Finance and Support Services Quarterly Team Award Recipients
Maria Alvarez, Bruce Banks, Rick Boasi, Delfia Chavarria, Margie Flores, Val Marrero, Mary Pacheco, Guadalupe Urrutia, Steve Williams, Mike Aleman, Iliana Camarillo, Maria F Gonzalez, Candy Martinez, Rosie Ortiz, Robert Roten, Gina Sanchez, Phillip Vasquez, Blanca Castillo, George Ferrer, David Garcia, Delia Gonzalez, Sally Harris, Maria Hernandez, Felipa Prado, Miguel Sandoval, Martin Mercado, Rodrigo Rodriguez, Jeremy Nybro, Phillip Williams, Fermin Torres
Custodial Services staff deep clean all restrooms, classrooms, stairwells, elevators, entrances, and all door knobs in Old Main, Lampasas Hall, Chemistry, Comal, Flowers Hall, Evans Liberal Arts, Taylor-Murphy History, Roy F. Mitte, and JC Kellam Administration, which includes daily disinfecting and sanitizing. They spray classrooms and high traffic areas with a hospital grade disinfectant and restock classroom and computer lab sanitizing kits daily with gloves, face masks, and microfiber cloths. The team monitors and refills all the hand sanitizer dispensers in their areas. When a positive case is reported, this team performs another deep clean, disinfection, and sanitization of the area, to reduce the risk of further cases. The hard work and dedication of these employees has contributed to the continuing safety of the campus community.
UPD Dispatch Team
Carrie Solitto, Jennifer Paterson, Jimmy Hicks, Eric Marsh, Chelsey Bogner, Adrianna Lindsey, and Monica Suarez
The UPD Dispatch Team improvised and didn’t miss a beat in responding to emergency calls resulting from the weather emergency. The team shared personal cell phone numbers to keep the lines of communication open with resident assistants, students, police officers, and even parents when power and phone service was down. Because of their commitment and persistence, UPD delivered quick and reliable emergency services during the weather event. Several team members stayed overnight on campus to ensure they would be available for their next shift.
James Norton, Xavier Lopez, Joey Kristoff, Samuel Brakhage, Chris Olivares, Roy Eastwood, Hector Vasquez, Kurtis Crocket, Michael Kocay, Greg (Scott) Hode, Daniel Moran, Neil Bascos, Chris Castro, David Flores, Michael Kubin, Enrique Llanes, Robert Miller, Hilario Villarreal, Gilbert Morales, and Brian Rabel
The Utilities Team stood up backup generators to supply electricity to key buildings and a portable generator at Jackson water well which provides water to most of campus. The team maintained system water pressure levels above minimum limits by manually operating the transfer pumps at the well house and refueled the generators around the clock by making trips to the Transdev Shuttle Maintenance facility. The multiple recurring blackouts prevented the boilers at Central Plant, the source of heating on campus, from refiring until power was fully restored. However, the boilers at West Plant were operational when intermittent power was restored and the team focused its attention on maximizing run time on these units. Once the main boilers came back on, the team had to switch the load to feed steam to Texas State buildings, including residence halls. Many members of this team worked long hours, stayed overnight on campus, and continuously turned the university power back on manually. The Utilities team was the liaison between the university and San Marcos Electric Utility.
The July Finance and Support Services Division Quarterly Team Award was presented to the Direct Digital Access (DDA) Team
The staff team members include: Martha Fraire-Cuellar, Marcus Bryant, Elizabeth Hewett, Renae Smith.
The third-party team members include: Cole Johnson and Sabrina Heatherley, both from Follett
The Digital Direct Access Program is a partnership between Texas State University and Follett Press. Through this program, faculty can offer textbooks and lab set-ups digitally, a practice that has been essential for transitioning in-person classes to a remote format during COVID-19.
This program required coordination and shared responsibilities amongst the Offices of University Registrar, Auxiliary Services, Student Business Services (SBS), and Follett. SBS created a data review model to aid in determining discrepancies between Follett and Texas State data. Using this data model, SBS created multiple reports regarding Course Setup Validation, Section Summary Comparison, and Follett Invoice/Recon Discrepancies. Previously, there were many areas where mistakes went unnoticed until students or faculty members issued a complaint. However, the team’s reports and models ensured that errors could be identified much earlier in the process and that the University would be able to rectify the issue before it impacted students. The team made a collaborative effort to provide improved services to all parties, save money, and dramatically reduce the error rate. The commitment members showed, such as the over 100 hours that Marcus Bryant spent writing programs to identify the errors, was lauded not just by Texas State, but by Follett’s upper-management who described Texas State’s program as “the most detailed and fluid amongst all their partners.”
