Final Project - eddiejmccoven.files.wordpress.com€¦ · Final Project CBTE 206 – Electronics Records Management For my final project, I chose to profile King-Chavez Academics,

Final Project CBTE 206 – Electronics Records Management

For my final project, I chose to profile King-Chavez Academics, a charter school district that is in association with the San Diego Unified School District. The King-Chavez schools have five educational sites located in the Barrio Logan, Oak Hill, Sherman Heights, and Centre City Concourse areas of the city of San Diego. King-Chavez Academics has over 400 students enrolled from Kindergarten through 12th grade.

5/18/2012

Edward McCoven CBTE 206 Final Project

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CBTE 206 – Electronic Records Management Final Project Company Profile Questionnaire

Organization Information

Name of Organization: ...................................................... King-Chavez Academics

Organization Street Address: .............................. 415 31st St, San Diego, CA 92102

U.S. Ownership: .................................................................................................. Yes

Telephone:........................................................................................... 619-744-3816

Facsimile: ............................................................................................ 619-696-7459

Organization E-mail: ...................................................... [email protected]

Website: ......................................................................... http://www.kingchavez.org

Year Established: ...............................................................................................2004

Number of Employees: ........................................................................................240

Approximate Sales Per Year: .............................................................................. N/A

If the company is public, what is the cost per share? .......................................... N/A

Does the company import materials or resources? ............................................... No

From where does it import materials or resources? ............................................ N/A

Type of Business: ............................................................... OTHER- Charter School

Type of Service: .......................................................................... Primary Education

Is the company a member of an association?........................................................ No

http://www.kingchavez.org/


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Contact Persons

Primary Contact: Ms. Jackie Wheatley Director of Human Resources [email protected]

Secondary Contact: Matt Dowdy Account Manager [email protected]

Third Contact: Adam Sneed Purchasing Clerk

Products/Services

Products- Currently handling: ............................................................................. N/A

Industry Sectors: ....................................................................................... Education

Sales Territories: ................................................................................................. N/A

Countries: .......................................................................... United States of America

Firms Represented: ............................................................................................. N/A

SUBMITTED BY:

Edward McCoven CSID 5074539 May 18, 2012


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CBTE 206 – Electronic Records Management Final Project Company Records – Check List

Gross Receipts

Cash register tapes: ............................................................................................... No Bank deposit slips: .................................................. Yes; Hard Copy and Electronic Receipt books: ......................................................... Yes; Hard Copy and Electronic Invoices: ...........................................................................................Yes; Hard Copy Credit card charge slips:........................................................................................ No Forms 1099-MISC: ........................................................................... Yes; Electronic

Purchases

Cancelled checks:..................................................... Yes; Hard copy and Electronic Cash register tape receipts: ................................................................................... No Credit card sales slips: .......................................................................................... No Invoices: .................................................................. Yes; Hard Copy and Electronic

Expenses

Cancelled checks:.................................................... Yes; Hard Copy and Electronic Cash register tapes: ............................................................................................... No Account statements: .......................................................................... Yes; Electronic Credit card sales slips: .......................................................................................... No Invoices: ................................................................... Yes; Hard copy and Electronic Petty cash slips: ................................................................................. Yes; Electronic

Software Used

A. The schools use an accounting and bookkeeping software called AccPac 500, which is distributed by Sage (Oracle Software). Adobe Acrobat is used to scan paper files and convert those and other electronic documents into an easily accessible file type. Microsoft Word and Publisher 2007 are used to create forms and proposal documents. Microsoft Excel 2007 is used as a temporary database for Employee information because the HR department will be terminating their license for Helios HRIS (Human Resources Information System). All office workstations are IBM compatible PCs with Windows 7.


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Some classroom systems and equipement are Apple products running Mac 0S 10 Leopard or iOS (for iPads).

B. The school systems are all relatively new, not more than one year old. The Microsoft Office Suite is version 2007, and Acrobat is 9.0. The AccPacc software is version 500 with a copyright date of 2010.

