Los Angeles Harbor College Mission Statement
Los Angeles Harbor College Administrative Services’ Mission Statement
Business Office’s Mission Statement & Values
Business Office’s Description

Organizational Chart

Description of Work Performed by Business Office
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3
4
5
6
Description of Business Office’s Staff’s Duties

Senior Accountant

Accounting Technician

Senior Accounting Technician

Accounting Assistant
Business Office’s Data Assessment
Business Office’s Support to College Programs and Services
Business Office’s Service Area Outcomes
7
8
9
10
12
16
18
Business Office’s Goals and Objectives

2007 - 2010 Objectives and Outcomes 19

2011-2012 Goals and Objectives 20
Business Office’s Review Summary
22

2011-2012 Staffing Needs 23

2011-2012 Equipment Needs 24
25 Appendix
Survey Results
Staffing Comparison
Unit Plans

Business Office Unit Plan 2007-2008

Business Office Unit Plan 2008-2009
2

The mission of Los Angeles Harbor College is to offer an environment that fosters learning by providing comprehensive programs that meet the educational needs of students and are appropriate and useful to the community we serve, including:

Degree and Transfer Programs

Vocational and workforce preparation

Basic skills instruction

English as a second language

Credit and noncredit courses for life-long learning

Contract education including customized corporate training

Community services

Support services

Information Literacy
An essential aspect of the mission for the community we serve is to advance economic growth and global competitiveness through education, training, and services that contribute to continuous workforce improvement and civic responsibility.
We are committed to student learning in a supportive educational environment that recognizes the uniqueness of individuals, provides a center for the cultural enrichment of the community and seeks dynamic dialog and reflective evaluation and improvement of the institution.
The Administrative Services units strive to support student learning and student services with effective and efficient business operations by providing a quality learning environment that is aesthetically pleasing, safe, and healthful. The Administrative Services area supports the mission of the college by providing adequate resources required to meet student learning needs both in services and the environment.
3

The Business Office provides support to the college in the area of accounting and budgetary functions. We seek to render timely, efficient and effective service to faculty, staff, administrators and students, as well as to customers both within and outside the college community. We strive to maintain and enforce strong ethical and professional standards, while adhering to college policies and procedures. In addition, we aim to uphold the highest standard of excellence in the performance of our daily responsibilities. Our goal is to further the mission of the college through exemplary service and support. We recognize the need to continue to learn and adapt to innovative ideas and technologies.
TEAMWORK: We are dedicated to work together to provide the best possible services to the
Harbor College Students and Employees and sustain the positive work environment.
COMMITMENT : We are fully committed to support all college operations and work closely with all departments to constantly improve efficiency. We are committed to follow the District guidelines and procedures and meet all deadlines for the reports.
4

Senior
Accountant
Accounting
Assistant
Senior
Accounting
Technician
Accounting
Assistant
Accounting
Technician
5
Accounting
Technician
Accounting
Technician

The Business Office provides professional services to students, faculty, staff, and administrators in areas of accounting and budgetary services. Other work includes:
Enrollment and other Students Fees
Transcripts and Enrollment Verifications
Dishonored/returned Checks
Financial Aid Overpayments
Oceanography Fees
Parking Fees
I-TAP Cards
Duplicate Registration Forms and Parking
Electronic Fund Transfer (EFT) Requests
Lost Warrant Affidavit
Associated Student Organization Related Services
Refunds to Harbor Students
Manage Students Scholarships Account
Book Vouchers for Scholarship students
6

SENIOR ACCOUNTANT

Supervise Business Office to insure Business Office provides our students and employees the best possible services, meets deadlines for all reports, and deposits done in timely and accurate matter.
 Interview and hire temporary cashiers for the “rush” period and other staff when needed.
Initiate their assignments and any changes on Portal.

Process all fund commitments (conferences, student travel, postage, utilities, and miscellaneous commitments; send to the A/P District Office; communicate with persons processing payments and contact initiators when needed. Check for payments per employees or departments request.

Process Mileage, send to the district, check for payments when asked; communicate with
A/P personal and employees if there are any problems.

Prepare EOPS invoices for Bookstore Vouchers.

Process SFP invoices (to bookstore, agencies, or SFP to pay for students fees), Journal
Vouchers when requested or when adjustments to be made.

Supervise and participate in process of setting up OC then process payments.

