division of business & finance 2011-2012 annual report
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Division of Division of Business and FinanceBusiness and Finance
2011 – 2012Annual Report
Division of Business & Division of Business & FinanceFinance
Mission and Objectives The mission of the Division of Business and
Finance is to deliver administrative services that are helpful, simple, accurate, customer focused, and that use the University’s resources thoughtfully.
The division of Business and Finance supports the teaching, learning and research mission of the University by providing a wide range of services.The division, led by Vice President Michael Thomas, is responsible for all financial support services, including auxiliary services; budget management and analysis services; treasury and grant management services; facilities and construction management services; financial services; and property/inventory management services.
AUXILIARY SERVICESAUXILIARY SERVICESDivision of Business and Finance
Auxiliary ServicesAuxiliary ServicesAccomplishments in FY 2012Increased overall net income for
Auxiliary Services from $205,724.71in FY 2011 to $1,978,609.97 in FY 2012
Implemented first year of shift from Self-Operated to Outsourced Dining Operation with Aramark
Increased on-campus offerings for students with the addition of Java City Coffee House, Chick Fil-A, Pizza Hut and Burger King
Auxiliary ServicesAuxiliary ServicesAccomplishments in FY 2012Achieved increase in net income in
Housing from $2,064,109.66 in FY 2011 to $3,527,678.45 in FY 2012
Achieved first positive net income in Dining Services in three years
Increased commissions from bookstore sales from $286,358.00 in FY 2011 to $331,106.00 in FY 2012
Auxiliary ServicesAuxiliary Services COMBINED AUXILIARY SERVICES 2009 2010 2011 2012 General Revenue 664,264.14 982,138.60 991,266.62 2,631,776.50 General Student Fees 230,838.08 84,442.00 94,036.00 90,143.00 Sales & Services 6,555,756.48 6,811,688.15 6,562,399.56 6,658,039.10 Rentals 7,903,273.57 8,696,341.88 8,609,938.04 10,513,314.56
Other Sources 7,813.75 5,965.00 11,561.85 775,494.71 15,361,946.02 16,580,575.63 16,269,202.07 20,668,767.87
Salaries, Wages, & Fringes 4,996,918.82 4,932,858.24 4,350,184.95 3,097,130.84 Travel 27,395.23 10,987.30 13,410.32 25,978.12 Contractual Agreements 1,131,536.54 888,302.85 1,805,232.23 7,734,521.99 Commodities 5,042,698.11 3,919,253.39 4,955,226.78 2,732,035.03 Capital Outlay 69,239.26 21,889.44 102,712.09 91,450.37 Debt Service 770.00 -
Other Expenditures 29,233.44 870,911.16 542,739.19 (46,440.12) Transfers Out 5,810,185.24 5,827,657.92 4,293,971.80 5,055,481.67
17,107,976.64 16,471,860.30 16,063,477.36 18,690,157.90
Net Income (Loss) (1,746,030.62) 108,715.33 205,724.71 1,978,609.97
Auxiliary ServicesAuxiliary Services Dining Service 4 Year Tread
2009 2010 2011 2012 Sales and Services 6,211,939.18 6,526,434.10 6,254,403.47 6,172,581.10 Rentals 250.00 1,200,000.00
Other Sources 356.00 (966.65)
6,211,939.18 6,526,684.10 6,254,759.47 7,371,614.45
2009 2010 2011 2012 Salaries, Wages, & Fringes 2,280,969.71 2,329,174.92 2,144,115.48 70,472.92 Travel 13,308.43 637.80 599.69 457.93 Contractual Agreement 333,126.43 228,853.34 620,925.25 5,995,719.03 Commodities 2,763,792.35 2,485,945.75 2,552,527.09 188,904.12 Capital Outlay 188,161.78 690,451.17 367,585.72 (797,074.33)Transfer Out 1,820,675.10 1,623,638.02 1,177,309.06 1,177,558.55 Grand Total 7,400,033.80 7,358,701.00 6,863,062.29 6,636,038.22
Net Income(Loss) (1,188,094.62) (832,016.90) (608,302.82) 735,576.23
Auxiliary ServicesAuxiliary Services HOUSING 2009 2010 2011 2012
General Revenue 197,665.76 214,697.75 231,902.69 151,779.34
