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

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Id Priority Title Details
8.1 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 --
Originating Entity:
Business Services
Goal

8 - Efficiently communicate procurement processes and procedures

Priority Rank:
1
Originating Entity:
Business Services
Actions/Activities
  • 8.1.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
  • 8.1.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
9.1 2 Submit reorganization plan to VC Fiscal Services for review and approval.
Start Date:
07/01/2013
End Date:
09/30/2013
Responsible Person:
Eloise S. Sifford
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Accounting
Goal

9 - To improve the processes and customers satisfaction of Accounts Payable.

Priority Rank:
2
Originating Entity:
Accounting
Actions/Activities
  • 9.1.a1 - Upgrade Account Clerk II Position

    Work with Human Resources to establish a job description and salary - reclassify position.

    Start Date:
    10/01/2013
    End Date:
    12/31/2013
    Responsible Person:
    Eloise S. Sifford
    Originating Entity:
    Accounting
Resource Requests
  • 9.1.r1 - Reorganization Plan
    Description

    Reorganization Plan - to upgrade one position to include a lead accounts payable clerk

    Rationale

    Currently there are projects that must be done yearly and reports that must be run to meet deadlines.  They include the Vendor Exclusion Program; 1099's; Object Code 9220; Open PO Report, EP's (set up new F/Y) EP's (close or Z) as well as th EDD Report which is run twice monthly.  The Manager overseas these activities; however, an accounts payable lead clerk would be able to take a lead role in completing these activities. 

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Accounting
    First Year Cost/Savings:
    $4,200.00/$0.00
    Second Year Cost/Savings:
    $6,000.00/$0.00
    Third Year Cost/Savings:
    $6,400.00/$0.00
Details
10.1 3 Purchase the appropriate system

Initiate purchase of the paperless accounting system.

Start Date:
07/01/2014
End Date:
06/30/2015
Responsible Person:
Vice Chancellor Fiscal Services
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Payroll
Goal

10 - Move to one accounting system that consolidates databases.

Provides online payroll payment inquiries and provides paperless payroll balance transfers.

Priority Rank:
3
Originating Entity:
Payroll
Resource Requests
  • 10.1.r1 - System Cost
    Description
    Rationale
    Resource Type:
    Ongoing
    Expenditure Category:
    Software
    Originating Entity:
    Payroll
    First Year Cost/Savings:
    $1,000,000.00/$0.00
    Second Year Cost/Savings:
    $400,000.00/$0.00
    Third Year Cost/Savings:
    $400,000.00/$0.00
Details
12.1 4 Improve District Office Lobby Safety
Start Date:
01/01/2012
End Date:
06/30/2013
Responsible Person:
Facilities Director
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Facilities
Goal

12 - Improve Safety

Priority Rank:
1
Originating Entity:
Facilities
Actions/Activities
  • 12.1.a1 - Evaluate Lobby Proposals

    Evaluate lobby proposals (e.g. bullet-proof glass, build wall/doorway to HR, Security Officer present in lobby).  Update: During FY 13, a Security Officer has been assigned to the front lobby.  This appears to have improved building safety, as well as for the entire complex.  The use of a Security Officer and other options will continue to be evaluated.

    Start Date:
    01/01/2012
    End Date:
    06/30/2014
    Responsible Person:
    Facilities Director
    Originating Entity:
    Facilities
Details
12.2 5 Furniture & Equipment Safety for Earthquake Preparedness
Start Date:
01/01/2012
End Date:
06/30/2013
Responsible Person:
Facilities Director
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Facilities
Goal

12 - Improve Safety

Priority Rank:
1
Originating Entity:
Facilities
Actions/Activities
  • 12.2.a1 - District Sites Stapping 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 13, 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 6 Attain staffing (Environmental Health & Safety Specialist/Technician) 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:
None
Impact Type:
-- Pick One --
Originating Entity:
Environmental Health & Safety
Goal

1 - Attain staffing (Environmental Health & Safety Specialist/Technician)

Priority Rank:
1
Originating Entity:
Environmental Health & Safety
Resource Requests
  • 1.1.r1 - Staff Acquisition - EH&S Specialists/Technician
    Description

    Attain one staff 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 additional staff to continue to support the EH&S services and needs of the SBBCD communities. An increase in staff (EH&S Specialist/Technician) 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:
    $40,000.00/$0.00
    Second Year Cost/Savings:
    $45,000.00/$0.00
Details
3.1 7 Schedule Training

Meet with District Computing Staff and vendor to determine appropriateness of Image Now in the Accounts Payable process.

Start Date:
03/15/2013
End Date:
06/30/2013
Responsible Person:
Charlie Ng
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Accounting
Goal

3 - Implementation of Image Now to move toward paperless Accounts Payable Processes.

In order to be cost and space efficient, Accounts Payable will accept electronic copies of invoices, packing slips, pruchase orders, contracts and claim forms.

Priority Rank:
1
Originating Entity:
Accounting
Resource Requests
  • 3.1.r1 - Training Cost
    Description

    Receive training through Image Now as part of contract cost.  Training cost is included in the contract.  No additional cost for training is anticipated.

    Rationale

    Familiarize staff with Image Now software and programs.

    Resource Type:
    One-time
    Expenditure Category:
    Software
    Originating Entity:
    Accounting
Details
4.1 8 Conduct at least one workshop.

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.

