Plans for Payroll >> Payroll District Program Review

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1 Page 1 of 18 Plans for Payroll >> Payroll District Program Review Name : Payroll District Program Review Principal Preparer : Angie Ontiveros Progress Report Preparer : Angie Ontiveros Version: 4 Group: Type: District Program Review Last Modified On: 1:55:28 PM Last Modified By: Angie Ontiveros State: Submitted (Draft) State By: Angie Ontiveros Instructions 1. Mission a. Assume the reader knows nothing about your unit. Please describe concisely its mission. Protect District and employee financial security through accurate compensation. 2. a. Please describe concisely the following characteristics of your unit. Feel free to use both narrative and quantitative information. i. Purpose ii. iii. iv. Functions or services Clientele(s) Value of your services to the clientele(s), the Colleges, and the District v. Organizational structure and number of personnel by function vi. vii. viii. Annual budget by object code for the last three years Hours of operation, location, and other pertinent service characteristics Significant changes, if any, since the last program review

2 Page 2 of SBCCD Payroll Department is responsible for maintaining all information pertaining to employee salaries and leaves. 3. All District employees. 4. Both employees and the District can count on the accuracy and reliability of the service by Payroll Department. 5. Payroll Supervisior Senior Payroll Accountant, Academic Payroll Accountant, Classified Account Clerk II, Classified and Academic 6.See attached supporting document Budget 7. SBCCD Payroll Department is available Monday through Friday, 8:30am to 4:30pm and is located at the SBCCD Administrative Offices at 114 S. Del Rosa Dr. San Bernardino CA The Account Payable department is now under Account Manager. The Supervising Senior Accountant title changed to Payroll Supervisior. 3. Outcomes and Other Measures of Effectiveness a. Identify at least one essential measure of effectiveness for each major operation of the unit. (See Effectiveness Measurement Guidelines and Examples.) b. Include at least one baseline measure or measure of progress on a well-defined outcome. c. Include at least one measure showing effectiveness in responding to the Colleges needs. d. For each measure, identify the assessment method you used. e. Please summarize the results of the measures you have applied. If results showing trends over time are available, please report them. 1a) Essential measure of effectiveness: Training provided. 1b) Baseline measure: 2011/12 survey 44.3% 1c) Responding measure: 2012/13 survey 54.5% 1d) Assessment Method: District Annual Survey 1e) Training improved from 44.3% to 54.5% due to one on one conversations with district employees

3 Page 3 of 18 2a) Essential measure of effectiveness: Helpfulness of staff with whom you had contact 2b) Baseline measure: 2011/12 survey 82.1% 2c) Responding measure: 2012/13 survey 77.2% 2d) Assessment method: District Annual Survey 2e) Helpfulness of Staff with whom you had contact declined from 82.1% to 77.2% due to dependability issues with staff in 2012/13 4. External Opportunities and Challenges a. Describe any external opportunities that might lead to unit improvement over the next three to five years. b. Describe any external challenges (e.g., legal requirements, budgetary constraints) that might limit operations or improvement over the next three to five years. a) Opportunity - Improved leadership at the State level for increase of funds by Governor. b) Challenge - Due to the lack of funds from the State Budget we would not be able to fund new payroll system and add personnel to meet updates of current technology and practices. 5. Analysis and Evaluation a. Analyze the implications of the assessment results and external factors for your unit. b. In light of your analysis, what are your unit s main strengths? c. In light of your analysis, what are your unit s main weaknesses? a) Strengths - Provides courteous, helpful service. Follow-through of staff, accuracy of information provided and professional services in a timely matter. b) Weaknesses Lack training new and refreshing existing employees on payroll procedures

4 Page 4 of 18 and policies. Opportunity to provide your input on changes in service or procedures. Clarity and consistency of procedures you must follow to get what you need. 6. Three-to-Five Year Vision a. Describe your unit as you would like it to be three to five years from now. 1.1 Payroll would conduct business under one data system as opposed to the many that we work on now. 1.2 The ability to receive employee documents online through Image Now, such as timesheets and work reports. 1.3 Automated tracking of hours for short term employees. 1.4 Report leave balances of sick, vacation, and comp time, for all employees, on payroll stubs. 7. Impact on the Colleges and the District a. Describe the most significant relationships with other District operations and College operations. i. What major impact does your unit have on them? ii..what major impact do they have on your unit? b. How do your mission, vision, and goals contribute to the Board Imperatives and the District and/or College mission, vision, strategic directions, and/or goals? i) Expenditures of salary and benefits generated by each and every unit within the District. ii) Submission of timesheets and work reports. Keeping all employee information and salaries updated in the databases. b) With our Automated Payroll system SBCCD would be more effective due to employee stability. There will be more accuracy, efficiency and the ability for each employee to understand Payroll procedures because there will be more training available. This would create a more Learning Centered Environment, which is one of our institutions main goals. Having accurate Payroll while working within our given budget. This contributes to efficient Resource Management. With our payroll addition to the Dollars and Sense newsletter each month, we have the opportunity to keep the entire district informed on what is occurring in our

