Service Areas Program Review Update 2012/13 (fields will expand as you type) Section 1 ‐ Program Information 1.0 Name of Program: Administrative Services VP Date: November 2012 1.1 Program Review Authors: Lee Lindsey 1.2 Program Director Signature: Date: 1.3 Vice President Signature: 1.4 Primary Function: District wide administrative services, including maintenance, information technology, business office, and security. Date: 1.4.1 State briefly how the program functions support the college mission: Administrative Services supports the District’s mission by delivering high quality services in areas other than faculty and instruction, for example providing high quality classroom facilities. 1.4.2 Program highlights/accomplishments: Administrative Services major projects included capital outlay project management, Accreditation show cause initiatives, assuring a balanced general fund budget, a district wide reorganization, collective bargaining negotiations, information technology infrastructure upgrades, and stabilizing and improving auxiliary services. 1.4.3 Program Data: # of Full Time Employees # of Part Time Employees Personnel Budget Discretionary Budget (Including District wide Insurance)
2010‐2011 1.65 2011‐12 1.65 2010‐2011 0 2011‐12 0 2010‐2011 246,164 2011‐12 210,201 2010‐2011 281,025 2011‐12 455,211 Section 2 ‐ Data Analysis 2.0 List Service Area Metrics/Indicators and provide information on changes over time (Steady/Increasing/Decreasing, etc.) Goal 2010/11 2011/12 Observations (steady/increasing/decreasing) 2.1 Metrics/Indicators Were division expenditures over budget? Not over Satisfactory Satisfactory budget Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 1 Did the division complete budget planning for the next year, or in process? Were division‐related Board policies and administrative procedures up‐to‐date with no review date over three years old? Has the division reviewed last year’s: Program review? Needs addendums? BPC actions on needs addendums? Were all division program reviews and applicable needs addendums completed? Were all division employee evaluations up‐to‐
date during last year‐end? Has the division website been updated during the last year? Has document imaging been implemented in the division? Are there any outstanding financial audit findings? Has unrestricted fund equity been maintained at 5% or better? Have accounts receivable been maintained or reduced relative to enrollment and tuition rates? Yes Satisfactory Satisfactory Yes Satisfactory Satisfactory Yes Satisfactory Satisfactory Division budget planning coincided with the release of the Governor’s January budget. Applicable policies and procedures were prioritized and a plan was implemented to review and update all prior to accreditation follow up visit. Yes Satisfactory Satisfactory Yes Satisfactory Satisfactory Yes Satisfactory Satisfactory Implemented Not implemented No financial Satisfactory findings Yes
Satisfactory No increase in
receivable, except a prorata increase due to rate increase or FTES increase is OK. Increased by $298,000 Not Expecting to implement in 2012‐13? implemented Satisfactory A plan was developed and implemented startging in 2010‐
11. All outstanding findings were resolved during 2011‐12. 4.6% At 6‐30‐2012, fund balance fell below 5.00%. District has a plan to increase the fund balance to 5.00% by 6‐30‐2013. Increased by Plans to address this issue for 2012‐13 include RFP for $327,000 account collection services completed and collection agency contracts signed to begin collecting on outstanding delinquent debts. Will work to tighten up on deregistration processes and evaluate delinquent date coming through payment plans. May need to tighten up on payment plans. However, tuition did increase by $10 during the year. 2.2 Describe how these changes affect students and/or the program: Accreditation show cause and the need to close the District’s budget shortfall changed how the division accomplishes its business. Planning for these changes took time, particularly in the latter part of 2011‐12 which took time away from other projects. Multiple capital improvement projects financed with state and local (Measure Q) funds helped improve the District’s infrastructure. For example, new walking paths were completed across the Eureka campus and certain accessibility issues were resolved during the year. Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 2 2.3 Provide any other relevant information, or recent changes, that affect the program: Section 3 –Critical Reflection of Assessment Activities (2011/2012) 3.0 Describe Service Area Outcomes Assessed or reviewed in the current cycle: The metrics indicted in section 2.1 were reviewed. Also, the division’s staffing and expenditure levels were evaluated to determine budget savings to contribute to the District wide reorganization plans.
