Plans for Payroll >> 2012 - 2013 Payroll District Program Review

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2012 - 2013 Payroll District Program Review
Angie Ontiveros
Angie Ontiveros

Version: 10
Group: 2012 - 2013
Type: District Program Review
Last Modified On: 4/11/2013 11:29:36 AM
Last Modified By: 0042289
State: Submitted (Finalized)
State By: 0042289

Instructions

1. Mission

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

Protect District and employee financial security through accurate compensation.

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

1-2. SBCCD Payroll Department is responsible for maintaining all information pertaining to employee salaries and leaves.
3. All District employees.
4. Both employees and the District can count on the accuracy and reliability of the service by Payroll Department.
5. Payroll Supervisior
Senior Payroll Accountant, Academic
Payroll Accountant, Classified
Account Clerk II, Classified and Academic
6.See attached supporting document Budget

7. SBCCD Payroll Department is available Monday through Friday, 8:30am to 4:30pm and is located at the SBCCD Administrative Offices at 114 S. Del Rosa Dr. San Bernardino CA 92408.
8. The Account Payable department is now under Account Manager.  The Supervising Senior Accountant title changed to Payroll Supervisior.
 

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.

1a)  Essential measure of effectiveness:   Training provided.

1b)   Baseline measure:   2011/12 survey 44.3%

1c)   Responding measure:   2012/13 survey 54.5%

1d)   Assessment Method:   District Annual Survey

1e)   Training improved from 44.3% to 54.5% due to one on one conversations with district employees

2a)   Essential measure of effectiveness:   Helpfulness of staff with whom you had contact

2b)   Baseline measure:   2011/12 survey 82.1%

2c)   Responding measure:   2012/13 survey 77.2%

2d)   Assessment method:   District Annual Survey

2e)   Helpfulness of Staff with whom you had contact declined from 82.1% to 77.2% due to dependability issues with staff in 2012/13
 

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.

a) Opportunity - Improved leadership at the State level for increase of funds by Governor.
b) Challenge - Due to the lack of funds from the State Budget we would not be able to fund new payroll system and add personnel to meet updates of current technology and practices.


 

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?

a) Strengths - Provides courteous, helpful service.  Follow-through of staff, accuracy of information provided and professional services in a timely matter.

b) Weaknesses – Lack training new and refreshing existing employees on payroll procedures and policies.  Opportunity to provide your input on changes in service or procedures.  Clarity and consistency of procedures you must follow to get what you need. 

6. Three-to-Five Year Vision

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

1.1 Payroll would conduct business under one data system as opposed to the many that we work on now. 

1.2 The ability to receive employee documents online through Image Now, such as timesheets and work reports.

1.3 Automated tracking of hours for short term employees.

1.4 Report leave balances of sick, vacation, and comp time, for all employees, on payroll stubs.
 

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?

i) Expenditures of salary and benefits generated by each and every unit within the District.
ii) Submission of timesheets and work reports.
Keeping all employee information and salaries updated in the databases.
b) With our Automated Payroll system SBCCD would be more effective due to employee stability. There will be more accuracy, efficiency and the ability for each employee to understand Payroll procedures because there will be more training available. This would create a more Learning Centered Environment, which is one of our institutions main goals. Having accurate Payroll while working within our given budget.  This contributes to efficient Resource Management. With our payroll addition to the Dollars and Sense newsletter each month, we have the opportunity to keep the entire district informed on what is occurring in our department. Overall a more efficient payroll system will create a better working environment for each employee and will enhance our district.

8. Other Pertinent Information

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

Protect District and employee financial security through accurate compensation.

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 - 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
    Objectives:
    • 1.1 - Objective - 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.

      Priority Rank:
      2
      Start Date:
      07/01/2013
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 1.1.r1 - Training Costs
        Description

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

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        First Year Cost/Savings:
        $300.00/$0.00
        Second Year Cost/Savings:
        $300.00/$0.00
        Third Year Cost/Savings:
        $300.00/$0.00
  • 2 - Goal - Move to one accounting system that consolidates databases.

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

    Priority Rank:
    3
    Objectives:
    • 2.1 - Objective - Purchase the appropriate system

      Initiate purchase of the paperless accounting system.

