administration & finance 2011 program review matt altier

February 17, 2011 Division of Administration and Finance 1

THE RICHARD STOCKTON COLLEGE of NEW JERSEY

DIVISION ofADMINISTRATION & FINANCE

PROGRAM REVIEWFebruary 17, 2011

Mission Statement:Support and Service, Built on Innovation

TABLE of CONTENTS

page

• Departments of Administration & Finance ………………. 3• Organizational Chart ……………………………………... 4• SWOT Analysis ..………………………………………… 5• 2012 Budget Comparison ..………………………………. 9Appendices• 2010 – 2011 Dashboard Goals Summary ………………… 10 • 2010 – 2011 Highlighted Achievements …………………. 11• 2011 – 2012 Goals ….……………………………………. 22


DIVISION of ADMINISTRATION & FINANCEVice President – Matthew D. Altier

Accounts PayableMary Hughes

Human ResourcesNatalie Havran

Associate Vice President for Administration & Finance

Robert D’Augustine

Auxiliary & ContractServices

Trish Krevetski

Budget & Fiscal PlanningMichael Wood

Associate Vice President for Operations

Donald Moore

Bursars OfficeJoan Parker

Office of Staff CounselMichele Ginieczki

Campus PoliceGlenn Miller

PayrollJoe Marcello

Environmental Health & Safetyand Risk Management

India Jacobs

Plant ManagementDonald Woolslayer

Facilities Planning & Construction

Harry Collins

Project Research & Development

Paul Taman

Fiscal AffairsBrooke Lew

PurchasingAnnette Hamm

STOCKTON AFFILIATEDSERVICES, INC.

Dining Services

Project Development

Retail Operations

Student, Faculty, StaffHousing

Transportation Services


SeaviewRummy Pandit

Special Assistant forProject Coordination

Eileen Conran


Vice President for Administration & Finance

Matthew D. Altier

Chief ofCampus PoliceGlenn Miller

Associate Vice President forAdministration & Finance

Robert D’Augustine

Director of Facilities Planning and ConstructionHarry Collins Director of

Human ResourcesNatalie Havran

Director ofPlant Management

and Housing MaintenanceDon Woolslayer

Director of Budget & Fiscal PlanningMichael Wood

Purchasing SupervisorAnnette Hamm

Staff Counsel/Contract

AdministrationMichele Ginieczki

Manager,Accounts PayableMary Hughes

BursarJoan Parker

Office of the Vice President for Administration & Finance

Director of Environmental Health& Safety and Risk ManagementIndia Jacobs

MailroomSupervisorJohn Rau

Associate Vice President of Operations for Admin & Finance

Donald Moore

ControllerTheresa Brooke Lew

Director of Project Research

and DevelopmentPaul Taman

Director of Auxiliaryand Contract Services

Trish Krevetski

SpecialAssistant for

Project CoordinationEileen Conran

Assistant Director,Environmental

Compliance ManagerRobert Chitren

Professional ServicesSpecialist 3

Cynthia Gove‐Cullers

Professional Services

Specialist 3Bob Hickman

Assoc DirectorAuxiliary Services & SASI Operations

ManagerJoan Fortune

STOCKTON AFFILIATEDSERVICES, INC.

(SASI)

SeaviewExecutive DirectorRummy Pandit

Student, Faculty,and StaffHousing

TransportationServices

Retail Operations

Project Development

Dining Services

Associate Director ofHuman Resources

OperationsKaren Tierney

Manager,Pensions, Benefits

& PayrollKathy Franzese

SWOT ANALYSISS T R E N G T H S

• Highly dedicated, experienced, flexible and creative employees• Existence of a partner non-profit corporation that provides multiple opportunities for increasedservices, revenue enhancements and cost reductions

• Strong commitment to environmental stewardship• Stockton is an employer of choice• Ability to capitalize on partnerships with diverse organizations in the community and leverage those partnerships for improvement and growth for the benefit of the college

• The use of technology to train across divisions (instructional videos)• Strong financial position relative to other New Jersey public colleges and universities• Collaborative multidisciplinary leadership within the division• Effective relationships with employee representatives and outside regulators• Engagement of students, faculty & staff to improve campus safety• Capacity for managing the College’s financial position• Extreme proactive approach to respond to the changing climate of the College campus for community safety/ health safety

• Strong commitment to constituent service• Capacity to lead effectively in planning, building ,operating and maintaining excellent and efficient facilities

• Effective management of hazardous materials and issues campus-wide• Continue to develop and broaden sustained energy to decrease energy usage for monetary savings• Increased pool of diverse vendors for project contracting• Divisional representation on statewide policymaking bodies• Richard Stockton College serves as an economic engine for the community• Diverse and broad financial base that utilizes revenue streams from a variety of sources• Improved relationship with state regulatory commissions• Creative entrepreneurial ability and willingness to take innovative and calculative risks with the ability to assess risk benefit and to react quickly when needed