Handle Student complains, Promissory Notes, and Petitions; resolve problems at the cashier’s window.

Service Students, employees at the counter (to distribute checks, answer to their inquires, to collect payments)

Process Cal Card payments

Prepare window schedule and resolve problems with employees regarding this task.

Participating in WEB Students Registration Process. (Do the printouts, resolve discrepancies)

Supervise ASO processing: Deposit collection
1.
Issue checks
2.
1099-Misc., 1096 forms to the lawyer and to the IRS
3.
Journal Vouchers for the adjustments and booking income and recording
4.
Expenses.
5.
Reports (ASO Trial Balance) monthly
6.
Bank reconciliation monthly
7.
End of FY Financial Statements
8.
Postings transactions on QuickBooks
 Fund “D” processing scholarships deposits and payments out them for students
1.
Deposits and checks for Nursing
2.
Deposits and checks for Scholarship students
3.
Invoicing agency for students
7

4.
Processing payments to Business Office and Bookstore for all students getting paid by agencies ( Dept of Rehab, Dept of VA, Air Force, MyCAA, etc),
SFPs, and scholarships.
5.
Reports monthly
6.
Bank reconciliation monthly
7.
End of FY Financial Statements
8.
Postings all transactions on QuickBooks

IMED forms from International Student Center.

Request unpaid Fees reports for International Students from the District, verify reports, and supply ISC with this reports and inserts.

Communication with other college departments to resolve any problems or questions
(Admission, International Student Center, Academic Affairs, Students Services, etc)

Answer telephone inquires from students and staff.

Ordering supplies.

Back up for Bookstore reports and any other reports or tasks when an employee is absent.

Taking care of F/A issues.

Process Student Returned checks when staff is on vacation.

Prepare Cafeteria reports and send to the District Accounting.

Prepare Miscellaneous reports when Madeleine is on vacation to meet dead line.

Training to personnel.

Process electronic invoices for Military Spouses, Navy and Army Students.

Supervise payment process for e-invoices, Air force CD payments.

Supervise and process VA – chapter 33 E-WIRE payments and refunds.

Analyze and make adjustments to accounts.

Developing and setting procedures and rules for the Business Office

Timesheets for Business Office employees.

Attending meetings (CFA, Managers)

Any other problems, issues, and inquiries those arise every day in the Business Office.
ACCOUNTING TECHNICIAN

Classifies clerical accounting transactions; maintains, reconciles accounts; reviews and verifies accounting related documents and resolves discrepancies.

Verifies the accuracy and completeness of accounting data and determines the accounts affected and entries to be made. Summarizes transactions and prepares control and posting documents.

Reconciles accounts by comparing account balances with related data to assure agreement; reviews records and source documents to identify sources of discrepancies; and determines corrective entries required to balance accounts. Abstracts data from accounting records for use in reports.

Researches accounts, reports, statements and source documents for specified information.

Learn specialized software applications (SAP, DEC, QuickBooks, Excel) and effectively utilize in the processing of accounting related data.

Answers inquiries from students, administrators, staff regarding fees, holds, scholarship balances, commitments, expenditures, account balances, and accounting procedures and policies.

Reviews accounts to verify their accuracy and adequacy of supporting documents.

Process revolving fund reimbursements or other employee claims for reimbursement.
8


Critically review source data and detect and correct errors in accounting records Make arithmetical computations and deposits rapidly and accurately.

Post accounting data accurately in SAP. Process ASO transactions and post them on
QuickBooks.

Maintain accurate accounting files and records.

Prepare routine correspondence and reports.

Follow written and oral directions.

Work with frequent interruptions and under the pressure of recurring deadlines. Work independently.

Work effectively and cooperatively with District and Harbor college staff and students.

Prepares Bookstore deposits daily.

Services students, faculty, and staff at the counter.

Back up for Miscellaneous deposits

I-Tap selling and reconciliation, Metro contact.

Process ASO checks

Prepare and post ASO Journal Adjustment Vouchers

Deposit ASO Collection

Post all transaction on QuickBooks

Prepare Bank Reconciliation

Distribute ASO Trial Balance to ASO monthly

Prepare Financial Statements at the FY end

Communicate with ASO staff

Other related ASO duties

Back up for Process various Commitments.

Answer phone inquiries from students, faculties, and staff.

Assist armed truck with deposits.

Web printouts, student fees verification

Prepare Miscellaneous and Cafeteria Deposits daily.

