Plans for Fiscal Services >> Fiscal Services Division Plan >> Objective Priority List

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Id Priority Title Details
1.1 1 Improve Contract Process

Seek and advocate for additional and expanded efficiencies with developing and processing contracts at the Colleges' and District's departments.

Start Date:
04/16/2010
End Date:
04/15/2011
Responsible Person:
Project Analyst
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

1 - Streamline procurement processes and procedures

Seek and advocate for additional and expanded efficiencies in processing contracts, approving and processing purchase requisitions, and delivering materials and goods to departments.

Priority Rank:
2
Originating Entity:
Fiscal Services
Actions/Activities
  • 1.1.a1 - Contract Receipt and Status Process

    Continue to improve and standardize use of notifications to end users and/or departments regarding receipt of contract documentation submitted to Business Services for processing.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Project Analyst
    Originating Entity:
    Fiscal Services
  • 1.1.a2 - Contract Ratifications

    Develop and advocate for procedures to allow Authorized District Officers to sign certain contracts prior to approval by the Board of Trustees.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Business Manager
    Originating Entity:
    Fiscal Services
Resource Requests
  • 1.1.r1 - Clerical Assistant I
    Description

    A Clerical Assistant I position at 19 hours per week will assist the Business Services and Purchasing Department with appropriate duties.

    Rationale

    Currently, all clerical duties within Business Services & Purchasing are handled by the individual positions, such as the Business Manager, Project Analyst, Purchasing Agent, and the Purchasing Technician. These clerical duties include, but are not limited to, basic date entry, maintaining contract and purchasing files, receiving and sorting correspondence, collating documents, typing documents and forms, producing mailings and faxes of contracts and purchase orders, and forwarding phone calls from the general public to appropriate persons and/or departments. Delegating these duties to a Clerical Assistant position will increase efficiencies in essential clerical work and decrease interruptions while the existing positions perform highly technical and analytical procurement duties. Increased efficiencies will create immediate savings and cost-efficiencies throughout the Colleges and District. Some listed duties have been delegated permanently to a federal work/study student position, whose hours can be unreliable due to class schedules and whose duties should be delegated to another classified employee. A significant increase in bond-funded construction and enrollment growth over the last two decades has not been matched with an increase in the number of positions within the procurement function causing these positions to produce more with fewer resources. Savings are estimations of the District-wide general and categorical funds lost annually to late payment fees, legal fees, and errors caused by the procurement workload being greater than the available positions.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $17,050.00/$25,000.00
    Second Year Cost/Savings:
    $17,900.00/$25,000.00
    Third Year Cost/Savings:
    $18,800.00/$25,000.00
  • 1.1.r2 - Job-Specific Training
    Description

    Training for the Project Analyst in contracts, insurance, and community college business services best practices.

    Rationale

    To ensure the Project Analyst has the tools and training necessary to support District Business Services. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to unfavorable contract terms and conditions, legal fees, errors and omissions caused by not having timely access to changes in or training of legal codes relevant to contracts, insurance, and procurement.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $1,000.00/$50,000.00
    Second Year Cost/Savings:
    $1,000.00/$50,000.00
    Third Year Cost/Savings:
    $1,000.00/$50,000.00
  • 1.1.r3 - Association Membership
    Description

    Membership for the Project Analyst to join an industry-specific association

    Rationale

    To ensure the Project Analyst has access to relevant and current information regarding changes in contract administration, insurance, and community college business services. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to unfavorable contract terms and conditions, legal fees, errors and omissions caused by not having timely access to changes in or training of legal codes relevant to contracts, insurance, and procurement.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $200.00/$50,000.00
    Second Year Cost/Savings:
    $200.00/$50,000.00
    Third Year Cost/Savings:
    $200.00/$50,000.00
Details
2.1 1 Expand Information Resources

Improve and expand self-help resources, documentation, and training available to end users in order to increase consistency in information given to end users and to encourage continuous learning for staff and faculty.

