Plans for Fiscal Services >> Fiscal Services Division Plan

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Fiscal Services Division Plan
Bruce Baron

Version: 1
Group: 2009 - 2010
Type: District Program Review
Last Modified On: 5/24/2010 1:59:57 PM
Last Modified By: Bruce Baron
State: Submitted (Draft)
State By: Bruce Baron

Sub Plans

  • Business Services: Purchasing & Business Services
  • Facilities: District Site Facilities - 2010
  • Accounting: Accounting
  • Payroll: Payroll

Instructions

1. Mission

  1. Assume the reader knows nothing about your unit. Please describe concisely its mission.

2. Description

  1. Please describe concisely the following characteristics of your unit. Feel free to use both narrative and quantitative information.
    1. Purpose
    2. Functions or services
    3. Clientele(s)
    4. Value of your services to the clientele(s), the Colleges, and the District
    5. Organizational structure and number of personnel by function
    6. Annual budget by object code for the last three years
    7. Hours of operation, location, and other pertinent service characteristics
    8. Significant changes, if any, since the last program review

3. Outcomes and Other Measures of Effectiveness

  1. Identify at least one essential measure of effectiveness for each major operation of the unit. (See Effectiveness Measurement Guidelines and Examples.)
  2. Include at least one baseline measure or measure of progress on a well-defined outcome.
  3. Include at least one measure showing effectiveness in responding to the Colleges’ needs.
  4. For each measure, identify the assessment method you used.
  5. Please summarize the results of the measures you have applied. If results showing trends over time are available, please report them.

4. External Opportunities and Challenges

  1. Describe any external opportunities that might lead to unit improvement over the next three to five years.
  2. Describe any external challenges (e.g., legal requirements, budgetary constraints) that might limit operations or improvement over the next three to five years.

5. Analysis and Evaluation

  1. Analyze the implications of the assessment results and external factors for your unit.
  2. In light of your analysis, what are your unit’s main strengths?
  3. In light of your analysis, what are your unit’s main weaknesses?

6. Three-to-Five Year Vision

  1. Describe your unit as you would like it to be three to five years from now.

7. Impact on the Colleges and the District

  1. Describe the most significant relationships with other District operations and College operations.
    1. What major impact does your unit have on them?
    2. .What major impact do they have on your unit?
  2. How do your mission, vision, and goals contribute to the Board Imperatives and the District and/or College mission, vision, strategic directions, and/or goals?

8. Other Pertinent Information

  1. Include here any other information you regard as necessary for a full understanding of your unit.

9. Goals, Objectives, Action Plans, and Resource Requests

  1. Goals (with priority rank) over the next three years
  2. Objectives (with priority rank) under each Goal
  3. Principal Activities under each Objective, if available
  4. Timeline for completion of each Activity or Objective
  5. Person responsible for ensuring completion of each Activity or Objective
  6. Progress on or achievement of a given Goal or Objective does not necessarily require additional resources. For Goals and Objectives that do require resources, enter the following information:
    1. Resources required to achieve Goals and Objectives over the next three years, with description and rationale for each
    2. Identification of associated Goals or Objectives
    3. Type of Resource
      1. Expenditure Category
      2. One-time/Ongoing
    4. Estimated annual cost (or savings) for the next three years
  • 1 - Goal - 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
    Objectives:
    • 1.1 - Objective - Improve Contract Process

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

      Priority Rank:
      1
      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
      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
      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
    • 1.2 - Objective - 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.

      Priority Rank:
      2
      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
      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
      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
  • 2 - Goal - Efficiently communicate procurement processes and procedures
    Priority Rank:
    3
    Originating Entity:
    Fiscal Services
    Objectives:
    • 2.1 - Objective - 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.

      Priority Rank:
      1
      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
      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
    • 2.2 - Objective - Improve communications and customer service

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

      Priority Rank:
      2
      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
      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
      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
  • 3 - Goal - 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
    Objectives:
    • 3.1 - Objective - 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.

      Priority Rank:
      1
      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
      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
      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
  • 4 - Goal - 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
    Objectives:
    • 4.1 - Objective - Training Opportunities

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

      Priority Rank:
      1
      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
      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
      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
  • 5 - Goal - 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
    Objectives:
    • 5.1 - Objective - 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.

      Priority Rank:
      1
      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
      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
      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
  • 6 - Goal - 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
    Objectives:
    • 6.1 - Objective - 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.

      Priority Rank:
      2
      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
      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
      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
  • 7 - Goal - Informative information by Website

    Online Distribution of Payroll Information

    Priority Rank:
    2
    Originating Entity:
    Fiscal Services
    Objectives:
    • 7.1 - Objective - Newsletter by e-mail

      A monthly payroll announcement in the Fiscal Services Newsletter.

      Priority Rank:
      1
      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
      Resource Requests:
      • 7.1.r1 - Monthly letter
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Other
        Originating Entity:
        Fiscal Services
  • 8 - Goal - Maximize accuracy in every Payroll cycle.

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

    Priority Rank:
    1
    Originating Entity:
    Fiscal Services
    Objectives:
    • 8.1 - Objective - 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.

      Priority Rank:
      1
      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
      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
  • 9 - Goal - Provide continuity and consistency for the Facilities Department.
    Priority Rank:
    1
    Originating Entity:
    Fiscal Services
    Objectives:
    • 9.1 - Objective - Document established Facilities Operating Procedures.
      Priority Rank:
      3
      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
      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
    • 9.2 - Objective - Identify and plan solutions for possible problems over transition period anticipated in July 2010 when current Facilities Supervisor retires.
      Priority Rank:
      4
      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
      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
    • 9.3 - Objective - 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.

      Priority Rank:
      5
      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
      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
  • 10 - Goal - Improve means of communication with clientele.
    Priority Rank:
    1
    Originating Entity:
    Fiscal Services
    Objectives:
    • 10.1 - Objective - Establish a means for client event setup requests.
      Priority Rank:
      1
      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
      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
    • 10.2 - Objective - Establish an ongoing means for customer feedback.
      Priority Rank:
      2
      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
      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

10. Progress Report on Last Cycle's Goals, Objectives, and Actions

  1. Estimate progress to date on each of the last cycle’s Goals, Objectives, and Activities.
  2. Any uncompleted Goals, Objectives, and Activities that are still important should appear in the Goals, Objectives, and Action Plans section above.

11. Process and Participants

  1. Describe briefly the main steps of the process that produced this report.
  2. List the name and function of each participant in that process.
  3. Include as many members of the unit as possible in the preparation and/or review of this document. It should not be the product of the manager alone or of a small proportion of unit members.
  4. Describe the plan for future assessment cycles, particularly if not all measures were applied in current cycle.

12. Supporting Documents

There are no supporting documents for this plan.