South Texas College. Detailed Assessment Report Mid-Bi 2010 Finance & Administrative Services

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1 Page 1 of 8 Open List Print this report Detailed Assessment Report Mid-Bi 2010 Finance & Administrative Services Mission/Purpose Goals The Office of the Vice President for Finance and Administrative Services (FAS) will provide "services for success" in innovative ways to ensure a cooperative relationship with all departments. The division which consists of business, purchasing and general services, human resources, operations and maintenance, and facilities planning and construction will be responsible for fiscal responsibility, for acquiring resources in a timely manner, for recruiting qualified personnel, for providing and maintaining safe and adequate facilities and for all other support services necessary to ensure productive learning and working environment. G 1: Retain qualified faculty and staff Retain qualified faculty and staff through competitive pay. G 2: Support financial aid initiative Support Financial Aid Department's initiative for customer service training, including cashiers (Cross-Training). G 3: Support instruction with adequate funding Support instruction with adequate funding for hiring sufficient faculty. G 4: Promote professionalism Promote professionalism. G 5: Ensure fiscal excellence and accountability Ensure fiscal excellence and accountability. G 6: Ensure a healthy, safe, and secure environment Ensure a healthy, safe, and secure environment for all members of the College. G 7: Provide exemplary services Provide exemplary services. G 8: Expand facilities and construction Expand facilities and construction to accommodate the growth of the College. Outcomes/Objectives, with Any Associations and Related Measures, Achievement Targets, Findings, and Action Plans O 1: Competitive Faculty Salaries Attract and retain qualified faculty by providing competitive salaries Offer instructional programs of the highest quality Allocate budgets, staffing, and resources with an institutional commitment to student Actively recruit, reward and retain the best faculty and staff. M 1: Average number of quality faculty recruitment Average number of qualified faculty applicants per advertised position Source of Evidence: Activity volume The average number of faculty applicants per advertised position will increase by 5 applicants as compared to the average number for previous year. Findings (Mid-Bi 2010) - Met The Office of Human Resources has consistently advertised faculty positions at local and national levels. Whenever new positions were opened, HR will utilize the local newspapers, such as the Town Crier and the Monitor, and the national media, such as the UniversityJob.com, the Hispanic Outlook, Inside Higher Education, and the Chronicle of Higher Education, to advertise the positions once a year (each time for 3 to 4 months).

2 Page 2 of 8 According to the HR Activity Report, HR received a total of more than 1,300 applications for the Fall 2010 faculty positions, as compared to 557 applications for the Fall 2009 faculty positions. The number of applicants almost doubled. M 2: % of faculty retention from year to year Maintain or increase the faculty retained by 2% for AY 2010 and AY 2011 Maintain or increase the faculty retained by 2% for AY 2010 and AY 2011 Findings (Mid-Bi 2010) - Met The Office of Human Resources assisted with faculty retention by working with the College's Professional Development Office and scheduling new faculty benefits orientation. In addition, HR continuously promoted the awareness of the competitive salaries and fringe benefits offered by STC to faculty members. O 2: Staff Salary Increases Identify and allocate resources for staff salary increases Allocate budgets, staffing, and resources with an institutional commitment to student Actively recruit, reward and retain the best faculty and staff. M 3: Board approval of staff salary increases Board approval of funding for FY2010 and FY2011 staff salary increases to be included in FY2010 and FY2011 budget. 2010/2011 budget fully funded to cover staff salary increases. Findings (Mid-Bi 2010) - Met Salary increases were Board approved for FY 2010 at the August 2009 meeting, and FY 2011 salary increases were also Board approved summer Currently, we are proceeding with salary increases. Funding Plan for Staff Salaries Established in Cycle: Develop funding plan for staff salary increases and secure Board approval. O 3: Improve customer satisfaction Improve customer satisfaction with financial aid and cashiers Empower faculty and staff to achieve high standards of professionalism through effective professional development Adhere to the highest ethical standards through an institutional commitment to personal and professional integrity. M 4: Satisfaction Survey Use STC Departmental Service Satisfaction survey or HERI and CCSSE results, identify benchmark of satisfaction rate, and exam the increase in satisfaction rate. Source of Evidence: Client satisfaction survey (student, faculty) Increase satisfaction rate by 5%. Findings (Mid-Bi 2010) - Met Customer Services training workshops were provided to Business Office personnel including cashiers. The Facilities Operations & Maintenance Department also held trainings for staff members within one week of being hired. O 4: Increased Funds for Adjuncts Identify and allocate resources for additional adjunct faculty Allocate budgets, staffing, and resources with an institutional commitment to student