• Newly updated and web-based institutional Policies and Procedures• Grants for solar panels that will further reduce energy costs and carbon footprint• An established Master Plan which lends itself to a solid foundation that affords us the ability to expand and grow

W E A K N E S S E S•Leveraged to our maximum debt capacity

• Reduction of external funding opportunities

• Economic constraints on students and their families limiting their ability to go to college due to the economy, increased financial hardships and the inability to procure additional debt

• Decreased financial resources


STRENGTHS WEAKNESSES

SWOT Highlighted STRENGTHS• Existence of a partner non-profit corporation that provides multiple

opportunities for increased services, revenue enhancements and cost reductions

• Strong commitment to environmental stewardship

• Capacity for managing the College’s financial position

• Diverse and broad financial base that utilizes revenue streams from a variety of sources

• Ability to diversify and capitalize on partnerships with organizations in the community and leverage those partnerships for improvement and growth for the benefit of the college

• Richard Stockton College serves as an economic engine for the community

• Capacity to lead effectively in planning, building, operating and maintaining excellent and efficient facilities

• Creative entrepreneurial ability and willingness to take innovative and calculated risks with the ability to assess risk benefit and to react quickly when needed


SWOT ANALYSIS cont’d.O P P O R T U N I T E S

• Increased feasibility of alternative energy strategies• Increasing demand for high-quality public higher education• Expanding pools of diverse and international student, faculty and staff applicants• Create partnerships (public/private) and consortiums in order to improve efficiencies and cost savings

• Based on improved relationships with local governments and the businesscommunity, develop diversified revenue streams that are good for the College

• Improved relationship with state regulatory commissions that allows for reduced environmental limits on locating and building facilities

• Program expansions and enhancements through partnerships with community non-profits

• Ability to acquire and attract outside funding• Increased applicant pool of qualified, skilled, diverse workforce because of poor economic conditions

• Future student housing possibilities • Improvements in functionality and appearance of campus because of new Campus Center and Unified Science Center

• Newly constructed and renovated spaces will permit resolution of campus-wide space shortages

• Expansion of management of hazardous materials and safety issues campus-wide• Increased enrollments and revenues possible because of increasing academic space• Expanding pools of diverse and international student, faculty and staff applicants • Potential to decrease workers compensation claims• Opportunities to develop a true college town• Seaview and all of its possibilities

T H R E A T S• Reduced state support

• Expansion of other colleges into Stockton’s primary market areas

• External bureaucratic limitations

• High and increasing costs resulting from external control of employee salaries and benefits

• Increase in governmental regulation that will increase costs

• Broadening threats to personal and institutional security

• Revenue reductions resulting from current economic climate

• Increased external bureaucratic limitations

• Community misconception both by the publicand politically of Stockton’s growth and the general overall fiscal management of colleges and universities


OPPORTUNITIES THREATS

• Increased feasibility of alternative energy strategies

• Opportunities to help develop a true college town

• Program expansions and enhancements through partnerships

with community non-profits

• Improvements in functionality and appearance of campus because of new Campus Center and Unified Science Center

• Newly constructed and renovated spaces will permit resolution of campus-wide space shortages

• Increased enrollments and revenues possible because of increased academic space

• Create partnerships (public/private) and consortiums in order

to improve efficiencies and cost savings

• Seaview and all of its possibilities


SWOT Highlighted OPPORTUNITIES

DIVISION OF ADMINISTRATION & FINANCEFiscal Year 2012 BUDGET COMPARISON


DIVISION OF ADMINISTRATION AND FINANCEFISCAL YEAR BUDGET COMPARISON

FY11 FY12Total Proposed

Organization Title Original Budget Budget*

Office of Administration & Finance 1,787,002 1,787,002 Campus Police 2,500,024 2,500,024 Facility Planning 1,224,565 1,224,565 Human Resource Administration 1,305,977 1,305,977 Fiscal Affairs Administration 1,076,883 1,076,883 Mailroom 194,542 194,542 Budget Office 420,000 420,000 Bursar Office 779,080 779,080 Payroll 375,333 375,333 Purchasing 449,468 449,468 Environmental Health & Safety and Risk Management 507,863 507,863 Plant 9,184,792 9,184,792 Carnegie Library Plant 212,000 212,000

Total 20,017,529 20,017,529 *Does not include utilities*Does not include FY12 cola and increment salary costs

Administration and Finance Budget Request for FY2012:ZERO

1. Collaborate with Academic Affairs to develop a partnership with the city of Hammonton to establish an academic center inthe city.

