Chabot College Program Review
Administrative Services Program Review Summary
Unit/Area: BUSINESS DEPARTMENT
Division/Area to Which You Report:
Author(s) of this Unit Plan: BILLY DELOS SANTOS
Today’s Date: MARCH 15, 2011
School Year Program Review Completed:
Audience: IPBC; Program Review Committee; Deans/Unit Administrators; Budget Committee
Purpose: To provide evidence of progress on from previous year and to provide input into planning for subsequent years.
Instructions: If you have completed your unit plan last year, please update your timeline and answer the questions below. If you are updating/changing
your timeline, list the appropriate year in which revisions were made.
1A. Problem Statement: Summarize your original Program Review conclusions (or if this was done in last year’s unit plan, please update).
1B. Analysis: What was the basis for these new and/or continuing conclusions?
1A.
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Business Department is short-handed due to recent employee retirement and reduction of on-call employee hours.
Processing of Requisitions and Disbursements takes too long and requires too many signatures.
Some of the Department Deans and Supervisors do not monitor their budgets.
Not all Faculty and Staff know the proper procedures for business processes.
We do not have software or module to balance the cash taken in at campus copiers.
We need a strong internal control for sending large amount of checks to District Office for deposit.
Scanner still not working in our Business Office Copier.
Spending too much time distributing payroll checks in the Business Office window.
Financials statement and Bank Reconciliation for ASCC and Co-Curricular was still created thru Excel.
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(Hired employee)
1B.
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Slow processing of documents causes dead-lines to be missed and late charges to be assessed.
When budgets aren’t monitored it is more likely for deficit spending to occur.
Not knowing the proper procedure causes a delay in the processing of documents.
Not being able to balance the cash taken in by copiers causes a vulnerability to our internal control.
Checks can be misplaced or lost.
Being able to send documents electronically would save time and money resulting in more efficiency.
Several employees have their payroll check sent to the Business Department, but never pick up their check. The checks end up
being mailed every month which takes time and cost money.
Software need to prepare Financial Statements and do Bank Reconciliations for ASCC and Co-Curricular to save time.
Chabot College Program Review
2. List your accomplishments. How do they relate to your program review and previous unit planning? Please cite any relevant data
elements (e.g., efficiency, productivity, survey results, etc.).
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The Business Department hired a full-time employee in September of 2010. This helped cut down on the time it takes to process
documents and has helped increase the department’s efficiency and productivity.
On Flex day we had training for processing Requisitions on Banner to help with accuracy.
Copier installed in Business Office, which saves time and helps with efficiency and productivity.
Copies are now made of all documents sent to District which helps with internal control and tracking documents and saves time.
Electronic entering of Disbursements and Direct Pays, as well as, electronic check printing for ASCC and Co-Curricular, due to start
on March 31, 2011. This will help increase efficiency and productivity.
In Academic Area-Deans and Directors were trained to used the Basic Banner to monitor their budget and to see payroll activities
3. List your new and continuing unit goals. Based upon what you accomplished, do you have any changes you are making to your goals or
timeline? Please make any revisions to the timeline on the next page.
Continuing goals (if you did not do a unit plan, skip to the next box):
 Need to develop a better way to process documents that does not require so many signatures.
 Develop and schedule more training for the use of Banner for Deans and Administrative Assistants.
 Keeping inform all Administrators and Staff how the Business Office process all the transaction they submitted.
New goals:
 Develop and schedule trainings on budget monitoring. (Revenues & expenses, operating cost, and salaries)
 Develop and schedule trainings on proper procedures for processing business documents.
 Inform and encourage employees to use direct deposit or direct mail to their house for their payroll check.
 Continue to develop as many electronic forms as possible. (Requisitions, Personnel Action Forms, Travel Expense Forms and Time
Sheets and Deposit Receipts.
 Research software needed to balance copy machine cash.
 Research software to do Bank Reconciliations and Financial Statements.
Chabot College Program Review
4. Discuss how these goals support the college Strategic Plan goals and/or strategies.
Continuing goals (if you did not do a unit plan, skip to the next box):
N/A
New goals:
5. Solution: Cut and paste your previous timeline and update the “Accomplished?” column, if necessary. Detail the plan for accomplish
your goals. If you are making revisions to your activities or timeline, please indicate that in the “Revised?” column.
Unit Action Plan Timeline
No.
Timeline
Milestone Activity
Person(s)
Responsible
Accomplished?
Yes/No/
In Progress*
Revised?
Yes / No
If yes, list
revision year
Do you need
additional funds
to support this
activity?
Yes/No
If, yes, what
type?**
JULY 1, 2010
2011-2012
2011-2012
FY 2010/2011
We are in the process of hiring Fiscal and
Administrative Services Technician
Train all Admin Assistants to process Requisition using
the Banner system
Create a new procedure to limit the signing- off of all
the documents submitted to the District
Upgrading check-writing machine
BILLY/RITA
Accomplished
NO
NO
ANNIE/LINDA
In Progress
YES
NO
BILLY/RITA
ANNIE/LINDA
NO
NO
NO
NO
NO
BILLY/RITA
Scheduled to
CATHY/RICHAR start 3/31/11
2011-2012
Develop and schedule trainings on budget monitoring. BILLY/RITA
(Revenues & expenses, operating cost, and salaries)
NO
REVISED
2011
NO
2011-2012
Develop and schedule trainings on proper procedures
for processing business documents.
NO
REVISED
2011
NO
BILLY/RITA
Chabot College Program Review
No.
Timeline
Milestone Activity
Person(s)
Responsible
Accomplished?
Yes/No/
In Progress*
Revised?
Yes / No
If yes, list
revision year
Do you need
additional funds
to support this
activity?
Yes/No
If, yes, what
type?**
2011-2012
Inform and encourage employees to use direct deposit BILLY/CATHY/ In Progress
PAM
or direct mail to their house for their payroll check.
2011-2012
REVISED
2011
NO
BILLY/RITA
In Progress
REVISED
2011
NO
Develop as many electronic forms as possible.
(Requisitions, Personnel Action Forms, Travel Expense
Forms and Time Sheets and Deposit Receipts.
2011-2012
Research software needed to balance copy machine
cash.
BILLY/RITA
NO
REVISED
2011
NO
2011-2012
Research software to do Bank Reconciliations and
Financial Statements.
BILLY /RITA
NO
REVISED
2011
NO
* Note: As you may be carrying over or planning new activities for this planning cycle, this column should list that all activities are “In Progress.”
** List types such as “equipment,” “supplies,” “staffing,” “contractual services,” etc…