5 Page 5 of 18 department. Overall a more efficient payroll system will create a better working environment for each employee and will enhance our district. 8. Other Pertinent Information a. Include here any other information you regard as necessary for a full understanding of your unit. Protect District and employee financial security through accurate compensation. 9. Goals, Objectives, Action Plans, and Resource Requests a. Goals (with priority rank) over the next three years b. Objectives (with priority rank) under each Goal c. Principal Activities under each Objective, if available d. Timeline for completion of each Activity or Objective e. Person responsible for ensuring completion of each Activity or Objective f. Progress on or achievement of a given Goal or Objective does not necessarily require additional resources. For Goals and Objectives that do require resources, enter the following information: i. Resources required to achieve Goals and Objectives over the next three years, with description and rationale for each ii. iii. Identification of associated Goals or Objectives Type of Resource i. Expenditure Category ii. One-time/ iv. Estimated annual cost (or savings) for the next three years 1 - Goal - Increase Payroll Training districtwide. According to the District Satisfaction Survey only 44% respondents were satisfied with payroll training provided. In order to increase the satisfaction rates, Payroll will provide additional training opportunities Objective - Conduct at least one workshop.

6 Page 6 of 18 Payroll training on procedures, policies and deadlines; if necessary have one on one training with areas that need additional training. In future assessment cycles, the Payroll unit request more surveys to be able to assess the needs of employees. Payroll will provide more individual and group training to maintain a professional working relationship between the department, co-workers and employees. Start Date: 07/01/2013 End Date: 06/30/2014 Responsible Person: Payroll Supervisior 1.1.r1 - Training Costs Payroll will schedule a workshop on procedures, policies and deadlines. First Year Cost/Savings: $300.00/$0.00 Second Year Cost/Savings: $300.00/$0.00 Third Year Cost/Savings: $300.00/$ Goal - Move to one accounting system that consolidates databases. Provides online payroll payment inquiries and provides paperless payroll balance transfers. Priority Rank: Objective - Explore payroll systems Research vendor for pricing and system specifications for one paperless accounting system. Priority Rank: 9 Start Date: 07/01/2013 End Date: 12/31/2014 Responsible Person: Vice Chancellor of Fiscal Services 2.1.r1 - Information Cost The District will search for payroll systems that are paperless.

7 Page 7 of 18 One-time First Year Cost/Savings: $2,300.00/$0.00 Second Year Cost/Savings: $0/$ Objective - Determine appropriate system. After reviewing vendors prices and specifications, we will determine which system best suites our needs and budget constraints. 0 Start Date: 01/01/2014 End Date: 06/30/2014 Responsible Person: Vice Chancellor Fiscal Services 2.2.r1 - Information Cost The staff required to review system options to select the appropriate system. One-time First Year Cost/Savings: $2,500.00/$ Objective - Purchase the appropriate system Initiate purchase of the paperless accounting system. 1 Start Date: 07/01/2014 End Date: 06/30/2015 Responsible Person: Vice Chancellor Fiscal Services 2.3.r1 - System Cost One-time Expenditure Category: Equipment First Year Cost/Savings: $700,000.00/$0.00

8 Page 8 of 18 Second Year Cost/Savings: $200,000.00/$0.00 Third Year Cost/Savings: $200,000.00/$ Goal - Continue Improving payroll communication districtwide Objective - Disseminate payroll information through Dollars & Sense. Priority Rank: 3 Start Date: 07/01/2011 End Date: 06/30/2014 Responsible Person: Payroll Supervisior 3.1.r1 - Dissemination costs Objective - Enhance website information. Priority Rank: 4 Start Date: 07/01/2011 End Date: 06/30/2014 Responsible Person: Payroll Supervisior 3.2.r1 - Updating costs 4 - Goal - Improve payroll services districtwide Objective - Explore payroll services. Priority Rank: 5 Start Date: 07/01/2013 End Date: 12/31/2014 Responsible Person: Vice Chancellor Fiscal Services

