ࡱ> a <.bjbj:K:K 7X!H\X!H\&;ll  80!! &O#####>%>%>%NNNNNNN$@QSPN >%>%>%>%>%N ##HNt't't'>%R # #Nt'>%Nt't'=BEG#1^`%ENN0&O F:FT%FT4EGFT EGL>%>%t'>%>%>%>%>%NNt'>%>%>%&O>%>%>%>%FT>%>%>%>%>%>%>%>%>%l> :  2015-16 ADMINISTRATIVE UNIT PROGRAM REVIEW UNIT: Administrative Services STATEMENT OF PURPOSE: Review and reflect on the support of student learning, with the goal of assessment and improvement of program effectiveness Provide a forum for each units findings to be included in institutional planning processes Create written records of what is working well, what can be improved, and specific plans for implementing chosen improvements Collect information that will contribute to institutional assessment and improvement INSTRUCTIONS: This program review covers the time frame AY 2014-2015 and Fall 2015, inclusive. The planning identified is for Spring 2016 and academic year 2016-2017. MISSION State the current program mission The Office of Administrative Services at 91ؿ provides leadership, direction and overall coordination of fiscal and administrative services. These services include communication, technology, safety, security, facility infrastructure and logistics. Administrative Services is dedicated to using effective and efficient practices that are necessary to support the college in achieving its mission to meet the needs of a diverse academic community.  The mission of 91ؿ is: 91ؿ is an inclusive, student-centered institution providing learning opportunities and support for completion of transfer, degree, basic skills, career-technical, and retraining goals. Discuss how the program/service area supports the college mission. The Administrative Services unit supports the college mission by strengthening fiscal stability, ensuring appropriate staffing levels, meeting evolving technology needs, and expanding or updating facilities.  List the major functions/duties of your unit. 1. Development and oversight of annual college budget, including the monitoring of revenues and expenditures throughout the fiscal year. 2. Oversight of college general fund accounts, including grant accounting, Co-curricular and Associated Students trust funds.3. Establishment of procedures to ensure internal control, budgetary control and accurate classification of revenue and expenditure reporting, including cash management and financial reconciliation. 4. Financial management and processing of requisitions, invoices, purchase orders, revolving cash fund, etc., including check writing, journal entries, bank reconciliation, and other financial and cash management and oversight activities. 5. Daily oversight of related business functions including but not limited to reception/communication desk and mailroom, which duties involve providing information and assistance to all 91ؿ students and staff, as well as to visitors and callers to the campus.6. Coordination with district HR function to resolve personnel issues affecting budgetary processes.7. Campus-level oversight of facilities and construction projects, in coordination with District Office.8. Preparation of financial and budget reports to campus, State, Federal, and granting organizations, including quarterly, mid-year, and annual financial reports and projections.  GOALS AND OBJECTIVES A. Major Goals and Objectives for Spring 2016 and AY 2016-17. Major Goals and/or ObjectivesStart DateStatus: Ongoing, date completion anticipatedNeed Assistance in order to complete goal or objective (reference applicable resource request page)EMP Goals or Planning Priorities linked to this Goal/Objective1. Document existing Administrative Services unit processes.Already begunOngoing, expected completion June 2017C1. Strengthen fiscal stability2. Develop and/or improve processes where necessary and appropriate.June 2016Expected completion Summer 2017C1. Strengthen fiscal stability3. Develop and conduct training sessions for campus departments/divisions to enable them to manage their budgets effectivelySummer & Fall 2016Expected completion Spring 2017C1. Strengthen fiscal stability4. Review all campus-level contracts for currency and appropriateness. Already begunOngoing, expected completion Fall 2016C1. Strengthen fiscal stability5. Investigate and develop new revenue sourcesOngoingOngoing, continuousC1. Strengthen fiscal stability6. Work with District Office to implement automated systems for check printing, deposits and payrollSummer Fall 2016Expected completion Summer 2017Will need support from District Office staffC1. Strengthen fiscal stability7. Replace failing coin counting machine and mail/postage machine.Summer 2016 Expected completion Fall 2016/Spring 2017Equipment Request C4. Meet technology needs PROGRAM ASSESSMENT/ADMINISTRATIVE UNIT OUTCOMES Program Assessment Planning for Spring 2016 and