2. Expand SASI property management services to include the development of Stockton owned faculty/staff and graduate student houses and develop the Parkway Building space (SRI ETTC).

3. Continue to expand and explore the use of technology to enhance the services by increasing online divisional work, processes and forms by 50%.

4. Continue to expand the off‐campus Auxiliary Services offered to the Stockton community through SASI and the College thatinclude expanding the shuttle service to off‐campus locations and increasing the offerings in the off‐campus merchantprogram.

5. Expand projects using GREEN technology and renewable resources.

6 . Complete substantial construction of the Campus Center and initiate construction of L wing and PAC renovations, C & D wing atrium, Unified Science Center and the decanted space throughout campus.

7. Develop a plan, program, RFP and project for a multi‐phased public/private partnership to develop and build on campusstudent housing that will, over time, eliminate the oldest, costliest, and most inefficient current student housing dormitories and replace them with modern, attractive and efficient units that will increase residential housing by over 1,000 beds whentotally complete.

8. Build a more comprehensive method of assessing the effectiveness of administrative processes and divisional activities efficiencies and effectiveness.

9. Develop a customer service survey to evaluate all departments within Administration & Finance.

10. Develop, initiate and complete a project for the construction and operation of an electronic billboard along the Atlantic CityExpressway, utilizing SASI and an outdoor communication partner.

11. Collaborate with Academic Affairs and a public/ private partnership to create a center for sustainable practices in thePonderlodge facility.


Appendix A: 2010 – 2011 Dashboard Goals SummaryGoal Achieved Goal in Progress Goal Not Achieved/ Abandoned


• Purchased the Seaview Resort

• Created a Finance Tab on the Portal and added an Accounts Payable Channel, Purchasing Channel and Travel Channel • Instructional videos created for Banner Finance end users

• Installed a traffic signal at Jimmie Leeds Road and Vera King Farris Drive• Paved Louisville Avenue

• Completed the athletic fields in Pomona

• Developed a Community Education Interest Survey to garner feedback from Hammonton residents regarding programs, services andclasses they are seeking in the future

• Developed and negotiated a partnership with the Noyes Museum

• Assisted the Noyes staff with the placement of student interns from the Hospitality Management Program

• Developed and negotiated a partnership agreement with the town of Hammonton for the acquisition of renovation of 24-30 FrontStreet Property

• Developed new internal marketing and promotional opportunities for the Noyes to reach the Stockton Community

• Aided in forming NJ Budget Officers• Created a survey that was sent to Budget Unit Managers on the Budget book and financial reports with very positive feedback.

• Maintained the New Jersey State Association of Chiefs of Police accreditation status and preparing for the second re-accreditationinspection in 2012. This occurs every 3 years

• Awarded an emergency equipment trailer by the NJ Citizen’s Corp because of the notoriety of the Stockton Community EmergencyResponse Team volunteers. Stockton is the only Higher Education institution in the state of NJ to receive one of these trailers

• Received a Homeland Security Grant to purchase a canine and associated equipment for the College. (Canine vehicle) • Increased campus security • Completed a security camera project, with the assistance of Computer Services, that has nearly doubled the number of cameras oncampus which would include all residential housing

Appendix B: 2010 – 2011 Highlighted Achievements


• Expanded going GREEN by adding many more paperless, electronic forms• Increased Vendor Direct Deposits• Entire update of the Policies and Procedures and uploaded them to the website• Significantly decreased workplace injuries and was awarded the Governors award for Safety

• Completed payroll process review which eliminated printing of the New Hire file, replacing with electronic archiving, creating ashared network directory to better centralize electronic payroll deductions, workflow in progress to eliminate manual entries

• Received the departments largest Drinking Driving Enforcement Fund award from the state to help with DWI enforcement

• HR hosted a webinar for retirees

•Expanded the Neighborhood Watch program to include student patrols riding along with our officers

• Implemented Weight Watchers for faculty and staff an excellent accompaniment with the Tobacco Madness campaign• Created Tobacco Madness in an effort to stop smoking

• Upgraded the fire alarm systems

• Expanded our shuttle service both on and off campus• Installed monuments and LED signage

• Field # 4 Surface Parking (by the Sports Center and athletic fields)

• Installed gazebos for designated smoking areas

• College banners along Vera King Farris Drive• Commencement of L wing renovations• Completion of designs for Unified Science Center & Independence Walk• Revamped the surplus college equipment disposal program through Govdeals

• Redeveloped and redesigned the cedar swamp bridge• Converted our outdated work order system to new updated system

• Installed over 800 high efficiency lighting ballasts in an effort to reduce energy consumption

• Installed new lock system for campus wide lockdown if ever required

• Purchased and leased the 7th SASI graduate student house

Appendix B: More - 2010 – 2011 Highlighted Achievements

Some Outstanding Highlights for Stockton in 2010

Our NEW Athletic fields on Pomona Road!

