Administrative Services Assessment Service Departments
Departments that provide administrative support to all campus departments are included in the New Administrative Services Assessment Framework that is based on cost allocation. For service departments that have both state funded and self-supporting operations, only the state funded activities are allocated. Each service department has a metric (cost driver) used for distributing costs across funds.
The new model will initially assess the standard level of services provided to departments. This does not include specialized services that areas may provide to self-sustaining and auxiliary units. However, future iterations of the model will attempt to include these specialized services to replace existing service agreements.
| Department | Services | Cost Driver |
|---|---|---|
| Academic Technology | ATUS provides computer and software support to end users and maintains computer labs. | % Non-Student Labor Distribution (LD) FTE FTE allocation by job funding relative to the total LD FTE for the university (from May Archive Current Jobs Report). |
| Accounting Services | Financial Services ensures that resources are managed efficiently, financial operations are transparent, and the institution remains in compliance with legal and regulatory requirements. This includes but not limited to internal/external financial reporting, managing university financial reporting audits to adhere to GAAP, processing and reviewing journal vouchers for completeness and compliance, tax reporting, training, state financial reporting and accounting guidance to campus. Also included in this department is the university's accounts payable team. | % Non-Payroll Expenses Percentage of year-end expenditure total compared to university total (from Summary by Hierarchy Report). |
| Administrative Computing | An area of ATUS that covers expenses for administrative systems including: Banner, Oracle, OnBase, and Argos. | % Non-Student Labor Distribution (LD) FTE |
| Business & Financial Systems Operations | BFS provides IT support to these campus-wide systems: Banner Finance, Banner HR, T2 Parking, CMM Contract Management, ESM Purchase (“Western MarketPlace”), SAP Concur Travel, and PageUp Recruitment. This support takes the form of business process analysis, submission/testing of programming requests and table changes, defect reporting, upgrade testing, approval queue maintenance, and user permissions maintenance. | % Non-Student Labor Distribution (LD) FTE |
| Enterprise Application Services | Unit has three service areas: data analysis, programing, and system integration; project management; university database administration and system maintenance. Systems maintained include: housing reservations and administrations; payroll; finance, accounts receivable/payable; facilities management; campus emails; data warehousing; electronic document access; E-sign forms. | % Non-Student Labor Distribution (LD) FTE |
| Enterprise Infrastructure Services | EIS covers the expenses for Microsoft Windows Azure, Office365, and provides support for the university's network and cloud integration. Licensing is based on individuals. | % Non-Student LD Headcount Non-student employee headcount associated with a fund weighted to percent job funding relative to university total (from May Archive Current Jobs Report). |
| Environmental Health & Safety | Our unit provides EHS services to all university employees and students and all satellite locations. Such services include, but not limited to lab and shop safety, hazardous waste management, various safety committees, facility and construction safety, worker’s compensation, ergonomics, fire safety, first aid/CPR/AED certifications, incident/injury investigations. | % Non-Student LD Headcount |
| Human Resources | Manages employee relations with collective bargaining partners and employee groups. Also responsible for executing all employment actions including hiring/terminations, payroll, benefits administration, evaluating positions and assigning compensation. | % LD Headcount (All employees) |
| Information Security | Supports all campus security monitoring, compliance, risk analysis, and other security needs. | % Non-Student Labor Distribution (LD) FTE |
| Police | UPD conducts regular patrols, deters crime, maintains order, and responds to emergencies and calls for service, as well as develops and implements strategies to prevent crime and improve campus safety. Conducts thorough investigations and collaborates with university departments and local agencies to plan and respond to emergencies, including natural disasters, active shooter situations, and other critical incidents. All this is done to provide a sense of safety and well-being for our students and employees. | % LD Headcount (All employees) |
| Procurement | Procurement plays a crucial role in ensuring smooth operations and providing valuable customer support to the university community. By handling contract administration, purchasing, travel, payment card services, asset inventory, and property management, we maintain efficiency and foster effective collaboration across various departments. | % Non-Payroll Expenses |
| Student Business Office | The state funded activities include processing incoming payments to Western from students, grants, and external sources. | % Revenue Percentage of total year-end revenue for revenue codes that are processed by SBO by fund compared to university total (from Summary by Hierarchy Report). |
| Transportation Services | The state funded portion of Transportation Services provides alternative transportation support employees (bicycle, walking and transit options) and commute options. This includes administering and funding the employee bus pass program. | % Non-Student LD Headcount |
| Treasury Services | Treasury Services provides vital support for the University by keying and paying all invoices, PCard payment processing, issuing payroll payments, and managing electronic payment processing. | % Non-Payroll Expenses |