Accreditation - Hartnell College!!

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The institution regularly evaluates its financial management practices and the results of the evaluation are used to improve internal control structures. Descriptive Summary Hartnell College has an interactive computer system that combines budgeting and finance, human resources, financial aid, and student information into a fully integrated system. Staff and managers are able to access the financial system and obtain reports that are necessary to monitor budgets of all divisions and departments. The college is also linked to the Monterey County Office of Education (MCOE) Financial Management System. All payroll records and vendor invoices are processed by MCOE. Payroll checks and vendor checks are processed for the college by MCOE. The data records generated are then uploaded to the college’s financial accounting system Datatel. Using the continuous improvement model, the Business Office was reorganized during FY 2008-09 to raise the professional level of the staff and better provide career advancement opportunities. A senior accountant was hired to provide more thorough internal oversight. A full-time grants manager was hired to consistently coordinate and administer all grant accounting. Grant requests are carefully reviewed and filtered through college priorities and sustainability standards. As a result, grant reporting practices have improved and District auditors have noted better compliance with state and federal guidelines. (III.D.8.a, Audit Report) Self Evaluation The college regularly evaluates its financial management practices. The VP of Support Operations schedules weekly meetings with the Controller, Grants Manager and Payroll Supervisor to discuss business services provided to the college community. The outcome of those meetings has provided the establishment of new procedures that improve internal controls over document processing which improves service provision. Monthly meetings with entire business staff provide an opportunity to document staff concerns and requests in a formal setting. A progress report has been created to keep track of listed concerns, request and outcomes. (III.D.10.a-d) The college meets this standard. Planning Agenda Establish business services evaluation survey to be provided to college community. The survey will request input from staff and faculty on how business services can improve in generating access to financial information, training in use of financial systems and participation in budget process. Page 25
III.D.4 Financial resource planning is integrated with institutional planning. The institution systematically assesses the effective use of financial resources and uses the results of the evaluation as the basis for improvement of the institution. Descriptive Summary On a monthly basis the District assesses the effective use of financial resources by evaluating actual revenue and expenditures and comparing it to the fiscal year budget. More in-depth assessment occurs at the department and division level when focusing in particular areas and or programs. Systematic planning and assessment for the effective use of financial resources is included by the Board of Trustees as a District goal to maintain fiscal stability. The District continues its commitment by placing significant emphasis on fiscal integrity as one of its highest priorities. (III.D.26 Board of Trustee’s Goals) Part of the process for assessing the effective use of resources is through the FIS and the RAC process that occurs periodically during the fiscal year. The assessment of effective use of financial resources occurs on a monthly basis to track expenditures and revenue in the current fiscal year. Assessment also occurs at the end of each fiscal year leading to discussion at the chancellor’s executive cabinet to review the ending balance and reserves so that additional planning can proceed. Review occurs at the college level first through the governance councils, then within the President’s Executive Cabinet. An administrative procedure provides a Board approved process that includes principles for ensuring that resources are used effectively to accomplish the mission and goals of the college. Self Evaluation Hartnell College has established processes and procedures to systematically assess the effective use of financial resources. The results of these assessments are used to make institutional improvements. Although funding for Hartnell has been extremely limited in recent years, the very close supervision of the budget has allowed the college to make efficient use of resources to meet student and College needs. Anticipating expenditures and realigning budgets has enabled the college to support programs and services more efficiently. This has been particularly true in funding instructional programs where, in spite of reduced funding for class sections, the college has continued to maintain FTES productivity. (III.D.27 FTES 5-Year Trend) The college meets this standard. Planning Agenda Page 26
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Institutional Self Evaluation - 12-
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Accreditation - Hartnell College!!

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