Plans for Fiscal Services >> 2013 - 2014 Fiscal Services District Program Review >> Objective Priority List

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Id Priority Title Details
6.1 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:
06/30/2014
Responsible Person:
Business Manager
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Business Services
Goal

6 - Efficiently communicate procurement processes and procedures

Priority Rank:
2
Originating Entity:
Business Services
Actions/Activities
  • 6.1.a1 - Maintain Website

    Review content of current webpages and revise to keep current and user friendly.  All web-based data should appear on District Wiki.  Promote website in emails, trainings, and one-on-one discussions.

    Start Date:
    04/16/2010
    End Date:
    06/30/2014
    Responsible Person:
    All Staff
    Originating Entity:
    Business Services
  • 6.1.a2 - Workshops

    Workshops for end users to have continuous learning. One-on-one training sessions (either in-person or via phone) are the preferred delivery method to fulfill on-demand requests.  Training session will be recorded for automated access via SafeColleges.

    Start Date:
    04/16/2010
    End Date:
    06/30/2014
    Responsible Person:
    Purchasing Agent and Project Analyst
    Originating Entity:
    Business Services
Details
4.1 2 Attain staffing (Secretary II) to assist with clerical tasks to increase the effectiveness of EH&S policy and procedures in the District and provide a level of service to the SBCCD communities to ensure continued/increased compliance with all local state and federal, environmental health, safety, emergency preparedness and risk regulations.
Start Date:
03/01/2013
End Date:
03/01/2014
Responsible Person:
Whitney Fields
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Environmental Health & Safety
Goal

4 - Attain administrative/clerical staffing (Secretary II)

Priority Rank:
1
Originating Entity:
Environmental Health & Safety
Resource Requests
  • 4.1.r1 - Staff Acquisition - Secretary II
    Description

    Attain an administrative/clerical member for the Environmental Health & Safety Administrator to support the EH&S/Risk/Emergency Preparedness needs of the SBCCD communities.

    Rationale

    Satisfaction survey results indicate and the EH&S operations dictate a need for a additional staff member to continue to support the EH&S services and needs of the SBBCD communities. An increase in staff (Secretary II) would provide the operation more flexibility to be of better service and continue to improve and apply vital details to EH&S programs/development/resources.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Environmental Health & Safety
    First Year Cost/Savings:
    $56,176.00/$0.00
    Second Year Cost/Savings:
    $56,176.00/$0.00
    Third Year Cost/Savings:
    $0.00/$56,176.00
Details
6.2 3 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:
06/30/2014
Responsible Person:
All Staff
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Business Services
Goal

6 - Efficiently communicate procurement processes and procedures

Priority Rank:
2
Originating Entity:
Business Services
Actions/Activities
  • 6.2.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:
    06/30/2014
    Responsible Person:
    All Staff
    Originating Entity:
    Business Services
  • 6.2.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:
    06/30/2014
    Responsible Person:
    All Staff
    Originating Entity:
    Business Services
Details
10.1 4 Furniture & Equipment Safety for Earthquake Preparedness
Start Date:
01/01/2012
End Date:
06/30/2014
Responsible Person:
Facilities Director
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Facilities
Goal

10 - Improve Safety

Priority Rank:
7
Originating Entity:
Facilities
Actions/Activities
  • 10.1.a1 - District Sites Strapping Project

    Furniture and equipment strapping/bracing to prevent being displaced during a seismic event.  Update: This project was begun during FY13 and will be ongoing.  During FY 14, Facilities staff evaluated the most "in need" areas and applied bracing.  Project will continue with the lower prioritiy areas.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Facilities Director
    Originating Entity:
    Facilities
Details
1.1 5 Improve Purchasing and Contract Processes

Seek and advocate for additional and expanded efficiencies with developing and processing contracts at the Colleges' and District's departments. This is an on-going objective - activities will be updated as needed.

