Administrative Services Fiscal Year 2018
The Division of Administrative Services • Business and Financial Services • Document and Publication Services • Facilities Management • Human Resources • Illinois Law Enforcement Training and Standards Board Executive Institute • Office of Public Safety / Parking Services • Purchasing • Insurance, Risk Management and Emergency Preparedness
Business Services and Financial Services • 90 day delay to vendors • Fraud Risk Assessments across the campus • Automated the Travel Voucher • RFID in Property Accounting • ERP Replacement • Mapping Business processes with AIMS for ERP conversion
Document and Publication Services Open house to market services to faculty, staff, students, and alumni Marketing to local and regional non-profit organizations and government funded entities. Reduced departmental negative cash balance New online ordering system Maintained the campus MFD Program (157 MFD’s)
Document and Publication Services FY18 Totals (7.1.17-3.14.18) # of print production orders placed – 2087 # of mail pieces metered – 137,056 Revenue generated by departments - $229,253 Revenue generated by external accounts - $13,337 Revenue generated through walk-in customers - $14,593
Facilities Management Overview • 209 FTE employees • 25,500 annual work orders • 3,883,294 gross square feet • 200 for campus events maintained • 209 vehicles in service • 1,815 total acres • 57 fleet vehicles • 755 acres maintained • 24 fuel-efficient hybrids • 59 major buildings • 152 maintenance vehicles • 42.7 years, average age
Facilities Management Mechanical Maintenance Malpass Library Building Automation System Upgrade • Western Hall Building Automation System Upgrade • Currens Hall Steam Line Renovation • McKee Field Sprinkler installation • Art Gallery HVAC system upgrade • Campus Utility Load Shed Programming (BAS) •
Facilities Management Landscape Maintenance Diverted 7100#’s of food waste from the landfill • by use of Earth Tub composters We Care volunteer efforts to plant over 450 • mums, 18 trees, over 160 cubic yards of mulch Tree Campus USA designation for the 6th year • in a row!
Facilities Management Building Services 1200 requests for moving services • Cleaned just over 1100 student living • spaces during housing consolidations. (This number is in addition to cleaning all residence hall spaces during the summer). 150+ special requests for cleaning needs • for all areas of Campus 1300 requests for Set-up/tear-down for all • areas of campus.
Facilities Management Facilities Planning and Construction Arthur D. & Roslyn Chown Golf Learning Center • Rock Hanson Memorial Plaza • Sherman Hall 212 HVAC •
Facilities Management Business Units • Work Order Control: • Utilities: • 25,500 annually Spent over $5.7M • 11% less than FY17 • • Business Office: • Budgets: $2.06M annually • • Reduced Personnel Budget by $95,350 • Central Receiving: 3% less than FY17 • 3,300 annually totaling over $1.5M • • Reduced Operating Budget by $133,085 • Vending: • 1% less than FY17 • $100K annual commission
Facilities Management Transportation Services Maintained current fleet of 209 vehicles with no replacements • New logo wraps on select fleet vehicles • 1,600 rental fleet trip requests • 6.9% increase over FY17 • Driven over 1 million miles annually (all vehicles) • 9.8% increase over FY17 • Drive over 1M miles annually • Fuel-efficient hybrids driven over 207 annual miles •
Human Resources • Within FY18, transitioned Cindy Lotz to Director, and Michelle Foster to responsibility for Facilities Management and lead negotiating for seven Civil Service contracts.
Human Resources • Testing to one day per week, to better reflect work flow in the area. • Realigned staff offices to improve work flow, communication, and better customer service • Integrated Examination, Classification/Compensation, and Employment divisions in HR to improve cohesiveness and increase cross-training opportunities • Collaborated with UHDS to offer “WIU Development Day”, with 120 individuals attending six tracks with 25 programs.