Start Date:
04/16/2010
End Date:
04/15/2011
Responsible Person:
Business Manager
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

2 - Efficiently communicate procurement processes and procedures

Priority Rank:
3
Originating Entity:
Fiscal Services
Actions/Activities
  • 2.1.a1 - Promote Website

    Promote and keep current the Business Services & Purchasing website (http://www.sbccd.org/businessdocs) in emails, trainings, and one-on-one discussions.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    All Staff
    Originating Entity:
    Fiscal Services
  • 2.1.a2 - Workshops

    Will continue and expand workshops for end users to have continuous learning.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Purchasing Agent and Project Analyst
    Originating Entity:
    Fiscal Services
  • 2.1.a3 - Procurement Newsletter

    Develop and implement a regular email blast/newsletter to provide short, helpful hints to end users on important, immediate, and/or vital procurement processes and procedures.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Business Manager
    Originating Entity:
    Fiscal Services
  • 2.1.a4 - Improve Website

    Work in conjunction with Technology Services to improve website layout, content management, and user accessibility.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Purchasing Agent and Project Analyst
    Originating Entity:
    Fiscal Services
Details
3.1 1 Create Method of Submitting Suggestions

Formulate different methods of communicating new ideas/suggestions to Fiscal Services on improving services. One staff member will be designated as the contact person for Fiscal Services "suggestions" correspondence to ensure proper receipt and consideration of all submissions.

Note: Fiscal Services may consider sending a small flyer along with regular Accounting mail to outside parties (such as vendors), asking for feedback by directing them to an online survey located on the new Fiscal Services webpage.

Start Date:
05/17/2010
End Date:
01/01/2011
Responsible Person:
Penny Ongoco
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

3 - Input Opportunities

Provide input opportunities district-wide on Fiscal Services concerns.

Note: Progress on this goal will be reflective on Effectiveness Measures A, B & C.

Priority Rank:
1
Originating Entity:
Fiscal Services
Actions/Activities
  • 3.1.a1 - Distribution Methods

    Distribute yearly online surveys and fliers to ascertain problem areas.

    Announce the new Fiscal Services suggestion box via district email. Suggestions and ideas can be submitted via interoffice mail or electronically via email.

    Create a "Q & A" section on the Fiscal Services webpage to answer important topics/questions arising from suggestion box submissions and survey results or comments.

    Start Date:
    05/17/2010
    End Date:
    01/01/2011
    Responsible Person:
    Penny Ongoco
    Originating Entity:
    Fiscal Services
Resource Requests
  • 3.1.r1 - Inputs Costs
    Description

    1. Personnel to setup and monitor the paper or electronic suggestion boxes.

    2. Personnel to process survey submissions.

    3. Personnel to maintain and update the new Fiscal Services webpage.

    4. Printing services to create necessary materials.

    Rationale

    We identified in our survey analysis that input opportunities from faculty and staff was an essential area of improvement for Accounting.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Fiscal Services
Details
4.1 1 Training Opportunities

Hold annual workshops in accounting/accounts payable processes. Specialized training by department or topic will be provided upon request.

Start Date:
07/15/2010
End Date:
05/25/2011
Responsible Person:
Penny Ongoco
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

4 - Fiscal Service Training

To educate faculty and staff in the proper accounting policies and procedures. Once faculty and staff receive training, paperwork submitted to accounts payable will be more complete and accurate. We except this will help reduce vendor payment processing time.

Note: Progress on this goal will be reflective on Effectiveness Measures A & B.

Priority Rank:
2
Originating Entity:
Fiscal Services
Actions/Activities
  • 4.1.a1 - Create Training Sessions

    Put together handouts and PowerPoint presentation for yearly training sessions. After each training session faculty and staff will be asked to provide suggestions on how to improve training sessions. Handouts and PowerPoint presentations will then be refined to improve the quality of information presented.

