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Division ofBusiness and Finance      2011 – 2012     Annual Report
Division of Business & Finance                     Mission and Objectives   The mission of the Division of Business and Fi...
Division of Business and FinanceAUXILIARY SERVICES
Auxiliary ServicesAccomplishments in FY 2012Increased  overall net income for Auxiliary Services from $205,724.71in FY 20...
Auxiliary ServicesAccomplishments in FY 2012Achieved  increase in net income in Housing from $2,064,109.66 in FY 2011 to ...
Auxiliary ServicesCOMBINED AUXILIARY SERVICES       2009            2010            2011             2012General Revenue  ...
Auxiliary ServicesDining Service 4 Year Tread                                  2009         2010         2011             ...
Auxiliary ServicesHOUSING                       2009             2010           2011           2012General Revenue        ...
Auxiliary ServicesGoals for in FY 2013Measure   customer satisfaction through customer service feedback cards and automat...
Division of Business and FinanceBUDGET ANDFINANCIAL ANALYSIS
Budget and Financial AnalysisAccomplishments in FY 2012 Through good budgetary practices, aided the University in  improv...
Budget and Financial AnalysisGoals for FY 2013 Measure   Customer Satisfaction through Customer Service  feedback cards a...
Division of Business and FinanceFACILITIES &CONSTRUCTIONMANAGEMENT
Facilities and ConstructionManagement (FCM)Accomplishments in FY 2012Installed LED lights in 50% of all exterior parking ...
Facilities and ConstructionManagement (FCM)Accomplishments in FY 2012Reduced   work order aging to one month or less for ...
Facilities and ConstructionManagement (FCM)Accomplishments in FY 2012Based   on surveys, 90% of the JSU community reports...
Facilities and ConstructionManagement (FCM)                  Work Order Completion Report  FY2012, FCM generated a total o...
Facilities and ConstructionManagement (FCM)Goals for in FY 2013Measure   customer satisfaction through customer service f...
Facilities and ConstructionManagement (FCM)Goals for in FY 2013Research    and expand Energy Management Initiatives (Phas...
Division of Business and FinanceFINANCIAL SERVICES
Financial ServicesAccomplishments in FY 2012Based   on customer survey feedback cards, improved overall customer satisfac...
Financial Services                    Education and General 3 Year Trend for RevenueSources of Funding (Actual)           ...
Financial Services
Financial ServicesGoals for in FY 2013Measure   customer satisfaction through Customer Service Feedback Cards and automat...
Division of Business and FinanceGRANTS &CONTRACTS
Grants & ContractsAccomplishments in FY 2012Established   a tracking system to insure the billing/invoicing process was c...
Grants & Contracts       Cash receipts - $75,044,171.41
Grants & ContractsGoals for in FY 2013Automate   the billing/invoicing function for Grants and ContractsUse Banner Finan...
Division of Business and FinanceINVENTORY/PROPERTYMANAGEMENT
Inventory and PropertyManagementAccomplishments in FY 2012Completed   a successful audit by the State Auditor’s OfficeMa...
Inventory/Property ManagementSpring Clean-up Audit ResultsTotal Fixed Assets at start of audit   19,296Total Assets Audite...
Inventory/Property ManagementGoals for in FY 2013Reduce  delivery rate for items received in the Central Warehouse from 7...
Division of Business and FinancePUBLIC SAFETY
Public SafetyAccomplishments in FY 2012Increased   the number of full-time officers by three positionsReduced the number...
Public SafetyGoals for in FY 2013Provide  targeted professional development to insure a skilled and competent Police Depa...
Division of Business and FinancePURCHASING &TRAVEL
Purchasing & TravelAccomplishments in FY 2012Updated    Travel procedures to reduce time required to process approval and...
Purchasing & TravelGoals for in FY 2013Improve  customer satisfaction by monitoring timeliness of internal processing thr...
Division of Business and FinanceRISK MANAGEMENT
Risk ManagementAccomplishments in FY 2012Installed  wheelchairs, evacuation chairs, and defibrillators in all applicable ...
Risk ManagementGoals for in FY 2013Work   with State Troopers to review MVR’s on all approved JSU driversEstablish perfo...
Division of Business and FinanceTREASURY
TreasuryAccomplishments in FY 2012Increased   the University’s cash flow by almost $10.5MMonitored university bank accou...
Treasury                           FY12           FY12           FY11 CASH INFLOWS:           PROJECTED       ACTUAL      ...
Treasury                                   FY12           FY12           FY11  CASH OUTFLOWS:                 PROJECTED   ...
TreasuryGoals for in FY 2013Increase  the value of the University’s investment portfolio by 6%Increase or maintain Unive...
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Division of Business & Finance 2011-2012 Annual Report

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Division of Business & Finance 2011-2012 Annual Report

  1. 1. Division ofBusiness and Finance 2011 – 2012 Annual Report
  2. 2. Division of Business & Finance 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.
