Planning and Evaluation Trackingarchives.actx.edu/pdf/reports/pet04_05/fas.pdf · 2005. 2. 24. · Planning and Evaluation Tracking College Year: 2004-05 Division of: Finance & Adm

Planning and Evaluation Tracking

College Year: 2004-05

Division of: Finance & Adm. Services Person Responsible: Terry Berg Department of: Accounting Office Person Responsible: Theresa Rider/ Britt

Sosebee Purpose Statement: Responsible for financial records of the College in accordance with the fiscal policies adopted by the Board of Regents and external regulatory agencies.

Goal Statements Objectives/Outcomes

(including assessment tools and standards)

Results Use of Results

(including improvements and revisions)

1. Provide accurate financial information in a timely manner

1. a. Close books on a monthly basis within 6 working days.

b. Provide Colleague

Financial/Budget Training

1. a. Achieved Goal. b. 2 classes

offered/scheduled in Spring

1. a. Continue to observe strict monthly closing schedule/

b. Continue to provide

yearly classes

2. External audit has no material exceptions

2. a. Close books for year end by November 10th.

b. Complete all audit work

papers by 3rd week of October.

c. All internal controls are

tested by auditors, with no management letter comments.

d. Any single Audit (A133)

exceptions are non-material.

2. Year end closed on November 9th.

Achieved goal. Achieved Goal. Achieved Goal.

2. Adhere to strict year end close.

Continue as is. Continue as is. Continue as is

3. Submit external reports accurately and on time.

3. a. Submit reports before the due date.

b. Error rate on reports

should be extremely low or nonexistent

3. Achieved Goal. Achieved Goal

3. Continue as is Continue as is

4. Provide financial information as requested in a timely, accurate and friendly manner

4. Few valid complaints from students, faculty or staff regarding the procedures or personnel (survey satisfaction of 4.0

4. Actual survey results were 3.3 from 2002 survey

4. New survey to be sent out in 2004/05

5. Provide an accurate and accountable Inventory System

5. Continue to Revise Inventory Procedures during fiscal year

5. Establish a Perpetual Inventory

5. Replacement of current Bi-Annual Inventory system with Perpetual Inventory System

7. 7. 7. 7.

revised 2/24/05


College Year: 2004-2005 Division of: Administrative Services Person Responsible:James Elliott Department of: Amarillo College Bookstore Person Responsible:Dennis Leslie

Purpose Statement: To provide a customer service oriented and profitable bookstore for students, faculty and staff.





1. Provide a customer service oriented bookstore for students, faculty and staff.

1. Measured by taking a student survey and separate staff and faculty survey once during each main semester.

1.*Results and use of results are not provided for 2004-2005 due to re-organization of the Division. Results and use of results will be provided at the end of the 2004-2005 tracking year.

1.

2. To Increase Sales and Net Profit

2. Achieve a 1% net profit increase.


2.

3.Provide additional textbooks and supplies for students, faculty and staff.

3.To identify and procure at lease 2 additional product lines needed to fulfill this goal.


3.

4. 4. 4. 4.

5. 5. 5. 5.

6. 6. 6. 6.

7. 7. 7. 7.

revised 10/26/04


College Year: 2004-2005 Division of: Finance and Admin. Services Person Responsible: Terry Berg Department of: Business Office Person Responsible: Sara Long

Purpose Statement: To provide accounting and business services for income and disbursements in a timely manner and to provide timely reporting for Amarillo College and other external Agencies.





1. To develop and train staff to meet future needs.

1. Develop staff to meet departmental requirements.

1. Achieved goal 1. We cross trained Accounts Receivable and Accounts Payable staff on procedures so we can better serve customers

2. To completely and thoroughly test any new releases or updates in Income or Accounts Receivable from Datatel before installing in the live account.

2. Utilize all avenues possible to complete testing as needed. Ask staff and counter staff for help in testing when possible.

2. Goal achieved after each release or update.

2. After testing, staff will already be familiar with the processes that will be in place once updates are loaded into the live account. This is beneficial to all involved. Problems or issues are discovered and all are aware of how to correct or handle the issue. This also helps with documentation for procedures.

