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3.11 Physical Resources

Comprehensive Standard:

3.11.1 The institution exercises appropriate control over all its physical resources. (Control of physical resources)

Statement of Compliance:   In Compliance.

Narrative:

The University of West Georgia (UWG) exercises appropriate control over all of its physical resources. The Vice President for the Division of Business and Finance (VPBF) is ultimately responsible [1] for the university’s physical resources and must ensure appropriate levels of control [2], [3] and effective communication of policies and procedures. 

Those departments within the Division of Business and Finance that share these responsibilities include:  Office of the Controller [4] (includes Purchasing [5] and Asset Management [6]); Budget Services [7]; Campus Planning and Facilities [8] (includes Architectural, Engineering, Construction and Project Services [9], Facilities and Grounds [10], and Risk Management/Environmental Health and Safety [11]); Business Auxiliary Enterprise Services [12] (includes Central Stores, Receiving and Delivery [13], University Bookstore [14]), and University Police [15].

Property Administration

The Office of the Controller is responsible for ensuring that UWG complies with the University System of Georgia Business Procedures Manual [16]. The Controller’s Office has published institutional guidelines, procedures, and training programs to meet these obligations [17].

The Office of Asset Management [18] must identify and account for all capitalized assets and small value equipment according to the rules and regulations of the University System of Georgia, the Department of Administrative Services (DOAS), and federal, state, and local government agencies.  All equipment with a unit value of $5,000 or greater and a useful life of greater-than-one-year is capitalized.  The assets are tracked within the PeopleSoft Asset Management system.  Equipment valued between $3,000 and $4,999.99 is considered ‘Small Value’ equipment and, while not capitalized, is tracked within the PeopleSoft Asset Management system along with firearms and non-lethal weapons (e.g. tasers). 

UWG uses PeopleSoft ePro software for requesting goods and services using electronic requisitions.  The purchase of assets through other methods is prohibited.  Payments to vendors are made through the use of the ‘3-way matching’ (PO, Invoice, Receiving) process in accounts payable.  The University makes extensive use of state contracts utilizing electronic catalogs and ‘special request’ requisitions.  Once a requisition is approved by the departmental approving official, requests are routed electronically for various additional approvals (including Asset Management) based on the type of purchase, unit price and total amount.  Once all required approvals are garnered, the requisition is routed through Purchasing, assigned a purchase order, and then dispatched to the vendor for fulfillment.  All goods are delivered to a central warehouse for ultimate delivery to the requesting department within 24 hours.  Equipment is tagged upon delivery to the requesting department. 

All equipment within the asset management system is inventoried annually.  Asset Management assists departmental managers in locating their “difficult-to-find” capital equipment.  Department managers receive a close-out letter from the Capital Asset manager with the results of the annual inventory.    Departments are responsible for maintaining inventories of property valued less than $1,000.00.  The Asset Management office maintains a separate inventory system for tracking these items.  All equipment is barcoded once it is received by the department and paid for by the University.  In addition, Asset Management must identify and claim all surplus property, conduct sales of surplus according to the rules and regulations of the State of Georgia, and insure that the disposal of surplus property meets environmental and security regulations.  Inventory is audited annually by various departments depending on the type of equipment.

The Department of Internal Audit reports directly to the President to ensure independence. Both scheduled and unscheduled audits are conducted to provide management an independent appraisal of the University's compliance with policies, procedures, laws, and regulations [19].

The Central Stores, Receiving and Delivery unit of Business and Auxiliary Enterprises Services receives all purchases directly.  Items are electronically tracked and delivered to the department for signature receipt [13].

The Office of Risk Management/Environmental Health & Safety (RM/EHS) works with the Controller’s Office and Business and Auxiliary Enterprises Services to provide insurance [20] for all University assets which are listed in the State of Georgia’s Building, Land and Lease Inventory of Property (BLLIP) database [21].  BLLIP is a centralized data warehouse of the State's holdings in leases, buildings, land, and other assets. BLLIP is also the repository for Risk Management Services, administered by DOAS [22], relating to State insurance coverage for such real property assets.

The Architecture, Engineering, and Construction Project Services (AECPS) department provides services which include: development of the Capital Improvement Plan [23], coordination of planning, design, and construction of physical facilities, development of Capital Requests for Board of Regents' approval and funding, construction administration, regulatory compliance assurance, and maintains facility information in both BLLIP and Banner.  In addition, they assist the Assistant Vice President of Campus Planning and Facilities in updating the University Campus Master Plan [24], [25], which was developed to facilitate planning for the future growth of the university in alignment with strategic planning.

Facilities and Grounds (F&G) plays a key role in controlling physical resources. It actively maintains the day-to-day operation of university resources to provide an environment conducive to supporting the research, learning, and community-building aspects of UWG’s mission [10].

Deferred Maintenance

The University of West Georgia employs numerous processes that are followed to ensure that the building systems and infrastructure are maintained and operated at a level of reliability that contributes to the successful implementation of the institution's mission and programs.  These processes include:

UWG utilizes Facilities Condition Assessments (FCA) performed by outside consultants based on a prioritization of buildings from CP&F leadership. An FCA is performed every 5-7 years and is predicated on funding that is allocated by the USG and Georgia State Assembly.  The FCA encompasses such inspection criteria as site, architectural, structural, interior finishes, ADA requirements, HVAC, electrical, plumbing, life safety and fire protection, environmental health, and building accessibility on both on-campus and off-campus sites [26], [27].

RM/EHS also prioritizes and schedules inspections [28] to ensure that each building on campus and off-campus is in compliance with the health and safety standards set by local, state and federal agencies.  

Preventive Maintenance (PM) programs [29] are further established in each area of Facilities & Grounds (F&G).  All PMs are required to be logged into the computer maintenance management system (CMMS) program and the status can be accessed by F&G supervision.   PM status is broken down into three different categories – PM Backlog, PM Completed vs. Open, and PM Corrective.  The statuses of PM programs are reviewed by area supervision and the scheduler on a daily basis to ensure program efficiency and effectiveness.

Maintenance needs are identified, prioritized, and funded to ensure that major maintenance issues are resolved.  Those facilities that require maintenance, infrastructure, or renovation are prioritized through the Capital Request Program [30][31][23], and are scheduled based on the funding that is approved by the President Advisory Council (PAC).  For those facilities that do not get approved, they are either resubmitted the following year or are scheduled with funds that become available towards the end of the fiscal year from other campus areas.  Funding resources are effectively used and are adequate to support a level of facilities maintenance that prevents the deferral of major maintenance and repairs.

The officers and staff of the UWG Police Department are committed to providing the University Community with a safe and peaceful environment conducive for learning and research. The Patrol division maintains an around-the-clock, year-round presence.   UWG officers patrol the campus in a variety of ways: patrol cars, 4 wheel-drive all-terrain vehicles (ATV), and on foot. The current Patrol fleet consists of 6 marked police vehicles, 2 marked ATVs, and 2 global electric motor (GEM) carts.  This variety has allowed the department to expand services beyond normal boundaries of patrol. 

Supporting Documentation: