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Auxiliary: Annual Report FY03

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:

  1. 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.
  2. 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.
  3. 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:

  1. 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.
  2. 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.

  3. 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   

  1. 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.
  2. Bookstore – The Master Plan update that is underway will address the bookstore’s future needs in terms of location and square footage.
  3. Vending Services – Increased revenue to the university provides financial support to improve auxiliary services.
  4. 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.

Departmental Achievements   

  1. Completed 60% of the renovation work in Z-6, food court and built out two coffee kiosks and a c-store for ARAMARK use.
  2. Implement a campus One Card system.
  3. Issue a new five-year snack contract resulting in an increase in revenue.

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.

Student Achievement


Other Awards, Distinction and Achievements -