C. Employees receive on the job training on a continual basis, as needed. D. The H.R. department keeps records for three years. The Accounting and the

department keeps records for five years. All student records are sent to the district office, and to San Diego Unified after the students are no longer attending any school within King-Chavez. The larger amounts of records have usually disposed of by a document shredding company, but smaller amounts are shred and disposed of on site.

Assets

When/how assets are acquired: ......................................................... Yes; Electronic Purchase price: ........................................................ Yes; Hard Copy and Electronic Cost of any improvements: ................................................................................... No How asset was used: ......................................................................... Yes; Electronic When/how asset was disposed of: ..................................................... Yes; Electronic Selling price: ..................................................................................... Yes; Electronic Expenses off sale: ................................................... Yes; Hard Copy and Electronic

Employment Records

Specific employment tax records: ........................... Yes; Hard Copy and Electronic


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Reflection

The Company Profile and Company Records Checklist project for this class was one of

my toughest final projects yet. It was very difficult to not only find the time to work on it and

prepare, but it was also difficult to setup an interview with an organization. I emailed many

businesses that I had frequented, including certain bars and restaurants that I know the owners or

managers of, and still, no one wanted to let me profile their company and interview them. I could

only conclude that records management and bookkeeping with some of these establishments is a

sore subject. Through my friend Jackie Wheatley, I was able to finally get an organization to

profile and talk with.

When I interviewed Ms. Wheatley and her fellow co-workers Mr. Dowdy and Mr. Sneed,

they were very forthcoming. They not only gave me the basic information I needed for this

project, but they gave me a whole lot more… more than I could write down. I didn’t realize that

running a school was just like running a business: accountants and HR managers are on site to do

a lot of the business operations, but more behind the scenes as it were.

What impressed me about King-Chavez academics was their embracement of new and

innovative technologies. The location on 31st street is quite the contrast to the Elementary school

I went to. The most up-to date computer systems and software is used. Every student has an iPad,

as technology is a big part of the educational process at King-Chavez schools. What also

impressed me is their big push towards a paperless records management system. As shown in the

Company Records Check List in the previous pages, some categories of records only exist in


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electronic form. Ms. Wheatley said that since her installment at this facility, it has been here

mission to get the school off of paper and into the cloud. Along with Mr. Dowdy, and personnel

from the IT department, they are making this happen. There is no file server on campus anymore.

All of their files are saved into Google Docs. Eventually, the schools will purchase a Google

Drive membership, and all types of files (from pictures to executable files) will be stored in the

cloud. What is holding them back currently are possible security issues, which the IT department

is working Google on. The second issue preventing the schools from going to completely

electronic records management is the requirement of signatures on documents, especially in the

HR dept. They are also looking for ways to incorporate digital signatures into their forward

looking plans, as well as a customized SQL style database for the HR records.

I never realized that so many of the skills I was learning as a Records Information

Manager could come into play in many types of job fields, especially in Education. I didn’t

realize HR directors, accountants, and other clerks in the education field used Acrobat and Excel,

and used a lot of the same techniques discussed in this course. Records management at a school

is no joke, and it is just as important as managing the records for a law firm or a coffee shop.

I would not make any changes to this project in the future, other than perhaps introduce it

early in the course. I am know sure what the success rate of other students on this project was,

but for me, it came down to the very last remaining days of the semester before I even got an

interview scheduled, let alone compiled the report.


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Project Photos

Front of the School


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From Left to Right: Jackie Wheatley, HR; Adam Sneed, Purchase Clerk; Matt Dowdy, Accounts Manager


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Purchasing Office and Accounting Office


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Records Storage- current files in cabinets, older files in

boxes above.


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Scanned Interview Notes


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Documents

Final Project - eddiejmccoven.files.wordpress.com€¦ · Final Project CBTE 206 – Electronics Records Management For my final project, I chose to profile King-Chavez Academics,