Business Services Branch May 16, 2018
Business Services BranchMay 16, 2018
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Your Business Services Branch
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John Glenn
Al Harrison
John Glenn
Al Harrison
John Glenn
Hidden Figures (2016)
https://www.imdb.com/name/nm1412974/?ref_=tt_trv_quhttps://www.imdb.com/name/nm0000126/?ref_=tt_trv_quhttps://www.imdb.com/name/nm1412974/?ref_=tt_trv_quhttps://www.imdb.com/name/nm0000126/?ref_=tt_trv_quhttps://www.imdb.com/name/nm1412974/?ref_=tt_trv_qu
Serving, Inspiring & Promoting
INTRODUCTION
The Business Services Branch is the Santa Clara County Office of Education’s (SCCOE)
financial, facilities, and assets manager; and the school districts' business support office.
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District Business & Advisory Services
General Services
Internal Business Services
Payroll Services
Risk Management
Business Administration
Who are we?
Over a hundred dedicated, passionate, hard working women & men providing services in hundreds of ways
structured around six key areas.
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female maleAfrican American American Indian
Asian Caucasian
Hispanic No response
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Hidden Figures (2016)
Department Budget Category
2015-16Actual
2016-17Actual
2017-18Estimated Actual
Business Administration
Fund 800 Support Services Staffing Costs 714,487 366,144 495,350 Other Operational Costs 101,900 88,428 283,473 Capital Outlay 913,358 336,220 52,048
Business Administration Total $ 1,729,745 $ 790,792 $ 830,871 District Business & Advisory Services (DBAS)Fund 800 Support Services Staffing Costs 2,729,681 3,111,915 3,452,280
Other Operational Costs 77,274 110,949 374,041
District Business & Advisory Services (DBAS) Total $ 2,806,955 $ 3,222,864 $ 3,826,321 General Services
Fund 800 Support Services Staffing Costs 4,006,544 4,622,330 4,388,261 Other Operational Costs 798,262 734,351 1,211,325
Fund 801 Facilities Facilities Projects 3,379,280 2,621,545 4,995,703 Fund 990 Transportation Transportation 1,479,277 1,575,573 1,730,223
Fund 130 Child Nutrition Child Nutrition 1,230,949 1,140,445 259,253
General Services Total $ 10,894,312 $ 10,694,244 $ 12,584,765 Internal Business Services
Fund 800 Support Services Staffing Costs 2,427,051 2,875,705 3,177,322 Other Operational Costs 38,745 75,061 120,922
Fund 560 Debt Service Facilities COPS 1,161,143 981,100 975,400 Fund 671 OPEB Other Post Employment Benefit (OPEB) 4,509,761 4,309,435 4,553,738
Internal Business Services Total $ 8,136,700 $ 8,241,301 $ 8,827,382 PayrollFund 800 Support Services Staffing Costs 762,220 728,650 886,163
Other Operational Costs 8,519 6,358 6,589
Payroll Total $ 770,739 $ 735,008 $ 892,752 Risk Management
Fund 800 Support Services Staffing Costs 316,955 407,384 419,350 Other Operational Costs 267,582 272,575 424,626
Fund 670 Workers Compensation Workers Compensation 3,558,108 4,179,182 4,196,218
Risk Management Total $ 4,142,645 $ 4,859,141 $ 5,040,194
Grand Total $ 28,481,096 $ 28,543,350 $ 32,002,285
$$$Business Branch Budget
3 Year Actual Expenditures Trend
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STUDENTS FIRST
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Equals the same distance as going around the world at the equator 9.5 times
STUDENTS FIRST
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Conducted all-staff training for custodial staff and switched to safer cleaning products for use in classrooms and offices
Chandler Tripp, Hester, Sunol – restroom upgrades
Seven Trees & Hester – new safer playgrounds
Oster – renovation & upgrade
Snell – exterior lighting for safety
Hester – new life lab project design
Installing AED equipment in schools
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Hidden Figures (2016)
COLLABORATION
!
