Plans for Fiscal Services >> 2013 - 2014 Fiscal Services District Program Review

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2013 - 2014 Fiscal Services District Program Review
Albert Maniaol
Albert Maniaol

Version: 2
Group: 2013 - 2014
Type: District Program Review
Last Modified On: 2/18/2014 8:57:41 PM
Last Modified By: Albert Maniaol
State: Submitted (Finalized)
State By: Albert Maniaol

Sub Plans

  • Business Services: 2013 - 2014 Business Services District Program Review
  • Accounting: 2013 - 2014 Accounting District Program Review
  • Facilities: 2013 - 2014 Facilities District Program Review
  • Environmental Health & Safety: 2013 - 2014 Environmental Health & Safety District Program Review

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:
    4
    Originating Entity:
    Business Services
    Objectives:
    • 1.1 - Objective - 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.

      Priority Rank:
      5
      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
      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
      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
    • 1.2 - Objective - 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.

      Priority Rank:
      9
      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
      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
  • 2 - Goal - Evaluate energy efficiency projects
    Priority Rank:
    11
    Originating Entity:
    Facilities
    Objectives:
    • 2.1 - Objective - Evaluate parking lot lighting
      Priority Rank:
      13
      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
      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
      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
    • 2.2 - Objective - Evaluate HVAC controls and machinery
      Priority Rank:
      15
      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
      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
  • 3 - Goal - The Accounting Department is Fully Staffed
    Priority Rank:
    5
    Originating Entity:
    Accounting
    Objectives:
    • 3.1 - Objective - Hire an Accounting Manager
      Priority Rank:
      6
      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
    • 3.2 - Objective - Hire a Payroll Accountant
      Priority Rank:
      10
      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
  • 4 - Goal - Attain administrative/clerical staffing (Secretary II)
    Priority Rank:
    1
    Originating Entity:
    Environmental Health & Safety
    Objectives:
    • 4.1 - Objective - 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.
      Priority Rank:
      2
      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
      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
  • 5 - Goal - Evaluate the current budget and financial planning processes and make recommendations to Chancellor’s Cabinet.
    Priority Rank:
    8
    Originating Entity:
    Accounting
    Objectives:
    • 5.1 - Objective - 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
      Priority Rank:
      14
      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
      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
  • 6 - Goal - Efficiently communicate procurement processes and procedures
    Priority Rank:
    2
    Originating Entity:
    Business Services
    Objectives:
    • 6.1 - 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:
      06/30/2014
      Responsible Person:
      Business Manager
      Strategic Direction:
      3. Resource Management for Efficiency, Effectiveness and Excellence
      Impact Type:
      District
      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
    • 6.2 - 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:
      3
      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
      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
  • 7 - Goal - Provide promotional safety resources for the campus/district communities.
    Priority Rank:
    6
    Originating Entity:
    Environmental Health & Safety
    Objectives:
    • 7.1 - Objective - Provide promotional safety resources for the campus/district communities.
      Priority Rank:
      7
      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
      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
  • 8 - Goal - Efficiently communicate Facilities processes and procedures
    Priority Rank:
    3
    Originating Entity:
    Facilities
    Objectives:
    • 8.1 - Objective - Improve set-up procedures
      Priority Rank:
      8
      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
      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
  • 9 - Goal - 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
    Objectives:
    • 9.1 - Objective - To attain contract services that will provide effective resources to support the current EH&S single staff member.
      Priority Rank:
      11
      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
  • 10 - Goal - Improve Safety
    Priority Rank:
    7
    Originating Entity:
    Facilities
    Objectives:
    • 10.1 - Objective - Furniture & Equipment Safety for Earthquake Preparedness
      Priority Rank:
      4
      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
      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
  • 11 - Goal - Evaluate the current payroll system and make recommendations to Chancellor’s Cabinet
    Priority Rank:
    12
    Originating Entity:
    Accounting
    Objectives:
    • 11.1 - Objective - 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
      Priority Rank:
      16
      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
      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
  • 12 - Goal - To provide clear and consistent policies and procedures to our customers.
    Priority Rank:
    13
    Originating Entity:
    Accounting
    Objectives:
    • 12.1 - Objective - 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
      Priority Rank:
      17
      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
  • 13 - Goal - Improve responsiveness to M&O needs
    Priority Rank:
    10
    Originating Entity:
    Facilities
    Objectives:
    • 13.1 - Objective - Evaluate pooling District-wide M&O resources
      Priority Rank:
      12
      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
  • 14 - Goal - Increase Customer Service and knowledge from the Accounting Department.
    Priority Rank:
    14
    Originating Entity:
    Accounting
    Objectives:
    • 14.1 - Objective - Objectives:1. Provide training in e-mail etiquette 2. Provide customer service training3. Continue to provide excel training
      Priority Rank:
      18
      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
      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

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.

There are no goals, objecitves, or actions/activities for this plan.

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.