Services students, faculty, and staff at the counter.

ASO and Fund D deposits weekly or when needed.

Assists Senior Accountant with Fund “D” scholarships:

Issue checks on students behalf to the Business Office and Bookstore

Maintain files for each student with scholarships.

Maintain Excel file for the scholarships.

Assists Senior Accountant with invoices to bill awarding agencies.

Contact students, F/A, and agencies regarding scholarships.

Help Senior Accounting Technician with Misc. collection paperwork and reports.

Web payments for the student fees: makes and mails printouts to students.

Print weekly Financial Aid Institutional Charges reports from Web/Albacore.

Assist Senior Accountant with invoices.

Distribute checks to the employees, and students.
SENIOR ACCOUNTING TECHNICIAN

Responsible for overseeing the day –to-day operation of the Business Office.

Oversees and trains staff in the balancing of cash drawers and deposits.

A lead person in Business Office personal/evening shift.
9


Change Fund- responsible for ordering and balancing of cash in the safe.

Prepare weekly Miscellaneous report.

Credit card charge back.

Deposit Miscellaneous checks received through campus mail to the proper account.

Revolving fund reconciliation monthly.

Process students refund checks.

Reconciliation of Suspense Account.

Community Services class fees collections and swapmeet collections.

Services students, faculty, and staff at the counter.

Creates counter schedule.

Handle and solve problems in the Business Office and at the cashier’s counter.

Process E-WIRE payments and issue refunds for Ch. 33 Department of VA students.

Answer phone inquiries from students, faculties, and staff.

Distribute checks to the employees.

Assist armed truck with deposits.

Back up for Sr. Accountant during her absence (timesheets, window schedule, FA issues,
Cal Cards).

Prepare Cafeteria monthly reports.

Process WEB Student payments receipts and WEB payments reconciliation and adjustments.

Supplies for cashiering: toner, receipts, ribbons, cash register tape, etc.

Financial Aid process and maintain records of financial aid disbursements, cancellations, and keeps files.

Places holds.

Financial Aid Affidavits / lost warrants – send to the District Accounting

Reconcile and maintain records of all Fees deducted from student Financial Aid checks.

W9S forms, 1099.

Process Fund Commitments for Student Travel, Postage, other Commitments.
 ASO, Fund ”D” , and Community Services deposits

Prepare daily Change Fund used by Business Office, Cafeteria, and Athletics.

Back up for ASO when Manuel is not available, posting on QuickBooks.

IMED form from International Student Center: to verify, make copies, and send original to the District(look in the file for sample)

Handle irate students.

Helping with processing payments on invoices.

Services students, faculty, and staff at the counter.

Answer phone inquiries from students, faculties, and staff.

Distribute checks to the employees.
ACCOUNTING ASSISTANT

Performs routine clerical accounting and cash collection duties.

Receives daily cash, checks, and credit card collections from various locations, reconciles collection with receipts, prepares the daily bank deposit; and follows a fiscal unit's established practices and procedures in the clerical processing and recording of accounting transactions and information which includes posting, checking, and matching documents.
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
Checks source documents for common errors in totals, adjustments, and balances.

Codes accounting documents based on detailed procedures and account classifications.

Posts transactions to accounting records.

Logs and sequences source documents, enters accounting data in registers, sorts documents by codes, and matches documents to accounts to assure that entries are properly posted.

Reviews files to assure complete and authentic documentation for transactions.

Compiles information from current accounts in the preparation of standard accounting reports.

Contacts business office personnel to resolve problems relating to cash collections, balances, and deposits.

Answers inquiries from administrators, supervisor, and students regarding students fees, holds, and scholarships.

Reconciles discrepancies in accounts caused by coding, transpositions, or missing source documents.

Collects money and issues receipts, such as registration fees, nursing and oceanography fees, and I-TAP cards and reconciles cash collections with receipts.

Count large amounts of cash quickly and accurately, totals currency, checks, and charge card; writes deposit slips; and packages deposits for bank.

Prepares cash boxes and change funds for various operations or special events.

Maintains an inventory of tickets sold for admission to various events.

Effectively utilizes computer equipment in the performance of duties.

Operates a variety of equipment including computers, coin counters, coin wrappers, calculators, copiers, and cash registers.

Maintain accurate accounting files and records

May distribute checks for scholarships, grants, and loans to students.

Assist students and employees at a counter.

