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
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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
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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