Area Effectiveness Plan Report - Four Column
El Paso Community College
Planning - Vice President Admin & Financial Services
Measures & Baselines and Standards /
Strategies
Planning - Vice President Admin & Financial Measure:
Services - Internal Audit Process Procedure A draft of the new procedure is presented to
(2010-2011) - To address management
the President's Cabinet for review by
letter recommendation from external auditor October 30,2010.
regarding the creation of procedure
Data Source for Measure:
documenting the Internal audit of college
Department/Area Report
processes and functions.
Baseline and Standard:
The new procedure is adopted by Cabinet by
Planning Year(s):
November 30, 2010.Baseline: Internal Audits
2010 - 2011
processes are occurring based on risk
Actual Completion Date:
assessment of potential areas as identified
03/03/2010
by administration.
Objective Status:
In Progress
Strategy:
Budget Account Number:
Procedure
11000-73000
Strategy Description:
Person(s) Responsible:
First draft of procedure is completed by AVP
Josette Shaughnessy
by August 31, 2010 and forwarded to
Comptroller and Executive Assistant to the
President for comments. Final daft is
prepared for review by Cabinet in October
2010.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Objectives
Planning - Vice President Admin & Financial
Services - Non-Mandatory TransferTechnology Fund (2010-2011) - To allocate
tuition revenue collected from students to
the Technology Fund.
Planning Year(s):
2010 - 2011
Actual Completion Date:
03/03/2010
01/12/2012 12:33 PM
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available for procuring state-ofthe-art technology to enhance student
learning. Baseline: Allocation is ongoing
Results
Action & Follow-Up
10/27/2011 - Has not progressed due to heavy
workload.
Progress:
Satisfactory
Action Plan Status:
1 - Action Plan Needed
10/27/2011 - Procedure to be
drafted in Spring 2012 to be
reviewed and approved by Cabinet
by 8/31/2012
10/27/2011 - Full allocation based on enrollment
was completed every semester to allow purchases
of technology to enhance student learning
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
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Objectives
Objective Status:
Met
Budget Account Number:
11000-73280
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Non-Mandatory Transfer-Student
Government (2010-2011) - To allocate $5
per student from the tuition revenue
collected form students to the Student
Government Fund.
Planning Year(s):
2010 - 2011
Actual Completion Date:
03/03/2010
Objective Status:
Met
Budget Account Number:
1000-73281
Person(s) Responsible:
Josette Shaughnessy
01/12/2012 12:33 PM
Measures & Baselines and Standards /
Strategies
Results
Action & Follow-Up
based on the tuition revenue stream. As
enrollment increases, allocation is adjusted
to reflect the increase funded by tuition.
Strategy:
Allocation
Strategy Description:
Accounting receives enrollment information
and allocates $50 per student thru a transfer
from the Unrestricted Fund to the
Technology Fund.
Budget Impact:
Additional/New Funding Required
Projected Cost:
47811.0000
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available to fund student activities
and provide leadership training to students.
Baseline: Allocation is ongoing based on the
tuition revenue stream. As enrollment
increases, allocation is adjusted to reflect the
increase funded by tuition.
10/27/2011 - Allocation was completed at the end
of each semester for the benefit of the Student
Government FundProgress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
Student Government Fund
Strategy Description:
Accouting receives enrollment information
and allocates $5 per student to the Student
Government Association Fund thru a
transfer.
Budget Impact:
Additional/New Funding Required
Projected Cost:
9979.0000
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Objectives
Planning - Vice President Admin & Financial
Services - Non-Mandatory TransferIntercollegiate Athletics Fund (2010-2011) To allocate $3 per student and $1.50 per
credit hours from the tuition revenue
collected from students to the Intercollegiate
Athletics Fund.
Planning Year(s):
2010 - 2011
Actual Completion Date:
03/03/2010
Objective Status:
Met
Budget Account Number:
11000-73282
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Non-Mandatory TransferInstructional Equipment (2010-2011) - To
allocate $12 per student from the tuition
revenue collected from the students to the
Instructional Equipment Fund.
Planning Year(s):
2010 - 2011
Actual Completion Date:
03/03/2010
Objective Status:
Met
Budget Account Number:
11000-73283
01/12/2012 12:33 PM
Measures & Baselines and Standards /
Strategies
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available to fund Intercollegiate
Athletics and provide scholarships to
talented athletes. Baseline: Allocation is
ongoing based on the tuition revenue
stream. As enrollment increases, allocation
is adjusted to reflect the increase funded by
tuition.
Results
Action & Follow-Up
10/27/2011 - Allocation based on actual
enrollment was completed by the end of each
semester for the benefit of the Intercollegiate
Athletic Fund.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
Allocation
Strategy Description:
Accounting receives enrollment information
and allocates $3.00 per student and $1.50
per credit hour per semester.
