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Presentation to the Review Committee. Richard S. Metz Vice President for Finance & Administration. Finance & Administration’s Mission.
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Presentation to the Review Committee Richard S. Metz Vice President for Finance & Administration
Finance & Administration’s Mission • To the extent resources are available, the division's mission is to provide support services which enable the University, The College, the divisions, the departments and the units to better meet their respective missions. It is to aid them in their efforts to comply with the myriad of federal, state, city, institutional and local laws, ordinances, regulations, policies and rules that govern all of our operations but do it in a manner which provides services rather than creates road blocks.
The Division ofFinance & Administration • Human Resources • Institutional Technology • Academic Computing Services • Administrative Computing Services • Telecommunications • Instructional Media • Business Operations • Budget Office • Procurement • Accounts Payable • Bursar • Payroll • Financial Aid • Financial Accounting • Other
Finance & Administration Organizational Chart As of February 2007
Finance & Administration Organizational Chart As of February 2008
F & A Challenges • Lack of formal training and knowledge of HR staff. • Lack of an exit interview system. • Lack of central info-database on policies and procedures. • Resistance of campus managers to manage supervisory responsibilities through the disciplinary process. • A general lack of awareness of the importance of security of information. • Some antiquated and dieing telecommunications hardware. • A general lack of coordination of IT talent and services for the end user. • A college wide perception that the institutionally provided computing equipment is/are personal assets.
F & A Challenges Continued • Getting the most out of an antiquated and suspect accounting system before migrating to the new ERP system being installed system wide. • A lack of general accounting talent and management staffing so that we cannot insure proper compliance with appropriate regulations. • A campus wide perception that all problems are in the “budget”. • A lack of general contract administration and issuance knowledge throughout the division and The College. • A general lack of communications skills throughout the division.
F & A Goals for FY 2007-08 • Provide as much input as possible to CUNY ERP implementation. On going • Hire a new Assistant Vice President for Information Technology and Chief Information Officer (CIO). Vace Kundakci • Hire a new Controller to lead the Business Services department. Donna Diane • Hire a seasoned and effective Deputy Director of Human Resources. James Davis • Hire an experienced and effective Classification and Compensation Analyst. John Siderakis • Hire a new Contracts and Procurement Manager. To be by end of April • Hire a new Accounts Payable Manager. To be by end of April
F & A Goals for FY 2007-08 Continued • Hire a new Property Inventory and Controls Manager. Ashford Charleus • Re-design the PAF submission system to make it web based. Currently in operation • Conduct bi-annual career fairs for students interested in full-time employment. One has been done • Make the College Assistant program web based and user friendly for our students. To be developed • Complete and award a bid on a new telecommunications switch. Pending in Albany • Complete a full resources inventory of IT including human resources, equipment and software. First two are done and the third is underway. • Provide a comprehensive system of security patch updates for standardized software packages to the desk top level. Still in Development
F & A Goals for FY 2007-08 Continued • Provide a more transparent budget system for The College. Dependant on a new accounting system. • Expand use of Procurement Card system. Up 300% • Find a proactive system of getting departments to submit payrolls in a comprehensive and timely manner. Underway • Reconcile all the various accounting systems now in use at The College. Underway • Establish a system of records management Underway • Complete, implement and practice a comprehensive Violence in the Workplace Policy and Procedures System. Underway • Work to ensure that the College receives all the advantages it can from the existence of its new residence hall facility, The Towers. Underway
F & A Goals for FY 2008-09 Advance of complete all unfinished Goals from 2007-08 Complete and implement a campus wide exit interview of departing employees system. Toward placing technology in every classroom, complete 30 to 50 more smart classroom. Re-establish a service recognition program for all 5yr service anniversaries. Streamline campus bill paying system. Establish a campus wide records management system. Establish a Technology Advisory Committee to advise and evaluate IT and to create a campus wide IT plan.
F & A Goals for FY 2008-09 Continued Provide Campus wide procurement education system. Establish an Information Security Office Continue the review of IT structure with the aim of improving service for email, web, helpdesk, calendaring, directory, desktop management, etc. With the implementation of the CUNY First new General Ledger system, explore new reporting and policy implications with an aim to improve service. Start efforts to establish a culture of service throughout the division.
Age Distribution of EmployeesInstructional Staff: 1722 Total Staff
Human Resources • 97% of new employees are processed for benefits within the first 30 days. • Processed 95 new full-time hires between January 07-December 07. • Absenteeism improved by 20% among classified staff employees this year. • On average 21 people Walk-in every-day. • Between Feb 07-Dec 07 Human Resources assisted 4,628 walk-ins.
Institutional Technology: email vs spam *IT had not yet been centralized accounting for low figures in this year.
Budget Issues: Why do my end of year expenses never match my budget? Funds are adjusted in our expense figures from other sources. College Collective Bargaining Agreements Compact Philanthropy Additional Central office Allocations (Lump sums) Technology Fee and other funds CUTRA funds Tuition in excess of target College share of state revenue shortfall Funds from RF Funds from soft money sources
Budget Issues: why can’t I keep my salary savings from vacant positions? *Does not include reclassifications, increases in rank, in range increases, unscheduled merit increases, or other personnel actions which must be paid out of existing budgets.
