Plans for Accounting >> 2012 - 2013 Accounting District Program Review >> Objective Priority List

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Id Priority Title Details
2.1 1 Submit reorganization plan to VC Fiscal Services for review and approval.
Start Date:
07/01/2013
End Date:
09/30/2013
Responsible Person:
Eloise S. Sifford
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - To improve the processes and customers satisfaction of Accounts Payable.

Priority Rank:
2
Actions/Activities
  • 2.1.a1 - Upgrade Account Clerk II Position

    Work with Human Resources to establish a job description and salary - reclassify position.

    Start Date:
    10/01/2013
    End Date:
    12/31/2013
    Responsible Person:
    Eloise S. Sifford
Resource Requests
  • 2.1.r1 - Reorganization Plan
    Description

    Reorganization Plan - to upgrade one position to include a lead accounts payable clerk

    Rationale

    Currently there are projects that must be done yearly and reports that must be run to meet deadlines.  They include the Vendor Exclusion Program; 1099's; Object Code 9220; Open PO Report, EP's (set up new F/Y) EP's (close or Z) as well as th EDD Report which is run twice monthly.  The Manager overseas these activities; however, an accounts payable lead clerk would be able to take a lead role in completing these activities. 

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $4,200.00/$0.00
    Second Year Cost/Savings:
    $6,000.00/$0.00
    Third Year Cost/Savings:
    $6,400.00/$0.00
Details
1.1 2 Schedule Training

Meet with District Computing Staff and vendor to determine appropriateness of Image Now in the Accounts Payable process.

Start Date:
03/15/2013
End Date:
06/30/2013
Responsible Person:
Charlie Ng
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Implementation of Image Now to move toward paperless Accounts Payable Processes.

In order to be cost and space efficient, Accounts Payable will accept electronic copies of invoices, packing slips, pruchase orders, contracts and claim forms.

Priority Rank:
1
Resource Requests
  • 1.1.r1 - Training Cost
    Description

    Receive training through Image Now as part of contract cost.  Training cost is included in the contract.  No additional cost for training is anticipated.

    Rationale

    Familiarize staff with Image Now software and programs.

    Resource Type:
    One-time
    Expenditure Category:
    Software
Details
1.2 3 Employ short term staff to help with Accounts Payable backlog.
Start Date:
03/31/2013
End Date:
06/30/2013
Responsible Person:
Eloise S. Sifford
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Implementation of Image Now to move toward paperless Accounts Payable Processes.

In order to be cost and space efficient, Accounts Payable will accept electronic copies of invoices, packing slips, pruchase orders, contracts and claim forms.

Priority Rank:
1
Resource Requests
  • 1.2.r1 - Employee Cost
    Description

    Cost for employing short term staff to help with the processing of Accounts Payable Paperwork.

    Rationale

    Due to implementation of new system, staff will need help while they are training to avoid increased processing time.

    Resource Type:
    One-time
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $3,500.00/$0.00
Details