3.1 Summarize the conclusions drawn from the data and the experience of staff working to achieve the outcomes: The District continues to work through two major issues Accreditation show cause and a large structural budget deficit. 3.2 Summarize how assessments have led to improvement in Service Area Outcomes (top three.): The District has stopped the practice of failing to collect on debts and has taken steps to implement deregistration, to update related policies and procedures and to engage the services of outside collection agencies. 3.3 (Optional) Describe unusual assessment findings/observations that may require further research or institutional support: Section – 4 Evaluation of Previous Plans 4.1 Describe plans/actions identified in the last program review and their current status. What measurable outcomes were achieved due to actions completed. Actions Current Status Outcomes Delinquent debts In process Amounts due are being more aggressively pursued. Balance the budget and address the structural deficit In process 2012‐13 budget is balanced and work is ongoing to balance the budget in subsequent years. Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 3 4.2 (If applicable) Describe how funds provided in support of the plan(s) contributed to program improvement: Section – 5 Planning 5.0 Program Plans (2012/2013) Based on data analysis, service area outcomes and indicators, assessment and review, and your critical reflections, describe the program’s Action Plan for the 2012/13 academic year. If more than one plan, add rows. Include necessary resources. (Only a list of resources is needed here. Provide detailed line item budgets, timelines, supporting data or other justifications in the Resource Request). 5.1 Program Plans Action to be taken: Relationship to Institutional Plans Quickly fill vacancies IIIB.1. The institution Enhance alternate revenues ADA compliance Enhance District security and public safety provides safe and sufficient physical resources… SP 3.2 Improve Operational Efficiencies. SP 3.1 Reduce reliance on apportionment‐based funding. Addresses health and safety concerns. IIIB.1. The institution provides safe and sufficient physical resources… Addresses health and safety concerns. IIIB.1. The institution provides safe and sufficient physical resources… Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Relationship to Assessment Expected Impact on Service Area Outcomes Resources Needed After the reorganization, vacancies will have a stronger negative impact on meeting Administrative Services’ mission. Will allow for improved outcomes No additional resources This is well established institutional goal. Provides resources to the District
No additional resources An accessible environment will enhance student learning outcomes. Improved facility accessibility.
No additional resources at present. Measure Q budget was approved last year. A safe environment will enhance student learning outcomes. Will increase the Public Safety Dept. Resource requests noted below Page 4 Enhance auxiliaries Augment replacement budgets (phase one) SP 1.4 Enhance student support and student engagement. SP 3.1 Reduce reliance on apportionment‐based funding. SP 5.2 Support/increase cultural activities at the college. IIIB.1.a The institution plans, builds, maintains, and upgrades or replaces its physical resources in a manner that assures effective utilization and the continuing quality necessary to support its programs and services. Addresses health and safety concerns. IIIB.1. The institution provides safe and sufficient physical resources… SP 3.2 Improve Operational Efficiencies. SP 4.3 CTE programs will have technology relevant to their disciplines. IIA.5. Students completing vocational and occupational certificates and degrees demonstrate technical and professional competencies that meet employment and other applicable standards… Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 A vibrant and engaged auxiliary function supports improved student learning outcomes. Will reduced auxiliary deferred maintenance Resource requests noted below Again, this initiative supports enhanced student learning outcomes in a general way. Will improve budgeting and reduce the number of aged vehicles. Resource requests noted below Page 5 Energy efficiency Enhanced training budgets Complete actions in the District’s Annual Plan IIIB.1.a The institution plans, builds, maintains, and upgrades or replaces its physical resources in a manner that assures effective utilization and the continuing quality necessary to support its programs and services. SP 3.2 Improve Operational Efficiencies. SP 3.1 Reduce reliance on apportionment‐based funding. SP 3.2 Improve Operational Efficiencies. IIIC.1 The institution assures that any technology support it provides is designed to met the needs of learning, teaching, college‐wide communications, research, and operational systems. SP 3.2 Improve Operational Efficiencies. Helps student learning Reduced deferred maintenance.
outcomes by improving facilities and reducing costs. Resource requests noted below High quality information technology resources will help to enhance student learning outcomes. Improved technical expertise and current certifications Resource requests noted below Completion of goals will help the District achieve its Strategic Plan. Outcomes met.
