RC Administrative Strategy Group(RC-S) Meeting

May 1, 2018, 10:30-12:00, Baker MCC MPR

Beth Lydic, April Ritchie, Tia Barrett,Kari Saunier, Phil Taylor, Megan Vogel, Heather Krugman, Kelli Broughton,Sheila Schultz,Keith Leffler,Rosanna Howard

Absent: Cary Frith, Shelley Ruff

Staff: Dawn Weiser, John Day,Chad Mitchell, Amanda Davis, Julie Allison, Chris Ament, Craig Bantz

Dean’s meeting update – John

  • With May 1 deadline for housing deposits, day-to-day reporting is volatile until we are a few days past May 1 date
  • Budgeted new freshmen is +99 vs. last year; any variances in new freshmen may be offset by mix changes (resident vs. non-resident) or retention results

A&E Procurement Exception Process – Heather and Julie A

  • A flurry of questions following campus news and emails re: Preferred Suppliers/Vendors and Exemptions
  • Financeclarified several campus issues yesterday and CFAOs are handling within their units
  • Campus can request a vendor be added to the preferredlist; new vendors may be added following next cycled bid process. This is not a guarantee, but rather an agreement that procurement will contact vendor to see if they would like to be considered as a preferred supplier
  • Problems with Preferred Suppliers need communicated to Procurement
  • Exemption form can be used now and will be required byend of rolloutin August – need CFAO signature on form; CFAO is default signer in FARM but can be delegated to one other person (only one)
  • Exemptions granted will be reported to Board after rollout – possibly through A&E or Internal Audit reporting

ComDoc Issues Update – Craig B & Chris A

  • Individual devices need set with their own settings for B/W vs color and duplexing
  • Mac settingsrevert to theoptions of the ‘last’ print job; IT will send info sheets for setup on PCs and Macs
  • Units need to order toner; OIT maintains a small emergency toner supply – contact Erica with problems
  • ‘per page billing’ price varies based on size of page; this contract language has always existed
  • cartridge plus coming very soon for ordering non-ComDoc printer supplies

Position Management – John

  • moving toward Position Management to assist with staffing plans, ease hiring approval process and illuminate vacancies
  • Phase I - position number (PN) clean-up in process by HR; new PN process being developed; ~1200 vacants
  • Phase I to be completed by end of June
  • CFAOs can do check of PNs during FY19 budget development; staffing plans should be PN based
  • Phase II - position definition, different ‘change’ scenarios and handling guidance to be developed

Signatory Authority – Heather

  • CFAO are authorized signers for Items which have been delegated through VPFA signatory authority
  • Planning a summer discussion of delegation by CFAOs – delegation examples shared in OneDrive folder
  • CFAO ‘out-of-office’ delegations should be copied to Dean, Deb, Julie A at minimum

Status of Partner Groups– Heather

  • Combining the Payroll and Compensation partner groups – membership being assessed now
  • NEW Accounting & Reporting group – co-chairs Kari Saunier and Kris Sano; send member input to Heather
  • Finance suggestsmembership include varying levels of report users to address user needs
  • Employee Services group will take on other tasks such as FMLA