FY010-11 Strategic Planning Form – GOALS, ACTION PLANS, ASSESSMENT

Program/Unit/Area: / Office of the Director, Fiscal Services / Preparer: Wade W. Ellis, CPA / Supervisor: Vice-President Business Affairs
FY 2010-2011 Program Goal X Unit Goal 1 Area Goal X (Check Appropriate Box) / College wide Goal
1. / District reporting accuracy improved with an Unqualified Audit Report / 1
2. / Monitor, review and continue to refine the process associated with the Budget for 10-11 / 1
3. / Open a Bursars Office on main campus / 4
4. / Develop Management Accounting System and Easier Access to Financial Accounting System / 6
Goal # / Obj # / Objectives / Responsible Unit/Area
1. / 1.1. / Accuracy of the Chancellor Office reports / Fiscal Services
1.2. / Complete 09-10 Independent Audit / Fiscal Services
2. / 2.1. / Better budget reporting tools for department use / Fiscal Services
2.2. / Training for different constituency groups with Galaxy and Budget process / Fiscal Services
2.3. / Develop a more transparent process / Fiscal Services
3. / 3.1. / Staff a Bursars Office / Fiscal Services
3.2. / Develop procedures of operation / Fiscal Services
3.3. / Develop polices of the Bursars Office / Fiscal Services
4 / 4.1. / Budget management system capable of interfacing with Galaxy. / Fiscal Services/RCOE
4.2. / Enhance Galaxy into COD procedures with RCOE / Fiscal Services/RCOE
4.3. / Improve inquiry and other procedures in Galaxy / Fiscal Services
Obj # / Action Plan # / Action Plan (What specific steps will you take to implement your goals and objectives) / Responsible Unit/Area
1.1 / 1.1.1. / Work with all related departments on accuracy of the reports sent to Chancellor’s Office to serve as a fiscal accountability statement / Fiscal Services
1.1.2. / Work on monthly reconciliations of Galaxy accounts for audit purposes / Fiscal Services/Lund & Guttry
1.2 / 1.2.1. / Complete the 09/10 Independent Audit and prepare the financial statements of the District. / Fiscal Services/Lund & Guttry
1.2.2. / Utilize consultants to improve audit worksheets and prepare audit report / Fiscal Services
2.1 / 2.1.1. / Continue to refine the process of budget review with the different divisions including better budget reporting tools. / Fiscal Services
2.1.2. / Continue to refine monthly reporting utilizing feedback from Deans and Director’s / Fiscal Services
2.2 / 2.2.1. / Develop and implement appropriate levels of training for different constituency groups with Galaxy and Budget process. / Fiscal Services/IS
2.2.2 / Identify target groups of individuals for galaxy training and hold small training sessions in TLC / Fiscal Services/IS
2.3 / 2.3.1. / Work to develop a process to keep Board and the public more understanding of the budget process / Fiscal Services
2.3.2 / Meet with different related parties ( Unions, Board, & etc.) to help them understand the budget / Fiscal Services/Board/Union
3.1 / 3.1.1 / Work with Human Resources to staff the Bursar’s Office from our employee pool / Fiscal Services
3.1.2. / Furnish the Bursar’s Office with equipment needed for operation / Fiscal Services
3.2 / 3.2.1. / Work with Fiscal Services accounting staff to separate common procedures for Bursar’s Office / Fiscal Services
3.2.2. / Document and build a procedures manual for operation / Fiscal Services
3.3 / 3.3.1. / Work with Fiscal Services accounting staff to develop policies for Bursar’s Office / Fiscal Services
3.3.2. / Document and build a policy manual for Bursar operations / Fiscal Services
4.1 / 4.1.1. / Director of Fiscal Services and with Dean of Information Systems explore the feasibility of acquiring or developing an in-house budget management system capable of interfacing with Galaxy. / Fiscal Services/ Dean of Information Systems
4.1.2. / Work with RCOE on possible interfacing solutions / Fiscal Services/RCOE
4.2 / 4.2.1. / Continue to work to implement enhancements in Galaxy into COD procedures with RCOE. / Fiscal Services/RCOE
4.2.2. / Serve on RCOE Galaxy Prioritization committee / Fiscal Services/RCOE
4.3 / 4.3.1. / Explore improvements inquiry and other procedures in Galaxy through my participation in Galaxy user group. / Fiscal Services/RCOE
4.3.2. / Explore improvements inquiry and other procedures in Galaxy through my participation in Galaxy user group. / Fiscal Services/RCOE
