Administrative Services Goals / Objectives * th Quarter Review 30 June 2008 & Annual Program Review

Transcription

1 Administrative Services Goals / Objectives * th Quarter Review 30 June 2008 & Annual Program Review VPA MISSION STATEMENT: Facilitate and promote effective student access and success by ensuring a stable, responsive system for providing financial management services, facility support and classified staff management. Contribute to the organizational effectiveness of the College by ensuring functional and effective safety and security programs, risk management and planning processes and systems. Track program success through annual program review and quarterly metric assessments of key management areas in classified personnel, facilities and financial management. Organizational Objectives (D-5/C-9) - As part of the College s Strategic Planning System, develop and implement the Resource Allocation and Capital Outlay Institutional Plan. Plan completed and reviewed as part of the annual review cycle at the end of academic year. Update long range capital needs plan data as appropriate. (D-5/C-9) - Facilitate a review of senior support staff organization in light of new strategic planning system. Work toward the most efficient organization to support College strategic goals and objectives. Review underway. President s cabinet considering changes associated with planning division s responsibilities. (D-5/C-9) - Realign IT division to VPA for better infrastructure support and customer service. Consolidate IT support services for division labs, faculty/staff computers and college infrastructure into the IT division. Integrate revised organization with revised resource allocation planning as part of the College s Strategic Planning System. IT consolidation and realignment completed in Feb 08. Personnel reassigned through HR. Survey of satisfaction and effectiveness being worked. Realignment of IT division to VPA is no longer being considered pending evaluation of IT staff realignment and potential changes to planning and research functions. PROGRAM REVIEW: Continue to work on organizational improvements within the VPA organization to include classified staff adds and work assignments. Address IT organizational issues as a function of new strategic planning process and importance of the IT resource to overall institutional effectiveness and mission accomplishment. Work with President s Cabinet on planning, research and institutional effectiveness changes that may include organizational realignments.

2 Financial D-5/C-9) - As part of the College s Strategic Planning System, develop and implement the Financial Management Resource Allocation Plan. Plan completed and will be reviewed as part of the annual review cycle at the end of academic year. Minor changes made for timeline alignment with unit planning process. (D-5/C-9) - define and identify all fund types in terms of use and timing ROE (worksheets for all, available to all on public folders). Completed. BSO brief in Dec 07 provided updated overview of various fund types and use rules. Review and update as appropriate throughout the academic year. (D-5/C-9) - integrate categorical funding into College baseline. For categorical and CDF funds allocated to divisions/units and/or program managers, establish expected burn rates for the execution year and track with quarterly metric measures. Metric developed and updated quarterly. Need better definitions of burn rates from categorical program managers and division managers. Integration of categorical funding into college baseline remains difficult, but needed. Incorporated into budget planning plan approved by the President in Jan Need to expand metric measures with more detail by account codes to improve burn rate calculation and tracking. (D-5/C-9) - develop IT infrastructure baseline funding for sustainment of College systems and capability. Complete. Continue working with IT dean and categorical program managers. Incorporated into the IT Program Plan, Mar Must be included in the IT program plan annual review/update. (D-5/C-9) - standardize, align and refine all base budgets; address rollover ROE for divisions. Budget committee tasked by President s budget memo, Jan 2008, to review/amend base budgets and consider a 50% return of carryover to other college needs. Recommendation approved by the College President. Carryover calculation will include a return of 50% of division carryovers to the budget committee for distribution. Approved budget for execution year includes this expenditure plan. (D-5/C-9) - As part of the revised strategic planning system for the college, refine process for integration of resource allocation with division/unit planning system. Revised unit planning system implemented for planning year. Program reviewed at the end of the planning cycle in spring 08. Discretionary funding plan expanded to include facility and IT needs worked through the unit/program planning process. (D-5/C-9) - For the reprographics department, continue to develop a consolidated system of chargeback for better accountability and cost effectiveness. Work ongoing. (D-5/C-9) - duplicating/copy machines under one umbrella contract/system for better accountability. Get a handle on white paper utilization as part of this consolidation. NOT complete. Work ongoing.