Prepares Miscellaneous and Cafeteria Deposits daily.

Services students, faculty, and staff at the counter.

ASO and Fund D deposits weekly or when needed.
 Assists Senior Accountant with Fund “D” scholarships.

Issues checks on students behalf to the Business Office and Bookstore

Maintains files for each student with scholarships.

Maintains Excel file for the scholarships.

Assists Senior Accountant with invoices to bill awarding agencies.

Contact students, Financial Aid, and agencies regarding scholarships.

Helps Senior Accounting Technician with Misc. collection paperwork and reports.

Web payments for the student fees: makes and mails printouts to students.

Prints weekly Financial Aid Institutional Charges reports from Web / Albacore.

Assists Sr. Accountant with invoices.

Answer phone inquires from students, faculties, and staff.

Distribute checks to the employees, and students.

Assist armed truck with deposits.
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To process Requests for Conferences commitments:
1.
Check the signatures, calculations, and accounts(if existed and have enough balances/ open Financial Report by Fund )
2.
Assign number to the conference request form (take the next number from Business
Office book, TH______, write the number on it.)
3.
Open SAP, FMZ1, input information from Request for Conference on the screen: a.
TH____number(1) b.
Employee Name(2) c.
Sponsoring Agency(3) d.
Account(4) e.
Amount(5)
Check (use icon) if everything is okay, then save. SAP will give a commitment #.
Record SAP fund commitment # on Request for Conference Form.
4.
Log in information in the book: date, doc #, name, commitment #
5.
Pay attention if an employee’s number starts with 1…. It maybe a vendor # under the same number. Usually only last 4-5 digits to type as an employee’s number in cases like that.
If the employee is not set up on SAP as a vendor, email to District Accounts Payable (A
P Vendor Maintenance) to request the set up.
You can use screen FK03 Display Vendor screen to check if it’s set up.
6.
After commitments are done, it’s a good idea to check Commitment Detail screen on
SAP to make sure no mistakes made.
7.
If you need to change anything on the commitment, go to FMZ2, input the commitment number, press enter, then make your corrections.
8.
Make copies to us, file in a folder. Pink copy – for Payroll.
9.
Send originals to originating offices.
Cal Card payment process:
1.
Fund Commitment Authorization Form signed by President and approved by Vice
President of Administrative Services.
2.
CAL-CARD Purchasing Log
3.
Memo statement from US Bank signed by cardholders.
4.
Statement from US Bank: Corporative Activity, this serves as an invoice.
5.
Copies of all receipts. President’s Executive Assistant keeps original receipts.
6.
Statements usually received around 22-24 th
of each month. We should process the documents by 8 th
of the next month.
Amendments to Fund Commitments:
1.
Check Financial Report by Fund if the balance is enough to cover the amendment.
2.
Open SAP, FMZ2
3.
Type the commitment number, enter.
4.
Check for Consumption. If they already used the amount in full, create a new document with the same number.
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5.
If the Fund Commitment is still unused or used partially and open, go to the next line to type additional information and additional amount.
6.
Save it.
7.
Make copy for our file.
To process Miscellaneous Fund commitments (Specially Funded Programs employee reimbursements):
1.
Check the signatures, calculations, and accounts (if existed and have enough balances/ you can open Financial Report by Fund from LACCD reports).
Make sure that Fund Commitment form has a program title and period; the event description and the date of the event.
Please see the original itemized receipts are attached to the documents.
Make sure that tips or other gratuities are not included.
List of attendees to be included.
2.
Assign number to the Fund Commitment Authorization Form (take the next number from our book, AH…), write the number on it.
3.
Open SAP, FMZ1, process commitments (sample set attached), and write # on Fund
Commitment Authorization form.
4.
Log in information in the book: date, doc #, name, commitment #
5.
Pay attention if an employee’s number starts with 1…. It maybe a vendor # under the same number. Usually only last 4-5 digits to type as an employee’s number in cases like that.
If the employee is not set up on SAP as a vendor, email to District Accounts Payable (A
P Vendor Maintenance) to request the set up.
You can use screen FK03 Display Vendor screen to check if it’s set up.
6.
After commitments are done, it’s a good idea to check Commitment Detail screen on
SAP to make sure no mistakes made.
7.
If you need to change anything on the commitment, go to FMZ2, input the commitment number, press enter, and then make your corrections.
Don’t forget to save after changes made.
8.
Make copies and file in our folder.
9.
Send originals to Shirley Leyva, District Accounts Payable.
Stale dated commercial checks procedure:
1.
Review all checks to identify any stale dated checks.
2.
Try to contact an employee or a person to whom the checks issued to.
3.
Ask them if they want checks to be replaced.
4.
Prepare Memo to LACCD Accounts Payable, Dale Finstad and Jean Lim listing all returned stale dated checks with the replacement requests. Save a copy for the Business
Office.
5.
If we can’t find and contact people, before end of FY send checks to A/P LACCD and ask to cancel the stale dated checks.
Stale dated miscellaneous checks procedure:
1.
Review all checks to identify any stale dated checks.
2.
Try to contact students or employees to whom the checks issued to.
3.
Ask them if they want checks to be replaced.
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4.
Prepare Memo to LACCD Accounting Dept, Eleanor Walker listing all returned stale dated checks with the replacement requests. Save a copy for the Business Office.
5.
If we can’t find and contact people, before end of FY send stale dated checks for cancellation.
To process Postage commitments:
1.
Check the signatures(VP of Administration or designee), and accounts(if existed and have enough balances/ you can use Financial Report by Fund from LACCD reports)
2.
Assign number to the Funds Commitment Authorization Form (take the next number from our book, AH…), write the number on it.
3.
Open SAP, FMZ1, process commitments (sample set attached), and write commitment # on the Funds Commitment Authorization Form.
4.
Log information in our book where we log all miscellaneous fund commitments.
Park document on FV60:
1.
Open FV60, Park Vendor Invoice screen.
Open Basic Data tab:
Type vendor #, invoice and posting date, amount, and text ”Postmaster, Campus Mail” or “Long Beach Bulk Mail” see what the payment is for.
Under References: type the document # AH___.
Type: account, amount, cost center, fund, business area (H000), text.
Put under earmarked fund: fund commitment that you have created .
Open Payment tab:
Payment method: O for B warrant.
Payment method Sup. Change to H (check to be delivered to Harbor College)
Payment terms: 0001
House Bank: BOAM
2.
Log in information in the book under Postage: date, AH____,SAP doc #( like 190……).
3.
Please check Commitment Detail screen on SAP to make sure no mistakes made.
4.
Make copies and file in our folder.
5.
Send originals to Grace Chow, District Accounts Payable.
Mileage process:
1.
Check mileage claim for signatures, verify calculations (starting January 1, 2010 the rate per mile is $0.5), and check if the account (always 584100) has a balance to cover this claim.
2.
Assign the number MH____ (take the next number for mileage claim from our book); write the number on the document.
3.
Make copy and file in our book.
4.
Send original by courier mail to Shirley Leyva, Accounts Payable.
To process Miscellaneous Fund commitments - Student Travel Advance Form to be used to request the following:
1.
Advance for purchase of meals to student during the event.
2.
Payment request for Lodging
3.
Payment request for entry fees for the event
4.
Miscellaneous expenditures allowed under District Policies.
5.
One form created for each sport, vendor name and number is required.
14

