Office of the President
Campus Budget Presentations
Administrative Services
Administrative Services: Overview
The Administrative Services unit exists to provide services to all areas of campus. Nearly every department on campus, and many agencies, businesses, and off–campus individuals rely on the expertise and abilities of employees in the Administrative Services division.
- Provides services to advance the learning environment
- Nearly 500 people strong
Administrative Services: Mission
Administrative Services is a service-oriented area dedicated to supporting Western Illinois University in its mission to have a profound and positive impact on the changing world through the unique interaction of instruction, research, and public service as the University educates and prepares a diverse student population to thrive in and contribute to our global society. Administrative Services is a support organization, which provides quality, effective, efficient, and timely leadership and administrative support services responding to the ever-changing needs of students, faculty, and staff.
Administrative Services Office
Providing oversight responsibilities for departments in the Administrative Services area.
- Contract Review
- Insurance - Property, General Liability, Employers Legal Liability, Master Venue, SURMA
- Employee & Public Service Programs, including SECA and Ethics Training
- Computer Security Training
Legal Support
Offering general legal assistance to campus constituencies through contract agreement with a local law firm.
Auxiliary Services
Providing a diverse array of auxiliary services which meet the educational needs of our constituents.
- Office Supplies Store
- Record Management
- Risk Management
- Telecommunications
- Transportation
- Travel Control
- Vending
- Document and Publication Services
- Copy & Print Services
- CPC Services
- Mail Services
- Word Processing
Business Services
Conducting essential business operations of the University while complying with applicable statutes, rules, and governing regulations.
- Accounting
- Billing and Receivables
- Financial Systems
- Payroll
- Post Award Contract Administration
Human Resources
Providing equitable and consistent administration of human resource programs.
- Benefits
- Classification/Compensation
- Employment Examination
- Labor Relations
- Staff Training and Development
Illinois Law Enforcement - Executive Institute & Media Resource Center
Addressing public policy and management challenges facing top-level law enforcement administrators through research, training, and technical assistance.
- Research
- Resources for Senior Law Enforcement Officials
- Media and Web-based Training
Illinois Police Corps Academy
Increasing the professional capabilities and stature of law enforcement officers through training and education.
- Training
- Education
- Community Relations
- Law, Community, and Justice
Physical Plant
Maintaining and improving University facilities to strengthen an attractive, safe, and quality physical environment which is conducive to living, learning, and working.
- Maintenance
- Planning & Design
- Capital Construction
- In-House Construction
Public Safety
Ensuring a safe, secure, and peaceful campus environment.
- Campus Security
- Key/Access Control
- Parking Operations
Purchasing Office
Procuring goods and services in a timely manner while complying with state statutes, rules, and governing regulations.
- Request for Purchase
- Bidding Analysis
- Purchase Contracts
- Procurement Card
University Information Management Systems
Providing accurate, timely, and complete information to all qualified users in the most usable and appropriate form.
- Business Data Processing
- Alumni Database
- STARS
FY 05 Accomplishments
Expand and Improve Facilities
Develop and Foster a Superior Staff and Administration- Develop and Implement Strategies that Streamline
- Improve Environmental Sustainability
- Estimated total deferred maintenance and capital renewal of $89 million
- $150,000 to the Physical Plant to address deferred maintenance projects
- $61,000 to the Physical Plant to replace garbage containers
- University committed to master planning funding for FY06 and FY07
- The Physical Plant has utilized the Permanent Improvement budget to upgrade five campus classrooms that were in dire need of upgrading.
- Contractors have begun work under the direction of the Physical Plant Facilities Planning and Construction and the State Capital Development Board to facilitate and prepare final design plans for the $12 million Memorial Hall renovation.
- Architects have worked closely with Physical Plant Facilities Planning and Construction and the Quad Cities user group to develop a conceptual design for the first-phase WIU-Quad Cities campus expansion on River Drive.