Budget Impact:
Additional/New Funding Required
Projected Cost:
20457.0000
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available to fund instructional
equipment that enhances student learning in
the various disciplines. Baseline: Allocation
is ongoing based on the tuition revenue
stream. As enrollment increases, allocation
is adjusted to reflect the increase funded by
tuition.
10/27/2011 - Allocation was completed at end of
each semester to fund instructional equipment
needed to support the various disciplines.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
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Objectives
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - New Programs (2010-2011) - To
update budgets for new self-supporting
programs created during the fiscal year.
Planning Year(s):
2010 - 2011
Actual Completion Date:
03/03/2010
Objective Status:
Met
Budget Account Number:
12270-S12270
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Budget Development for Fiscal
Year 2011/2012 - To balance the
2011/2012 budget in response to the State
01/12/2012 12:33 PM
Measures & Baselines and Standards /
Strategies
Results
Action & Follow-Up
Strategy:
Instrucional Equipment Fund
Strategy Description:
Accounting receives enrollment information
and allocates $12 per student to the
Instuctional Equipment Fund thru a transfer
from the Unrestricted Fund.
Budget Impact:
Additional/New Funding Required
Projected Cost:
9583.0000
Measure:
Budget is increased based on upcoming
new programs usually generated to absorb
costs not covered by a grant or contract.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available based on revenue
generated from the new program. Baseline:
Current budget is established to absorb new
programs.
10/27/2011 - The budget allocated to new selfsupporting programs was updated to
accommodate the need to provide new programs
to the community.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
New Programs Budget
Strategy Description:
Once submitted to the Budget Office, selfsupporting programs are reviewed for budget
accuracy and a determination is made as to
increase the budget for the new programs.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Measure:
The Proposed Budget for FY 2011/12 is
presented to the Board of Trustees for
approval.
10/27/2011 - The Board of Trustees adopted the
fiscal year 2011-12 budget on August 10, 2011 as
proposed by the administration.
Progress:
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Objectives
fiscal crisis
Planning Year(s):
2010 - 2011
Expected Completion Date:
08/31/2011
Actual Completion Date:
08/31/2011
Objective Status:
Met
Budget Account Number:
11000-73000
Person(s) Responsible:
Josette Shaughnessy
01/12/2012 12:33 PM
Measures & Baselines and Standards /
Strategies
Data Source for Measure:
Budget Data
Baseline and Standard:
The rollover 2010/11 Budget is the baseline
subject to changes due to changes in
revenue streams.
Results
Action & Follow-Up
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
Examine budget strategies that will result in
a balanced budget for FY 2011/2012
Strategy Description:
Meet with President regarding the
Preliminary Budget
Hold monthly budget workshops with Board
of Trustees regarding projected revenue and
expenses, and the funding of critical needs
on limited resources
Present the Proposed Budget for final
approval by the Board in August
Budget Impact:
Rollover/Maintain Current Funding
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Area Effectiveness Plan Report - Four Column
El Paso Community College
Planning - Vice President Admin & Financial Services
Measures & Baselines and Standards /
Strategies
Planning - Vice President Admin & Financial Measure:
Services - Relocation of AVP's Office to
Completed by December 31, 2010.
New VP Finance Complex (2009-2010) Data Source for Measure:
Allow expansion of Budget Office.
Department/Area Report
Baseline and Standard:
Planning Year(s):
Improve working conditions. Baseline: Full2009 - 2010
time employee does not have adequate
Expected Completion Date:
working space.
01/31/2011
Objectives
Objective Status:
In Progress
Budget Account Number:
11000-73000
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Update CAFR Report (20092010) - Revamp format of Comprehensive
Annual Financial Report (CAFR). Current
format meets all of the GFOA requirements
and has been awarded the "Certificate of
Achievement for Excellence in Financial
Reporting" for each year since 1996.
Planning Year(s):
2009 - 2010
Expected Completion Date:
02/28/2011
Actual Completion Date:
02/28/2011
Objective Status:
Met
01/12/2012 12:33 PM
Results
Action & Follow-Up
10/18/2010 - Work in progress, has not been
completed by Physical Plant.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
10/27/2011 - AVP/VP Finance
Complex was completed in Summer
2011. Office of the AVP moved to
its new offices late Summer to allow
Physical Plant to start renovating
the vacated area for the expansion
of the Budget Office.
Strategy:
Relocation of the AVP's Office
Strategy Description:
Once AVP's office is relocated, expansion of
Budget Office will occur.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
0.0000
Measure:
Completed by February 28, 2010.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Upgrade presentation of CAFR. Baseline:
Currently in compliance with GFOA reporting
requirements.
11/11/2010 - Presentation of statistics in the
MD&A section was revised for 8/31/09 CAFR.
Planning and research for enhancing format is
ongoing. Current format meets all of the GFOA
requirements and has been awarded the
"Certificate of Achievement for Excellence in
Financial Reporting" for each year since 1996.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
Pictures and Charts
Strategy Description:
Include pictures and charts in report.
