Finance and Administration Community Building Program

1
Finance and Administration Community Building
Program
Charge/Purpose Development and implementation of
a departmental community-building program that
creates a work environment where employees feel
they are valued, respected, and possess the
ability to contribute productively to the
Department and the Division. Acknowledge and
support employee participation in
community-building programs and activities in
their Department, Division, University, and the
greater community outside the University.

• Committee Members
• Tracey Coats, Human Resources
• Tom Fenske, Business Services
• Van Hunsaker, Facilities Services
• Cheryl Lyons, Printing Mailing
• Donna Stoneberg, Business Affairs
• Workgroup Liaisons
• Tricia Gerding, Workgroup Liaison
• Charlotte Hughbank, Workgroup Liaison

2
Committee Statement

• Building a strong and inclusive community is at
  the foundation of a successful diversity action
  plan. Laying this fundamental groundwork for
  future action at OSU will help create the climate
  necessary for change. Our workgroup believes
  that coordinating a series of periodic, organized
  events designed to foster positive interactions
  among the diverse group of individuals that make
  up the Finance and Administration team will help
  us create a shared identity and move us closer to
  our diversity objective. We recognize that this
  is a process that will take time to accomplish
  and that it cannot be forced on someone who isnt
  ready to accept it.
• We found that most of the departments within
  Finance and Administration are already engaged to
  some extent in community building events. While
  the majority of the current activities focus on
  building community within departments, a few
  include all of Finance and Administration. A
  detailed list of those events is attached.
  They include holiday celebrations, fiscal
  year-end parties, brown bag lunches,
  retreats, open houses, service projects, the
  Finance and Administration Luau, bowling and
  other events.

3
Committee Statement

• Our workgroup invited representatives of all
  Finance and Administration departments to
  personally meet with us, we collaborated with
  Terryl Ross, and also conducted a survey of all
  Finance and Administration employees to assess
  their attitudes regarding community building
  activities within their respective departments.
  We asked the participants what community building
  means to them, what departments are currently
  doing to build community, what they should do,
  what Finance and Administration is and should
  be doing, and allowed them to comment on other
  aspects of community building as well. We also
  feel that the other workgroups and their
  recommendations are a part of effective community
  building.
• The detailed results of this survey are attached
  along with our workgroups specific
  recommendations for activities designed to make
  us a stronger community.

4
Community Building Definition

• Working together using positive interactions to
  accomplish a common purpose and create a shared
  identity among the departments and diverse group
  of individuals that make up the Finance and
  Administration Division.

5
Community Building Connected to Other Diversity
Groups

• Evaluation Process
• List of current community building activities for
  each department.
• Survey of employees.
• Feedback from department representatives,
  workgroup, and Terryl Ross.

6
Community Building

• Phase II
• Questions/Comments?

7
Recommended Community Building Program

• Community Building
• Finance and Administration (FA) Directors shall
  oversee developing a Traveling Road Show
• This show will be presented at various events in
  different FA Departments quarterly.
• The purpose is to acquaint staff in each
  department with the staff and duties associated
  with other FA departments.
• Tours of various departments.

8
Recommended Community Building Program

• Community Building
• Finance and Administration Directors will
  organize events with other units quarterly
• Community Service Projects
• Sessions covering available resources on Campus

9
Recommended Community Building Program

• Getting to Know your Neighbors Activities
  (Non-Work Related)
• Activities will be made available on a quarterly
  basis in each department. Examples include
• Potlucks Sports Activities
• Barbeque Community Service
• Birthday Parties Ice Cream Socials
• Activities that should be engaged in on a more
  regular basis include
• Reading groups Exercise/walking groups

10
Recommended Community Building Program

• Getting to Know your Neighbors Activities (Work
  Related)Employees should feel connected and
  understand the role of others in their work
  environment.
• Regular meetings to include the following types
  of activities monthly on a department basis,
  quarterly on a multiple department basis and
  semi-annual on a division basis.
• Continuing Education
• Health and Wellness 3. Diversity and
  Inclusion Voice Project
• Customer Service 4. Campus and Departmental
  Safety

11
Recommended Community Building Program

• Getting to Know your Neighbors Activities (Work
  Related) continued.
• Continue the Annual Training Days (OSU Insight)
  and Quarterly Brown Bag Lunch
• Highlight a Department
• At each division activity a department will
  provide an overview of the responsibilities of
  their department and introduce several staff
  members.

12
Recommended Community Building Program

• Getting to Know your Neighbors Activities (Work
  Related) continued.
• Develop an Annual Calendar for Finance and
  Administration to include all important Division
  dates and develop other communication vehicles
  for sharing pertinent division information.
• Employee Recognition and Awards tied into some
  community building event annually.

13
Finance and Administration Staff Survey Results

• In what department do you work?

14
Finance and Administration Staff Survey Results

• What does Community Building mean to you?

Getting to know your neighbors...or divisional
partners better.
Interaction with the entire campus community on a
more personal level .
Community Building to me means working together
toward a common goal or interest.
It's the current buzz word for playing nice and
appreciating everyone's differences. It's the
cover name used for diversity efforts.
15
Finance and Administration Staff Survey Results

• How well does your department rate in Community
  Building?

