Miami Dade College
Operations 2007 Annual Report
and
2008 Key Divisional Goals
February 2008
“One Team, One Goal…Exceeding Expectations Together”
Dear Colleagues,
I am pleased to share with you our first Annual Report
for Miami Dade College’s Operations’ divisions. This
report highlights some of the many accomplishments
of 2007 and our key goals for 2008 within the divisions of Business Affairs,
Information Technology, Human Resources and Facilities Management.
To be sure, each of our divisions has made significant contributions this
past year: Business Affairs managed nearly $13 million in institutional
financial aid support to students and our Budget Office skillfully developed
a $333 million 2007-2008 annual operating budget in the face of
reductions in state funding. Facilities Management completed over 14,000
work orders , initiated several major construction/renovation projects and
developed new procedures for general contractors that will result in the
most advantageous pricing for minor construction projects. Human
Resources managed over 56,000 online applications for over 1,000 fulltime and part-time positions, and piloted a new hiring process for Support
Non-Exempt employees that resulted in an 83% reduction in time to hire!
Not to be outdone, Information Technology implemented a new email
service for students, helped reinvent the College’s home page, and
completed a key systems upgrade resulting in reduced maintenance and
software costs.
I am especially proud of the efforts of our customer service philosophy
committee, a 12 person team representing each of our divisions that, with
input from all division employees, developed a service brand and
philosophy to guide how we will serve our many and varied customers.
Our brand: “One Team, One Goal….Exceeding Expectations Together.”
Our philosophy--12 key principles--is listed on the following page, and is
the foundation upon which we will do business. A second employee
committee has now been charged with developing ideas to implement this
critical initiative.
Sincerely,
Meredith E. Gibbs
Meredith E. Gibbs
Provost for Operations
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Our Service Philosophy
“One Team, One Goal…Exceeding Expectations Together”
We believe in:
Quality
Reliability
Providing service that is complete,
reliable, accurate and exceeds
customer needs and expectations
Consistently delivering our
commitments
Teamwork
Working together to achieve
goals
Accountability
Taking ownership and bringing a
higher level of commitment to our
customers
Knowledge
Becoming proficient in our roles
and understanding the roles of
others
Creativity
Offering multiple solutions that
address customer needs
Communication
Engaging in clear and informative
exchanges by listening
attentively and sharing information
at all levels
Growth
Participating in opportunities for
training and development to
enhance skills for optimal service
Respect
Creating a culture of trust, sincerity
and consideration
Attitude
Maintaining a positive outlook by
taking pride in our work
Accessibility
Being available to provide prompt,
courteous and thoughtful assistance
Delivery
Providing solutions as efficiently as
possible
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Business Affairs
“As we enter a new calendar year and reflect on
2007’s accomplishments, I wanted to again thank
all Business Affairs employees for their hard work,
dedication and efforts over the past year. Keep up
the good work and know that I truly appreciate all
of your efforts.”
E.H. Levering
Vice Provost for Business Affairs/CFO
2007 Key Accomplishments
• Disbursed over $65 million in Pell Grants to needy students
• Managed nearly $13 million in institutional financial aid support to
students
• Effectively managed College and Foundation endowments to record
balances at year-end
• Implemented Higher One’s automated student refunds service,
dramatically improving the speed of refunds and eliminating over
30,000 paper checks annually
• Completed federal financial aid audits with no significant findings,
and state financial audits with no findings for 7th year in a row
• Successfully opened new college bookstores at the Hialeah and
West Campuses and renovated stores at Medical and Wolfson
• Developed and managed a $333 million Annual Operating Budget in
the face of state reductions
• Developed and established budgets for our newest campuses at
Hialeah and West
• Negotiated a favorable health benefits program renewal which
reduced the amount of increase to the College and employee
• Reduced student loan defaults to record low levels
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Business Affairs
2007 Key Accomplishments (continued)
• Effectively implemented the financial module of the Facilities
Project Management System
• Evaluated the Risk Management Consortium’s Safety Program to be
piloted at Kendall Campus
• Completed Facilities' accounting reconciliations resulting in
additional dollars available for maintenance and repair projects
• Successfully renovated food/coffee kiosk at North and opened a
new café concept at West
• Reduced Worker’s Compensation expenses college-wide by
approximately $100,000
• Improved Perkins Loan collection rate and helped to reduce default
rate among students by 6%
• Processed payroll and completed reporting requirements for 9,657
employees without missing a pay date
• Automated the transmission of all tax shelter annuity (TSA)
deductions
• Processed 50,300 invoices in accounts payable and issued 29,000
vendor checks in central accounting with an average turnaround
time of 5 to 10 business days
• Managed $8 million of new tangible personal property added to the
College’s inventory system during 2007
• Hosted the College’s first ever Reverse Trade Fair, an open house
event to establish new business relationships with the minority and
small business vendor community
• Issued 5,687 purchase orders totaling approximately $87 million
• Completed a successful transition of Foundation leadership and
integration of Foundation finance, accounting and scholarship
management into the College
• Evaluated and implemented a tri-lingual call center system for
financial aid to serve students more effectively
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Business Affairs
2007 Key Accomplishments (continued)
• Processed 16,400 Purchasing Card transactions totaling $3.5 million
• Presented nine architectural/engineer design and general contractor
selections for capital projects to the Board of Trustees
Key Goals for 2008
• Capitalize on business and financial opportunities
• Ensure compliance with federal, state and local requirements,
including accounting and financial principles and best practices
• Improve College and departmental operational efficiency through
reengineering, automation, outsourcing and other means
• Provide accurate and timely analysis and reporting of business and
financial information
• Provide dedicated customer service to the wide variety of internal
and external customers
• Provide staff with the resources necessary to successfully achieve
the department’s vision and execute its mission
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Facilities Management
“2007 was an exciting year in Facilities
Management. None of it could have been done
without a very strong team effort at every level
within our organization. I give the highest praise
to Facilities Management employees for their
efforts.”