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Objectives
Budget Account Number:
11000-73000
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Allocation of Student Fees to the
Technology Fund (2009-2010) - To allocate
tuition revenue collected from students to
the Technology Fund.
Planning Year(s):
2009 - 2010
Actual Completion Date:
03/09/2009
Objective Status:
Met
Budget Account Number:
11000-73280
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Allocation of Student Fees to
Student Government (2009-2010) - To
allocate $5 per student from the tuition
revenue collected from students to the
Student Government Association Fund.
Planning Year(s):
2009 - 2010
Actual Completion Date:
03/09/2009
Objective Status:
01/12/2012 12:33 PM
Measures & Baselines and Standards /
Strategies
Results
Action & Follow-Up
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available for procuring state-ofthe-art technology to enhance student
learning. Baseline: Allocation is ongoing
based onthe tuition revenue stream.
08/31/2010 - Allocations completed timely for
appropriate fiscal year.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
Enrollment Information Received by
Accounting
Strategy Description:
Accounting receives enrollment information
and allocates $50 per student thru a transfer
from the Unrestricted Fund to the
Technology Fund.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available to fund student activities
and provide leadership training to students.
Baseline: Allocation is ongoing based on the
tuition revenue stream.
08/31/2010 - Allocations completed timely for
appropriate fiscal year.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
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Objectives
Met
Budget Account Number:
11000-73281
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Allocation of Student Fees to the
Intercollegiate Athletics Fund (2009-2010) To allocate $3 per student and $1.50 per
credit hour from the tuition revenue
collected from students to the Intercollegiate
Athletic Fund.
Planning Year(s):
2009 - 2010
Actual Completion Date:
03/09/2009
Objective Status:
Met
Budget Account Number:
11000-73282
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Allocation of Student Fees to the
Instructional Equipment Fund (2009-2010) To allocate $12 per student from the tuition
01/12/2012 12:33 PM
Measures & Baselines and Standards /
Strategies
Results
Action & Follow-Up
Strategy:
Student Government Association Fund
Strategy Description:
Accounting receives enrollment information
and allocates $5 per student to the Student
Government Association Fund thru a
transfer.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available to fund Intercollegiate
Athletics and provide scholarships to
talented athletes. Baseline: Allocation is
ongoing based on the tuition revenue
stream.
08/31/2010 - Allocations completed timely for
appropriate fiscal year.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
Intercollegiate Athletics Fund
Strategy Description:
Accounting receives enrollment information
and allocates $5 per student to the Student
Government Association Fund thru a transfer
from the Unrestricted Fund.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Measure:
Allocation is done by Accounting on a
semesterly basis.
Data Source for Measure:
08/31/2010 - Allocations completed timely for
appropriate fiscal year.
Progress:
Satisfactory
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Objectives
revenue collected from the students to the
Instructional Equipment Fund.
Planning Year(s):
2009 - 2010
Actual Completion Date:
03/09/2009
Objective Status:
Met
Budget Account Number:
11000-73283
Person(s) Responsible:
Josette Shaughnessy
Planning - Vice President Admin & Financial
Services - Update Budget for New SelfSupporting Programs (2009-2010) - To
update budgets for new self-supporting
programs created during the fiscal year.
Planning Year(s):
2009 - 2010
Expected Completion Date:
08/31/2010
Actual Completion Date:
08/31/2010
Objective Status:
Met
Budget Account Number:
12270-S12270
Person(s) Responsible:
Josette Shaughnessy
01/12/2012 12:33 PM
Measures & Baselines and Standards /
Strategies
Results
Action & Follow-Up
Action Plan Status:
Department/Area Report
0 - No Action Plan Necessary
Baseline and Standard:
Funding is available to fund instructional
equipment that enhances student learning in
the various disciplines. Baseline: Funding is
available to fund based on enrollment.
Strategy:
Instructional Equipment Fund
Strategy Description:
Accounting receives enrollment information
and allocates $12 per student to the
Instructional Equipment Fund thru a transfer
from the Unrestricted Fund.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Measure:
Budget is increased based on upcoming
new programs usually generated to absorb
costs not covered by a grant or contract.
Data Source for Measure:
Department/Area Report
Baseline and Standard:
Funding is available based on revenue
generated from the new program. Baseline:
Current budget is established to absorb new
programs.
08/31/2010 - Met based on reallocation of funds
from other self-supporting programs.
Progress:
Satisfactory
Action Plan Status:
0 - No Action Plan Necessary
Strategy:
Budget Accuracy
Strategy Description:
Once submitted to the Budget Office, selfsupporting programs are reviewed for budget
accuracy and a determination is made as to
increase the budget for the new programs.
Budget Impact:
No Funding Needed
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Objectives
Measures & Baselines and Standards /
Strategies
Results
Action & Follow-Up
Projected Cost:
0.0000
01/12/2012 12:33 PM
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