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:
Administrative Services
Program Review Authors:
Lee Lindsey
Area Director/Manager:
Lee Lindsey
Performance Indicators for Administrative Services
1. Program Access/Demand
Were division expenditures over budget
last year?
Is the division on-track to come in
under budget this year?
Has the division completed budget
planning for next year, or in process?
How many Chancellors’ Office reports
were over 10 days late during the last
year?
How many Board reports were late or
not done during the past year?
Were division 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 division? Were there any
outstanding audit findings at last yearend?
Have monthly budget-to-actual reports
been reviewed?
Has the division reviewed last year’s:
 Program review?
 Needs addendums?
 BPC actions on needs
addendums?
Were all division employee evaluations
up-to-date during last year-end?
How many Cal-Cards unreconciled after
Satisfactory
Standard
Not over
budget
On Track
Satisfactory/
Unsatisfactory
Satisfactory
Committee Comments
Yes
Satisfactory
Zero
Satisfactory
N/A
Zero
Satisfactory
N/A
Yes
Satisfactory
Zero (Explain
the status of all
findings)
Satisfactory
At least
quarterly
Yes
Satisfactory
Yes
Satisfactory
Zero
Satisfactory
Satisfactory
Satisfactory
the payment due date?
Has the division website been updated
during the last year?
Yes
Satisfactory
Has document imaging been
implemented in the division?
Are employees (customers) encouraged
to use electronic documents instead of
paper forms? Are all form templates
available on the division website? Does
the division accept scanned/imaged
copies of all documents?
Implemented
Unsatisfactory
Yes, or explain
any document
requiring a
“wet” signature
Satisfactory
Number of outstanding audit findings?
No financial
findings
Satisfactory
5.00%
July 31
Satisfactory
Satisfactory
August 31
Unsatisfactory
45 days
Satisfactory
45 days
Satisfactory
Zero
Satisfactory
Zero
Satisfactory
Zero, except
with VP
approval
60 days
Satisfactory
Yes
Satisfactory
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 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?
Has a monthly budget-to-actual report
been distributed across campus in the
last 60 days?
Have all department specific program
review indicators been reviewed and
acted?
2. Program Resources
FTE employees
Budget
Revenue generated
Other program specific indicator
3. Program Efficiency/Productivity
Department is scheduled to convert later this year.
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.
Budget load was not complete; will plan to load budgets earlier.
Satisfactory
1.65
211K
From permanent position inventory
Revenue generated through bookstore, dining, parking and other self-support
enterprises.
Tuition accounts receivable increase
Program/Course Outcomes for next
program review (2012-13)
Document imaging
District survey results
Tuition accounts receivable
No increase in
receivable,
except a prorata increase
due to rate
increase or
FTES increase
is OK.
298,000
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).
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
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.