6.
Check the signatures (VP of Administration), calculations, and accounts (if existed and have enough balances).
7.
Assign number to the Fund Commitment Authorization form (take the next number from our book, AH…), write the number on it.
8.
Open SAP, FMZ1, process commitments (sample set attached). One Fund Commitment document to be created for each form with each payment type(Meals, lodging, entry fee, etc), and the event entered as individual lines.
Write Fund Commitment # on Fund Commitment Authorization form.
9.
Log in information in the book: date, doc #, name, commitment #
10.
Pay attention if an employee’s number starts with 1…. It maybe a vendor # under the same number. Usually only last 4-5 digits to type as an employee’s number in cases like that.
If the employee is not set up on SAP as a vendor, email to District Accounts Payable (A
P Vendor Maintenance) to request the set up.
You can use screen FK03 Display Vendor screen to check if it’s set up.
11.
After commitments are done, it’s a good idea to check Commitment Detail screen on
SAP to make sure no mistakes made.
12.
If you need to change anything on the commitment, go to FMZ2, input the commitment number, press enter, then make your correction
Don’t forget to save after changes made.
13.
Make copies to us, file in a folder.
14.
Send originals to Shirley Leyva at District Accounts Payable.
15

STUDENTS
1.
Enrollment and other Students Fees
2.
We have an increase in the number of Veterans Students that received payments from:

Dept of Veterans Ch. 33 Veterans - E-Wire payments

E-invoices for Navy and Army students process by BO

Military Spouses / set up Web access and process e-invoices
Transcripts and Enrollment Verifications
3.
Dishonored/returned checks
4.
Financial Aid Overpayments
5.
Oceanography Fees
6.
Nursing Fees
7.
Parking Fees
8.
I-TAP Cards
9.
Duplicate Registration Forms and parking
10.
Refunds to Harbor Students
11.
Refunds to VA Ch. 33 students E-Wire payments
12.
Lost Warrant Affidavit
13.
Manage Students Scholarships account
•
Making file and keep records for each student of all transactions
•
•
•
Preparing invoices to the agencies;
E-invoicing invoices for Navy, Army students
Issuing checks from scholarships accounts
•
•
•
•
•
•
Providing students with information
Scholarships deposits
Bank reconciliation, etc
Issue book vouchers to students with scholarships
Preparing invoices to the agencies for books and supplies
Issuing and processing checks from scholarships accounts to Bookstore to pay
for Book Vouchers
•
•
•
Bank reconciliation
Posting transactions on QuickBooks
Preparing financial statements, etc.
14.
Change of addresses, assistance with W-9S forms.
15.
Business office also process invoices for EOPS students with Harbor Bookstore vouchers and deposit payments to the Bookstore account.
•
Review bookstore AR for EOPS students & prepare an invoices each semester.
16.
Processing Financial Aid overpayments, institutional charges, scholarships, providing help with Financial Aid Higher One cards, holds, and etc.
16

STAFF
• Distributing checks
• Processing revolving fund requests and issue payments to Harbor College
employees.
• Processing conference commitments, student travel advance forms,
reimbursements to employees, mileage requests, etc.
• Researching data and answering to inquires
• Processing telephone and utilities bills.
• Preparing Miscellaneous, Bookstore, and Cafeteria reports. We provide
information to SFP and different departments regarding students’ fees and holds.
• Review Students Fees on DEC
• Preparing invoices
• Processing payments
We are in contact with Admission and Records Office regarding students’ enrollment, holds, and processing payments on their behalf. The Business office provide services to International
Students Center providing needed information, requesting reports from LACCD for international students fees, making deposits of application fees collected. Business office provide International
Students Center, Oceanography, Library, and Health Student Center with Auxiliary Receipts.
We collect ASO membership fees and provide various services to ASO in area of accounting
•
•
•
Preparing deposits
Issuing checks
Bank reconciliation
•
•
Posting transactions on QuickBooks
Preparing financial statements, etc.
Business Office work with office of VP of Students Services regarding Students Petitions, payment plans, giving information related to student fees and holds. We are providing services to the Nursing Department by collecting Nursing students fees, making deposits, issuing checks to pay for Nursing Tests. Business Office are also working with Plant Facilities making deposits for recycling collection, processing Revolving Fund requests. Daily we are preparing deposits for
Community Services including swap meets; processing students’ refunds, provide CS with parking stickers. Business Office is providing every day services to the Bookstore and Cafeteria.
We also work with LAHC Foundation in area of scholarships and Foundation holds.
Business Office prepare and provide LACCD with Bookstore, Cafeteria, and Miscellaneous
Reports weekly. Miscellaneous report includes Community Services, Financial Aid, and collection and deposits for any other Harbor College departments.
17

Service Area Outcomes
Students are aware of the
Cashiers office but they are unaware that it is part of the
Business Office. The Business
Office will promote itself more so that students know who they are dealing with.
Students are aware that we sell parking passes and collect fees, but most are unaware that the bus passes are also sold. We will promote the bus pass program to the students.
Faculty is aware of the
Business Office but currently do not have a need to visit the office. The Business Office will seek information from the faculty on what they would like the Business Office to offer to them.
Methods of Assessment

Student Survey

Flyers

Electronic Sign

Website

Flyers

Electronic Sign

Campus Newspaper

Faculty Survey

Emails

Focus Group
Measurement
Criteria

Survey
Results

Feedback

Emails

Sales Figures

Feedback

Emails
(To be determined after analysis.)

Survey
Results

Email
Feedback
Summary and
Analysis of Data
(To be determined after analysis.)
(To be determined after analysis.)
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Use of Results and
Modifications
To weigh how students truly rate the Bookstore
Staff and the services.
To decide if other types of tickets would be profitable for the Business Office to sell.
To determine if there are services the Business
Office could offer to faculty.