Curtis Reynolds
Vice Provost for Facilities Management
2007 Key Accomplishments
• Initiated planning and design of several major
construction/renovation projects: Homeland Emergency Defense
Project at North: $6.2 million, Building 9000 at Wolfson:$14 million,
Student Services Renovations at Medical:$2.2 million
• Completed planning, design, and began construction of a $39
million 100,000 square feet new science complex at North Campus
• Completed $19 million renovation projects across all campuses,
including science lab renovations, faculty office space, multi-media
classrooms and administrative office spaces
• Effectively completed over 14,000 work orders for maintenance and
refurbishing projects across the campuses
• Developed $70 million PECO capital projects budget and managed
capital project planning across all campuses
• Expanded the capability of the online work order system to enhance
ease of use
• Restructured and reorganized Facilities Management Division to
better focus on construction and maintenance operations
• Implemented project team concept for major construction projects
to incorporate key stakeholders and enhance project feedback
• Implemented new procedures for general contractors to ensure
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most advantageous pricing for minor construction projects
Facilities Management
2007 Key Accomplishments (continued)
• Implemented a budget cash flow and forecasting program to better
manage general construction project budgets
• Simplified contracts for architects and contractors to better reflect
current business practices and legal requirements
• Updated and revised Hurricane Emergency Response Procedures to
create standardized building condition reporting
• Developed automated approval and tracking processes for minor
construction projects
• Established a deferred Facilities Operations Maintenance database
which allows the college to document existing physical needs and
facilitate future projects
• Implemented a Computerized Maintenance Management System to
better track campus/college projects
• Developed a College-wide master plan for landscape/irrigation
projects
• Implemented Americans with Disabilities Act transition plan to
better accommodate students, faculty, and staff on the campuses
• Expanded Facilities Project Management database to allow project
related documents to be viewed within database
• Added Leadership in Energy and Environmental Design (LEED)
certification requirements to design criteria and new construction
contracts to ensure contractors address green design/sustainability
issues
• Expanded the college’s direct purchase program to include materials
for major construction projects
• Completed over $7.3 million of deferred maintenance projects, i.e.
chillers, escalators, roof replacements, air handlers, building
envelope refurbishments and automatic doors
Key Goals for 2008
• Practice sound financial management and implement cost
containment and efficiency measures
• Provide excellent delivery of services to customers through
feedback, use of technology and empowerment of Facilities’
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employees
Facilities Management
Key Goals for 2008 (continued)
• Deliver all minor/major construction projects on time and within
budget
• Provide an infrastructure and environment that focuses on effective
and productive communications
• Ensure the academic, professional and personal success of all
individuals within Facilities Management
• Maintain services that keep the College in compliance with State
Requirements for Education Facilities (SREF) and Florida Building
Code
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Human Resources
“As I look back on our accomplishments during 2007, I am
inspired to mention our HR Team. My thanks to each
and every one of them---they are the unsung heroes who
do a great job supporting our college. They are amazing!”
