannottofillagraphicdesignpositionwhenthecurrentpositionholdervacatesthepositioninAugust 2014. The remaining four graphic designers and the publications manager will assume the responsibilities of the vacated position.
• continueto...• evaluatetheneedtoreplacethreepiecesofequipmentfortheDPSmailoperation(anet-
workedaccountingsystemandtwomailmeteringmachines).• evaluatetheneedtoreplaceblack-onlyandcolorproductionprinters.• evaluatetheneedtoreplaceahigh-speedaddressingprinter.• evaluatetheneedtoupgradeitspressplatemakingsoftware.• usedailycheck-inmeetings,weeklystaffmeetings,andweeklystrategic-tacticalteammeet-
ingssystemtoaddressshort-andlong-termplanningissues.• evaluatetheefficacyofextendedhoursbeforeandafternormalofficehoursduringtheweek
beforeandweekoffinalseachsemester.• evaluate(incooperationwiththeVicePresidentforAdministrativeServices)waystouse
DPS personnel to assist other departments in the division with relevant goals and projects.• prepare...
• toworkwithanoutsideconsultanttoimproveoperationsandservicelevels.• anITGovernanceproposalandprocurementdocumentsbytheendofthecalendaryearin
cooperation with Purchasing for a new University Copier Program (UCP) contract. The cur-rentUCPcontractendsJune30,2015.
• migrateitsWebcontenttotheUniversity’scontentmanagementsystem.
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Facilities Management Fiscal Year 2014 Major Accomplishments
Facilities Management (FM) . . .
• implemented...• e-maillistservsfortheoccupantsofeverycampusbuilding.Thishasgreatlyincreasedthe
direct communication between FM and the building occupants.• anewslettertoprovidebettercommunicationtoFMemployeesandthecampus.• aDepartmentofCommerceandEconomicOpportunity(DCEO)CompostingGrant,includ-
ingthepurchaseandinstallationoftwonewEarthTubcompostersandtheexpansionoffoodwastescrappick-uptoover300lbsperday.
• continuedworkingwiththeHumanResourceOfficertocompleteaPolicy & Procedure Manual that willworkforallFMdepartments.Wehavecurrentlycombinedallpreviousmanualsthatexistedand are going through them to get rid of obsolete and inaccurate materials.
• purchasedtennewvehiclesfortherentalfleet:5FordC-MaxHybrids,1DodgeMiniVan,and3FordE35012-passengervans.ThreeoftheFordC-MaxvehicleswerepurchasedforuseattheQC campus.
• completed...• OccupationalSafetyandHealthAdministration(OSHA)hazardcommunication-required
GlobalHarmonizingSystemsemployeetrainingfor286FMemployees.• steamlineimprovementsPhase1,2,and3.• plansandspecificationsforCenterforPerformingArtsparking.• classroom,hallway,andlobbyimprovementstotaling$175,000.Thisimprovedover20
classroomsaswellashallwaysandentrancesinninebuildings.Thirty-fivehundredceilingtiles and 6,500 floor tiles were replaced.
• hostedthefirstannualCampusSustainabilityDayeventwithnearly120faculty,staff,andstudentsin attendance.
• demolishedtheHeatingPlant’scoalandashsilo.• reducedtheBuildingServicesworkforcethroughattritiontoreduceourpersonnelservices
spending costs.• initiatedthefirstacademicrestructuringinBuildingServicesintwobuildings:(1)Multicultural
Center(MCC)(reducedpersoninbuilding;madejobMonday-Friday;andinitiatedskipdays,cleaningofficesonlyonedayaweek)and(2)Stipes(reducedonepersoninbuilding,madealljobsMonday-Friday,andwillbeinitiatingskipdaysoncethenewequipmentarrives).
• installed...• brickpaverpatioatSealHall(finalcompletionthisspring).• featherflagreceptorsonUniversityDrive• newbottlefillstationsatsevennewlocationsaroundcampus,includingMalpass,Horrabin,
Physical Plant, etc.• againachievedTreeCampusUSArecognitionthroughtheArborDayFoundation;alsocreateda
draftEmeraldAshBorerReadinessPlan.• purchased75newexteriortrash/recyclingreceptaclesinnewcampusstandard(deliveredthisfall;
placement to begin in spring).• submittedthesecondannualFacilitiesPerformanceIndicators(FPI)reporttoAPPALeadershipin
Educational Facilities in December. The FPI survey is an annual collection and reporting of data relatedtoeducationalfacilities.Itallowscollegesanduniversitiestolookatfacilityoperatingcosts,staffinglevels,andexpenses,aswellasbuildingandspaceusage.ThisallowsFMtobenchmarkitself to similar institutions.
• receivedDCEOElectricandGasEnergyEfficiencyGrantstotaling$221,000.
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Fiscal Year 2015 Major Objectives
FM Environmental Health, Safety & Sustainability will . . .
