Plans for Fiscal Services >> 2012 - 2013 Fiscal Services District Program Review

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2012 - 2013 Fiscal Services District Program Review
Albert Maniaol
Albert Maniaol

Version: 4
Group: 2012 - 2013
Type: District Program Review
Last Modified On: 4/16/2013 3:26:04 PM
Last Modified By: Albert Maniaol
State: Submitted (Finalized)
State By: Albert Maniaol

Sub Plans

  • Accounting: 2012 - 2013 Accounting District Program Review
  • Facilities: 2012 - 2013 Facilities District Program Review
  • Payroll: 2012 - 2013 Payroll District Program Review
  • Business Services: 2012 - 2013 Business Services District Program Review
  • Environmental Health & Safety: 2012 - 2013 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 - Attain staffing (Environmental Health & Safety Specialist/Technician)
    Priority Rank:
    1
    Originating Entity:
    Environmental Health & Safety
    Objectives:
    • 1.1 - Objective - 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.
      Priority Rank:
      6
      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
      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
  • 2 - Goal - Evaluate energy efficiency projects
    Priority Rank:
    4
    Originating Entity:
    Facilities
    Objectives:
    • 2.1 - Objective - Evaluate parking lot lighting
      Priority Rank:
      19
      Start Date:
      07/01/2012
      End Date:
      06/30/2014
      Responsible Person:
      Sutorus
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
      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:
      20
      Start Date:
      07/01/2012
      End Date:
      06/30/2014
      Responsible Person:
      Sutorus/Diaz
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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 - 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
    Objectives:
    • 3.1 - Objective - Schedule Training

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

      Priority Rank:
      7
      Start Date:
      03/15/2013
      End Date:
      06/30/2013
      Responsible Person:
      Charlie Ng
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
    • 3.2 - Objective - Employ short term staff to help with Accounts Payable backlog.
      Priority Rank:
      11
      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
      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
  • 4 - 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
    Originating Entity:
    Payroll
    Objectives:
    • 4.1 - 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:
      8
      Start Date:
      07/01/2013
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
  • 5 - Goal - Streamline procurement processes and procedures

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

    Priority Rank:
    2
    Originating Entity:
    Business Services
    Objectives:
    • 5.1 - 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:
      12
      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
      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
      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
    • 5.2 - 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:
      15
      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
      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
  • 6 - Goal - Efficiently communicate Facilities processes and procedures
    Priority Rank:
    1
    Originating Entity:
    Facilities
    Objectives:
    • 6.1 - Objective - Improve set-up procedures
      Priority Rank:
      9
      Start Date:
      07/01/2010
      End Date:
      06/30/2014
      Responsible Person:
      Steve Sutorus
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
  • 7 - Goal - Provide promotional safety resources for the campus/district communities.
    Priority Rank:
    2
    Originating Entity:
    Environmental Health & Safety
    Objectives:
    • 7.1 - Objective - Provide promotional safety resources for the campus/district communities.
      Priority Rank:
      13
      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
      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
  • 8 - Goal - Efficiently communicate procurement processes and procedures
    Priority Rank:
    1
    Originating Entity:
    Business Services
    Objectives:
    • 8.1 - 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:
      06/30/2013
      Responsible Person:
      Business Manager
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
    • 8.2 - 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:
      10
      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
      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
  • 9 - Goal - To improve the processes and customers satisfaction of Accounts Payable.
    Priority Rank:
    2
    Originating Entity:
    Accounting
    Objectives:
    • 9.1 - Objective - Submit reorganization plan to VC Fiscal Services for review and approval.
      Priority Rank:
      2
      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
      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
      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
  • 10 - Goal - 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
    Objectives:
    • 10.1 - Objective - Purchase the appropriate system

      Initiate purchase of the paperless accounting system.

      Priority Rank:
      3
      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
      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
  • 11 - Goal - Continue Improving payroll communication districtwide
    Priority Rank:
    1
    Originating Entity:
    Payroll
    Objectives:
    • 11.1 - Objective - Disseminate payroll information through Dollars & Sense.
      Priority Rank:
      16
      Start Date:
      07/01/2011
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Payroll
      Resource Requests:
      • 11.1.r1 - Dissemination costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Payroll
    • 11.2 - Objective - Enhance website information.
      Priority Rank:
      17
      Start Date:
      07/01/2011
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Payroll
      Resource Requests:
      • 11.2.r1 - Updating costs
        Description
        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Payroll
  • 12 - Goal - Improve Safety
    Priority Rank:
    1
    Originating Entity:
    Facilities
    Objectives:
    • 12.1 - Objective - Improve District Office Lobby Safety
      Priority Rank:
      4
      Start Date:
      01/01/2012
      End Date:
      06/30/2013
      Responsible Person:
      Facilities Director
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
    • 12.2 - Objective - Furniture & Equipment Safety for Earthquake Preparedness
      Priority Rank:
      5
      Start Date:
      01/01/2012
      End Date:
      06/30/2013
      Responsible Person:
      Facilities Director
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
  • 13 - Goal - Improve Customer Service
    Priority Rank:
    2
    Originating Entity:
    Payroll
    Objectives:
    • 13.1 - Objective - Attend Workshop or Seminar on Customer Service
      Priority Rank:
      14
      Start Date:
      07/01/2013
      End Date:
      06/30/2014
      Responsible Person:
      Payroll Supervisior
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      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
  • 14 - Goal - Improve responsiveness to M&O needs
    Priority Rank:
    2
    Originating Entity:
    Facilities
    Objectives:
    • 14.1 - Objective - Evaluate pooling District-wide M&O resources
      Priority Rank:
      18
      Start Date:
      05/03/2010
      End Date:
      06/30/2014
      Responsible Person:
      Steve Sutorus
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Facilities

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.