3. To monitor expenditures in Disbursements to stay within budget constraints.

3. Train employees and staff to identify expenditures outside of budget constraints.

3. Budget year 2004-2005 had improved control on Amarillo College expenditures.

3. We are training employees and staff via colleague applications to monitor budgetary expenses.

revised 2/24/05


College Year: 2004/2005 Division of: Finance & Admin. Services Person Responsible: Terry Berg Department of: Dean of Fin. & Admin. Ser. Person Responsible: Terry Berg

Purpose Statement: Manage, oversee, and monitor the financial activities of the College. Advise the President and Cabinet regarding these affairs and take responsibility for the day to day fiscal operations of the College.





1. The College will maintain

reserves adequate to assure financial stability

1.a The undesignated, unrestricted

fund balance will equal or exceed 10% of the succeeding year’s unrestricted education, general, and auxiliary budget

1.b The fund balance designated

for Facilities will be $1,500,000 at the end of the fiscal year.

1.a 1998 - $6,380,236/$32,030,384

= 20% 1999 - $9,244,717/$35,563,252

= 26% 2000 - $7,840,593/$39,199,097

= 20% 2001 - $8,636,613/$41,457,904

= 20% 2002 - $9,608,332/$42,085,352

= 23% 2003 - $5,635014/$42,094,400

= 13% 2004 - $5,250,881/$44,429,856

= 12% 1.b 1998 - $1,620,000 1999 - $1,620,000 2000 - $1,620,000 2001 - $1,373,202 2002 - $1,138,357 2003 - $3,936,761 2004 - $4,002,035

1.a Beginning in FY2003, reserves were transferred from undesignated to facility & insurance reserves, also decrease in state funding caused deficit spending in 2003. Budget preparation for the 2004 and 2005 fiscal years reflects the impact of state funding decrease while student enrollment increased. Shifting expenses from institutional budget to existing or new grants and contracts is a potential way of supplementing income. 1.b Beginning with 2003 reserves were moved from undesignated to facility to reflect EC facility reserves.

1.c The undesignated fund

balance, which includes balances designated by the board, will equal or exceed 20% of the succeeding year’s unrestricted education and general budget.

1.c 1998 -

$11,244,525/$32,030,384 = 35%

1999 - $15,262,842/$31,646,002 = 48%

2000 - $11,793,540/$34,664,057 = 34%

2001 - $11,045,530/$36,509,704 = 30%

2002 - $10,451,503/$36,801,894 = 28%

2003 - $9,629,379/$36,710,555 = 26%

2004 - $9,728,655/$39,366,501 = 25%

1.c With 2003, fund balance decrease is due to lower state funding in the latter part of the year resulting in deficit spending. The steady decline in fund balance is due to funding of A&I projects from reserves. With the 2005 budget, A&I projects are funded from operating revenue.

2. The budgetary development

and analysis process will involve all areas of the College.

2.a All departments will prepare

their own budget requests. 2.b Any changes In a departments

requested budget will be with the full knowledge of the department and division after review and discussion by the Cabinet, with input

2.a 1998 – done 1999 – done 2000 – done 2001 – done 2002 – done 2003 – done 2004 – done 2005 – done 2.b 1998 – done 1999 – done 2000 – done 2001 – done 2002 – done 2003 – done

2.a The budget process starts with

the individual departments and is rolled up to division, Cabinet, and then to the College level.

2.b

from the department. 2004 – done 2005 – done

3. The preparation of the financial audit and the College budget will be within the time frames established by law and THECB

3.a The financial audit report will

be prepared and accepted by the Board of Regents by January 1 following the end of the fiscal year.

3.b The operating budget of the

College will be prepared and sent to the proper authorities by November 30 following the commencement of the budget fiscal year.

3.a 1998 – done 1999 – done 2000 – done 2001 – done 2002 – done 2003 – done 2004 – done 2005 – done 3.b 1998 – done 1999 – done 2000 – done 2001 – done 2002 – done 2003 – done 2004 – done 2005 – done

3.

