2018–19 ANNUAL REPORTStudent Financial Services 2017–18 2018–19 Total Federal Aid Drawdown $96.5M $94.4M Short-Term Loans Processed 1,278 / $671K 1,387 / $701K Student Refund

California State University, Chico400 West First Street

Chico, California 95929-0025

Division of Business and Finance

CALIFORNIA STATE UNIVERSITY, CHICO

ANNUAL REPORT2018–19

2018-19 Annual Report 1

I am so excited to provide this report, celebrating our forward progress in the Division of Business and Finance. The ongoing commitment to continuously improve our service to you, in service to the mission of the University, is exemplified throughout the pages to come.

Business and Finance encompasses a diverse range of services, and our employees contribute a wealth of expertise to campus operations. Our campus grounds provide soothing moments of beauty in the midst of our busy days. The University Police Department enhances the safety and security of not only the campus, but the surrounding area. We work and learn in comfortable, clean environments that blend our legacy structures with the facilities of the future. Staff Council provides some social “glue” to hold our far-flung campus together. The campus, students, and their families, and the citizens of California remain confident that Chico State is a prudent steward of our financial resources, providing information and reports in a timely and transparent manner. Mail, packages, and necessary equipment are shipped, received, and delivered, regardless of address challenges. By monitoring risk and an everincreasing demand for compliance from federal, state, and CSU authorities, Business and Finance experts mitigate or eliminate issues before they emerge as significant problems. For every employee in every division—including our valued student workers—our human resource systems provide the assurance of fairness and consistency, while addressing the unique needs of our increasingly diverse population. Our Business Information Team keeps the teams and our unique systems on the cutting edge with new and improved technology.

Please join me in thanking the many individuals who contribute their talents every day to the efficiency, safety, and security of our campus operations. We welcome your suggestions for further improvements and look forward to working with you in the year ahead. We have much to look forward to!

Warm regards,

Ann M. ShermanVice President for Business and Finance

A Message from the CFO

2 2018-19 Annual Report

Division of Business and Finance2018-19 Annual Report Summary

$238,496,000Campus Operating Budget

$28.5MDivision

Operating Budget

270Number ofEmployees

11Number of

Departments

60Number ofBuildings

47Average Ageof Buildings

132Number of

Campus Acres

17,488Supporting Number

of Students

989Supporting Number

of Faculty

1,106Supporting Number

of Staff


The Counseling and Wellness Center (CWC) underwent an advisory review from the Chancellor’s Office to assess the business practices at the CWC, including the organization, structure and business model, collaboration among student health services and counseling personnel, and effectiveness and efficiency of scheduling and meeting counseling needs at the campus.

Advisory Review

Division of Business and FinanceAudit Services

2018–19

Centers and InstitutesReport Date: February 13, 2019Findings: 5Repeat Findings: 2Estimated completion: October 30, 2019

Student Health ServicesReport Date: October 18, 2018Findings: 6Repeat Findings: 3Estimated Completion: November 1, 2019

Information SecurityReport Date: August 27, 2018Findings: 7Repeat Findings: 6Closed: March 12, 2019

Cal PersReport Date: July 10, 2019Findings: 1Repeat Findings: 0Estimated Completion: TBD

Credit Card ReviewReport Date: June 24, 2019Findings: 5Repeat Findings: 2Closed: July 16, 2019


5.0

4.0

3.0

2.0

1.0

2015–16 2016–17 2017–18 2018–19

Am

ount

Number of Audits


Division of Business and FinanceBusiness Information Technology Services

2017–18 Service Tickets# of Tickets 381*

# of Tickets Resolved 354

% of Tickets Resolved 93%

2018–19 Service Tickets# of Tickets 694

# of Tickets Resolved 707

% of Tickets Resolved 101%*

2018–19 Computer Refresh Replaced 36 desktops

Replaced 1 Tablet (Surface)

Replaced 12 Solid State Hard Drives*

Accomplishments

Chico State Alerts - Opt Out for Employees– Emergency Notification SystemTo ensure that all employees receive emergency notifications, all employees’ campus emails are automatically enrolled in the campus emergency notification system.

Hyland ProjectBITS has been working with Human Resources, Risk Management, Enterprise Applications, and Hyland to design and implement an electronic document management system, increasing efficiency through electronic entry, workflow, and storage of forms.

