Financial Services & Related Entities
The Financial and Administrative Services Departments are comprised of Bursar,
Accounting, Payroll, Accounts Payable, Purchasing, Federal Financial Aid Compliance,
Central Receiving, Mail and Printing Services. Our overall mission is to provide customer
service in our functional areas of responsibility to all the students, faculty, and staff of
Queensborough Community College. Additionally, we are responsible for the safeguarding
of college assets and resources and the institution of proper and adequate internal control.
Core Activities and Performance
Core Activity
Key PI
Indicators
Processing
Timely and Accurate
Cycle time
and error
rates
Internal Control
Audit results and Internal Control assessments
Internal
control
inprovement
s identified
Management reporting
Timely, accurate and useful reporting
Monthly
reporting
results
Customer Service
Satisfied users and customers
Surveys and
customer
complaints
Department-Sponsored Staff Development Activities
Activity Type
Topic
Date
Total
Central Receiving - none
5/24/2011
Professional Achievements and Activities of Individual Staff
Achievement Type
Other
First Name
Last Name
Achievement
Semester
David
Reyes
none
Spring 2011
Gregory
Smith
none
Spring 2010
Conference, workshop,
training attended
Changes in Department within Last Year
Change Type
Change
Reason
Semester
Central Receiving - Security camera.
Central Receiving - We receive
expensive items and security was
needed.
Fall 2010
Equipment
0
Changes in Department within Last Year
Change Type
Change
Reason
Semester
Central Receiving - Dead Bolt lock on office
door.
Central Receiving - Security Purposes.
Fall 2010
Central Receiving - We added a part-timer to Central Receiving - To replace another
our staff.
part timer.
Fall 2010
Reduction in staff from retirements in
Accounting, Payroll, Printing Services
Spring 2011
Other Changes
Personnel
Position Freeze
Redeployment of CA position from Purchasing Priority use of avaliable staff across
division
Spring 2011
Assessment and Evaluation
KPI
Target Outcome
Actual Outcome
Action Plan
Status
none
none
none
none
Continuing
Bursar CUNYfirst
Student Financials
Implement system during
2010 - 2011
Significant difficulty due to
overall system implementation
issues
Continue weekly project
planning meeting to
eliminate issues
systematically.
Continuing
CUNYfirst Accounting Seemless monthly closes
uploads and
and critical data collection
reconciliation
AP & Procurement
CUNYfirst
implementation
Great difficulty in implementing Continued work with
Continuing
new system likley to be resolved CUNY Office of Controller
in 2010
and CUNYfirst team to
systematically resolve
data integrity issues
Successfuly system roll out CUNYfirst delays in project plan Continue working with
has move out go live to July 2012 CUNYfirst team
Continuing
Assessment Plan
Core Activity
KPI
Target Outcome
Plan
Bursar Customer Service
Use and understanding of
CUNYfirst system
Improve student experience
Reorgainize staff to allow for
more personalized services to
students
Bursar processing
Process improvements
Process improvements and workflow Utilize system and data
efficiency
capabilities to improve
workflow and staff efficiency
Accounting: Financial
control and protection of
assets
Annual audit results
Minimize audit findings and
exceptions
Increase controls through (1)
staff accountability (2) Staff
training (3) Defined and
written departmental policies
and procedures.
Accounting: Reporting
Timely and useful
management reporting for
allocation decision making
Consistent management reporting
integrated into all funds model
Staff accountability to
produce timely and
accurately
Assessment Plan
Core Activity
KPI
Target Outcome
Plan
Accounting: CUNYfirst
Monthly Close Process
Timely closing of all QCC
data and cash transfers
Meet all CUNY deadlines
Development of monthly
checklist to reinforce and
ensure accountant
accountability
Payroll: accurate
processing
Timely entry and oversight of Reduction of late payroll submissions Enhance communication to
payroll process
and errors and prepare for
department heads and
centralization
metrics tracking & feedback.
Payroll: CUNY
centralization plan
Implementation of transfer to Accurate, timely centralized payroll
Review of all existing
CUNY operation
process at CUNY center of excellence processes and deadlines. To
prepare departments for
transition, provide consistent
and clear communications to
enhance discipline in work
process.
Accounts Payable:
Processing of vendor and
staff payments
Correct payment of vendors
and accuracy in coding
Consistency in coding for reporting
and tracking and accurate payments
Closer monitoring of
encumbrances and review of
all errors for process
improvements.
Accounts Payable:
CUNYfirst implementation
in 2012
Successful transition to new
system for Accounting and
Departments
Improved processing environment;
reduced cycle time; enhanced
budgetary controls
Plan and execute work in
accordance with CUNYfirst
project; communications and
training roll out in QCC
Accounts Payable:
CUNYfirst implementation
in 2012
Successful transition to new
system for Accounting and
Departments
Improved processing environment;
reduced cycle time; enhanced
budgetary controls
Plan and execute work in
accordance with CUNYfirst
project; communications and
training roll out in QCC
Purchasing: Supplier
relationships
Low cost, high quality
procurement processes and
management
College value proposition by
Broaden use of City and
obtaining goods and services needed State contracts;
at low cost and high quality
establishment of longer term
bids to reduce repetitive bid
processes
Purchasing: Efficient
procurement
Cycle time improvements
Quicker, more efficient service to
college
Identify opportunities to
utilize credit cards, blanket
orders, and big buys / bids.
Purchasing: CUNYfirst
implementation in 2012
Successful transition to new
system for Purchasing and
Departments
Improved processing environment;
reduced cycle time; enhanced
budgetary controls
Plan and execute work in
accordance with CUNYfirst
project; communications and
training roll out in QCC
Central Receiving: Intake
of all College deliveries.
Accurate & timely processing Improved budgetary controls and
service
Work with Accounts Payable
to clear receipts efficiently;
identify and implement work
flow improvements.
Assessment Plan
Core Activity
KPI
Target Outcome
Plan
Mailroom: Handle all
incoming and outgoing
postal mail
Postage usage control
Reduced cost for College while
improving customer service
Continued communication of
requirements, services and
costs to Department heads
and college administration.
Printing Services: Provide
printing services (with
reduced staff)
Improve overall service by
Efficient and low cost service to all
communicating and enforcing departments
lead times
Communication to
departments and project
tracking & reporting.
Federal Financial Aid
Compliance: Ensure
compliance
Audit reports
Coordination with CUNY
Central Office and all QCC
Departments in R2T4 work
flow process.
Enhanced reporting from CUNYfirst
and reduced potential of errors