Comptroller / Business Office
Administrative or Educational Support Unit
September 2002 to August 2003
Assessment Period Covered
October 24, 2003
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 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 will process 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.
Comptroller / Business Office
Administrative or Educational Support Unit
September 2002 to August 2003
Assessment Period Covered
October 24, 2003
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:
Will identify the number of
revisions recommended by the A&M system office during the review of the
Annual Financial Report and reduce revisions by 10% annually.
1a. Summary of Assessment Data Collected:
FY2001 = 25 FY2002 = 24 FY2003 = 30
1a. Use of Results to Improve Unit Services:
Number of revisions identified dropped by 1 item between FY2001 and FY2002.
The number increased by 6 for FY2003. Goal is to limit to below 25 for FY2004.
Second Means of Assessment for Objective Identified Above:
1b. Means of Unit Assessment & Criteria for Success:
Departmental Reports will be sent to the respective departments no later
than the 20th day of the month following month end close.
1b. Summary of Assessment Data Collected:
Aug 2003 – 9/15/04 July 2003 – 8/11/03 June 2003 – 7/14/03 May 2003
– 6/13/03 April 2003 – 5/13/03 Mar 2003 – 4/10/03 Feb 2003 – 2/27/03 Jan
2003 – 2/17/03 Dec 2002 – 1/23/03 Nov 2002 – 12/18/02 Oct 2002 - 12/15/02
Sept 2002 – 12/13/02 Aug 2002 – 9/16/02 July 2002 – 8/14/02 June 2002 –
7/12/02 May 2002 – 6/13/02 April 2002 – 5/15/02 March 2002 – 4/11/02 Feb
2002 – 3/11/02 Jan 2002 – 2/13/02
1b. Use of Results to Improve Unit Service:
20 Samples were taken. 18 months were within the 20-day window. Sept, Oct,
Nov 2002 were sent late due to Annual Financial Report not completed. Dec
2002 not sent on time. 90% success record.
Comptroller / Business Office
Administrative or Educational Support Unit
September 2002 to August 2003
Assessment Period Covered
October 24, 2003
Date Submitted
Intended Administrative or Educational Support Objective:
2. The Comptroller/Business Office will process payment of goods and services
in accordance with stated payment terms & system regulations.
First Means of Assessment for
Objective Identified Above:
2a. Means of Unit Assessment & Criteria for Success:
Review the amount of interest charges for late payment of vouchers and
reduce interest charged by 10% per year.
2a. Summary of Assessment Data Collected:
FY2000 = $4,780.95 FY2001 = $418.79 FY2002=$151.55
2a. Use of Results to Improve Unit Services:
Interest charges have been reduced significantly. Continue to keep open
lines of communication between Accounts Payable department and Purchasing
department to ensure payments to vendors are made on a timely basis.
Second Means of Assessment for Objective Identified Above:
2b. Means of Unit Assessment & Criteria for Success
Receive an 80% or better rating on
the Finance and Administration Division Service Quality Survey in the Business
Office section and improve on those areas not judged as good or better.
2b. Summary of Assessment Data Collected:
1. 1999=N/A 2000=75.6% 2003=83.2%
2. 1999=84.8 2000=70.8% 2003=72.5%
3. 1999=91.2 2000=83.2% 2003=80.9%
4. 1999=N/A 2000=83.2% 2003=72.7%
5. 1999=93.3 2000=88.5% 2003=85.9%
6. 1999=94.3 2000=89.9% 2003=85.7%
2b. Use of Results to Improve Unit Service:
The proper use of forms and timely payment of travel reimbursements are
the two areas below 80%. Improved communication and guidance in these areas
should provide better results.
Comptroller / Business Office
Administrative or Educational Support Unit
September 2002 to August 2003
Assessment Period Covered
October 24, 2003
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 satisfaction rating on
a locally developed survey.
3a. Summary of Assessment Data Collected:
The Customer Satisfaction Survey was administered during Fall 2003 Registration.
41 surveys completed. Question #1 – 100% agree or better. Question #2 – 95%
agree or better. Question #3 – 98% agree or better. Question #4 – 100% agree
or better. Question #6 – 98% agree or better.
3a. Use of Results to Improve Unit Services:
Customer Satisfaction Survey indicates that the students and employees
are being attended to in an efficient and professional manner.
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 satisfaction rating on a locally developed survey.
3b. Summary of Assessment Data Collected:
Customer Satisfaction Survey administered during August 2003. 34 Survey’s
completed. Question #5 – 79% agree or better.
3b. Use of Results to Improve Unit Service:
The results of the Customer Satisfaction Survey indicate that improvement
is needed in the area of student refunds. Need to provide additional information
to students regarding the student refund process. Additional personnel have
been added in order to expedite the process.