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The Capital Development Board has authorized approximately $3 million in WIU capital renewal projects to proceed through design. - Replace elevators
- Replace roofs on four buildings: Stipes, Horrabin, Western, and Simpkins Halls
- Utility evaluations have culminated in a major capital proposal of $43 million for critical campus infrastructure, including a chilled water plant, Heating Plant renovations, and campus steam line replacements.
- Additional accomplishments in FY05 have been the completion of parking lot improvements (Q-South, Murray Street meters, and nearly $100,000 in Q-Lot) and the Murray Street upgrade.
Develop and Foster a Superior Staff and Administration
- Human Resources is working to establish a formal training and development program for all University employees.
- Through the Affirmative Action Internship Program, the University developed an Employee Wellness Program.
- Human Resources provided support to expand the diversity of the Civil Service work force and applicant pool.
- Information Management Systems developed and implemented an online ethics training and tracking system to ensure a complete understanding of ethical behavior.
- The Physical Plant, in concert with a liaison from Human Resources, successfully developed and implemented an annual evaluation process through which employees rate the effectiveness of their supervisors.
- Public Safety offered extensive training for its officers and staff.
Develop and Implement Strategies that Streamline
- Administrative Services finalized the realignment of print, copy, and publications services into one department - Document and Publication Services.
- The computer mainframe upgrade was completed in FY05 – processing speed increased by 48% and memory increased by 300%.
- UIMS focused on automating a reservation system and scholarship tracking process on STARS.
- Purchasing began a roll out to campus of the Procurement Card.
- 6,337 transactions since inception in May
- $3,780,000 in expenditures
- 185 cardholders
- 78 offices/departments have cards
- Through the efforts of the Purchasing office, the University increased expenditures to minorities and female minorities.
- Business Services is developing digital signature capabilities which will eliminate a roadblock to the proliferation of electronic business.
- Public Safety installed a closed circuit television system.
- Law Enforcement Training and Standards Board Executive Institute created a new website.
- Illinois Police Corps graduated 14 cadets during the August ceremony.
- Human Resources assessed the feasibility of communicating examination information and sending notices of test scores electronically.
- The in-house online telecommunication billing system will have an estimated annual savings of $40,000.
- UIMS performed preliminary work to automate the academic class scheduling system.
Improve Environmental Sustainability
- Permanent funding has been established for removal of hazardous wastes.
- Physical Plant evaluated funding mechanisms for the $30 million central chilled water plant as well as heating plant upgrades.
- Physical Plant conducted several energy and heating plant studies and audits.
- Physical Plant commissioned engineering studies to evaluate heating plant capital and operating costs and complexity of increasing coal-fired steam production.
- Applications for energy conservation grants for building energy audits were submitted.
Purchases from Reallocations & Pooling
- Computer equipment: $42,000
- Office furniture: $21,500
- Server to expand document imaging: $14,400
- Tractor with loader: $41,000
- Automatic floor scrubbers: $ 8,000
- Police car equipment: $11,000
- Police officers’ uniforms: $12,000
Major Objectives for FY06
Expand and Improve Facilities
Priority Request: Infrastructure Improvements - $500,000
- Reinstate funds in the permanent improvement line to increase classroom modernization, HVAC and building energy management controls, electrical and plumbing distribution systems, campus sidewalks and drives, and exterior stairs.
- Capital Master Preplanning will be completed early in FY06 with actual master planning to follow.
- Capital renewal plan extended through FY11; utility infrastructure capital plan will be fully integrated with university goals; and a minimum of $100,000 will be committed to classroom upgrades.
- Phase I relocations of campus departments in Memorial Hall to allow for renovations to begin.
- With much of the campus utility infrastructure, including chillers, steam lines, and gas boilers, exceeding their expected useful life, major capital renewal will need to be initiated at WIU in the coming years.
- Research financing alternatives for reducing the dollar amount of deferred maintenance and begin addressing the $43 million central chilled water plant and heating plant upgrades.
- Depending on the final budget recommendation, WIU will be prepared to continue the project for planning the Quad Cities Riverfront campus.
- This year parking lot improvements will continue following a long established plan.
- Explore all avenues to locate adequate space in one area to house newly-established Document and Publication Services.
