Division Goal: Optimize the college’s resources through responsible management and adherence to appropriate polices and procedures.

Objectives:

1. Implement and closely monitor Accounts Receivable on Colleague.
2. Achieve an exception-free audit on private, state and federal audits. 

Action Plan:

1. Vice President of Administrative Services and Accountant will monitor all cash receipting to ensure funds are deposited into the appropriate accounts and all accounts receivable and general ledger postings are correct.
2. Accountant and other Business Office personnel will develop workflows to monitor accuracy of new computer software.
3. Vice President of Administrative Services and Accountant will work closely together to formalize an effective year-end close-out and to prepare accurate, auditable financial statements.

Assessment Strategy:

1. Accounts receivable will be implemented on Colleague and accounts will be posted correctly.
2. Workflows will reflect accuracy of data.
3. Private, state, and federal audits will be exception-free.

Assessment Outcomes:

1. Vice President of Administrative Services and Accountant attempted to monitor cash receipting to ensure funds were deposited into the appropriate accounts and all accounts receivable and general ledger postings were correct. However, due to inexperience in Datatel software and carelessness, errors were still made.
2. Some workflows were developed, but there is still much work to be done.
3. The year-end close-out for 2006-07 was more organized and there was improvement on the financial statements. However, the College still received one finding which again related to internal controls in the preparation of the financial statements.

Use of Results:

1. The Accountant resigned May 20, 2008 and was immediately replaced. A retired Controller from Randolph Community College was employed on a part-time basis as a consultant to train the new Accountant and assist with year-end. We will continue to monitor accounts receivable and general ledger to ensure funds are deposited into the appropriate accounts and posted correctly.
2. The new Accountant, assisted by the consultant, will continue to develop workflows to monitor the accuracy of postings to accounts receivable and general ledger, as well as reports, generated by the computer software.
3. The Vice President, Accountant, and consultant will continue to formalize effective year-end close-out processes in order to prepare accurate, auditable financial statements.

Division Goal: Provide additional facilities and fully utilize existing facilities to support state-of-the-art instructional programs.

Objective

1. Provide adequate space to house Forestry program.
2. Provide adequate space to house Dental Assisting program.

Action Plan:

1. Construct state-of-the-art Forestry Building.
2. Renovate current Forestry classrooms and lab to accommodate Dental Assisting.

Assessment Strategy:

1. Will construct state-of-the-art Forestry Building.
2. Will renovate current Forestry classrooms and lab to accommodate Dental Assisting.
3. Will move Dental Assisting program back to campus and terminate lease on Dental Building.

Assessment Outcomes:

1. Board selected MBAJ Architecture as designer in March 2007.
2. College applied for and received a Facility and Equipment Grant from NCCCS for $311,372 in November 2007.
3. Form 3-2 was submitted and approved by NCCCS in June 2008.
4. The State Construction Office approved the award of a construction contract to Uwharrie Builders, LLC July 1, 2008.

Use of Results:

1. College will construct a 6,378 square foot building to house the Forestry program to be occupied by January 2009.
2. Renovation will be completed on current Forestry Lab to convert it to a Dental Assisting Lab ready for occupancy no later than August 2009.
3. Lease will be terminated on Dental Building by September 1, 2009

Division Goal: Implement and maintain activities in order to optimize utilization of the physical plant and grounds in a safe and effective manner.

Objectives:

1. We will continue to implement new plans and procedures to ensure a safe and secure environment for students and employees.
2. Campus security will be improved.

Action Plan:

1. Selected personnel will complete NIMS Training.
2. The Safety Coordinator, working with the Safety Team, will develop emergency procedures and drills for tornados, lockdown, and bomb threats.
3. We will continue to ask the county to include funds for security officers in our budget.
4. Purchase and install an alarm system that will allow college-wide communication during a crisis.

Assessment Strategy:

1. NIMS Training is online and personnel can complete at their own pace. Certificates will be placed in personnel files.
2. Emergency procedures will be documented and drills will be conducted regularly.
3. A part-time security force will be activated.
4. An alarm system will be purchased and installed.

Assessment Outcomes:

1. Personnel are completing NIMS Training as needed. In addition, the College has applied for a grant that will ensure employee training.
2. The Emergency Procedures Handbook was updated, including a revised campus map and a new severe weather map. Fire drills were conducted and evaluated regularly and we conducted our first tornado drill.
3. We were unable to obtain local funding for security personnel. However, the Sheriff’s Department provided, at no cost to the College, security coverage for registration and special events. They also assigned a SCO to patrol our campus whenever possible.
4. We were unable to obtain local funding for an alarm system. We have since reevaluated our needs and are pursuing an alert or intercom system. Kennon Briggs with NCCCS has given us permission to use Technology Fees to purchase an intercom or alert system.

