1. Complete a pilot of payment request functionality in PeopleSoft. 

2. Implement Grants Council to address stewardship of grants lifecycle.

1. Payment Request Center pilot implemented?

2. Number of quarterly Grants Council meetings conducted.

1. Yes

2. At least 3 meetings. 

Payment Request Center was implemented April 1st.  

As of March 31st, we have conducted 2 grant council meetings.  The third is planned for June 14th.

Accounting will monitor the number of payment requests entered to verify usage.  We will also seek feedback to ensure the implementation was successful and improve areas of concern that are raised.

The Grants Council will seek feedback from members on format and content of future meetings.

 #1:  Maintain Budget Calendar.

 #2:  Maintain Position Tracking.

 #3:  Identify if there are areas of improvement for the annual Budget Planning process.

#1: Frequency of budget calendar review

#2: Frequency of position tracking file updates

#3: Implement feedback from prior years' processes.

Target #1: Regularly review the budget calendar. Update as needed. 

Target #2: Regularly update the position tracking file. Investigate if it could be helpful in other processes or departments (HR, for example).

Target #3: Gather feedback from prior years processes. Implement changes, if any.

MCC's Budget Calendar won 1st place for CACUBO's Best Practices Award. A trophy was received and a presentation given the at CACUBO's annual conference.

The position tracking file is updated almost daily and has proved to be a very helpful budget resource.

A meeting was held in July to discuss how the FY22 budget planning process went. Changes were implemented into FY23 budget planning (for example, preloading FY23 budgets since we were using incremental and flat for the model).

The Budget Calendar will continue to be reviewed regularly and updated as needed.

The Position Tracking file will continue to be updated regularly. This has proven to be a very helpful tool for the Budget Office as well as for others.

Process review meetings will continue. Next to be scheduled will be FY23 budget planning followup.

Offer regular trainings for procurement process and P-card reporting to stress the importance of account coding.

The frequency of procurement and P-card trainings offered.

Each quarter, provide procurement and P-card training at each campus, depending on who needs training at each location. Provide a minimum of 4 trainings per quarter.

Care out taskforce assignments to improve auxiliary services contracted services.

Examine and change processes that may improve the experience like auxiliary services Bookstore, Food Services, as well as operational activities.

Has lead to revamping of P-Card processes that will be rolled out in September 2022.

Auxiliary Services continues to look at how best to provide bookstore, food services, etc. to the MCC Community.

Conduct assessment of internal customers' training needs and develop plan to address.

Plan to address findings of need assessment developed?

Yes.

We reviewed what our internal customers' training requests and implemented trainings to address this.

We  will continue to lead follow up conversations and meetings to identify areas of improvement.

1. Number of Budget 101 trainings scheduled

2. Timeline for updating Budget Office InfoEx page

3. Timeline for reviewing and updating each process file.

Target #1: 6 or more 

Target #2: By end of December. Add new fiscal year planning files timely.

Target #3: Prior to fiscal year end. Create new documented processes if gap exists.

Before the end of November, 7 virtual Budget 101 trainings were given. 

The redesign of the Budget Office's InfoEx page was completed Nov. 2021.

Updating internal procedures is an ongoing process. Core functions remain unchanged, but external influences continue to change and we continue to adjust.

The Budget Office will continue to schedule Budget 101 trainings out into the future so areas are able to plan ahead with training.

InfoEx will continue to be updated with new and updated material as needed.

Internal procedures will continued to be reviewed and updated as needed.

1. Update Request for Board Action Submission Schedule on InfoExchange to match what is available on the MCCkc.edu website.

2. Ensure Vendor Information on public website is up to date and easily accessible.

1. Timeframe for updating request for board action schedule.

2. Frequency of review of vendor information on the website. 

1. Update Request for Board Action schedule within 3 months and update for the next year by December.

2. Review that information on the website for Vendors is up to date monthly.

Change in BoardDocs users and guardians has allowed for some changes, but has also delayed others.

Website information updated.

The team will continue to collaborate on ways to improve the Board preparation process.

With the current updates to the Website, now we will maintain.

Advance knowledge, increase networking and research best practices.

Number of conferences/ workshops/ webinars which can contribute to MCC improvements and compliance participated in. 

Present at 1 conference and attend 1 webinar quarterly

We presented the Reserve Strategy Canvas at CACUBO in the fall of 2021.  We have also attended  webinars on HEERF funding, GASB 87 and other financial topics.

Conferences, workshops and webinars will continue to be of value for the Financial Services area to address changing requirements.  The departments will continue to attend these to ensure required level of knowledge.

Seek opportunities to participate in professional development activites.

Number of professional development opportunities directly related to Budget and Planning attended.

At least one. Options include:

NACUBO Budget & Planning Forum, Sept. 13-14, 17

CACUBO Annual Conference, Sept. 27-29

Full attendance in both conferences complete.

Various webinars have also been attended through NACUBO, CACUBO and MCCA. 