4. 4. 4. 4.

revised 2/24/05


College Year: 2004-2005

Division of: Finance & Adm. Services Person Responsible: Terry Berg Department of: Human Resources/Payroll Person Responsible: Lynn Thornton

Purpose Statement: To assure the College provides human resource and payroll services to all employees including benefits and explanation of responsibilities, benefits, privileges and rights of employment and assure that the college is in compliance with all state and federal employment laws.





1. Assure that Amarillo College maintains a competitive compensation package to attract a qualified workforce.

(AC figures are as of 9/1/04…TWC figures were compiled in 3/04…TCCTA numbers for 2004-05 are not currently available.)

1. To maintain competitiveness salaries in each of the employee categories will remain within 25% of the average based on data provided by the Texas Workforce Commission (TWC) for the Amarillo Metropolitan Statistic Area (MSA) and/or the Texas Community College Teacher Association (TCCTA), whichever is applicable.

1. Classified: Met standard – Comparing Amarillo College’s average classified employee salary to the 2004 TWC data for the Amarillo MSA indicates Amarillo College’s average salary for 351 classified employees is $25,632, 13% below the average salary of $29,321 for similar positions in the Amarillo MSA.

Administrators: Met standard – The 2004 TWC data shows an average salary of $73,729 for management occupations in the Amarillo MSA. AC’s average base salary for administrators is $58,992,

1. Human Resources will continue to monitor Amarillo MSA and TCCTA data to identify trends and make recommendations to keep Amarillo College competitive in all employee categories.

20% below the average.

Faculty: Met standard – Amarillo College faculty base salaries for 225 full-time faculty members indicates a low of $30,815, a high of $58,285 and an average of $42,590. TCCTA data for the 2003-04 academic year reveals an average low salary of $31,734, a average high of $59,745, and an actual average of $43,535.

2. Diversify the Amarillo College workforce to reflect the demographics of the AC service area.

2. Of Amarillo College’s 644 full-time employees, 545 or 84.6% are Caucasian, 10.1% are Hispanic and 2.3% are African American. The demographic profile for the Amarillo MSA as provided by the Amarillo Chamber of Commerce shows that Caucasians account for 71% of the population leaving a minority population of 29% composed primarily of Hispanics with 19.6% and African Americans at 5.8%.

2. The Amarillo College applicant pool for 2003-04 is close to paralleling the demographic profile of the Amarillo MSA. There were 1,789 applications submitted with Caucasians accounting for 1,361 or 76.1%, 14.5% were Hispanic, and 5.3% African American, with other minority groups representing the balance.

2. Continue posting job openings with organizations representing minorities in an effort to attract more qualified minority applicants.

3. Assure that Human Resources and Payroll is performing all functions to the expectations of both internal and external customers.

3. Streamline processes to facilitate customer service. Where possible complete processing tasks electronically. Construct and complete a customer satisfaction survey to reveal areas of perceived strength and weakness.

3. Colleague implementation has progressed on schedule and continues. An on-going concern is developing a program to reconcile the Colleague data base with Employee Retirement System benefit reports.

3. Expand efforts to integrate all processes into available electronic formats. Use survey results to improve customer service and customer satisfaction through staff training and development.

4. Meet deadlines for external reports of employment information.

4. All reports will be submitted to external agencies by established deadlines. Human Resources and Payroll staff are currently completing and filing many reports and surveys electronically.

4. Achieved at 100%. All reports have been submitted on or before established deadlines.

4. Many external agencies are changing to online submission. Human Resources and Payroll must access databases to submit electronically. Human Resources and Payroll staff will continue to receive training, as needed, to make these changes.

revised 10/26/04


College Year: 2004-05 Division of: Finance & Adm. Services Person Responsible: Terry Berg Department of: Investment Management Person Responsible: Lola Hornstra

Purpose Statement: Provide efficient cash and investment management and reporting of College and Foundation monies.





1.Cash Management Assure that cash is available in

the bank to meet current college expenses.

1. Determine cash needs for payrolls and daily disbursements. Check bank accounts and Texpool for accuracy and direct deposits daily. Have investments maturing to cover needs. Have no more than 3 overdrafts per year in all accounts.