Start Date:
04/16/2010
End Date:
06/30/2014
Responsible Person:
Project Analyst
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Business 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:
4
Originating Entity:
Business Services
Actions/Activities
  • 1.1.a1 - Use Scanning Software (ImageNow) to catalog Certificates of Insurance

    Imaging documents such as certificates of insurance will create efficiencies in the department.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    V Diggle
    Originating Entity:
    Business Services
  • 1.1.a2 - Evalute using "non-wet" signatures on legal documents

    Need to research potential of using "non-wet" signatures on legal document (e.g contracts).  This will create efficiencies in the department.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    V Diggle
    Originating Entity:
    Business Services
Resource Requests
  • 1.1.r1 - Purchasing Technician
    Description

    A Purchasing Technician position will assist the Business Services and Purchasing Department with appropriate duties.

    Rationale

    A significant increase in bond-funded construction, KVCR activities, grant-funded program 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. The Purchasing Technician position will allow for cross training and provide for a necessary safety net in the event of increased workload, or if the incumbents are on leave (includes purchasing, contracts, and warehouse). Another vital area not receiving adequate attention that would be covered by this position is fixed asset management. Increased efficiencies will create immediate savings and cost-efficiencies throughout the Colleges and District. Some listed duties have been delegated 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. 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:
    Business Services
    First Year Cost/Savings:
    $45,000.00/$40,000.00
    Second Year Cost/Savings:
    $45,000.00/$40,000.00
    Third Year Cost/Savings:
    $45,000.00/$40,000.00
Details
3.1 6 Hire an Accounting Manager
Start Date:
07/01/2013
End Date:
06/30/2014
Responsible Person:
Jose F. Torres
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Accounting
Goal

3 - The Accounting Department is Fully Staffed

Priority Rank:
5
Originating Entity:
Accounting
Details
7.1 7 Provide promotional safety resources for the campus/district communities.
Start Date:
03/01/2013
End Date:
03/01/2014
Responsible Person:
Whitney Fields
Strategic Direction:
1. Institutional Effectiveness
Impact Type:
District
Originating Entity:
Environmental Health & Safety
Goal

7 - Provide promotional safety resources for the campus/district communities.

Priority Rank:
6
Originating Entity:
Environmental Health & Safety
Resource Requests
  • 7.1.r1 - Promotional Resources
    Description

    Provide additional funding for promotional resources and contract services for specialized safety training that would be beneficial to the campus communities, inclusive of safety, risk and emergency preparedness training.

    Rationale

    These fundamental resources would provide the SBBCD communities with increase awareness in safety/emergency preparedness/risk policies, programs and procedures and the training they would need to be an asset to the organization.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    Originating Entity:
    Environmental Health & Safety
    First Year Cost/Savings:
    $2,500.00/$0.00
    Second Year Cost/Savings:
    $2,700.00/$0.00
Details
8.1 8 Improve set-up procedures
Start Date:
07/01/2010
End Date:
06/30/2014
Responsible Person:
Steve Sutorus
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Facilities
Goal

8 - Efficiently communicate Facilities processes and procedures

Priority Rank:
3
Originating Entity:
Facilities
Actions/Activities
  • 8.1.a1 - Evaluate alternative means of requesting set-ups

    Evaluate alternative means of requesting set-ups. This activity is on-going.

    Start Date:
    07/01/2010
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus
    Originating Entity:
    Facilities
  • 8.1.a2 - Promote event set-up forms

    Promote event set-up forms; this activity is on-going.  The majority of set-up are routine acitivites (e.g. Inland Action Meeting) and an email notification system is currently being used with success.