• continue...• toevaluatealldepartmentsforimprovementsinproductivity,improvedcustomerservice,
and reductions in budget.• toupdatethePolicy & Procedure Manual as needed.• topurchasenewrentalvehiclesasthebudgetallows,replacingouragingandhighermile-
age vehicles.• replacingagingsafetyequipment(i.e.,metersandfallprotection).• spacestudydataentryforallcampusroomsandspaces.• movingforwardwithpurchasingmoregreenproductsandequipmentinBuildingServices
and will purchase dispensing systems to control overusage of chemicals.• applicationprocessforpotentialDCEOgrantincentives.
• implementanimprovedCapitalPlanningprocesstoincorporatedatafromtheFacilitiesMasterPlan, Master Plan Implementation Team, and Space Planning.
• increasetheuseoftheComputerizedWorkOrderManagementSystemtomeasureefficiency,improve productivity, and provide better service to campus.
• undertakeBeuHealthCenter’sfirstfloorasbestosabatementofoldlinesandre-insulationofnewmechanical piping.
• install...• chargingstationsinTransportationServicesparkinglot.• timeclocksystemforPhysicalPlant.
• increasecampus/departmentparticipationintheFMSafetyCommittee.• launchaRockySustainssustainabilityblogwithUniversityfaculty,staff,andstudentsaswriters.• replacewoodfloorinWesternHall.• developaformalkey/lockpolicyforcampus.• initiatemoreacademicrestructuringwithinBuildingServicesasmoneyandtimeallows.For
example,continuetohavemoreofthegeneraljobsbecompletedMonday-Friday,thusminimizingenergyusageontheweekends.
• completeWetzelParkPhase1:patioandsidewalktoconnecttobusstop.• hostSpringWeCareApril25,2014,andFallWeCaretheweekofSeptember29-October3,2014.• createaSnow Removal Handbookthatfurtherbreaksoutprioritiesbaseduponvariablesthat
occur during snow events (e.g., special events, days when classes are not in session, University closures, appropriate locations to pile snow, etc.).
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Budget Request Format for Program Support FY15
PriorityNumber FM#1
I. Unit submitting request
Facilities Management
II. Provide a short title of the initiative proposed for incremental funding.
DeferredMaintenanceRepairandClassroomImprovements
III. Provide a short description of the initiative proposed for incremental funding and how it relates to the University’s goals, mission statement, or strategic plan.
Thisrequestwillreinstatethe$500,000FY03,FY04,andFY13basereductionstoAppropriatedOperating/PermanentImprovementsandwillinclude$200,000forclassroomimprovementsthatwas cut in FY10 and FY11. Funds will be used per the attached to address the deferred main-tenancebacklog.ThiswillalsoreinstatelostfundingforrepairsontheUniversityResidence,Agriculturebuildings,KibbeLifeScienceStation,andHornLodge.
These tactical renovations are identified in the Macomb Master Plan: Enhancing the Student Experience and will improve the student learning environment.
IV. Describe the specific accomplishments and increases in productivity expected from this initiative and how results will be measured or evaluated.
Deferred maintenance funds provide for such things as minor utility repairs, small renovation projects,carpetandwindowcoveringreplacement,roofrepairs,andsidewalkrepairs.
V. Provide a listing of all incremental funds requested by the following categories:
PersonnelServices A/P
C/S
NTT
T/T
Equipment and Instructional Materials
Library Materials
Contractual Services
OtherOperatingFunds $500,000
Total $500,000
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VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes x No
VII. Will the project be supplemented by other funds? Yes No x
If yes, please describe:
ContactPersonIfQuestions ScottCoker (309)298-1834 Name PhoneNumber
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Proposed One-Time Deferred Maintenance ProjectsBuilding Problem Estimated CostWaggoner Upgrade elevator $80,000
Stipes Upgrade elevator $80,000Campus Arc flash analysis $50,000Browne Basement equipment room zone pumps and associated plumbing $85,000Knoblauch Resealwindows $80,000Campus Newclocksystem $65,000Stipes Resealwindows $80,000Horrabin Replacesteamstation $75,000WesternHall Poorreliabilityofchemicalpumpsinpool;weekendandholiday
personnelexposedtochlorinefumes$75,000
Heating Plant Repairmainheadersteampatches $225,000Currens Air handler controls – solve negative building pressure issue $300,000Waggoner Replace26airhandlingunits(AHUs)inbasement,1st,2nd,and
3rdfloors$350,000
HeatingPlantAnnex Replaceroof $115,000Waggoner Replaceabsorber $325,000WesternHall Domestic water piping needs to be replaced $100,000Browne Basement equipment room domestic water piping (entire building)
needs to be replaced$250,000
