Office of the Vice President, Administrative Services
Program Planning Assessment Report, 2012-13
I.
PURPOSE AND OVERVIEW
The Administrative Services component of Cabrillo College strongly encourages and supports the
college mission, ensuring that Cabrillo College is a dynamic, diverse and responsive educational
community dedicated to helping all students achieve their academic, career and personal development
goals.
Our purpose is to promote better understanding and participation of the college community in the
District’s institutional and budget planning processes, provide the effective use of District resources
through its functional units (see organizational chart) Human Resources, Information Technology,
Purchasing, Risk Management, Budget, Fiscal Services, Payroll, Auxiliary Services (Food Services,
Duplications, Vending Bookstore), Maintenance & Operations, Facilities Development Office,) and
to provide administrative support services that promote effective delivery of education and support
services to students, faculty and staff.
The Vice President’s Office schedules and facilitates the Administrative Services Council, Bookstore,
Facilities Planning Advisory Committee meetings and negotiations with faculty and classified
bargaining units. The Vice President of Administrative Services serves as a member of Cabinet,
Administrative Council, the College Planning Council, and is the Chief Negotiator for the college.
It should be noted that The Office of the Vice President, Administrative Services was moved from the
upper campus where it was co-located with the President and the Vice President of Instruction to the
lower campus near Facilities Planning and Plant Operations in January 2012. The location has
created some challenges in terms of visibility and communication with the campus community
Individual Department/Programs and Services directly under the Office of Administrative Services:
A. Office of Administrative Services
Benefits
Bond/COC
Management/
Staff Recruitment
Program review
B. Business Office
Budget support,
Planning and
Development
o Preliminary
and Final
Budgets
o Year-end
closure
Budget Planning
Committee and Task
Force Meetings
Contract
Administration
Fiscal Support
o Accounts
Payable
o Accounts
Receivable
o Bond
Presentations and
Town Hall Meetings
College-wide
planning
Financial reports
o 311 (State MIS)
o Monthly financial
statements to the
Board
o Annual/Quarterly
Emergency
preparedness
Union
Relations/Negotiations
Student
ServicesCollege
Bank
Processes
student
payments &
financial aid
distributions.
Payroll
Accurately
processes
paychecks for
all college
employees.
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o District
wide Audit
Accounting
C. Human Resources
Recruitment
Classification
Compensation
reports to funding
agencies
o Sales and use tax
reports
Compliance/Reporting
Benefits
Administration
Processes all
accounts
receivable
transactions
for the
college
Labor/Collective
Bargaining
Orientation
Evaluation
D. Facilities Planning and Development
Capital Outlay
Maintenance & Operations
Energy Management
Emergency Preparedness
E. Information Technology
Academic Computing
Administrative Computing
F. Purchasing, Warehouse, Risk Management and Auxiliary Services
Purchasing
Risk Management
Warehouse
Mail Services
Bookstore
Food Services
Compliance
reporting to
STRS/PERS &
other agencies.
Remits tax &
retirement
payments to
state, federal
and local
agencies
Legal
Staff Development
Custodial Services
Bond Construction
College-wide Network
Services and Support
Duplications
Vending
Staffing
The Vice President’s Office includes two full-time equivalent employees: the Vice President and the
Confidential Executive Assistant.
II.
Administrative Unit Outcomes
The Office of the Vice President, Administrative Services utilizes Administrative Unit Outcomes
(AUO) to measure what the users of our services know, or understand after interacting with our
office. Our AUO states: Cabrillo College staff, faculty and managers will be able to make critical
budget decisions that are informed by adequate financial information provided by the Administrative
Services Office.
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While the main customers of our services are the entire college and local community, students benefit
from our services directly and indirectly, and are our most important customers. The Office the Vice
President, Administrative Services has direct interaction with students through the annual Student
Senate retreat, individual meetings with students, presentations to the student senate, and various
other activities throughout the year. The primary services to students are through services provided
to college faculty, staff, and administration and to the broader outside community the college serves.
