VPBF Home at The University of West Georgia

Log On

Controller: Annual Report FY05

Accounting Services
  1. Departmental Mission – The mission of Accounting Services is to provide quality support to students, faculty, and staff in the day-to-day management, control, and accounting for finances of the University of West Georgia.
  2. Departmental Statement of Goals to Assess, Process to Assess These Goals, and Assessment Results

    A. Goals
    1. Successfully complete the Annual Financial Report to ensure compliance with all generally accepted accounting principals.
    2. Assess the requirements within the new Board of Regents Business Procedures Manual. Review the new procedures and implement any necessary changes.
    3. Continue to assess the results from the Customer Service Satisfaction survey conducted in the Fall 2004. Identify ways to improve upon communication of policies and procedures to the campus community.
    4. Continue to assess the effectiveness or necessary improvements surrounding the reorganization and consolidation of the Accounting and Purchasing Services department.

    B. Assessment Process
    1. The State Department of Audits conducts an annual review of our Annual Financial Report and issues a rating based on the accuracy and completeness of the report.
    2. The Business Procedures Manual is being reviewed and compared to our current policies and procedures.
    3. The Customer Service Satisfaction survey has been reviewed and action steps have been taken to implement suggested changes. Further work will continue to identify additional methods of providing improved customer service to the campus community.
    4. The organizational structure of the Accounting Services department is continuing to be assessed. As weak areas are identified, we will assess how to effectively fill those needs.

    C. Assessment Results
    1. For FY 2004, the University of West Georgia received an audit rating of a 1.
    2. Any policies and procedures that need to be updated when compared to the new Business Procedures Manual will be revised.
    3. The department hopes to conduct additional Customer Service Satisfaction surveys in the future to assess whether the changes have had a positive impact on the campus community.
    4. The organizational structure will be assessed to determine the most effective and efficient ways to serve the University community.

  3. Examples of Process Improvements or Changes – As a result of the Customer Satisfaction Survey, several changes to the departmental website were made to enhance the information provided by the site. The department has gone through a reorganization process as a result of the consolidation of the accounting and purchasing services departments. Several processes have already been identified and updated to ensure compliance with the new Board of Regents Business Procedures Manual.

  4. Statement of Condition – Overall, accounting services is in good working condition and should continue to perform in an efficient and effective manner. The Customer Satisfaction Survey resulted in twenty-seven respondents who complete the survey for Accounting Services. Of the twenty-seven respondents, twenty (74%) rated their overall experience as good or excellent. In the future, we would like to see the number of respondents to the survey grow as well as the percentage of respondents who consider their experience with the department to be good or excellent.

  5. Departmental Achievements – The department, as part of the Business and Finance division, received an audit rating of 1 from the Department of Audits for the FY 2004 Annual Financial Report.

  6. Staff Productivity – Staff attended the following training and/or professional development conferences.

    Patricia Durrough 
    College Business Management Institute - Lexington Kentucky        
    Georgia Summit - Savannah, Georgia
    SACUBO Fall Workshop - Myrtle Beach, South Carolina
    Peoplesoft Year-End Workshop - Macon, Georgia
    Peoplesoft n-Vision Training - Athens, Georgia

    John Roessler 
    Peoplesoft Year-End Workshop - Macon, Georgia

 

Purchasing Services
  1. Departmental Mission – The mission of Purchasing Services is to procure goods and services that are acquired at competitive prices and insure that invoices are paid in the proscribed time frame.

  2. Departmental Statement of Goals to Assess, Process to Assess These Goals, and Assessment Results

    A. Goals
    1. Purchase goods and services on a competitive basis following Department of Administrative Services and Board of Regents policies and pay invoices in a timely manner.
    2. Assess the purchasing and travel requirements within the new Board of Regents Business Procedures Manual. Review the new procedures and implement any necessary changes.
    3. Continue to assess the results from the Customer Services Satisfaction survey conducted in the Fall 2004. Identify ways to improve upon communication of policies and procedures to the campus community.
    4. Conduct workshops each year to inform departments on changes in purchasing and travel regulations.

    B. Assessment Process
    1. The State Department of Audits conducts an annual review of the University’s financial report. A general overview of our procurement and payable process is conducted as part of this process.
    2. The Business Procedures Manual is being reviewed and compared to our current policies and procedures.
    3. The Customer Service Satisfaction survey has been reviewed and action steps have been taken to implement suggested changes. Further work will continue to identify additional method of providing improved customer service to the campus community.
    4. A workshop was conducted in the Spring 2005 to discuss year-end purchasing and travel concerns.

    C. Assessment Results
    1. For FY 2004, the University of West Georgia received an audit rating of a 1.
    2. Any policies and procedures that need to be updated when compared to the new Business Procedures Manual will be revised.
    3. The department hopes to conduct additional Customer Service Satisfaction surveys in the future to assess whether the changes have had a positive impact on the campus community.
    4. Workshops will be revised to better communicate current policies and procedures to the campus community.

