Santa Rosa Junior College
Business Services
Mid-Year Report
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1.0
Objective 1.1 (Formulate a draft)
Objective 1.1.1 (Review of internal documents) Objective 1.1.2 (Review benchmark measures) Objective 1.1.3 (BAC discussion of draft) Objective 1.1.4 (Complete BAC recommendation for IPC) Objective 1.1.5 (Complete IPC review and implement) |
Business Services Economic Key Indicators Reporting System Develop key indicators of the college's economic health. Worked with the BAC to formulate a draft of the key indicators for review by the IPC and the college president.
Internal documents that were historically used to convey fiscal and other performance information to the college community were reviewed.. Reviewed benchmark measures that may be used to compare SRJC to state and national norms.
Presented a draft for discussion with the Budget Advisory Committee.
Budget Advisory Committee will complete a recommendation of measures for IPC consideration.
IPC review will be completed. |
BAC to review draft in March and forward to IPC and the college president.
BAC Minutes.
BAC Minutes.
November 28, 2000 BAC Minutes.
Timeline delayed to April, 2001.
Timeline delayed to May, 2001. |
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2.0
Objective 2.1 (Employee interviews with terminating employees) |
Personnel Department Exit Interview and Clearance Procedure The Personnel Department will develop and implement a comprehensive exit interview process including a clearance procedure for staff resigning/retiring from the college.
Interviews will be conducted with each regular employee who is leaving the District to ascertain the reasons why the employee left the position. |
Anticipated date of completion: June 30, 2001 |
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Objective 2.1.1 (Collect sample questions) Objective 2.1.2 (Draft questions and procedures) Objective 2.1.3 (Review process w/Components, Supvs., & Dept. Chairs)) Objective 2.1.4 (Implement process) |
Sample interview questions used by other community college/agencies will be collected.
Draft questions and procedures to describe the interview and clearance process.
Exit interview and clearance process introduced to Component Administrators, Supervisors, and Department Chairs.
Process to be implemented on an on-going basis. |
Completed.
Dated changed to April 30, 2001.
Date changed to May 31, 2001.
On-going upon completion. |
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3.0
Objective 3.1 (Conduct review) Objective 3.1.1 (Pers. Dir. review/revision of form) Objective 3.1.2 (Mgmt team review of final form) Objective 3.1.3 (Board approval) Objective 3.1.4 (Distribute new form) Objective 3.1.5 (Implement and track) |
Personnel Department Management Team Evaluation Personnel Department will finalize and implement a new Management Team Evaluation process. Review the proposed Management Performance Appraisal process.
The Director of Personnel will review the proposed Management Performance form. Instructions to the user will need to be developed and added.
The Management Team will review the final draft.
Board of Trustees approves final form, if necessary
New form distributed to Supervisors.
The Personnel Department will implement and track evaluations for the coming year's evaluation cycle (managers to return evaluations with approved signatures).
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Date changed to March 31, 2001.
Date changed to March 31, 2001.
Dated changed to April 30, 2001. June, 2001.
July 1, 2001.
September 30, 2001.
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4.0
Objective 4.1 (Assess LAN sales)
Objective 4.1.1 (Meet w/CS, AA, and Bookstore) Objective 4.1.2 (Determine feasibility of project) Objective 4.1.3 (Status report) Objective 4.1.4 (Final testing and implementation) |
Bookstore Improved (Technological) Services The Bookstore will explore new means of improving services to the college's campuses and satellite locations, focusing on technological services. The Bookstore will assess the effectiveness of using the LAN to sell textbooks at the time of registration for the Coddingtown site's open-ended classes.
The Bookstore Manager discussed the scope of this objective with Computing Services and Admissions & Records. Determine feasibility, costs, and necessary tasks to implement.*
Status report on implementation.*
Final testing and implementation for Fall 2001.* *(It is anticipated that these objectives will be combined with the plan for implementing a Web-based textbook purchasing system. See Objective 4.2 below.) |
June 30, 2001.
Completed.
June 30, 2001
June 30, 2001
June 30, 2001
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Objective 4.2 (Establish Web-based textbook purchasing system) Objective 4.2.1 (Gather information)
Objective 4.2.2 (Meet w/CS)
Objective 4.2.3 (Study and recommend) Objective 4.2.4 (Implementation)
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The Bookstore in collaboration with Computing Services will establish a plan for implementing a Web-based textbook purchasing system.
The Bookstore staff have contacted MBS, NACS and Nebraska Books and reviewed their Web-based systems. It appears an MBS system is most compatible with current Bookstore systems.
The Bookstore staff contacted Computing Services regarding infrastructure requirements and ordered new PC's to be prepared for future implementation.
The Bookstore staff will continue review of feasibility of MBS system.
Submit implementation plan for approval. |
June 30, 2001
Completed.
Completed.
June 30, 2001
June 30, 2001
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5.0
Objective 5.1 (Assess services)
Objective 5.1.1 (Meet wPublic Safety Training Ctr.)
Objective 5.1.2 (Meet w/police dept. staff)
Objective 5.1.3 (Meet w/VP, Bus. Svcs.)
Objective 5.1.4 (Prepare action plan)
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Assessment of Police Department Services Education and Training Sites Conduct an overall assessment of new education and training sites with respect to the need for police department services. Assess the need for police services, parking enforcement, money collection, alarm response, site security, and openings/closings of the SRJC Public Safety Training Center and other sites as requested.