The Office of Administrative Services created a Budget Information Center web page to keep the
Cabrillo community informed about the college's response to the state budget crisis. The Vice
President’s Office updates the webpage with the most-up-to-date information locally and from
Sacramento. The Vice President develops and delivers presentations to the college community and
the Governing Board on the status of the budget and funding for college programs and services. The
Vice President prepares budget projections and the timeline for the accurate, timely completion of the
Preliminary and Final Budget documents. Board agenda items are prepared for the Governing Board
on all financial and budgetary matters as well.
The Office of the Vice President, Administrative Services engages in ongoing assessment of
operations and administrative activities on the main Aptos campus as well as the two satellite
education centers in Watsonville and Scotts Valley in order to continuously improve support of
Cabrillo’s overall mission. The chart below summarizes the activities that are used to measure our
AUO.
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Service/Activity AUO
Provides the college
community with
adequate, accurate
and understandable
communications
regarding financial
planning.
Goal to Achieve
Outcome
Effectively plan
and prepare budget
updates and
presentation for
the college
community
Outcome Measurement
Board Agendas and
minutes:
http://www.cabrillo.edu/associ
ations/governingboard/201213
%20Minutes%20and%20Agen
das.html
Goal
Timeline
Conduct budget
training: College
Planning Council
and the Governing
Board
Budget information
webpage:
Cost
2013-14:
Session I
budget
training with
CPC
conducted on
9/18/13.
http://www.cabrillo.edu/intern
al/adminservices/budgetcenter/
CPC webpage:
http://www.cabrillo.edu/servic
es/president/Governance/CPC/
CPC.html
Directs college
services and support
functions including
but not limited to
Business
Operations
Human
Resources
Technology
Facilities
Planning
Campus Safety
Purchasing, Risk
Mgmt, Contract
Admin
Auxiliary Svcs
Coordinate and
organize
individual and
committee
meetings to plan
and implement
service plans.
Survey to review effective,
timely development and
distribution of agendas and
minutes
Facilitator of collegial and
productive meetings
Increase efficiency by
partnering with
Purchasing to purchase a
new copier/scanner.
Paperless delivery of
budget materials,
agendas and minutes to
the college.
Resources: Hire student
help as needed to help
the Confidential
Executive Assistant
during peak production
work times.
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2013-14
Cyclical
student
support will
be added
during peak
periods
$11-12,000
split between
Purchasing
and VPA
Service/Activity AUO
Goal to Achieve
Outcome
Outcome Measurement
Goal
Timeline
Serves as the chief
negotiator with the
faculty-classified
employee unions
Serves as
contract
administrator
Plans & directs
employee
benefit programs
Develop timeline
and process for
effective
negotiation of
contracts
Timely development of
o Agendas
o board items
o negotiations timeline
o meetings and
o documentation of
contracts
Provides ongoing support
to the unions for the
resolution of bargaining
unit issues
Expand college
facilities and oversee
bond expenditures
Develop agendas
and serve as a
resource for the
Citizens’
Oversight
Committee
Bond Oversight Committee
webpage:
http://www.cabrillo.edu/inte
rnal/facilities/measured/
Develop Budget Model
to fund Total Cost of
Ownership Model for
Facilities & FMP for
facilities maintenance
2013-14
TBD
Responds to
information
requests;
Disseminate and/or
refer accurate
information in a
timely manner
Coordinate and
facilitate the
compilation of
information with
appropriate
department.
Timely submission of data
and/or responses to
information
requests/surveys
Survey to review
effectiveness
Develop a system within
the office to track
information requests and
responses
Ongoing
TBD
Maintain positive union
relationships
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Ongoing
Cost
TBD
Service/Activity
AUO
Remain accessible
to the campus
community.
Maintain positive
rapport with depts,
faculty, staff,
students and the
public.
The Vice President
serves as the chair
for the Benefits
Committee
Facilities Planning
Advisory
Committee
Bookstore
Administrative
Services Managers
Council
Co-Chair of Goal
Area B
implementation
team
Goal to Achieve
Outcome
Strengthen
process for
effective internal
communications
Develop agendas
and serve as a
resource
Outcome Measurement
Relocate the VPAS office
to a centralized location
with the president and other
members of the executive
administrative leadership.