Resource requests are noted and other resources may be needed to achieve District plans. 5.2 Provide any additional information, brief definitions, descriptions, comments, or explanations, if necessary. Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 6 Section 6 ‐ Resource Requests 6.0 Planning Related, Operational, and Personnel Resource Requests. Requests must be submitted with rationale, plan linkage and estimated costs. Recurring
Rationale Request Check One Amount Cost Y/N Planning Operational Personnel
Linkage $ SP 3.2 Improve Operational X X $2,500,000 No EKA sewer connection – to connect to Efficiencies. county and eliminate District wastewater IIIB.1.a The institution plans, builds, treatment plant. Will result in lower maintains, and upgrades or replaces its annual operating expenses. Regulations physical resources in a manner that continue to tighten, so eventually the assures effective utilization and the District will need to upgrade. (Would likely continuing quality necessary to require a COP). Repeat request. support its programs and services.
EKA dorm roof replacement and safety upgrades – The roof on one dorm was replaced, but the other dorm is in need of a new roof. This would replace the roof, make exterior repairs and address safety items. Funded with auxiliary revenues. X $200,000 No EKA dorm room and heating system upgrade –Replace outdated gas wall heaters, replace carpet, replace leaky windows or doors as needed, and other improvements. Will result in lower annual operating expenses. Funded with auxiliary revenue. X $300,000 No Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 7 SP 1.4 Enhance student support and student engagement. SP 3.1 Reduce reliance on apportionment‐based funding. SP 5.2 Support/increase cultural activities at the college. IIIB.1.a The institution plans, builds, maintains, and upgrades or replaces its physical resources in a manner that assures effective utilization and the continuing quality necessary to support its programs and services. Addresses health and safety concerns.
SP 1.4 Enhance student support and student engagement. SP 3.1 Reduce reliance on apportionment‐based funding. SP 5.2 Support/increase cultural activities at the college. IIIB.1.a The institution plans, builds, maintains, and upgrades or replaces its physical resources in a manner that assures effective utilization and the continuing quality necessary to support its programs and services.
Addresses health and safety concerns.
SP 5.1 Enhance support for the college community. SP 5.2 Support/increase cultural activities at the college. IIIB.1.a The institution plans, builds, maintains, and upgrades or replaces its physical resources in a manner that assures effective utilization and the continuing quality necessary to support its programs and services.
Addresses health and safety concerns.
IIIB.1. The institution provides safe and sufficient physical resources… EKA Stadium renovation Repair worn out back wall: $100K Repair roof or remove roof completely due to seismic concerns: $500K Remove broken stadium lights due to safety concerns: $40K (Would likely require a COP). Repeat request. X $640,000 No EKA Sheriff’s substation – The District previously provided a substation which greatly increased the frequency of sheriff’s office visits to the area. Cost would be for a portable building, but other options are being considered. Funded from safety credits and contributions from Housing and Parking. Reinstate a Security Dept Manager – With increased need for safety and security, a manager will direct Districtwide security. Manager can also co‐chair the Safety Committee and facilitate elevating the Committee’s profile. Funds would be used to upgrade an existing security officer position. Increase the full‐time Security Dept staff – Would increase by one FTE to reduce reliance on part‐time security. Center, Site and Vets Center/Student Union Security Budget – Augment Security budget to provide for limited security X X $40,000 $1,000 annual X $20,000 annual Addresses health and safety concerns.
IIIB.1. The institution provides safe and sufficient physical resources… X $25,000 annual Addresses health and safety concerns.
IIIB.1. The institution provides safe and sufficient physical resources… X $30,000 annual Addresses health and safety concerns.