    Start Date:
    05/11/2010
    End Date:
    01/01/2011
    Responsible Person:
    Penny Ongoco
    Originating Entity:
    Fiscal Services
Resource Requests
  • 4.1.r1 - Training Costs
    Description

    1. Facilities to hold training sessions.

    2. Printing services for the creation of training materials.

    3. Personnel time to prepare materials and facilitate workshop.

    Rationale

    We identified in our survey analysis that training was an essential area of improvement in Accounting.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Fiscal Services
Details
5.1 1 Disseminate Fiscal Services Information

Disseminate information via email, printed material and the district website.

Create a Fiscal Services webpage to provide general information on accounting/accounts payable processes. This webpage can include a flowchart showing the appropriate steps to successfully process vendor payments, along with information on current/impending changes in policies and procedures.

Start Date:
05/03/2010
End Date:
01/01/2011
Responsible Person:
Penny Ongoco
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

5 - Improve Communications

Improve Fiscal Services' communications at a district-wide level on accounting policies and procedures.

Note: Progress on this goal will be reflective on Effectiveness Measure C.

Priority Rank:
3
Originating Entity:
Fiscal Services
Actions/Activities
  • 5.1.a1 - Distribute Informational Guides

    Distribute information pamphlets to campuses.

    Email interested parties as changes occur in Fiscal Services policies and procedures. Post changes in polices and procedures on the new Fiscal Services webpage.

    Send an informational email to the whole district to announce the new Fiscal Services webpage as a new resource for general information.

    Start Date:
    05/03/2010
    End Date:
    01/01/2011
    Responsible Person:
    Penny Ongoco
    Originating Entity:
    Fiscal Services
Resource Requests
  • 5.1.r1 - Information Costs
    Description

    1. Printing services to print necessary materials.

    2. Personnel to email interested parties with updated information.

    3. Personnel to create the new Fiscal Services webpage.

    Rationale

    We identified in our survey analysis that communication was an essential area of improvement in Accounting.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Fiscal Services
Details
7.1 1 Newsletter by e-mail

A monthly payroll announcement in the Fiscal Services Newsletter.

Start Date:
06/01/2010
End Date:
06/30/2010
Responsible Person:
Supervising Sr. Payroll Accountant, Vice Chancellor of Fiscal Services
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

7 - Informative information by Website

Online Distribution of Payroll Information

Priority Rank:
2
Originating Entity:
Fiscal Services
Resource Requests
  • 7.1.r1 - Monthly letter
    Description
    Rationale
    Resource Type:
    Ongoing
    Expenditure Category:
    Other
    Originating Entity:
    Fiscal Services
Details
8.1 1 Payroll Training

Payroll training on procedures, policies and deadlines; if necessary have one on one training with areas that need additional training.  In future assessment cycles, the Payroll unit request more surveys to be able to assess the needs of employees. Payroll will provide more individual and group training to maintain a professional working relationship between the department, co-workers and employees.

Start Date:
07/01/2010
End Date:
12/01/2010
Responsible Person:
Supervising Senior Payroll Accountant
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

8 - Maximize accuracy in every Payroll cycle.

This will affect our Outcome and Measures Target of 1% errors.
 

Priority Rank:
1
Originating Entity:
Fiscal Services
Resource Requests
  • 8.1.r1 - Campus Training
    Description

    Supplies (paper, refreshments) $200 per session ongoing every 6 months, an annual total of $800.

    Rationale
    Resource Type:
    Ongoing
    Expenditure Category:
    Supplies
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $800.00/$0.00
Details
10.1 1 Establish a means for client event setup requests.
Start Date:
04/01/2010
End Date:
04/30/2010
Responsible Person:
Steve Kelley
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

10 - Improve means of communication with clientele.

Priority Rank:
1
Originating Entity:
Fiscal Services
Actions/Activities
  • 10.1.a1 - Develop event setup request form.
    Originating Entity:
    Fiscal Services
  • 10.1.a2 - Communicate new procedure to clientele.
    Originating Entity:
    Fiscal Services
Details
6.1 2 Assign Personnel

Assign personnel to collect log book data and create survey templates in order to successfully implement all Effectiveness Measures used to gauge progress.