General Student Fees 230,838.08 84,442.00 94,036.00 90,143.00
Sales & Services 40,900.00 40,480.00 - 147.00 Rentals 7,886,566.26 8,637,947.46 8,552,572.35 9,151,191.56
Other Sources 2,700.00 5,965.00 11,205.85 24,460.00 8,358,670.10 8,983,532.21 8,889,716.89 9,417,720.90
Salaries, Wages, & Fringes 1,453,169.01 1,435,963.32 1,290,006.98 1,332,549.71
Travel 9,123.54 10,513.42 9,385.11 17,526.69
Contractual Agreements 263,602.57 296,213.13 371,830.86 234,922.29 Commodities 1,754,686.14 1,155,177.62 1,962,325.52 1,552,812.69 Capital Outlay 3,744.73 - 17,818.68 28,204.32
Debt Service 770.00
Other Expenditures (153,784.47) 197,721.75 188,389.46 (228,352.45) Transfers Out 3,747,913.47 4,023,615.67 2,985,850.62 2,952,379.20
7,079,224.99 7,119,204.91 6,825,607.23 5,890,042.45
Net Income (Loss) 1,279,445.11 1,864,327.30 2,064,109.66 3,527,678.45
Auxiliary ServicesAuxiliary ServicesGoals for in FY 2013Measure customer satisfaction through
customer service feedback cards and automated customer service surveys
Implement the UPS Parcel and Package service at Tiger Mail
Establish a student lounge in Heritage Dining
Monitor and achieve a breakeven budget for Walter Payton Wellness Center
Identify new revenue opportunities through new auxiliary enterprises
BUDGET AND BUDGET AND FINANCIAL ANALYSISFINANCIAL ANALYSIS
Division of Business and Finance
Budget and Financial Budget and Financial AnalysisAnalysisAccomplishments in FY 2012Through good budgetary practices, aided the
University in improving its reserve fund balance by $8,374,401.00
Budget and Financial Budget and Financial AnalysisAnalysisGoals for FY 2013Measure Customer Satisfaction through Customer Service
feedback cards and automated customer service surveys Increase budget review, analysis, and reporting for all
fundsContinue commitment to provide quality customer serviceAllow divisions and departments to utilize Banner system
to conduct budget transfers for all budget lines below salaries and fringes
Work with Human Resources to implement automated Personnel Action Forms (PAFs)
Work with Human Resources to improve management of position control
FACILITIES & FACILITIES & CONSTRUCTION CONSTRUCTION MANAGEMENTMANAGEMENT
Division of Business and Finance
Facilities and Construction Facilities and Construction Management (FCM)Management (FCM)Accomplishments in FY 2012Installed LED lights in 50% of all exterior
parking lots and buildingsIncorporated energy efficient systems in
new construction and renovationsForty percent (40%) of our irrigation
system is now controlled using a state of the art monitoring system called Maxicom
Improved communications with academic and auxiliary units through monthly meetings
Facilities and Construction Facilities and Construction Management (FCM)Management (FCM)Accomplishments in FY 2012Reduced work order aging to one
month or less for more than 80% of all work orders.
Based on surveys, 90% of the JSU Community reports that FCM meet or exceeds their expectations in timeliness of response, quality of work and effectiveness of communication
Facilities and Construction Facilities and Construction Management (FCM)Management (FCM)Accomplishments in FY 2012Based on surveys, 90% of the JSU
community reports access to FCM services is easy and seamless
Exit drills were conducted in all residence halls with active support and participation from Public Safety
All fire protection equipment maintenance schedules were increased to enhance performance
Facilities and Construction Facilities and Construction Management (FCM)Management (FCM)
FY2012, FCM generated a total of 45,950 work orders and closed a total of 45,072 for a 98.09%
annual completion rate.