      Priority Rank:
      1
      Start Date:
      07/01/2014
      End Date:
      06/30/2015
      Responsible Person:
      Vice Chancellor Fiscal Services
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 2.1.r1 - System Cost
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Software
        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
  • 3 - Goal - Continue Improving payroll communication districtwide
    Priority Rank:
    1
    Objectives:
    • 3.1 - Objective - Disseminate payroll information through Dollars & Sense.
      Priority Rank:
      4
      Start Date:
      07/01/2011
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 3.1.r1 - Dissemination costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
    • 3.2 - Objective - Enhance website information.
      Priority Rank:
      5
      Start Date:
      07/01/2011
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 3.2.r1 - Updating costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
  • 4 - Goal - Improve Customer Service
    Priority Rank:
    2
    Objectives:
    • 4.1 - Objective - Attend Workshop or Seminar on Customer Service
      Priority Rank:
      3
      Start Date:
      07/01/2013
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Resource Requests:
      • 4.1.r1 - Workshop cost
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Services
        First Year Cost/Savings:
        $450.00/$0.00
        Second Year Cost/Savings:
        $450.00/$0.00
        Third Year Cost/Savings:
        $450.00/$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.
  • 1 - Goal - 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
    Objectives:
    • 1.1 - Objective - 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.

      Priority Rank:
      1
      Original Start Date:
      07/01/2012
      Original End Date:
      04/30/2013
      Revised Start Date:
      07/01/2013
      Revised End Date:
      04/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Due to lack of staff, need to reschedule.

      Resource Requests:
      • 1.1.r1 - Training Costs
        Description

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

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
        First Year Cost/Savings:
        $300.00/$0.00
        Second Year Cost/Savings:
        $300.00/$0.00
        Third Year Cost/Savings:
        $300.00/$0.00
  • 2 - Goal - Move to one accounting system that consolidates databases.

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

    Priority Rank:
    3
    Objectives:
    • 2.1 - Objective - Explore payroll systems

      Research vendor for pricing and system specifications for one paperless accounting system.

      Priority Rank:
      2
      Original Start Date:
      07/01/2011
      Original End Date:
      12/31/2012
      Revised Start Date:
      07/01/2013
      Revised End Date:
      12/31/2014
      Responsible Person:
      Vice Chancellor of Fiscal Services
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Need to meet with and coordinate to search for new payroll systems with Vice Chancellor of Fiscal Services.

      Resource Requests:
      • 2.1.r1 - Information Cost
        Description

        The District will search for payroll systems that are paperless.

        Rationale
        Resource Type:
        One-time
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
        First Year Cost/Savings:
        $2,300.00/$0.00
    • 2.2 - Objective - Determine appropriate system.

      After reviewing vendors prices and specifications, we will determine which system best suites our needs and budget constraints.

      Priority Rank:
      2
      Original Start Date:
      01/01/2013
      Original End Date:
      06/30/2013
      Revised Start Date:
      01/01/2014
      Revised End Date:
      06/30/2014
      Responsible Person:
      Vice Chancellor Fiscal Services
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Awaiting meeting with Vice Chancellor to determine appropriate system.

      Resource Requests:
      • 2.2.r1 - Information Cost
        Description

        The staff required to review system options to select the appropriate system.

        Rationale
        Resource Type:
        One-time
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
        First Year Cost/Savings:
        $2,500.00/$0.00
    • 2.3 - Objective - Purchase the appropriate system

      Initiate purchase of the paperless accounting system.

      Priority Rank:
      2
      Original Start Date:
      07/01/2013
      Original End Date:
      06/30/2014
      Revised Start Date:
      07/01/2014
      Revised End Date:
      06/30/2015
      Responsible Person:
      Vice Chancellor Fiscal Services
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Awaiting meeting with Vice Chancellor to purchase appropriate system.
       