The Budget Office will continue to seek opportunities to participate in professional development activities.

1. Track available procurement conferences that would benefit the procurement department.

2. Prepare to attend national NAEP conference Summer 2022.

Number of regional conferences attended. 

Attend 2 regional conferences

Executive Director attended NAEP District 5 Regional Conference November 7-10, 2021

Exec Director and staff attended Congresswoman State Procurement Conference in Warrensburg on October 12, 2021.

Staff attended National  Procurement Card Conference in April 2022.

Team members are being encouraged to explore options and participate as appropriate.

Work with internal customers to identify improvements in systems, knowledge base and processes.

1.  Review gifts and external funding policies

2.  Document the process flow for grants lifecycle and identify necessary changes

3.  Draft plan to update the internal website to provide accurate information to internal customers

1. Review and changes submitted?

2. Final process flow for grants completed?

3. Plan for updating internal website information completed?

1. Yes, all gifts and external funding policies reviewed and changes submitted

2.  Yes, final process flow for grants lifecycle completed

3. Yes, completed plan for updating internal website information

As part of the Grants infrastructure, all related policies were reviewed and revisions recommended.  Since the Foundation is affected by some of these recommendations, we are waiting for their feedback.  

The process flow for the grants lifecycle is in use.  We anticipate this will be a fluid process flow and will update as necessary.

The internal website has been updated.

We will be reviewing the "toolbox" provided to current and prospective grant managers to ensure they have the necessary support.  We will also include this in the Grants Council meetings to address needs by the departments that support grant efforts.

Review MCC Budget Book to identify opportunities to solidify linkages between fiscal planning and college planning. 

Meet with the Office of Enterprise Project Management, Planning, and Institutional Effectiveness to discuss potential revisions. 

Meet by February 15, 2022

4.05010 BP has been reviewed. No changes recommended.

Redesign of the Budget & Planning InfoEx page completed Nov. 2021. 

Budget Book is planned to include the new Strategic Plan. The final version of the adopted budget book will be presented to the Board of Trustees for approval at the end of June.

Beginning this fiscal year, the Budget Office created a very short survey to send after Budget 101 trainings. Response has been high and helpful. Changes have been implemented.

Budget 101 training surveys will continue for ongoing performance and material monitoring.

The Budget Book will be adjusted annually as needed.

InfoEx will continue to be updated with new and updated material as needed.

1. Develop method to assess each MCC department's spending with diverse supplies. Once calculated, use assessment results to inspire departments to buy from diverse suppliers.

2. Measure how effective procurement and P-card training is to reduce the information that needs to be corrected by the procurement department.

1. Frequency of calculation and report out of departmental utilization of diverse suppliers

2. Percentage decrease in the number of account coding correction to be completed by the procurement department. 

1. Assess performance on quarterly basis. Report percentage of spending at diverse suppliers to each department on a quarterly basis. 

2. Decrease number of account coding corrections to be completed by procurement department by 20%

Measurements are still being defined for departmental related diverse spend. Looking for software tool to assist in process.

Have built new processes into procurement card coding that allow for more timely completion of approvals and accuracy of account codes being used.

Will allow for more timely and accurate reporting.

1. Complete the Business & Technology program relocation.

2. Improve classrooms using available resources (HERRF, Bond, M&R)

3. Fully implement in-house construction/ paint rotation program with DCOs. 

1. Completion dates for ETEC, ATSI, and BR East projects.

2. Completion date for second round of COVID classroom refresh.

3. Frequency of meetings with DCOs prior to the start of the rotation.

Target #1: Have ETEC building ready for start of Fall Semester 2021; Complete ATSI for start of Spring 2022; Complete Blue River East for start of Spring 2022.

Target #2: Complete second round of COVID classroom refresh by the start of Fall Semester 2021; Continue to refresh classrooms as resources become available.

Target #3: Meet with DCOs once each semester 30 days prior to start of rotation. Provide closeout reports per agreement.

ETEC and other capital projects are being closed out as successful projects.

Operations have successfully meet COVID needs for the College.

Meeting with DCOs to discuss how best to utilize assigned resources to optimize MCC facilities improvements, e.g. continued roof repairs, HVAC, classroom/Lab refresh, etc.

Completion of major capital projects now requires attention other projects.

Begin to explore post-pandemic activities needed.

Meeting with DCOs is ongoing.

Will continue to need an infusion of appropriate funding to complete these projects and prepare for the next round.

1. Implement Web TMA version 7

2. Ensure that Facilities Sustainability committee meets on a regular basis.

3. Improve Student and Employee access to work request system (iService Desk).

1. Implementation timelines for Web TMA version 7

2. Frequency of Facilities Sustainability meetings

3. Communication to students/employees during academic year on how to access iService Desk. 

Target #1: Implement Web TMA version 7 by Spring 2022

Target #2: Conduct four Facilities Sustainability meetings per fiscal year.

Target #3: Send out two communications to students/employees during academic year.