    Start Date:
    07/01/2010
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus
    Originating Entity:
    Facilities
Details
1.2 9 Improve Requisition Process

Seek and advocate for additional and improved efficiencies in the processing and approval of purchase requisitions. As the result of the December 2011 Business Process Analysis (BPA), it was identified that the campuses' PR approval layers were excessive and that a need to cut down on the number of layers was needed.  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:
06/30/2014
Responsible Person:
Purchasing Agent and Purchasing Technician
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Business 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:
4
Originating Entity:
Business Services
Actions/Activities
  • 1.2.a1 - Train Requisition Approvers/Reduce Approval Layers

    Pro-actively train and continue communications with requisition approvers on their responsibility to approve requisitions within Financial 2000 timely.  As a result of the Business Process Analysis, SBCCD leadership will discuss, and potentially authorize, fewer approval layers.  Purchasing completed its initial review and implementation of streamlined approval paths during FY13 and will continue its analysis into FY14.

    Start Date:
    04/16/2010
    End Date:
    06/30/2014
    Responsible Person:
    Purchasing Agent and Purchasing Technician
    Originating Entity:
    Business Services
  • 1.2.a2 - Procurement Card AP Revision

    Current needs are not met by existing AP.  Piloting of potential solutions has occurred.  Need to gather and evaluate all potential changes to the AP.  Draft of AP revision was completed during FY14.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus
    Originating Entity:
    Business Services
  • 1.2.a3 - Electronic Delivery of POs

    Updating the vendor list with accurate email addresses will allow the department to deliver PO electronically, creating efficiencies.  This activity will be even more effective with full ImageNow capabilities.  During FY14, will continue to evaluate this activity with the expectation that an eventual ERP will be introduced.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    J Flores
    Originating Entity:
    Business Services
Details
3.2 10 Hire a Payroll Accountant
Start Date:
07/01/2013
End Date:
06/30/2014
Responsible Person:
Jose F. Torres
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
Department
Originating Entity:
Accounting
Goal

3 - The Accounting Department is Fully Staffed

Priority Rank:
5
Originating Entity:
Accounting
Details
9.1 11 To attain contract services that will provide effective resources to support the current EH&S single staff member.
Start Date:
06/30/2014
End Date:
06/30/2017
Responsible Person:
Whitney Fields
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Environmental Health & Safety
Goal

9 - Attain risk control contract services that will continue to provide effective support for a single EH&S staff member.

Priority Rank:
9
Originating Entity:
Environmental Health & Safety
Details
13.1 12 Evaluate pooling District-wide M&O resources
Start Date:
05/03/2010
End Date:
06/30/2014
Responsible Person:
Steve Sutorus
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Facilities
Goal

13 - Improve responsiveness to M&O needs

Priority Rank:
10
Originating Entity:
Facilities
Details
2.1 13 Evaluate parking lot lighting
Start Date:
07/01/2012
End Date:
06/30/2014
Responsible Person:
Sutorus
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Facilities
Goal

2 - Evaluate energy efficiency projects

Priority Rank:
11
Originating Entity:
Facilities
Actions/Activities
  • 2.1.a1 - Evaluate proposals for energy efficiency in parking lots

    Facilities has begun evaluating proposals to lessen the demand for electricity during non-working hours (10:30 pm - 3:30 am).  Current proposals range from rewiring all lot poles to hooking up a timer/dimmer to exisiting equipment.

    Start Date:
    07/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus
    Originating Entity:
    Facilities
Resource Requests
  • 2.1.r1 - Installation of electricity savings apparati
    Description

    Installation of electricity savings apparati for District Office parking lot proposals.

    Rationale

    Electricity expenses could be lessened during non-work hours.

    Resource Type:
    One-time
    Expenditure Category:
    Supplies
    Originating Entity:
    Facilities
    First Year Cost/Savings:
    $50,000.00/$4,500.00
    Second Year Cost/Savings:
    $0.00/$4,500.00
    Third Year Cost/Savings:
    $0.00/$4,500.00
  • 2.1.r2 - Elimination of District Position - Energy Administrator
    Description

    The Energy Administrator position has been eliminated in lieu of a contracted service.

