Fiscal Year: 2010-11
College of the Redwoods
Program Review Committee Summary
As per its Mission, the Program Review Committee reviews Annual and Comprehensive Program Reviews to provide the foundation upon which the district develops, identifies, and documents the direction of the prioritization of planning. Our objective is to provide an evaluative Executive Summary of each program’s review for authors, Integrated Planning Committees, and the District.
Program Review Subject Area: Business Services
Program Review Authors:
Area Director/Manager:
Carla Spalding, Lee Lindsey
Carla Spalding
1.
Program Access/Demand
Satisfactory
Standard
Not over budget
On Track
Satisfactory/
Unsatisfactory
Satisfactory
Committee Comments
Satisfactory
Were department (dept) expenditures over budget last year?
Is the dept on-track to come in under budget this year?
Has the dept completed budget planning for next year, or in process?
How many Chancellors’ Office reports were over 10 days late in the last 6 months? (Note: BOT reports must be sent within 10 days of BOT approval)
How many Board reports were late or not done during the past year?
Were dept plans and procedures updated during the last year? Were all procedures up-to-date by last year-end?
Were there any new audit findings related to this dept? Were there any outstanding audit findings at last yearend?
Have monthly budget-to-actual reports been reviewed?
Has the department reviewed last year’s:
 Program review?
 Needs addendums?
 BPC actions on needs addendums?
Were all dept employee evaluations upto-date during last year-end?
How many Cal-Cards unreconciled after the payment due date?
Yes
Zero
Zero
Yes
No financial findings
At least quarterly
Yes
Yes
Zero
Satisfactory
Satisfactory
Satisfactory
Unsatisfactory The Business Office does not have a comprehensive procedure manual. As a result of this review, we will be developing one over the next year.
Satisfactory Nystrom CPA had no new financial audit finding on 6-30-2011 audit.
US Dept of Ed letter dated 1-30-2012 cleared old findings related to DOE grant.
Chancellor’s Office cited new audit findings in student services areas.
Satisfactory
Satisfactory
Satisfactory
Unsatisfactory As a result of this review, a new procedure will be rolled out where unreconciled cards will be suspended. This review is for 2010/2011, new procedure is for

Has the dept website been updated during the last year?
Has document imaging been implemented in the dept?
Are employees (customers) encouraged to use electronic documents instead of paper forms? Are all form templates available on the department website?
Does the department accept scanned/imaged copies of all documents?
Is unrestricted fund equity at least 5%?
Were Datatel budgets loaded for unrestricted general fund by 7-31?
Were Datatel budgets loaded for all other funds by 8-31?
Has a monthly budget-to-actual report been distributed across campus in the last 60 days?
Has a monthly cash reconciliation been completed in the last 45 days?
Has a monthly Datatel reconciliation been completed in the last 45 days?
How many accounts payable are over 20 days late?
How many construction payments over
20 days late?
How many payments over $100K were not made electronically in the last 6 months?
2.
Program Resources
FTE employees
Budget
Revenue generated
Other program specific indicator
3.
Program Efficiency/Productivity
Tuition accounts receivable increase
Yes
Implemented Unsatisfactory Department is scheduled to convert this spring after Admissions and Financial
Aid.
Yes, or explain any document requiring a
“wet” signature
Satisfactory
5.00%
July 31
August 31
60 days
45 days
45 days
Zero
Zero
Zero, except with VP approval
No increase in receivable, except a prorata increase due to rate increase or
FTES increase
Satisfactory
Satisfactory
Satisfactory
Unsatisfactory Budget load was not complete; will plan to load budgets earlier.
Satisfactory
Satisfactory
Satisfactory
Satisfactory
Satisfactory
Satisfactory
7
$570K
298,000
2011-12.
The data is not available at this time to confirm this. We will be changing the way that we enter invoices in Datatel over the next year to attempt to gather data that will confirm this.
7 permanent positions in position inventory
Permanent position budget in inventory
N/A
Increase according to audited financial statement from 6-30-2010 to 6-30-2011.
Each year, delinquent student accounts are collected through the Chancellor’s
Office Tax Offset Program (COTOP). As a result of this review:
Since this date, a deregistration process has been implemented, so that students who have not made payment arrangements (cash pay, financial aid, BOG, payment plan) are removed from courses. Also, students in good financial status may apply for a payment plan. Also, the Board approved an RFQ for collection

Program/Course Outcomes for next program review (2012-13)
Document imaging is OK.
District survey results
Tuition accounts receivable services.
All the program outcomes above plus the following.
Document imaging reduces department printing costs by 50%.
If department is selected to do a survey, then results must show acceptable satisfaction.
Reduce delinquent student accounts receivable to a maximum of 5% of total tuition accounts receivable.