Conducted Joint Purchasing Board meeting and held workshops & best practices:
• Power of Procurement
• Purchasing/Construction legal update
• What auditors look for in Purchasing
• Construction Contracts: Compliant procedures and effective use
Implemented Just-in Time Delivery system
In partnership with staff wellness put on a four part Lunch N Learn series LIFE (Living Injury Free Everyday)
Conducted Active Shooter Awareness workshop
Partnered with County Health Department on Emergency Preparedness exercises
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Mary Jackson
Hidden Figures (2016)
https://www.imdb.com/name/nm1847117/?ref_=tt_trv_qu
INNOVATION
!Negotiated new fuel source for Head Start and Walden
West fleets with rebates and maintenance services savings $4,750
Implemented Package tracking system, bar code scanning, internal surplus procedure and web portal,
and external surplus sales system
Reduced warehouse inventory
Energy efficiency and conservation upgrades
Consolidated custodial and maintenance support
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Katherine Johnson
Al Harrison
Hidden Figures (2016)
https://www.imdb.com/name/nm1412974/?ref_=tt_trv_quhttps://www.imdb.com/name/nm0000126/?ref_=tt_trv_qu
SERVICE
!Financial Support to Districts Item Count Total Amount
Accounts Payable Warrants 130,856 $1.2 Billion
Payroll Warrants & Direct Deposits 328,168 $1.6 Billion
W-2’s 35,000
SITE maintenance orders TOTAL PERCENT
Ridder Park 1,420 50.35%
Special Education 906 32.13%
State Preschool 219 7.77%
Alternative Education 193 6.84%
Student Services 45 1.60%
Food Production Center 35 1.24%
Educare 2 0.07%
TOTAL 2,820 100.00%
5,078 Accounts Payable Warrants
2,615 Accounts Receivable (AR)
357 Cash Deposits
1,052 Cash Transfers
492 Journal Entries
3,197 Payroll Transfers
10,045 Purchase Card Transactions
1,073 Purchase Order Change Orders
4,609 Reimbursement Claims
1,340 Attendance Reports
202 Salary Account Change Forms
1,479 Budget Revision and Transfers
Average # of
Transactions
(Annually)
Comments
Contracts Received 836
First Aid Team Members Trained 15
Emergency Evacuation Staff Trained 49
New Asset Entries 696
Ergonometric Evaluations 143
Site Audit Inspections 50
Site Visits 51
Workers' Comp - All injuries 262 Closed 79 claims
Cluster - Site Emergency Plans 18
Student Accident Reports Processed 2141
Return to Work Employees 3131 employee's placed on
temporary modified duty
with an approximate annual
savings of $103,258
Miscellaneous Reports 6
Public Self Insurers Annual
Report, Excess Workers
Compensation Renewal
Application, Annual OSHA
report , Actuarial Studies
Application, Excess Property
and Liability Renewal
Application, SBASIA Renewal
Questionnaire
Mailroom: A total of 66,817 postal items processed through the mailing postage machine.
Purchasing processed 3,456 Purchase Orders worth $56,815,948 dollars annually.
Twice monthly payroll for SCCOE’s 1,700 plus salaried and 500 substitute employees.
Processing attendance reports for 273,264 enrolled students; allowing for $2,978,167,602 in expenditures Countywide.
Providing quality service and support to 31 Districts, 4 Community College Districts and 5 Joint Powers Authorities.
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Al Harrison
Katherine Johnson
Hidden Figures (2016)
https://www.imdb.com/name/nm0000126/?ref_=tt_trv_quhttps://www.imdb.com/name/nm1412974/?ref_=tt_trv_qu
YOUR Business Services Branch team believes in a world where:
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I know they miss me, but they know Mommy can’t sleep if I can’t balance the Head Start budget…. I think about it all the time…. but I love it.”
Cindy Nguyen (2018) SCCOE Employee of the Month, May 2nd to her daughter Abigail
But the best quote to leave you with isn’t from a
movie, but is this one;