Fiscal Year: 2010-11
CollegeoftheRedwoods
ProgramReviewCommitteeSummary AsperitsMission,theProgramReviewCommitteereviewsAnnualandComprehensiveProgramReviewstoprovidethefoundationuponwhichthedistrict
develops,identifies,anddocumentsthedirectionoftheprioritizationofplanning.OurobjectiveistoprovideanevaluativeExecutiveSummaryofeach
program’sreviewforauthors,IntegratedPlanningCommittees,andtheDistrict.
ProgramReviewSubjectArea: MaintenanceOperations
ProgramReviewAuthors:
GarryPatrick,LeeLindsey
AreaDirector/Manager:
GarryPatrick
PerformanceIndicatorsforAdministrativeServices
ProgramAccess/Demand
Weredepartment(dept.)
expendituresoverbudgetlast
year?
Isthedepton‐tracktocomein
underbudgetthisyear?
Hasthedeptcompleted
budgetplanningfornextyear,
orinprocess?
HowmanyChancellors’Office
reportswereover10dayslate
duringthelastyear?
HowmanyBoardreportswere
lateornotdoneduringthe
pastyear?
Weredeptplansand
proceduresupdatedduring
thelastyear?Wereall
proceduresup‐to‐datebylast
year‐end?
Werethereanynewaudit
findingsrelatedtothisdept?
Werethereanyoutstanding
auditfindingsatlastyear‐end?
Havemonthlybudget‐to‐
actualreportsbeenreviewed?
Hasthedeptreviewedlast
year’s:
Satisfactory
Standard
Notover
budget
Satisfactory/
Unsatisfactory
Satisfactory
CommitteeComments
PRCComments:
OnTrack
Satisfactory
Thereisnodatabackup.
Yes
Satisfactory
How/whereisthisdocumented?
Zero
Satisfactory
N/A
Zero
Satisfactory
N/A
Yes
Satisfactory
Zero(Explain
thestatusof
allfindings)
Satisfactory
Atleast
quarterly
Satisfactory
Yes
Satisfactory
Whatisthebaseline andwheredocumented?
Thisshouldbelistedasagoalinanassessmentformat.
Whereisthisdocumented?Recommendthesebepostedfor
revieworasachecklist.Recommendasagoaltohavethe
Businessofficedomoretoinformthecollegecommunityon
collegeissues.
PRCseesthisasathreepartquestion;thefirsttwomightbeno?
Thethirddoesnotapply.



Programreview?
Needsaddendums?
BPCactionsonneeds
addendums?
Werealldeptemployee
evaluationsup‐to‐dateduring
lastyear‐end?
HowmanyCal‐Cards
unreconciledafterthe
paymentduedate?
Hasthedeptwebsitebeen
updatedduringthelastyear?
Hasdocumentimagingbeen
implementedinthedept?
Areemployees(customers)
encouragedtouseelectronic
documentsinsteadofpaper
forms?Areallformtemplates
availableonthedepartment
website?Doesthedepartment
acceptscanned/imagedcopies
ofalldocuments?
Numberofoutstanding
troubleticketsover60days?
AretheMaintenancePlansup‐
to‐date?
Arerequiredsafetytrainings
up‐to‐date?
Haveinactiveemployeekeys
beencheckedagainst
personnelrolls?
Howmanydepartment
contractsarepasttheir
renewaldatewithoutbeing
renewed?
ProgramResources
Yes
Satisfactory
Zero
Satisfactory
Yes
Satisfactory
Implemented
Unsatisfactory
Yes,or
explainany
document
requiringa
“wet”
signature
Satisfactory
Nodata.Thereisa waytotrackthis. Thecommitteequestionedwhatistheultimategoalinpaper
reductionandhowdoesthisaddresstheissueofelectronicforms
beingprintedoutforthesignatureprocess.
None,except
ifwaitingon
others
Up‐to‐date
Satisfactory
Couldbedocumented– couldbeassessed.
Satisfactory
Whereisthisdocumented?
Yes
Satisfactory
Whereisthisdocumented?
Quarterly
Satisfactory
Zero
Satisfactory
25
FTEemployees
Budget
Revenuegenerated
Recommendthisbelistedasagoalinanassessmentformat.
Departmentis
scheduledtoconvert
infutureyear.
About25positionsin
permanentposition
inventory
$1.6MM
N/A
Genericgoalforalldepartmentsistodocumentwhoisusing
documentimaging.
Suggestion:Basedonnumberofpositions,ageneralnumberof
FTEcouldbedetermined.Aratioofstafftooverallemployees,etc.
couldbeusefulforassessments.Isthisnumber
satisfactory/why/whynot.
Otherprogramspecific
indicator
Program
Efficiency/Productivity
Goalisfor
training
onlinewhen
available,
appropriate
andcost
effective.
Yesand
describenew
actionssince
lastreport
Haveface‐to‐facetrainings
beenconvertedtoonline
methods,whereappropriate?
Thedepthasimplemented
planstoreducerelianceon
overnightmail,USmail,etc.by
utilizingelectronicmailand
thewebsite?
Program/CourseOutcomes
fornextprogramreview
(2012‐13)
Documentimaging
Districtsurveyresults
PRC:
Satisfactory
Satisfactory
Theseshouldbelistedasagoalinanassessmentformat.
Theseshouldbelistedasagoalinanassessmentformat.
Alltheprogram
outcomesaboveplus
thefollowing.
Documentimaging
Theseshouldbelistedasagoalinanassessmentformat.
reducesdepartment
printingcostsby50%.
Ifdepartmentis
Theseshouldbelistedasagoalinanassessmentformat.
selectedtodoa
survey,thenresults
mustshowacceptable
satisfaction.
General:UtilizationofParatureforcapturingactivity,processingandsatisfactionandtimeandturnaround,asgoaland
trackingandwouldbeagreatindicatorifneededtotieintoFTEs.
Allindividualdepartmentsshouldhaveindividualgoalswithmeasureablewithoutcomes.
Utilizationofstudentsatisfactionsurveysfordevelopmentofmeasureablegoalsforeachdepartment.