Administrative Services Assessment Service Centers
Departments that provide administrative support to the university are included in the ASA Cost-Allocation Framework as Service Centers. Service Centers receive state-funding and the ASA fee is based on allocating a portion of the costs of providing services to auxiliary and self-supporting departments. For Service Centers 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 to determine relative levels of service provided to areas that not state-funded.
The new model will initially assess the standard level of services provided to departments only. This does not include specialized services provide to self-sustaining and auxiliary units that are covered by existing service agreements. However, future iterations of the model will attempt to include these specialized services to replace service agreements over time.
| Department | Administrative Services Provided | Cost Allocation Metric |
|---|---|---|
| Academic Technology (ATUS) | Provides computer, software, and help desk support to all employees. | % Non-Student Labor Distribution Full-Time Equivalent (LD FTE) |
| Accounting Services | Provides financial services such as accounting, state and external reporting, manages audits, ensures financial compliance, tax reporting, training, and answering financial questions for campus groups. Also manages accounts payable for the university. | % Non-Payroll Expenses |
| Administrative Computing | An area within Information Technology Services that covers the expenses for our Enterprise Resource Planning (ERP) system technology. This includes Banner, Oracle, Millennium FAST, and Argos. | % Non-Student LD FTE |
| Business & Financial Systems Operations | BFS provides IT support to campus users of Banner Finance and HR, T2 Parking, CMM Contract Management, Western MarketPlace, SAP Concur Travel, and PageUp systems. | % Non-Student LD FTE |
| Enterprise Application Services | EAS supports the analysis, maintenance, and programing needs for Western's Enterprise Resource Planning (ERP) systems, university database administration, and project management. | % Non-Student LD FTE |
| Enterprise Infrastructure Services | EIS covers the expenses for Microsoft Windows Azure and Office365 licensing and maintenance, and provides support for the university's network and cloud integration. | % Non-Student LD Headcount |
| Environmental Health & Safety | Supports the safety of the university’s physical spaces through safety inspections, hazardous waste management, facility and construction safety, worker’s compensation, ergonomics, fire safety, first aid/CPR/AED certifications, and incident/injury investigations. | % Non-Student LD Headcount |
| Human Resources | Manages hiring and employee relations, payroll and benefits, performance evaluations, and partners with employee groups and unions. | % LD Headcount (All employees) |
| Information Security | Supports all campus data security, monitoring, compliance, and risk analysis. | % Non-Student LD FTE |
| University Police | Conducts regular patrols, responds to emergencies and calls, works to deter crime, handles investigations, develops safety plans, and partners with local agencies to keep campus safe. | % LD Headcount (All employees) |
| Procurement | Manages contracts, purchasing, travel services, and payment cards. Keeps track of university property and assets, and helps campus with orders and procurement tasks. | % Non-Payroll Expenses |
| Student Business Office | State-funded service includes processing invoices on behalf of the university and incoming payments from students, grants, and external sources | % Revenue Processed |
| Transportation Services | The state-funded portion of Transportation Services provides alternative transportation support to employees, including administering and funding the employee bus pass program. | % Non-Student LD Headcount |
| Treasury Services | Supports campus electronic commerce (e-commerce) and provides investment services for the institution. | % Non-Payroll Expenses |
Cost Driver Definitions
- Full-Time Equivalent (FTE): A full-time employee workload (1 FTE = 40 hours per week)
- Funding String: A funding string is a unique combination of accounting codes used to identify a funding source.
- Labor Distribution (LD): The amount on an employee's time charged to a particular funding string. Employee jobs can be split-funded across two or more funding strings.
- Non-Payroll Expenses: Total year-end, non-labor expenditures charged to a fund
- Non-Student LD Headcount: Non-student employee headcount associated with a fund. Would be 1 if payroll is expensed to a single fund.
- Non-Student LD FTE: The FTE for non-student employees charged to a specific funding string.
- Revenue: Total year-end revenue for specific account codes that are processed by the Student Business Office (does not include internal revenue sources)
Cost Driver Data Sources
- The Archive Current Jobs Report in Millennium FAST HR for May is used for Labor Distribution FTE and Labor Distribution Headcount.
- Year-End Summary by Hierarchy reports are used for Non-Payroll Expenses and Revenue.