![Page 1: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/1.jpg)
From Backofficeto Campuswide
A look at West Texas A&M University’s
OneCard Program
![Page 2: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/2.jpg)
Audience Survey
• Photo ID Card?• Meal Plans?• Copy Card?• Laundry?• Vending?• Door Access?
![Page 3: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/3.jpg)
WTAMU History
• Pre 1998– Photo ID: PVC card with Polaroid picture
and semester validation sticker • Made and validated at the Registrar’s office
– Meal Card: Laminated card• Made and distributed by Residential Living
– Library: Validations Sticker• Activated by the Library
![Page 4: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/4.jpg)
WTAMU History
• Pre 1998 – Copy Card: Paper with magnetic strip
• Sold by the Library
– Activity Center Pass: Validation Sticker• Activated at the Activity Center
– Athletic Pass: Paper punch card• Passed out at registration
![Page 5: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/5.jpg)
Concept…
One Card
![Page 6: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/6.jpg)
![Page 7: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/7.jpg)
Getting Started
• Scope– Implement a One Card System to
• Consolidate various cards and passes• Consolidate various functions and duties into
one stop shop.• Fully automate validation based on enrollment• Extend Debit card functionality to vending,
laundry, copies, and food service• Ultimately enhance students’ campus
experience
![Page 8: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/8.jpg)
Getting Started
• How would we measure success?– Reliability– Entire campus covered by our reader
network– Having $10-$15k in average daily
deposits
![Page 9: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/9.jpg)
Timeline
![Page 10: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/10.jpg)
Timeline
• Mid 199? The idea begins – ONE Card…
• Mid 1996 – Working committee formed
• Mid 1997 - Bid is awarded• Jan 1998 – Installed system• Feb-July 1998 – Tested and installed
all readers• Fall 1998 – Re-card 8000 Students,
Faculty and Staff
![Page 11: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/11.jpg)
Getting Started• Five person working committee
formed in 1996• Working committee charge:
– Investigate other schools and systems– Campuswide needs assessments– Write an RFP– Review vendors– Make recommendation– Chair implementation Subcommittees
![Page 12: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/12.jpg)
Implementation Subcommittees• ID Office• Card Design and
Marketing• Financial• Building Access• Meal Plan/Food
Service
• Library• Event/Access• Computer Interface• Infrastructure
![Page 13: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/13.jpg)
Implementation Concerns• Functional, Reliable and Added Value• Project Phases• Centralized or Decentralized operations• Organizational Structure • Card Office Personnel• Infrastructure• Re-carding • Interfaces with other systems
![Page 14: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/14.jpg)
Implementation Phases
• Phase 1– ID Production– Meal Plans– Food Court POS– Library Circulation– Student Voting– Activity Access– Medical Service
• Phase II– Bookstore– Vending– Copy Services– Laundry– Ticket Sales– Library Fines
• Phase 3– Residential
Access– Facilities Access
Chose to do both phase 1 & 2 together.
![Page 15: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/15.jpg)
Centralize Vs. Decentralize• Decentralized
– Pros• No New FTE
– Cons• Existing staff already had a full load• Communication difficult• Hard to implement new ideas• Training issues• Database management• Easy to finger point
![Page 16: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/16.jpg)
Centralize Vs. Decentralize
• Centralization– Cons
• At least two FTE required
– Pros• Central administration of system• Consolidate Job responsibilities• Frees other department resources• Improves overall program consistency• Provides one-stop-shopping
![Page 17: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/17.jpg)
Organizational Structure
A ccou n t A ss t.1 F TE
A ss ista n t O ff ice M a na g er1 F TE
ID C a rd A d im in is tra to r1 F TE
D ire cto r o f B ud g e ts , P ayro ll a n d R e po rtingA n d A ssis tan t to the V P o f B us in ess an d F ina n ce
![Page 18: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/18.jpg)
Card Office Personnel• ID Card Office Administrator
– Responsible for ID Department– Database system administration– Manage Subcontractors– Coordinate with all Departments
• Assessment• Implementation• Training
– Troubleshooting and repair
![Page 19: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/19.jpg)
Card Office Personnel• Office Manager
– Manage the office– Design and
implement Office procedures
– Document procedures
– Cross train on all equipment
– Customer Service
• Account Assistant– Customer Service
• ID Card Production• Deposits• Statements• Office help
– Off-Campus Merchant
• Recruitment• Customer Service• Reconciliation
![Page 20: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/20.jpg)
Infrastructure Concerns• Protocols
Supported– TCP/IP– RS 232– RS 485
• Media Supported– Copper– Fiber
• Considerations– Network Vs Line Drivers– Network Stability– IT Support– Ease of Troubleshooting– Equipment Needed– Separation of Networks
• Assess your needs
![Page 21: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/21.jpg)
Interface Concerns
• Need to interface with your Student Information System?