Use of Results:

1. We will continue to pursue a grant to fund additional safety training for employees.
2. We will continue to conduct drills regularly.
3. We will continue to pursue funding for security personnel. New legislation in the State budget may allow colleges to use up to 2% of State Funds to fund security personnel, call boxes, cameras, etc.
4. We will purchase an intercom or alert system from Technology Fees by Fall Semester, 2009

Division Goal: Optimize efficient use of the facility space in a manner consistent with the needs of division staff and the requirements of various regulatory agencies.

Objectives: Furniture and equipment needs will be fulfilled to ensure efficient use of facility space and ongoing regulatory compliance.

Action Plan:

1. Purchase fireproof file cabinet for human resources coordinator
2. Purchase hutch for accountant to increase storage space
3. Repaint walls, replace carpet during Christmas holiday break

Assessment Strategy: Division will remain in compliance with audit requirements.

Assessment Outcomes: Objectives achieved: items were purchased and installed, walls were painted and carpet was replaced.

Use of Results: Division is in compliance with audit requirements.

College Goals:

• Maintain overall fiscal stability.
• Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.

Division Goal: Optimize the college’s resources through responsible management and adherence to appropriate polices and procedures.

Objectives:

• Closely monitor accounts receivable on Colleague.
• Closely monitor cash and investments.
• Review, analyze, and correct Special Funds accounts.
• Achieve an exception-free audit on private, state and federal audits.

Action Plan:

• The Accountant and consultant will continue to monitor cash receipting to ensure funds are deposited into the appropriate accounts and all accounts receivable and general ledger postings are correct.
• The Accountant and consultant, working with other business office personnel, will develop workflows to monitor accuracy of new computer software.
• The Accountant will monitor cash daily and reconcile bank accounts monthly.
• The Accountant and consultant will review, analyze, and correct Special Funds accounts.
• The Vice President of Administrative Services, Accountant, and consultant will continue to formalize effective year-end close-out processes in order to prepare accurate, auditable financial statements.

Person(s) Responsible: Business Office personnel

Anticipated Date for Achieving Objective: This fiscal year

Assessment Strategy:

• Accounts receivable and general ledger accounts will be posted correctly.
• Workflows will reflect accuracy of data.
• Cash and investments will be appropriately monitored, diminishing the possibility of abuse.
• Private, state, and federal audits will be exception-free.

Budget Needs to Accomplish Objective: Consultant $18,000

Assessment Outcomes: Will be completed in May 2009.

Use of Results: Will be completed in May 2009.

College Goal 3: Provide facilities for student learning that capitalize on state-of-the-art instructional applications.

Division Goal: Provide additional facilities and fully utilize existing facilities to support state-of-the-art instructional programs.

Objective

• Provide adequate space to house Forestry program.
• Provide adequate space to house Dental Assisting program.

Action Plan:

• Construct state-of-the-art Forestry Building.
• Renovate current Forestry classrooms and lab to accommodate Dental Assisting.

Person(s) Responsible: Vice President of Administrative Services and Construction Project Coordinator

Anticipated Date for Achieving Objective:  September 2009

Assessment Strategy:

• Will construct state-of-the-art Forestry Building.
• Will renovate current Forestry classrooms and lab to accommodate Dental Assisting.
• Will move Dental Assisting program back to campus and terminate lease on Dental Building.

Budget Needs to Accomplish Objective: $935,625

Assessment Outcomes: Will be completed in May 2009

Use of Results: Will be completed in May 2009

College Goals:

• Maintain overall fiscal stability.
• Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.

Division Goal: Optimize the college’s resources through responsible management and adherence to appropriate polices and procedures.

Objectives:

• Reorganize the business office in preparation of Vice President’s retirement.
• Provide adequate cross-training to ensure continued operations.
• Provide adequate staffing to ensure improved services.

Action Plan:

• Hire a part-time Cashier.
• Realign Accounts Receivable Specialist duties to include budgeting and financial reporting duties.
• Provide necessary cross-training to all business office staff.
• Hire vice president replacement and, if applicable, accountant replacement several months before retirement of current vice president.

Person(s) Responsible: Vice President of Administrative Services

Anticipated Date for Achieving Objective: By September 2009.

Assessment Strategy:

• Part-time Cashier will be hired.
• Accounts Receivable Specialist will assume additional responsibilities.
• Business office staff will be cross-trained.
• Transition to new vice president will be complete.

Budget Needs to Accomplish Objective: Will need additional office space, furniture, and computer – approximately $5,000; additional salary – approximately $20,000.

Assessment Outcomes: Will be completed in May 2009.

Use of Results: Will be completed in May 2009.

College Goal: Provide facilities for student learning that capitalize on state-of-the-art instructional applications.

Division Goal: Provide additional facilities and fully utilize existing facilities to support state-of-the-art instructional programs.

