FY14 Consolidated Annual Report, Planning Document, … · FY14 Consolidated Annual Report, Planning Document, ... Easytrieve reporting jobs. 2. ... enable us to stop using the DOS-based

FY14 Consolidated Annual Report,

Planning Document, and Budget Requests

Western Illinois UniversityAdministrative Services

April 4, 2014

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Administrative Information Management SystemsAIMS Mission Statement

Administrative Information Management Systems (AIMS) partners with University constituents to create, implement, and support integrated information management solutions that contribute to the success of the University’s mission.

Values

• Weareaccessibletoourusersandstrivetosatisfytheirdataneeds.• Weplacehighimportanceonaccuracy.• Weareadaptiveandinnovativeinourapproachtodatamanagement.• Wevaluethecontributionsofeachemployeeandbelieveweaccomplishmorewhenwework

togetherthanwhenweworkseparately.• Webelievethatemployees’personallivesmatter.• Weencourageself-improvementandprofessionalgrowth.• Wemaintainethicalbehavior.

TheprimaryobjectiveofAIMSistoprovidecentralizedinformationsystemservicestotheUniversity.WehavedevelopedandmaintainanenterprisesystemtosupporttheadministrativeofficesofWIUasthoseofficesconductthebusinessoftheUniversity.AIMSmaintainsmanydaily,weekly,monthly,andyearlyprocesses and is responsible for ensuring that those processes run smoothly. AIMS also produces ad hoc reportsforavarietyofrequestedinformation.Wehavestrongrelationshipswithourusers,andmostofthemrelyonusquiteheavilyintheirday-to-dayoperations.Wearerequiredtoknowagooddealabouttheir business processes, and we are often the continuity when turnover occurs in a business office.

Accomplishments and Productivity for FY14

AIMS staff are divided into several areas, and each area has had many accomplishments in FY14. However, two major accomplishments were achieved by the entire department:

1. In February, AIMS completed the migration from 2BDB2, a transparency product used to access DB2 data. All programs now access DB2 data with Structured Query Language (SQL), either directlyorthroughseveralprogramsthatwerewrittenin-houseforthispurpose.Thisprojecthas spanned several years and affected over 5,000 COBOL programs and several thousand Easytrieve reporting jobs.

2. InAugust,theIBM2096-N02214mips(machineinstructionspersecond)mainframewasreplacedwitha2818-L02236mipsmachine.InOctober,theIBM21054terabyte(TB)storageunitwasreplaced with a Hitachi VSP 10TB unit. The hardware replacement was a joint effort with uTech’s Enterprise Systems and was achieved with University funds. Since the installs, we have seen improvementinCICSresponsetimesinbothWIUPandSTARS,andthe2nd-shiftprocessingtimehas been reduced by 1.5 to 2 hours nightly.

Additional Accomplishments

AIMS . . .

• assisteduTech’sEnterpriseSystemsareawithmigrationofthetestandproductionsystemstoDB2V10.ThetestsystemwasmigratedfromDB2V8toDB2V10onOctober23,2013.ProductionwasmigratedonNovember3,2013.

• created...• anewsystemforloadinganddisplayingP-Cardtransactions.

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• myriadreports,e-mails,downloads,anduploadsinsupportofAdmissionsandRecruitment.• avarietyofnewscreensandreportsandprovideddownloads,e-mails,labels,andlistsfor

various user departments.• modifiedhealthinsurancereportingsystemtofacilitateswitchingtoanewinsurancecompany.• developed...

• asystemtosupportmandatedreportertracking.• asystemtosupportRothaccountsthroughpayrolldeduction.• aprocesstoconferqualifyingdegreesthedayafterfinalgradesinsteadoftheusualtwo-

weekdegreecheck-outperiod.Thefirsttimethiswasdone,92%ofundergraduateand70%ofgraduatedegreeswereconferredearly.Inthepast,WIUgraduateshavelostjobsbecauseofthistwo-weekwait.OnerecurringissuewasK-12superintendentsneedingdegrees conferred before January in order to have contracts written for new teachers with the graduate’s job offer hinging on this.

• StudentShoppingSheetTuitionandFeepricecomparison.• aBudgetScreenwhichbuildsstudentbudgetsbasedonassessmentcode,tuition,fees,

and miscellaneous costs.• wroteaprogramtopassmainframedatatothesystemwhichcontrolswhocanentertheFacilities

Management training room.• finishedgradereplacement.Thiswasahigh-effortprojectthathasadramaticeffectoverstudents’

careersatWIU.ThisdirectlyaffectsstudentretentionandincreasesrevenuefortheUniversity.• added...

• studentidentificationpicturesfromthecampusIDcard(CSGOLD)systemtotheStudentSummary(SUMM)screenonWIUPontheWeb.

• processtocollectMissingPersonContacttohousingcheck-in.• removedallHousingPre-PayandreplaceditwiththeAdmissionsEnrollmentDeposit.• madeextensivemodificationsforFinancialAidprocessingaswedoeveryyearduetoconstantly

changingfederalrequirements.Modificationsrequirefileexpansions,screenchanges,andotherchanges to the processing.

AIMS has already completed or will have completed the following by fiscal year end:

• ApersonhasbeentransferredintotheDataWarehouseareatoassistwithETLprocesses.Training for this person is in progress and was accomplished through reorganization within the department.

• Tracee-mailaddressesonnon-WIUapplicants,allowingHRtosendexamscores,etc.,viae-mail.• CreateaDB2tabletostoreSURSdatatotrackretireeswhohavereturnedtoworkandshouldnot

haveretirementtakenoutoftheirpay.• TheoptiontosendofficialtranscriptselectronicallywillbeaddedtotheSTARStranscriptrequest

screen.ThiswillbedonethroughCredentials,Inc.,thecompanyWIUcurrentlypartnerswithintranscript delivery.

• AnewsystemforacademicdepartmentstoenterscholarshipinformationinWIUPontheWebwillhave been written with the scholarships fed through the Foundation Scholarship process.

Fiscal Year 2015 Major Objectives

AIMS will . . .

• modify...• theAutomatedPaymentPlansystemtoallowmultiplecontractsperterm.Thecurrent

version was set up to allow only one contract per student per term.• FY15-16processingforFinancialAid.

• create...• acampussecurityauthoritysystemsimilartoonlineethicsforanyonewhohascontactwith

students in an advisory capacity—Office of Public Safety, Advising and Academic Service

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Center, Counseling Center, and Alcohol and Other Drugs (AOD) staff; and Intercollegiate Athletics coaches and advisors.

• systemstotrackpaperethicstraining,economicinterestformsforemployees,andemployee disability and veteran information.

• ascreentoallowapplicantswhoarecurrentemployeestolookattheirregistersandrankings.

• anEnrollmentProjectReportcomparingfouryears.• aseriesofautomatedlettersforthenewcommunicationplan.• anewSTARSscreentoallownewstudentstoviewtheprogressoftheirassignments.

• openupgradereplacementforgraduatestudents,whichwillhavedifferentrulesthanthoseinplace for undergraduates.

• processNCAAcompliancechangesduetogradereplacement,enablingBachelorofArtsinGeneralStudies(BGS)studentsintheprocessing,plusanumberofGeneralEducationchanges.

