Fiscal Year: 2010-11
CollegeoftheRedwoods
ProgramReviewCommitteeSummary AsperitsMission,theProgramReviewCommitteereviewsAnnualandComprehensiveProgramReviewstoprovidethefoundationuponwhichthedistrict
develops,identifies,anddocumentsthedirectionoftheprioritizationofplanning.OurobjectiveistoprovideanevaluativeExecutiveSummaryofeach
program’sreviewforauthors,IntegratedPlanningCommittees,andtheDistrict.
ProgramReviewSubjectArea: Payroll
ProgramReviewAuthors:
BarbFranklin,LeeLindsey
AreaDirector/Manager:
BarbFranklin
AdministrativeServices
ProgramAccess/Demand
Weredepartment(dept.)
expendituresoverbudgetlast
year?
Isthedepton‐tracktocomein
underbudgetthisyear?
Hasthedeptcompleted
budgetplanningfornextyear,
orinprocess?
HowmanyChancellors’Office
reportswereover10dayslate
duringthelastyear?
HowmanyBoardreportswere
lateornotdoneduringthe
pastyear?
Weredeptplansand
proceduresupdatedduring
thelastyear?Wereall
proceduresup‐to‐datebylast
year‐end?
Werethereanynewaudit
findingsrelatedtothisdept?
Werethereanyoutstanding
auditfindingsatlastyear‐end?
Havemonthlybudget‐to‐
actualreportsbeenreviewed?
Satisfactory
Standard
Notover
budget
Satisfactory/
Unsatisfactory
Satisfactory
Dept Comments
PRCComments:
OnTrack
Satisfactory
Thereisnodatabackup.
Yes
Satisfactory
How/whereisthisdocumented?
Zero
Satisfactory
Zero
Satisfactory
Supplyexamples:howmanychancellors’reportsare
required?Whattypesofreportsandwhichneed
collaborationwithotherdepartments?Useoftheannual
fiscalyearreportcalendarcanbedocumented.
Yes
Satisfactory
Twopartquestionsandshould belistedasgoals inan
assessmentformat.
Zero
Satisfactory
Atleast
quarterly
Satisfactory
Whereisthisdocumented?Recommendthesebepostedfor
review.RecommendasagoaltohavetheBusinessofficedo
moretoinformthecollegecommunityoncollegeissues.
Whatisthebaseline? Howisthisdetermined?
Hasthedeptreviewedlast
year’s:
 Programreview?
 Needsaddendums?
 BPCactionsonneeds
addendums?
Werealldeptemployee
evaluationsup‐to‐dateduring
lastyear‐end?
HowmanyCal‐Cards
unreconciledafterthe
paymentduedate?
Hasthedeptwebsitebeen
updatedduringthelastyear?
Hasdocumentimagingbeen
implementedinthedept?
Areemployees(customers)
encouragedtouseelectronic
documentsinsteadofpaper
forms?Areallformtemplates
availableonthedepartment
website?Doesthedepartment
acceptscanned/imagedcopies
ofalldocuments?
Haspayrollbeenprocessedon
timeduringthelastyear?
Areunclaimedorreturned
payrollchecksfollowedupon?
Werepayrollrecordsin
Datatelaccurateandup‐to‐
dateduringthepastyear?
Werethebooksreconciled
monthly?
Areemployeesencouragedto
signupfordirectdeposit?
Wereyear‐endtaxdocuments,
suchasW‐2s,sentouton‐time
lastyear?
Wereallgarnishments,
recoveriesorotherlegalitems
processedwithintherequired
timelimits?
Waspayrollclosedoutand
properlyrecordedforyear‐
Yes
Satisfactory
PRCseesthisasathreepartquestion;thefirsttwomightbe
no?DefinitelyBPCaddressedtheneedsaddendums.Where
doespayrollfitintothethirdpart?HowdoesBPCfitinhere?
Yes
Satisfactory
Kudos;thisisagoodKPItoaddtoalltemplates.
NA
NA
NA
NA
Implemented
Unsatisfactory
Yes,or
explainany
document
requiringa
“wet”
signature
Satisfactory
Yes
Satisfactory
Yes
Satisfactory
Thiscouldbesupportedthroughemployeesatisfaction
survey.
Yes
Satisfactory
Twopartquestion.
Yes
Satisfactory
Trackandassess.
Yes
Satisfactory
Thiscouldbesupportedthroughemployeesatisfaction
survey.
Yes
Satisfactory
Yes
Satisfactory
Howisthisdetermined?
PayrolldoesnothaveaCal‐
Card
Departmentisscheduledto Recommendthisbelistedasagoalinanassessmentformat.
convertlaterthisyear
Wouldtherebesomewaytotrackthis?
Thecommitteequestionedwhatistheultimategoalinpaper
reductionandhowdoesthisaddresstheissueofelectronic
formsbeingprintedoutforthesignatureprocess.
Areallpayrollstubselectronic?
endclosing?
2.5
ProgramResources
FTEemployees
175,411
salary&
benefits
4,068
discretionary
N/A
Budget
Revenuegenerated
Otherprogramspecific
indicator
Program
Efficiency/Productivity
Percentageofemployeeson
directdeposit
Program/CourseOutcomes
fornextprogramreview
(2012‐13)
Documentimaging
Withdocumentimaging,
implementonlinetimesheets.
ImplementWorkStudydirect
depositthroughHigherOne
debitcardprocessing
½timeemployeeleftin
July2011andhasnotbeen
replaced
About$28,000savingsin
2011/12fromunfilled
position
Payrolldoenotgenerate
revenue
Goalisforthe
percentto
increaseor
staystable
eachyear.
Satisfactory
Currently90%of
permanentstaffhasdirect
deposit.AssociateFaculty
arebeingencouragedto
signupfordirectdeposit
Alltheprogramoutcomes
aboveplusthefollowing.
Documentimagingreduces
departmentprintingcosts
by50%.
Notedabove.
Recommendthisbelistedasagoalinanassessmentformat.
Recommendthisbelistedasagoalinanassessmentformat.
Districtsurveyresults
Satisfactory
for2010/11
Ifdepartmentisselectedto Recommendthisbelistedasagoalinanassessmentformat.
doasurvey,thenresults
mustshowacceptable
satisfaction.
Eachdepartmentshouldgenerateasetofquestionstiedtotheirgoals,whichcanbetrackedandassessed. Identifygoals
andobjectivesthataremeasureableandreportoutonthem.Onegoal,forexample,wouldbetobecomemoreorless100
percentelectronic.