WebTMA – Mobile TMAGo and Mobile Device Management (MDM)BITS partnered with ITSS to assist FMS with the purchase and implementation of mobile devices to maximize the efficiency of work order management to better support campus stakeholders.

*Wrapped up a few from the previous year.

*Service ticket tracking began mid-year.

*Installed to help modernize and extend lifecycle.


Division of Business and FinanceBudget and Operations

UNIVERSITY BUDGET SUMMARY

General Operating Fund 2016–17 2017–18 2018–19 2019–20State Support Allocation $108,499,232 $115,826,232 $126,690,932 $140,015,432Tuition Fees $89,664,000 $93,884,750 $94,725,000 $91,500,000Other Fees & Revenue $13,171,235 $13,343,092 $17,079,994 $17,101,629

Total Budgeted Revenues $211,334,467 $223,054,074 $238,495,926 $248,617,061

GENERAL OPERATING FUND EXPENDITURES | https://csuchicoca.opengov.com

2016–17 2017–18 2018–19Provost $133,351,712 $138,801,037 $141,075,404Business & Finance $31,240,715 $32,036,157 $33,291,353Student Affairs $17,519,602 $20,010,023 $19,172,200University Advancement $6,120,271 $6,479,175 $7,009,805President $1,584,138 $1,157,571 $1,418,335

Total $189,816,438 $198,483,963 $201,967,097


Budget Oversight MeetingsThe budget oversight process was established in 2017–18 and 20 budget oversight reviews were conducted in 2018–19.

Division of Business and FinanceBudget and Operations (contd.)

BUSINESS & FINANCE BUDGET SUMMARY BY CATEGORY

General Operating Fund 2017–18 2018–19 2019–20Salaries & Wages $14,436,893 $15,664,466 $16,624,526Benefits $10,129,731 $10,181,903 $10,712,930Work Study $321,131 $346,315 $366,315Other Expenses $2,281,312 $2,339,755 $2,551,301

Total Budget $27,169,067 $28,532,439 $30,235,072

AccomplishmentsUniversity Budget Office top achievements:

Completed data integrations for a budget management software to enhance planning and multiyear forecasting.

Partnered with campus units to complete an initial validation of employee position data to establish position-based budgets for personnel costs.

Evaluated University’s current budget management and reporting practices to identify opportunities for improvement.


Division of Business and FinanceBusiness Services

Bus Reservations 2016–17 2017–18 2018–19Field Trips Completed 486 348 658Miles Traveled 31,403 37,639 30,186Passengers Transported 21,193 56,418 42,842

Mail Services 2016–17 2017–18 2018–19# of mail pieces inbound received 286,350 253,350 242,400# of mail pieces outbound sent 170,892 173,922 144,958# of intercampus pieces delivered * 77,951 55,420# of Mail delivery locations * * 183Total miles driven during fiscal year 3,361 3,475 3,531Miles driven - gas powered 2,083 2,073 2,045Miles driven - electric powered 1,278 1,402 1,486Miles driven - gas % 62% 60% 58%Miles driven - electric % 38% 40% 42%

Shipping/Receiving 2016–17 2017–18 2018–19Packages inbound received 46,175 45,278 41,531Packages outbound sent 3,770 3,883 4,102Shipping delivery locations * * 289Total miles driven during fiscal year 3,261 3,131 3,338Miles driven - gas powered 1,650 2,051 2,234Miles driven - electric powered 1,611 1,080 1,104Miles driven - gas % 51% 65% 67%Miles driven - electric % 49% 35% 33%

Property Management 2016–17 2017–18 2018–19# of state assets tagged 1,362 1,073 1,131State assets tagged overall value $3M $2.7M $2.6M# of state assets retired 3,904 842 1,030State assets retired overall value $5M $2.9M $3.1M# of items inventoried 2,152 3,199 2,380# of items sold * * 250

AccomplishmentsBus Reservations hired two full-time shuttle drivers to provide transportation for our students to and from campus, the University Farm, and University Village. The addition of full-time drivers will eliminate gaps in service and provide more consistent transportation.

Bus Reservations purchased two 12-passenger vans to provide departments with more cost-effective and sustainable modes of transportation in comparison to our 29-passenger buses.

*Not tracked this fiscal year.