IIIB.1. The institution provides safe and sufficient physical resources… Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 8 patrols at centers and sites and to provide part‐time security officer to support the Vets Center and the Student Union. Security upgrades – Funds are needed to upgrade door locks, install phones, install intercoms, and other classroom security upgrades. Funds would be used to purchase a four wheel drive vehicle for the Security Dept. to allow access to some areas during an emergency. IT equipment, software, and service contracts – This will create a resource to begin to fund a centralized IT replacement cycle as well as other recurring costs. Funded through an allocation in the December 2012 reorganization plan. EKA ACSR and Multicultural Center, and Student Center upgrades – Convert Lakeview room for student gov’t ofcs and a new multicultural center, and make other needed improvements to the student center. Annually, funds could be used for continued maintenance and upgrades. Funds allocated pro‐rata to centers and sites. (Could be funded from Student Center Fee if approved. Ongoing amount is a rough estimate of annual fee revenue.) District Wide Student Technology Upgrades – Additional augment to existing Admin Svc VP PRC Service Area Template2 8 2 12.docx X $300,000 $1,000 annual Addresses health and safety concerns.
IIIB.1. The institution provides safe and sufficient physical resources… X $100,000
annual X X $60,000 $60,000 annual SP 4.1 Improve technology infrastructure to support all college operations. SP 4.4 Improve efficiency through technology. IIIC.1 The institution assures that any technology support it provides is designed to met the needs of learning, teaching, college‐wide communications, research, and operational systems. SP 1.4 Enhance student support and student engagement. SP 5.2 Support/increase cultural activities at the college. X X X 1/24/2013 Page 9 SP 1.4 Enhance student support and student engagement. funding for student labs, wireless access, technical support personnel, and other technology available to students. Funds allocated pro‐rata to centers and sites. (Could be funded from Technology Fee if approved. Ongoing amount is a rough estimate of annual fee revenue.) District Wide Energy Efficiency – These funds would be used for energy efficiency projects. Priority would be given to projects with potential rebates, etc. that leverage the available funds. Repeat request. Vehicle and Equipment Replacement Budget – This will create a resource to begin to fund the replacement of aging vehicles and equipment in Administrative Services, such as Maintenance, IT, and Security. A list of vehicles in the Maintenance Dept alone shows 39 vehicles with 26 of those vehicles over 12 year old, and the oldest vehicle that leaves campus property being a 27 year old Ford van. Request is to replace the oldest vehicles and create a fund to replace a fleet of 48 vehicles every 6 years (at $25K/vehicle). With a newer fleet, the District could steadily supply the Automotive Technology program with late model used vehicles for their program. X X $100,000 No X $500,000 $200,000
annual IT Training Budget – Funds will augment the IT dept’s training budget to allow staff to stay up‐to‐date on technology X $20,000 annual Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 10 SP 3.1 Reduce reliance on apportionment‐based funding. IIIC.1 The institution assures that any technology support it provides is designed to met the needs of learning, teaching, college‐wide communications, research, and operational systems. SP 3.2 Improve Operational Efficiencies. SP 3.1 Reduce reliance on apportionment‐based funding. Addresses health and safety concerns.
IIIB.1. The institution provides safe and sufficient physical resources… SP 3.2 Improve Operational Efficiencies. SP 4.3 CTE programs will have technology relevant to their disciplines. IIA.5. Students completing vocational and occupational certificates and degrees demonstrate technical and professional competencies that meet employment and other applicable standards… IIIB.1.a The institution plans, builds, maintains, and upgrades or replaces its physical resources in a manner that assures effective utilization and the continuing quality necessary to support its programs and services. SP 3.2 Improve Operational Efficiencies. IIIC.1 The institution assures that any technology support it provides is designed to met the needs of learning, teaching, college‐wide communications, research, and operational systems. developments. Section 7‐ PRC Response 7.0 The response will be forwarded to the author and the supervising Director and Vice President Admin Svc VP PRC Service Area Template2 8 2 12.docx 1/24/2013 Page 11