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FINANCE & OPERATIONS

FINANCE & OPERATIONS

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FINANCE & OPERATIONS

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  1. FINANCE & OPERATIONS A SERVICE DIVISION Community Briefing June 12, 2007

  2. AGENDA Welcome – Jeff Solomon Financial Services – Rich Rogan Budget, Planning & IR – Judi Trainor Administrative Services – Ann Schlickmann Events Office – Jim Kenary Compliance & Risk Management – Mike Curley Facilities – Fred DiMauro Questions – All

  3. FINANCE & OPERATIONSORGANIZATIONAL CHART

  4. FINANCIAL SERVICES • Touches all areas of the University • Handle student accounts, including health insurance • Pay university expenses • Process Payroll • Handle treasury and investments • Handle research accounting • And most importantly - Control

  5. What’s NewinFINANCIAL SERVICES • WPI P-Card • Eliminates need for PO’s and check requests • Transactions automatically imported into Banner after on-line approval • Student Loans outsourced • Accounts Payable Imaging • All AP documents now stored electronically (beginning w/ FY ’07) • https://login.imagesilo.com/Login.ASP • New faces in Financial Services

  6. BUDGET & PLANNING What We Do: • Budget Planning • Budget Modeling • Line-Item Budgeting • Budget Projections • Budget Reports • Financial Analysis

  7. THE BUDGET TEAM The Staff Judi Trainor, Director Patti Campomizzi, Senior Budget Analyst Budget Partners Financial Services Human Resources Provost Office Financial Managers

  8. INSTITUTIONAL RESEARCH How has WPI changed over time? How does WPI compare to other institutions? How do WPI programs compare to each other? IR provides INFORMATION which supports planning, policy formation, and decision making

  9. INSTITUTIONAL RESEARCH Gathering of institutional data Federal reporting Preparation of institutional surveys Benchmarking with peer institutions Objective analysis of internal data Documented studies on specific topics

  10. DATA & DOLLARS IR Budget Analysis

  11. ADMINISTRATIVE SERVICES We are here to serve the WPI Campus CommunityFeel free to contact us for any of the services listed…or some that you may not see!We will lead you to the right person to service your needs.

  12. ADMINISTRATIVE SERVICES – PURCHASING(Founders Hall, Lower Level) Ann Schlickmann, Director • Purchasing information and assistance for anything other than IT Equipment. Information on most goods and services, and vendor contacts – through University Purchasing Consortia. • Oversee the contract operation of the WPI Bookstore

  13. ADMINISTRATIVE SERVICES - PRINTING(Boynton Hall, Lower Level) Chad Farrell, Supervisor • Offset and multicolor printing and photocopying and digital – including Business Cards, Brochures, Newsletters, Invitations, Bindery, Lamination CAMPUS ID CARDS: Sadie Goesch, Manager • Administration and Issuance of all cards

  14. ADMINISTRATIVE SERVICES - MAIL(Campus Center, first floor) Ceil McLaren, Supervisor • Process all incoming and outgoing mail for students, faculty and staff, including US Postal Service, UPS. • Courier Service: Mail courier delivers all mail and packages to departments while picking up outgoing mail. • Service Window: Purchase stamps, and Campus Community may ship UPS packages at discount rate.

  15. ADMINISTRATIVE SERVICES -PROPERTY MANAGEMENT (85 Prescott St) Clarence Plant, Manager and Property Administrator • Asset Inventory • Acquisition of excess equipment through government and private sources

  16. Welcome to the EVENTS OFFICEWhere successful events begin with proper planning…Contact us at least two weeks prior to your event Spaces we schedule: Campus Center, Higgins House, Alden Hall, Beckett and Forkey Conference Rooms, and Riley Commons Date and Time of Event Expected Attendance Title of Event AV Requests Set-up needs Catered Needs WPI Account Number

  17. WPI EVENTS OFFICE For large scale complex events with 200 +guests, the Events Office will help facilitate a service providers meeting to ensure all your event details are addressed. For efficient service utilizing the on-line Reservation Request Form will guide you through the details of your event! http://www.wpi.edu/Admin/Events/ Confirmation of your request will be obtained within 2 business days either by email or phone. The Events Office plans approximately 7,000 events/yr

  18. RISK MANAGEMENT • Provide management of risk for WPI by identifying risks to community and selection/maintenance of solutions to mitigate risk • Approximately $600k for Insurance premiums will be paid in FY’07 • 16 separate policies, including Auto, Liability, Property and Travel • Seek competitive price through using following formula: Coverage Limits plus Historical Claim Trends = Retention and Price • Review contract language for indemnification and hold harmless clauses • Distribute certificates of insurance • Risk Mapping of mitigation for: • Study abroad programs • Student activities • Support all departments’ involvement with risk exposure

  19. COMPLIANCE • Support ongoing process of WPI conforming to external/internal policies and regulations • Manage annual Conflict of Interest disclosure requirement • Ongoing maintenance and creation of institutional policies • Identifying assurances of conformity to standards of practice • Over 75 annual assurances submitted by various WPI departments to Federal, State, Municipal entities Examples of Institutional Oversight requirements: Biosafety Committee IACUC IRB Close associations with: Human Resources Office of Research Administration Environmental and Occupational Safety General Counsel

  20. TRADES GROUNDS DEPARTMENT OF FACILITIES CUSTODIAL PROJECTS PROPERTY MGMT SAFETY

  21. FACILITIES MISSION • provide a safe, clean, properly maintainedenvironment for the WPI community, insupport of academic & social activities. • highest quality service, with thehighest level of professionalism.

  22. ORGANIZATIONAL CHART STUDENTS FACULTY STAFF ALUMNI TRUSTEES PARENTS PROSPECTIVE STUDENTS NEIGHBORS WORCESTER COMMUNITY SOCIETY FUTURE GENERATIONS Info Systems LIZ Tomaszewski Mechanical Operations NORM Hutchins MAINT MECHANICS RECYCLING & WASTE EVENT SET-UP BOILER OPERATIONS TECHNICAL TRADES CUSTODIAL SERVICES Service Desk SANDY Ferver Academic Supv TOM Moreau 2nd Shift Supv GARY Antinarella Radiation Safety DAVID Adams Laser Safety ROGER Steele Bio Safety PAULA Moravek Residential Supv BOB Pepin GROUNDS- KEEPERS GARDENERS Property Management MARLYN Myers Technical Trades CHRIS Salter Grounds & Properties RON Klocek Buildings & Events TERRY Pellerin Enivron & Occu Safety DAVE Messier PROJECTS PURCHASING DIANNE Baxter INVOICE CONTROL LIZ Tousignant FRED DiMauro Assistant VP

  23. DAILYOPERATIONS WORK ORDERS PLANNED MAINTENANCE ADVENTURES DU JOUR SAFETY CUSTOMER SERVICE

  24. CUSTOMER SERVICE QUALITY COMMUNICATION TIME

  25. LEADERSHIP QUALITYIMPROVEMENT ANDPOSITIVE CHANGE CREATIVITY DEDICATION

  26. QUESTIONS Thank You for Attending our Presentation DIVISION OF FINANCE & OPERATIONS