Division of Business and FinanceEnvironmental Health & Safety

# of DaysWithout Injury 2017–18 2018–19 41 30

Staff Training Completed

2018–19# of training sessions

6280

2018–19New Employee Sessions

295

# of Student Trainings Completed

2018–1910,808

# of Injuries(not including first aid) 2017–18 2018–19 37 43

Injury Rate per 100 Employees 2017–18 2018–19 1.88 2.0

Lost Time Due to Injury

2017–18 2018–191,779 days 1,006 days


—Ann M. ShermanVice President for Business and Finance

“Our beautifulcampus groundsprovide soothingmoments of beautyin the midst of ourbusy days.”


Division of Business and FinanceFinancial Services

Procurement & Contract Services 2017–18 2018–19Campus Marketplace Transactions 1,880 / $609,400 2,386 / $957,000Goal vs. Actual % Small Business Purchases 25% / 24% 25% / 15.5%Goal vs. Actual % DVBE Purchases 3% / 7% 3% / 7% (Disabled Veteran Business Enterprises)

Accounts Payable 2017–18 2018–19Electronic Payments 12% 13%Employee Travel Requests Approved 3,012 2,787

Student Financial Services 2017–18 2018–19Total Federal Aid Drawdown $96.5M $94.4MShort-Term Loans Processed 1,278 / $671K 1,387 / $701KStudent Refund Direct Deposits 62% 72%Student Fees Collected $150M $149MStudent Fees Collection Rate 99.7% 99.7%

Fiscal year 2018-19 was a transformational year for Procurement & Contract Services at CSU, Chico and systemwide. Working toward a systemwide goal to deliver $15 million in savings, the 23 CSU campuses were actually able to collectively achieve $30+ million in savings! To accomplish CSU, Chico’s own savings target of $425,000, procurement and payment specialists were teamed up and dedicated to each college and department unit, providing

more timely and engaged customer service and the ability to strategically source needed items. This change allowed our campus to far exceed the goal of $425,000 by delivering $630,000 in savings/benefit; 48% over the target! This new structure is strengthening relationships and highlighting the importance of having supply-chain professionals here at CSU, Chico.

$630kin savings!

AchievementsCSU, Chico worked in unison with seven campuses to implement the Concur Travel and Expense online platform, playing an integral part in the design of configurable elements, testing settings and workflow, and providing user feedback over the last year. The President’s Office and divisions of Business and Finance, Student Affairs, and University Advancement were migrated from the paper travel process to this online platform, streamlining the approval process, expediting the travel compliance feedback loop, decreasing out-of-pocket expenses for traveling employees and providing a shorter reimbursement timeline.


Design and Construction 2017–18 2018–19Current work load as of Summer 2019Projects in Planning/Programming Phase * 18Projects in Design Phase * 10Projects completed or in construction * 27Value of projects completed or in construction * $9.83M

Total Projects Assigned 55

Deferred Maintenance 2017–18 2018–19Outstanding deferred maintenance $350M $348M decreased by $1,663,364

% PM Task Compliance * 73%

Kendall Roof4,150 Spanish-style tiles repaired or replaced on the roof of Kendall Hall this summer as part of an upgrade to its waterproofing. 36,850 Spanish-style tiles cover Kendall Hall, most original to its 1929 construction, preserving its historic character.

New Science BuildingOver 750 vibratory stone and grout-filled piers underneath building footprint. Over 5,000 cubic yards of concrete poured to date. 1,100 tons of steel erected in 1 month. 250,000 bricks will be installed. The building will be completed July 2020.

Division of Business and FinanceFacilities Management and Services

Work Order Analysis By Type Issue Qty Completed % Completed Avg Duration to CompleteCorrective 6355 5544 87% 20 daysDeferred Maintenance 82 49 60% 59 daysEvent 733 668 91% 27 daysRoutine Repair 54 39 72% 21 daysPreventative Maintenance 4542 3634 80% 47 daysService Request 1693 1402 83% 25 days

Total 13459 11336

Customer SatisfactionAverage Response 20% Communication Quality Timeliness Overall4 - Very Satisfied 67% 84% 76% 75%3 - Satisfied 18% 7% 12% 15%2 - Dissatisfied 4% 0% 6% 5%1 - Extremely Dissatisfied 10% 3% 5% 2%0 - No response 4% 5% 3% 5%



Division of Business and FinanceFacilities Management and Services (contd.)