Library Replacevariableairvolumes(VAVs)andcontrols $300,000Currens Domestic water line replacement $350,000Tillman Replaceroof $285,000Browne Replaceabsorber $160,000Currens Replaceroof $480,000Morgan AHUsneedupdated–hotdeckandcolddecks $325,000Sherman Transformer and gear $200,000Stipes Low voltage switch gear $250,000Waggoner 21exhaustfansonroofofbuilding $100,000Sallee Transformer and gear $200,000Knoblauch Replaceroof $375,000Stipes AHU control replacement $200,000Campus Replacelinkboxesandoilswitches $500,000Browne Transformer and gear $300,000ArtGallery A/Csystemreplacementneedstobereworkedandzonedfor
proper cooling$150,000
Simpkins Improve control of air handlers by replacing thermostats $175,000
Waggoner Low voltage switch gear $300,000Knoblauch Transformer and gear $400,000Waggoner Replaceairhandlers $1,000,000Tillman/Seal/Multicultural Replaceundergroundwatermain $1,500,000Morgan/Stipes Replacewatermainandaddloop $900,000Campus HVcableto15KVcable $5,000,000
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Proposed Reoccurring Line Items
Item EstimateReoccurring or One Time
Classroom and Building Lobby Improvement $200,000 ReoccurringUniversityResidence $20,000 Reoccurring
Sidewalk,Drives,andExteriorStairRepair $80,000 ReoccurringLandscape Improvements – Mulch, rut repair, new trees, etc. $50,000 ReoccurringAgBuildings,HornLodge,KibbeDeferredMaintenance $50,000 ReoccurringCampus Beautification Project – Iconic spaces, University Drive median, etc. $100,000 Reoccurring Total:$500,000
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Human Resources Fiscal Year 2014 Major Accomplishments
HumanResources(HR)...
• continued...• tomonitorthe6%ruleandpensionreformlegislation;preventedtheUniversityfrom
expending$156,048.13inSURS6%ruleviolationcharges.Todate,morethan$830,000hasbeensavedthroughduediligence.Since2007,SURShaschargedWIU$962,311.99,andprotestshavesuccessfullyrecouped$838,052.69.(continuous)
• todiversifytheCivilServiceworkforce,andconducttrainingandcommunityoutreach. (continuous)
• SupervisorTrainingCertificateProgram.(continuous)• toconductsuccessionplanningwithinHR.(continuous)
• implemented...• electronicrequesttofillprocessforCivilServicepositionopenings(InterviewExchange
scheduled to implement July 2014).• enhancedinternalexaminationprocedureprocess.(done)• PatientProtectionandAffordableCareAct(PPACA);performedaliabilityanalysisregarding
PPACAspecificationsandfoundminimalexposuretofinesperthelaw.WeareworkingwithotherpublicIllinoisuniversitiestoexplorepurchasingmedicalinsurancecompliantwiththePPACAtocovercurrentemployeeswhomeetthePPACAcriteriaforfull-timeeligibilitybutnot CMS criteria. (done)
• researchedandcalculatedinformationrelatingto“affectedannuitant”employmentstatusasaresultof“ReturntoWork”legislation.(done)
• conducted...• EnrichYOUatWIU!programs,anddevelopsupervisorandnewemployeeonboardingpro-
grams. (continuous)• AdministrativeProfessionalCertificateProgram(scheduledtoimplementFY15).
• developed...• newSupervisorOrientationProgram(scheduledtoimplementFY15).• theEmployeeSpotlightprogramtorecognizeCivilServiceemployees.TheSpotlightsare
postedontheHRFacebookpageandWebpage.Approximately30individualshavebeenrecognized in FY 14. (done)
• completed53positionauditstodate.Ofthose,89%havebeenreclassifiedorreallocated.(Overthepastfiveyears,wehaveaveraged65auditsperyearandreclassifiedorreallocatedapproxi-mately85%.)(done)
• reviewedandimplementedBackgroundCheckpolicy(draftpolicyscheduledforcompletiontheend of this fiscal year).
• supportedover1,700arearetireesinthetransitionfromthepriorstateinsuranceplantothenewMedicare Part C plan; held a system presentation which over 1,100 retirees attended; and handled multiple individual meetings to help retirees understand their health insurance changes. (done)
• addedaRoth403bSupplementalRetirementPlanaccountproviderandwilladdanadditionalRothproviderinthenearfuture,increasingemployeeinvestmentflexibility.AlsoaddedaRothcon-versationamendmenttotheWIU403bSupplementalRetirementPlanthatallowedin-planconver-sionfrompre-taxtoRothinvestingwithnodistributableevent,thusprovidinggreaterinvestmentflexibilitytoparticipants.(done)
• offeredsevenEnrichYOUatWIU!programsinthefallandeightinthespring.Thisprogramhasexpandedtoincludewebinars.(done)
• distributedaneedsassessmentinOctober2013toallUniversitysupervisors.Thedatacollectedwas used in the planning and development of this year’s Professional Supervisor Certificate
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Program. To date, 98 employees have completed the Professional Supervisor Certificate Program, and122employeeshavetakensessionstowardcertificatecompletion.(done)
Fiscal Year 2015 Major Objectives
Classification/Compensationwillmaintainacompleteelectronicarchiveofpositiondescriptionsacces-sible through Laserfiche.
