A&F Notes
enhancing our culture by sharing informationNo. 7: Summer, 1998 (without graphics)
A&F Staff recognized for outstanding service & take our daughters to work day
Paul's Page: A message from the vc of A&F
A&f using technology to make work life easier
A &F staff Recognized for Outstanding Service
Charles A. Haley, Auxiliary Services, Robert F. Harlow, Physical Plant, Lawrence J. Weslowski, Transit Services, John J. Presto, Physical Plant, Walter W. Baron, Auxiliary Services, Patrick Belizaire, Auxiliary Services, Howard M. Cleveland Jr., Physical Plant, Meredith E. Schmidt, Auxiliary Services, Keri M. Page, Auxiliary Services, Jeffrey D. Gonneville, Transit Services and Bryan P. Campbell, Physical Plant.
Take Our Daughters to Work Day
On April 23, 1998 the University sponsored the sixth annual Take Our Daughters to Work Day. The event began with a Breakfast Reception and Informational Fair in the Mullins Center.
A&F departments were on hand at the Mullins Center to pass out information. Physical Plant and Campus Distribution Services (CDS) conducted tours. Daughters that toured CDS got a chance to participate in a hands-on demonstration of the CDS receiving system. Approximately 75 daughters visited the Physical Plant for a tour of the Lock Shop to make their own keys. After a visit to the Sign Shop where they personalized wooden keyholders, all were treated to a pizza lunch.
Take Our Daughters to Work Day Informational Fair - On the Mullins Center Concourse
Auxiliary Services, Controller's Office, Human Resources, Mullins Center & Physical Plant had tables on the concoursePaul's Page: A message from the vc of A&F
Technology is an essential ingredient that enables our departments to provide high quality service to the campus. The power, convenience and ease of using computers continue to increase daily as new products and applications are introduced. What was unheard of ten years ago is now commonplace. What once required a large and sophisticated machine can now be handled on a desktop or on a computer no larger than a book. Fortunately, as machines have become more powerful their prices continue to decline. All these things place a burden upon us to keep up with the capabilities of new systems and to think of innovative ways to use them to facilitate our work.
This issue of A&F Notes highlights but a few of a number of new and interesting applications that are easing the workload in several of our departments. Many have emerged as a result of process design reviews, others from an ongoing quest to just do things better and more efficiently. Whatever the motivation, these types of applications will continue to grow in the future.
Perhaps the most ambitious undertaking will be the implementation of new financial, human resources and student systems recently purchased from PeopleSoft. These three major systems provide the backbone for all administrative activities on the campus. Our current systems were installed in the 1970's and 1980's and are based on very old technology that in many instances has inhibited our ability to make substantive operating improvements. The PeopleSoft systems were purchased as a result of Trustee endorsement of recommendations made last year to replace existing administrative systems with an integrated suite of products from a single software vendor and to migrate from a centralized university-wide administrative system to campus-based systems. They offer state-of-the-art capabilities, flexibility and substantial ease of use. The introduction of these new systems provides us with a major opportunity to look critically at our business processes and use technology to enable changes that otherwise would not be possible. I envision that a large number of A&F employees will participate over the next several years in business process reviews and implementation of the new systems. This will probably be the most significant undertaking that many of us will be involved in, settting the stage for how this campus will operate for many years in the future. Because of our work over the past several years looking at our processes and engaging in major change, I believe we are uniquely prepared to lead this important effort.
Using Technology to Make Work Life EasierBudget Office: Windows Automated Budget Change System - Contact the Budget Office for training.
Bursar's Office: Windows-based cashiering system, voice response technology and web applications as part of PeopleSoft's Student Information System.
Auxiliary Services: Exploring, with Housing Services, a computerized time and attendance system using the UCARD.
UCARD Office: Replacing the use of cash with electronic financial transfers in retail, food, book, vending, and ticket purchases in an increasing number of on-campus venues. The UCARD will soon be available for use in campus laundry machines.
Human Resources: EPIK (Employee Personal Information Kiosk) will soon be available University-wide and include an on-line employee benefits statement. Go to Human Resources homepage at www.umass.edu/humres.
Campus Distribution Services (CDS): Receiving Management System that scans packages and tracks campus delivery information. Investigating hand scanners that will reduce paper and manual input of information.