1. Investments matured to cover needs. Had 1 overdraft in 2003-04.

1. Continue to monitor bank accounts daily to determine cash requirements for expenses.

2.Investments Maximize investment income.

2. Invest funds not needed for daily operations.

Have investments maturing at intervals to allow cash needs to be covered. Reinvest any amounts not needed. Keep cushion at Texpool to earn interest. Have no more than 3 inter -fund borrowings per year.

2. Achieved goal No interfund borrowings in the

last year.

2. Continue to monitor bank accounts and Texpool to keep funds invested.

3.Foundation Accounting Provide accounting for the

Amarillo College Foundation that will give Executive Director of Foundation and Foundation Board sufficient information to make decisions

3. Monitor check requests to determine availability of funds and correct use of funds.

Prepare monthly Treasurer’s report and yearly funds availability, Federal Challenge Grant, and audit reports.

3. Signed check requests and verified use of funds by checking the archival summary as needed.

Prepared all Foundation reports as scheduled and worked with Financial Aid and other personnel who award scholarships to give balances and other account information as needed.

3. Continue to monitor all check requests for availability and correct use of funds.

Continue to prepare required reports. Work with IST and other available staff to develop new reports needed by the Foundation Director and Board to make decisions.

4.Reports Prepare monthly investment

and auxiliary reports. Prepare required state, federal,

and bond reports.

4. Submit auxiliary and investment reports by 5th workday of month for month end closing schedule.

Submit all external reports before due date.

4. Missed 1 month end deadline for auxiliary report during 2003-04 due to personnel absences.

All external reports were submitted before due date.

4. Continue to work to improve process and meet month end deadline.

Continue to keep track of

reports and due dates to submit all reports on time.

revised 2/24/05

Amarillo College Division of: Finance & Adm. Services Person Responsible: Terry Berg

Department of: Physical Plant Person Responsible: Bruce Cotgreave Planning and Evaluation Tracking

2004 - 2005 Purpose Statement: To provide a pleasant and safe learning and working environment for students, faculty, staff and community. Provide services to ensure that facilities, grounds and equipment are functional, clean, comfortable, accessible and well maintained.

Goal Statements

Assessment Tools/Standards

Results Use of Results/Revisions

1. Physical Plant will maximize access to facilities.

a) The Physical Plant will identify and

remove architectural barriers.

1.a.1 Student Services Surveys “How Are We Doing?”

• Standard: 80% of students will rate handicapped accessibility as “good” or “outstanding”

1.a.2 Quarterly meetings with the Coordinator of Accessibility

1.a.3 Amarillo College Physical Plant Employee Satisfaction Survey responses on question 32 “Rooms and buildings are accessible to all persons.” will average 4.0 or better.

From the Spring 2003 survey:

1.a.1 95.8% of students rated handicapped accessibility as “good” or “outstanding”

1.a.2 Areas have been identified as needing modifications

1.a.3 Results of the April 2002 survey were 4.18.

1.a.1 Continue as is

1.a.2 Identified areas have been included into the facilities long range plan

1.a.3 Continue as is

Goal Statements


Results

Use of Results/Revisions

1.a.4 Standard: “How Are We Doing?” Student Services Survey responses regarding the following topics:

Building cleanliness

Grounds appearance

Outdoor lighting

Walkways

Classrooms

Heating and cooling

Restrooms

Signage/Directories

will be 80% or higher.

1.a.4 All areas received a satisfaction rate of 85.2% - 99.3%

1.a.4 Continue as is. Parking is continually being observed to see where improvements can be made.

2. Facilities, Grounds and equipment will be safe and well maintained.

• Standard: “How Are We Doing?” Student Services response regarding the following topics:


Grounds appearance

Outdoor lighting

Walkways

Classrooms

Heating and cooling

Restrooms

Signage/Directories


• All areas received a satisfaction rate of 85.2% - 99.3%

Continue as is.

Goal Statements


Results


Standard: Amarillo College Physical Plant Employee Satisfaction Survey with a score of 4.0 or better on questions in all areas

(A new Employee Satisfaction Survey will be conducted in Spring 2005.)

