Business Office Improvement Plan

These are the three main goals as it relates to our Improvement Plan that have been identified by the Business Office. There is a narrative below each goal to describe each one in more depth. After the initial "data gathering" phase in FY14-15, we will begin to include measurable data/metrics to show if/how we are meeting our goals, and the action steps we will be taking to continue to move forward.

Goal #1 – Effectively utilize data and embrace sound fiscal management practices in alignment with the district’s mission and strategic direction.

    The key to successfully implementing Goal #1 is to first identify the metrics we want to measure and then determine the data that should be gathered. It is not simply the tracking of data that is important, but rather how we utilize the data to being to align the Business Office with the district’s mission and strategic direction. A few of the key metrics we have identified are shown in the chart below, also known as the Vision Card. We will continue to add to the Vision Card as we progress through this data gathering process.
    The second piece of this goal is embracing sound fiscal management practices. We have identified two ways that we will work to accomplish this, and they are reflected in Goals #2 and #3. Goal #2 focuses on streamlining office operations and improving efficiencies and Goal #3 focuses on developing an extensive long range plan. The emphasis for both of these goals is to create consistency not only among Business Office staff, but also with the district staff as a whole. Opening the channels of communication with all staff about district finances is key in the effort to aligning the Business Office with the district’s mission and strategic direction.

Goal #2 – Streamline office operations and improve efficiencies in order to provide the highest quality customer service to district stakeholders.

    The first step in achieving this goal is to understand and document what our current processes are, and identify the areas where we can streamline our operations and also improve our efficiencies. The Business Office has begun to make changes in this regard for the 14-15 school year, and we have already seen improved results.
    Other changes, however, will take a few years to both implement and also realize the efficiencies we want to see. The goal in streamlining our processes and improving efficiencies in the Business Office is to be able to focus more on timely and relevant customer service for all district stakeholders.

Goal #3 – Develop an extensive long range plan that identifies appropriate uses of all district resources.

    For FY14-15, our goal is to begin the discussion with each Principal and Director as to what their 5-10 year long range plan might look like. The discussion will include documenting the various aspects of the needs that are identified, the resources required to purchase the need or service, and the people involved in implementation of the need or service. 
    Progress of our long range plan will be shown here as we work through these stages. It will take 2-3 years to fully develop this plan. This is because all department plans must work together so that the District develops and promotes each department consistently with the other departments. It is also important for the School Board to be included in the discussion so that the Principals and Directors are focusing their energy in areas that are supported by the Board and their vision of where the District is headed.

Below is the Business Office Vision Card that identifies the initial metrics our department chose to monitor. Over the next few years, the information shown on the Vision Card will increase and trends will be identified as more data becomes available. 

MeasureInterveneConcernMidpointProgressVision2012-13 Baseline2013-142014-152015-162016-17
Number of Material Weaknesses and Deficiencies in Annual Audit Report5+ Mat;l Wkness;
2+ Deficiency
4 Mat;l Wkness;
1-2 Deficiency
3 Mat;l Wkness;
1-2 Deficiency
2 Mat;l Wkness;
1 Deficiency
1-2 Mat;l Wkness;
0 Deficiency
4-Mat;l Wkness;
3-Mat;l Wkness;
3-Mat;l Wkness;
3-Mat;l Wkness;
Variance of final district budget vs. actualGreater than 4.00%3.01-4.00%2.01-3.00%1.01-2.00%Less than 1.00%0.60%1.60%1.8% Revenues; 0.7% Expend.3.4% Revenues; 0.7% Expend.
Percentage of stakeholders satisfied with procurement process (ease of purchase order process, forms, etc)< 80%80%-84%85%-89%90%-94%95% +N/a87.57%------
Number of Auditor Prepared Journal entries20+ Journal Entries16-20 Journal Entries11-15 Journal Entries6-10 Journal Entries5 or less Journal Entries20 Journal Entries15 Journal Entries0 Journal Entries3 Journal Entries
Percentage of stakeholders satisfied with benefit administration and support< 80%80%-84%85%-89%90%-94%95% +N/a92.20%------
Percentage of stakeholders satisfied with the accuracy and processing of payroll< 80%80%-84%85%-89%90%-94%95% +N/a98.90%------
District-wide Workers Compensation experience mod rateGreater than 1.301.20-1.291.10-1.191.01-1.091.0 or under1.