Administration & Finance Strategic Plan
In Winter 2019, our division met to develop our next strategic plan. Summaries of the plan are below.
Strategic Directions
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Morale & Teambuilding
Summary
The employees within the Administration and Finance Division are our greatest resource and improving morale and team building remains a critical focus area of our strategic plan. The goals and action steps outlined below support this direction by recognizing exemplary employees, fostering effective teamwork, and implementing an ongoing survey of employee engagement to measure our success.
2019–2022 Goals Goal Description Target Date Finish Implementation of the First Year of the Service Award Program Sept. 2019 Promote Training to Supervisors on Promoting Effective Teamwork and Bolstering Morale within Departments (with Staff Development and Retention) Sept. 2022 Implement Second Year of the Service Award Program Sept. 2022 Evaluate and Propose a “Cardinal Friday” Program to Foster Greater Morale and Team Spirit March 2022 Research and Develop Recommendations for Recognizing Employees with Longstanding Service to the College Oct. 2021 Develop and Implement an Administration and Finance Employee Engagement Survey March 2022 2019–2022 Updates Milestone Date The First Year Service Award was presented to three recipients at the Summer Picnic. The plaque is pending installation on the 9th Floor of Kehoe. June 2019 Facilitators from Morale and Teambuilding and Retention and Staff Development met to determine specific areas where current employees can gain experience on particular topics (Conflict Resolution, Diversity/Empathy, etc.). A certificate program was discussed allowing supervisors to earn badges after the completion of courses. Oct. 2019 Research for the “Cardinal Friday” initiative is moving forward earlier then expected due to recent funding becoming available. Oct. 2019 -
Retention & Staff Development
Summary
Capitalizing upon our staff is not just a matter of fostering morale and teamwork; it also requires effective staff development and retention efforts. The goals and action steps outlined below support this direction by creating departmental employee retention plans, supporting employee mentoring, and implementing an ongoing customer service and supervisory training programs.
2019–2022 Goals Goal Description Target Date Each Department will create a plan to retain and develop current employee talent and ensure business continuity July 2021 The Retention & Development team will develop a Mentorship Program in collaboration with the Morale and Teambuilding team to provide support for new professional employees July 2020 Promote training for customer service skills such as Conflict Resolution, Communication, and Diversity/Empathy Sept. 2022 Promote training for supervisory skills (such as Conflict Resolution, Communication, Diversity/Empathy, Effective Leadership, and Supervisor Essentials) in collaboration with the Morale and Teambuilding team Sept. 2022 2019–2022 Updates Milestone Date Reminders to all A&F Department Heads were sent out reiterating the September 1st deadline for their summary on how to retain and develop employee talent and business continuity within their department. July 2019 Different models from multiple agencies were analyzed with preference leaning towards the SUNY RF Model. A sub-committee is being formed for this initiative to continue to move forward with the implementation of the Mentorship Program. Oct. 2019 Training options for Customer Service Skills training are being explored mainly through the State Learning Management System (SLMS) and the unions. Oct. 2019 Facilitators from Morale and Teambuilding and Retention and Staff Development met to determine specific areas where current employees can gain experience on particular topics (Conflict Resolution, Diversity/Empathy, etc.). A certificate program was discussed allowing supervisors to earn badges after the completion of courses. Oct. 2019 -
Communication Team
Summary
Building on the successful adoption of the name Administration and Finance, spreading the value of “SERVICE” through improved web content and other methods for sharing important division information, the Communication Team will be focusing on improving how we share information not only across the division but amongst each other, as well.
2019–2022 Goals Goal Description Target Date Improve Administration & Finance Website to Serve as the Official Repository of Division Wide Messaging March 2020 Improve Our Division’s Interpersonal Communication April 2020 Decrease Information Overload and Clutter in Intradivisional Communication March 2020 2019–2022 Updates Milestone Date The Redesigned A&F Web Pages successfully launched with little to no negative impact on operations.
July 2019 To support our efforts towards decreasing information overload and clutter in intra-divisional communication, a Communication Guide was drafted and shared with Leadership.
Oct. 2019 -
Efficiencies: Facilities Projects
Summary
As our campus faces new challenges and opportunities, effective facilities project management will allow us to ensure successful results. The team will analyze the current process prior to developing and executing an improved system that includes automation of tasks and transparency of progress.
2019–2022 Goals Goal Description Target Date Develop a method to submit project requests Jan. 2020 Communicate new process March 2020 2019–2022 Updates Milestone Date Projects are proceeding and are on track to meet future goals. Oct. 2019 -
Efficiencies: Forms
Summary
With over 150 Administration and Finance forms, finding ways to optimize data entry and data validation has the opportunity to stream line campus processes, increase transparency and implement efficiencies. The team will develop standard templates, evaluate all departmental forms, and explore strategies for further optimization.
2019–2022 Goals Goal Description Target Date Review 100% of Administration and Finance Forms to ensure alignment with institutional branding and to optimize forms for user use Jan. 2020 Finish implementation of the online Travel Authorization and Advance Form Sept. 2019 Implement Online Travel Expense (Travel Voucher) Form Sept. 2020 Implement an additional online Administration and Finance form (To Be Determined) Aug. 2021 Research and develop a whitepaper outlining best practices for forms to improve business transaction efficiencies March 2022 2019–2022 Updates Milestone Date The following department forms have been evaluated and completed: Accounting Services, Accounts Payable, Budget and Financial Reporting Services, Facilities, Management Services, and Purchasing.