Employee Development will . . .
• establishandimplement...• newsupervisororientation.• anAdministrativeProfessionalCertificateProgram.
• develop,plan,andorganizeanemployeedevelopmentconferencewithaprominentkeynotespeaker/presenter.
• provideanopportunityforMacombandQuadCitiescampusemployeestotourbothcampuses.• continue...
• SummerSocialswithnewguests.• tooffernewSupervisorTrainingsessionsandnewtrainerswheneverpossible
• expandtheNewEmployeeOrientationandOnboardingsessions.
EmploymentandExaminationwill...
• golivewithonlineCivilServicerequestforms.• complete...
• theapplicantfileprojectbytheendofMay2014.• thepurginganddisposalofclosedWorkers’Compensationfiles.• scanningofallpastemployeefiles.
• implementquarterlyQuadCitiestestingandapplicationevaluationopportunitiesattheMolinecampus for current employees.
• continuereviewandongoingmonitoringfor“affectedannuitant”statusofretireesworkingextrahelp.ArequesthasbeensubmittedtoAIMSforprogrammingtoallowtrackingofcompletedforms.
• continue...• investigatingavenuesofdisseminatingWorkers’Compensationreportsandinformation
toTristarforwhichsocialsecuritynumbersarerequired.Currently,thisinformationisfaxedtoaTristarcentralmailroom.TheactualWorkers’Compensationadjustersforsomereasononlyreceiveportionsofwhatwasfaxed.Wearewastingtimewithconstantrefaxingofinformation.
• implementationofelectronicI9sforCivilServiceandAcademic/Administrativeemployees.The challenge is the ability to complete these electronically and still have the option for paper I9s.
• toupdateCivil Service Handbook.• cross-trainemployment/examinationstaffonemployeeleaves.• sendtheannualregisterpurgeletters.Thecostofsendingtheselettershasbecomeabudget-
ing issue ever since FY10 when DPS was instructed by the Macomb Post Office that these letters must be sent as first class mail rather than presorted standard mail. The goal is to eventually be abletosendtheseannuallettersviae-mail.ProgrammingchangeshavebeenrequestedthroughAIMStocreateafieldforapplicante-mailaddressesonMVS.Thenextstepwillbetonotifyappli-cantsandrequestupdatede-mailaddresses.Inanefforttosaveonpapercoststhisyear,wehaveaskedAIMSiftheycouldsendthepurgelettersforcurrentemployeestotheirWIUe-mailaddresses. Currently, employees receive their letters through campus mail.
• processreviewofI9formsandshredpastemployeeI9sinaccordancewithfederalregulations.
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LaborRelationswill...
• continueto...• participateintheHumanResourcesDirectorsAdvisoryCommitteeoftheStateUniversities
Civil Service System and the Illinois Higher Education Consortium on Human Capitol.• cross-trainaHumanResourceAssociatetoassistinlaborrelations.
• conductnegotiationsforafullcollectivebargainingagreementwiththeInternationalUnionofOperatingEngineers,Local399(MechanicalMaintenance/HeatingPlantUnit).
• finalizenegotiationsforaninitialcollectivebargainingagreementwiththeAmericanFederationof State, County, and Municipal Employees (Clerical Unit) and International Union of Operating Engineers,Local399(LandscapeMaintenanceUnit).
• participateinfinalizingnegotiationsforacontractualserviceagreementwiththeInternationalAlliance of Theatrical Stage Employees and Moving Picture Machine Operators.
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Illinois Law Enforcement Training and Standards Board Executive Institute
Fiscal Year 2014 Major Accomplishments
IllinoisLawEnforcementTrainingandStandardsBoard(ILETSB)ExecutiveInstitute...
• celebrated22yearsofservicetoIllinoislawenforcementleadersthroughtheprovisionofadvanced study, research, instruction, and administrative technical assistance.
• continuedtobefundedsolelythroughexternalgrantfundstotalingmorethan$21.7million.• provided13,995educationandtrainingworkshopsandseminarsattendedby118,206lawenforce-
ment practitioners totaling more than 471,084 training hours.• hiredtwonewpositions.• continuedto...