• All responses were 4.0 or higher on the Physical Plant Customer Satisfaction Survey 2002 with the following exceptions:

• Question #18: (Pertaining to the Grounds Department) In the winter, ice and snow is removed from sidewalks, steps, and parking lots in a suitable manner. The response to this question was 3.22.

• Question #28: (Pertaining to the Maintenance Department) Overall, the heating and cooling of facilities

• Response to Question #18 The Physical Plant has agreements with outside contractors to remove snow from the parking lots on the Washington Street Campus, West Campus and Polk Street Campus. This allows our in-house help to concentrate on cleaning sidewalks, ramps and stairs.

• Response to Question #28: The Maintenance Department is continuously looking at ways to improve the performance and efficiency of our HVAC systems. The HVAC systems are

Goal Statements


Results


Work Order Summary

2003-04 Strategic Plan Goal VIII: MANAGE INSTITUTIONAL RESOURCES EFFECTIVELY AND EFFICIENTLY

Success Indicator 4: Assure that all facilities and equipment are maintained in a manner that meets the following standard:

Standard: At least 90% of scheduled maintenance work orders are completed.

provides a pleasing and comfortable environment. The response to this question was 3.42.

Standard has been met for the past two years.

evaluated by in-house personnel as well as outside contractors and engineers. We have contracted with a mechanical engineering firm to survey the equipment in Bus/Parcells, College Union Building. The firm has made recommendations as to what is needed to enhance those areas. Those items have been included in the facility long range plan.

Continue as is.

Goal Statements


Results


3. The Physical Plant will manage resources in the most effective and efficient way.

3. A comparison of DOE Budget to Actual.

• Standard: Cost will not exceed DOE budget.

• Standard: “How Are We Doing?” Student Services response regarding the following topics:


Grounds appearance

Outdoor lighting

Walkways

Classrooms

Heating and cooling

Restrooms

Signage/Directories


• Standard: Amarillo College Physical Plant Employee Satisfaction Survey with a score of 4.0 or better on questions in all areas

3.

Cost did not exceed budget.

• All areas received a satisfaction rate of 85.2% - 99.3%.

• All responses were 4.0 or higher on the Physical Plant Customer Satisfaction Survey 2001 with the following exceptions:

3.

• Continues as is.

• Continue as is.

Goal Statements


Results


• Question #18: (Pertaining to the Grounds Department) In the winter, ice and snow is removed from sidewalks, steps, and parking lots in a suitable manner. The response to this question was

• Question #28: (Pertaining to the Maintenance Department) Overall, the heating and cooling of facilities provides a pleasing and comfortable environment. The response to this question was 3.42.

• Response to Question

#18 The Physical Plant has contracted, in the past, with an outside contractor to help with the snow and ice removal at the West Campus. We now have a contractor that will help out at the Washington Street Campus, this allows our in-house help to concentrate on cleaning sidewalks, ramps and stairs.

• Response to Question #28: The Maintenance Department is continuously looking at ways to improve the performance and efficiency of our HVAC systems. The HVAC systems are evaluated by in-house personnel as well as outside contractors and engineers. We have contracted with a mechanical engineering firm to survey the equipment in Bus/Parcells, College Union Building. The firm has

Goal Statements


Results


made recommendations as to what is needed to enhance those areas. Those items have been included in the facility long range plan.

.


College Year: 2004-2005 Division of: Administrative Services Person Responsible:James Elliott Department of: Police Department Person Responsible:Mike Duval

Purpose Statement: To provide a safe and secure environment that is customer service oriented for students, faculty, staff and the community.





1. Review and update Police Department Standing Orders Manual.

1. The Director of Police will update the Police Department Standing Order Manual to meet this objective. Complete the review and update and deliver update to the Director of Administrative Services by July 31, 2004.

1. *Results and use of results are not provided for 2004-2005 due to re-organization of the Division. Results and use of results will be provided at the end of the 2004-2005 tracking year.

1.

2.Develop a DWI flip chart for the Police Officers to refer to when providing protection and service to students, faculty, staff and the community.

2. The Director of the Police will give guidance, direction and provide the necessary time to the Police Officer assigned to complete this task. The DWI flip chart will be completed and delivered to the Director of Administrative Services by January 31, 2004.


2.

