Weaknesses: What we need to work on Organizational structure Inadequate staffing to address over 750 annual deadlines A clearer budgeting process Lack of budget projection software and integrated systems that require a lot of manual work and leaves room for errors Training on business services functions, suggestions from survey include FLEX and new hire orientation Electronic ordering, delivery and travel procedures Communication of processes and procedural changes Better budget reporting to fund managers Update and automate forms Simple budget information provided with regular updates Inclusion of fund managers in budget allocations/reduction at the division/department level Legend of personnel and functions so people know who to go to Opportunities: What we can do to strengthen our weaknesses Improve the organization structure Add staffing to address shortfalls Automating systems and forms Provide training and routine budget updates Improving the communication and involvement of fund managers in the budgeting process Upgrading the skill set of the department Centralized grants management Centralized purchasing management Internal audit capability Centralizing District cashiering functions Threats: What we need to be aware of when looking at strengthening our weaknesses Automating systems can be expensive The time it takes to complete projects out of the ordinary due to inadequate staffing is excessive Increased risk from lack of oversight in certain areas due to inadequate staffing, i.e., missing deadlines, lack of training, minimal communication Budget cuts make it difficult to request resources This program review is led by Diana Keelen, Director of Business Services.
Annual Audit District, Prop 39 and Foundation Audit Mon 10/29/12 Wed 10/31/12 29 hrs Director of Business Services,Capital Outlay Accountant,Accounting & Budgeting Supervisor,Categorical Accountant Budget Planning/Review Activities Mon 10/1/12 Wed 10/31/12 24 hrs ACBO Southern Conference Mon 10/22/12 Wed 10/24/12 24 hrs Director of Business Services Reconciliations Mon 10/1/12 Wed 10/31/12 82 hrs Accounts Payable Reconciliation Wed 10/17/12 Tue 10/23/12 8 hrs Capital Outlay Accountant,Accounting & Budgeting Supervisor Accounts Receivable Reconciliation-All Others Wed 10/17/12 Tue 10/23/12 8 hrs Capital Outlay Accountant,Accounting & Budgeting Supervisor Accounts Receivable Reconciliation-Restricted Wed 10/17/12 Tue 10/23/12 8 hrs Categorical Accountant,Accounting & Budgeting Supervisor Apportionment Payment & Journal to programs Wed 10/31/12 Wed 10/31/12 4 hrs Categorical Accountant,Accounting & Budgeting Supervisor Monthly Cafeteria Bank Account Reconciliation Approval Wed 10/17/12 Wed 10/17/12 1 hr Accounting & Budgeting Supervisor Monthly Bookstore Bank Account Reconciliation Approval Wed 10/17/12 Wed 10/17/12 1 hr Accounting & Budgeting Supervisor Monthly ASO Bank Account Reconciliation Approval Wed 10/17/12 Wed 10/17/12 1 hr Accounting & Budgeting Supervisor Monthly Reconciliation of Auxiliary Service Fund Acct. Wed 10/17/12 Thu 10/18/12 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III Monthly Reconciliation of Corp & Comm Ed Account Wed 10/17/12 Thu 10/18/12 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III Monthly Reconciliation of Cal Grants Account Thu 10/18/12 Fri 10/19/12 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III Monthly Reconciliation of Scholarship & Loan Account Thu 10/18/12 Mon 10/22/12 5 hrs Accounting & Budgeting Supervisor,Accounting Assistant III Monthly Reconciliation of Student Finanical Aid Account Fri 10/19/12 Tue 10/23/12 7 hrs Accounting & Budgeting Supervisor,Accounting Assistant III Reconcile Error Accounts - 1999/2999/3999 Wed 10/31/12 Wed 10/31/12 4 hrs Capital Outlay Accountant