Work Order Completion Report
Facilities and Construction Facilities and Construction Management (FCM)Management (FCM)Goals for in FY 2013Measure customer satisfaction
through customer service feedback cards and automated customer service surveys
Update University Master plan (Phase II)
Promote a sustainable/green behavior internally and throughout campus
Increase Safety Awareness Programs throughout all campus facilities
Facilities and Construction Facilities and Construction Management (FCM)Management (FCM)Goals for in FY 2013Research and expand Energy
Management Initiatives (Phase II)Obtain Energy Management CertificationMaximize TMA Materials ModuleAutomate Vehicle Rental/Fleet
Management ProcessesContinue reducing time period for work
order completionProvide targeted staff development
training for FCM staff
FINANCIAL SERVICESFINANCIAL SERVICESDivision of Business and Finance
Financial ServicesFinancial Services
Accomplishments in FY 2012Based on customer survey feedback
cards, improved overall customer satisfaction
Reduced the amount of bad debt expense by improving student account receivable collections
Automated the cash receipt processCompleted the A-133 Audit for FY
2011 with no audit findings
Financial ServicesFinancial ServicesEducation and General 3 Year Trend for Revenue
Sources of Funding (Actual) FY 2010 FY 2011 FY 2012Tuition $47,086,283 $55,207,349 $56,802,734 State Appropriations 45,262,424 $42,449,568 $48,417,788 Federal Appropriations 0 $ - $0 Local Appropriations 0 $ - $0 Federal Grants and Contracts (ARRA) 0 $5,185,457 $0 State Grants and Contracts (SFSF) 2,814,346 $ - $0 Sales and Services 1,066,877 $1,531,111 $1,272,143 Auxiliary 0 $ - $0 Other Sources 3,692,759 $1,544,513 $1,163,455 Transfers In $0
Total Sources of Funding $99,922,689 $105,917,998 $107,656,119
Uses of Funding (by Account Type) Salaries, Wages and Fringe Benefits $69,275,269 $64,734,038 $66,110,338 Travel 855,344 $1,474,503 $1,168,252 Contractual Services 20,482,703 $20,791,779 $23,040,729 Commodities 6,583,373 $5,839,324 $8,226,857 Capital Outlay - Non Equipment 768,323 $226,404 ($28,337)Capital Outlay - Equipment 703,541 $1,102,190 $748,594 Transfers Out 1,241,033 $816,589 $15,285
Total Uses of Funding $99,909,585 $94,984,826 $99,281,718
Uses of Funding (by Program) Instruction $38,512,513 $38,318,245 $39,755,333 Research 925,973 $928,376 $863,550 Public Service 1,047,929 $508,599 $616,663 Academic Support 8,524,281 $7,978,768 $7,255,780 Student Services 12,896,048 $12,236,227 $10,772,041 Institutional Support 15,674,634 $13,579,912 $14,961,914 O & M of Plant 10,519,546 $9,432,218 $11,594,295 Scholarships & Fellowships 11,808,546 $12,002,138 $13,462,143 Transfers Out 117 $344 $0
Total Uses of Funding $99,909,585 $94,984,826 $99,281,718 Net Effect - all Operations $13,104 $10,933,172 $8,374,401
Financial ServicesFinancial Services
Financial ServicesFinancial ServicesGoals for in FY 2013Measure customer satisfaction through
Customer Service Feedback Cards and automated customer service surveys
Implement the use of the Fixed Assets Module in Banner
Increase the vendor direct deposit population
Implement automated installment payment plan for student balances
Implement automated Travel and Expense Module in Banner
GRANTS & GRANTS & CONTRACTSCONTRACTS
Division of Business and Finance
Grants & ContractsGrants & ContractsAccomplishments in FY 2012Established a tracking system to insure the
billing/invoicing process was currentMaintained a monthly billing rate of better than 98%
and a reimbursement rate of at least 96% at year end
96%
4%
Grants & ContractsGrants & Contracts
Cash receipts - $75,044,171.41
Grants & ContractsGrants & Contracts
Goals for in FY 2013Automate the billing/invoicing function
for Grants and ContractsUse Banner Finance System for
monitoring and reporting purposesIncrease statistical reporting and trend
analysis for performance metrics monitoring
Improve staff performance through targeted professional development activities
INVENTORY/ INVENTORY/ PROPERTY PROPERTY MANAGEMENTMANAGEMENT
Division of Business and Finance
Inventory and Property Inventory and Property ManagementManagement
Accomplishments in FY 2012Completed a successful audit by the
State Auditor’s OfficeMaintained a 72 hours delivery rate for all
items received in the Central WarehouseInitiated a Clean Up Audit of all University
assets with 96% audited at June 30, 2012
Inventory/Property Inventory/Property ManagementManagement
Spring Clean-up Audit Results Total Fixed Assets at start of audit 19,296 Total Assets Audited 18,208
Assets not audited at June 30, 2012 1,088