Start Date:
07/01/2013
End Date:
06/30/2014
Responsible Person:
Payroll Supervisior
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Payroll
Goal

4 - Increase Payroll Training districtwide.

According to the District Satisfaction Survey only 44% respondents were satisfied with payroll training provided.  In order to increase the satisfaction rates, Payroll will provide additional training opportunities.  

Priority Rank:
1
Originating Entity:
Payroll
Resource Requests
  • 4.1.r1 - Training Costs
    Description

    Payroll will schedule a workshop on procedures, policies and deadlines.

    Rationale
    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Payroll
    First Year Cost/Savings:
    $300.00/$0.00
    Second Year Cost/Savings:
    $300.00/$0.00
    Third Year Cost/Savings:
    $300.00/$0.00
Details
6.1 9 Improve set-up procedures
Start Date:
07/01/2010
End Date:
06/30/2014
Responsible Person:
Steve Sutorus
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Facilities
Goal

6 - Efficiently communicate Facilities processes and procedures

Priority Rank:
1
Originating Entity:
Facilities
Actions/Activities
  • 6.1.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
  • 6.1.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
8.2 10 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 --
Originating Entity:
Business Services
Goal

8 - Efficiently communicate procurement processes and procedures

Priority Rank:
1
Originating Entity:
Business Services
Actions/Activities
  • 8.2.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
  • 8.2.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
3.2 11 Employ short term staff to help with Accounts Payable backlog.
Start Date:
03/31/2013
End Date:
06/30/2013
Responsible Person:
Eloise S. Sifford
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Accounting
Goal

3 - Implementation of Image Now to move toward paperless Accounts Payable Processes.

In order to be cost and space efficient, Accounts Payable will accept electronic copies of invoices, packing slips, pruchase orders, contracts and claim forms.

Priority Rank:
1
Originating Entity:
Accounting
Resource Requests
  • 3.2.r1 - Employee Cost
    Description

    Cost for employing short term staff to help with the processing of Accounts Payable Paperwork.

    Rationale

    Due to implementation of new system, staff will need help while they are training to avoid increased processing time.

    Resource Type:
    One-time
    Expenditure Category:
    Personnel
    Originating Entity:
    Accounting
    First Year Cost/Savings:
    $3,500.00/$0.00
Details
5.1 12 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 --
Originating Entity:
Business Services
Goal

5 - 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:
Business Services
Actions/Activities
  • 5.1.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
  • 5.1.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
  • 5.1.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
    Originating Entity:
    Business Services
Resource Requests
  • 5.1.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
7.1 13 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:
None
Impact Type:
-- Pick One --
Originating Entity:
Environmental Health & Safety
Goal

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

Priority Rank:
2
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:
    $2,600.00/$0.00
Details
13.1 14 Attend Workshop or Seminar on Customer Service
Start Date:
07/01/2013
End Date:
06/30/2014
Responsible Person:
Payroll Supervisior
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Payroll
Goal

13 - Improve Customer Service

Priority Rank:
2
Originating Entity:
Payroll
Resource Requests
  • 13.1.r1 - Workshop cost
    Description
    Rationale
    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    Originating Entity:
    Payroll
    First Year Cost/Savings:
    $450.00/$0.00
    Second Year Cost/Savings:
    $450.00/$0.00
    Third Year Cost/Savings:
    $450.00/$0.00
Details
5.2 15 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 --
Originating Entity:
Business Services
Goal

5 - 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:
Business Services
Actions/Activities
  • 5.2.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
    Originating Entity:
    Business Services
  • 5.2.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
    Originating Entity:
    Business Services
  • 5.2.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
    Originating Entity:
    Business Services
  • 5.2.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
    Originating Entity:
    Business Services
Details
11.1 16 Disseminate payroll information through Dollars & Sense.
Start Date:
07/01/2011
End Date:
06/30/2014
Responsible Person:
Payroll Supervisior
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Payroll
Goal

11 - Continue Improving payroll communication districtwide

Priority Rank:
1
Originating Entity:
Payroll
Resource Requests
  • 11.1.r1 - Dissemination costs
    Description
    Rationale
    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Payroll
Details
11.2 17 Enhance website information.
Start Date:
07/01/2011
End Date:
06/30/2014
Responsible Person:
Payroll Supervisior
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Payroll
Goal

11 - Continue Improving payroll communication districtwide

Priority Rank:
1
Originating Entity:
Payroll
Resource Requests
  • 11.2.r1 - Updating costs
    Description
    Rationale
    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    Originating Entity:
    Payroll
Details
14.1 18 Evaluate pooling District-wide M&O resources
Start Date:
05/03/2010
End Date:
06/30/2014
Responsible Person:
Steve Sutorus
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Facilities
Goal

14 - Improve responsiveness to M&O needs

Priority Rank:
2
Originating Entity:
Facilities
Details
2.1 19 Evaluate parking lot lighting
Start Date:
07/01/2012
End Date:
06/30/2014
Responsible Person:
Sutorus
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Facilities
Goal

2 - Evaluate energy efficiency projects

Priority Rank:
4
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
Details
2.2 20 Evaluate HVAC controls and machinery
Start Date:
07/01/2012
End Date:
06/30/2014
Responsible Person:
Sutorus/Diaz
Strategic Direction:
None
Impact Type:
-- Pick One --
Originating Entity:
Facilities
Goal

2 - Evaluate energy efficiency projects

Priority Rank:
4
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