16
Finance and Administration Staff Survey Results

• How well does the Finance Administration
  Division rate in Community Building?

17
Finance and Administration Staff Survey Results

• What activities does your department do to
  contribute to Community Building?

18
Finance and Administration Staff Survey Results

• What activities does the Finance Administration
  Division do to contribute to Community Building?

19
Finance and Administration Staff Survey Results

• What would you like to see your department do to
  contribute to Community Building?

Sponsors fund raising events to support the
Adopt-A-Family program through Vina Moses in
Corvallis.
Yearly full-day or half-day All-Department
retreat. Haven't done one of these in a few
years, due to increased workload/lack of extra
time.
Monthly department meetings that include
community-building activities.
It's hard to know what is done because this
department is very fragmented. I think it's
important to note that just because we have a
dept meeting, doesn't mean a sense of community
is a product of that event. I would say that
birthday celebrations might do just the opposite
of community building in some cases.
20
Finance and Administration Staff Survey Results

• What would you like to see the Finance
  Administration Division do to contribute to
  Community Building?

I don't know. None that I know of.
We WORK! together. How come WORK is not
considered Community Building? Are our employees
really that socially inept?
The Finance group does not seem to have scheduled
meetings as a group.
There's very few events hosted by FA. The few
that have occurred, the intent has been unclear
and poorly attended. The FA Division level
hasn't contributed to any sense of community. By
the lack of any focused effort, it has
demonstrated no interest in building community.
The only thing that has been visible and rewarded
in territorialism.
21
Finance and Administration Staff Survey Results

• Do you have any other comments to make regarding
  Community Building?

Training or motivational sessions during work
hours. If this is an important subject, allocate
the time during the work day so those not
personally motivated will also come.
I think of Kerr Admin as being a community in
itself. I don't know all the people that work in
the building and I think it would be nice to get
all the inhabitants to meet and find out what is
happening on the floors above and below us. Just
a meet and greet with food, something simple
More activities that cross divisions.
Focused and meaningful work that is truly
connected to a strategic vision. This doesn't
exist. Opportunities for collaborative efforts
across departments and functions towards a few
key impact goals annually. An understanding and
clear picture of what units are doing. Make
visible the strategic goals that each department
feels they need to accomplish annually.
Communicate the progress of these in a meaningful
way.
22
Known Finance and Administration Community
Building Activities

• The Community Building activities following are
  only those identified in the development of the
  Community Building Plan.
• We do not believe they represent all activities
  of Finance and Administration Departments.
• They should only be used as examples.

23
Business Affairs/Budgets

• Acknowledgement meeting
• Kudos slips solicited from staff two weeks prior
  to meeting.
• Staff acknowledgments from Business Affairs and
  Budgets Directors.
• Kudos slips randomly selected and read aloud
  during meeting.
• Year End Close celebrations in late July
• Ice Cream Social on the lawn in front of Kerr.
• After Hours social events.

24
Business Affairs/Budgets

• Staff Retreat/Service Project
• Morning service project at Linn-Benton Food
  Share.
• Luncheon with unit manager reports and
  acknowledgements.
• Afternoon team building games/activities.
• Student Finance Unit community building
  activities
• Holiday and birthday celebrations.
• Staff Kudos board.
• Pre-Fall Term staff training.
• Spring Cleaning.
• Competing in SOAR Office Spirit Challenge.

25
Facilities Services

• Annual Luau Now an all Finance Administration
  event. This is done in the late summer at Avery
  Park. Ika Fifata roasts a pig. Everyone brings a
  dish.
• Periodic softball games
• Holiday lunch Holiday lunch catered by Mr
  Burton. This has been at various locations on
  campus. Business Services is included.
• All-Hands meetingsThe Director holds a
  quarterly meeting to update staff on what is
  happening in Facilities Services. There is often
  a brief presentation of some sort. There is a
  question and answer session as well.

26
Facilities Services

• Director effortVincent Martorello is making
  efforts to be inclusive. Staff is included in
  development of campus construction projects. He
  has an open door policy and periodically meets
  with the various groups that make up Facilities.
• Lewis Leadership Award
• Award given out quarterly to an individual that
  exemplifies high standards in their work.
  Recommendations are solicited from the
  departments across campus.

27
Human Resources

• Vina Moses Adopt-a-Family program They raise
  funds through fund drives to support 6-7
  families.
• Monthly all-department meetings
• Coordinate the Exemplary Employee Award program
• Annual holiday event

28
Public Safety

• Focus on three areas of building community
• Sensitivity to each other community members
  they come in contact with (respect).
• Involving their department in community events
  (University and Corvallis).
• Attend lectures on campus related to diversity
  (i.e. Angela Davis lecture).

29
Business Services

• Holiday Parties including Adopt-A-Family
• Barbecues
• Kudos Board
• Employee of the Month
• Annual Awards luncheon
• Ice Cream Social

• Training Days
• Merchant Expo
• Formal Recognition for special effort by
  particular employees
• Food Share
• New Employee Tour with Director and orientation
  greeting with committee members including booklet
  with many helpful hints and information
• Summer Picnic
• Open House