Finance and Administration 2005-06 Goals
FAD Mission Statement 2005-06
Provide high quality services and facilities, enabling each Evergreen community member to succeed.
FAD Core Values 2005-06
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FAD Goals 2005-06
- Summary
- Technical Support and Reporting
- Payroll
- Purchasing
- Bookstore
- Students Accounts/Cashier
- Conference Services
- Duplicating Services
- Mail & Receiving
- Other
Computing and Communication
Facilities Services
Human Resource Services
Business Services
I have highlighted the goals I feel are the most important and achievable in the 2005-06 year. Updating and improving our websites is needed across the department.
Technical Support and Reporting
- Works with facilities personnel on improving the state capital spend down, capital spend down analysis and reconciliation of expenses and associated revenues.
- Improve both the quality of the annual audit report, i.e. accuracy, and also its cosmetic appearance, and to have it published by December 31st.
- Update A/P Website - it is kind of skinny, i.e. not much content
- Revise all forms to accept index codes
- Add instructions to form A-20
- Improve accuracy of external reporting
- Banner 7 training. Laura Bergman will be planning with Kathleen to combine the Finance and Purchasing training schedule. Need the computer training room completed before we can give training classes. This room is on the second floor of the library building and is being remodeled. Kathleen and I anticipate training to start September/October. Banner 7 go live is November 21st.
- Improved year-end closing to cut down on errors, rework
- Develop a more efficient way to distribute interest earnings so we can distribute interest on a semi-annual basis
- Implement positive pay for payroll account
- Hire principal accountant
- Streamline and standardize the reports that are prepared for the Service and Auxiliary areas (possibly using Access).
- Clean up the MS Access files. They are saved on several different locations and disk drives. Consolidate the queries and reports on one network drive for easy access for staff. I am currently working on this.
- Training the Budget coordinators to input their own budgets. I am currently working on this.
- Maintain the desk manual updated to Banner 7 processes.
Payroll
- Bring total direct deposit participation up to 75%.
- Long range goal college wide participation to 90%
Purchasing
- Support staff development for both Buyer II and Purchasing Assistant positions. Buyer II will work towards obtaining a Certified Public Professional Buyer [CPPB] certification and will complete a college-level purchasing or business course via the Internet. Purchasing Assistant will pursue a college-level purchasing course via the Internet. On going
- Develop at least two (2) new college contracts for purchased goods and services. Securing cost savings opportunities by developing and administering term contracts.
- Continue the development of an instructional update of the Purchasing Office web page.
- Create 'how to' documents w/step by step instructions for specific procurement processes. On going
- Create and maintain an updated vendor file to include current IRS Form W9.
- Work with Facilities Services to explore the development of an in-house Furniture Standards committee, which would include stakeholders throughout the college.
Bookstore
- Continue working on Bookstore profitability
- Continue our work on the automation of Bookstore functions
- Work with Academics to reduce costs to both parties on text orders
- Refine how we allocate services to departments and programs including the Tacoma campus
- Provide better training opportunities for staff
- Develop a cross training plan
- Increase Bookstore web presence
Student Accounts/Cashier
- Web Payments
- Improve student-billing forms (e-mail only?)
- Fill two vacancies in the area.
Conference Services
- Negotiate and finalize contract with EF
- Work with Space Scheduling and the space committee to remind them of our constant challenges with having space available for our potential clients. Indications are that this will prove to be very challenging in the coming year.
- Continue to work with campus partners on revising and enforcing the Food Event policy and include procedures for faculty and staff to follow when hosting events on campus.
- Sales and Marketing: Realistically, with the space constraints we have been warned about, I think that maintaining sales numbers from this year is a good goal for the coming year. We are already receiving bookings for next summer-some repeat and some new. Due to the lack of large catering spaces, we will most likely market heavily to youth groups and sports camps, as they generally use cafeteria-only meal options. Challenges: field / gym spaces are less available due to TESC sports practices and camps.
- Recruit and hire Conference Services Manager
- Continue to be an active and participatory contributor to issues on campus that affect our short and long-term success.
Duplicating Services
- Restore financial stability
- Restore student worker positions
- Network Copy Center imaging equipment
- Streamline Invoice Process for Accounts Payable
- Begin Building the "IT" bridge
Mail & Receiving
- Provide cross training for all functions
Other
- Review/revise all campus recharges
- Improve financial and management reporting
- Assist in developing a business continuity plan
- Conduct sound financial practices (GAAP, GASB)
COMPUTING AND COMMUNICATIONS
- Effective strategies to manage the impacts associated with the increased reliance on IT resources (e.g. increasing service expectations, enrollments and the mission critical nature of IT resources). This goal will span multiple years.
- Full Compliance with DIS standards for IT Business Resumption and Security planning.
- Support cross-divisional efforts for improving campus-wide communications. This goal will span multiple years.
- Have a sustainable strategy for administrative application support including infrastructure, equipment replacement and staffing. This goal will span multiple years.
- Simplify access to college services and resources through the effective implementation of appropriate technologies.
- Improve and streamline business processes through the utilization of appropriate technologies.
Facilities Services
- Improve Customer Service
- Develop and implement a customer service survey
- Discuss and take action as appropriate based on the survey
- Publish a Facilities Services brochure
- Advertise the Facilities Services web site
- Communicate with customers regarding service expectations (probably will use the brochure and survey to help this along - maybe do a one page memo to all managers and above)
- Review work order system and process (make more customer friendly)
- Develop/Improve Project System
- Develop LEED EB standards and process
- Review, map and revise the capital and SRI projects processes (if necessary)
- Train Facilities Services staff on new budget numbering system
- Work with VP, Finance and Administration to establish a DTF on space management/space utilization
- Improve Capital Plan Process
- Improve the development of the capital plan (ensure all stakeholders are involved)
- Develop a deferred maintenance plan (incorporate facility condition audit results)
- Begin the College master plan
- Develop capital spending plan for the remainder of the biennium
- Improve Facilities Services Internal Climate
- Update appropriate position descriptions
- Complete performance development plan on 100% of staff
- Emphasize staff professional development (review budget, coordinate with HR)
- Develop staff recognition program
- Review and analyze the Facilities Labor Pool account for personnel implications
- Improve the efficiency in the hiring process and reduce the time to fill by 25%.
- Identify core HR intercultural communication competencies by 31 December 2005 and develop a plan to acquire them by 31 March 2006.
- Improve interdepartmental relations by
- Improving communications by:
- Developing specific outreach activities
- Engaging in various social functions
- Participating and planning employee recognition events
- Increasing participation in DTFs
(to be identified by 30 November 2005; implemented thereafter)
- Identify processes and technology solutions (and implement them) to streamline and improve efficiency and increase access:
- Recruitment ( identify by 31 December 2005);
- performance management ( implement by 15 October 2005);
- training tracking and enrollment ( identify by 31 December 2005);
- job descriptions (tbd)
- organization charts ( identify and implement by 31 December 2005);
- on-line personnel documents (tbd)
- policies and procedures (implement by 31 December 2005);
- branding (identify and implement by 31 March 2006).
- Develop a model "in training" program by 31 March 2006.
- Use benchmarking and trend data (by 31 December 2006) to assist departments in:
- staffing planning
- turnover analysis
- recruitment consultation
- succession planning
- salary planning
- Develop a comprehensive performance management process by 31 March 2006.
- Complete exempt salary survey process and make recommendations for next steps by 15 October 2005.
- Complete staff sabbatical analysis and make presentation to VP's by 30 November 2005.
- Complete position description by for ½ time disaster preparedness position by 30 September 2005