• Need to interface with your financial system?
![Page 22: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/22.jpg)
Operational Concerns
• Campus centered location for ID Office
• Provide good Customer Service• Office Documentation and Polices
– Lost cards– Account closures– Access to cash…
• Marketing
![Page 23: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/23.jpg)
Buffalo Gold Card Today
• Official WTAMU Identification• Activity Card – Games, Activities
Center• Copy Card• Library Card• Meal Plans• Door Access• BuffCash
![Page 24: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/24.jpg)
BuffCash On-Campus Locations• Bookstore• Business Office• University Police
Dept• Food Court• Cafeteria• Vending Machines• Laundry Centers
• Copy Machines• Microfiche
Machines• Cornett Library• Activities Center• Bowling Alley• Athletic Events• Hastings Electronic
Learning Center
![Page 25: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/25.jpg)
BuffCash Off-Campus• 52 Merchants
– Grocery Stores – Convenience Stores – Automotive– Pharmacy – Computer Repair– UPS Shipping Center– Bookstores– Hair Salons– Tanning
– Restaurants – Bakery– Car Wash– Cell phone
Companies– Florists– Gifts Stores– Recreation
![Page 26: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/26.jpg)
On-Line Card OfficeWWW.Buffalogoldcard.com• Virtual Card Office providing
– Deposits by parents and students– Account Balance– Transaction Review– Deactivation of Cards– Office Policies and Procedures– Featured Merchants and Specials
![Page 27: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/27.jpg)
BuffCash Statistics
$0$100,000$200,000$300,000$400,000$500,000$600,000$700,000$800,000$900,000
$1,000,000$1,100,000$1,200,000$1,300,000$1,400,000$1,500,000$1,600,000
1998 1999 2000 2001 2002 2003 2004 2005
Deposits
Sales
Off-Campus Sales
![Page 28: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/28.jpg)
Marketing the Card• Tri-fold Brochure• Posters• Video• Promotions
– Giveaways– Prize Donations– Drawings
• Mail-outs– Letters– Deposit Envelopes– Post-Cards
• Special Promotions– Christmas in
October– Mid-Term Moo-lah– Bookstore, Food
Court, Off-Campus
![Page 29: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/29.jpg)
Check List for Success
• Get your University Administration’s Support.*– Talk dollars and cents
• Cost Savings– Checks– Man-hours– Return on Investment
*By getting your Administrations support first, it will be easier to win support from other departments
![Page 30: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/30.jpg)
Check List for Success
• Get your University Administration’s Support.– Talk dollars and cents
• Accountability– Vending– Laundry– Athletics…
![Page 31: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/31.jpg)
Check List for Success
• Get your University Administration’s Support.– Talk dollars and cents
• Increase Revenue – Off Campus Merchants – Commission 4-10% of
Sales– Percentage of On Campus Card Sales - %– Float on Deposits to the University– Better Accountability on Vending, Laundry and
Copy Services– Office Card Sales – Badges, Lost Card Fee…
![Page 32: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/32.jpg)
Check List for Success
• Get your University Administration’s Support.– Benefits for Students
• More convenient by simplifying their life• Access to some Financial Aid quicker• Safer• Recruitment and Retention• Greater access to Services
![Page 33: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/33.jpg)
Check List for Success
• Get your University Administration’s Support.– Benefits for other departments
• Better Facility Usage Reporting• Time Management• Flexible for a wide range of applications• Accountability• Cost Savings
![Page 34: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/34.jpg)
Check List for Success
• Lobby for an independent ID Card department– Better to serve your card customers– Able to work independently with all
present and future departments and organizations that use the card
– Able to expand as needed without
![Page 35: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/35.jpg)
Check List for Success
• Plan for the Future– Departmental Maintenance– Accrual Revenues for replacement and
expansion– IT Support
![Page 36: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/36.jpg)
Check List for Success
• Market Your Card– Marketing on a shoe string
• Brochures• Parent/Student Conferences• Campus Web site• New Media• Campus News Channel
![Page 37: From Backoffice to Campuswide A look at West Texas A&M University’s OneCard Program](https://reader030.vdocument.in/reader030/viewer/2022032803/56649e385503460f94b29b62/html5/thumbnails/37.jpg)