  3. 3. Division of Business and FinanceAUXILIARY SERVICES
  4. 4. Auxiliary ServicesAccomplishments in FY 2012Increased 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
  5. 5. Auxiliary ServicesAccomplishments in FY 2012Achieved 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
  6. 6. Auxiliary ServicesCOMBINED AUXILIARY SERVICES 2009 2010 2011 2012General Revenue 664,264.14 982,138.60 991,266.62 2,631,776.50General Student Fees 230,838.08 84,442.00 94,036.00 90,143.00Sales & Services 6,555,756.48 6,811,688.15 6,562,399.56 6,658,039.10Rentals 7,903,273.57 8,696,341.88 8,609,938.04 10,513,314.56Other 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 20,668,767.87Salaries, Wages, & Fringes 4,996,918.82 4,932,858.24 4,350,184.95 3,097,130.84Travel 27,395.23 10,987.30 13,410.32 25,978.12Contractual Agreements 1,131,536.54 888,302.85 1,805,232.23 7,734,521.99Commodities 5,042,698.11 3,919,253.39 4,955,226.78 2,732,035.03Capital Outlay 69,239.26 21,889.44 102,712.09 91,450.37Debt 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 18,690,157.90Net Income (Loss) (1,746,030.62) 108,715.33 205,724.71 1,978,609.97
  7. 7. Auxiliary ServicesDining Service 4 Year Tread 2009 2010 2011 2012Sales and Services 6,211,939.18 6,526,434.10 6,254,403.47 6,172,581.10Rentals 250.00 1,200,000.00Other Sources 356.00 (966.65) 6,211,939.18 6,526,684.10 6,254,759.47 7,371,614.45 2009 2010 2011 2012Salaries, Wages, & Fringes 2,280,969.71 2,329,174.92 2,144,115.48 70,472.92Travel 13,308.43 637.80 599.69 457.93Contractual Agreement 333,126.43 228,853.34 620,925.25 5,995,719.03Commodities 2,763,792.35 2,485,945.75 2,552,527.09 188,904.12Capital 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 1,177,558.55Grand Total 7,400,033.80 7,358,701.00 6,863,062.29 6,636,038.22Net Income(Loss) (1,188,094.62) (832,016.90) (608,302.82) 735,576.23
  8. 8. Auxiliary ServicesHOUSING 2009 2010 2011 2012General Revenue 197,665.76 214,697.75 231,902.69 151,779.34General Student Fees 230,838.08 84,442.00 94,036.00 90,143.00Sales & Services 40,900.00 40,480.00 - 147.00Rentals 7,886,566.26 8,637,947.46 8,552,572.35 9,151,191.56Other 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 9,417,720.90Salaries, Wages, & Fringes 1,453,169.01 1,435,963.32 1,290,006.98 1,332,549.71Travel 9,123.54 10,513.42 9,385.11 17,526.69Contractual Agreements 263,602.57 296,213.13 371,830.86 234,922.29Commodities 1,754,686.14 1,155,177.62 1,962,325.52 1,552,812.69Capital Outlay 3,744.73 - 17,818.68 28,204.32Debt Service 770.00Other 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 5,890,042.45Net Income (Loss) 1,279,445.11 1,864,327.30 2,064,109.66 3,527,678.45
  9. 9. Auxiliary ServicesGoals for in FY 2013Measure 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
  10. 10. Division of Business and FinanceBUDGET ANDFINANCIAL ANALYSIS
  11. 11. Budget and Financial AnalysisAccomplishments in FY 2012 Through good budgetary practices, aided the University in improving its reserve fund balance by $8,374,401.00
  12. 12. Budget and Financial AnalysisGoals for FY 2013 Measure Customer Satisfaction through Customer Service feedback cards and automated customer service surveys Increase budget review, analysis, and reporting for all funds Continue commitment to provide quality customer service Allow 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
  13. 13. Division of Business and FinanceFACILITIES &CONSTRUCTIONMANAGEMENT
  14. 14. Facilities and ConstructionManagement (FCM)Accomplishments in FY 2012Installed LED lights in 50% of all exterior parking lots and buildingsIncorporated energy efficient systems in new construction and renovationsForty 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
  15. 15. Facilities and ConstructionManagement (FCM)Accomplishments in FY 2012Reduced 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
  16. 16. Facilities and ConstructionManagement (FCM)Accomplishments in FY 2012Based 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
  17. 17. Facilities and ConstructionManagement (FCM) Work Order Completion Report FY2012, FCM generated a total of 45,950 work orders and closed a total of 45,072 for a 98.09% annual completion rate.