9 Page 9 of r1 - Information costs Expenditure Category: Personnel Objective - Determine services for alignment. Priority Rank: 6 Start Date: 01/01/2014 End Date: 06/30/2014 Responsible Person: Vice Chancellor Fiscal Services 4.2.r1 - Information costs Expenditure Category: Personnel Objective - Align services. Priority Rank: 7 Start Date: 07/01/2014 End Date: 06/30/2015 Responsible Person: Vice Chancellor Fiscal Services 4.3.r1 - Aligning costs Expenditure Category: Personnel 5 - Goal - Improve Customer Service Priority Rank: Objective - Attend Workshop or Seminar on Customer Service

10 Page 10 of 18 Priority Rank: 2 Start Date: 07/01/2013 End Date: 06/30/2014 Responsible Person: Payroll Supervisior 5.1.r1 - Workshop cost Expenditure Category: Services First Year Cost/Savings: $450.00/$0.00 Second Year Cost/Savings: $450.00/$0.00 Third Year Cost/Savings: $450.00/$ Goal - Improve management of payroll records Objective - Explore Image Now Priority Rank: 8 Start Date: 07/01/2013 End Date: 06/30/2014 Responsible Person: Payroll Supervisior 6.1.r1 - Service Cost Expenditure Category: Services 10. Progress Report on Last Cycle's Goals, Objectives, and Actions a. Estimate progress to date on each of the last cycle s Goals, Objectives, and Activities. b. Any uncompleted Goals, Objectives, and Activities that are still important should appear in the Goals, Objectives, and Action Plans section above. 1 - Goal - Increase Payroll Training districtwide. According to the District Satisfaction Survey only 44% respondents were satisfied

11 Page 11 of 18 with payroll training provided. In order to increase the satisfaction rates, Payroll will provide additional training opportunities Objective - Conduct at least one workshop. Original Start Date: 07/01/2012 Original End Date: 04/30/2013 Revised Start Date: 07/01/2013 Revised End Date: 04/30/2014 Responsible Person: Payroll Supervisior Status Code: Work is Planned but not yet firmly scheduled Progress : Due to lack of staff, need to reschedule. 1.1.r1 - Training Costs Payroll will schedule a workshop on procedures, policies and deadlines. First Year Cost/Savings: $300.00/$0.00 Second Year Cost/Savings: $300.00/$0.00 Third Year Cost/Savings: $300.00/$ Goal - Move to one accounting system that consolidates databases. Provides online payroll payment inquiries and provides paperless payroll balance transfers. Priority Rank: Objective - Explore payroll systems Priority Rank: 2 Original Start Date: 07/01/2011 Original End Date: 12/31/2012 Revised Start Date: 07/01/2013 Revised End Date: 12/31/2014 Responsible Person: Vice Chancellor of Fiscal Services Status Code: Work is Planned but not yet firmly scheduled

12 Page 12 of 18 Progress : Need to meet with and coordinate to search for new payroll systems with Vice Chancellor of Fiscal Services. 2.1.r1 - Information Cost The District will search for payroll systems that are paperless. One-time First Year Cost/Savings: $2,300.00/$0.00 Second Year Cost/Savings: $0/$ Objective - Determine appropriate system. Priority Rank: 2 Original Start Date: 01/01/2013 Original End Date: 06/30/2013 Revised Start Date: 01/01/2014 Revised End Date: 06/30/2014 Responsible Person: Vice Chancellor Fiscal Services Status Code: Work is Planned but not yet firmly scheduled Progress : Awaiting meeting with Vice Chancellor to determine appropriate system. 2.2.r1 - Information Cost The staff required to review system options to select the appropriate system. One-time Expenditure Category: Personnel

