Administrative Services Manager’s Planning Session
Horticulture Building, Room 5005 (larger classroom)
September 6, 2013
9:30-3:00
I.
II.
Informal dialogueAccreditation Prep.- Top Ten Things to know
 Accreditation concerns?
 Scheduling issues?
 Other?
9:30-9:45
9:45-10:30
III.
Break
10:30-10:40
IV.
Department 2013-14 priorities/projects
 Overview of Program Plan if completed
10: 40-11:50
V.
Lunch
11:50- 12:20
VI.
Review of Carryover/One-time resources/link
to program plan and/or college plans
12:20- 1:20
Institutional Priorities
Technology
Staff Development
Marketing (if applicable)
Research/Data
Equipment
Facilities
Compliance/Mandates
VII.
Break
1:20- 1:30
VII.
Where do we go from here?-Rebuilding the college
Transitioning to new reality
VIII.
Next Steps/Follow ups
2:30- 2:50
IX.
Other
2:50- 2:55
1:30- 2:30
ASM Planning Session
September 6, 2013
I.
Informal dialogue--brief discussion about leadership transitions on campus and how
changes will impact resource allocation/priorities, such as the use of technology on
campus.
Order of the agenda was changed-Departmental priorities/ Review of carryover and onetime combined to III.
II.
Budget Strategy: Victoria gave a brief overview of the budget strategy for 2013-14 and
a model for future resource allocation.
 2013-14 Carryover dollars will be released but departments need to develop a
one-page plan that ties expenditure plans to program plans and/or institutional
plans. Categories include: technology, staff development, marketing (as
appropriate), research/data, equipment, facilities, compliance/mandates. ASM
will serve as a pilot for this categorization of one-year planning updates.
 One-time dollars may be available to help fund other program planning priorities.
Funding level is unknown and allocation amongst four components also
unknown.
 Once carryover dollars are expended in 2012-13, carryover process will be
eliminated.
 Concerns were raised—departments have structural deficits in their operating
budgets, carryover funds are used for emergencies. Will there be a process with
funding attached to address emergencies. We don’t always know what the other
components are planning so service demands can change without adequate time
for planning. We need to develop assumptions during planning that can be
adapted based on services demands or the implementation of college-wide
initiatives.
 How will structural deficits be eliminated from departmental budgets if no
ongoing funding is available?
o We have the option of prioritizing within the component and re-allocating
within AS component.
o Departments can and should review their operating budget and realign
resources to top priorities.
o We hope at some point to address structural deficits that exist in
departmental budgets through the new resource allocation model
III.
Department Updates:
HR: Loree presented the one page summary as a "discussion document/draft" for the
group's review (see attached) and feedback which proved very helpful. Victoria asked
that the group split out goals into one-time/ongoing categories. She also asked
departments to use institutional priority categories as well.
O:\Administrative Services\Admin Services Managers\2013-14 ASM Retreats\September 6,2013 Retreat\Meeting Notes from ASM
Planning SessionSept62013.docx
Page 1 of 2
Purchasing/Risk Mgmt--Inventory tracking, implementation of req.-to-check, more
priorities will be developed now that we have a good framework. Michael expressed
concerns about the structural deficit in his department. Example: shredding expenses
significantly over budget. What approach should he pursue? Band-Aid approach or
implement the best solution that could involve in increase in his resource allocation? We
are not allocating ongoing funding, so options are limited.
IT--Dan went over a list of college-wide initiatives including upgrading the voice over IP
system, virtualizing Colleague, the college-wide Adobe project implementation, the
implementation of Track It. Many of IT’s initiatives impact services college-wide. We
discussed the need for Admin. Services to update projects and re-visit priorities based on
program planning goals.
Lunch Break
BSO--Graciano discussed the need for technology upgrades to improve processes and
workflow in BSO. There are new compliance requirements, i.e. health care reform. BSO
is currently short staffed due to vacancies in support positions and payroll.