  18. 18. Facilities and ConstructionManagement (FCM)Goals for in FY 2013Measure 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
  19. 19. Facilities and ConstructionManagement (FCM)Goals for in FY 2013Research and expand Energy Management Initiatives (Phase II)Obtain Energy Management CertificationMaximize TMA Materials ModuleAutomate Vehicle Rental/Fleet Management ProcessesContinue reducing time period for work order completionProvide targeted staff development training for FCM staff
  20. 20. Division of Business and FinanceFINANCIAL SERVICES
  21. 21. Financial ServicesAccomplishments in FY 2012Based 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 processCompleted the A-133 Audit for FY 2011 with no audit findings
  22. 22. Financial Services Education and General 3 Year Trend for RevenueSources of Funding (Actual) FY 2010 FY 2011 FY 2012Tuition $47,086,283 $55,207,349 $56,802,734State Appropriations 45,262,424 $42,449,568 $48,417,788Federal Appropriations 0 $ - $0Local Appropriations 0 $ - $0Federal Grants and Contracts (ARRA) 0 $5,185,457 $0State Grants and Contracts (SFSF) 2,814,346 $ - $0Sales and Services 1,066,877 $1,531,111 $1,272,143Auxiliary 0 $ - $0Other Sources 3,692,759 $1,544,513 $1,163,455Transfers In $0 Total Sources of Funding $99,922,689 $105,917,998 $107,656,119Uses of Funding (by Account Type)Salaries, Wages and Fringe Benefits $69,275,269 $64,734,038 $66,110,338Travel 855,344 $1,474,503 $1,168,252Contractual Services 20,482,703 $20,791,779 $23,040,729Commodities 6,583,373 $5,839,324 $8,226,857Capital Outlay - Non Equipment 768,323 $226,404 ($28,337)Capital Outlay - Equipment 703,541 $1,102,190 $748,594Transfers Out 1,241,033 $816,589 $15,285 Total Uses of Funding $99,909,585 $94,984,826 $99,281,718Uses of Funding (by Program)Instruction $38,512,513 $38,318,245 $39,755,333Research 925,973 $928,376 $863,550Public Service 1,047,929 $508,599 $616,663Academic Support 8,524,281 $7,978,768 $7,255,780Student Services 12,896,048 $12,236,227 $10,772,041Institutional Support 15,674,634 $13,579,912 $14,961,914O & M of Plant 10,519,546 $9,432,218 $11,594,295Scholarships & Fellowships 11,808,546 $12,002,138 $13,462,143Transfers 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
  23. 23. Financial Services
  24. 24. Financial ServicesGoals for in FY 2013Measure 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
  25. 25. Division of Business and FinanceGRANTS &CONTRACTS
  26. 26. Grants & ContractsAccomplishments in FY 2012Established a tracking system to insure the billing/invoicing process was currentMaintained a monthly billing rate of better than 98% and a reimbursement rate of at least 96% at year end 96% 4%
  27. 27. Grants & Contracts Cash receipts - $75,044,171.41
  28. 28. Grants & ContractsGoals for in FY 2013Automate the billing/invoicing function for Grants and ContractsUse Banner Finance System for monitoring and reporting purposesIncrease statistical reporting and trend analysis for performance metrics monitoringImprove staff performance through targeted professional development activities
  29. 29. Division of Business and FinanceINVENTORY/PROPERTYMANAGEMENT
  30. 30. Inventory and PropertyManagementAccomplishments in FY 2012Completed a successful audit by the State Auditor’s OfficeMaintained a 72 hours delivery rate for all items received in the Central WarehouseInitiated a Clean Up Audit of all University assets with 96% audited at June 30, 2012
  31. 31. Inventory/Property ManagementSpring Clean-up Audit ResultsTotal Fixed Assets at start of audit 19,296Total Assets Audited 18,208Assets not audited at June 30, 2012 1,088
  32. 32. Inventory/Property ManagementGoals for in FY 2013Reduce 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 monthImplement the Fixed Assets Module in Banner
  33. 33. Division of Business and FinancePUBLIC SAFETY
  34. 34. Public SafetyAccomplishments in FY 2012Increased 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 systemUpdated the Campus Safety and Security Operational Plan
  35. 35. Public SafetyGoals for in FY 2013Provide 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
  36. 36. Division of Business and FinancePURCHASING &TRAVEL
  37. 37. Purchasing & TravelAccomplishments in FY 2012Updated 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
  38. 38. Purchasing & TravelGoals for in FY 2013Improve 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
  39. 39. Division of Business and FinanceRISK MANAGEMENT
  40. 40. Risk ManagementAccomplishments in FY 2012Installed wheelchairs, evacuation chairs, and defibrillators in all applicable buildingsProvided training in CPR, Defensive Driving, and General SafetyWorked 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
  41. 41. Risk ManagementGoals for in FY 2013Work with State Troopers to review MVR’s on all approved JSU driversEstablish performance metrics to document timeliness of addressing safety concernsAssist other departments with inspection of university buildings and grounds
  42. 42. Division of Business and FinanceTREASURY
  43. 43. TreasuryAccomplishments in FY 2012Increased the University’s cash flow by almost $10.5MMonitored university bank accounts to reduce threats associated with fraudulent check writing
  44. 44. Treasury FY12 FY12 FY11 CASH INFLOWS: PROJECTED ACTUAL ACTUAL TOTAL TOTAL 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
  45. 45. Treasury FY12 FY12 FY11 CASH OUTFLOWS: PROJECTED ACTUAL ACTUAL TOTAL TOTAL 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
  46. 46. TreasuryGoals for in FY 2013Increase the value of the University’s investment portfolio by 6%Increase or maintain University’s cash flowMaintain or grow University’s reservesProvide targeted professional development to increase staff expertise
  47. 47. End

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