The Business Management Services Department provides
management support systems for those Facilities Management
departments directly providing facilities, grounds, and utilities
services to the Arkansas State University community.
Responsibilities of the department include work control center,
cost accounting and customer billing, procurement of materials and
warehousing, central receiving, budgeting and financial analysis,
information systems and computer maintenance, utility tracking and
billing, personnel travel arrangements, Interdepartmental Transfers
(IDTs) processing, payroll document/leave recordkeeping, key and
uniform administration.
Facilities Management Information Systems' mission is to provide and support the necessary hardware and software for a highly integrated state-of-the-art office automation system and critical business applications in the Facilities Management organization.
Our goals are to:
Maintain the
highest level of FAMIS database availability in a 24/7/365
operation
Maintain state
of the art technology security
Provide quick
and effective response to Facilities Management customers
needing information technology assistance
Develop use of
new technology and applications to improve our operations
Troubleshoot seamless interfaces with ITS on the
University system
Implements,
configures and administers
the department's maintenance management, inventory management,
space management, capital projects, key control and utility
software system.
Prepares special
reports for management via the department's Oracle Discoverer
Reports.
Provide training
in Microsoft Office products and FAMIS Information Systems.
Manages
departmental computer operations including hardware, LAN, and
software applications.
Oversees
preparation and transmission of operating data to Banner from
billing interface.
Advises and
assists departmental staff in the acquisition and installation
of hardware and software applications.
Maintains all
departmental computer equipment.
For more on Information
Systems please contact Wayne Grommet:
The Work Order Center’s mission is to understand,
then help meet needs and desires related to the University’s
facilities and grounds. Our mission is accomplished through customer
communications and service regarding work order processing and
billing.
Responsibilities include:
Receives service calls and work requests.
Issues work orders for services.
Process p-card transactions to work orders.
Customer billing.
Resolving billing issues.
Time card entry.
Process work orders for billing service contracts such
as landfill, dumpsters, fleet rentals, etc.
Direct billings to
campus entities without an account in the University financial
system
For more on the Work Order Center please contact
Amber Jones:
The Materials’ division mission is to provide a full range of
procurement services for goods and nonprofessional services
requested by staff of the Facilities Management organization. The
division processes requisitions to the University Procurement
Office, makes p-card purchases, receives material, ships, and
distributes materials in a timely and cost efficient manner.
For more on Central
Receiving please contact Doug Mathis:
For more on
Procurement/Warehouse please contact Natalie Ball:
The Key Administration division
provides key administration to University facilities.
Our mission is accomplished through customer communications and
feedback as well as employee services.
Issues and receives campus keys.
Maintains key record files.
Pin, core and cut keys.
For more on
Uniform or Key Administration please contact Lisa Reeves:
Key Requests should be sent to the Work Order Center for work order
generation with proper signature authorization.
The Fiscal Operations’ mission it to provide
budget and accounting services for Facilities Management. Primary
responsibilities include cost accounting, rate development, accounts
payable, budget reporting, and financial analysis.
Responsible for preparation of billings and/or
processing of invoices for payment by the Accounts Payable Office
for the following:
Boiler/Pressure Vessel Inspections and License Renewals
Commercial vehicle license applications and renewals
Voyager Fleet Systems charges for Facilities Management including billings to departments
Elevator Contract Billing
Fire Alarm Contract Billing
Sprinkler Contract Billing
Water Treatment Contract Billing
IDT Processing
In addition, Accounting prepares interdepartmental reports such as:
Budget Reports
Financial Reports
Forecasts
FM Property Inventory
Utility Reports
For more on
Fiscal Operations please contact Jennifer Cortez:
The Utilities metering, billing, and accounting
systems are very complex and are comprised of, on the metering side,
independent building meters, aggregate meters and sub-meters,
allocations, and engineering calculations for electric, natural gas,
sewer and water. Responsibilities also include Accounts Payable
payment requests on all university utility billings from utility
providers. Additional responsibilities include report generation
and location utility tracking.
For Utility billing information please contact
Mary Hurless:
or
Jennifer Cortez
For meter reading or installation please contact
David Handwork:
The Payroll Services, Leave Reporting and
Travel division mission is to provide a full range of employee
services related to job postings, payroll, leave tracking and travel
arrangements. The division processes employee status forms, request
for personnel forms, travel authorizations, travel reimbursements,
and makes travel arrangements in a timely and cost efficient manner.
Responsibilities include:
Information regarding internal job opportunities.
Banner and People Admin security.
Update FAMIS employee records regarding supervisor, crew, etc.
Answer questions regarding the state classification system,
promotions, demotions, transfers, and salary.
Information on vacation, sick and comp time.
Leave report information.
Processing documents to fill vacancies (RFP), advertise, hire,
terminate, or change personnel work status (ESF).
Maintaining payroll record files.
Resolving payroll issues.
Distribute appointed personnel pay checks.
For
more on Payroll, Travel and Leave please contact Mary Hurless:
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