Congratulations to the DDA Team on its achievements and outstanding efforts!
Service was provided to internal and external customers including:
- TXST current and former employees
- TXST hiring managers and admin support staff
- Associate General Counsel staff
- External organizations requesting records
This team converted over 75 years’ worth of staff, faculty and student employee personnel files from paper to electronic format. This included meticulously reviewing, identifying, purging unnecessary documents, prepping remaining documents, scanning, and indexing thousands of individual files.
Once the decision to use Banner (BDMS) was made, the HR and IT team designed and configured the system. New employees were tackled first to avoid making more paper files, followed by all terminated and active employee files.
This project accomplished several goals including cost savings on storage space, not buying more cabinets and supplies, improved efficiency of managing archived documents, and swift turnaround to customers requesting records. Most of all, the project mitigated the risk of loss of paper records due to a disaster and improved security of these confidential documents.
Initial estimates based on volume projected it would take 15 years with current staffing levels. With some additional funding for dedicated part-time labor, this team ended up completing the conversion in less than three years and under budget! This particular team did an outstanding job working together on communication and cooperation especially with up to nine part-time people with varying schedules throughout the week. They stayed on task, did quality control checks and methodically and purposefully completed cabinet by cabinet until a momentous celebration of the last document was done.
HUMAN RESOURCES: Melissa Demers, Teresa Duggins, Jessica Sedlachek, Michelle Moritz, Nancy Arnwine, Elizabeth Turner, Natalie Felps, Sara Wendland, Alex Reyna, Sam Cerny, Tony Lira and Julie Cervantes. CORE SYSTEMS: Millie Von Stultz.
Service was provided to all end users who have access to personnel data, as well as, those who flow job requisitions in the People Admin System: On-campus clients (i.e., students, faculty, staff).
This was a one-time project to create a new master data field attached to positions in SAP in order to accommodate a transfer to the People Admin System for use during the position approval process.
Beginning in FY19 a process change was implemented by the Vice Presidents pertaining to the treatment and management of personnel budgets. The major change was that Vice Presidents would begin recapturing salary savings at the VP level and managing those funds for the university. However, we were lacking an easy way for the VPs to access key pieces of the information they needed to make their decisions within one system. The solution to that problem was a new info-type to be created, IT9508.
This project required a charter with IT for prioritization in order to utilize IT project resources. The four team members consisted of two IT programmers and two back office personnel from the budget office. Once it was determined that this new piece of master data would meet the needs of the university normal project guidelines were followed including: charters, the assignment of resources, programming, testing the new transactions, feedback and review periods, and finally loading into production. Total project time was roughly 4-6 months.
This team’s actions are benefiting the institution because they have created a tool for everyone to use in reconciling and working with their personnel data. Specifically, they have created a tool that will inform the Vice Presidents of the position data and funding when making funding decisions for personnel changes. With the improved control of personnel funding at the VP level, and now, better data for decision making the improvement will help the VPs manage the University’s personnel resources in a way they can maximize those resources for the University.
The team went above and beyond to identify a need and create a solution for multiple users across campus.
BUDGET OFFICE: Donna Hoyland and Cynthia Ledesma. CORE SYSTEMS: Nancy Brister and John Mark Piersol
This team provided service to all end users (i.e., students, faculty, staff).
Supplies and services necessary to safely reopen the University were identified, procured, and partially distributed or implemented in approximately 45 days. This is an ongoing effort; however, we anticipate that this portion of the project was the most challenging.
Facilities Commodity Procurement worked diligently with staff from the College of Science and Engineering, vendors, and contractors to procure hand sanitizer, disposable masks, reusable masks, shoe covers, gloves, gowns, washable microfiber cloths, face shields, electrostatic sprayers, infrared thermometers, air scrubbers, air purifiers, disinfectant, bleach, sign holders, sandwich boards, spray bottles, refillable personal hand sanitizer bottles, small hand sanitizer, hand sanitizer refill stations, electrostatically applied disinfecting services, and classroom kits. This work was closely supported by College of Science and Engineering (CoSE) in the production of hand sanitizer, Environmental Health Safety and Risk Management through review and direction on product selection and application, Procurement & Strategic Sourcing with process support, and Materials Management & Logistics with receiving and distribution support. This diverse team working closely together succeeded in a volatile marketplace with significant uncertainty. As vendor’s promised delivery dates slipped, alternative solutions were formulated and implemented. The dedication and hard work of this team and many others will make Texas State University a much safer place for face to face instruction this Fall.