3 Page 3 of Actively recruit, reward and retain the best faculty and staff. M 5: Board approved funding for faculty adjunct pool Obtain Board approved funding for FY2010 and FY2011 for faculty adjunct pool to be included in FY2010 and FY2011 budget and 2011 budget fully funded to cover faculty adjunct pool. Findings (Mid-Bi 2010) - Met The Finance & Administrative Services has worked with STC Board and Administrators to secure funding for faculty adjunct pool, which were covered for FY and FY Funding plan for adjunct pool Established in Cycle: Funding plan for adjunct pool O 5: Training for Professionalism Provide institution-wide training to support the professionalism of STC employees Empower faculty and staff for greater achievement through systematic and intensive professional development Establish and communicate policies and procedures to reinforce professional behavior Foster a respectful, professional, and secure environment Model sound leadership principles and supervisory practices that promote professional behavior and performance Adhere to the highest ethical standards through an institutional commitment to personal and professional integrity. M 6: Completion of Training: sexual harassment, etc. A minimum of 90% of all employees will receive certification of training completion in online sexual harassment awareness and ethics. Source of Evidence: Activity volume Minimum of 90% completion Findings (Mid-Bi 2010) - Met Trainings were provided by HR to 100% of STC employees annually. A new version of online training was developed for After the new online training was launched, it was found that there was a need for a higher level of security to ensure employees were not able to log-in more than once. Consequently, programming was changed and updated to implement a higher level of security. Findings ( ) - Met The HR Office has provided Ethics Training and Sexual Harassment Awareness Training on an annual basis to all faculty and staff (100% completion). Online Professional Training Modules Online sexual harassment awareness, ethics, new employee orientation and supervisor training M 7: Completion of training: New Employee Orientation A minimum of 95% of new employees will complete New Employee Orientation Source of Evidence: Activity volume 95% of new employees Findings (Mid-Bi 2010) - Met The Office of Human Resources has consistently conducted New Employee training and orientation to all new hires prior to their work start date. Findings ( ) - Met

4 Page 4 of 8 The HR Office has provided Ethics training and Sexual Harassment Training to all employees during the mandatory orientation to new employees (100% completion). M 8: Completion of Training: Supervisor's Training 95% of supervisors who are new to their roles from Sept 1 through May 31 will attend supervisor's training during the fiscal year. Source of Evidence: Activity volume 95% new supervisors from Sept. 1 through May 31 will attend new supervisor's training by August 31. Findings (Mid-Bi 2010) - Met The HR Office has provided Supervisor Training at least twice a year. In FY , more training programs, such as Employee Benefit Refresher, HR How To sessions, and Hiring Process training will be set up and be implemented. During the past year, a total of 105 supervisors and employees attended Timeforce, NOE, and Employee Benefits trainings. Findings ( ) - Met The HR Office has provided new supervisors training twice a semester to all new supervisors (100%). O 6: Ensure successful on-site SACS review Ensure successful on-site SACS review Validate excellence through accreditations, external awards, recognitions, and publications Demonstrate excellence in fiscal responsibility and accountability to the public. M 9: No recommendations from SACS SACS on-site visit will yield no recommendations for Finance and Administrative Services area. Source of Evidence: Professional standards No recommendations for Finance and Administrative Services area. Findings (Mid-Bi 2010) - Met SACS paid an on-site visit to STC during September 2009, and no recommendations were made for Finance and Administrative Services area. O 7: Fiscal Excellence Demonstrate excellence in fiscal responsibility and accountability Demonstrate excellence in fiscal responsibility and accountability to the public. M 10: External Reports of No Findings No findings in the CAFR, GFOA Certificate of Excellence for Financial Source of Evidence: External report 0 Findings Findings (Mid-Bi 2010) - Met For FY 2009, the annual financial audit was completed and there were no findings; however, there were 4 management comments. The comments have been addressed, and STC received GFOA Certificate of Excellence for Financial. Findings ( ) - Met External auditing produced 0 findings during O 8: Healthy and Secure Campus Environment Ensure a healthy, safe, and secure environment for all members of STC campus communities Empower faculty and staff for greater achievement through systematic and intensive professional development Foster a respectful, professional, and secure environment.