Start Date:
06/01/2010
End Date:
07/01/2013
Responsible Person:
Penny Ongoco
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

6 - Implementation of Effectiveness Measures

Track progress on the implementation of Effectiveness Measures A, B and C.

Note: Progress on this goal will be reflective on all Effectiveness Measures.

Priority Rank:
2
Originating Entity:
Fiscal Services
Actions/Activities
  • 6.1.a1 - Collecting data

    Actively collect raw data for log books and analyze data on a quarterly basis to determine progress. Once survey templates are created and approved they can be distributed at a district-wide level via email.  Survey opportunities to outside parties (such as vendors) will be available via the new Fiscal Services webpage. Supervisor to follow up with assigned employees to ensure that Effectiveness Measure data is being actively collected and regularly analyzed.

    Note: Please see attached file "Log Book.xls" for a sample log book template.

    Start Date:
    06/01/2010
    End Date:
    07/01/2013
    Responsible Person:
    Penny Ongoco
    Originating Entity:
    Fiscal Services
Resource Requests
  • 6.1.r1 - Analysis Costs
    Description

    1. Personnel to collect log book data.

    2. Personnel to create survey template and upload final version onto the Fiscal Services webpage.

    3. Personnel to analyze collected log book data and survey results.

    Rationale

    We identified three Effectiveness Measures in our Program Review draft which require implementation and periodic analysis.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Fiscal Services
Details
1.2 2 Improve Requisition Process

Seek and advocate for additional and improved efficiencies in the processing and approval of purchase requisitions. Perceptions were expressed in the March 2010 District Services Survey which stated that requisition processing is exceptionally delayed and slow. A statistical analysis of Requisition approvals this fiscal year shows this perception may be based on end users' experiences with outliers rather than the typical process as the typical processing time for Requisitions is two weeks inclusive of weekends and holidays. See attached PR Approval Analysis supporting document; conclusions and methodology are described on page 8 of 10.

Start Date:
04/16/2010
End Date:
04/15/2011
Responsible Person:
Purchasing Agent and Purchasing Technician
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

1 - Streamline procurement processes and procedures

Seek and advocate for additional and expanded efficiencies in processing contracts, approving and processing purchase requisitions, and delivering materials and goods to departments.

Priority Rank:
2
Originating Entity:
Fiscal Services
Actions/Activities
  • 1.2.a1 - Train Requisition Approvers

    Pro-actively train and continue communications with requisition approvers on their responsibility to approve requisitions within Financial 2000 timely.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Purchasing Agent and Purchasing Technician
    Originating Entity:
    Fiscal Services
  • 1.2.a2 - Train End Users

    Pro-actively train end users on Financial 2000 and purchasing best practices to assist in efficient processing and approval of purchase requisitions.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Purchasing Agent and Purchasing Technician
    Originating Entity:
    Fiscal Services
  • 1.2.a3 - Purchasing Manual

    Develop a purchasing manual to be disseminated to all end users and departments. Manual will highlight purchasing best practices, organizational requirements, and appropriate federal, state and local regulations.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    Business Manager
    Originating Entity:
    Fiscal Services
Resource Requests
  • 1.2.r1 - Storekeeper I
    Description

    A Storekeeper I at 19 hours per week will re-staff an essential position for on-time deliveries and San Bernardino Valley College warehouse staffing needs.

    Rationale

    In 2008, a vacant 19-hr Warehouse Technician position was abolished due to Fiscal Services seeking vacant positions to eliminate for budget savings. This position was an essential aspect of the SBVC Warehouse, which is responsible for District shipping and receiving functions and SBVC print job deliveries and surplus. The Warehouse currently relies on a single full-time Warehouse Technician position and seasonal federal work/study or student workers. To maintain full operational business hours and consistent deliveries for SBVC and District departments, this position should be brought back. Savings are estimations of the departmental student worker budget of $7,000 plus District-wide general, grant and categorical funds lost annually to delayed deliveries, destroyed and devalued surplus property awaiting sale, and errors caused by the warehouse, shipping, and receiving workload being greater than a single position.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $17,500.00/$25,000.00
    Second Year Cost/Savings:
    $18,300.00/$25,000.00
    Third Year Cost/Savings:
    $19,250.00/$25,000.00
  • 1.2.r2 - Job-Specific Training
    Description

    Training for the Purchasing Agent and the Purchasing Technician on best practices in purchasing, asset management, and vendor management.

