ASSESSMENT REPORT

FOR



Comptroller / Business Office
Administrative or Educational Support Unit

September 2003 to August 2004
Assessment Period Covered

 July 30, 2004
Date Submitted

Expanded Statement of Institutional Purpose Linkage:
Institutional Mission/Goal(s) Reference:
Texas A&M International University, a Member of the Texas A&M University System, is committed to the preparation of students for leadership roles in their chosen profession and in an increasingly complex, culturally diverse state, national, and global society… Through instruction, faculty and student research, and public service, Texas A&M International University is a strategic point of delivery for well-defined programs and services that improve the quality of life for citizens of the border region, the State of Texas, and national and international communities.

Administrative or Educational Support Unit Mission Statement:
The mission of the Comptroller/Business Office is: to provide accurate financial reporting of the university’s financial activities; to provide timely payment of goods and services received by the university including university travel; to provide accurate and efficient receipting of university funds; and the timely processing of student refunds.

Intended Administrative Objectives:

1. The Comptroller/Business Office will provide accurate financial reporting of the university’s fiscal activities.

2. The Comptroller/Business Office will provide payment of goods and services in accordance with stated payment terms and state & system regulations.

3. The Comptroller/Business Office will provide efficient and accurate receipting of university funds and the timely payment of student refunds.

 

ASSESSMENT REPORT

FOR



Comptroller / Business Office
Administrative or Educational Support Unit

September 2003 to August 2004
Assessment Period Covered

 July 30, 2004
Date Submitted


Intended Administrative or Educational Support Objective:

1.  The Comptroller/Business Office will provide accurate financial reporting of the university’s fiscal activities.

First Means of Assessment for Objective Identified Above:

1a. Means of Unit Assessment & Criteria for Success:
The goal is to complete the month end close of the Financial & Accounting Management Information System (FAMIS) reports by the 5th working day of the following month.

1a. Summary of Assessment Data Collected:
Daily reports are generated through the FAMIS system.  From the data gathered, reports indicate the following completion dates:

Nov.= 12/5/03
Dec. = 1/16/04 
Jan. = 2/11/04    
Feb.= 3/5/04
Mar. = 4/7/04
Apr. = 5/7/04 
May = 6/7/04
Jun. = 7/7/04
Jul. = 8/6/04


1a. Use of Results to Improve Unit Services:
Results indicate that twoout of the nine samples were not completed by the 5th working day indicating a 78% success record. Our goal is to achieve an 80% or better rating. This evaluation is a continuous one.

 

ASSESSMENT REPORT

FOR



Comptroller / Business Office
Administrative or Educational Support Unit

September 2003 to August 2004
Assessment Period Covered

 July 30, 2004
Date Submitted


Intended Administrative or Educational Support Objective:

2.  The Comptroller/Business Office will provide payment of goods and services in accordance with stated payment terms and state & system regulations.

First Means of Assessment for Objective Identified Above:

2a. Means of Unit Assessment & Criteria for Success:
Receive an 80% or better rating on the Finance and Administration Division 2004 Service Quality Survey on the six questions listed in the Business Office section and improve on those areas not judged as “good” or better.

2a. Summary of Assessment Data Collected:
Question #1: The assistance provided by the Business Office staff concerning payment issues. = Rating of 76%.

Question #2: The timeliness of the reimbursement process for travel expenses = Rating of 63%.

Question #3: The assistance provided by the Business Office staff concerning staff receipting issues = Rating of 62%.

Question #4:  The communication by the Business Office about policies, procedures, and proper use of forms = Rating of 64%.

Question #5:  The courtesy and professionalism of the Business Office staff = Rating of 84%.

Question #6:  The overall services provided by the Business Office = Rating of 82%.

2a. Use of Results to Improve Unit Services:
Results indicate that the areas needing improvement are:

Question #2: Timeliness of the travel reimbursement process.

Question #3: Assistance provided by the Business Office staff concerning staff receipting issues.

Question #4: Communication by the Business Office about policies, procedures and proper use of forms.

In an effort to address these concerns, the Comptroller’s/Business Office has revamped the department webpage to include downloadable forms with instructions, written procedures on receipting and disbursements, and travel guidelines, reminders and checklists.

 

ASSESSMENT REPORT

FOR



Comptroller / Business Office
Administrative or Educational Support Unit

September 2003 to August 2004
Assessment Period Covered

 July 30, 2004
Date Submitted



Intended Administrative or Educational Support Objective:

3.  The Comptroller/Business Office will provide efficient and accurate receipting of university funds and the timely payment of student refunds.

First Means of Assessment for Objective Identified Above:

3a. Means of Unit Assessment & Criteria for Success:
University students and employees are attended to efficiently and in a professional manner as indicated by an 80% or better rating on a locally developed survey.

3a. Summary of Assessment Data Collected:
TheCustomer Satisfaction Survey was administered during Spring 2004 Registration.  In response to Question #1 (I was treated in a professional manner), the results were 100% “agree” or better.  25 surveys were completed.  The Customer Satisfaction Survey indicates that the students and employees that responded feel they are being attended to in an efficient and professional manner.

3a. Use of Results to Improve Unit Services:
The Comptroller/Business Office continues to attend to both students and employees in a professional manner through continuous training and emphasis on customer service.

Second Means of Assessment for Objective Identified Above:
3b. Means of Unit Assessment & Criteria for Success
Student refunds are processed in a timely and accurate manner as indicated by an 80% or better rating on the locally developed survey.

3b. Summary of Assessment Data Collected:
The Customer Satisfaction Survey was administered during Spring 2004 Registration. 25 surveys were completed. On Question #5 (Receipt of my student refund was timely and accurate), the results were 76% “agree” or better.

3b. Use of Results to Improve Unit Service:
The Customer Satisfaction Survey indicates that improvement is needed in this area. In order to provide better service, the Comptroller/Business Office has made open communication with the student a priority.  Staff efforts to provide a more timely processing of student refunds have been increased.