Fiscal Year: 2010-11
CollegeoftheRedwoods
ProgramReviewCommitteeSummary AsperitsMission,theProgramReviewCommitteereviewsAnnualandComprehensiveProgramReviewstoprovidethefoundationuponwhichthedistrict
develops,identifies,anddocumentsthedirectionoftheprioritizationofplanning.OurobjectiveistoprovideanevaluativeExecutiveSummaryofeach
program’sreviewforauthors,IntegratedPlanningCommittees,andtheDistrict.
ProgramReviewSubjectArea: BusinessServices
ProgramReviewAuthors:
CarlaSpalding,LeeLindsey
AreaDirector/Manager:
CarlaSpalding
PerformanceIndicatorsforAdministrativeServices
ProgramAccess/Demand
Weredepartment(dept)
expendituresoverbudgetlast
year?
Isthedepton‐tracktocomein
underbudgetthisyear?
Hasthedeptcompleted
budgetplanningfornextyear,
orinprocess?
HowmanyChancellors’Office
reportswereover10dayslate
inthelast6months?(Note:
BOTreportsmustbesent
within10daysofBOT
approval)
HowmanyBoardreports
werelateornotdoneduring
thepastyear?
Weredeptplansand
proceduresupdatedduring
thelastyear?Wereall
proceduresup‐to‐datebylast
year‐end?
Werethereanynewaudit
findingsrelatedtothisdept?
Werethereanyoutstanding
auditfindingsatlastyear‐end?
Satisfactory
Standard
Notover
budget
Satisfactory/
Unsatisfactory
Satisfactory
CommitteeComments
PRCComments:
OnTrack
Satisfactory
Thereisnodatabackup.
Yes
Satisfactory
How/whereisthisdocumented? Isitcompletedorisitin
process?
Zero
Satisfactory
Supplyexamples:howmanychancellors’reportsare
required?Whattypesofreportsandwhichneed
collaborationwithotherdepartments?Useoftheannual
fiscalyearreportcalendarcanbedocumented.
Zero
Satisfactory
Yes
Unsatisfactory
Nofinancial
findings
Satisfactory
Whatisthebaseline;howisthisdetermined?
TheBusinessOfficedoesnot
haveacomprehensive
proceduremanual.Asa
resultofthisreview,wewill
bedevelopingoneoverthe
nextyear.
NystromCPAhadnonew
financialauditfindingon6‐
30‐2011audit.
USDeptofEdletterdated1‐
30‐2012clearedoldfindings
relatedtoDOEgrant.
Chancellor’sOfficecitednew
auditfindingsinstudent
Thisshouldbelistedasagoalinanassessmentformat. Greatjobidentifyingproblem,assessingandwriting.This
agreatgoalandoutcomethatcandocumentedandtracked.
Again,atwo‐partquestion.
servicesareas.
Havemonthlybudget‐to‐
actualreportsbeenreviewed?
Hasthedepartmentreviewed
lastyear’s:
 Programreview?
 Needsaddendums?
 BPCactionsonneeds
addendums?
Werealldeptemployee
evaluationsup‐to‐dateduring
lastyear‐end?
Satisfactory
Yes
Satisfactory
Yes
Satisfactory
Zero
Unsatisfactory
Yes
Satisfactory
Implemented
Unsatisfactory
Yes,or
explainany
document
requiringa
“wet”
signature
Satisfactory
Wouldtherebesomewaytotrackthis?
Thecommitteequestionedwhatistheultimategoalin
paperreductionandhowdoesthisaddresstheissueof
electronicformsbeingprintedoutforthesignature
process.
5.00%
Satisfactory
July31
Satisfactory
August31
Unsatisfactory
Thisseemstobeaninternalprocessandasapublicreport,
somedescriptionwouldbehelpful.PRCquestionedthis,as
unrestrictedbudgetswerenotaccessibletodepartments
by7/31.
Theseseemtobeinternalprocessesandasapublicreport,
somedescriptionofprocesswouldbehelpful.
60days
Satisfactory
HowmanyCal‐Cards
unreconciledafterthe
paymentduedate?
Hasthedeptwebsitebeen
updatedduringthelastyear?
Hasdocumentimagingbeen
implementedinthedept?
Areemployees(customers)
encouragedtouseelectronic
documentsinsteadofpaper
forms?Areallformtemplates
availableonthedepartment
website?Doesthedepartment
acceptscanned/imagedcopies
ofalldocuments?