    Rationale

    This activity can be provided more efficiently via a contracted service.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Facilities
    First Year Cost/Savings:
    $0.00/$44,125.00
    Second Year Cost/Savings:
    $0.00/$105,900.00
    Third Year Cost/Savings:
    $0.00/$105,900.00
Details
5.1 14 Evaluate the possibility of implementing a Technology that addresses the following objectives:1. Provide tools for financial planning (Multi-year forecasting/What if’s)2. Improve the Position control process3. Provide accessible and timely financial and statistical reports4. Evaluate the possibility of online budgets5. Evaluate the possibility of online budget transfers and adjustments6. If necessary, request approval from Superintendent of Schools
Start Date:
07/01/2013
End Date:
06/30/2015
Responsible Person:
Jose F. Torres
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Accounting
Goal

5 - Evaluate the current budget and financial planning processes and make recommendations to Chancellor’s Cabinet.

Priority Rank:
8
Originating Entity:
Accounting
Resource Requests
  • 5.1.r1 - Financial Planning and Budget Software
    Description

    The costs will be approximately $50,000 for implementation plus $60,000 per year for licensing; however, there is a possibility of additional savings from the Superintendent of Schools contract.

    Rationale

    The District is currently utilizing the Superintendent of Schools County System which is very outdated.  The current budget process is done manually (handwritten) and there is multiple duplication of efforts through out.  In addition, all budget changes and adjustments are also done with a form or excel sheet which needs to be printed and approved by various Management staff.  Furthermore, the County System does not allow for Multi-year projections and reports are not timely and/or complete.

    A new Budgeting/Financial Planning tool can provide the District with the following tools:

    • Multi-Year Budgeting
    • Workflows and Approvals
    • Salary & Benefit Planning (Position Control)
    • Reporting and Auditing
    • "What-if" Scenarios
    • Change Control Management
    • User Defined Dashboards
    • On-line Department Transfer/Adjustments
    • The Preparation of the Budget Will Be Quick and Straight-Forward
    Resource Type:
    Ongoing
    Expenditure Category:
    Software
    Originating Entity:
    Accounting
    First Year Cost/Savings:
    $110,000.00/$0.00
    Second Year Cost/Savings:
    $60,000.00/$0.00
    Third Year Cost/Savings:
    $60,000.00/$0.00
Details
2.2 15 Evaluate HVAC controls and machinery
Start Date:
07/01/2012
End Date:
06/30/2014
Responsible Person:
Sutorus/Diaz
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Facilities
Goal

2 - Evaluate energy efficiency projects

Priority Rank:
11
Originating Entity:
Facilities
Actions/Activities
  • 2.2.a1 - Evaluate performance of current HVAC controls and equipment

    Evaluate performance of current HVAC controls and equipment in an effort to create effieciencies and potentially save money.

    Start Date:
    07/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus/Diaz
    Originating Entity:
    Facilities
  • 2.2.a2 - Establish and monitor HVAC controls settings

    Establish and monitor HVAC controls settings, evaluate current performance of control and equipment, and service provided by maintenance vendors.

    Start Date:
    07/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus/Diaz
    Originating Entity:
    Facilities
Details
11.1 16 Evaluate the possibility of implementing a Technology that addresses the following objectives:1. Evaluate the possibility of online timecards and approvals2. Evaluate the possibility of implementing mandatory direct deposit3. Evaluate the possibility of online check history4. Evaluate the possibility of online W2 history5. Evaluate the possibility of online Employee Portal
Start Date:
03/01/2014
End Date:
06/30/2015
Responsible Person:
Jose F. Torres
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
District
Originating Entity:
Accounting
Goal

11 - Evaluate the current payroll system and make recommendations to Chancellor’s Cabinet

Priority Rank:
12
Originating Entity:
Accounting
Resource Requests
  • 11.1.r1 - Payroll System
    Description

    The approximate costs will be $10,000 for implementation plus $80,000 per year for licensing; there is a possibility of additional savings from the Superintendent of Schools contract.