Objective

• Provide adequate space to house Health Sciences programs.
• Provide adequate space to house Student Services Center.

Action Plan:

• Conduct Advance Planning for Health Sciences Building and Expansion of Student Services Center.
• Acquire State, County, and Foundation funding for construction.
• Acquire State and Foundation funding for equipment.
• Construct state-of-the-art Health Sciences Building.
• Construct state-of-the-art expansion of Student Services Center.
• Retrofit Buildings 100 and 200.

5. Person(s) Responsible: Vice President of Administrative Services and Construction Project Coordinator

Anticipated Date for Achieving Objective:  Unknown

Assessment Strategy:

• Advance Planning will be completed.
• Funding for project will be available.
• Funding for equipment will be available.
• Will construct state-of-the-art Health Sciences Buillding.
• Will construct state-of-the-art expansion to Student Services Center.
• Buildings 100 and 200 will be retrofitted.

Budget Needs to Accomplish Objective: $16,583,044

Assessment Outcomes: Will be completed in May 2009

Use of Results: Will be completed in May 2009

College Goal: Provide an environment that supports employing and retaining a quality faculty and staff and promotes enhanced student learning, achievement, and development in a global society.

Division Goal:  Implement and maintain activities in order to optimize utilization of the physical plant and grounds in a safe and effective manner.

Objectives:

• We will continue to implement new plans and procedures to ensure a safe and secure environment for students and employees.
• Campus security will be improved.

Action Plan:

• The College will pursue a grant to ensure continued safety training.
• The Safety Coordinator, working with the Safety Team, will research, develop, and implement crisis teams and plans as suggested by the Governor’s Task Force.
• A part-time security force will be activated using State Funds. In addition, the county is pursuing a SRO grant that will be shared with the College and public schools if approved.
• The College will purchase an alert or intercom system that will allow college-wide communication during a crisis using Technology Fees as approved by NCCCS.
• The College will continue to pursue funding for call boxes and security cameras.

Person(s) Responsible: Safety Coordinator and Safety Team

Anticipated Date for Achieving Objective: This fiscal year

Assessment Strategy:

• NIMS Training continues to be available online.  The Safety Coordinator provides regular safety training.
• The College will meet the recommendations of the Governor’s Task Force.
• A part-time security force will be hired.
• An alert or intercom system will be installed.
• Funding will be available for purchasing call boxes and security cameras.

Budget Needs to Accomplish Objective: Approximately $50,000 for part-time security is available; approximately $80,000 for alert or intercom system is available; call boxes and security cameras are estimated at $50,000 – not available.

Assessment Outcomes: Will be completed in May 2009

Use of Results: Will be completed in May 2009

College Goals:

• Provide facilities for student learning that capitalize on state-of-the-art instructional applications.
• Provide an environment that supports employing and retaining a quality faculty and staffand promotes enhanced student learning, achievement, and development in a global society.

Division Goal: Provide students, guest, and employees with an adequately maintained campus and above average occupant comfort.

Objectives:

• Develop an Operations and Maintenance Plan to ensure maximum life-cycles of facilities and equipment.
• Develop replacement plans for major facility and grounds renovations/repairs.

Action Plan:

• Gather data for all aspects for campus maintenance (Custodial, Building, Mechanical, and Grounds)
• Develop a schedule of routine maintenance procedures for the main campus.
• Develop long range replacement plans for roofs, parking lots, carpet, flooring, building mechanicals, etc.

Person(s) Responsible: Director of Facilities

Anticipated Date for Achieving Objective: June 2009

Assessment Strategy:

• All buildings and grounds on campus are clean and presentable.
• All equipment vital to building operations is in working order.
• A long range replacement plan will be in place to start requesting funds from the county to get large scale R&R projects on the agenda.

Budget Needs to Accomplish Objective: Unknown at this time

Assessment Outcomes: Will be completed in May 2009

Use of Results: Will be completed in May 2009

College Goal: Maintain overall fiscal stability.

Division Goal: Make optimal use of the local budget by cutting out unnecessary spending on utility bills, leaving more funds available for R&R projects.

Objectives: Develop an energy management plan.

Action Plan:

• Conduct an energy audit of the campus with the State Energy Office.
• Energy and water bills from the last 3 fiscal years will be entered into a database for the baseline to monitor the utility bills for 2008-2009.
• Comply with Senate Bill 668
• Implement low cost measures to conserve energy, fuel oil, and water.

Person(s) Responsible: Director of Facilities

Anticipated Date for Achieving Objective: June 2009

Assessment Strategy:

• Energy Management Plan will be in place.
• Energy, fuel oil, and water consumption will be reduced overall by 10% from the previous year.

Budget Needs to Accomplish Objective: Unknown at this time

Assessment Outcomes: Will be completed in May 2009

Use of Results: Will be completed in May 2009