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Antelope Valley Community College. CONFIDENTIAL, MANAGEMENT & SUPERVISORY (CMS) GROUP BRIEFING: BUSINESS SERVICES OVERVIEW DIANA KEELEN OCTOBER 28, 2009. Agenda. What does the Business Services Office do? Who does what in Business Services Office?

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Antelope Valley Community College

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Antelope valley community college

Antelope Valley Community College

CONFIDENTIAL, MANAGEMENT & SUPERVISORY (CMS) GROUP BRIEFING:

BUSINESS SERVICES OVERVIEW

DIANA KEELEN

OCTOBER 28, 2009


Agenda

Agenda

  • What does the Business Services Office do?

  • Who does what in Business Services Office?

  • Business Services Office Strengths, Weaknesses, Opportunities & Threats (SWOT) Analysis

  • Budget at the State Level

  • Impact to California Community Colleges

  • Impact to AVC

  • What are other colleges doing?

  • AVC 08-09 Actuals Recap

  • AVC 09-10 Budget Overview

  • What managers can do during these tough budget times

  • New processes in progress:

    • New Budget Augmentation Form

    • New Duplication Services

    • New Travel Request Form

  • Questions?


What does business services do

What does business services do?

  • We manage five major business services areas: Budgeting & Accounting, Purchasing, Warehousing, Mailroom & Duplication and are comprised of a staff of 20 people:

  • One Director

  • One Accounting & Budget Supervisor: Vacant

  • One Buyer

  • Two Accountants

  • One Accounting Assistant III

  • Three Accounting Assistant IIs

  • One Cashier

  • One Warehouse Coordinator

  • One Warehouse Assistant

  • One Student Accounts Technician: Vacant

  • Two Mailroom Duplication Technicians

  • One Clerical Assistant III

  • Two Student Workers

  • Two Hourly Workers


Who does what in business services

Who does what in Business Services?

  • Budget Planning & Programming/Audit POC/Cashflow Analysis/PeopleSoft Security Administrator/Business Policies & Procedures/Business Services Liaison/Monthly Board Financials Reporting: Diana Keelen, Director of Business Services

  • Reconciliations/District Training/Staff Training/Budget Monitoring/Daily Taxes/Quarterly Tax Returns/Annual Tax Returns: Vacant, Accounting & Budgeting Supervisor

  • Capital Outlay Accounting: Chris Garcia, Accountant

  • Categorical Accounting: Kim Carlson, Accountant

  • Purchasing/Vendor Negotiations/Travel Arrangements: Crystal Mohair, Buyer

  • Accounts Payable (A-J): Lisa Jehlicka, Accounting Assistant II

  • Accounts Payable (K-Z): Mary Crenshaw, Accounting Assistant II

  • Accounts Receivable/Auxiliary Accounting/Bank Account Reconciliations/HigherOne/1099 POC: Cathy Smith, Accounting Assistant III


Who does what in business services continued

Who does what in Business Services? Continued

  • Accounts Receivable/Cashiering/Disbursement & Refunds List Reconciliation: Lisa Diaz, Accounting Assistant II

  • Accounts Receivable/Cashiering/Alternate Disbursement & Refund List Reconciliation: Sheri Lajoie, Cashier

  • Student Accounts/1098T POC/Accounts Receivable/Alternate Cashiering: Vacant, Student Accounts Technician

  • Alternate Purchasing & Travel Arrangements/District Financial Reports Distribution/Clerical Support: Denise Anderson, Clerical Assistant III

  • Mailroom Services, Teri Johnson, Mailroom/Duplication Technician

  • Duplicating Services, Susan Weitz, Mailroom/Duplication Technician

  • Warehousing/Inventory/Auction/Document Disposal/Shipping & Receiving: Stan Moore, Warehouse Coordinator

  • Warehousing/Inventory/Shipping & Receiving/Warehouse Charge backs: Teresa Ortiz/Warehouse Assistant


Strengths

Strengths

  • Customer Service

  • We develop budgets and manage 12 funds that consist of federal, state and local funding totaling about $100 mil budget for 2009-2010.

  • In 08-09, we had about 50 active restricted programs

  • We process 4,000 purchase orders a year, thousands vendor invoices, hundreds of travel requests and hundreds of reimbursement requests.


Weaknesses

Weaknesses

  • Our financial systems not integrated: Banner, PeopleSoft, RAD, SACS, Labor, LLL and HRS.