• supportstudentinternsfromUniversityacademicdepartments.• developpolicyandproceduretoachievepublicsafetyacademyaccreditationthroughthe
Commission for the Accreditation of Law Enforcement Agencies (CALEA).• recruitandsustainaculturallycompetentandscholarly29-memberadjunctfaculty.• partnerwiththeCenterfortheApplicationofInformationTechnologiestodevelopapplica-
tions for mobile devices.• developedasocialmediapresencetoreachlawenforcementprofessionalsglobally.• implementedtheCertifiedLawEnforcementAdministratorandSupervisoryStaffcertificate
program.• receivedstatecertificationfromtheILETSBforallcoursesofferedbytheExecutiveInstitute.• participatedincommitteeworkwithand/orservedasaliaisontothefollowinginternal/external
organizations:• FederalBureauofInvestigation–HumanTraffickingDivision• InternationalAssociationofChiefsofPolice• FederalLawEnforcementTrainingCenter• U.S.AttorneyGeneral–NorthernDistrict• U.S.AttorneyGeneral–CentralDistrict• U.S.AttorneyGeneral–SouthernDistrict• IllinoisAttorneyGeneralLisaMadigan• IllinoisStatePolice–DivisionofCrimeReporting• IllinoisTerrorismTaskForce• IllinoisTerrorismTaskForceTrainingCommittee• IllinoisAssociationofChiefsofPolice• IllinoisSheriffsAssociation• PolarisProject• EndDemandIllinois• FamilyViolenceCoordinatingCouncils• CookCountyTaskForceonHumanTrafficking• RegionalChiefsofPoliceAssociations• WesternIllinoisUniversityInterpersonalViolenceInitiative• WesternIllinoisUniversityDepartmentofSocialWork
• collaboratedwithfirstrespondersfromtheSandyHookSchoolshootingincidenttopresenteducational sessions at the Illinois Association of Chiefs of Police and Illinois Sheriffs Association conferences.
• partneredwith...• southernIllinoislawenforcementprofessionalstohosttheSouthernIllinoisCriminalJustice
Summitformorethan300lawenforcementleaders.• theIllinoisCrisisNegotiator’sAssociationtoconducttrainingfortheirannualconference.
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• 16regionallawenforcementtrainingcenterstoprovidetime-sensitiveandrelevanthome-landsecurityworkshopsforfirstresponders.
• 17associateeditorsfromvariousacademicinstitutionsthroughtheU.S.whoensuretheacademic rigor and integrity of the journal.
• hosted...• atwo-dayconferenceonwomeninlawenforcementforcommandpersonneltoidentify
recruitment strategies.• three200-hourcustom-designedmanagementandleadershipcareerpathdevelopmentpro-
gramsfortheCookCountySheriff’sOffice.• conducted...
• the40-hournewchiefofpoliceorientationcourseEnduring,SurvivingandThrivingasaLawEnforcementExecutive.
• twoofferingsofthe200-hourleadershipcoursePoliceExecutiveRoleinthe21stCenturyforIllinoislawenforcementmiddlemanagersandchiefexecutiveofficers.
• twoofferingsofthe200-hourcourseEffectivePoliceSupervision—TransformationtoLeadershipfornewlyorsoon-to-bepromotedfirst-linesupervisors.
• the32-hourcoursePoliceResourceManagement,aprogramforlawenforcementmanag-ersthatexaminespatrolstaffing,deploying,andschedulingmethods.
• plannedto...• hostatwo-daycurriculumreviewwithfacultymembers,stakeholders,andfunding
sourcestoaddresscurrentandfuturetrendsinlawenforcementexecutivedevelopment and education.
• partnerwiththeNationalSheriffsAssociationtodeliverviolenceagainstwomentrainingtocommand law enforcement personnel in the Midwest.
• receivedawardstotaling$5.29millionfromtheU.S.DepartmentofHomelandSecurityandIllinoisTerrorismTaskForcetoprovideintelligenceandinformation-sharingworkshopsrelatedtoterroristprevention activities for local law enforcement in Illinois.
• developedthecomprehensivecurriculumSpanishforPolicePartsIandIIfortheExecutiveInstitute’s learning management system.
• continuedalong-termpartnershipwithIllinoisAttorneyGeneralLisaMadigantohosttheonlinecourseSexualAssaultNurseExaminerfornursestobecomeSANE-certifiedpractitioners.
• publishedtheLaw Enforcement Executive Forum quarterly, a scholarly reviewed journal featuring articles relevant to today’s law enforcement environment.
Fiscal Year 2015 Major Objectives
ILETSBExecutiveInstitutewill...
• reviewandupdatetheExecutiveInstitutestrategicplan.• createnewpoliciesandproceduresinsubmittingmanuscriptsforpublicationintheLaw
Enforcement Executive Forum.• partnerwith
• theCenterfortheApplicationofInformationTechnologiestodevelopacomprehensivelearning management system.
• theU.S.StateDepartmentandtheWIUSchoolofLawEnforcementandJusticeAdministrationtosupporttheprojectBreakingStereotypes–CriminalJusticeLeadership,EducationandTraining,apeer-to-peerdialogueprogram.