Master PlanThe University worked with the master plan consulting firm, SmithGroup, on the master planning process. The consultants made several visits to campus as they analyze planning data, examined the physical campus, and met with individual working groups to develop a revised physical master plan for the campus.

SustainabilityIn Summer 2018, campus sustainability was moved to Facilities Management and Services. Cheri Chastain, a highly experienced sustainability professional, was hired as manager. Significant efforts were taken to re-energize sustainability on the campus. Accomplishments include:• Relaunching the Campus Sustainability Committee.• Achieved Tree Campus USA status.• Greenhouse Gas Inventory improvement of a 35% reduction in emissions from the 1990 level baseline.• Dedicated focus on energy management.

Chico State is proud to have earned Tree Campus USA recognition! To obtain this distinction, we met the five core standards for sustainable campus forestry required by Tree Campus USA, including establishment of a tree advisory committee, evidence of a campus tree-care plan, dedicated annual expenditures for its campus tree program, an Arbor Day observance and the sponsorship of student service-learning projects.


36,850 Spanish-style tiles cover Kendall Hall, most original to its 1929 construction.


Division of Business and FinanceHuman Resources Service Center

Staff Recruitment 2017–18 2018–19Job postings 160 171Applicants 4,162 3,859Promotions 60 53Positions filled with current staff * 31%Recruitment Satisfaction Survey 90% 84%(Overall Customer Service Satisfaction of Very Good or above)

Recruitment Pool Diversity 2018-192,284 (59.2%) White705 (18.3%) Hispanic276 (7.2%) Asian164 (4.2%) Black26 (0.7%) American Indian or Alaska Native13 (0.3%) Native Hawaiian or Other Pacific Islander197 (5.1%) Identified Ethnicity as Two or More194 (5.0%) Unreported

Classification and Compensation 2017–18 2018–19In Range Progressions Completed 44 44In Range Progressions Recommended 72% 76%In Range Progressions Average Days to Complete 46 47Classification Reviews Completed 50 37Classification Reviews Approved 96% 97%Classification Reviews Average Days to Complete 75.4 89.4

Professional Development 2017–18 2018–19Campus Workshops Overall Attendance 2,622 1,752**Workshops 396 192**Camp Fire Counseling sessions offered –– 20Fee waivers processed TOTAL 529 499Fee waivers – CSU Employees # 147 146Fee waivers – CSU Employees % 28% 29%Fee waivers – Dependents # 382 353Fee waivers – Dependents % 72% 71%Fee waiver Value $358,055 $377,580

*Not tracked this fiscal year.**Transitioned to new CSU learning management system, CSU Learn.

Total number of applicants for

2018–19 3,859


Division of Business and FinanceHuman Resources Service Center (contd.)

AccomplishmentsHuman Resource Service Center achievements in 2018-19.

Began the project of reducing the number of “required” signatures on HRSC forms/documents.

HRSC Website migration to 3.0.

HRSC Website redesign from internal department structure to customer-focused structure.

The HR Scan and Store project involves scanning all existing paper HR documents for electronic storage.

Scan and Store of existing paper files progress:• Recruitment - 2,351 documents scanned• Student Payroll - 2,326 documents scanned

Daily Scan and Store processes have been established for:• Payroll files - 8,155 documents scanned

Evening Benefits Orientations.

With the assistance of Human Resources Information Systems (HRIS) and Business Information Technology Services (BITS), HR is now utilizing Mass Update, a powerful PeopleSoft tool that allows us to populate data for large numbers of employees. The Payroll office now has the ability to run large updates in an automated fashion, realizing significant time/cost savings.


Division of Business and FinanceRisk Management

Risk Management implemented an electronic software program for processing insurance certificates from vendors who provide services for campus. The new software program will eliminate the need for paper documents and will also streamline the approval and workflow process.

2017–18 2018–19# of Insurance Certificates processed 398 443# of Field Trips reviewed 600 720# of Students participated in field trips 9,000 10,800# of Specialized Coverages Secured (FTI, Inland Marine, APD) * 170 # of University Events reviewed * 42# of Document Requests processed (Public Records Act) 48 54# of Documents produced 18,585 5,273# of Driving Records reviewed 756 565# of Claims experienced 2 5


California State University, Chico’s tradition of academic excellence goes back more than 130 years. Our unique combination of scholarly pursuits, civic engagement, and a very real connection to the Chico community earns it national and international accolades.