Human Resources Civil Service Exams Taken FY 08 2782 FY 09 3937 FY 10 2782 FY 11 3005 FY 12 3566 FY 13 3901 FY 14 2312 FY 15 1805 FY 16 803 FY 17 1058 FY 18* 1030
Human Resources New procedures for exempting positions from Civil Service under 36e3 and 36e4 of the State Universities Civil Service Act
Human Resources • Completed 35 position audits, FY 18 Audits by VP Area with 86% resulting in reclassification or reallocation 0% 7% 10% President 6% • Continued expansion of “Custom Provost & Academic Vice President Classifications”, resulting in Vice President, Administrative Services greater hiring flexibility and 19% Vice President, Advancement and Public Services successful hiring for departments Vice President, Quad Cities and Planning 58% Vice President, Student Services
Illinois Law Enforcement Training and Standards Board Executive Institute • Supported crisis intervention training (15 years) • To-Date ILETSB has certified over 5,700 officers statewide, from more than 350 agencies in this specialized training • Hosted the 2017 Illinois Crisis Intervention Team Conference
Illinois Law Enforcement Training and Standards Board Executive Institute • Provided professional development to all practicum and intern students and graduate assistants through attendance and participation at the following conferences and meetings • Interpersonal Violence courses • Illinois Terrorism Task Force Meetings • Illinois School and Campus Safety Program courses • 2017 Crisis Intervention Conference • 2017 Problem-Oriented Policing Conference • 2018 Women in Criminal Justice Conference Officer Mariola Skonieczna, Hanover Park PD, a WIU graduate and former Executive Institute student worker
Illinois Law Enforcement Training and Standards Board Executive Institute • Hosted supervisory, management, and leadership courses for first line supervisors, middle managers, and chief executive officers • Developed a series of online training courses related to mandated training for law enforcement in the areas of • Cultural Competency • Procedural Justice • Human Rights • Civil Rights and Civil Liability • US Constitutional Authority
Illinois Law Enforcement Training and Standards Board Executive Institute • Partnered with the Illinois Terrorism Task Force to: • Advance public and private sector partnerships • Enhance community, school, and personal preparedness in the event of a disaster • Disseminate emerging intelligence information through workshops and the Statewide Terrorism and Intelligence Center • Developed the K-12 and higher education Illinois School and Campus Safety Resource Center website for educators, parents, and law enforcement • Collaborated with K-12 schools and colleges, and universities to host behavioral threat assessment training courses and other relevant training topics for faculty and staff, law enforcement, and others
Office of Public Safety/Parking Services
Office of Public Safety/Parking Services About OPS & A Few Statistics • 24 hours a day 7 days a week • 24 Police Officers certified through the State of Illinois • Officers are highly trained receiving continuing yearly education/training. • Assisted 627 motorists on campus • Provided 170 escorts • Answered 12,845 phone calls • Handled 2,371 calls for service • Conducted 3 RAD classes with 28 total participants • Presented at 18 UNIV100 classes which reached 462 students • Conducted 57 educational programs for campus community
Office of Public Safety/Parking Services Responsive to Campus Community Needs • “I am very fortunate to live on a campus with its own real police force.” --- Courier Staff, Rebecca Ruder, Campus Safety Police Goes Far and Above Their Job • “I was really impressed by their response time. They were very professional in making sure I was placed a safe distance from the building,” --- Letisha • “I had a conversation with many of the BSA members and they said that you all changed their perspective of cops today!” --- La’India • “OPS was very visible, around the buildings, walking floors, talking to people and interacting, as we approached closing.” --- Mishelle • “Thank you for your continued support to present this training (RUN -HIDE- FIGHT),” --- Sheila • “I wanted to thank you and both OPS officers for what a wonderful presentation that it was… Great ideas and great information.” --- Mary
Office of Public Safety/Parking Services Engaged with Campus Community
Office of Public Safety/Parking Services Social Responsibility Miracle Jean Day Polar Plunge Bicycle Helmet Give-away No Shave November Community Benefit Halloween Rocky statute in front of OPS Crime Stopper Dance Marathon St. Baldricks OPS, Standing Strong Together
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