Without these efforts Texas State could not safely return to face to face instruction this Fall. The extraordinary efforts of this team demonstrate the dedication of these faculty and staff to the success of Texas State University.
These efforts were progressing as the university was still evolving it’s plans for returning to face to face instruction. Typical processing for similar procurement is much more protracted. Exceptional communications made this team highly successful.
FACILITIES ADMINISTRATION: Tom Shewan, FINANCIAL SERVICES: Darryl Borgonah, ENVIRONMENTAL, HEALTH, SAFETY and RISK MANAGEMENT: Wendy McCoy, Shea Cockrell, Colleen Cook, Lynn Lindsay, Katherine Beamer, Mackenzie Mitchell, Chad Thomas, Grant Davis, Elsie Romano, LaDonna Tate, Diana Trelles, James Frye, FACILITIES PROCUREMENT: Jon Gaddis, Amy Thaxton, Joel Trevino, Daphne Helms, Ana Hicks, Laura Piercy and Edie Harvey, FACILITIES MANAGEMENT: Lindsey Sinner, FACILITIES OPERATIONS: Lisa Walker, FACILITIES GARAGE: Bert Cole, Chris Aguirre and Andy Kildau, PROCUREMENT and STRATEGIC SOURCING: Dan Alden, William Becker, and Lisa Leopold, SHARED RESEARCH OPERATIONS: Casey Smith, MATERIALS MANAGEMENT and LOGISTICS : Frank Gonzalez, John Rayos, Monica Sanchez, Jennifer Mireles, Floyd Torres, Johnny Gonzales, Jose Duran, Carlos Chavarria, Doug Mallard, David Vasquez, Jorden Zuniga, Manuel Pantoja, Rick Selvera, Arturo Pineda, Clayton Williams and Sandra Rodriguez
This team works closely with the Student Health Center to arrange transportation for students who need to quarantine or be in isolation due to COVID-19 while continuing to carry out their regular duties. The team thought through every scenario and planned actions to safety function in each situation. They trained on both transport and disinfection equipment and process. Team members put on the personal protection equipment, pick up the specially outfitted van shared by EHSRM and DHRL for transports, pick up the student to take them to their appointments at the Health Center and then back. Once the van is returned, it is sprayed with disinfectant to be ready for the next transport. By providing this service it eases students worries about logistics when sick or exposed to COVID-19. The transport is accomplished in a safe way without exposure to other members of the Texas State community.
Members of the team: Chad Thomas, Lynn Lindsay, Colleen Cook, Shea Cockrell, James Frye, Elsie Romano, Grant Davis, and LaDonna Tate from Environmental Health, Safety, and Risk Management and Simon McCurley, Cindy Esquivel, Sylvia Peralez, Marcy Gamez, Jesus Martinez, David Daily, David Darby, Nick Rodriguez, John Doria, John Holcomb, and Richard Medina from Department of Housing and Residential Life.
January - Utilities Operations Team
April - Net ID PeopleAdmin Team
July - Travel Office Team
October - Payroll and Tax Compliance Office Team
January - Student Business Services and Treasurer Team
April - Facilities January 2018 Freeze Team
July - Plumbing Shop Team
October - Spill Response Team
January - UEC Project Manager Team
April - Exterior Lighting Upgrade Team
July - Texas State Welcome Wall Correction Team
October - Grounds Operations Team
January - PeopleAdmin Implementation Team
April - Planning Design Construction Procurement Team
July - Facilities Planning Design Construction Project Manager's Manual Team
October - Carpenter and Paint Shop Team
January - Employee Wellness Fair Team
April - Electronic Verification of Equipment Team
July - e-IDT Team
October - Custodial Operations Team
January - Budget Reports Team
April - Parking Services Team
July - e-NPO Team
October - Municipal Separate Storm Sewer System (MS4) Team
April - Health Professions Building Preparation Team
July - Office of Facilities, Planning, Design, and Construction Core Team
October - CIM (Concrete Industry Management) Project Team