  • Manual processes: Our systems do not talk to each other meaning turning data into useful information is extensively manual and time consuming

  • Lack of Budget Projection Software: Manual

  • Lack of Position Control: We also do not have position control making budget estimation difficult and understanding who is doing what


Opportunities

Opportunities

  • Integrated Systems

  • Position control available

  • Automation of manual processes and forms for efficiency and to reduce redundancy


Threats

Threats

  • Mid-year cuts

  • Continued budget cuts in the out years: the financial community is projecting deeper cuts into the 2010-2011 fiscal year

  • Cuts to the base allocation

  • Deeper cuts to student support programs

  • The growing deferral figure now expected to be a continued part of budgeting


Budget cuts at the state level

Budget Cuts at the State Level

  • Feb 2009: $36 bil in cuts adopted

  • July 2009: An additional $24 bil in cuts and borrowing adopted, which includes:

    • $16 bil in cuts

    • $8 bil in borrowing

  • October 2009: State deficit now over $1.1 bil over July 2009 estimates


Impact to california community colleges

Impact to California Community Colleges

  • 08-09: $84 mil in cuts

  • 09-10: Over $750 mil in cuts

    • $120 mil general unrestricted funds

    • Approximately $53 mil in property tax shortfall

    • Over $20 mil in Student fees shortfall

    • $333 mil in Categorical Cuts-Some as much as 40%

    • $40 mil in additional shortfalls

    • No growth

    • No COLA

  • Deferrals now projected to be permanent part of the budget:

    • Cash flow is the lifeblood of any organization. California Community Colleges are faced with close to a $1 bil in deferrals this fiscal year and counting.

  • ARRA funds (One-time funding) was $130 mil, then $37 mil, now $35 mil

  • Increase in Student Fees from $20 to $26 per credit unit


Impact to antelope valley college

Impact to Antelope Valley College

  • Roughly 9% general fund budget cut or nearly $5 mil

  • Deferrals over $10 mil in apportionment

  • Additional Expenses: Deferrals equal borrowing, which equals interest expense

    • Borrowing limited and heavily scrutinized from lenders

      • Borrowing from other funds

      • Borrowing from the Treasury

      • Borrowing from TRANs

      • Pursuing Line of Credit

  • ARRA funds are approximately

    $345K to AVC


What are other colleges doing

What are other colleges doing?

  • Survey went around to other colleges asking the following:

    • How many Districts have implemented furloughs or layoffs for the 2009-10 fiscal year due to the current budget crisis?

    • How many Districts are supporting categorical programs at the level of anticipated ARRA funds even though the funds received have been identified as unrestricted general purpose?


What are other colleges doing results

What are other colleges doing? - Results

  • 22 Colleges Responded

    • How many Districts have implemented furloughs or layoffs for the 2009-10 fiscal year due to the current budget crisis?

      • 19 responded with no layoffs or furloughs for 2009-2010 year (including AVC); 1 planning layoffs effective in 2010-2011 fiscal year

      • 2 college negotiated furloughs for 2009-2010 year; 1 planning layoffs effective in 2010-2011 year

      • 1 college responded that they laid off 6 positions

    • How many Districts are supporting categorical programs at the level of anticipated ARRA funds even though the funds received have been identified as unrestricted general purpose?

      • 19 responded that funds will be used to backfill categoricals (including AVC)

      • 3 colleges didn’t respond to the question or didn’t know yet


Avc 08 09 actuals recap

AVC 08-09 Actuals Recap


09 10 budget outlook before planning

09-10 Budget Outlook Before Planning


09 10 budget after planning

09-10 Budget After Planning


Avc 09 10 budget

AVC 09-10 Budget


Avc 09 10 budget overview unrestricted

AVC 09- 10 Budget Overview-Unrestricted

  • No growth

  • No COLA

  • $1 mil contingency reserve for mid-year cuts

  • $770K SCE “rebill” still being negotiated

  • 10% cut to services and supplies

  • 22% cut to travel

  • 10% increase to H&W (District absorbed)

  • $353K in election costs

  • $50K additional in attorney fees

  • $1.9 mil reduction in sections

  • Elimination of 3 Dean Positions

  • 25% cut to hourlys


Make up of revenue

Make up of Revenue


Make up of expenditures

Make up of Expenditures


Avc budget overview out years

AVC Budget Overview-Out years

  • Continued deficit spending reduces reserve

  • Required to have a 5% unrestricted reserve

  • 08-09 ended at 8.28%

  • 09-10 estimate at 6.02%

  • 10-11 outlook could be below 5% reserve if expenses continue to go up and revenues remain the same


What managers can do in these tough budget times

What managers can do in these tough budget times?

  • Just-in-time supplies. Do not allow “stocking up”

  • Consolidate requirements

  • Use warehouse inventory-we benefit from ordering in larger quantities and realize savings through price breaks

  • Utilities: Turn off electronics at night. Turn off lights in rooms unused

  • Submit recommendations to the Business Office or to Administration on how to save on expenditures


New processes in work

New processes in work

  • New Budget Augmentation Form

    • Electronic as opposed to manual in work

  • New Duplication Services

    • Large print jobs now available in mailroom. Process in work

  • New Travel Request Form

    • Certification statement of insurance on autos


Questions

Questions?

  • Questions?


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