Goal # / BACKGROUND/JUSTIFICATION FOR EACH ACTION PLAN - PLEASE COMPLETE
1. / Why should this goal/objective/action plan be done? Ensure appropriate use of public funds
Will this goal/objective/action plan benefit other areas of the college? If so, how? Yes, tracking allocations of funds to departments
Will this goal/objective/action plan impact or require accommodations from other areas? If so, how Yes, Business Affairs, Academic Affairs and Student Affairs are impacted by proper reporting
Does this goal/objective/action plan fulfill a legal or accreditation mandate? If so, how? Sound fiscal practice
Does this goal/objective/action plan address a safety issue? If so, how? No
2. / Why should this goal/objective/action plan be done? College is committed to an improved budget process with overall college involvement.
Will this goal/objective/action plan benefit other areas of the college? If so, how? The overall initiative is intended to be for all cost centers in college budget.
Will this goal/objective/action plan impact or require accommodations from other areas? If so, how? Yes, all areas
Does this goal/objective/action plan fulfill a legal or accreditation mandate? If so, how? Yes, planning/budget process
Does this goal/objective/action plan address a safety issue? If so, how? No
3. / Why should this goal/objective/action plan be done? To fulfill a commitment at COD to provide a Bursar’s Office
Will this goal/objective/action plan benefit other areas of the college? If so, how? Yes. All areas
Will this goal/objective/action plan impact or require accommodations from other areas? If so, how? Yes, Student Affairs mostly
Does this goal/objective/action plan fulfill a legal or accreditation mandate? If so, how? Yes, Sound fiscal practice
Does this goal/objective/action plan address a safety issue? If so, how? No
4. / Why should this goal/objective/action plan be done? COD has weak administrative systems and practices
Will this goal/objective/action plan benefit other areas of the college? If so, how? Program and service budget management, accountability and decision-making
Will this goal/objective/action plan impact or require accommodations from other areas? If so, how? Training
Does this goal/objective/action plan fulfill a legal or accreditation mandate? If so, how? Continuous quality improvement is central to accreditation
Does this goal/objective/action plan address a safety issue? If so, how? No
Resources Requested Action Plans
Action
Plan # / Staff/Faculty / Operations / Equipment / Facilities / TOTAL
1.1.1. / No additional resources required in timeframe
1.1.2.
1.2.1. / $ditto
1.2.2.
2.1.1. / $ditto
2.1.2.
2.2.1. / $ditto
2.2.2.
2.3.1. / $ditto
2.3.2.
3.1.1. / 217,643.00 / Out of Fiscal Services / Out of Fiscal Services / Student Service Ctn / $217,643.00
3.1.2. / No additional resources required in timeframe
3.2.1. / $
3.2.2.
3.3.1. / $ditto
3.3.2.
4.1.1. / $ditto
4.1.2.
4.2.1. / $ditto
4.2.2.
4.3.1 / $ditto
4.3.2.
TOTAL REQUESTS / $217,643.00
Assessment (how will you measure the “success” of your objective) and Indicators (the specific information that will be collected)
Goal # / Who is Responsible? / Assessment Interval (When will you measure?) / Method of Assessment (How will you measure?) / Target Result (What will change and by how much?) / Indicator (What are you measuring?)
1. / Director & VP / Continuous / Awareness feedback; budget management / Receive Unqualified Opinion on Audited Financial Statements / Effectiveness and efficiency of use of public funds
2. / same / Year & multiple year / Awareness feedback; budget management / Fiscal control and ease of management is enhanced / Fewer fiscal surprises; better informed decision-making
3. / same / Continuous / Feedback from users; financial results in part / same / Effectiveness and efficiency
4. / same / Year & multiple year / Awareness feedback; budget management / same / Fewer fiscal surprises; better informed decision-making
For CPC use only: CPC Initials ______
Approved contingent on available funding Approved w/no funding Re-submit with noted changes Not approved

COD PLANNING FORM FY09-15 Dec, 2008

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