Increase Recognition In State And National Levels For Divisional Accomplishments
The Controller's Office as a whole will increase recognition in both state and national levels for divisional accomplishments. Controller's Office will maintain strong relationships with various state and federal agencies.
Objective
Government Compliance/Reporting Excellence For Payroll
Comply with all payroll reporting deadline as provided by federal and state entities.
KPI
State Reporting Penalties
Payroll will produce all required documents/reports in an accurate manner and submit said documents as prescribed by state authorities. Failure to provide accurate data in a timely manner produces possible penalties and public notification of failure to comply. Payroll will not receive any penalties or negative notification.
Result
Compliance Meet
The Payroll Office did not receive any penalties or notifications related to operations.
KPI
Federal Reporting Penalties
Payroll will produce all required documents/reports in an accurate manner and submit said documents as prescribed by federal authorities. Failure to provide accurate data in a timely manner will produce penalties with interest charges. Payroll will not receive any penalties or negative notification.
Result
Compliance Meet
The Payroll Office did not receive any penalties or notifications related to operations.
KPI
State Of Texas Comptroller's Office - Human Resource Information Systems (HRIS) Reporting Ranking
The Payroll Office will assess the rankings provided by HRIS for reporting compliance. The Payroll Office should not have any negative reporting compliance with HRIS.
Result
Compliance Not Meet
The Payroll Office did receive an audit finding for work with HRIS.
Action
Needs Improvement
While the Payroll Office did not have any state or federal reporting penalties, the office did have an audit finding for failing to properly report HRIS data leading to poor rankings. This has led to more work for staff to make cleaning this reporting system up to a level required by the state. The plan is to have the system up-to-date before the end of fiscal year 2013.
Objective
Compliance With Financial Reporting Deadlines And Requirements
Financial Accounting and Reporting will be in compliance with all reporting deadlines and requirements.
KPI
Deadlines Met
Financial Accounting and Reporting should have no reports that are turned in late to any agency that requires a financial-related report from SHSU.
Result
Successful Reporting
Financial Accounting and Reporting was able to build new reports in Cognos Reporting System that led to more efficient reporting process. Almost every report was submitted on time or early during 11-12. This culminated in the Annual Financial Report being submitted on time, which was a first since being in the Banner Financial System.
Action
Retire Objective
Since this objective has been met for most reports, the Controller's Office will retire this objective.
Goal
Promote Responsive, Welcoming, And Customer Oriented Service
The Controller's Office as a whole will promote responsive, welcoming, and customer oriented service.
Objective
Promote Positive Student Perception
The Bursar's Office will promote a positive student perception of their office and the University as a whole.
KPI
Participation In Student Events
The Bursar's Office will participate in a variety of public events and student orientation activities. In an effort to better inform our students and parents, the Bursar representative will speak regarding payment options and deadlines, outside scholarship information, third party payment options, and other current Bursar related topics. Bursar participation at these events will be tracked and recorded. They will seek to speak at one event per semester during the academic year.
Result
Limited Participation
While the Bursar's Office made offers to participate in student events, only once was this accepted for money management. Therefore, the Bursar's Office created a brochure for students to use on how to handle their account balances.
Action
Getting Better
The Bursar's Office will develop an actual course with materials to present to both academic and student affairs for training students. This should help show the benefit the office could provide to students on how to manage their student accounts.
Goal
Continually Improve The Support Services To Internal Constituents
Continually improve the support services to internal customers by providing leadership to ERP implementation including ongoning improvement of precesses, decreasing paperwork, and increasing use of automation.
Objective
Closing The Month Deadlines Met To Improve Support Services
General Accounting will close the month meeting the requirements listed in month close procedures so that reconciling and reporting across the University community may occur in a timely manner.
KPI
Time To Close
General Accounting will complete the check list for closing of the month in timely manner in order to meet the deadline established by the controller's office. Each month should be closed within one week of the end of that month.
Result
Success
While General Accounting had some issues at the beginning of the year for closing each month, the office was able to get this under control and successfully started closing each month during the year.
Action
Objective Complete
Since this objective has been met for most months in 11-12, the Controller's Office will retire this objective.
Objective
Timely Processing Of Vouchers
Disbursements and Travel Office (formerly Accounts Payable) will process vouchers in a timely manner.
KPI
Time Involved In Processing Vouchers & Travel Reimbursements
An audit selection will be taken of vouchers and travel reimbursement vouchers processed through Travel & Disbursement Services and the number of days from receipt of invoice to processing of payment will be tallied. All vouchers should be processed in three days or less.
Result
Major Improvement
The Disbursements & Travel Services Office was able to improve efficiencies during the year to the point that most fully approved and documented invoices were processed for payment in 3 days or less.
Action
Improvement Still Needed
While we have had some major improvements, there is training that needs to be done on campus for proper documentation and approvals which is the major delay in not being able to process payments faster. Additionally, we will be evaluating the capability of adding electronic submissions to our voucher submission process.