• SpoonRiverCollegetodevelopacomputerforensicscertificateprogramforlawenforce-ment professionals.
• becomeanOfficeforViolenceAgainstWomenTechnicalAssistancepartner.• developacriminaljusticeresearchandpractitionerprogram.• continueto...
• hostexecutivesummits,seminars,andworkshopsforIllinoislawenforcementleaders.
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• developpolicyandproceduretoachievepublicsafetyacademyaccreditationthroughCALEA.
• promotestaffprofessionaldevelopmentbyattendingconferences,educationalsessions,and academic courses.
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Office of Public Safety Mission Statement
WesternIllinoisUniversity’sOfficeofPublicSafetyprovidesasafeandsecureenvironmentforourcampus.Wearecommittedtothepreventionofcrime;theprotectionoflifeandproperty;thepreservationofthepeace,order,andsafety;theenforcementoflawsandUniversitypolicies;qualityparkingservices;and the safeguarding of constitutional guarantees.
Fiscal Year 2014 Major Accomplishments
Office of Public Safety (OPS) . . .
• updatedUniversityParkingMaptomakeitmoreuserfriendlyandeasiertounderstand.• reconfiguredHigginslotandchangedtworowsofNlottoaQ-lotdesignationtoopenmore
parking.• paintedmeterhousingsandreplacedmeterdomestoimproveoverallappearance.• completedparkinglotimprovementsinLots8,19s,21s,andthelotbetweenStipesandthe
Library.• assisted673motoristswithlockeddoors,deadbatteries,etc.• earnedseveralawards:
• PeterMcMeekan,CivilServiceEmployeeoftheMonthforMarch2013• OfficerJasonLytle,CivilServiceEmployeeoftheMonthforJuly2013• RobertFieldsII,CivilServiceEmployeeoftheMonthforDecember2013• RobertFieldsII,CivilServiceEmployeeoftheYearfor2013• OfficerJasonLytle,LetterofAppreciationfromsupervisor
• appliedforand/orreceivedthefollowinggrantsandawards:• AwardedanIDOTSelectiveTrafficEnforcementProgram(STEP)grantforseatbeltand
other traffic enforcement efforts• SubmittedbuthavenotyetreceivedaBulletproofVestPartnershipgrant• WorkedwithFacilitiesManagementtosubmitanIllinoisSchoolSafetygrantforSimplex
communication equipment in educational buildings• sentoneofficertoastate-certifiedCrimeSceneProcessingcourse.• conducted...
• 32educationalprogramsoncampus.• threeRapeAggressionDefense(RAD)classeswith33studentsparticipating.
• enabledOfficerKerrieBishoptoassistintheUniversity100classonInterpersonalViolence.• reallocatedmanpowertosupporttheInvestigationsDivision.• successfullytransitionedastaffmemberintoaCleryCompliancepositiontoreplaceastaff
member who retired.• completed852hoursoftrainingforofficersincriticalskillsareas.• partneredwith
• othercampusdivisionsforNationalCampusSafetyMonth(September).OPSandUniversity Housing and Dining Services (UHDS) posted Crime Stoppers information and Text-a-Tiponeachfloorintheresidencehalls.CrimeStoppersProgramsafetymessagesweredisplayedontheUniversity’selectronicmessageboards/signs.
• UniversityRelationsandBroadcastingstudentstoproduceasafetyvideoonresidentialhallsafety as it relates to burglaries and thefts.
• assignsanadditionalofficertotheresidencehallwhenpossibleaspartofthe“TeamPolicing”concept.
• workedextensivelyongettingtheCrimeStoppersProgrammoreactivelyinvolvedoncampus,whichincludedposters,electronicmessageboards,atalktothecampusInvestigatorsClub,andpromoting the Crime Stoppers fundraiser on April 1, 2014.
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• supportedofotherdivisionsandgroupsoncampusbyattendingmeetingsassociatedwiththosegroups.
• realizedthefollowingproductivitymeasures:• Sold2,057staffpermits.• Sold4,392studentpermits.• Issued9,710parkingcitations.• Answered17,536phonecalls.• Completed690casereports.• Handled2,707callsforservice.• Provided176escorts.• Issued299trafficcitations.• Issued451warnings.• Issued288CityNoticetoAppears.• Issued290judicialreferrals.• Metandexceededourobjectives.
• madesubstantialprogresstowardTierIaccreditationthroughtheIllinoisAssociationofChiefsofPolice – Illinois Law Enforcement Accreditation Program.
• updatedandexpandedtheinformationavailableontheOPSWebpage.• increasedsafetypresentationstoallcampusmembers.• reviewedoperationsandstaffpositionstosupporttheInvestigationsDivisionandtransitionedper-
sonnel into positions in anticipation of retirements in critical positions such as Clery Compliance.
Fiscal Year 2015 Major Objectives
OPS will . . .