Police Administrators have met several times with the Training Center Staff to discuss the delivery of police services to the Training Center. In addition, police administrators held a joint meeting with the Town of Windsor Police Chief, Senior Planner, and Windsor Fire District command staff to discuss mutual aid, access to the Training Center, and how our agencies will work together in the event of emergencies. Police Administrators have met several times with Petaluma Campus Administrators to discuss the new High Tech Center and the delivery of police services. Police Administrators have also met and assisted in the design of the intrusion alarm system and how to access our services in the event of routine or emergency incidents.
Police Administrators have had several discussions with police department employees planning and developing the police response to the new Training Center. There will be a major discussion at the next police department employee meeting during the Spring PDA day. Police Administrators have had ongoing discussions during the Fall 2000 semester with the Vice President of Business Services seeking input and direction for the delivery of police services at new off campus sites.
Police Administrators are working on a draft of the action plan for the delivery of police services at both the Training Center and the new High Tech Center which will be completed by March 15, 2001.
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June 30, 2001
Completed.
Completed.
Completed.
March 15, 2001 |
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6.0
Objective 6.1. (Review by Purchasing Mgr., Adm. Svcs., Th. Arts, and others))
Objective 6.1.1 (Warehouse Remodel Plan)
Objective 6.1.2 (Complete proposal)
Objective 6.1.3 (3rd Street Warehouse Lease) |
Review District Warehouse and Storage Space Needs Review Purchasing Department and other District departmental warehouse and storage space needs and develop proposals to effectively meet those needs both short-term and long-term. To identify District and Purchasing Department warehouse needs, the Purchasing Manager, in cooperation with Administrative Services, Theatre Arts, and other departments, will review short-term and long-term warehouse space requirements and develop proposals to meet those needs.
In August, 2000 Purchasing identified the need for an additional 5,000 s.f. of warehouse space. At the same time Theatre Arts identified the need for 15,000 s.f. of warehouse space. Purchasing has also modified its surplus operations/methods to remove surplus property in a more efficient manner and thereby free up additional floor space. In conjunction with Administrative Services a potential site was identified at the new Public Safety Training Center. The proposal is to construct a 20,000 s.f. warehouse there to be shared by SRT/Theatre Arts and Purchasing. Administrative Services worked with District architects to develop a cost estimate. Reported to the Board at the January District Facilities Committee meeting and to the full Board at the February, 2001 meeting. Working with Divine & Gong, the brokers for SR Canners, Ltd. who own the 3rd Street Warehouse on a lease extension.
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June 30, 2001
Completed.
Completed/In Progress.
In progress. |
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7.0
Objective 7.1 (Continue implementation and training)
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Implementation of Purchasing Software Enhance and improve the efficiency of the procurement process by completing the implementation of the purchasing software.
Purchasing servers and software installed on July 13, 2000. Purchasing Software Presentations: Academic Affairs: August 15, 2000 President's Staff: August 28, 2000 Pilot Group Training Sessions held in Maginni Computer Lab: August 14-15, 2000 August 29-30, 2000 September 18-19, 2000 October 3-4, 2000 Purchasing system goes live for Pilot Groups: October 3, 2000 |
Completed.
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Object 7.1.2 (Develop and implement Phase II)
Object 7.1.3 (Install Phase II on District Servers)
Object 7.1.4 (Follow-up meetings)
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Phase II users identified and plan developed November, 2000. Facilities Department: January-February 2001. Theatre Arts: February-March 2001. Academic Service Centers: March-May 2001 Student Services: April-May 2001
Phase II - Purchasing Native Version installed on schedule, January 11, 2001.
Conduct follow-up meetings to review the systems and where possible, take steps to implement end user suggestions. |
In progress.
Completed.
June 30, 2001. |
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8.0
Objective 8.1 (Review and prepare implementation plan)
Objective 8.1.1 (Comprehensive review) Objective 8.1.2 (Make recommendations) Objective 8.1.3 (Implementation plan)
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New Financial Reporting Requirements The District will comply with new financial reporting requirements of Governmental Accounting Standard Board (GASB) 34 in order to receive an unqualified annual audit option. In response to GASB 34 Business Services staff will review these new (effective 2002/03) reporting requirements and prepare an implementation plan including timetables, tasks and necessary resources. Complete a comprehensive review of GASB 34 requirements.
An RFP for services from the independent financial auditor will include a requirement for technical assistance in implementing GASB34.
Complete an implementation plan with timetables. |
June 30, 2001.
Date changed to March 31, 2001.
Date changed to April 30, 2001.
Date changed to May 31, 2001.
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9.0
Objective 9.1 (Analysis of District needs) Objectives 9.1.1-9.1.3 (Design, distribute, collect, and analyze survey measuring services required by the District)
Objective 9.1.4 (Review and evaluate state-of-the-art technology for potential college applications)) Objective 9.1.5 (Develop short- and long-term plans to address District needs)
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Assessment of Graphics Services and Copy Center Assess the capacity of Graphics Services and the Copy Center to meet the current and future service needs of the District.
Graphics Services Manager has initiated review of all factors involved in making a complete analysis of district needs for Graphics Services current printing, rapid copy, and digital technologies. Graphics Services and Purchasing Managers authorized Xerox analyst to interview key departments about their use and perception of design/printing/copy services. We will use the interviews when appropriate. An RFP for independent consultation and evaluation will be completed.
On-going review and evaluation in process.
Plans will be developed from survey responses, self-analysis, information and recommendations of outside consultant and others. On target. |
In progress.
Date changed to April 15, 2001.
Date changed to June, 2001.
Date changed to June, 2001.
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