Kaua`i Community College
Annual Program Review for
Administrative Services
Program Description
The Administrative Services program at Kaua`i Community College provides campus-wide budgetary
and financial management, personnel administration, procurement and property management, facilities
and ground maintenance, environmental health and safety, security, physical facilities planning of both
repairs and maintenance and capital improvement projects, and auxiliary services. These functions
support the primary program objectives of the college, which are to develop eligible individuals to higher
levels of intellectual, personal, social, and vocational competency by providing formal vocational and
technical training and general academic instruction for certificates or degrees, or in preparation for the
baccalaureate; and by offering adult continuing education for both personal and vocational purposes.
Part I. Quantitative Indicators
Budget & Planning Measurements
In Fiscal Year 2014 (FY14) Kaua`i CC’s General Fund (GF) and Tuition and Fees Special Fund (TFSF)
allocation totaled $13,452,420. The College’s GF and TFSF expenditures, including encumbrances,
totaled $13,297,865. This deficit resulted in unencumbered TFSF cash increasing from $440,464 as of
June 30, 2014 to $588,686 for the year ending June 30, 2015. In addition, the College maintained its 5%
reserve of $721,332 in its Community College Special Fund.
Business Office Measurements
Kaua‘i CC’s Business Office processed a total of 8,337 fiscal transactions in FY15 versus 9,119 in FY14.
As a result, the five (5) year average number of transactions processed increased to 6,499. Additionally,
the Business Office reduced the average time to process a purchase order from 2.0 days in FY 14 to 1.0
day in FY15. In FY15 the number of journal voucher transactions also decreased from 292 to 269.
The Business Office has a total of six (6) positions; however, one (1) Account Clerk II position is not
being filled due to budgetary constraints.
Operations and Maintenance
Kaua‘i CC’s Operations and Maintenance unit completed 493 work orders during FY15 compared with
478 for FY14. The college has nine (9) janitor positions assigned to 334,479 gross square feet of floor
space or 37,164 square feet per janitor; the industry standard is 30,000 square feet per janitor. However,
two (2) positions are currently open. The college also has two (2) Building Maintenance Workers and one
(1) Maintenance Mechanic to maintain the college’s 43 buildings; with one (1) Building Maintenance
Worker position being filled with an emergency hire. Lastly, the College sits on 200 acres of land and has
a total of four (4) General Laborer and one (1) equipment operator positions to maintain 140 acres of the
campus on a regular basis. The College is currently not filling one (1) General Laborer positions due to
budgetary constraints. The campus' remaining 40 acres of agricultural land are not regularly maintained.
Human Resources
Kaua‘i CC’s Office of Human Resources has two (2) personnel, and one (1) temporary position under
recruitment. The HR office processed 1,721 personnel transactions in FY14 compared with 2,469 in
FY13. The Personnel Officer also serves as the EEO/AA Coordinator for the campus. There were a total
of seven (7) grievances/investigations and 13 worker's compensation claims filed in FY14. (Awaiting
metrics from the System CC office)
Campus Public Safety
The Campus Public Safety Department has a total of ten (8) FTE positions: one (1) Manager, two (2)
Security Officer Supervisors, three (3) full-time Security Officers, and four (4) half-time Security
Officers. As of June 30, 2015 the department had one (1) Security Officer position filled, and was filling
(4) Office positions with emergency hires; the Manager resigned in the beginning of June. Nevertheless,
the department has made significant progress toward filling its positions since then and currently has the
3.5 positions to fill; the Manager, two (2) Supervisors, and one (1) half-time Officer.
Part II. Analysis of the Program
Comparative Electrical Cost for Kaua`i CC
KWH
FY 2014
2,027,849
FY 2015
2,109,480
(+ / -)
+81,631
Cost
$891,065
$785,043
-$106,022
Although the campus' electricity usage increased slightly in FY15 the electricity rates have decreased
drastically from an average of $0.44 per KWH in FY14 to $0.37 per KWH in FY15, which resulted in a
significantly lower electricity expense.
Over the past year the Community College (CC) System has been working to address numerous internal
control deficiencies identified during internal audits of some campuses' Culinary and OCET operations.
As a result, the CC System released several draft policies governing all revenue generating programs in
August 2015 with an expectation that the campuses become compliant with the policies by December 31,
2015. In addition, the campuses have been charged with thoroughly reviewing each of their revenue
generating programs to ensure they are complying with all University policies and have a sound internal
control environment. As compared to other campuses Kaua`i CC has relatively few Business Office staff
to manage a large number of revenue generating programs, which include: OCET, PAC, Culinary, Early
Childhood Development Center, Wellness Center, and Automotive. In order to adequately support the
College's programs the Business Office needs to fill its open Account Clerk II position.
During FY15 the following deferred maintenance projects were completed: re-roof Elections, exterior
repainting of Fine Arts I & II, and replace Social Science HVAC. Additionally, the renovation of ECE
Building II was completed with grant funding. Although it may seem like only a few projects were
completed in FY15, several large projects totaling $10.3 million have been in progress and include:
replace LRC HVAC, repair PAC water damage, Fine Arts I multi-purpose room addition, and exterior
repainting of Campus Center, LRC, Maintenance, and Electronics.
The Campus Public Safety Department will have a total of 10 staff members once all of its remaining
open positions have been filled. Currently their office space is spread out between the OSC, the guard
shed between the PAC and Carpentry, and the Physical Education portable. All three of these spaces are
on the outskirts of the campus and do not facilitate a rapid response capability. Furthermore, having our
staff spread out across three locations hampers the ability for the Manager to effectively coordinate the
response to an emergency. In order to better serve the health and safety needs of the campus the
department requires a centrally located office space. As part of the multi-purpose room addition to Fine
Arts I, the project will renovate a storage area in Fine Arts I into usable office space. This would be an
idea area to locate the department because of it location right in the center of campus.
Part III. Action Plan
ACTION ITEMS
Fill Open Positions
STEPS
HR Specialist (1 Temporary), Building Maintenance Worker I (1), Janitor II (2),
Campus Public Safety Manager, University Security Officer II (2), University
Security Officer I (0.5)
Part IV. Resource Implications
RESOURCES NEEDED
Initial Acquisition Cost Annual Recurring Cost
$0
N/A
$26,700
$2,000
Useful Life
Indefinite
30 years
OUTCOMES
(Identify and Quantify)
Fill Vacant Account Clerk II position.
This position is needed in order to comply with
various internal control requirements being imposed
by the System CC Office of Administrative Affairs.
Renovate Fine Arts I Rooms 110 and 110A into office
space for the Campus Public Safety Department.
Office space is needed for the Campus Public Safety
Department, which now consists of one (1) Manager
and two (2) Supervisors, and seven (7) Security
Officers. This will allow the Department to function
more cohesively, and better respond to public safety
incidents on campus.
Part V. Program Learning Outcomes and Assessment
Part VI. Programs Cost Per SSH
Part VII. Capacity