PCCD Planning and Budgeting Integrated Model 2014 Update Process and Recommendations The following proposed revision to the existing PCCD Planning and Budgeting Integration Model are based upon review of all PBIM self-assessment surveys, anecdotal comments made by committee members during the previous years, and observations of how the organizational structure has functioned since its inception. There are three primary areas of potential improvement. 1. Revision of all Committee Structures. 2. Enhancement of existing definitions and roles and overall processes. 3. Addition of planning related actions that would ensure accountability. Timeline March: Present proposed update process and recommendations to Chancellor Ortiz for approval. Present PBI Model update process and recommendations to the Planning and Budgeting Council on March 28, 2014. April: Present proposed update process representative governance constituencies requesting feedback and recommendations. 1. District Education Committee 2. District Technology Committee 3. District Facilities Committee 4. District Academic Senate 5. District Classified Senate 6. Campus-based Student Governments 7. Chancellor’s Cabinet 8. Hold an Open Forum for all constituencies. PCCD Planning and Budgeting Integrated Model 2014 Update Process and Recommendations May: Compile and analyze feedback and recommendations. Draft a revision of the current PBIM overview and structure document based upon the majority trends in the recommendations. This includes: o Overview narrative o Structure of committees o Roles and responsibilities o Process improvements Final updates to Chancellor and Cabinet. Request for appointments sent to all constituencies. June: Revised PBIM narrative and structure distributed to all constituencies. Revisions to the PBIM process incorporated into Institutional Self Study Reports August: Presentation of updated PBI Model to all constituencies: o FLEX day workshop o PBIM Summit o Open Forums at each campus January 2015: Presentation of updated PBI Model to all constituencies: o FLEX day workshop o PBIM Summit o Open Forums at each campus PCCD Planning and Budgeting Integrated Model 2014 Update Process and Recommendations Revision of all Committee Structures District Facilities Committee Existing Structure (21) [10 Admin, 8 Fac, 3 Class] Suggested Revision (22) [10 Admin, 8 Fac, 4 Class, 1 Student]] VC General Services (1 Admin) Add: College President (1 Admin) Classified Senate Rep College Business Officers (4 Admin)) Student Rep College Facilities Committee Reps (4 Fac) College at-large reps (4 Fac) Risk Manager (1 Admin) Facilities Planning & Development Manager (1 Admin) Facilities and Maintenance Operations Director (1 Admin) Stationary Engineer (1 Class) Safety Rep (1 Class) District IT Rep (1 Admin) _________________________________________________________________________________________ District Technology Committee Existing Structure (16) [4 Admin, 10 Fac, 1 Class, 1 Student] Suggested Revision (16) [4 Admin, 10 Fac, 2 Class, 1 Student] AVC IT (1 Admin) VC Educational Services (1 Admin) Add: College President (1 Admin) Classified Senate Rep College Technology Reps (4 Fac) College at-large Reps (4 Fac) Distance Education Rep (1 Fac) Library (1 Fac) Facilities Rep (1 Admin) Researcher (1 Class) Student Rep (1 Student) PCCD Planning and Budgeting Integrated Model 2014 Update Process and Recommendations _________________________________________________________________________________________ District Education Committee Existing Structure (29) Suggested Revision [11 Admin, 13 Fac, 4 Class, 1 Student] VC Educational Services (1 Admin) None College President (1 Admin) AVC Student Services (1 Admin) College Academic Senate Presidents (4 Fac) Faculty at-large, one per campus (4 Fac) Student Services Faculty, one per campus (4 Fac) Vice Presidents of Instruction (4 Admin) Vice Presidents of Student Services (4 Admin) College Classified Reps (4 Class) PFT President (1 Fac) Student Rep (1 Student) _________________________________________________________________________________________ Planning and Budgeting Council Existing Structure (19) [ 7 Admin, 8 Fac, 3 Class, 1 Student] Suggested Revision (26) [8 Admin, 10 Fac, 7 Class, 1 Student] VC Finance (1 Admin) All College Presidents (4 Admin) College Reps (4 Admin, at least one being a President) No At-large Admin Reps District Office Reps (2 Admin) Add: Deputy Chancellor Faculty Reps (2 from each college, Add: Budget Director (which includes the PFT and DAS Presidents) (8 Fac) Add: VC of Ed Services Classified Senate Rep (1 Class) Separate appointments for DAS & 1021 Rep (1 Class) PFT Local 39 Rep (1 Class) Student Rep (1 Student) Add: College Classified at-large reps (4 Class) PCCD Planning and Budgeting Integrated Model 2014 Update Process and Recommendations Enhancement of Overall Processes Time limited appointments of no more than 2 years for at large Reps Detail the expectations of committee members: For example, need comprehensive language that details that committee members are responsible for reporting back to their respective constituencies. Require that all agendas, minutes, memos, and documents distributed electronically to all campuses and committees 2 – 3 days prior to the meetings Require that all agendas, minutes, memos and documents posted on the website in a timely manner Provide on-going training and support for co-chairs, facilitators, and recorders Need clear delineation of responsibilities for co-chairs, facilitators, notetakers and recorders Refine and formalize the communication mechanisms between committees Addition of Planning Actions that Would Ensure Accountability Committee goal setting: annual committee goals need to be aligned with strategic planning goals and objectives. Require assessment of committee goals: prior to setting new annual goals. Annual Reports of Actions/Recommendations LJS 3/25/14