5 Page 5 of 8 M 11: Decrease in number of security incidents The number of incidents related to security will be tracked by the Security Department, and there will be a decrease in the number of the security incidents. Source of Evidence: Service Quality The number of security incidents will decrease by 2% in AY2010 and in AY2011 as compared to the number of incidents in AY2009. Findings (Mid-Bi 2010) - Met To reduce the number of security incidents, the Security Department has expanded the installation of surveillance cameras to include the parking areas of the Starr County campus. The effectiveness of these cameras can be evidenced by several examples of us using the camera to capture criminal activities, resulting in a swift apprehension of the criminals. M 12: Student satisfaction --Security CCSSE data will be used to examine if there is any increase in the satisfaction rate in security area. Source of Evidence: Client satisfaction survey (student, faculty) CCSSE student satisfaction rate will increase by 3% Findings (Mid-Bi 2010) - Met The Security Department has developed a parking regulations and parking map flyer that had been distributed to students and employees. This flyer has assisted in individuals understanding of the parking regulations and the location of parking areas throughout the campus. The feedback from individuals receiving these flyers has been very positive. M 13: Employee satisfaction--security Employee satisfaction with security will be measured by STC Departmental Service Satisfaction survey or HERI data. There will be 3% of increase from AY2009 to AY2010 and AY 2011 Source of Evidence: Client satisfaction survey (student, faculty) HERI or STC Departmental Service satisfaction rate will increase by 3% Findings (Mid-Bi 2010) - Met Besides developing parking regulations and using parking map flyers to assist employees' understanding of the parking regulations and the location of parking areas throughout the campus, the Security Office also added security cameras in all parking areas, as well as in the exteriors of buildings. Hanging parking permits were also implemented, according to faculty recommendations. All these new measures have improved faculty/staff satisfaction rates. O 9: Exemplary Receiving and Distribution Services Provide exemplary services in materials receiving and distribution M 14: Reduced delivery times Measure the time required for deliveries by comparing the date the product is received from vendor to the date on the key receiving form that is signed when the product is delivered to the department. Source of Evidence: Service Quality 90% of deliveries will occur within 3 days. Findings (Mid-Bi 2010) - Met In FY , the Purchasing & General Services had delivered 99% of the products ordered by clients within three days of receiving the products from the vendors. To maintain this success rate, the Purchasing & General Services added one additional staff member and purchased a vehicle during For , to improve or to maintain the 90% service level, the P&GS again requested hiring one additional staff and purchasing a new vehicle. However, due to budget constraints, the additional staff request was approved as a temporary position, and a new vehicle request was approved. Findings ( ) - Met Data on shipment delivery turn around time was only kept for the last 5 months of the fiscal year. During this period, 99.31% of all purchase orders were delivered within 3 days (see chart below). This data will be kept for all 12 months in FY2010 and FY2011. SOUTH TEXAS COLLEGE NUMBER OF PURCHASE ORDERS DELIVERED AND NUMBER DAYS

6 Page 6 of 8 FY2009* APR MAY JUN JUL AUG 2009* 2009* # % # % # % # % # % Total % UNDER 1 DAY % % % % % % 1 DAY 15 9% % 61 33% 78 26% 31 14% % 2 DAYS 2 1% 19 5% 11 6% 15 5% 7 3% % 3 DAYS 0 0% 3 1% 2 1% 7 2% 1 0% % 4 DAYS 0 0% 1 0% 1 1% 2 1% 2 1% % 5 DAYS 0 0% 0 0% 0 0% 3 1% 0 0% % MONTHLY TOTALS % % % % % 1, % *Data was collected for only 5 months for FY2009. Data will be collected for all 12 months in fiscal years 2010 and Improved delivery transportation Provide new vehicles for mail and materials distribution M 15: Satisfaction survey --Receiving & Distribution Increased satisfaction with Receiving & Distribution Services as measured by STC Departmental Service Satisfaction Survey or HERI. Source of Evidence: Client satisfaction survey (student, faculty) 1. Benchmark 2009 and 2010 STC internal survey results for Receiving & Distribution Services. 2. Maintain or improve the satisfaction rate reported in the HERI Faculty Survey (51.2%-Very Satisfied or Satisfied; 5.0%-Dissatisfied or Very Dissatisfied; 43.7%-Not Used Services). (HERI Survey will be given in ) Findings (Mid-Bi 2010) - Met In FY , the Purchasing & General Services received a 92% satisfaction rate from the STC faculty and staff. To maintain and to continuously increase the satisfaction rate, the Purchasing & General Services continued improving purchasing and receiving processes and ensured timely delivery of products. The Department has also worked collaboratively with the Library Services department to train staff members on copy right issues. O 10: Complete District-Wide Campus Expansion Master Plan Completion of effective District-wide Campus Expansion Master Plan. M 16: Completion of Master Plan Completion as measured by Complete Document, Progress Reports, Stakeholder Satisfaction with Plan by target date Source of Evidence: Existing data Completed document by Dec Findings (Mid-Bi 2010) - Met The Master Plan was completed, and a firm was hired to review all projects included in Phase I and the cost of the construction. Meetings were held with stakeholders to review and revise the projects. Findings ( ) - Met The draft of Master Plan will be completed by December The final version will be completed in Spring 2010.