AY 2016-17 Administrative Unit Outcome to be Assessed What assessment methods do you plan to use?When will assessment be conducted and reviewed?What result, target, or value will represent success at achieving this outcome?How do you anticipate using the results from the assessment?Educational Master Plan Goals or Planning Priorities Linked to AUOsBudget oversight Monitoring expensesWeekly/monthly91ؿ has sufficient revenue to meet necessary expensesTo inform successive years budget development & advise 91ؿ staffC1. Strengthen fiscal stabilityProcessing financial transactionsCount of actions, possible surveyFall 2016 & Spring 2017Items processed within targeted timeline; satisfaction of usersTo determine need to alter processes/procedures for future improvementC1. Strengthen fiscal stabilityHR processing liaisonLog # of questions from HRSummer & Fall 2016Reduction in repeat calls regarding same hire or same issueIdentification of processes to streamline/automateC3. Provide appropriate staffing levelsMail processingCount of pieces handledPeriodically in Fall 2016Knowledge of volume processedTo inform decision on mail equipment to buy/leaseC4. Meet 91ؿڒs technology needsFacilities oversightLog of complaints about facilities or construction activityPeriodically in Fall 2016 and Spring 2017Fewer than 10 complaints about facilities/constructionTo improve facility and construction oversightProvide safe environment for students STAFFING A. Staff Profile PositionStaffing Levels for Each of the Previous Five YearsAnticipated total staff needed 2011 2012 2013 2014 20152016-2017 2017-2018 Administration1111111Supervisory1111111Classified Staff FT3.63.63.63.63.63.64.6Classified Staff PT.5.5.5.5.5.3.3Confidential Staff FT1111111Total Full Time Equivalent Staff7.17.17.17.17.16.97.9 B. Staffing Needs NEW OR REPLACEMENT STAFF (Administrator, Faculty or Classified) List Staff Positions Needed for Academic Year_______2017-18________ Place titles on list in order (rank) or importance.Indicate (N) = New or (R) = Replacement Estimated Annual Total Cost EMP Goals or Planning Priorities Linked to PositionAccounting Technician Reason: 91ؿ currently lacks the support staff necessary to efficiently implement grants, including accounting and reporting functions. An additional staff person to support this function would enable 91ؿ to obtain additional grant revenue, improving the colleges financial stability. This person would also help improve efficiency in the processes currently carried out by the Administrative Services unit, to further ensure the colleges financial stability and adherence to sound fiscal management procedures/processes.R (currently in position control, not funded)$80,000 C2. Build infrastructure to support and implement grants C1. Strengthen financial stability FACILITIES A. Facilities Needs FACILITES NEEDS List the Facilities Need and the Reason Not applicableEMP Goals Linked to Position1. Reason:  TECHNOLOGY AND EQUIPMENT A. Technology and Equipment Needs TECHNOLOGY AND EQUIPMENT NEEDS List the Technology and Equipment Needs Place titles on list in order (rank) or importance.Indicate (N) = New or (R) = Replacement Estimated Annual Total Cost of Ownership EMP Goals or Planning Priorities Linked to Position1. Mail/postage machine Reason: Current machine is failing in multiple functions.R$15,000 one-time, or lease annually for unknown cost C4. Meet current & future technology needs2. Coin counting machine Reason: Existing machine is aging & replacement parts are hard to come by. Business office staff have to spend a lot of time maintaining the old machine in order to use it. The newer machines have fewer parts that fail or need replacement.R$3,250 one-time with possible 10% more annually for maintenance contactC4. Meet current & future technology needs PROFESSIONAL DEVELOPMENT Professional Development Needs List Professional Development Needs. Reasons might include in response to assessment findings or the need to update skills to comply with state, federal, professional organization requirements or the need to update skills/competencies. Please be as specific and as brief as possible. Some items may not have a direct cost, but reflect the need to spend current staff time differently. Place items on list in order (rank) or importance.Annual TC Cost per item Number RequestedTotal Cost1. Attendance at conferences and workshops by ACCCA & ACBO, various times during the year. Reason: To learn Best Practices in budgeting, fiscal management, and administration, and receive timely updates on Chancellors Office, State, and Federal actions/mandates and Legislation affecting college operations.$200 - $600 depending on location Approx. 5-7 per yearEstimated at $3,000 2. 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