Facilities Process Charts
https://www.fm.wmich.edu/process
Approved Documents
- HR: Attendance Reporting - DRAFT
- HR: AFSCME Employee Transfer Process
- Other: Building Card Access
- Other: Contracts
- Other: Distribution Lists - DRAFT
- HR Employee Process Update (FM-220)
- HR: Grievances
- Fin: Invoices
- Other: Keys
- HR: Kronos
- Other: Mail
- Other: Meeting Minutes
- Other: Multi-Function Copier (PP)
- Other: Office Supplies
- Other: OT Process
- Other: Policy and Employee Handbook
- Fin: Procurement Cards
- Fin: Purchasing PO/Contract Requests
- Other: Radios
- Other: Social Media
- HR: TMA / OT Equalization
- Other: Travel
- Other: Time and Material Contract
- Other: Webpage
Human Resources Team
Members: Dion, Lori, Sandy, Patty, Brandy, Allison, John K, Eleonora
| Activity | Details |
|---|---|
| Personnel | HR forms, hiring, separation checklist, discipline, PeopleSoft HR Reports , Kudo letters |
| Onboarding/Offboarding Students | HR forms, orientation booklet, exist checklist and interview, performance evaluation |
| Onboarding/Offboarding AFSCME | HR `forms, orientation booklet, exist checklist and interview, performance evaluation, safety training, physicals, interview scheduling, creating/inactivation of TMA tech (clock ID) |
| Onboarding/Offboarding Staff | HR forms, orientation booklet, exist checklist and interview, performance evaluation, safety training, physicals, hearing test scheduling, interview scheduling |
| Staffing Changes | TMA updates for clock ID, id card building access, letters to staff |
| Electronic Key Boxes | updating keys, access |
| Certifications | CDL, pesticide , BFP, data entry in TMA |
| Collective Bargaining Agreement | filing discipline, letters, YTD overtime summary, compliance with contract language with SL/AL usage, FMLA, LOA, quarterly meetings |
| OT Process | Process OT postings and awards, track staff, letters, Update YTD summary report |
| Grievances | Track, issue, generate letter |
| Summer Dining | allocation of dining staff |
| Organizational Chart | updates and posting on webpage |
| Attendance Report | biweekly for tardy, no punch,12 minute rule and punching outside designated area |
| Uniforms | AFSCME and management, scheduling, selecting clothing, facilitating with outside vendor and delivery of orders and cost centers allocation, this includes summer dining employees |
| Training | entering data into TMA |
| Payroll (Kronos) | Time keeping and entry AFSCME, Students, Hourly staff, track FMLA and worker's comp |
| Payroll (PeopleSoft) | Time keeping and entry Salaried staff, Track FMLA and worker's comp |
| AFSCME Transfer Process | |
| FM-220: Employee Process Update |
Financial Team
Members: Sarah, Anand, Terri, Monica, Tara, John S, David
| Activity | Details |
|---|---|
| Unit/Division Budget Support | Monthly reports for each cost centers, fiscal year projections, detail expenses and revenue, adjustments to object code budget, reconciling glow reports |
| Contracts, Material Requisitions, Purchase Orders, Vouchers, Invoices | Indusco, BailTek, Xerox maintenance, Answer United, Rose Pest etc., work with Project managers and Purchasing to process project related contracts and PO's, work with FM and Purchasing to process dept related contracts and PO's, Accounts Payable satellite office to pay FM invoices in Peoplesoft |
| Administrative Staff Cost Tracking | project managers, design and technical support time entered on projects- enter into TMA |
| Debt Services | university debt and bonds, track bond and grant projects for reimbursement and accuracy, move budgeted funds to projects and track in TMA |
| Fixed Assets | inventory, tagging and recording, capital gains |
| Project Cost Centers | set up cost center for new projects via JES and BES, return remaining funds at close of project via JES, maintain integrity of TMA project data entry |
| Procards | entering what was purchased information into Bank of America Personal Accts & sign off, add to TMA when appropriate, tracking usage and timely completion of log sheets and supporting documentation, archive Procard purchase logs and participate in annual audit, run monthly statements for all procard users and reconcile all accounts |
| Cell Phones | monthly stipend-incidental payment forms, renewal/upgrade/cancel phones, replacement of phones, JES the charges for Verizon to Business Services fcc, |
| Short Road | Pay, track and JES the internet, cable, utilities |
| Journal Entries | Process JES and BES entries |
| Utility Bills | payment and document management, Consumers, process reimbursements for KPH, Howard Strip Mall and Cell Towers |
| Shoe Allowance, Safety Equipment and other reimbursements in compliance with AFSCME guidelines | AFSCME annual allowance-process payments |
| Staffing Changes | TMA billing rate, funding source ,procards |
| Vehicles | purchasing and selling cost centers, amortization |
| Vehicles | Request, issue and track fuel cards |
| Billing | Open, review, obtain signatures, intradepartmental JES transfers, chargebacks, month end TMA billing, carpet cleaning allocation of charges, monitor TMA dashboard reports to keep up to date, research and resolve discrepancies regarding billing |
| Time and Material Contract | tracking invoices, contract specifications compliance, renew and rebids processed |
| Time Sheets | TMA data entry |
| OT Process | charging work orders and cost center |
| Summer Dining | appropriate cost center allocation |
| Mileage Reimbursement | salaried and hourly monthly vouchers |
| Professional Membership | APPA, NFPA, AIA, PE, AUID, Green Seal, USGBC, ASHRAE, MiAPPA, MAPPA, ISSA |
| Travel | prepare travel authorization, online approval process, booking flights, rental hotel, conference, reimbursement expenses, pay for registration/conference fees |
| Pay and Track Utilities | Consumers Energy electric and gas, City Water and Sewer, Bulk gas rates |
| Invoices |
Other Team
Members: Pete, Mark F, Jeff, Jennifer, Lu, Laura, Erik, George
Meeting weekly on Tuesdays
| Activity | Details |
|---|---|
| Federal and State FM Initiaited Reports | project status weekly reports, review to ensure projects remain within budgets and follow up over budgets |
| Meeting Minutes | attend, record and issue meeting minutes |
| Parking Passes | acquire/purchase passes for guest and monitor usage |
| Office Supplies | stationary, copy paper, pens, pencils, all general office supplies, business cards, name tags, etc. and adhere to annual budget allowance |
| Copiers | central multi-functional machines with service contracts |
| Building Card Access | access rights for staff |
| Keys | requesting new keys |
| Hospitality | retirement, recognition, celebration, picnics, gifts, holiday gatherings |
| Vehicles | Insurance and paperwork, vehicle repairs documentation, scheduling PMs, updating assets ,recall documentation documentation |
| Vehicles | Purchasing and Selling documentation, titles |
| Scheduling | meetings |
| Time and Material Contract | tracking invoices, contract specifications compliance, process renewals and rebids |
| OT Process | Posting and awarding per CBA including mandatory |
| Computers | renewal for staff including desktops, laptops and iPad |
| Outside Contractors | |
| Policy and Employee Handbook | Management , student and AFSCME |
| Travel | online approval process booking flights, rental hotel , conference, reimbursement expenses |
| Webpage | review, edit and update |
| Radios | maintain inventory list and update documentation, review licenses and cost centers, including software |
| retrieve and distribute daily | |
| Reports and KPIs | |
| Email Distribution List | update and maintain current |
| Contract or Financial Liason | rose pest control, Indusco, KSS, Nichols |
| Contracts | Indusco |
| Hosting | conferences, special groups |
| Equipment and Supply Ordering | place orders Amazon, any suppliers |
| Monthly Meetings with Directors and PMs Engineering Maintenance Construction Planning |
organize project list pre meeting, lead meeting, follow up with issues |
| Social Media |