Administrative Unit. Annual Update Form

Transcription

1 Administrative Unit Annual Update Form Name of Unit: Business Services Office Date: College Mission Statement: Cabrillo College is a dynamic, diverse and responsive educational community dedicated to helping all students achieve their academic, career and personal development goals. 2. Administrative Unit Outcome, Unit Description, and List of Key Responsibilities (5-10): Administrative Unit Outcome: The Cabrillo College community, relevant State and Federal Governmental Agencies and the community at large will transact and receive financial information for critical decision making based on timely, accurate fiscal services provided by the Business Services Office. Unit Description: The Business Services Office provides support to the college through its accounting (i.e. general accounting, accounts payable, cashiering, payroll and accounting system support) and budgetary services to students, faculty, staff and administrators as well as to internal and external community members. We are committed to furthering the mission of the college by providing accurate, timely efficient and effective services which are centered on strong ethical and professional standards while adhering to college policies and procedures. Key Responsibilities 1. Insure adherence to all relevant fiscal compliance requirements. 2. Provide accurate, timely information, support, guidance and processing of financial transactions. 3. Process accurate payrolls. 4. Provide budget and accounting services and reporting. 5. Provide financial data, fiscal services, guidance and information, support to administration, faculty, staff, students and the community at large. Optional Comments: Please see the Administrative Unit Program Plan for the BSO, for further discussion regarding departmental strengths, opportunities, challenges and long term plans.

2 3. Multi-year Goals from previous program plan Numbered Goals (list in priority order)* 1 HCR (One-time, converting to on-going). Primary Effectiveness Link* SP5: Responsibilities SP4: Stewardship Actions (include year) Year 1: FY Action: Assessed ACA requirements and began implementation process Status Level: Completed Status Description: First phase completed. Year 2: FY Action: Completed the implementation of Worxtime Status Level: Completed Status Description: Successfully provided required tax forms to employees by stated deadline as well as required data transmission to the Federal Government. Year 3: FY Action: Complete the implementation of Ellucian solution for ACA. In parallel, continue utilizing Worxtime to meet Federal requirements. Assess results for both solutions. Status Description: ACA is a relatively new Federal requirement. As such, we anticipate continued changes to the law, requiring further work in the administration of Worxtime. In addition, we continue our commitment towards implementing the Ellucian solution for ACA. Update: American Fidelity unexpectedly changed software solutions (from Worxtime to AFcomply). As such, the District staff has had to re-train in the new software, migrate old data to the new system as well as populate new system with current year data. As a result, no progress has been made in implementing the Ellucian solution for ACA. Measure(s) Demonstrated ability to meet compliance requirements dictated by the newly enacted Affordable Care Act. Year 4: FY Action: Complete the implementation of Ellucian solution for ACA. In parallel, continue utilizing AFcomply to meet Federal requirements. Assess results for both solutions. Status Description: As a result of recent national elections, continued changes to ACA are expected. The District will continue to monitor Page 2 of 9

3 and make necessary adjustments to relevant procedures in order to remain in compliance with pertinent federal and state regulations. Page 3 of 9

4 Numbered Goals (list in priority order)* 2 Professional Development. Primary Effectiveness Link* SP5: Responsibilities SP4: Stewardship Actions (include year) Year 1: FY Action: Provide on-going training to staff as well as periodic monitoring and assessment for meeting compliance requirement. Status Description: The BSO was able to send Managers and staff to Ellucian training, an ACBO Conference, PERS/STRS seminar, General Payroll training, Grant Training and a variety of General Office training. Year 2: FY Action: Continue to provide on-going training to staff as well as periodic monitoring and assessment for meeting compliance requirements. Status Description: Will provide a more focused approach to Professional Development, specifically centered on Technical Competency, Technology, Communication/Team Building and Leadership skills. Update: To date, staff have (or are scheduled) to participate in the following training: Ellucian, ACBO Training, PERS, STRS, EXCEL (through Extension) and EDGAR training. As of Measure(s) Measure ability to meet compliance requirements as demonstrated by results of annual audit. indexaudits.html Page 4 of 9

5 January 20 th, $4.9k has been spent out of $10k budget. Year 3: FY Action: Continue to provide on-going training to staff as well as periodic monitoring and assessment for meeting compliance requirements. Status Description: Continue to provide a more focused approach to Professional Development, specifically centered on Technical Competency, Technology, Communication/Team Building and Leadership skills. Page 5 of 9

6 Numbered Goals (list in priority order)* 3 Hardware Updates. Primary Effectiveness Link* SP2: Sustainable Programs and Services SP5: Responsibilities Actions (include year) Year 1: FY Action: Upgraded staff to dual monitors. Identified unstable computers and upgraded systems. Status Level: Completed Status Description: New equipment fully installed. Year 2: FY Action: As a result of restructuring the College Bank, will need to design and implement changes to the BSO Office layout configuration, addressing safety and internal control needs for the department. Status Description: The majority of the planning and design phase has been completed in FY Implementation is expected to occur in early FY Update: Implementation of office remodel has taken place and finalized during December, Final review and punch list is currently being reviewed. As of January 20 th, $41K has been spent out of a budget of $51k. Year 3: FY Action: Continue to assess technological needs for staff in order to gain efficiencies. Status Description: TBD. Measure(s) Track completed implementations and perform periodic assessment of newly implemented solutions. Page 6 of 9

7 Numbered Goals (list in priority order)* 4 Conduct a review and assessment of existing process and procedures related to the delivery of Payroll and other Fiscal Services. Primary Effectiveness Link* SP2: Sustainable Programs and Services SP5: Responsibilities Program Plans Actions (include year) Year 1: FY Action: Participated in a workflow analysis (conducted by Ellucian) of existing HR and Payroll processes as well as began the planning for the implementation of Softdocs. Status Description: In Progress. Year 2: FY Action: Assess results from workflow analysis and begin implementing recommendations. Additionally, continue efforts for archiving Payroll documents. Similar efforts (workflow analysis and digitizing) will be followed for all of the BSO functions. Status Description: These efforts represent a significant assessment and update of current process and procedures for all major functions performed by the BSO. As such, these efforts will require a multi-year approach for full implementation. Update: Payroll and HR to continue to meet to discuss workflow and relevant process and procedures. Progress has been made in relation to digitizing and archiving historical Payroll documents. Additionally, it was determined that additional assistance was needed, for timely implementation of negotiated salary items. As such, temporary workers were contracted. As of January 20 th, $74k was spent out of a budget of $104k. Year 3: FY Action: Continue assessing results from workflow analysis and begin implementing recommendations. Additionally, continue efforts for archiving Payroll documents. Similar efforts (workflow analysis and digitizing) will be followed for all of the BSO functions. Status Description: These efforts represent a significant assessment and update of current process and procedures for all major functions performed by the BSO. As such, these efforts will require a multi-year approach for full implementation. Measure(s) Track completed implementations and perform periodic assessment of newly implemented solutions. Page 7 of 9

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9 4. Requests For Goal(s) Please use the form at the link below to submit your resource requests: Page 9 of 9