• addgradingoptions“FN”and“FW”tothe“F”grade.• e-mailparkingpermitswithHTML.• rewritetheWebinterfacefortheContractRenewalprocessinSTARS.• remodeltheSatisfactoryProgressprocessforfurtherautomation.• reworkDisabilityResourceCenterdatabaseandWIUPsystem.

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Business & Financial Services Fiscal Year 2014 Major Accomplishments

AsofFebruary20,2014,BillingandReceivables...

• processed...• 17,678studentpaymentsfor$23,734,782.38.• 17,067refundstostudentsforatotalof$36,587,453.68.• 3,157third-partypaymentstotaling$4,098,482.94.• 486GIBillpaymentstotaling$1,012,411.50.

• collected372offsetpaymentstotaling$53,991.34fromtheStateComptroller’sOfficethroughstateoffset.

• certified1,024GIbillstudents.• hassaved$7,764.28incollectioncostssinceimplementationofthenewAuthorizationStatement.

Business Services . . .

• processed1,659travelvouchers.• wrote5,635checks.• issued16,453electronicfundstransfers(EFTs).• created146accounts.• tagged1,111newequipmentitemstotaling$2.3million.• codedandentered27,669journalentries.• audited11,020Pcardtransactionstotaling$5.4million.• reduced...

• thenumberofpaperchecksissuedbyincreasingthenumberofvendorsreceivingpay-mentsviaEFT.ThroughJanuary31,2014,67%ofaccountspayablepaymentsareviaEFT.

• thenumberofpaperchecksissuedbypayingaccountspayableDPAsviatheprocurementcard (PCard).

• developedaproceduremanualfortheInventorySpecialistposition.

Financial Systems . . .

• workedwith...• AIMStoaddatextfeaturetoWIUPscreensusedbyemployees.Thisallowsemployees

torequesttransactioninformationfromeithertheFinancialReportingSystem(FRS)ortheBillingandReceivables(BR)system,whichthencreatesatextfilewhichissenttotheuserviae-mail.

• AIMStocreatea.pdffileofthe1098tformwhichissentviae-mailtoemployeesintheBilling&Receivablesoffice.Employeescanthenprinttheformore-mailittotherequestor.

• CherylWebster,HollySpence,andAIMStodevelopaDPAformontheWeb.ThecurrentDPA form is not easily accessible to all employees on campus, so this new form will be availableasaWIUPscreen.UseofthisformwillallowemployeestosavetheDPAinfor-mationforfuturereference.Oncethisformiscompleted,wewillworkoncreatingaTravelVoucherformontheWeb,andthencontinueontoPhaseIIwhichwillallowustogopaper-less with these forms.

• AIMSandAccountingtodeveloponlineUnclaimedPropertyscreens.ThescreenswillenableustostopusingtheDOS-baseddatabasewearecurrentlyusing.Thisnewsysytemshould be fully operational by April.

• BillingandReceivablestousethenewIDropsystemcreatedbytheStateofIllinoistoreport collection information, and converted our processes to the new streamlined Loan Consolidation Process used by the U.S. Department of Education.

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• BillingandReceivablesandAIMStoautomatethechargesfromtheBeuHealthCenter.• AIMStocreateanonlineequipmentloanforthePropertyAccountingandRedistribution

Center(PARC).• utilizedstudenthelptocoverthereceptiondeskinBusinessServices.Thestudentsperformthe

receptiondutiesaswellasscandocumentsintoLaserficheandvoucherpaymentsintoFRS.• automatedtheCashSheetsprocessusedbytheAccountingOfficetoenableeasierinputofdata

intoFRS.• continued...

• toworkwithAccountsPayabletomovevendorstoacceptingpaymentsbytheAutomatedClearing House (ACH).

• workonanupdatedproceduresmanualfortheFinancialSystemsarea.• workedtostreamlinetheCostEstimatorusedbystudents.

Purchasing . . .

• providedassistancetoFacilitiesManagement(FM)inregardstoQualityBasedSelection(QBS)for Architectural and Engineering Services.

• implementedanewPCardsysteminApril2013incooperationwithJPMorganChase.ThisinvolvedregularaswellasmonthlymeetingsduringthefirstquarterofFY14inordertoworkthrough unique implementation concerns.

• representedthePurchasingOfficeinbiweeklyFMmeetingsinregardstoongoingprojectsoncampus.

• participated...• onthePhase2implementationcommitteeattheQuadCitiescampus6thStreetlocation

(3staffrepresentatives).• intheIllinoisPublicHigherEducationCooperative(IPHEC)Directorinterviewprocess.

• sourced,incooperationwithFM,afive-yearcontractwithKoneforelevatormaintenanceontheMacomb campus.

• servedon...• theCenterforPerformingArtsCommittee(CPAC).• theUniversity’smonthlyADAAdvisoryCommitteemeetings.• theITGovernanceAdvisoryCommitteetoaddressimplementationandprocedures.

• facilitatedthreeseparatetrainingopportunitiesinregardstoVendorCommunicationReportingtotheMacombandQuadCitiescampuslocations.WorkedinconjunctionwiththeUniversityEthicsOfficer to compose a presentation and list of FAQs for the campus to access via the Purchasing website.

• addressedexternalauditingconcernsfromFY12andFY13byinstitutingnewproceduresanddepartmental training.

• wasinvitedbytheQuadCitiesChamberofCommercetoattendtheirnewvendorforum.Tworep-resentativesfromthePurchasingOfficepresented“OpportunitiestoDoBusinesswithWesternIllinoisUniversity”withQuadCitiescampuspersonnel(September2013).

• teamedwithourregionalProcurementTechnicalAssistanceCenter(PTAC)advisortoformulateaplantopromotebusinessopportunitiesatWIUthroughouttheStateofIllinois.Conductedawebi-narpresentationinJanuary2014followedbyacoachingsessioninMarchandamatchmakingsession between the University and new vendors in April. (This participation was funded by grants with no cost to the University.)

• representedthePurchasingOfficeinreviewing,evaluating,andawardinganewcontractforStudent Health Insurance.

• representedtheUniversityinattendingquarterlymeetingsinChampaignforIPHEC.Withinthisrepresentation, Purchasing Office personnel also served on IPHEC sourcing committees for the following awards in FY2014:• Furniture(Office,Classroom,Residential)• ComputerPeripheralsandNetworkingServices• AirFilters

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• OnlineTravel• NetworkingServices• SearchFirms• Apple,Dell,HP,LenovoLaptops,Tablets,andPersonalComputingAccessories• Audiovisual• BusinessEnterpriseProgram(BEP)RulesCommitteeReview• BulletinSearchEngineCommittee

• hadstaffmembersparticipateintheBuildingConnectionsprogram.• conferencedintomonthlyChiefProcurementOfficer(CPO)meetings.• evaluatedPurchasingOfficeworkflowtoestablishproceduresforinternalandexternalaudit

compliance. • updatedthePurchasingOfficewebsitestofacilitateinformationandtrainingtoUniversitydepart-

ments in regards to procurement policies, forms, and FAQs. • heldweeklystaffmeetingswithinthePurchasingOfficetoupdatestaffonrecentprocurements,

policies, procedures, and other campus issues. • representedthedepartmentinbiweeklyProcurementBulletinmeetings.• attendedbiweeklyleadershipmeetingswiththeVicePresidentandBusinessServices.• heldconsecutivetrainingmeetingswithFMandPurchasingOfficepersonneltofosterincreased

communication and procedural changes.


Business & Financial Services will . . .

• continue...• toevaluateprocessesandtoidentifywaysofstreamliningandimprovingoperationswhile

maintaining internal control.• withcrosstrainingandrevisingtheAdministrative Procedures manual.• areviewofrecordsandwillimplementlong-termrecordretentionpolicyforallareaswithin

Business Services.• tomovemanualprocessestoelectronicprocesses,whereappropriate.• toinvestigatenewopportunitiesforcontractsavingsoncampus.• torepresentthePurchasingOfficeinvariouscommitteesandprojectmeetingsoncampus

and at the State level (IPHEC).• toidentifypaperchecksinPayrollthatcanbemovedtoACH(electronic)payments.• todocumentwrittenproceduresforalldepartmentalresponsibilities.

• evaluateandupdatepoliciesandprocedures,includinganupdateandexpansionofinformationavailable on the University’s webpage.

• evaluateaccounting,financial,andbudgetsystemsthatareavailableinthemarketplaceforeven-tual purchase and implementation.

• promotepersonalandprofessionaldevelopmentforallemployees.• awardbankingservicescontract.• renewFinancialAdvisorandBondCounselcontracts.• upgradePropertyAccountingscanningequipmentandaddadditionalfunctionalitytopotentially

reduce the burden of the annual physical inventory process.• explore,alongwithFinancialSystems,optionstostreamlinethepreparationandsubmissionof

DPAs and travel vouchers.• representthePurchasingOfficeinadditionalneedsregardingtheCPAC.• analyzePurchasingOfficeproceduresforbestpracticeandcontinuetomonitorforaudit

compliance. • implement...

• aUniversity-wideconstructioncontracttobeusedforallfutureprojectswithinclusivelanguage to protect the interests of the University.

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• astandardcontractforallotherprocurementneeds.(Inthepast,thebiddocumentand/orpurchase order served as the contract.)

• Serveonad hoc committees as required to further the economic interests of the University and to ensurecompliancewiththeIllinoisProcurementCode,ExecutiveEthicsCommissionrules,Statelaws, and Board of Trustee guidelines.

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Budget Request Format for Program Support FY15

PriorityNumber BS#1

I. Unit submitting request

Business Services

II. Provide a short title of the initiative proposed for incremental funding.

Financial System

III. Provide a short description of the initiative proposed for incremental funding and how it relates to the University’s goals, mission statement, or strategic plan.

ThecurrentFinancialReportingSystem(FRS)hasbeeninplaceforovertwodecadesandneedstobereplaced.AmajorinitiativehasbeeninitiatedinFY13toevaluatetheneedsofkeystakeholdersandusersoffinancialinformationandtoidentifyanewfinancialsystemfortheUniversity.

IV. Describe the specific accomplishments and increases in productivity expected from this initiative and how results will be measured or evaluated.

A new financial system will improve efficiency as it will decrease reliance on paper; will reduce processing time for payments made in accounts payable, travel, and purchasing; will improve processingforBillingandReceivables;willenableaccurateandtimelyfinancialreporting(includingrecordingofinventory,capitalizationofassets,reportingofexpenses,statementpreparation,etc.);willsupportcompliance-relatedactivities;willoffermoreintuitivewaystoaccessdataforimprovedandmoretimelydecisionmaking;andwillbemoreuser-friendlyforcampusstakeholders.

V. Provide a listing of all incremental funds requested by the following categories:

PersonnelServices A/P

C/S

NTT

T/T

Equipment and Instructional Materials

Library Materials

ContractualServices $2,500,000

OtherOperatingFunds $500,000

Total $3,000,000

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VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes No x

VII. Will the project be supplemented by other funds? Yes No x

If yes, please describe:

ContactPersonIfQuestions JulieDeWees (309)298-1800 Name PhoneNumber

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Document and Publication Services Accomplishments and Productivity for FY14

DPScontinuestoworktofulfillitsmission:ToprovidetheWesternIllinoisUniversitycommunitywithpro-fessionalservicesandhigh-quality,cost-effectivepublicationswhileupholdingtheinstitution’scorevaluesand image.

Fiscal Year 2014 Major Accomplishments

Document and Publication Services (DPS) . . .

• modifiedtheusualQuadCitiescourierroutescheduleinSeptember2013fromfivetothreetimesweeklyandshippedurgentitemsviaalternatecarrieronnon-routedaysonlythreetimessincethattime (two from Macomb to QC; one from QC to Macomb).

• migrateditsonlineofficesuppliesordersitefromSprockettoMagento.• developedacontingencyplanforcommunicatingtoemployeesduringaDPS-specificevent(no

power;roadsclosed;lackingpeopleorresourcestodelivermail,providecourierservice,processdailies, produce rush jobs, etc.).

• sponsoredonegraphiccommunicationstudentinternfromtheDepartmentofEngineeringTechnologyduringthesummerof2013.

• continuestoservestudentswithextendedhoursbeforeandafternormalofficehoursduringtheweekandweekendbeforeaswellastheweekoffinalseachsemester.DPSstaffsallextendedhoursusingcompandflextime.

• helpedAquatic MammalsachieveaThomsonReutersimpactfactorrating(ameasureofthefre-quencywithwhichthe“averagearticle”inajournalhasbeencitedinaparticularyearorperiod,arating the editors of the journal have tried to achieve since 2005).

• receivedtheSeptember2013DivisionofStudentServicesActofKindnessAward(nominatedbytheStudentDevelopmentOfficeforstaffmembers’workontheextensivelyrevisedstudentplanner).

• receivedvoluntaryreasonableaccommodations-relatedtrainingfromtheOfficeofEqualOpportunity & Access.

• continuestoexploreandimplementvariousmeansformarketingitsservicestovariousUniversityconstituencies and to inform constituents about relevant University policies and procedures as well as DPS services and internal procedures and protocols.

• madeapresentationduringCampusSustainabilityDayactivities.• continuestopickup(duringdailymailroutes)andrecycleprinterandcopiertonerandinkcar-

tridges, regardless of the source of the cartridges.

In addition, . . .

• DPSprocessedandbilledmorethan8,200totaljobsbetweenFebruary1,2013,andJanuary31,2014(down13%fromsameperiodlastyear),includingthefollowing:• 4,176printjobs(85jobsperweek,17jobsperday)• 3,065printpreparationandprintprojects• 2,298officesuppliesorders(47ordersperweek)• 1,677UCPmonthlymeterreadings• 471flatsheetorders• 372businesscardorders• 268letterheadandenvelopeorders• 272externaljobs• Theabovefiguresdonotincludejobspaidwithcash,check,orbankcard.

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• DPSmailingservicesprocessedmorethan1,128,145piecesofmailduringFY13(up1%com-pared to FY12), including the following:• 365,357piecesofoutgoingfirstclassmeteredmail(7,396piecesperweek)• 199,582piecesofoutgoingfirstclassautomatedmail(4,040piecesperweek)• 546,992piecesofoutgoingstandardandnonprofitautomatedmail(11,073piecesper

week)• 9,412piecesofincomingbusinessreplymail(191piecesperweek)• 6,862piecesofincomingpostageduemail(139piecesperweek)• TheabovefiguresdonotincludeotherincomingU.S.mail,interdepartmentalmail,orpre-

paid mail.• TheUniversityCopierProgram(UCP)consistsof153totalinstallations,including10publiccopi-

ers,98networkeddevices,and6newlyinstalleddevices(February1,2013,toJanuary31,2014).• DPSreceived$78,567fortheproductionoftheIllinois Reading Council Journal for FY14 (same as

FY13).• HRperformedoneCivilServicepositionauditatDPS.HRreclassifiedthepositionastheresultof

theaudit(AssistantPressTechniciantoMailingEquipmentOperator–ExpediterIII).• DPSstaffmembersservedonthefollowingcommittees:SustainabilityCommittee,CivilService

ExecutiveCommittee,InternetTechnologyAdvisoryCommittee,WebAccessibilityCommittee,UniversityTechnologyAdvisoryGroup,ITGovernanceMarketing/ExternalAlliance,CivilServiceScholarshipCommittee,UniversityMarketingWorkingGroup,andtheIntellectualPropertyOversight Committee.

• TwoDPSstaffmembersparticipatedasmentorsintheBuildingConnectionsmentoringprogramforthe2013-2014academicyear.

• OneDPSstaffmembertaughtasectionofUniversity100.• VariousDPSstaffmembersparticipatedincommunityserviceeventssuchasPaintthePaws,

WeCare,andBigPinkVolleyballaswellasinWesternWell(e.g.,WesternWalks-a-thon).


DPS will . . .

• plannottofillagraphicdesignpositionwhenthecurrentpositionholdervacatesthepositioninAugust 2014. The remaining four graphic designers and the publications manager will assume the responsibilities of the vacated position.

• continueto...• evaluatetheneedtoreplacethreepiecesofequipmentfortheDPSmailoperation(anet-

workedaccountingsystemandtwomailmeteringmachines).• evaluatetheneedtoreplaceblack-onlyandcolorproductionprinters.• evaluatetheneedtoreplaceahigh-speedaddressingprinter.• evaluatetheneedtoupgradeitspressplatemakingsoftware.• usedailycheck-inmeetings,weeklystaffmeetings,andweeklystrategic-tacticalteammeet-

ingssystemtoaddressshort-andlong-termplanningissues.• evaluatetheefficacyofextendedhoursbeforeandafternormalofficehoursduringtheweek

beforeandweekoffinalseachsemester.• evaluate(incooperationwiththeVicePresidentforAdministrativeServices)waystouse

DPS personnel to assist other departments in the division with relevant goals and projects.• prepare...

• toworkwithanoutsideconsultanttoimproveoperationsandservicelevels.• anITGovernanceproposalandprocurementdocumentsbytheendofthecalendaryearin

cooperation with Purchasing for a new University Copier Program (UCP) contract. The cur-rentUCPcontractendsJune30,2015.

• migrateitsWebcontenttotheUniversity’scontentmanagementsystem.

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Facilities Management Fiscal Year 2014 Major Accomplishments

Facilities Management (FM) . . .

• implemented...• e-maillistservsfortheoccupantsofeverycampusbuilding.Thishasgreatlyincreasedthe

direct communication between FM and the building occupants.• anewslettertoprovidebettercommunicationtoFMemployeesandthecampus.• aDepartmentofCommerceandEconomicOpportunity(DCEO)CompostingGrant,includ-

ingthepurchaseandinstallationoftwonewEarthTubcompostersandtheexpansionoffoodwastescrappick-uptoover300lbsperday.

• continuedworkingwiththeHumanResourceOfficertocompleteaPolicy & Procedure Manual that willworkforallFMdepartments.Wehavecurrentlycombinedallpreviousmanualsthatexistedand are going through them to get rid of obsolete and inaccurate materials.

• purchasedtennewvehiclesfortherentalfleet:5FordC-MaxHybrids,1DodgeMiniVan,and3FordE35012-passengervans.ThreeoftheFordC-MaxvehicleswerepurchasedforuseattheQC campus.

• completed...• OccupationalSafetyandHealthAdministration(OSHA)hazardcommunication-required

GlobalHarmonizingSystemsemployeetrainingfor286FMemployees.• steamlineimprovementsPhase1,2,and3.• plansandspecificationsforCenterforPerformingArtsparking.• classroom,hallway,andlobbyimprovementstotaling$175,000.Thisimprovedover20

classroomsaswellashallwaysandentrancesinninebuildings.Thirty-fivehundredceilingtiles and 6,500 floor tiles were replaced.

• hostedthefirstannualCampusSustainabilityDayeventwithnearly120faculty,staff,andstudentsin attendance.

• demolishedtheHeatingPlant’scoalandashsilo.• reducedtheBuildingServicesworkforcethroughattritiontoreduceourpersonnelservices

spending costs.• initiatedthefirstacademicrestructuringinBuildingServicesintwobuildings:(1)Multicultural

Center(MCC)(reducedpersoninbuilding;madejobMonday-Friday;andinitiatedskipdays,cleaningofficesonlyonedayaweek)and(2)Stipes(reducedonepersoninbuilding,madealljobsMonday-Friday,andwillbeinitiatingskipdaysoncethenewequipmentarrives).

• installed...• brickpaverpatioatSealHall(finalcompletionthisspring).• featherflagreceptorsonUniversityDrive• newbottlefillstationsatsevennewlocationsaroundcampus,includingMalpass,Horrabin,

Physical Plant, etc.• againachievedTreeCampusUSArecognitionthroughtheArborDayFoundation;alsocreateda

draftEmeraldAshBorerReadinessPlan.• purchased75newexteriortrash/recyclingreceptaclesinnewcampusstandard(deliveredthisfall;

placement to begin in spring).• submittedthesecondannualFacilitiesPerformanceIndicators(FPI)reporttoAPPALeadershipin

Educational Facilities in December. The FPI survey is an annual collection and reporting of data relatedtoeducationalfacilities.Itallowscollegesanduniversitiestolookatfacilityoperatingcosts,staffinglevels,andexpenses,aswellasbuildingandspaceusage.ThisallowsFMtobenchmarkitself to similar institutions.

• receivedDCEOElectricandGasEnergyEfficiencyGrantstotaling$221,000.

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FM Environmental Health, Safety & Sustainability will . . .

• continue...• toevaluatealldepartmentsforimprovementsinproductivity,improvedcustomerservice,

and reductions in budget.• toupdatethePolicy & Procedure Manual as needed.• topurchasenewrentalvehiclesasthebudgetallows,replacingouragingandhighermile-

age vehicles.• replacingagingsafetyequipment(i.e.,metersandfallprotection).• spacestudydataentryforallcampusroomsandspaces.• movingforwardwithpurchasingmoregreenproductsandequipmentinBuildingServices

and will purchase dispensing systems to control overusage of chemicals.• applicationprocessforpotentialDCEOgrantincentives.

• implementanimprovedCapitalPlanningprocesstoincorporatedatafromtheFacilitiesMasterPlan, Master Plan Implementation Team, and Space Planning.

• increasetheuseoftheComputerizedWorkOrderManagementSystemtomeasureefficiency,improve productivity, and provide better service to campus.

• undertakeBeuHealthCenter’sfirstfloorasbestosabatementofoldlinesandre-insulationofnewmechanical piping.

• install...• chargingstationsinTransportationServicesparkinglot.• timeclocksystemforPhysicalPlant.

• increasecampus/departmentparticipationintheFMSafetyCommittee.• launchaRockySustainssustainabilityblogwithUniversityfaculty,staff,andstudentsaswriters.• replacewoodfloorinWesternHall.• developaformalkey/lockpolicyforcampus.• initiatemoreacademicrestructuringwithinBuildingServicesasmoneyandtimeallows.For

example,continuetohavemoreofthegeneraljobsbecompletedMonday-Friday,thusminimizingenergyusageontheweekends.

• completeWetzelParkPhase1:patioandsidewalktoconnecttobusstop.• hostSpringWeCareApril25,2014,andFallWeCaretheweekofSeptember29-October3,2014.• createaSnow Removal Handbookthatfurtherbreaksoutprioritiesbaseduponvariablesthat

occur during snow events (e.g., special events, days when classes are not in session, University closures, appropriate locations to pile snow, etc.).

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PriorityNumber FM#1


Facilities Management


DeferredMaintenanceRepairandClassroomImprovements


Thisrequestwillreinstatethe$500,000FY03,FY04,andFY13basereductionstoAppropriatedOperating/PermanentImprovementsandwillinclude$200,000forclassroomimprovementsthatwas cut in FY10 and FY11. Funds will be used per the attached to address the deferred main-tenancebacklog.ThiswillalsoreinstatelostfundingforrepairsontheUniversityResidence,Agriculturebuildings,KibbeLifeScienceStation,andHornLodge.

These tactical renovations are identified in the Macomb Master Plan: Enhancing the Student Experience and will improve the student learning environment.


Deferred maintenance funds provide for such things as minor utility repairs, small renovation projects,carpetandwindowcoveringreplacement,roofrepairs,andsidewalkrepairs.



C/S

NTT

T/T

Equipment and Instructional Materials

Library Materials

Contractual Services

OtherOperatingFunds $500,000

Total $500,000

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VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes x No



ContactPersonIfQuestions ScottCoker (309)298-1834 Name PhoneNumber

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Proposed One-Time Deferred Maintenance ProjectsBuilding Problem Estimated CostWaggoner Upgrade elevator $80,000

Stipes Upgrade elevator $80,000Campus Arc flash analysis $50,000Browne Basement equipment room zone pumps and associated plumbing $85,000Knoblauch Resealwindows $80,000Campus Newclocksystem $65,000Stipes Resealwindows $80,000Horrabin Replacesteamstation $75,000WesternHall Poorreliabilityofchemicalpumpsinpool;weekendandholiday

personnelexposedtochlorinefumes$75,000

Heating Plant Repairmainheadersteampatches $225,000Currens Air handler controls – solve negative building pressure issue $300,000Waggoner Replace26airhandlingunits(AHUs)inbasement,1st,2nd,and

3rdfloors$350,000

HeatingPlantAnnex Replaceroof $115,000Waggoner Replaceabsorber $325,000WesternHall Domestic water piping needs to be replaced $100,000Browne Basement equipment room domestic water piping (entire building)

needs to be replaced$250,000

Library Replacevariableairvolumes(VAVs)andcontrols $300,000Currens Domestic water line replacement $350,000Tillman Replaceroof $285,000Browne Replaceabsorber $160,000Currens Replaceroof $480,000Morgan AHUsneedupdated–hotdeckandcolddecks $325,000Sherman Transformer and gear $200,000Stipes Low voltage switch gear $250,000Waggoner 21exhaustfansonroofofbuilding $100,000Sallee Transformer and gear $200,000Knoblauch Replaceroof $375,000Stipes AHU control replacement $200,000Campus Replacelinkboxesandoilswitches $500,000Browne Transformer and gear $300,000ArtGallery A/Csystemreplacementneedstobereworkedandzonedfor

proper cooling$150,000

Simpkins Improve control of air handlers by replacing thermostats $175,000

Waggoner Low voltage switch gear $300,000Knoblauch Transformer and gear $400,000Waggoner Replaceairhandlers $1,000,000Tillman/Seal/Multicultural Replaceundergroundwatermain $1,500,000Morgan/Stipes Replacewatermainandaddloop $900,000Campus HVcableto15KVcable $5,000,000

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Proposed Reoccurring Line Items

Item EstimateReoccurring or One Time

Classroom and Building Lobby Improvement $200,000 ReoccurringUniversityResidence $20,000 Reoccurring

Sidewalk,Drives,andExteriorStairRepair $80,000 ReoccurringLandscape Improvements – Mulch, rut repair, new trees, etc. $50,000 ReoccurringAgBuildings,HornLodge,KibbeDeferredMaintenance $50,000 ReoccurringCampus Beautification Project – Iconic spaces, University Drive median, etc. $100,000 Reoccurring Total:$500,000

19

Human Resources Fiscal Year 2014 Major Accomplishments

HumanResources(HR)...

• continued...• tomonitorthe6%ruleandpensionreformlegislation;preventedtheUniversityfrom

expending$156,048.13inSURS6%ruleviolationcharges.Todate,morethan$830,000hasbeensavedthroughduediligence.Since2007,SURShaschargedWIU$962,311.99,andprotestshavesuccessfullyrecouped$838,052.69.(continuous)

• todiversifytheCivilServiceworkforce,andconducttrainingandcommunityoutreach. (continuous)

• SupervisorTrainingCertificateProgram.(continuous)• toconductsuccessionplanningwithinHR.(continuous)

• implemented...• electronicrequesttofillprocessforCivilServicepositionopenings(InterviewExchange

scheduled to implement July 2014).• enhancedinternalexaminationprocedureprocess.(done)• PatientProtectionandAffordableCareAct(PPACA);performedaliabilityanalysisregarding

PPACAspecificationsandfoundminimalexposuretofinesperthelaw.WeareworkingwithotherpublicIllinoisuniversitiestoexplorepurchasingmedicalinsurancecompliantwiththePPACAtocovercurrentemployeeswhomeetthePPACAcriteriaforfull-timeeligibilitybutnot CMS criteria. (done)

• researchedandcalculatedinformationrelatingto“affectedannuitant”employmentstatusasaresultof“ReturntoWork”legislation.(done)

• conducted...• EnrichYOUatWIU!programs,anddevelopsupervisorandnewemployeeonboardingpro-

grams. (continuous)• AdministrativeProfessionalCertificateProgram(scheduledtoimplementFY15).

• developed...• newSupervisorOrientationProgram(scheduledtoimplementFY15).• theEmployeeSpotlightprogramtorecognizeCivilServiceemployees.TheSpotlightsare

postedontheHRFacebookpageandWebpage.Approximately30individualshavebeenrecognized in FY 14. (done)

• completed53positionauditstodate.Ofthose,89%havebeenreclassifiedorreallocated.(Overthepastfiveyears,wehaveaveraged65auditsperyearandreclassifiedorreallocatedapproxi-mately85%.)(done)

• reviewedandimplementedBackgroundCheckpolicy(draftpolicyscheduledforcompletiontheend of this fiscal year).

• supportedover1,700arearetireesinthetransitionfromthepriorstateinsuranceplantothenewMedicare Part C plan; held a system presentation which over 1,100 retirees attended; and handled multiple individual meetings to help retirees understand their health insurance changes. (done)

• addedaRoth403bSupplementalRetirementPlanaccountproviderandwilladdanadditionalRothproviderinthenearfuture,increasingemployeeinvestmentflexibility.AlsoaddedaRothcon-versationamendmenttotheWIU403bSupplementalRetirementPlanthatallowedin-planconver-sionfrompre-taxtoRothinvestingwithnodistributableevent,thusprovidinggreaterinvestmentflexibilitytoparticipants.(done)

• offeredsevenEnrichYOUatWIU!programsinthefallandeightinthespring.Thisprogramhasexpandedtoincludewebinars.(done)

• distributedaneedsassessmentinOctober2013toallUniversitysupervisors.Thedatacollectedwas used in the planning and development of this year’s Professional Supervisor Certificate

20

Program. To date, 98 employees have completed the Professional Supervisor Certificate Program, and122employeeshavetakensessionstowardcertificatecompletion.(done)


Classification/Compensationwillmaintainacompleteelectronicarchiveofpositiondescriptionsacces-sible through Laserfiche.

Employee Development will . . .

• establishandimplement...• newsupervisororientation.• anAdministrativeProfessionalCertificateProgram.

• develop,plan,andorganizeanemployeedevelopmentconferencewithaprominentkeynotespeaker/presenter.

• provideanopportunityforMacombandQuadCitiescampusemployeestotourbothcampuses.• continue...

• SummerSocialswithnewguests.• tooffernewSupervisorTrainingsessionsandnewtrainerswheneverpossible

• expandtheNewEmployeeOrientationandOnboardingsessions.

EmploymentandExaminationwill...

• golivewithonlineCivilServicerequestforms.• complete...

• theapplicantfileprojectbytheendofMay2014.• thepurginganddisposalofclosedWorkers’Compensationfiles.• scanningofallpastemployeefiles.

• implementquarterlyQuadCitiestestingandapplicationevaluationopportunitiesattheMolinecampus for current employees.

• continuereviewandongoingmonitoringfor“affectedannuitant”statusofretireesworkingextrahelp.ArequesthasbeensubmittedtoAIMSforprogrammingtoallowtrackingofcompletedforms.

• continue...• investigatingavenuesofdisseminatingWorkers’Compensationreportsandinformation

toTristarforwhichsocialsecuritynumbersarerequired.Currently,thisinformationisfaxedtoaTristarcentralmailroom.TheactualWorkers’Compensationadjustersforsomereasononlyreceiveportionsofwhatwasfaxed.Wearewastingtimewithconstantrefaxingofinformation.

• implementationofelectronicI9sforCivilServiceandAcademic/Administrativeemployees.The challenge is the ability to complete these electronically and still have the option for paper I9s.

• toupdateCivil Service Handbook.• cross-trainemployment/examinationstaffonemployeeleaves.• sendtheannualregisterpurgeletters.Thecostofsendingtheselettershasbecomeabudget-

ing issue ever since FY10 when DPS was instructed by the Macomb Post Office that these letters must be sent as first class mail rather than presorted standard mail. The goal is to eventually be abletosendtheseannuallettersviae-mail.ProgrammingchangeshavebeenrequestedthroughAIMStocreateafieldforapplicante-mailaddressesonMVS.Thenextstepwillbetonotifyappli-cantsandrequestupdatede-mailaddresses.Inanefforttosaveonpapercoststhisyear,wehaveaskedAIMSiftheycouldsendthepurgelettersforcurrentemployeestotheirWIUe-mailaddresses. Currently, employees receive their letters through campus mail.

• processreviewofI9formsandshredpastemployeeI9sinaccordancewithfederalregulations.

21

LaborRelationswill...

• continueto...• participateintheHumanResourcesDirectorsAdvisoryCommitteeoftheStateUniversities

Civil Service System and the Illinois Higher Education Consortium on Human Capitol.• cross-trainaHumanResourceAssociatetoassistinlaborrelations.

• conductnegotiationsforafullcollectivebargainingagreementwiththeInternationalUnionofOperatingEngineers,Local399(MechanicalMaintenance/HeatingPlantUnit).

• finalizenegotiationsforaninitialcollectivebargainingagreementwiththeAmericanFederationof State, County, and Municipal Employees (Clerical Unit) and International Union of Operating Engineers,Local399(LandscapeMaintenanceUnit).

• participateinfinalizingnegotiationsforacontractualserviceagreementwiththeInternationalAlliance of Theatrical Stage Employees and Moving Picture Machine Operators.

22

23

Illinois Law Enforcement Training and Standards Board Executive Institute


IllinoisLawEnforcementTrainingandStandardsBoard(ILETSB)ExecutiveInstitute...

• celebrated22yearsofservicetoIllinoislawenforcementleadersthroughtheprovisionofadvanced study, research, instruction, and administrative technical assistance.

• continuedtobefundedsolelythroughexternalgrantfundstotalingmorethan$21.7million.• provided13,995educationandtrainingworkshopsandseminarsattendedby118,206lawenforce-

ment practitioners totaling more than 471,084 training hours.• hiredtwonewpositions.• continuedto...

• supportstudentinternsfromUniversityacademicdepartments.• developpolicyandproceduretoachievepublicsafetyacademyaccreditationthroughthe

Commission for the Accreditation of Law Enforcement Agencies (CALEA).• recruitandsustainaculturallycompetentandscholarly29-memberadjunctfaculty.• partnerwiththeCenterfortheApplicationofInformationTechnologiestodevelopapplica-

tions for mobile devices.• developedasocialmediapresencetoreachlawenforcementprofessionalsglobally.• implementedtheCertifiedLawEnforcementAdministratorandSupervisoryStaffcertificate

program.• receivedstatecertificationfromtheILETSBforallcoursesofferedbytheExecutiveInstitute.• participatedincommitteeworkwithand/orservedasaliaisontothefollowinginternal/external

organizations:• FederalBureauofInvestigation–HumanTraffickingDivision• InternationalAssociationofChiefsofPolice• FederalLawEnforcementTrainingCenter• U.S.AttorneyGeneral–NorthernDistrict• U.S.AttorneyGeneral–CentralDistrict• U.S.AttorneyGeneral–SouthernDistrict• IllinoisAttorneyGeneralLisaMadigan• IllinoisStatePolice–DivisionofCrimeReporting• IllinoisTerrorismTaskForce• IllinoisTerrorismTaskForceTrainingCommittee• IllinoisAssociationofChiefsofPolice• IllinoisSheriffsAssociation• PolarisProject• EndDemandIllinois• FamilyViolenceCoordinatingCouncils• CookCountyTaskForceonHumanTrafficking• RegionalChiefsofPoliceAssociations• WesternIllinoisUniversityInterpersonalViolenceInitiative• WesternIllinoisUniversityDepartmentofSocialWork

• collaboratedwithfirstrespondersfromtheSandyHookSchoolshootingincidenttopresenteducational sessions at the Illinois Association of Chiefs of Police and Illinois Sheriffs Association conferences.

• partneredwith...• southernIllinoislawenforcementprofessionalstohosttheSouthernIllinoisCriminalJustice

Summitformorethan300lawenforcementleaders.• theIllinoisCrisisNegotiator’sAssociationtoconducttrainingfortheirannualconference.

24

• 16regionallawenforcementtrainingcenterstoprovidetime-sensitiveandrelevanthome-landsecurityworkshopsforfirstresponders.

• 17associateeditorsfromvariousacademicinstitutionsthroughtheU.S.whoensuretheacademic rigor and integrity of the journal.

• hosted...• atwo-dayconferenceonwomeninlawenforcementforcommandpersonneltoidentify

recruitment strategies.• three200-hourcustom-designedmanagementandleadershipcareerpathdevelopmentpro-

gramsfortheCookCountySheriff’sOffice.• conducted...

