The mission of the Business Contracts and Risk Management Office is to: (1) provide value-oriented business contracts and risk management services in support of the District's mission; (2) process all business contracts in a professional and timely manner, in accordance with the State of California laws and District policies to enable the District to meet its goals and objectives without serious risk of liability; and (3) provide timely and professional handling of all aspects of the risk identification and management function to protect the District�s human, financial and physical assets and resources from the adverse consequences of losses.
A. Organization of Unit: The Business Contracts and Risk Management Department is administered by the Manager, Business Contracts and Risk Management who reports directly to the Vice President for Administration. The department has a full-time Administrative Secretary. B. Functions of Unit: The Business Contracts and Risk Management Department serves the entire District academic, administrative, and student community with services in the areas of business contracts and risk management to provide the proper procedures, oversight, and assistance to ensure that these functions comply with District Policy and applicable laws and regulations. Functions include: Insurance Program Management Administers the District�s insurance and self-insurance programs, including: property, general liability, automobile liability and workers� compensation, student and athlete accident, fine arts, crime, and other required insurance. Coordinates the issuance of District�s certificates of insurance. Serves as the District�s liaison to the insurance carrier. Claims Management Processes third party liability claims filed against the district to coordinate the investigation, processing and defense of claims against the district. Processes and coordinates the handling of all District property claims in collaboration with District�s third-party administrator, investigator, and legal counsel as required. Contract Management Provides contract review for legal compliance, risk management issues, insurance criteria and indemnification alignment. Develops contracts and contract templates that are consistent with District policies and applicable laws and regulations, based on the contracting needs of the District�s programs and activities. Provides periodic reports to the Board on contracting activities. Collaborates with the faculty, staff, and students engaged in contracting, legal counsel, and risk management consultants to properly draft contracts to provide the appropriate business, policy and legal review. Risk Management Procures and maintains liability, property and other appropriate insurance and self-insurance programs. Develops and implements systems, policies and procedures for the identification collection and analysis of risk related information. Educates and trains staff as to the risk management program and their respective responsibilities in carrying out the risk management program. Assists faculty, staff and students to identify, eliminate, or reduce conditions or practices which may expose the District to human, environmental, or financial loss. Works with Facilities Planning and Management in designing and implementing Safety and Loss Control Programs. Participates in District Safety Committee. Serves as liaison to General Counsel in the areas of contracting and other legal affairs. Provides analysis and assessment of risks and liabilities to the District resulting from proposed business contracts or District activities.
The unit plan serves as the Program Review for Contracts/Risk Management
Provide campus clients with consitent, courteous, and effective customoer service.
Provide effective Risk Management services for District programs and activities.
Provide effective Contract Management for District business contracts.
Strategy 1 - Procedures
Improve and expand District Administrative Procedures and departement operating guidelines related to Contracts and Risk Management.
Required as part of District Board Policy and Administrative Procedure update.
Strategy 2 - BCRM Resources
Utilize Business Contracts & Risk Management SharePoint site to present contracts and risk management resources.
Need to provide introduction of Department's role and services to campus community. Need to provide awareness of and access to procedures, guidelines and information related to units areas of responsibilities: Business Contracts, Risk Managment and Insurance to the campus community. Improve services to faculty, staff and students with electronic accessibility of resources and contract documents.
2012 survey indicated campus community is not aware for the services provided by department or have any reason to utilize the services of the department.
Strategy 3 - Insurance & Risk Management
Purchase insurance coverage required by law and for the adequate protection of district human, financial and physical assets.
Purchase loss control services to assist staff in establishing and monitoring safety, risk management, and loss control programs.
Board Policy requires securing insurance to protect the district from liabilities.
Strategy 4 - Professional Development
Department staff to attend appropriate workshops and conferences.
To improve knowledge and leadership skills of department manager, and knowledge and skills of department secretary.
Strategy 5 - Contract Management
Develop new and update outdated contract templates.
Develop contract approval cover page.
Develop guidelines and resources for contract development.
Ensure contracts comply with federal, state, and district regulations.
District business operations requires contracts for services, affiliations, work, materials, and equipment.
SWACC JPA funding for manager professional development.
| Original Priority | Program, Unit, Area | Resource Type | Account Number | Object Code | One Time Augment | Ongoing Augment |
| Description | Supporting Rationale | Potential Alternative Funding Sources | Prioritization Criteria | |||
| 1 | Business Contracts & Risk Management | Operating Expenses | $2,500.00 | $0.00 | ||
| Professional Development - PARMA Annual Conference | Provide professional development opportunities for Manager and Administrative Secretary. |
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| 2 | Business Contracts & Risk Management | Operating Expenses | $150.00 | $0.00 | ||
| PARMA Membership | Membership in PARMA is district membership for employees to participate in regional meetings and trainings, and reduced annual PARMA Conference registration fees. This will help Manager and other employees stay current with risk management topics. |
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