Iliana Castillo-Frick
Vice Provost for Human Resources
2007 Key Accomplishments
• Handled over 56,279 online employment applications for over 1000
full-time and part-time positions
• Completed a business process review of the hiring process and
made numerous revisions, including revising the applicant life cycle
to shorten the time to hire, re-vamping the on-boarding/new
employee orientation
• Piloted a new screening and hiring process for Support Non-Exempt
Employees at Kendall and West Campuses which reduced the time
to hire by 83%
• Expanded the locations for background checks for new hires to offer
a more convenient second location at Kendall Campus
• Completed the Image Now project to scan and archive nearly
42,716 personnel documents
• Assisted with the analysis and implementation of a new health
benefits plan
• Implemented online open enrollment for over 264 retirees
• Successfully handled tuition reimbursement program for 198
employees totaling over $300,000
• Completed the College’s reclassification project for Student Services,
Campus Services, Financial Aid and Facilities which included
conducting a market assessment and review compensation levels
for 60 positions, impacting 157 employees
• Developed a new compensation philosophy for the college
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• Updated job descriptions for 135 classifications
Human Resources
2007 Key Accomplishments (continued)
• Began the second phase of a college-wide compensation
assessment project to benchmark key positions for market
competitive salaries
• Re-structured the Human Resources organization, without
additional revenues, to focus on recruiting and retention and
enhance benefits operations
• Completed benefits open enrollment, including workshops and
individual meetings, for more than 2500 employees
• Processed 4200 RPAs and over 700 personnel requisitions
• Re-negotiated contracts with vendors resulting in cost savings of
$25,000
• Implemented many on-line/automation initiatives including, on-line
United Way contributions, revising on-line employee handbook,
creating on-line emergency management guidebook, updated
ASTRA handbook and placed on web site, on-line annual contract
renewals, electronic salary notifications
• Handled 291 employee relations matters, with a reduction in time
to close of 10%
• Partnered with CT&D to implement training programs for
employees and supervisors on college policy and procedures
Key Goals for 2008
• Continue efforts to review compensation levels for employees
• Contain expenditures to comply with college fiscal restraints
• Review and improve resolution processes within Employee
Relations
• Enhance MDC hiring process to reduce time to hire and to provide a
better experience for new employees
• Enhance automated and on-line processes to provide greater
efficiency and effectiveness
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• Improve guidance to MDC managers on all aspects of human
resources policy and procedure
Information Technology
“2007 was another great year for Information
Technology. These accomplishments are just a few
examples of over 100 successful IT-related efforts that
were worked on in addition to making sure the college’s
network, telephones, and enterprise applications are
always available. My thanks to our IT employees for their
hard work, energy and dedication.”
Karl Herleman
Vice Provost for Information Technology
2007 Key Accomplishments
• Implemented Image Now, a new imaging system, in Human
Resources, Financial Aid, and Business Affairs to reduce paper and
physical storage needs, and enhance document security
• Implemented a new College-wide email service for students and My
Awards, a website for students to select financial aid on-line
• Upgraded and enhanced the College’s on-line admissions
application and student portal
• Analyzed options for cellular service and consolidated vendors
resulting in annual savings of $40,000
• Restructured our IT organization to improve operations for
internet/information security, project management and quality
assurance
• Upgraded the College’s mainframe computer system to a 2096, 3CPU 550 MIP machine, resulting in reduced maintenance and
software costs, power and cooling consumption and floor space
• Implemented a new Web-based help desk (Parature) in the College
Call Center, Virtual College and IT to provide faster service to
students
• Assisted in developing a comprehensive budget for the College’s
new learning management system (ANGEL) and supported the
implementation of Phase I
• Retired the College’s antiquated legacy system and upgraded it with
a state of the art HP blade server system and VMWare virtualization
infrastructure which offers 10 times the capacity of traditional
servers at a much lower cost
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Information Technology
2007 Key Accomplishments (continued)
• With the District Office of Communications, developed a new MDC
home page
• Automated the communication infrastructure between MDC and
the Department of Education to enable faster submission of key
reporting data
• Implemented a new firewall to increase capacity, security and
reliability
• Assisted in the implementation of the automated financial aid
student refund service through Higher One
• Upgraded the College’s Polycom video conferencing bridge system
by implementing a new gatekeeper and upgrading equipment in
conferencing locations college-wide
• Completed Phase III of a college-wide WiFi initiative to provide
wireless access for students in libraries, computer courtyards and
other student common areas
• Implemented anti-spam measures, including load balancing new
anti-spam gateways to cut down on email spam
• Completed a database and blueprint library for our fiber optic cable
infrastructure across the college to quickly assess and remediate
networking issues
• Piloted a new Telecommunications work order and problem
reporting system
• Implemented a web based interface with Odyssey for our
Community Education program
• Enhanced the Background Check Appointment Scheduler
• Provided design and implementation for communications
infrastructure in hundreds of new construction, remodeling,
renovation and quick job projects throughout the College
• Implemented a faster, easier to manage and more reliable storage
system that more than doubled the College’s storage at a much
lower cost
• Helped create and launch the College’s iTunes U site
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Information Technology
Key Goals for 2008
• Manage and control expenses within allocated annual budget levels
• Update the College’s IT strategic plan
• Ensure IT activities and actions are aligned with the College’s
mission and provide the necessary support for students, campuses,
and district administrative departments
• Provide an always-available IT infrastructure with minimal levels of
unplanned service disruptions
• Continue to provide “keep the lights on” support for key College
events, organizations and technologies
• Support the successful completion of major College initiatives as
detailed in the IT project portfolio including: Financial Aid, Learning
Management System, Website Renovation, PC Refresh, and Odyssey
Update
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