Division of Business & Finance 2011-2012 Annual Report

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


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


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


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


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