7 Page 7 of 8 O 11: Develop a financial plan to fund the implementation of the District-Wide Campus Expansion Master Plan Develop a financial plan to fund the implementation of the District-Wide Campus Expansion Master Plan through Allocate budgets, staffing, and resources with an institutional commitment to student Strengthen methods for effective planning, evaluation, and assessment Demonstrate excellence in fiscal responsibility and accountability to the public. M 17: Target date for completing the financial plan for implementing the Master Plan The financial plan for implementing the Master Plan will be developed by the target date. The financial plan for implementing the Master Plan will be developed by the end of Spring Findings (Mid-Bi 2010) - Met The financial plan for implementing the Master Plan was developed. Several options for funding the Plan were designed and discussed by the Cabinet. One of the options was presented to the Board Finance & Human Resources Committee on September 16, M 18: Target date for gaining the approval for the financial plan funding the implementation of the Master Plan The FAS will gain the President's and the Board of Trustees' approval for the financial plan developed to fund the implementation of the Master Plan by the target date. Gain the President's and the Board of Trustees' approval for the financial plan developed to fund the implementation of the Master Plan by August Findings (Mid-Bi 2010) - Partially Met The financial plan (one of the options) was presented to the Board Finance & Human Resources Committee on September 16, It is contingent upon Board approval on date for Bond Election. O 12: Complete Starr County Rural Technology Center Completion of Starr County Rural Technology Center. M 19: Source of Evidence-Starr County Rural Tech Center Completion of the Tech Center as evidenced by the Construction Progress Reports, Grant documents for funding, A/E progress reports Source of Evidence: External report Completed building by February Findings (Mid-Bi 2010) - Met The Starr County Rural Technology Center was completed, and the final pay application was completed by March 31, Findings ( ) - Met The Starr County Rural Technology Center was substantially completed. Final completion will occur in February Starr County Rural Technology Center Starr County Rural Technology Center Action Plan Details for This Cycle (by Established cycle, then alpha) Improved delivery transportation Provide new vehicles for mail and materials distribution

8 Page 8 of 8 Implementation Status: Finished Measure: Reduced delivery times Outcome/Objective: Exemplary Receiving and Distribution Services Implementation Description: Completion Date: 08/2009 Responsible Person/Group: VP Diana Pena / Becky Cavazos Additional Resources: Delivery Van; Cargo Truck Budget Amount Requested: Online Professional Training Modules Online sexual harassment awareness, ethics, new employee orientation and supervisor training Implementation Status: In-Progress Measure: Completion of Training: sexual harassment, etc. Outcome/Objective: Training for Professionalism Implementation Description: Training for each academic year Completion Date: 09/2009 Responsible Person/Group: VP Diana Pena / Shirley Ingram Additional Resources: Software for online training modules Budget Amount Requested: 7500 Starr County Rural Technology Center Starr County Rural Technology Center Implementation Status: In-Progress Measure: Source of Evidence-Starr County Rural Tech Center Outcome/Objective: Complete Starr County Rural Technology Center Implementation Description: 08/2009 Completion Date: 02/2010 Responsible Person/Group: VP Diana Pena Additional Resources: Complete the Starr County Rural Technology Center Budget Amount Requested: Funding plan for adjunct pool Funding plan for adjunct pool Established in Cycle: Implementation Status: In-Progress Measure: Board approved funding for faculty adjunct pool Outcome/Objective: Increased Funds for Adjuncts Implementation Description: Funding for AY2010 and AY2011 Completion Date: 09/2009 Responsible Person/Group: VP Diana Pena Additional Resources: HR Payroll Technician, HR Benefits Specialist, Travel funds Budget Amount Requested: Funding Plan for Staff Salaries Develop funding plan for staff salary increases and secure Board approval. Established in Cycle: Implementation Status: In-Progress Measure: Board approval of staff salary increases Outcome/Objective: Staff Salary Increases Implementation Description: Funding for AY2010 and AY2011 Completion Date: 09/2009 Responsible Person/Group: VP Diana Pena Additional Resources: funding for staff salary increases Budget Amount Requested: