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

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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;