2009
2009
2009
2010
2010
2010
Year
2008
2008
2008
2009
Objective
Move cashier operations to Business Office to consolidate offices in one location.
Install two new credit card machines and ESC for electronic check processing.
Train Business Office staff to work on new equipment.
Process I-TAP cards.
Status
C
C
C
IP
Open an additional window. C
Outcome
More effective services to students and employees.
Reduced number of unpaid checks returned for insufficient funds.
Effective use of equipment reduced mistakes in processing.
Helps students to afford transportation and supports a cleaner environment.
Better serves students during “rush time.
C Saves time for Business Office staff. Automated printing of ASO checks.
E-Wire payment and refund for VA Ch. 33 students.
Scan ASO documents and go paperless.
Cross training the Business Office staff.
Removed old and unused equipment.
IP
IP
IP
IP
Effectively serves student veterans and scholarship students.
Increasing efficiency of the Business Office.
Employees are able to assist in fulfilling work duties in the absence of co-workers.
Utilized old Personnel Office allowing more room in the Business Office.
STATUS
C = Completed
IP = In Progress
NI = Not Implemented
19

GOAL # 1: To increase security in the Business Office.
Objective Planned Activities
Review Business Office policy and procedures.
Restrict access to the vault.
Preventive measures to control change fund.
Update vault and safe control procedures.
Installation of a security camera.
Counting money weekly and control counting every 2-3 weeks
Individual
Responsible
Start
Date
End
Date
Senior Account July 2011 December
2011
IT & Facilities or Contractor
July 2011 Not determined
Senior Account July 2011 Not determined
Resource Request
Administrative Support
Camera and work to be performed by college staff.
None needed.
GOAL # 2: To increase the Business Office efficiency.
Objective Planned Activities Individual
Responsible
Start
Date
End
Date
Resource Request
Senior Account July 2011 Ongoing Administrative Support Reorganization and redistribution of workloads.
Go paperless on as many documents as possible.
Review Business Office policy and procedures.
Review current duties and reassign.
Scanning of Business Office documents.
Review and update current policies and procedures.
Senior Account July 2011 Ongoing Student Workers
Senior Account July 2011 Ongoing Administrative Support
20

GOAL # 3: To provide ongoing training and development of Business Office staff and improve technology.
Objective Planned Activities
Increase cross training to provide better service.
Begin use of a new software for off-line collection.
Automated printing of Fund
“D” checks and miscellaneous checks.
Employees to attend SAP and
Quickbooks training.
Training of Business Office staff.
Buy new checks and printer.
Individual
Responsible
Start
Date
End
Date
Resource Request
Senior Account July 2011 Ongoing LACCD Workshops and
Business Office Training on
Quickbooks.
LACCD off-line software. LACCD Not determined
Senior Account Not determined
Not determined
Not determined
Printer and Administrative
Support
21

How does are mission align with the college mission statement?
That students come first for everyone.
What are the trends identified from the data collected?
The students are unaware that they visit the Business Office because they only think it is called the Cashier’s Office.
Are there increases/decreases in the data?
Most students did not know they had used the Business Office.
What do these changes mean to the unit operation?
The Business Office needs to promote itself more to the students and faculty.
Strengths:

Knowledgeable Staff

Teamwork

Customer Service
Weaknesses:

Inadequate Staff

Need updated equipment.

Security Issues
Opportunities:

Students can benefit more from the Business Office.

Cross training of employees.
Challenges:

Funding

Time for training.

A way to solicit feedback.
22

Positions Needed for 2011-2012 Positions Needed
Cashier 1
Projected Salary for Each
$ 31,300.00
Justification of Need
To provide a better service to students and will have better cash control.
23

Equipment Needed for Academic Year
2011 - 2012
Laser Printer
Scrolling Marquee
Bank Ropes
Lighting in the Hallway
1
1
1
# of Equipment
Needed
1
Approximate Cost
$ 3,000.00
$ 5,000.00
Justification of Need
Automated printing will save time and increase efficiency of processing students’ refunds.
Will allow information to be more accessible and visible to students and staff.
$ 1,000.00
$ 1,000.00
Will allow students to line up neatly and not block the rest of the hallway.
It is currently very dark and this would make the area look more professional and not as dark.
24

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