Changing in staffing has negatively affected the TMA implementation to its fullest.

Facilities sustainability meetings have been held.

Communications are sent out as needed.

TMA update and implementation is back on track.

Sustainability meetings are ongoing.

Communications and appropriateness are being explored.

1.  Attend CAPPA National/Regional Conference.

2. Attend SCUP National/Regional Conference

3.  Attend Annual Web TMA training/webinar.

1. Number of attendees sent to APPA conferences

2. Number of attendees sent to SCUP conferences

3. Number of attendees at annual Web TMA training 

Target #1: Send two attendees to APPA conferences.

Target #2: Send two attendees to SCUP conferences.

Target #3: Have 5 attendees at annual Web TMA training.

1. One person attended CAAPA

2. One person attended SCUP

3. Multiple attended virtually.

We will plan to attend APPA and SCUP conferences again this year along with the TMA annual training.  The attendees gain a deeper understanding of current trends in college facilities and planning as well as an opportunity to share and garner lessons learned with colleagues.  We plan to send representatives again this year to all three events.

1.  Complete Longview High Tech Auto / Collision addition..

2.  Complete Maplewoods STC Fitness Center addition.

3.  Complete Broadway Plaza renovation.

4.  Update Surplus board policy..

5.  Review other Facilities policies and procedures.

1. Completion date for LV High Tech Auto/Collision addition

2. Completion date for MW STC Fitness Center addition

3. Completion date for Broadway Plaza renovation

4. Date surplus policy is updated by

5. Date by which additional facility policy changes are submitted to CPRC

Target #1: Complete LV High Tech Auto / Collision Addition by Fall 2022; make significant progress by end of FY2022.

Target #2: Complete MW STC Fitness Center addition by Fall 2022; make significant progress by end of FY2022.

Target #3: Complete Broadway Plaza Renovation by 31 March 2022.

Target #4: Update Surplus board policy by end of FY2022.

Target #5: Submit additional facility policy changes to CPRC by end of FY2022.

High Tech Collision project on schedule and on target.

Fitness Center project is moving forward.

Broadway Plaza project is in progress.

Efforts to complete the projects are ongoing with expectations to complete on budget and on schedule.

1. Assist with the planning, processing and reviewing of the office chair rodeo at all campuses. 

2. Assist with reviewing and establishing reports for the utilization of classroom space.

3. Provide additional notary services to staff/departments at MCC.

4. As circumstances allow, plan social events within department; i.e. Mingle with the Kringle, Department Retreat 

1. Contribute to calculation of requested chairs to be purchased and replace those office chairs. 

2. Number of campuses completed by the end of FY 2022

3. Notary services provided.

4, Number of social events held within the department. 

1. By the end of FY2022

2. Two campuses completed 

3. On an ongoing basis

4. 2 events

First round of office chair replacement is being implemented.

Investigate and explore the ongoing efforts to replace and update other exhausted office furniture at the College.

Will need funds to carry out any further actions.

1. Contribute to the redesign of the MCC website. 

2. Research and promote the most effective method to share documents via a business share drive option.

1. Frequency of attendance of website redesign meetings

2. Development of a satisfactory solution to the shared drive problem.

1. At least twice per month.

2. By the end of FY2022

Updates to the FAS Website are being implemented.

New information to the FAS Websites is ongoing.

Shared drive solution is still under investigation.

1. Present at a regional conference.

2. Attend regional/national conferences

3. Number of department employees participating in Innovation Academy 

Performance Measure #1:  Present at a regional conference

Performance Measure #2:  Attend regional/national conferences

Performance Measure #3:  Attend Innovation Academy

Target #1: Present at one conference in FY2022

Target #2: Attend two conferences in FY2022

Target #3: At least one attendee at the MCC Innovation Academy.

Proposals to present have been submitted.

Planned attendance at MCCA & CACUBO

Continue to identify areas were MCC Has been successfully and noteworthy of a presentation.

Will look to offer sending others to appropriate conferences.

May need additional funds if maximum number of people plan to attend the maximum number of gatherings in person.

1. Complete update process for Surplus and Facility Leasing policies

2. Evaluate and update additional policies

3. Review and update FAS organizational chart

4. Review IEP goals/targets

Performance Measure #1:  Monitor board policies and process updates as required.

Performance Measure #2:  Number of additional policies updated/evaluated

Performance Measure #3:  Frequency of review of organizational chart. 

Performance Measure #4: Compliance with Departmental IEPs. 

1. By January 2022.

Target #2: A minimum of 4 by the end of FY2022. 

Target #3: Review chart monthly. 

Target #4:  100% compliance. 

Policies and procedures are being monitored with success; several have been approved and implemented.

Next round of policies for update are being evaluated.

FAS organization chart is updated monthly given all the changes happening.

Next round of policies/procedures for updating may include, construction and related doctrine.

New schedule to update the FAS organization chart has been implemented to keep it accurate.