The following department forms are in progress of being evaluated: College Auxiliary Services, Environmental Health and Safety, and Financial Aid.
Oct. 2019 The Online Travel Authorization and Advance Form was finalized and released to the campus.
Oct. 2019 Meetings are being held to focus on the implementation of the new travel authorization form.
Oct. 2019 -
Efficiencies: Purchasing
Summary
Given the complexities of New York state procurement rules and regulations, the team will focus on educating stakeholders on efficient contracts and purchasing services. Streamlining processes and implementing standard guideline will allow for more effective communication and use by stakeholders. Improved web content and on-going education will reinforce those efforts, as well.
2019–2022 Goals Goal Description Target Date Revise and develop content on website to improve availability of basic purchasing information Aug. 2019 Review and where possible, streamline the Purchase Requisition and Purchase Order processes Aug. 2019 Conduct a review of current and best practices to evaluate and improve departmental performance Jan. 2020 Review and update current purchasing policies to ensure policies are current and concise June 2020 Document campus purchasing procedures to better inform the campus community Dec. 2020 Develop and implement an on-going training and communication program to inform campus employees of procurement rules and best purchasing practices June 2021 Review current records management practices and evaluate/explore opportunities for greater efficiencies in consultation with Accounts Payable Dec. 2021 Efficiencies: Purchasing Team Updates
2019–2022 Updates Milestone Date Purchasing website content and forms have been developed and implemented, improving the availability of information for the campus community. Oct. 2019 Both the Purchase Requisition and Purchase Order processes have been reviewed. Changes are being identified to improve the overall efficiency of both processes. Oct. 2019 The Cost Controls and Efficiencies Project has been approved by Cabinet and will be rolled out throughout the campus within the upcoming months. Oct. 2019 -
Efficiencies: Travel
Summary
With over $1M spent annually on travel for official state business, improving the current process will significantly impact our campus. The team will review current travel forms and processes with an end goal of increasing efficiencies and providing campus stakeholders with the tools necessary to navigate the complex travel rules and regulations.
2019–2022 Goals Goal Description Target Date On-Line Travel Authorization Form May 2019 Develop Content for Travel Website May 2019 Continue Travel Website Development May 2019 Develop Travel Training Program Oct. 2019 Implement On-line Travel Expense Reimbursement Form Sept. 2020 Review effectiveness of changes to the travel program Aug. 2020 2019–2022 Updates Milestone Date The Online Travel Authorization and Advance Form was finalized and released to the campus. Oct. 2019 Major changes were implemented on the Travel Website to increase the efficiency of the processes and to be more user-friendly for those across campus. Oct. 2019 Meetings are being held to focus on the implementation of the new travel authorization form. Oct. 2019 -
Efficiencies: Work Orders
Summary
Focusing on the implementation of new work order software will maximize utilization of benchmark data, assessment of current state of repair, and the level of activity in facilities maintenance. The software will also provide an opportunity to eliminate paper processes and provide near real-time communication with facilities and campus community.
2019–2022 Goals Goal Description Target Date Implement AiM O&M Work Order Software April 2019 Implement AiM O&M Mobile Device Platform June 2019 Implement ReADY Request Work Order Software for Campus Users March 2020 Develop Procedure Manual for AiM O&M Frequently Used Functions Jan. 2019 Create a Procedure for Updating Preventative Maintenance (PM) Work Orders April 2020 2019–2022 Updates Milestone Date Projects are proceeding and are on track to meet future goals. Oct. 2019
The Teams
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Morale & Teambuilding
- Sean Dermody, Facilitator
- Gina Doty
- Shery Liberty
- Holly Owen
- Greg Withrow
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Retention & Staff Development
- Sarah Reyell, Facilitator
- Wayne Duprey
- Pat Farrell
- Catherine Kalieta
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Communication Team
- Anika Fullum, Facilitator
- Rosy Hearns
- Karen Richard
- Sue Welch
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Efficiencies: Facilities Projects
- Bill Circelli, Facilitator
- Tiffany Kirk
- Josee Larochelle
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Efficiencies: Forms
- Sean Dermody, Facilitator
- Cathy Eldridge
- Todd Moravec
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Efficiencies: Purchasing
- Jenna Beauregard, Facilitator
- Nancy Bennett
- Nicole Venne
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Efficiencies: Travel
- Avis Foster, Facilitator
- Mike Simpson
- Kristin Short
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Efficiencies: Work Orders
- Tiffany Kirk, Facilitator
- Pat Farrell
- Jamie McClatchie
- Karen Richard
Frequently Asked Questions
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How does the Administration & Finance’s Strategic Plan affect our campus?Please check back.
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Where can I learn more about the progress of the strategic plan?In addition to checking back here often, you can expect regular announcements to be emailed to the division or submitted to the Campus Digest.
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How do I learn more about a specific strategic direction?
Learning more can be done in a variety of ways.
- Contact a Team Facilitator, their names are listed above.
- Read the 2019–2022 Strategic Plan document
- Visit our Mission, Vision, Values page to see our SERVICE in action.