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Home >  Faculty & Staff >  Strategic Plan >  Departmental Goals and Metrics >  Housing & Mailroom Office > 
2014 Goals for Housing & Mailroom Office    

GOAL #1 – By August 1, 2014, successfully lobby and raise/identify funding to implement a new central database (RMS System) for Housing, Residential Life, and Facilities that will interface with other key offices’ databases, such as Admissions, Enrollment Center, and Student Accounts. 

Breakdown of the goal:

Specific: 
What? Who? Implement a new central database for Housing, Residential Life, and Facilities 
How? Lobby and raise/identify funding for the database
Why? Currently, there is a lot of money and time wasted because of the lack of a centralized database for the departments to communicate and operate. The lack of a centralized database leads to confusion, mistakes, and miscommunication, which is often the cause of the loss of revenue and delays in handling situations. A very detailed analyzes has already been completed and it shows significant benefits to implementing a centralized system.

Measurable: The essential metric is whether or not the system is operational by August 1, 2014. 

Achievable: In order to move forward with the goal, financial approval will be needed to purchase  my top choice of RMS, which has offered to split the initial cost up into two fiscal years. The first installment would be $18, 000. The second $18, 000 would be due the following fiscal year. And after that a yearly cost of $6, 000. 

Results-focused: Completing this goal will make information flow on campus much smoother and create a higher quality experience for students.

Time-bound: August 1, 2014 is time-bound.

GOAL #2 – By April 1, 2014, the Director with the mailroom staff will evaluate the current procedure in place for processing packages and make appropriate recommendations for changes by June 1st  that will insure faster turn around time and notifications to reduce lines, interruptions, and research time. 

Breakdown of the goal:

Specific: What? Who? The Director of Housing and Mailroom staff will evaluate the current procedure in place for processing packages.
How? Spend time with Mailroom staff to develop an evaluation process and to later discuss the results.
Why? Currently, there is often a delay in the processing of packages because of the different arrival times of packages, the recording of packages, the preparation of notifications, and the time to research packages without proper addresses. 

Measurable: The essential metric is determining how long it takes to process packages now. Then, once a new process is in place, determine if there has been a decrease in the length of time to process packages and provide notifications.

Achievable: In order to move forward with the goal, approval from the C.A.O would be needed once a new plan has been developed, especially if any costs will be involved.

Results-focused: Students, staff and faculty would all appreciate shorter waiting time at the mailroom.

Time-bound: April 1, 2014 and June 1, 2014 are both specific deadlines. 

GOAL #3 – By August 1, 2014, the department will work to identify a more effective and efficient process for handling after-hours arrivals of students, IA, staff, and guests.


Breakdown of the goal:

Specific: 
What? Who? Director will work with all involved departments to identify what works and what does not work so that the after-hours arrivals are reduced and there is less issues.
How? Meet to discuss the issues and come up with solutions.
Why? Currently, there is often confusion and mistakes that occur when someone arrives after-hours.

Measurable: The essential metric is whether or not the new procedure is in place by August 1, 2014. 

Achievable: In order to move forward with the goal, it will take the mutual cooperation of several people to develop a system that will work and be successful. It is achievable if all parties are willing to compromise and work together.

Results-focused: Completing this goal will make arrivals much smoother and create a higher quality experience for students.

Time-bound: August 1, 2014 is time-bound.

2012/13 Goals for Housing & Mailroom Office    
Updated 02/19/14
Leslie Harris, Director

Goals for 2012/13

 Implement online credit card system for IAA campus residents.
 Finalize a Housing Agreement Form for IAA campus residents.

 Upgrade postal label system to MS Access.

 Design & implement relational database where students can reserve rooms from an online floor plan.
The floor plan room assignment database is something that we will work on in the future. But now there are other priorities that are occupying out time. 

 A common database that services Housing, Mailroom, Admissions, Registrar, and Campus Security.
The common database is what the University calls "The Holy Grail". It is an idea that I mentioned. But it is not my idea, nor did it originate with me. Many departments are aware of this goal. The affected departments are Admissions, Registrar, Student Accounts, Financial Aid, Housing, Mailroom and Campus Safety. All these departments want a common database. The reason for it not being achieved is two-fold:
1) Such a database is very expensive.
2) Some of these departments are attached to the self-designed database that they currently have and do not wish to relinquish. 
 
 
 
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