Plans for Business Services >> 2012 - 2013 Business Services District Program Review >> Objective Priority List

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Id Priority Title Details
2.1 1 Expand Information Resources

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

Start Date:
04/16/2010
End Date:
06/30/2013
Responsible Person:
Business Manager
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Efficiently communicate procurement processes and procedures

Priority Rank:
1
Actions/Activities
  • 2.1.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
  • 2.1.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
Details
2.2 2 Improve communications and customer service

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

Start Date:
04/16/2010
End Date:
06/30/2014
Responsible Person:
All Staff
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Efficiently communicate procurement processes and procedures

Priority Rank:
1
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:
    06/30/2014
    Responsible Person:
    All Staff
  • 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:
    06/30/2014
    Responsible Person:
    All Staff
Details
1.1 3 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:
None
Impact Type:
-- Pick One --
Goal

1 - Streamline procurement processes and procedures

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

Priority Rank:
2
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
  • 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
  • 1.1.a3 - Image Now Project Implementation for Business Services

    Include contracts processes into ImageNow workflow.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus
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
    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
1.2 4 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:
None
Impact Type:
-- Pick One --
Goal

1 - Streamline procurement processes and procedures

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

Priority Rank:
2
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.

    Start Date:
    04/16/2010
    End Date:
    06/30/2014
    Responsible Person:
    Purchasing Agent and Purchasing Technician
  • 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.  First draft of AP revision was completed during FY12.

    E-commerce option as well.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus
  • 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.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    J Flores
  • 1.2.a4 - ImageNow Project Implementation for Business Services

    Include purchasing processes into ImageNow workflow.
     

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Sutorus
Details