• completeTierIaccreditationandexploreworkingonTierII.• increasesafetypresentationstocampusmembers.• searchandapplyforgrantstoaddresstrafficenforcementandequipmentneeds.• continuetoenhanceourcommunitypolicinginitiativesbydevelopingadditionalcommunitypolicing
and crime prevention programs.• increasetheuseofbikeandfootpatrolstoenhanceourCommunityPolicingefforts.• identifytrainingneedsforpersonnel.• completetheIllinoisLawEnforcementAlarmSystem(ILEAS)AgencyPreparednessProgram
(APP)andremaincompliantwiththeNationalIncidentManagementSystem(NIMS)requirements.• upgradeourcurrentanalogradiosystemtodigital.• add20to30parkingspacestoTLotforThompsonresidents.• workwithUtechtohaveparkinginformationaddedtotheUniversityAPP.
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Budget Request Format for Program Support FY15
PriorityNumber OPS#1
I. Unit submitting request
Office of Public Safety
II. Provide a short title of the initiative proposed for incremental funding.
VehicleandRelatedEquipmentforOPS
III. Provide a short description of the initiative proposed for incremental funding and how it relates to the University’s goals, mission statement, or strategic plan.
Purchasea20144-wheeldrivevehicleandrelatedequipmenttoreplaceafive-year-oldvehicle.Thedivisionshouldbeonafour-tofive-yearreplacementplanfortheOPSsquadcars;however,with budget constraints, OPS has deviated from the previous replacement plan. The vehicle slated for replacement is a 2007 model with 65,000 miles.
IV. Describe the specific accomplishments and increases in productivity expected from this initiative and how results will be measured or evaluated.
FordnolongermakestheCrownVictoria.A4-wheeldrivevehiclewillbebetterequippedtohandlesevere weather driving.
V. Provide a listing of all incremental funds requested by the following categories:
PersonnelServices A/P
C/S
NTT
T/T
EquipmentandInstructionalMaterials $40,000
Library Materials
Contractual Services
Other Operating Funds
Total $40,000
VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes x No
Currently, the replacement of division squad cars is not included in the base budget, which necessitatestheneedforthepermanentincreasetoimplementthefive-yearrotationofOPSsquad cars.
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VII. Will the project be supplemented by other funds? Yes No x
If yes, please describe:
ContactPersonIfQuestions ScottD.Harris (309)298-1949 Name PhoneNumber
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Budget Request Format for Program Support FY15
PriorityNumber OPS#2
I. Unit submitting request
Office of Public Safety
II. Provide a short title of the initiative proposed for incremental funding.
PortableRadioandRepeaterUpgrade
III. Provide a short description of the initiative proposed for incremental funding and how it relates to the University’s goals, mission statement, or strategic plan.
Purchase 25 portable radios along with an upgrade to the repeater system. The current radios are14yearsoldandatthepointthatseveralhaverequiredfrequentrepairs.Weareexperiencing“deadspots”incommunicationwithinourcampusandbuildings.
IV. Describe the specific accomplishments and increases in productivity expected from this initiative and how results will be measured or evaluated.
The purchase of the radios will assist in our interoperability capabilities with the Macomb Police Department since they are migrating to a digital system.
V. Provide a listing of all incremental funds requested by the following categories:
PersonnelServices A/P
C/S
NTT
T/T
EquipmentandInstructionalMaterials $36,000
Library Materials
Contractual Services
Other Operating Funds
Total $36,000
VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes No x
VII. Will the project be supplemented by other funds? Yes No x
ContactPersonIfQuestions ScottD.Harris (309)298-1949 Name PhoneNumber
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Budget Request Format for Program Support FY15
PriorityNumber OPS#3
I. Unit submitting request
Office of Public Safety
II. Provide a short title of the initiative proposed for incremental funding.
DispatchRadioConsoleUpgrade
III. Provide a short description of the initiative proposed for incremental funding and how it relates to the University’s goals, mission statement, or strategic plan.
Upgrade our current analog dispatch system to a digital system. The dispatch consoles are over 20 years old.
IV. Describe the specific accomplishments and increases in productivity expected from this initiative and how results will be measured or evaluated.
The purchase of the dispatch console will assist in our interoperability capabilities with the Macomb Police Department since they are migrating to a digital system.
V. Provide a listing of all incremental funds requested by the following categories:
PersonnelServices A/P
C/S
NTT
T/T
EquipmentandInstructionalMaterials $26,000
Library Materials
Contractual Services
Other Operating Funds
Total $26,000
VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes No x
VII. Will the project be supplemented by other funds? Yes No x
If yes, please describe:
ContactPersonIfQuestions ScottD.Harris (309)298-1949 Name PhoneNumber
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Risk Management and Emergency Preparedness Fiscal Year 2014 Major Accomplishments
RiskManagementandEmergencyPreparedness(RMEP)...