- Seek a location for the creation of a Property Distribution and Storage Center.
Develop and Foster a Superior Staff and Administration
Priority Request: WIU Initiative for Staff Education - $64,330
- Request for a permanent full-time training and development coordinator with adequate funding and resources.
- Compare administrative and staff salaries with peer institutions and meet or exceed the mean of those salaries within the next five years.
- Faculty and staff wellness program will become a permanent program coordinated by Human Resources with Kinesiology classes.
- Develop strategies to increase recruitment and retention of staff and administration from underrepresented groups.
- Human Resources is working with the State Universities Civil Service System in finalizing procedures for electronic testing.
- Public Safety to ensure the police officers are informed of and knowledgeable about sensitivity and racial profiling issues. (graph slice 56)
- Illinois Law Enforcement Training and Standards Board Executive Institute is completing the biography of retired Chicago Police Department superintendent Terry Hillard.
- Executive Institute and Media Resource Center will:
- Host 3 summits for law enforcement personnel returning from military deployment.
- Develop a curriculum for anti-terrorism and first-line supervisors.
- Transition part-time basic law enforcement academy to a web-based/classroom program.
- Develop online purchasing for Law Enforcement Executive Forum.
Continue to Develop Strategies that Streamline
Priority Reques:t Automated Operator - $85,000
- Automated operator system with speech recognition will provide better service, reduce staff requirements, and eliminate the need for a paper telephone directory.
- Document and Publication Services will develop and implement a single-source, campus-wide copier program.
- UIMS plans to increase the disk storage capacity of the University’s administrative storage unit.
- New online class scheduling system will be developed by UIMS.
- UIMS will work with the Registrar’s Office to provide students with a 2-year schedule that will list courses offered.
- Purchasing will participate in the development of a Request for Proposal and will study the viability of e:Procurement.
- Purchasing will develop a web page that contains prime contract information, procedures, forms, etc.
- Business Services and UIMS in conjunction with Student Services will evaluate the possibility of implementing a program that will eliminate paper paychecks and financial aid disbursements for students.
- Auxiliary Services and UIMS in conjunction with campus user groups will finalize plans to move to an electronic telephone directory format.
Improve Environmental Sustainability
- Recommendations have been formulated for the “greening” of the University.
- With the hiring of a Campus Planner greater attention will be given to properly planning campus beautification efforts.
- Several activities are occurring on campus to enhance the environment.
- Physical Plant and the Vice President will continue to collaborate with Trustee Bill Epperly and the appropriate audiences on improving the appearance of University Drive.
Major Challenges for FY06
Priority Request: Staffing Support -$160,000
- Administrative Services is in need of additional people in order to provide the expected service level.
- Human Resources requests two positions to support the classification, compensation, employment, and leave functions.
- Physical Plant requests two positions to support operations: a Project Manager and an Electrical Engineer.
- Status of the Illinois Police Corps is a concern because there is no FY06 money in the federal budget for the program.
Internal Reallocations and Reorganization
- Several positions were reallocated both within and among departments in Administrative Services.
- Auxiliary Services area will be phased out by the end of FY05 with duties being reassigned elsewhere in Administrative Services.
- The Secretary IV in the Illinois Police Corps Academy was reallocated to Purchasing.
- Funds from the retirement of the Superintendent of Grounds were redirected to Planning and Design.
- Reallocation will occur as funds become available through attrition and change in need for goods and services.
- Objective of Administrative Services is to maximize services and responsiveness with limited current resources.
- No permanent base budget reductions required in the Administration Services division in FY05.
New Operating Resources
Request for new operating resources for FY06
- Priority #1: Infrastructure Improvements - $500,000
- Priority #2: WIU Initiative for Staff Education - $ 64,330
- Priority #3: Staffing Support - $160,000
- Priority #4: Automated Operator - $ 85,000
Office of the President
1 University Circle • Sherman Hall 209
Macomb, Illinois 61455
Telephone: 309/298-1824
E-mail: A-Goldfarb@wiu.edu