• the40-hournewchiefofpoliceorientationcourseEnduring,SurvivingandThrivingasaLawEnforcementExecutive.

• twoofferingsofthe200-hourleadershipcoursePoliceExecutiveRoleinthe21stCenturyforIllinoislawenforcementmiddlemanagersandchiefexecutiveofficers.

• twoofferingsofthe200-hourcourseEffectivePoliceSupervision—TransformationtoLeadershipfornewlyorsoon-to-bepromotedfirst-linesupervisors.

• the32-hourcoursePoliceResourceManagement,aprogramforlawenforcementmanag-ersthatexaminespatrolstaffing,deploying,andschedulingmethods.

• plannedto...• hostatwo-daycurriculumreviewwithfacultymembers,stakeholders,andfunding

sourcestoaddresscurrentandfuturetrendsinlawenforcementexecutivedevelopment and education.

• partnerwiththeNationalSheriffsAssociationtodeliverviolenceagainstwomentrainingtocommand law enforcement personnel in the Midwest.

• receivedawardstotaling$5.29millionfromtheU.S.DepartmentofHomelandSecurityandIllinoisTerrorismTaskForcetoprovideintelligenceandinformation-sharingworkshopsrelatedtoterroristprevention activities for local law enforcement in Illinois.

• developedthecomprehensivecurriculumSpanishforPolicePartsIandIIfortheExecutiveInstitute’s learning management system.

• continuedalong-termpartnershipwithIllinoisAttorneyGeneralLisaMadigantohosttheonlinecourseSexualAssaultNurseExaminerfornursestobecomeSANE-certifiedpractitioners.

• publishedtheLaw Enforcement Executive Forum quarterly, a scholarly reviewed journal featuring articles relevant to today’s law enforcement environment.


ILETSBExecutiveInstitutewill...

• reviewandupdatetheExecutiveInstitutestrategicplan.• createnewpoliciesandproceduresinsubmittingmanuscriptsforpublicationintheLaw

Enforcement Executive Forum.• partnerwith

• theCenterfortheApplicationofInformationTechnologiestodevelopacomprehensivelearning management system.

• theU.S.StateDepartmentandtheWIUSchoolofLawEnforcementandJusticeAdministrationtosupporttheprojectBreakingStereotypes–CriminalJusticeLeadership,EducationandTraining,apeer-to-peerdialogueprogram.

• SpoonRiverCollegetodevelopacomputerforensicscertificateprogramforlawenforce-ment professionals.

• becomeanOfficeforViolenceAgainstWomenTechnicalAssistancepartner.• developacriminaljusticeresearchandpractitionerprogram.• continueto...

• hostexecutivesummits,seminars,andworkshopsforIllinoislawenforcementleaders.

25

• developpolicyandproceduretoachievepublicsafetyacademyaccreditationthroughCALEA.

• promotestaffprofessionaldevelopmentbyattendingconferences,educationalsessions,and academic courses.

26

27

Office of Public Safety Mission Statement

WesternIllinoisUniversity’sOfficeofPublicSafetyprovidesasafeandsecureenvironmentforourcampus.Wearecommittedtothepreventionofcrime;theprotectionoflifeandproperty;thepreservationofthepeace,order,andsafety;theenforcementoflawsandUniversitypolicies;qualityparkingservices;and the safeguarding of constitutional guarantees.


Office of Public Safety (OPS) . . .

• updatedUniversityParkingMaptomakeitmoreuserfriendlyandeasiertounderstand.• reconfiguredHigginslotandchangedtworowsofNlottoaQ-lotdesignationtoopenmore

parking.• paintedmeterhousingsandreplacedmeterdomestoimproveoverallappearance.• completedparkinglotimprovementsinLots8,19s,21s,andthelotbetweenStipesandthe

Library.• assisted673motoristswithlockeddoors,deadbatteries,etc.• earnedseveralawards:

• PeterMcMeekan,CivilServiceEmployeeoftheMonthforMarch2013• OfficerJasonLytle,CivilServiceEmployeeoftheMonthforJuly2013• RobertFieldsII,CivilServiceEmployeeoftheMonthforDecember2013• RobertFieldsII,CivilServiceEmployeeoftheYearfor2013• OfficerJasonLytle,LetterofAppreciationfromsupervisor

• appliedforand/orreceivedthefollowinggrantsandawards:• AwardedanIDOTSelectiveTrafficEnforcementProgram(STEP)grantforseatbeltand

other traffic enforcement efforts• SubmittedbuthavenotyetreceivedaBulletproofVestPartnershipgrant• WorkedwithFacilitiesManagementtosubmitanIllinoisSchoolSafetygrantforSimplex

communication equipment in educational buildings• sentoneofficertoastate-certifiedCrimeSceneProcessingcourse.• conducted...

• 32educationalprogramsoncampus.• threeRapeAggressionDefense(RAD)classeswith33studentsparticipating.

• enabledOfficerKerrieBishoptoassistintheUniversity100classonInterpersonalViolence.• reallocatedmanpowertosupporttheInvestigationsDivision.• successfullytransitionedastaffmemberintoaCleryCompliancepositiontoreplaceastaff

member who retired.• completed852hoursoftrainingforofficersincriticalskillsareas.• partneredwith

• othercampusdivisionsforNationalCampusSafetyMonth(September).OPSandUniversity Housing and Dining Services (UHDS) posted Crime Stoppers information and Text-a-Tiponeachfloorintheresidencehalls.CrimeStoppersProgramsafetymessagesweredisplayedontheUniversity’selectronicmessageboards/signs.

• UniversityRelationsandBroadcastingstudentstoproduceasafetyvideoonresidentialhallsafety as it relates to burglaries and thefts.

• assignsanadditionalofficertotheresidencehallwhenpossibleaspartofthe“TeamPolicing”concept.

• workedextensivelyongettingtheCrimeStoppersProgrammoreactivelyinvolvedoncampus,whichincludedposters,electronicmessageboards,atalktothecampusInvestigatorsClub,andpromoting the Crime Stoppers fundraiser on April 1, 2014.

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• supportedofotherdivisionsandgroupsoncampusbyattendingmeetingsassociatedwiththosegroups.

• realizedthefollowingproductivitymeasures:• Sold2,057staffpermits.• Sold4,392studentpermits.• Issued9,710parkingcitations.• Answered17,536phonecalls.• Completed690casereports.• Handled2,707callsforservice.• Provided176escorts.• Issued299trafficcitations.• Issued451warnings.• Issued288CityNoticetoAppears.• Issued290judicialreferrals.• Metandexceededourobjectives.

• madesubstantialprogresstowardTierIaccreditationthroughtheIllinoisAssociationofChiefsofPolice – Illinois Law Enforcement Accreditation Program.

• updatedandexpandedtheinformationavailableontheOPSWebpage.• increasedsafetypresentationstoallcampusmembers.• reviewedoperationsandstaffpositionstosupporttheInvestigationsDivisionandtransitionedper-

sonnel into positions in anticipation of retirements in critical positions such as Clery Compliance.


OPS will . . .