    Rationale

    To ensure purchasing staff have the tools necessary to support Purchasing. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to late payment fees, legal fees, errors and omissions caused by not having timely access to changes in or training of procurement codes and purchasing best practices.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $1,000.00/$50,000.00
    Second Year Cost/Savings:
    $1,000.00/$50,000.00
    Third Year Cost/Savings:
    $1,000.00/$50,000.00
  • 1.2.r3 - Association Membership
    Description

    Membership for the Purchasing Agent and the Purchasing Technician to join the California Association of Public Procurement Officers

    Rationale

    To ensure the Purchasing Agent and Purchasing Techinician have access to current and relevant changes to public agency purchasing best practices and legislation. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to late payment fees, legal fees, errors and omissions caused by not having timely access to changes in or training of procurement codes and purchasing best practices.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $500.00/$50,000.00
    Second Year Cost/Savings:
    $500.00/$50,000.00
    Third Year Cost/Savings:
    $500.00/$50,000.00
  • 1.2.r4 - Forklift
    Description

    Procure used forklift.

    Rationale

    A new forklift will ensure warehouse operations are efficient. Current forklift is unreliable and is a drain on the Purchasing budget to repair and maintain. Savings are calculated from the repairs and maintenance costs associated with maintaining the current forklift plus District-wide general, grant, and categorical funds lost caused by rescheduled and/or redirected deliveries while the forklift is in need of repairs.

    Resource Type:
    One-time
    Expenditure Category:
    Equipment
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $10,000.00/$5,000.00
    Second Year Cost/Savings:
    $0.00/$5,000.00
    Third Year Cost/Savings:
    $0.00/$5,000.00
Details
2.2 2 Improve communications and customer service

Utilize open and business-appropriate communications to facilitate trust-building, positive working relationships, and an improved end user experience.

Start Date:
04/16/2010
End Date:
04/15/2011
Responsible Person:
All Staff
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

2 - Efficiently communicate procurement processes and procedures

Priority Rank:
3
Originating Entity:
Fiscal Services
Actions/Activities
  • 2.2.a1 - Replying to Communications

    All staff will reply to emails and phone calls promptly and courteously, preferably within less than one (1) business day.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    All Staff
    Originating Entity:
    Fiscal Services
  • 2.2.a2 - Important Communications

    In order to promote the fact that the procurement process is responsive to and in consideration of the Colleges' and District's missions, values, and goals, all staff will respect incoming communications in recognition of its importance to the success of the Colleges' and District's missions, values, and goals. Return communications will explain how the procurement process supports the Colleges' and District's missions, values, and goals and will express an appreciation of and procurement's commonality with the end user's duties in meeting the College's and District's missions, values, and goals.

    Start Date:
    04/16/2010
    End Date:
    04/15/2011
    Responsible Person:
    All Staff
    Originating Entity:
    Fiscal Services
Resource Requests
  • 2.2.r1 - Customer Service Training
    Description

    One training course for each staff member on customer service.

    Rationale

    To ensure end user experience and outgoing communications employ best practices in customer service.

    Resource Type:
    One-time
    Expenditure Category:
    Services
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $2,000.00/$0.00
Details
10.2 2 Establish an ongoing means for customer feedback.
Start Date:
04/01/2010
End Date:
06/30/2010
Responsible Person:
Steve Kelley
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

10 - Improve means of communication with clientele.