• selectedtestdepartmentsandbeganimplementationforWIRED(Western’sIntegratedRiskEvaluation Development) Project.
• participatedasanactivememberintheIllinoisPublicHigherEducationCooperative(IPHEC)riskmanagement group.
• served...• ontheLeadershipCommitteeoftheMidwestHigherEducationCompact(MHEC)Master
Property Program.• astheViceChairoftheStateUniversityRiskManagementAssociation.• ontheWIUSafetyCommitteewithFacilitiesManagement(FM)andotherUniversity
personnel.• conductedanalysisandrevisedbuildingvaluationsforpropertyinsurancerenewal.• continuedimplementationofthecomprehensiveAutomatedExternalDefibrillator(AED)program.• facilitatedEmergencyCoordinatortraining.• implemented,incoordinationwithBeuHealthCenterpersonnel,anewfullyinsuredstudenthealth
insurance program.• negotiatedanannualrenewal,incoordinatorwithBeuHealthCenterpersonnel,forthefully
insured student health insurance program.• purchasedandinstalledtennewAEDunitsincampusbuildings.• developed...
• incoordinationwithEOAandHR,anewbackgroundinvestigationpolicy.• memorandumofunderstandingswithlocalagenciesandtheAmericanRedCross.• andimplemented,incoordinationwithmanycampusconstituents,anewconcealedcarry
policy.• purchasedandimplemented,incoordinationwithFM,anelectronicprogramtotracksafetydata
sheets and chemical inventories.• coordinatedtraining,incoordinationwithFM,fortheGloballyHarmonizedSystem.• completedacomprehensivereview,incoordinationwiththeOfficeofPublicSafetyandUniversity
Relations,oftheUniversity’sresponsibilitiesrelatedtotheCleryAct.
Fiscal Year 2015 Major Objectives
RMEPwill...
• fullyimplementWIREDonboththeMacombandQuadCitiescampuses.• collaboratewithFacultySenate,theStudentGovernmentAssociation,andothergovernance
groupstoidentifyandaddressriskmanagementandemergencypreparednesstrainingneeds,equipmentinstallations,andlife-safetyenhancementstocampusfacilities.
• re-engageBuildingEmergencyCoordinatorsbyofferingmorefrequentupdatemeetingsandregu-larly scheduled refresher training.
• reviewandrevisethecampuswideEmergencyOperationsPlan.• facilitateEmergencyResponseTeam(ERT)trainingforthePresident’sCabinetandothermem-
bersoftheERT.• developandimplementascheduleforemergencydrillsinallbuildings.• establishmutualaidagreementswithlocalandregionalfirstresponseagencieswhereappropriate.• participate,incoordinationwithBeuandAthletics,inthesolicitationandevaluationofproposalsfor
the student athletic insurance program.
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• seekcabinetapprovalandimplement,incoordinationwithEqualOpportunity&AccessandHumanResources,thebackgroundinvestigationpolicy.
• evaluate...• thecurrentuseofstate-ownedvehicles,evaluatetransportationneedsforourcampuscom-
munities, and provide training where necessary.• theUniversity’sexposureandneedforCyberSecurityinsurance.• theuseofMotorVehicleRecords(MVRs)forapprovingdriversoffleetvehicles.
• participateintheGreatAmericanShakeOut.
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Vice President for Administrative ServicesA collection of service-oriented units, Administrative Services shares Western Illinois University’s values of academic excellence, educational opportunity, personal growth, and social responsibility. In accordance with those values, Administrative Services strives to support the University in its mission of preparing a socially responsible, diverse student, faculty, and staff population to lead in our global society. As such, Administrative Services provides effective, efficient, and timely leadership and administrative support services.
Fiscal Year 2014 Major Accomplishments
Vice President for Administrative Services (VPAS) . . .
• executedapproximately1,000Universitycontracts.• administeredannualethicstrainingfor2,480employees.• administeredethicsorientationfor1,235employees.• administeredandprocessedeconomicintereststatementsfor782employees.• scheduledandprovidedadministrativesupporttoexternallegalcounselforapproximately200
appointments.• facilitated,incoordinationwithPurchasing,acomprehensivereviewandrevisionofallUniversity
contract templates.• developedandimplemented,incoordinationwithAccountsPayable,anewnon-employeetravel
voucher.• conductedacomprehensivereviewoftheBoardofTrusteesregulations.
Fiscal Year 2015 Major Objectives
VPAS will . . .
• improveandsimplifystatutorilyrequiredtrainingsandinternaltracking.• createapolicyonpoliciesandimplementanewpolicyandproceduresformatandprocess.• conductacomprehensivereviewofallUniversitypoliciesandprocedures.• migrateallUniversitypoliciesandproceduresintothenewformat.• developandimplement,incoordinationwithPurchasing,anewconstructioncontract.• developtrainingmaterialsforCampusSecurityAuthority.