Administrative Unit Program Plan [For FY 2015-16]
Name of Unit: Business Services Office
Date: 3-18-2015
1. College Mission Statement: Cabrillo College is a dynamic, diverse and responsive educational
community dedicated to helping all students achieve their academic, career and personal development
goals.
2. Administrative Unit Outcome, Unit Description, and List of Key Responsibilities (5-10):
Administrative Unit Outcome: The Cabrillo College community, relevant State and Federal
Governmental Agencies and the community at large will transact and receive financial information for
critical decision making based on timely, accurate fiscal services provided by the Business Services
Office.
Unit Description: The Business Services Office provides support to the college through its accounting
(i.e. general accounting, accounts payable, cashiering, payroll and accounting system support) and
budgetary services to students, faculty, staff and administrators as well as to internal and external
community members. We are committed to furthering the mission of the college by providing accurate,
timely efficient and effective services which are centered on strong ethical and professional standards
while adhering to college policies and procedures.
Key Responsibilities
1.
2.
3.
4.
5.
Insure adherence to all relevant fiscal compliance requirements.
Provide accurate, timely information, support, guidance and processing of financial transactions.
Process accurate payrolls.
Provide budget and accounting services and reporting.
Provide financial data, fiscal services, guidance and information, support to administration,
faculty, staff, students and the community at large.
Please provide comments or discussion to describe relevant history or new directions for your unit:
Progress Since the Last Program Review:
Although a formal program review has not recently been conducted by the Business Services Office,
informally, the Business Services Office had identified the following two high priorities: (1) improving
the working environment for staff and their customers and (2) identifying and updating outdated
equipment.
Overall, the goal was to improve the quality and overall experience of our customers by creating a
pleasant, secure, clean, organized and efficient environment. In terms of efficiency, updating obsolete
computer and electronic equipment would better position the department for current and future software
and technological updates.
As a result, in FY 2010-11, the Business Services Office completed a facility expansion project which
increased overall square footage for staff, provided updated cubicles, provided for secure and confidential
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meeting areas with customers and between staff. Additionally, all staff computers were replaced with
new machines which met the hardware standards established by the Information Technology Department.
CURRENT STRENGTHS, OPPORTUNITIES, AND CHALLENGES
STRENGTHS:
The Business Services Office has very experienced staff dedicated to providing quality services to their
customers. Job turnover is relatively low, adding to a very stable and efficient workforce capable of
handling and solving day-to-day challenges and consistently applying process and procedures.
The Business Services staff has demonstrated a commitment to collaboration with other departments
across the College, thereby, fostering a positive work environment which ensures the adherence to
established standards and rules as well as the consistent meeting of deadlines. Internally, the staff freely
shares information and knowledge with one another encouraging cross training between key personnel.
This occurs through regular staff meetings, one-on-ones and informal interactions.
OPPORTUNITIES:
A stable, experienced workforce can result in greater efficiencies, resulting in more available time to
pursue potential improvements to the production and delivery of services.
CHALLENGES:
The institution as a whole will focus its attention towards resolving the significant funding shortfalls it
currently faces. As a direct result, the Business Services Office anticipates a change in its priorities and
workload as well as its ability to access the necessary resources. In light of this, the challenge lies in the
department’s ability to meet the demands imposed by the fiscal crisis while still being able to identify and
implement departmental and systemic improvements and carryout routine budget and accounting support
services to the campus community.
FUTURE PLANS:
The Business Services Office is committed to addressing the following areas:
-Continue adherence to Federal and State compliance mandates.
-Provide analytical and technical support needed to assist Administration and the College Community
resolve the District’s fiscal crisis.
-Plan for and implement the necessary organizational and staffing changes as requested by Administration
in response to reduced funding.
-Review existing process and procedures related to the delivery of major services.
-Based on the results from the review of existing process and procedures, identify and implement
potential improvements directed towards gaining efficiencies and becoming more effective (i.e. solutions
could include implementation of new process and procedures or the use of technology).
3. Administrative Unit Outcome Assessment and Reflection
AUO Reflection (skip if first year): First Year.
The AUO Assessment indicated the unit should…
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AUO Assessment Analysis Form
Use this form to summarize the results of the department meeting in which you discussed the results of
your AUO assessment.
Department
Meeting Date
Number of Staff participating
% of department
AUO (s) (measured
Assessment Tool
(Briefly describe assessment tool)
Assessment Analysis
(Summarize the assessment results;
discuss what needs and issues were
revealed)
Next Steps
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(How will you address the needs and
issues revealed by the assessment?)
Timeline for Implementation
(Make a timeline for how you will
implement the next steps outlined
above)
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4. Three year Goals based upon AUO reflection
Numbered
Goals (list in
priority
order)*
1
Provide
analytical and
technical
support needed
to meet
compliance
requirements
and provide
timely
information,
support and
guidance on
fiscal matters.
2
Periodic review
and assessment
of existing
process and
procedures
related to the
delivery of
major services.
3
Implementation
of new process,
procedures
and/or
technology
resulting in
improved
efficiencies and
increased
effectiveness.
Effectiveness
Link(s)*
SP4:
Institutional
Stewardship
SP5:
Institutional
Responsibilities
Program Plans
Actions
(include year)
Yr 1 Provide on-going training to staff as well as
perform periodic monitoring and assessment for
ability to meet compliance requirements.
Yr 2 Provide on-going training to staff as well as
perform periodic monitoring and assessment for
ability to meet compliance requirements.
Yr 3 Evaluate Goal
SP2:
Sustainable
Programs and
Services
SP5:
Institutional
Responsibilities
Program Plans
Yr 1 Review and assess current process and
procedures related to the delivery of major
services (i.e. Banking function, payroll process,
position control and budgeting).
Yr 2 Review and assess current process and
procedures related to the delivery of major
services (i.e. Banking function, payroll process,
position control and budgeting).
Yr 3 Evaluate Goal
SP2:
Yr 1 Within the constraints imposed by current
Sustainable
limited resources, implement newly identified
Programs and
solutions for improved services and increased
Services
efficiencies.
SP5:
Yr 2 Within the constraints imposed by current
Institutional
limited resources, implement newly identified
Responsibilities solutions for improved services and increased
Program Plans
efficiencies.
Yr 3 Evaluate Goal
Measure(s)
Measure ability to meet
compliance
requirements as
demonstrated by results
of annual audit.
Track completed
analysis and document
final recommendation.
Track completed
implementations and
perform periodic
assessment of newly
implemented solutions.
* If more than 3 AUO’s and/or effectiveness links are needed, contact the Planning and Research Office for assistance
5. Requests For Goal(s)
Please use the form at the link below to submit your resource requests:
http://www.cabrillo.edu/services/pro/programPlanning/ResourceRequests.html
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