Priority Rank:
1
Originating Entity:
Fiscal Services
Actions/Activities
  • 10.2.a1 - Develop Facilities Quarterly Survey.
    Originating Entity:
    Fiscal Services
  • 10.2.a2 - Administer survey.
    Originating Entity:
    Fiscal Services
  • 10.2.a3 - Analyze survey results.
    Originating Entity:
    Fiscal Services
  • 10.2.a4 - Plan corrective measures based on results.
    Originating Entity:
    Fiscal Services
Details
9.1 3 Document established Facilities Operating Procedures.
Start Date:
03/29/2010
End Date:
05/10/2010
Responsible Person:
Kelly Goodrich
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

9 - Provide continuity and consistency for the Facilities Department.

Priority Rank:
1
Originating Entity:
Fiscal Services
Actions/Activities
  • 9.1.a1 - Develop an annual calendar for building maintenance (i.e. HVAC, fire alarm system, etc.).
    Originating Entity:
    Fiscal Services
  • 9.1.a2 - Establish daily custodial routine form.
    Originating Entity:
    Fiscal Services
  • 9.1.a3 - Map out courier's daily route and schedule.
    Originating Entity:
    Fiscal Services
  • 9.1.a4 - Develop standard custodial supply list.
    Originating Entity:
    Fiscal Services
  • 9.1.a5 - Develop contact list for building maintenance.
    Originating Entity:
    Fiscal Services
  • 9.1.a6 - Track ongoing safety training, including MSDS.
    Originating Entity:
    Fiscal Services
Details
9.2 4 Identify and plan solutions for possible problems over transition period anticipated in July 2010 when current Facilities Supervisor retires.
Start Date:
04/05/2010
End Date:
04/16/2010
Responsible Person:
Steve Kelley
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

9 - Provide continuity and consistency for the Facilities Department.

Priority Rank:
1
Originating Entity:
Fiscal Services
Actions/Activities
  • 9.2.a1 - Provide for Annex physical plant maintenance.
    Originating Entity:
    Fiscal Services
  • 9.2.a2 - Identify and list satellite responsibilities.
    Originating Entity:
    Fiscal Services
Details
9.3 5 Explore options for addressing anticipated staffing and equipment needs.

If there is no longer a supervisor position, then some sort of custodial support needs to be available during business hours.  This may require schedule change and/or addition of part time staff.

Start Date:
05/03/2010
End Date:
05/14/2010
Responsible Person:
Steve Kelley
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Fiscal Services
Goal

9 - Provide continuity and consistency for the Facilities Department.

Priority Rank:
1
Originating Entity:
Fiscal Services
Resource Requests
  • 9.3.r1 - Obtain additional part-time custodian.
    Description

    Additional custodial support during business hours.

    Rationale

    Part time custodian (19 hours/week) to handle business hour event setup and support, in addition to handling overflow custodial duties.  A new hire here would reduce the need for an hourly substitute when staff members are absent and provide a savings in that account line.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $16,800.00/$3,000.00
    Second Year Cost/Savings:
    $16,800.00/$300.00
    Third Year Cost/Savings:
    $16,800.00/$300.00
  • 9.3.r2 - Monthly cell phone or stipend.
    Description

    Need means of contacting custodial  staff during  business hours.

    Rationale

    Currently custodial staff uses their personal cell phones. 

    Resource Type:
    One-time
    Expenditure Category:
    Equipment
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $900.00/$0.00
    Second Year Cost/Savings:
    $900.00/$0.00
    Third Year Cost/Savings:
    $900.00/$0.00
  • 9.3.r3 - Obtain new courier van.
    Description

    Will need to replace current vehicle over the next two years.

    Rationale

    Current vehicle is 8 years old and has 140,000 miles.  Repair costs are escalating and reliability is diminished.

    Resource Type:
    One-time
    Expenditure Category:
    Equipment
    Originating Entity:
    Fiscal Services
    First Year Cost/Savings:
    $25,000.00/$1,500.00
    Second Year Cost/Savings:
    $250.00/$4,500.00
    Third Year Cost/Savings:
    $250.00/$2,500.00
Details