Transit Services: Inventory and maintenance software recently installed. Coming soon-automated fuel system, digitized security camera system, live camera feed from Coolidge Bridge will be shared with campus community via website, cable access TV, VMS signs etc.
Mail Services: Postal recharges now uploaded electronically. Pilot project to scan account numbers into recharge system.
Technology Advances Improve Qualtity of Customer Service
·
speed up the process·
decrease the paperwork·
provide a faster customer response time·
deliver more information·
increase the friendliness of PC based programs
Congratulations to:
Sam Welson, Office and Classroom Supplies, for receiving an award of appreciation from the ALANA Honor Society recognizing him for his valued services.
Al Byam and Diana Noble, Transit Services, recently received the Chancellor's Award for Outstanding Community Service for their efforts in arranging transportation for community service programs.
No Out and About this Newsletter
The BURSAR'S OFFICEThe first question people usually ask us is "What exactly is a Bursar?"
Our office name is commonly mispronounced with names such as Pursar's, Bersir's, Purse's and my favorite, Berthar's. For the record, Bursar is Latin for an officer, treasurer or location that is responsible for the collection of money. That said, Welcome to the Bursar's Office.We have the unenviable task of charging our students tuition, sending them bills and collecting money for every semester they attend. All this and done with a smile no less. The Bursar's office consists of 18 staff members, not to mention our work-study students, all of whom are dedicated to giving the highest standard of customer service to the students, parents and colleagues that we serve. In addition to our billing and collections duties, we also apply financial aid to students' accounts. For a good number of students, this translates into excess refund checks. Those are pleasant moments when we get to disburse money to students and share in their good mood.
The Bursar's Office also dispenses paychecks and paystatements, issues travel and payroll advances, collects departmental deposits, accepts child care payments and monthly family housing rent payments, performs numerous account reconciliations and processes scholarships and tuition waivers.
(We interrupt this article for an important commercial message from the Bursar's Office: Remember, it's never too early to turn in your employee waivers to the Bursar's Office for the upcoming Fall semester if you or a family member have registered for classes and are entitled to take advantage of a waiver!)
Because we realize the importance of a positive and upbeat work environment, we celebrate Theme Day every month. February brought us Mardi Gras Day with endless types of food and a variety of masks and costumes. March was "Team" Day where the staff dressed up and showed support for their favorite team. Needless to say, we had a tailgate party in the office, minus of course a gas grill and certain beverages. We welcomed April with a celebration of Spring and the holidays with plenty of food, a handmade spring bonnet contest and even an egg hunt. Coming in May is YAD SDRAWKCAB (use a mirror).
The staff in the Bursar's Office looks forward to being of service to you. Please feel free to contact us or simply stop in to say hello. We also welcome any softball challenges so if there are any departments looking for a good game of softball let us know. We'll be more than happy to accommodate you, play you and beat you. But we'll do it with a smile!
LETTERS TO THE EDITOR
Letters to the Editor must be signed (name will be withheld upon request). All letters are subject to editing with the author's approval. Depending on space and other factors, not all letters will be printed.
Administration and Finance is one of the primary resources for the planning and execution of Undergraduate Commencement. Your cooperative efforts are essential to ensuring the success of this campus-wide initiative. This is a responsibility I know that is not taken lightly - demonstrated by the success of recent Commencements. Your mutual contributions last year, given the adverse conditions which many of you had to endure, were especially commendable. Your annual outstanding support - both in quality and planning - is highly valued and deeply appreciated. On behalf of the Commencement Planning Committee, thank you all for jobs very well done.
Robert N. Brooks, Director, Student Affairs Special Services, Undergraduate Commencement Coordinator
A&F ON THE WEB
www.umass.edu/campus_services: CAMPUS SERVICES home page with info and links to Campus Distribution Services, Transit Services, Office and Classroom Supplies, Parking Services, Printing Services and Travel Management
WELCOME
Welcome to Rose Charnley, Physical Plant, who has joined our editorial staff. The mission of A&F Notes is to enhance our culture by sharing information. If you have comments, questions, news or story ideas we want to hear from you. Contact your departmental representative or Cindy Hamel at 5-1584 or chamel@admin.umass.edu.
Thanks, News and Editorial Staff