Solicit feedback, meet with
other offices on a regular
basis.
Goal
Timeline
Increase visibility
The Office of the Vice
President, Administrative
Services will increase
visibility on campus by
o attending division
and department
meetings,
o hosting annual
component staff
meetings or open
houses.
Relocate the Vice
President’s Office back to
upper campus to a more
prominent location. The
office should be collocated
with other members of the
executive administrative
leadership.
Ongoingmeetings
events will be
calendared.
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October 3
component,
Staff meeting
scheduled.
TBD- a
location has
not been
identified.
Cost
TBD—
hospitality
funds may
be used to
host
events
Survey and Feedback
The Office of Administrative Services gathered data and information in 2012-13 via a college-wide
feedback survey in the fall of 2012. The survey was taken at the height of the state budget crisis and in
the midst of concession bargaining with all employee groups.
This survey response group provided input, including assessment of performance feedback in many key
areas. In consideration of these customers, and the types of services provided, the Office of
Administrative Services asked for feedback regarding:
1. Staff accessibility
2. Ability to obtain information in a timely manner
3. Referrals for assistance as appropriate
4. Provides adequate and understandable communications regarding financial planning
5. Organization of committees and other meetings in an effective and timely manner
6. Confidentiality
7. Accuracy of information
8. Essential information in a timely manner
9. Positive rapport
10. Transparency of process
11. Neutral and objective information
12. Usefulness of webpage
The feedback from the survey was used to develop broad based goals for improvement.
Staff/Faculty Survey for Program Review, Fall 2012
Office of the Vice President of Administrative Services
Summary of Open‐Ended Written Comments
A total of 115 staff and faculty responded to an online survey September 7 – 14, 2012, for the purpose of
program review and evaluation of the Office of the Vice President of Administrative Services.
Of a total of 115 respondents, 46 (40%) answered the last question, below, which provided space for
open ended written comments. The following is a summary of those verbatim comments, by topic,
followed by the survey instrument used.
What suggestions would you offer to improve the working relationship of the Office of the Vice
President of Administrative Services with the campus community?
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Areas for Review:
Summary of Open Ended Questions
by Topic
35
30
25
20
15
10
5
0
Employee
Employee
Relations/
Relations/
Communications Communications
Related to
Budget
Accolades
Suggestions for
improvements
Haven't
Miscellaneous
Used/Not
Familiar with OAS
All areas of disagreement or strong disagreement responses within the survey were reviewed. These
areas will be reviewed in more detail, and future surveys and follow-up from the Office of the Vice
President, Administrative Services will include the solicitation of specific ideas on how to streamline
or improve the following:
11.8% of respondents disagreed that the information received from the Office of Vice
President, Administrative Services is accurate.
14.2% of the respondents disagreed that the Office of the Vice President, Administrative
Services staff is accessible.
14.2% of the respondents disagreed that information may be obtained from the Office of the
Vice President, Administrative Services in a timely manner.
16.8% of respondents disagreed that the Office of the Vice President, Administrative
Services maintains a positive rapport with departments, faculty, staff and the public.
19.8% of the respondents disagreed that the Office of the Vice President, Administrative
Services provides the college community with adequate and understandable communications
regarding financial planning.
20.4% of the respondents disagreed that the Office of the Vice President, Administrative
Services communicates new essential information that affects my department in a timely
manner.
24.5% of respondents disagreed that the Office of the Vice President, Administrative
Services process are transparent.
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Additional Comments:
It should be noted that the State of California and the California Community Colleges have been in
the midst of one of the worst fiscal crises in recent times. The Vice President (CBO) has developed
the fiscal reduction strategies for the college and led the negotiation process during this difficult
cycle. The workload for the office during the reduction cycle was unprecedented. It is unknown
how these factors impacted survey results for this office.
Two themes emerged within the additional feedback section of the survey:
Several comments noted the desire for the Office of the VPAS to be more accessible and/or
“visible,” (e.g. on campus, in meetings, at Division meetings, open office hours, travel to
other locations).
The need for improved communication – specifically the need for it to have consistency,
transparency (as it pertains to processes), clarity and timeliness.
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