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

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Id Priority Title Details
1.1 3 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
Goal

1 - The Accounting Department is Fully Staffed

Priority Rank:
2
Details
1.2 4 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
Goal

1 - The Accounting Department is Fully Staffed

Priority Rank:
2
Details
2.1 5 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
Goal

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

Priority Rank:
3
Resource Requests
  • 2.1.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    The District is currently utilizing the Superintendent of Schools County System which is very outdated.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
    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
3.1 6 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
Goal

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

Priority Rank:
4
Resource Requests
  • 3.1.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
    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
4.1 7 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
Goal

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

Priority Rank:
5
Details
5.1 8 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
Goal

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

Priority Rank:
6
Resource Requests
  • 5.1.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
    First Year Cost/Savings:
    $4,500.00/$0.00
Details