13 Page 13 of 18 First Year Cost/Savings: $2,500.00/$ Objective - Purchase the appropriate system Priority Rank: 2 Original Start Date: 07/01/2013 Original End Date: 06/30/2014 Revised Start Date: 07/01/2014 Revised End Date: 06/30/2015 Responsible Person: Vice Chancellor Fiscal Services Status Code: Work is Planned but not yet firmly scheduled Progress : Awaiting meeting with Vice Chancellor to purchase appropriate system. 2.3.r1 - System Cost One-time Expenditure Category: Equipment Funded: No First Year Cost/Savings: $700,000.00/$0.00 Second Year Cost/Savings: $200,000.00/$0.00 Third Year Cost/Savings: $200,000.00/$ Goal - Continue Improving payroll communication districtwide Objective - Disseminate payroll information through Dollars & Sense. Original Start Date: 07/01/2011 Original End Date: 06/30/2013 Revised Start Date: 07/01/2011 Revised End Date: 06/30/2014 Responsible Person: Payroll Supervisior Status Code: Progress : Work is Planned but not yet firmly scheduled This is a continuing goal. We have already started disseminate payroll information through Dollars & Sense and expect to continue doing so.

14 Page 14 of r1 - Dissemination costs Objective - Enhance website information. Original Start Date: 07/01/2011 Original End Date: 06/30/2013 Revised Start Date: 07/01/2011 Revised End Date: 06/30/2014 Responsible Person: Payroll Supervisior Status Code: Work is Planned but not yet firmly scheduled Progress : This is a continuing goal. We have already started District Wicki with payroll information and expect to update as needed. 3.2.r1 - Updating costs 4 - Goal - Improve payroll services districtwide Objective - Explore payroll services. Original Start Date: 07/01/2011 Original End Date: 12/31/2012 Revised Start Date: 07/01/2013 Revised End Date: 12/31/2014

15 Page 15 of 18 Responsible Person: Vice Chancellor Fiscal Services Status Code: Work is Planned but not yet firmly scheduled Progress : Waiting on the Vice Chancellor to explore payroll services. 4.1.r1 - Information costs Objective - Determine services for alignment. Original Start Date: 01/01/2013 Original End Date: 06/30/2013 Revised Start Date: 01/01/2014 Revised End Date: 06/30/2014 Responsible Person: Vice Chancellor Fiscal Services Status Code: Work is Planned but not yet firmly scheduled Progress : Waiting for the Vice Chancellor to determine services for alignment. 4.2.r1 - Information costs Objective - Align services.

16 Page 16 of 18 Original Start Date: 07/01/2013 Original End Date: 06/30/2014 Revised Start Date: 07/01/2014 Revised End Date: 06/30/2015 Responsible Person: Vice Chancellor Fiscal Services Status Code: Progress : Work is Planned but not yet firmly scheduled Waiting for the Vice Chancellor to align services. 4.3.r1 - Aligning costs Expenditure Category: Personnel 5 - Goal - Improve Customer Service Priority Rank: Objective - Attend Workshop or Seminar on Customer Service Priority Rank: 2 Original Start Date: 07/01/2012 Original End Date: 06/30/2013 Revised Start Date: 07/01/2013 Revised End Date: 06/30/2014 Responsible Person: Payroll Supervisior Status Code: Progress : Work is Planned but not yet firmly scheduled Unable to schedule workshop or seminar due to lack of staff. 5.1.r1 - Workshop cost Expenditure Category: Services

17 Page 17 of 18 First Year Cost/Savings: $450.00/$0.00 Second Year Cost/Savings: $450.00/$0.00 Third Year Cost/Savings: $450.00/$ Goal - Improve management of payroll records Objective - Explore Image Now Original Start Date: 07/01/2012 Original End Date: 06/30/2013 Revised Start Date: 07/01/2013 Revised End Date: 06/30/2014 Responsible Person: Payroll Supervisior Status Code: Work is Planned but not yet firmly scheduled Progress : Waiting for Vice Chancellor to finialize contract with Image Now. 6.1.r1 - Service Cost Expenditure Category: Services 11. Process and Participants a. Describe briefly the main steps of the process that produced this report. b. List the name and function of each participant in that process. c. Include as many members of the unit as possible in the preparation and/or review of this document. It should not be the product of the manager alone or of a small proportion of unit members. d. Describe the plan for future assessment cycles, particularly if not all measures were applied in current cycle. Payroll Supervisor reviewed prior year goals and established new ones based on the

18 Page 18 of 18 Satisfaction Survey for District Operations. Vice Chancellor of Fiscal Services reviewed Program Review Draft. Semi-annual review of the Program Review will help determine if measures are being properly applied. If not, corrective strategies will be devised to bring goal execution back in line with desired outcomes. 12. Supporting Documents BUDGET FY pdf SBCCD Copyright 2013