Facilities Planning—Challenges with facilities maintenance. The sq. footage of the
college has grown but the budget has been cut. We’re always chasing the emergencies
and there is never enough funding to cover basic services. It has been difficult to attract
and retain custodians. We always have a significant number of vacancies; currently have
seven positions vacant. We have not been able to implement the energy management
plan due to lack of resources. Bond funds are almost gone. Carryover funds are used to
fund campus emergencies. Facilities has implemented the Track It system. The system
works well and is an improvement on the previous work order system. Emergency
Planning is going well despite the fact that Jorge left the college.
IV.
Accreditation
Loree passed out the handout with 10 questions. The group went through and answered
questions. We agreed that each department should have a staff meeting to go over the
questions AND overview program planning docs (and goals).
The group discussed scheduling an Admin. Services staff meeting on Thursday, October
3 from 2:30 to 3:30 to talk meet and mingle, talk about Accreditation and Program
Planning. It is tough to find a good time for all staff. The group suggested late afternoon
in order to include custodians. Identifying a venue is also a challenge. Hort. is a good
venue but a lot of staff time will be wasted getting to and from the location. Victoria will
ask Tatiana to follow up on scheduling a room.
Next Steps---Directors to develop their one-page plans so Victoria can compile the plans
for our component. Need plans as soon as possible. Even if departments have not
completed program plans they should submit the one page update with goals. Please
involve staff in the development of the plans.
A follow up session will be planned---preferably after the accreditation visit.
O:\Administrative Services\Admin Services Managers\2013-14 ASM Retreats\September 6,2013 Retreat\Meeting Notes from ASM
Planning SessionSept62013.docx
Page 2 of 2
Human Resources Program Planning Goals
Explore & pursue, using the Datatel Communication Module, to communicate and track
compliance requirements (e.g. IIPP safety training, TB testing, licensure, etc.).
Continue to work with the Information Technology department to enhance and update the
HR web page.
Continue to promote HR system improvements, including workflows, processes and
procedures for efficiency and cost savings.
Serve to support and advance training opportunities that address effective management
practices, EEO, sexual harassment, performance evaluation and other topics as identified.
Research feasibility & complexity (cost vs. benefits) of implementing & maintaining an
online District employment application screening process.
____________________________________________________________________________
In order to support HR program planning goals, budgeted carry-over monies will aid the department
in increasing and enhancing the use of technology. In doing so, carryover funds will provide:
Systems improvements related to:
o (NEW) Implementation of on-line applicant tracking process
o (NEW) Implementation of Communications Module (initially for IIPP
training/tracking)
o Continued enhancement and update of the HR webpage
o Need for new or upgraded equipment (e.g. PCs, printers, etc.)
Staff development and training to develop and train employees with required new skills
Dedicated release time for existing staff to implement new technology (e.g. on-line
applicant tracking process).
o HR and IT are currently evaluating various vendors who provide on-line application
processes (Goal: to implement in the 2013/2014 fiscal year)
Health Care and Pension reform will require new and expanded compliance requirements of
the Human Resources department (yet to be identified) which will necessitate additional
training, staff and overtime.
Given the number of external recruitments last fiscal year the HR advertising budget was
exceeded by $15,000. HR anticipates an increase in classified recruitments in 2013/14 given
the District is no longer offering on-campus promotional opportunities. If HR has a
comparable or greater number of external recruitments in 2013/14, it’s likely we’ll need to
augment the advertising budget by $15,000 or more.
(09/06/13)
Flex Week Session - “The Accreditors Are Coming”
Top Ten Things To Know…
10.
What are Cabrillo’s “Core Four”?
9.
How often does Cabrillo revise its Mission and Vision Statements?
8.
What are the different Constituent Groups at Cabrillo College?
7.
Name the shared governance committees at Cabrillo College…
6.
What is a Program Plan?
5.
What are SLOs and AUOs? How do they differ?
4.
Which would you have in your particular area?
3.
What is the function of the College Planning Council?
2.
What is the decision making process at Cabrillo College?
1.
What is the Student Success Act?
Marketing & Communications