      Resource Requests:
      • 2.3.r1 - System Cost
        Description
        Rationale
        Resource Type:
        One-time
        Expenditure Category:
        Equipment
        Funded:
        No
        Funding Source:
        First Year Cost/Savings:
        $700,000.00/$0.00
        Second Year Cost/Savings:
        $200,000.00/$0.00
        Third Year Cost/Savings:
        $200,000.00/$0.00
  • 3 - Goal - Continue Improving payroll communication districtwide
    Priority Rank:
    1
    Objectives:
    • 3.1 - Objective - Disseminate payroll information through Dollars & Sense.
      Priority Rank:
      1
      Original Start Date:
      07/01/2011
      Original End Date:
      06/30/2013
      Revised Start Date:
      07/01/2011
      Revised End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      This is a continuing goal.  We have already started disseminate payroll information through Dollars & Sense and expect to continue doing so.

      Resource Requests:
      • 3.1.r1 - Dissemination costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
    • 3.2 - Objective - Enhance website information.
      Priority Rank:
      1
      Original Start Date:
      07/01/2011
      Original End Date:
      06/30/2013
      Revised Start Date:
      07/01/2011
      Revised End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      This is a continuing goal.  We have already started District Wicki with payroll information and expect to update as needed.
       

      Resource Requests:
      • 3.2.r1 - Updating costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
  • 4 - Goal - Improve payroll services districtwide.
    Priority Rank:
    1
    Objectives:
    • 4.1 - Objective - Explore payroll services.
      Priority Rank:
      1
      Original Start Date:
      07/01/2011
      Original End Date:
      12/31/2012
      Revised Start Date:
      07/01/2013
      Revised End Date:
      12/31/2014
      Responsible Person:
      Vice Chancellor Fiscal Services
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Waiting on the Vice Chancellor to explore payroll services.

      Resource Requests:
      • 4.1.r1 - Information costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
    • 4.2 - Objective - Determine services for alignment.
      Priority Rank:
      1
      Original Start Date:
      01/01/2013
      Original End Date:
      06/30/2013
      Revised Start Date:
      01/01/2014
      Revised End Date:
      06/30/2014
      Responsible Person:
      Vice Chancellor Fiscal Services
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Waiting for the Vice Chancellor to determine services for alignment.

      Resource Requests:
      • 4.2.r1 - Information costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
    • 4.3 - Objective - Align services.
      Priority Rank:
      1
      Original Start Date:
      07/01/2013
      Original End Date:
      06/30/2014
      Revised Start Date:
      07/01/2014
      Revised End Date:
      06/30/2015
      Responsible Person:
      Vice Chancellor Fiscal Services
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Waiting for the Vice Chancellor to align services.

      Resource Requests:
      • 4.3.r1 - Aligning costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Funded:
        No
        Funding Source:
  • 5 - Goal - Improve Customer Service
    Priority Rank:
    2
    Objectives:
    • 5.1 - Objective - Attend Workshop or Seminar on Customer Service
      Priority Rank:
      2
      Original Start Date:
      07/01/2012
      Original End Date:
      06/30/2013
      Revised Start Date:
      07/01/2013
      Revised End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Unable to schedule workshop or seminar due to lack of staff.

      Resource Requests:
      • 5.1.r1 - Workshop cost
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Services
        Funded:
        No
        Funding Source:
        First Year Cost/Savings:
        $450.00/$0.00
        Second Year Cost/Savings:
        $450.00/$0.00
        Third Year Cost/Savings:
        $450.00/$0.00
  • 6 - Goal - Improve management of payroll records
    Priority Rank:
    1
    Objectives:
    • 6.1 - Objective - Explore Image Now
      Priority Rank:
      1
      Original Start Date:
      07/01/2012
      Original End Date:
      06/30/2013
      Revised Start Date:
      07/01/2013
      Revised End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Status Code:
      Work is Planned but not yet firmly scheduled
      Progress Description:

      Waiting for Vice Chancellor to finialize contract with Image Now.

      Resource Requests:
      • 6.1.r1 - Service Cost
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Services
        Funded:
        No
        Funding Source:

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.

Payroll Supervisor reviewed prior year goals and established new ones based on the Satisfaction Survey for District Operations.  Vice Chancellor of Fiscal Services reviewed Program Review Draft.

Semi-annual review of the Program Review will help determine if measures are being properly applied.  If not, corrective strategies will be devised to bring goal execution back in line with desired outcomes.

12. Supporting Documents