Inventory/Property Inventory/Property ManagementManagementGoals for in FY 2013Reduce delivery rate for items received
in the Central Warehouse from 72 hours to 48 hours
Purchase automated system for receiving and tracking deliveries
Use hand held scanners to conduct inventory audits
Conduct 10% asset audits each monthImplement the Fixed Assets Module in
Banner
PUBLIC SAFETYPUBLIC SAFETYDivision of Business and Finance
Public SafetyPublic Safety
Accomplishments in FY 2012Increased the number of full-time
officers by three positions Reduced the number of contracted
officers by more than 50%Implemented 24/7 video surveillance
monitoring systemUpdated the Campus Safety and
Security Operational Plan
Public SafetyPublic SafetyGoals for in FY 2013Provide targeted professional development to
insure a skilled and competent Police Department
Place signage around campus noting that the campus is monitored by 24 hour video surveillance
Combine under Public Safety all safety and emergency functions such as risk management, emergency management and safety
Update where necessary the Campus Emergency Operations Plan
PURCHASING & PURCHASING & TRAVELTRAVEL
Division of Business and Finance
Purchasing & TravelPurchasing & Travel
Accomplishments in FY 2012Updated Travel procedures to reduce
time required to process approval and reimbursement documents
Started the process of updating the vendor database to better track minority participation
Conducted Minority Vendor Open House to highlight the University’s focus on increasing minority participation
Purchasing & TravelPurchasing & Travel
Goals for in FY 2013Improve customer satisfaction by
monitoring timeliness of internal processing through establishment of performance metrics
Implement the Travel and Expense Module
Increase minority participation by 10% over previous year
Improve staff skill sets by targeted professional development
RISK MANAGEMENTRISK MANAGEMENTDivision of Business and Finance
Risk ManagementRisk ManagementAccomplishments in FY 2012Installed wheelchairs, evacuation chairs,
and defibrillators in all applicable buildingsProvided training in CPR, Defensive
Driving, and General SafetyWorked with state troopers to monitor
Motor Vehicle Reports (MVR) for regular drivers of JSU vehicles
Monitored grounds and facilities in conjunction with IHL personnel to identify and reduce safety risks
Risk ManagementRisk Management
Goals for in FY 2013Work with State Troopers to review
MVR’s on all approved JSU driversEstablish performance metrics to
document timeliness of addressing safety concerns
Assist other departments with inspection of university buildings and grounds
TREASURYTREASURYDivision of Business and Finance
TreasuryTreasury
Accomplishments in FY 2012Increased the University’s cash flow
by almost $10.5MMonitored university bank accounts to
reduce threats associated with fraudulent check writing
TreasuryTreasury
CASH INFLOWS:FY12
PROJECTED TOTAL
FY12 ACTUAL TOTAL
FY11 ACTUAL TOTAL
GENERAL FUND $31,052,760 $30,810,262 $27,226,224
EDUCATION ENHANCEMENT $4,344,167 $4,215,303 $3,521,988
ECONOMIC DEVELOPMENT $500,000 $488,958 $485,433
E-CENTER $550,000 $488,958 $485,433
URBAN RESEARCH CENTER $495,734 $495,734 $497,481
AYERS $11,500,000 $13,443,429 $7,936,386
AYERS INTEREST $516,031 $120,335 $226,131
ARRA FUNDS $0 $1,217,047 $3,386,226
TUITION AND FEES $9,971,441 $11,949,974 $9,763,009
STUDENT LOANS $76,500,599 $84,522,339 $77,772,455
FEDERAL FUNDS $72,830,128 $78,639,942 $84,566,745
OTHER RECEIPTS $10,214,500 $10,543,112 $9,855,203
INTEREST INCOME $163,370 $252,022 $175,373
TOTAL CASH INFLOWS $218,638,731 $237,187,416 $225,898,088
TreasuryTreasury
CASH OUTFLOWS:FY12
PROJECTED TOTAL
FY12 ACTUAL TOTAL
FY11 ACTUAL TOTAL
EMPLOYEE PAYROLL $47,068,275 $46,736,586 $46,947,277
EMPLOYEE LIABILITIES $33,025,783 $34,460,735 $34,370,973
STUDENT PAYROLL $5,087,090 $5,372,741 $5,109,570
STUDENT LIABILITIES $156,807 $194,009 $145,057
VENDOR DISBURSEMENTS $61,086,739 $73,504,598 $63,471,347
STUDENT DISBURSEMENTS $49,601,725 $53,181,035 $58,109,653
DEBT SERVICE $4,559,348 $4,433,330 $6,220,959
SUPERCARD DISBURSEMENTS** $7,811,576 $7,082,918 $0
OTHER ITEMS* $1,244,109 $424,878 $10,306,338
TOTAL CASH OUTFLOWS $209,641,452 $225,390,831 $224,681,174
NET CASHFLOW FROM OPERATIONS $8,997,279 $11,796,585 $1,216,914
ENDING CASH BALANCE $21,706,736 $13,355,618 $17,559,033
TreasuryTreasury
Goals for in FY 2013Increase the value of the University’s
investment portfolio by 6% Increase or maintain University’s cash
flowMaintain or grow University’s reservesProvide targeted professional
development to increase staff expertise
End