    Rationale

    The District is currently utilizing the Superintendent of Schools County System which is very outdated. The current payroll process is cumbersome and there is multiple duplication of efforts through out the District. We have excellent institutional knowledge in the District; however, training a new employee can take a very long time and can be very expensive.  We have multiple software applications that process payroll and keeps track of vacation and sick balances by employee.  However, the application that keeps track of vacation and sick time is a very time consuming process and it is always a month behind.  We have paper documents (work reports) that are submitted to various approval processes.

    A new Payroll tool can provide the District with the following tools:

    • Address payroll tax compliance concerns, save time, and optimize payroll service delivery
    • Manage the entire payroll process via an easy-to-use interface
    • Help ensure that the right payroll tax amounts are withheld and deposited for every employee
    • Empower administrators, managers and workers alike with mobile payroll solutions
    • Access and report on payroll, HR services and time and attendance data using customizable, on-the-fly reporting
    • Anticipate and plan for how regulatory and other changes to both employment and unemployment laws will impact the District
    • Lower the risk, incidence and impacts of fines, penalties, lawsuits and judgments
    • Reduce HR management burdens with self-service features for managers and employees
    • Maintain accurate, up-to-the-minute records on hours worked, overtime status and scheduling
    • Automate time and attendance tracking via a variety of collection methods including web timesheets 
    • Enable employees to fill in time sheets and more – wherever they are – with mobile time management solutions
    • Reduce HR inquiries with employee self-service options for checking hours worked, work schedules and available paid time off
    • Offer workers self-service options for making changes to their healthcare, retirement or other employee benefits selections
    • Get help with recognizing potentially costly mistakes, such as unnecessary healthcare or other employee benefit plans' premium payments
    Resource Type:
    Ongoing
    Expenditure Category:
    Software
    Originating Entity:
    Accounting
    First Year Cost/Savings:
    $90,000.00/$0.00
    Second Year Cost/Savings:
    $80,000.00/$0.00
    Third Year Cost/Savings:
    $80,000.00/$0.00
Details
12.1 17 We will review and update all policies and procedures in order to:1. Clarify guidelines and delineate responsibilities for the Allocation Resource Model2. Clarify guidelines for District Office Assessments3. Update all Accounting related policies and procedures in order to provide clear and consistent procedures for all faculty and staff.4. Update Chart of Accounts structure by eliminating unnecessary fields5. Update Travel requests forms6. Create a schedule for accounts payable checks
Start Date:
03/01/2014
End Date:
06/30/2015
Responsible Person:
Jose F. Torres
Strategic Direction:
1. Institutional Effectiveness
Impact Type:
District
Originating Entity:
Accounting
Goal

12 - To provide clear and consistent policies and procedures to our customers.

Priority Rank:
13
Originating Entity:
Accounting
Details
14.1 18 Objectives:1. Provide training in e-mail etiquette 2. Provide customer service training3. Continue to provide excel training
Start Date:
03/01/2014
End Date:
06/30/2015
Responsible Person:
Jose F. Torres
Strategic Direction:
3. Resource Management for Efficiency, Effectiveness and Excellence
Impact Type:
Department
Originating Entity:
Accounting
Goal

14 - Increase Customer Service and knowledge from the Accounting Department.

Priority Rank:
14
Originating Entity:
Accounting
Resource Requests
  • 14.1.r1 - Training Cost
    Description

    The approximate cost for these 3 trainings will be approximately $4,500 ($1,500 each)

    Rationale

    In order to increase Customer Service, we must empower our staff by providing training in various areas.  The first area of improvement will be to provide and e-mail etiquette class for staff, then we will provide a customer service training (topic to be determined), and finally, we will continue enhancing the staff's excel skills in order to provide better support to the District.

    Resource Type:
    One-time
    Expenditure Category:
    Services
    Originating Entity:
    Accounting
    First Year Cost/Savings:
    $4,500.00/$0.00
Details