The Paving of Louisville Road

Design for the Unified Science Center

Signalized Intersection at Jimmie Leeds Rd. & Vera King Farris Dr. as well as,

NEW Monument / LED SignageCedar Swamp Bridge


Enhanced & Streamlined Services throughTechnology Improvements!

Expanded Electronic Forms!• PACT• Leave Request• Approval for Reception / Entertainment (ARE)• Managerial Reappointment/Evaluation process• Petty Cash • Vehicle request

Updated Policies & Procedureson the Website !!



New Instructional Videos on the Web! Assist end users with Banner’s Finance functions

Accounts Payable - Human Resources - Purchasing - Bursar – Legal Department• Installing BDMS Xtender • Viewing Documents in Extender• Searching for a Vendors Z number• Accessing Vendor Detail History• Viewing Purchase Orders by Vendor• Leave Request • Creating a Requisition/Stores Requisition• How to complete Receiving• Viewing student accounts and making payments• Adding authorized additions to student accounts• Enrolling in a tuition payment plan

Additions To The Portal

Created a Finance Tab on the Portal, an Accounts Payable Channel, a Purchasing Channel & a Travel Channel


Stockton Affiliated Services, Inc.

• Expanded the shuttle service to extend off campus andinto the community

• More shuttles - more locations

SHUTTLE SERVICE

HOUSING• Increased housing for faculty, staff, and graduate students

7th house completed

COMMUNITY PARTNERSHIPS • Hammonton • Noyes Museum

NEW PURCHASES• SEAVIEW

( S A S I )


Some great things on the way….


Chick-fil-A DUNKIN’ DONUTS

Both on campus


Renovating L, N and G wings

and off campus.


HAMMONTON

SEAVIEW

NOYES MUSEUM

2020 Strategic Themes


1. Provide facilities, housing and infrastructure (including parking) to support substantial growth over the next 3 years. RS3 – Align resources

2. Initiate the construction of the Unified Science Center and complete the construction of L wing, upper & lower G wing and upper N wing . S8 & S10 – Sustainable infrastructure modelRS3 & RS4 – Efficiency

3. Expand and develop off-campus sites for academic support including: Dante Hall, Parkway Building, Carnegie Library and Atlantic City, Galloway Town Center, Hammonton and potential international sites .S2 & S4 – Lifelong, learning community membersIP2 - Collaboration ER4 & ER5 – Global interactionRS3- Align resources

4. Acquire State department approval to participate in international exchange opportunities for faculty, staff, and students.IP 2 – Global collaborationER 1 – Develop skillsER 5 - InteractionRS3 & RS4 - Efficiency


Appendix C: 2011 – 2012 GoalsPERSPECTIVES

ER=Employee Readiness IP= Internal ProcessRS = Resource Stewardship S = Student, Faculty & Stakeholders

LEARNING ENGAGEMENT SUSTAINABILITY

LEARNING ENGAGEMENT GLOBAL PERSPECTIVES SUSTAINABILITY

ENGAGEMENT GLOBAL PERSPECTIVES

GLOBAL PERSPECTIVES

Appendix C: 2011 – 2012 Goals – continuedPERSPECTIVES


5. Initiate planning for project development on the Health Science Campus. S3 – CommunityER3 & ER4 – Interaction RS1 – Revenue

6. Collaborate with Academic Affairs and each division to further develop Seaview to enhance the college. S1, S3 & S5– Value added learningER3 & ER4 – Interaction RS1 – Revenue

7. Reduce the amount of deferred maintenance backlog by 25%. S8 – Sustainable IP1 – Strengthen internal processRS3 & RS4 - Efficiency


LEARNING ENGAGEMENT

LEARNING ENGAGEMENT SUSTAINABILITY

LEARNING ENGAGEMENT


8. Increase electronic conversion of documents by 75%. IP1 & IP3 – Internal processes / sustainability RS3 & RS4 - Efficiency

Appendix C: 2011 – 2012 Goals – continuedPERSPECTIVES


9. Maintain the level of small business participation at the high level we have been able to achieve over the last fiscal year.

ER4 - Community interaction

10. Develop a customer service survey to evaluate all departments in Administration & Finance. IP1 – Strengthen internal processes

11. Simplify the audit process by reducing the number of audit firms. RS2 & RS3 – Reduce expenses and align resources

12. Orchestrate the implementation and use of the College’s new mailing address by July 1, 2011. S3 – Community identify




ENGAGEMENT

ENGAGEMENT