• completeTierIaccreditationandexploreworkingonTierII.• increasesafetypresentationstocampusmembers.• searchandapplyforgrantstoaddresstrafficenforcementandequipmentneeds.• continuetoenhanceourcommunitypolicinginitiativesbydevelopingadditionalcommunitypolicing

and crime prevention programs.• increasetheuseofbikeandfootpatrolstoenhanceourCommunityPolicingefforts.• identifytrainingneedsforpersonnel.• completetheIllinoisLawEnforcementAlarmSystem(ILEAS)AgencyPreparednessProgram

(APP)andremaincompliantwiththeNationalIncidentManagementSystem(NIMS)requirements.• upgradeourcurrentanalogradiosystemtodigital.• add20to30parkingspacestoTLotforThompsonresidents.• workwithUtechtohaveparkinginformationaddedtotheUniversityAPP.

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PriorityNumber OPS#1


Office of Public Safety


VehicleandRelatedEquipmentforOPS


Purchasea20144-wheeldrivevehicleandrelatedequipmenttoreplaceafive-year-oldvehicle.Thedivisionshouldbeonafour-tofive-yearreplacementplanfortheOPSsquadcars;however,with budget constraints, OPS has deviated from the previous replacement plan. The vehicle slated for replacement is a 2007 model with 65,000 miles.


FordnolongermakestheCrownVictoria.A4-wheeldrivevehiclewillbebetterequippedtohandlesevere weather driving.



C/S

NTT

T/T

EquipmentandInstructionalMaterials $40,000

Library Materials


Other Operating Funds

Total $40,000

VI. Are the requested funds to be included as permanent increase in the unit’s base budget? Yes x No

Currently, the replacement of division squad cars is not included in the base budget, which necessitatestheneedforthepermanentincreasetoimplementthefive-yearrotationofOPSsquad cars.

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ContactPersonIfQuestions ScottD.Harris (309)298-1949 Name PhoneNumber

31






PortableRadioandRepeaterUpgrade


Purchase 25 portable radios along with an upgrade to the repeater system. The current radios are14yearsoldandatthepointthatseveralhaverequiredfrequentrepairs.Weareexperiencing“deadspots”incommunicationwithinourcampusandbuildings.


The purchase of the radios will assist in our interoperability capabilities with the Macomb Police Department since they are migrating to a digital system.



C/S

NTT

T/T


Library Materials



Total $36,000




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DispatchRadioConsoleUpgrade


Upgrade our current analog dispatch system to a digital system. The dispatch consoles are over 20 years old.


The purchase of the dispatch console will assist in our interoperability capabilities with the Macomb Police Department since they are migrating to a digital system.



C/S

NTT

T/T


Library Materials



Total $26,000





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Risk Management and Emergency Preparedness Fiscal Year 2014 Major Accomplishments

RiskManagementandEmergencyPreparedness(RMEP)...

• selectedtestdepartmentsandbeganimplementationforWIRED(Western’sIntegratedRiskEvaluation Development) Project.

• participatedasanactivememberintheIllinoisPublicHigherEducationCooperative(IPHEC)riskmanagement group.

• served...• ontheLeadershipCommitteeoftheMidwestHigherEducationCompact(MHEC)Master

Property Program.• astheViceChairoftheStateUniversityRiskManagementAssociation.• ontheWIUSafetyCommitteewithFacilitiesManagement(FM)andotherUniversity

personnel.• conductedanalysisandrevisedbuildingvaluationsforpropertyinsurancerenewal.• continuedimplementationofthecomprehensiveAutomatedExternalDefibrillator(AED)program.• facilitatedEmergencyCoordinatortraining.• implemented,incoordinationwithBeuHealthCenterpersonnel,anewfullyinsuredstudenthealth

insurance program.• negotiatedanannualrenewal,incoordinatorwithBeuHealthCenterpersonnel,forthefully

insured student health insurance program.• purchasedandinstalledtennewAEDunitsincampusbuildings.• developed...

• incoordinationwithEOAandHR,anewbackgroundinvestigationpolicy.• memorandumofunderstandingswithlocalagenciesandtheAmericanRedCross.• andimplemented,incoordinationwithmanycampusconstituents,anewconcealedcarry

policy.• purchasedandimplemented,incoordinationwithFM,anelectronicprogramtotracksafetydata

sheets and chemical inventories.• coordinatedtraining,incoordinationwithFM,fortheGloballyHarmonizedSystem.• completedacomprehensivereview,incoordinationwiththeOfficeofPublicSafetyandUniversity

Relations,oftheUniversity’sresponsibilitiesrelatedtotheCleryAct.


RMEPwill...

• fullyimplementWIREDonboththeMacombandQuadCitiescampuses.• collaboratewithFacultySenate,theStudentGovernmentAssociation,andothergovernance

groupstoidentifyandaddressriskmanagementandemergencypreparednesstrainingneeds,equipmentinstallations,andlife-safetyenhancementstocampusfacilities.

• re-engageBuildingEmergencyCoordinatorsbyofferingmorefrequentupdatemeetingsandregu-larly scheduled refresher training.

• reviewandrevisethecampuswideEmergencyOperationsPlan.• facilitateEmergencyResponseTeam(ERT)trainingforthePresident’sCabinetandothermem-

bersoftheERT.• developandimplementascheduleforemergencydrillsinallbuildings.• establishmutualaidagreementswithlocalandregionalfirstresponseagencieswhereappropriate.• participate,incoordinationwithBeuandAthletics,inthesolicitationandevaluationofproposalsfor

the student athletic insurance program.

34

• seekcabinetapprovalandimplement,incoordinationwithEqualOpportunity&AccessandHumanResources,thebackgroundinvestigationpolicy.

• evaluate...• thecurrentuseofstate-ownedvehicles,evaluatetransportationneedsforourcampuscom-

munities, and provide training where necessary.• theUniversity’sexposureandneedforCyberSecurityinsurance.• theuseofMotorVehicleRecords(MVRs)forapprovingdriversoffleetvehicles.

• participateintheGreatAmericanShakeOut.

35

Vice President for Administrative ServicesA collection of service-oriented units, Administrative Services shares Western Illinois University’s values of academic excellence, educational opportunity, personal growth, and social responsibility. In accordance with those values, Administrative Services strives to support the University in its mission of preparing a socially responsible, diverse student, faculty, and staff population to lead in our global society. As such, Administrative Services provides effective, efficient, and timely leadership and administrative support services.


Vice President for Administrative Services (VPAS) . . .

• executedapproximately1,000Universitycontracts.• administeredannualethicstrainingfor2,480employees.• administeredethicsorientationfor1,235employees.• administeredandprocessedeconomicintereststatementsfor782employees.• scheduledandprovidedadministrativesupporttoexternallegalcounselforapproximately200

appointments.• facilitated,incoordinationwithPurchasing,acomprehensivereviewandrevisionofallUniversity

contract templates.• developedandimplemented,incoordinationwithAccountsPayable,anewnon-employeetravel

voucher.• conductedacomprehensivereviewoftheBoardofTrusteesregulations.


VPAS will . . .

• improveandsimplifystatutorilyrequiredtrainingsandinternaltracking.• createapolicyonpoliciesandimplementanewpolicyandproceduresformatandprocess.• conductacomprehensivereviewofallUniversitypoliciesandprocedures.• migrateallUniversitypoliciesandproceduresintothenewformat.• developandimplement,incoordinationwithPurchasing,anewconstructioncontract.• developtrainingmaterialsforCampusSecurityAuthority.

Documents

FY14 Consolidated Annual Report, Planning Document, … · FY14 Consolidated Annual Report, Planning Document, ... Easytrieve reporting jobs. 2. ... enable us to stop using the DOS-based