Isunrestrictedfundequityat
least5%?
WereDatatelbudgetsloaded
forunrestrictedgeneralfund
by7‐31?
WereDatatelbudgetsloaded
forallotherfundsby8‐31?
Hasamonthlybudget‐to‐
actualreportbeendistributed
acrosscampusinthelast60
days?
Whereisthisdocumented?Recommendthesebeposted
forreview.RecommendasagoaltohavetheBusiness
officedomoretoinformthecollegecommunityoncollege
issues.
PRCseesthisasathreepartquestion;thefirsttwomight
beno?DefinitelyBPCaddressedtheneedsaddendums.
Atleast
quarterly
Kudos ‐ thisisagoodKPItoaddtoalltemplates.
Asaresultofthisreview,a
newprocedurewillberolled
outwhereunreconciledcards
willbesuspended.This
reviewisfor2010/2011,new
procedureisfor2011‐12.
Recommendthisbelistedasagoalinanassessment
format.Greatjobidentifyingproblem,assessingand
writing.Thisagoodgoalandoutcomethatcan
documentedandtracked.
Departmentisscheduledto
convertthisspringafter
AdmissionsandFinancial
Aid.
Budgetloadwasnot
complete;willplantoload
budgetsearlier.
Recommendthisbelistedasagoalinanassessment
format.
Hasamonthlycash
reconciliationbeencompleted
inthelast45days?
HasamonthlyDatatel
reconciliationbeencompleted
inthelast45days?
45days
Satisfactory
45days
Satisfactory
Zero
Satisfactory
Zero
Satisfactory
Zero,except
withVP
approval
Satisfactory
Whatisthebenchmarkofthisoutcomeandhowisit
assessed.WhatarethecriteriaforVPapproval?
Howmanyaccountspayable
areover20dayslate?
Howmanyconstruction
paymentsover20dayslate?
Howmanypaymentsover
$100Kwerenotmade
electronicallyinthelast6
months?
ProgramResources
FTEemployees
Budget
Revenuegenerated
Otherprogramspecific
indicator
Program
Efficiency/Productivity
7
$570K
Noincreasein 298,000
receivable,
exceptapro‐
rataincrease
duetorate
increaseor
FTESincrease
isOK.
Tuitionaccountsreceivable
increase
Thedataisnotavailableat
thistimetoconfirmthis.We
willbechangingthewaythat
weenterinvoicesinDatatel
overthenextyeartoattempt
togatherdatathatwill
confirmthis.
Recommendthisbelistedas agoalinanassessmentformat
andincludehowtheoutcomewillbedetermined.
7permanentpositionsin
Sevenpositionsallottedorsevencurrentlyemployed?
positioninventory
Permanentpositionbudgetin inventory
N/A
Increaseaccordingtoaudited Greatjobidentifyingproblem,assessingandwriting.This
isagreatgoalandoutcomethatcandocumentedand
financialstatementfrom6‐
tracked.
30‐2010to6‐30‐2011.
Eachyear,delinquentstudent
accountsarecollected
throughtheChancellor’s
OfficeTaxOffsetProgram
(COTOP).Asaresultofthis
review:
Sincethisdate,a
deregistrationprocesshas
beenimplemented,sothat
studentswhohavenotmade
paymentarrangements(cash
pay,financialaid,BOG,
paymentplan)areremoved
fromcourses.Also,students
ingoodfinancialstatusmay
Program/CourseOutcomes
fornextprogramreview
(2012‐13)
applyforapaymentplan.
Also,theBoardapprovedan
RFQforcollectionservices.
Alltheprogramoutcomes
aboveplusthefollowing.
Documentimagingreduces
Whatisthepercentagebasedon?
departmentprintingcostsby
50%.
Ifdepartmentisselectedto
Howdoestieintoyourprogramoutcomegoals.
Districtsurveyresults
doasurvey,thenresultsmust
showacceptablesatisfaction.
Reducedelinquentstudent
Greatexampleofanoutcomegoal.Whataretheplansfor
accountsreceivabletoa
thisobjective?
Tuitionaccountsreceivable
maximumof5%oftotal
tuitionaccountsreceivable.
Eachdepartmentshouldgenerateasetofquestionstiedtotheirgoals,whichcanbetrackedandassessed. Identifygoals
andobjectivesthataremeasureableandreportoutonthem.Onegoal,forexample,wouldbetobecomemoreor100
percentelectronic.
Documentimaging