  3. Examples of Process Improvements or Changes – As a result of the Customer Satisfaction Survey, several changes to the departmental website were made to enhance the information provided by the site. The department has gone through a reorganization process as a result of the consolidation of the accounting and purchasing services departments. During FY 2005, several processing changes were made to make the department more efficient. The purchasing card process was updated to require departments purchasing less than $500 to do so using their purchasing card instead of issuing a paper purchase order. This has reduced the number of PO’s issued and the number of checks being written. The petty cash limit was also raised to $100 per transaction to more efficiently accommodate small dollar purchases.

  4. Statement of Condition – Overall, purchasing services is in good working condition and should continue to perform in an efficient and effective manner. The Customer Satisfaction Survey resulted in twenty-one respondents who completed the survey for Purchasing Services. Of the twenty-one respondents, seventeen (81%) rated their overall experience as good or excellent. In the future, we would like to see the number of respondents to the survey grow.

  5. Departmental Achievements – The department has done an excellent job in adjusting to the changes made during the reorganization and consolidation of the accounting and purchasing services departments. Several individuals were reassigned to different positions and have been able to work efficiency in learning their new responsibilities. The reorganization has also enabled us to further our cross-training so that multiple people have knowledge in each particular area.

  6. Staff Productivity – Staff attended the following training and/or professional development conferences.

    Shelly Parker  
    DOAS Purchasing Workshop - Atlanta, Georgia


 

Student Financial Services
  1. Departmental Mission – The mission of Student Financial Services is to provide quality support and information to students in the assessment and collection of all student fees, the disbursement of all student balance checks, and the fiscal management of all student financial aid programs including federal, state, and private funding.

  2. Departmental Statement of Goals to Assess, Process to Assess These Goals, and Assessment Results

    A. Goals
    1. Continue to develop and improve our web-based Short Term Loan applications.
    2. Successful implementation on the upgrade to Banner version 6.3 schedule for July 1, 2005.
    3. Continue to seek improvement and usage of the Higher One card for both the students and university.
    4. Continue cross training of SFS staff, so that all employees will have a good working knowledge of at least two positions. Continue to increase collections in the areas of Student Accounts, Short-Term Loans, and Perkins Loans.

    B. Assessment Process
    1. Through the implementation of the web-based Short Term Loan application program, we will continue to assess the effectiveness and efficiency of the program.
    2. Any changes in processes for the Banner 6.3 upgrade will be assessed and implemented as necessary.
    3. The usage of the Higher One card will continue to be reviewed and tracked.
    4. As cross training continues, we will be able to serve our students more efficiently during peak periods and during the time staff members are away on leave.

    C. Assessment Results
    1. The web-based Short Term Loan program should eliminate long lines for students and increase convenience to students by enabling them to apply from anywhere off-campus.
    2. Banner 6.3 will be functioning properly without processing delays.
    3. The usage of the Higher One card will continue to grow.
    4. Our staff will be come more knowledgeable in all areas of Student Financial Services which will improve service to our students.

  3. Outcomes – Maintained or increased collections for Student Accounts, Perkins and Short Term Loans. With the addition of a new staff member for reconciling and reporting, our other staff members have been able to improve customer service to our students. Ongoing cross training of the staff, which will help to eliminate student frustrations in not being able to get needed information in a timely manner. Continue to encourage credit card payments via the web. Overall credit card web usage has increased 12% in number of items and 10% in dollar values over a comparable period in fiscal year 2004.

  4. Statement of Condition – Student Financial Services is in good condition. With the addition of an Administrative Assistant, our customer service oriented staff members have been able to provide better customer service to our students. Now that our new employee’s are gaining confidence in their positions, we will continue to concentrate on their cross-training. This will lead to improve effectiveness and efficiency to provide better service to our students.

  5. Departmental Achievements – Department Achievements – Successful implementation to Banner 6.0 and our web based STL application. The SFS web page is continually updated to assist the student in their financial needs. Additionally, we continue to assist in development of GA Best Practices for Banner Accounts Receivable. Continue to improve on announcements on Banweb and “myuwg”.

  6. Staff Productivity – Several staff members severed on various committees and attended a number of workshops. Committees served on included, RACAR, and the Strategic Enrollment Committee. Meetings or workshops attended included, Georgia Summit for Banner users, Perkins Loan Collections workshop, and Banner Accounts Receivable meetings. Short-Term Loan collections were increased by 18%. SFS staff processed 896 Short-Term Loan in FY05 – up from 841 in FY04. We maintain a Perkins Loan portfolio of 4,468 of which 1,241 are active. Perkins collections increased in FY05 by 4% while the number of deferments remained the same. We processed a total of 299 new Perkins loans for FY05 compared to a total of 311 for FY04. Student Account receivable collections increased by 3% in FY 05 from FY 04.