3. Develop a written staffing strategy for the 2004-2005 approved budget that covers the Campuses of Amarillo College.

3. The Director of Police will be responsible for time management and officer deployment to insure coverage of all Amarillo College Campuses. Written staffing strategy will be delivered to the Director of Administrative Services by January 31, 2004.


3.

4. Provide an informative brown bag seminar taught during the lunch hour for the Spring 2005 and the Fall 2005 semesters. The focus will be on Crime Prevention. This seminar will help students, faculty, staff and the community by educating them on how to help lower crime on all Amarillo College Campuses. Time will be set aside for questions and answers.

4.The Director of Police will contact Pofessional Development and set the time for the Spring Seminar by April 31, 2005. The Fall seminar will be held by October 31, 2005. All speakers and information taught will be approved by the Director of Police and the Director of Administrative Services.


4.

5. 5. 5. 5.

6. 6. 6. 6.

7. 7. 7. 7.

revised 10/26/04


College Year: 2004-2005 Division of: Administrative Services Person Responsible: Pam Dickerson Department of: Property Management Person Responsible: Ed Davis

Purpose Statement: To provide a positive, safe, secure, pleasant living and learning environment for all tenants.





1. The Student Apartments and the Residential Housing will maintain a high occupancy rate.

1. The Student Apartments will maintain an occupancy rate of at least 90%.

The Residential Housing will

maintain an Occupancy rate of at least 85%.


1.

2. The Student Apartments and the Residential Housing will assure total customer satisfaction to all tenants. Service levels will be evaluated.

2. The Property Manager will develop a customer service survey that will focus on customer service and mail out the survey for responses by April 31, 2005. The results will be delivered to the Associate Director of Administrative Services by May 31, 2005.


2.

3. The Housing Office will assure tenant satisfaction for the Student Apartments and the Residential Housing.

3. Residential Housing and Student Apartments will maintain at least 3.0 on Exit Survey.


3.

4. Increase security in Student Apartments.

4. The Police Department Office for East Campus will relocate to the Student Apartments by February 28, 2005. Deadbolts will be installed on all bedroom doors by March 31, 2005.


4.

5. The Property Management department will provide students, staff and general public with clean, affordable and attractive apartments and houses.

5. Sales and Expenses as reported to the Board of Regents

Residential Housing: Sales FY03 - 2,017,120 FY04 - 2,084,838 Expenses FY03 - 1,355,085 FY04 - 1,388,860


5.

6. 6.

6. 6.

7. 7. 7. 7.

revised 10/26/04


College Year: 2004-2005 Division of: Business Affairs Person Responsible: Terry Berg Department of: Purchasing Person Responsible: Allen Schmieding

Purpose Statement:





1.Reduce the length of time it takes between a purchase requisition and the actual

delivery of the order.

1. Going Live with on-line req. approval in Colleague.

2. Using the Procurement

Card.

1.Initiators can check on the status of their order on-line speeding up information. Purchasing can get req/order

placed sooner. 2. Procurement card does

away with requisition and p.o., item ordered & received much quicker.

1.Initiators receive both their requisition status and in many cases, on ordered materials quicker.

2. Quicker order, delivery & vendor payment. Have over 70 card users now, will purchase approximately $300,000 annually; which represents 30% of non-capital equipment purchases.

2.Reduce the length of time for vendors to be paid.

1. Purchasing having more time to follow-up on payments.

2. Procurement Card Use.

1 .Payments are expedited. 2. Ditto

1 & 2.Vendor relations improves and our credit rating is good.

3.Try to keep the purchasing process simple, and give good customer service.

3.Purchasing Dept. Customer Satisfaction Survey will have

4.0 or higher marks for all criteria related to customer satisfaction and procurement processes.

3. Last survey dated May 2001.

All higher scores than 4.0, for all criteria except question #8 regarding staff-follow-up on purchase orders.

3. Will complete a new survey in February 2005.

Documents

Planning and Evaluation Trackingarchives.actx.edu/pdf/reports/pet04_05/fas.pdf · 2005. 2. 24. · Planning and Evaluation Tracking College Year: 2004-05 Division of: Finance & Adm