Division of Business and FinanceStaff Council

48th Annual Staff Council Awards10-Year Honorees 3915-Year Honorees 2120-year Honorees 3025-year Honorees 630-Year Honorees 735-Year Honorees 440-Year Honoree 2

$500 Academic Scholarship Recipients

Fall 2018 Larly Lee

Spring 2019 Joanna Hooste

Joy of Giving program did not happen due to the Camp Fire, and monies raised were donated to the Wildcats Rise Fire Recovery Fund.

109Staff members honored

for years of service (10-45 years)

Staff Excellence Awards

Congratulations to the award winners!

Customer Service Award Flora Nunn

Wildcat Spirit AwardKatie Sibley

Safety AwardKeith Crawford

Employee of the Year Kathy Castleberry


Division of Business and FinanceTitle IX-Clery

2018–19Total Referrals 139 incidentsFormal Accommodations 16 studentsInvestigations 30 (includes DHR, Title IX, CVCT, Whistleblowers)Trainings conducted 23 related to Title IX and DHRDFEH/EEOC Responses 2

Accomplishments

Chico Speaks Climate SurveyIn April 2018, CSU, Chico conducted a student climate survey, “Chico Speaks,” that focused on experiences and perceptions around various forms of interpersonal violence including sexual assault, dating and domestic violence, and related issues. A preliminary report was shared with the campus during Sexual Assault Awareness Month (April 2019).

Green Dot Bystander EducationGreen Dot is based on the belief that power-based personal violence has no place in our community and that everyone has a role to play in its prevention. Fifteen campus employees attended a four-day Green Dot bystander intervention training at the University of Pacific, and we have begun a rollout to campus that will continue over the next few years.

Implementation of Updated PolicyBuilt the campus framework and trained the team to implement the updated version of Executive Order 1097. The changes are based on recent court decisions that require a hearing opportunity for certain cases alleging sexual misconduct.

Clery Website/Campus Security Authority Reporting FormsA Clery Act website was developed to serve as a “one-stop-shop” for compliance and safety information. In addition, we launched an online crime reporting tool for Campus Security Authorities (CSAs). The Clery Compliance Team processed and evaluated nearly 150 online CSA reports during the year.

CSA TrainingThe CSA training program was bolstered to include live training events and online training through our website, enabling us to train the largest number of CSAs in CSU, Chico’s history this year.


Division of Business and FinanceUniversity Police Department

Accomplishments

Campus Security ImprovementsUPD adopted a new physical security standard for capital construction and major renovation projects on campus. The standard supports an enterprise security solution involving complete integration of access control, intrusion detection, and video surveillance systems, as well as an electronic lockdown system for classrooms and meeting areas.

Community Based ActivityThe Public Safety Advisory Committee was relaunched and most notably provided input on: (1) a draft Physical Security Standard for the campus; (2) a revised UPD organizational structure; (3) a pilot training program focusing on front desk safety procedures for academic and business offices across the campus; and (4) guidelines for the use of security cameras on campus.

Employee RecognitionA Life Saving Medal was awarded to Officer Alex Scott from the CSU Office of the Chancellor for actions taken on September 19, 2018. Officer Scott responded to a medical call at Whitney Hall where he found a student who was unconscious and not breathing. Officer Scott’s immediate application of CPR was instrumental in saving the student’s life.

Officer Durl White received an award from the Northern California Chapter of Mothers Against Drunk Drivers (MADD) for his 43 driving under the influence (DUI) arrests over the course of the year, and was honored at a ceremony in Sacramento on April 24, 2019.

• Percentage of general fund budget spent was 93%• Police officer and dispatcher overtime expenditures reduced by 13%• Training and career development opportunities for department personnel increased by 26%

2017–18 2018–19 Current RateViolent Crimes 13 16 < 1 per 1,000 studentsHate Crimes 0 1 ––Property Crimes 177 129 7.5 per 1,000 students

ZERO INCIDENTS 27%Decrease in

Property Crimesin 2018–19

• Incidents involving use-of-force by a police officer (that resulted in bodily injury or death).

• Citizen complaints against police officer enforcement actions.• Racial profiling complaints made against the department’s police officers.

California State University, Chico400 West First Street

Chico, California 95929-0025