3 PROGRAM REVIEW: Continue work on categorical funding processes. Improve tracking metrics by integrating a planned burn rate into each categorical program, defined by the program manager. Metric information needs to expand to include tracking by account codes to facilitate a more accurate/realistic burn rate calculation. Track on a quarterly basis. Continue work to develop funding strategies that will allow various types of money (general fund, categorical, grants, college store, etc) to be applied to major expenditures to provide a more efficient expenditure of available financial resources. This entire effort must be integrated into the SCC Strategic Planning System which will provide for the development of institutional, program, resource and unit plans that define resource requirements and allocations. Transfer of office supply purchases exclusively to the College store has worked quite well. Some adjustments were needed for manpower to handle peak demand periods at the College Store, but overall system worked well. Additional controls may be necessary given the increase volume of transactions through the business office and college store. We will consider developing a similar program for white paper purchases to help contain use/cost for white paper on campus and to bring use of leased/owned copy machines more in line with designed capability of unit machines. Need to continue to pursue a more standardized lease/purchase system for the campus (to include the prolific use of printers). Refine Resource Allocation plans to reflect the integration of facility, financial and IT spending plans for college discretionary funding. Classified Personnel (D-5/C-6) - As part of the College s Strategic Planning System, develop and implement the Classified Staff Management Resource Allocation Plan. Plan completed and reviewed as part of the annual review cycle at the end of academic year. Minor changes expected as a result of Classified Senate s work on the classified staff requests for the cycle. (D-5/C-6) - Refine procedures for use of the People Admin system for personnel transactions. Track errors and issues and provide feedback to District HR. System fully implemented. Tracking hiring timelines as part of classified metric program. Feedback to DO/HR on an ongoing basis. Feedback to SCC management team on a quarterly basis. Workshops to emphasize hiring process efficiencies. (D-5/C-6) - As part of the new strategic planning system for the college, integrate classified personnel requirement requisitions into the division/unit planning system. New strategic planning system was implemented for the planning year. Classified requests were collected in accordance with the classified personnel resource plan. Prioritization completed through the Classified Senate. President s Executive Staff recommendation and President s final decision is pending. Input to district is due by September (D-5/C-6) - continue to provide periodic training seminars/workshops to review/discuss business practices and procedures. Select topics based on assessment of error rates metrics and division requests. Training workshops are ongoing.

4 Attendance and subject matter tracked and reported as pat of the quarterly metric program review. Workshop information is posted to the VPA public folder. PROGRAM REVIEW: Classified personnel systems and tracking tools in place. Need to continue to work on refinements and process improvement. Development of the Classified Personnel Resource Allocation Plan as part of the overall SCC Strategic Planning System has provided an effective tool for describing processes and timelines associated with management of the classified staff resource. Facilities / Space Utilization Procedures (D-5/C-9) - As part of the College s Strategic Planning System, develop and implement the Facilities Resource Allocation Plan. Plan completed and reviewed as part of the annual review cycle at the end of academic year. Integration of budget committee timelines for discretionary funding allocations being made. (D-5/C-9) - As part of the new strategic planning system for the college, integrate facilities/space requirement requisitions into the division/unit planning system. Strategic planning system implemented for the planning cycle. Facilities requests completed in accordance with Facilities Resource Plan and the unit/program planning process. Inputs reviewed by Campus Development Committee and submitted to budget committee for CDF funding consideration and integration with college wide requirements. Plan updates pending for the next planning cycle. (D-5/C-9) - In coordination with the Campus Development Committee, pursue ways of prioritizing facility/space needs and re-use proposals. Review committee charge and make necessary changes subject to approval by the Executive Council. Operations is coordinating this review with the Campus Development Committee. Minor changes being sent to Executive Council for review and approval. (D-5/C-9) - integrate annual facilities planning with the Facilities Master Plan and Modernization planning to ensure long range optimal use of facilities. Review is underway. Working with district office and FM on new bond proposal for the college. Bond proposal expected to go to voters on the November 2008 ballot. (D-5/C-9) - develop predictable, planned, and routine processes for replacement of furniture, equipment and fixtures in College facilities. Identify needs and track expenditures by building. Metric tool is developed and will be used as part of the process used to review facility requests that emerge from the unit planning process. Operations developing summer and winter break projects campus wide. Continue to work refinements to this system to include development of a program plan for funding and tracking purposes. (D-5/C-9) - develop process to update Facilities Master Plan and incorporate current/future modernization planning consistent with bond initiatives led by the district.

5 Work is underway in coordination with DO and FM. Existing Facilities Master Plan (SKW/2003) needs to be amended to reflect data that is no longer current. (D-5/C-9) - develop a floor replacement tracking tool for use in prioritizing building improvement projects and routine maintenance of building spaces. Tracking tool is completed and being used as part of metric review and the unit planning/resource allocation process. Tool used in evaluating unit plan facility resource requests. PROGRAM REVIEW: VPA will continue to work refinements and improvements of the SCC Strategic Planning System which includes critical facilities utilization plans. The Resource Allocation and Capital Outlay institutional plan and the Facilities Resource Allocation Plan are essential to this overall process. Planning tools were utilized for the planning year work with excellent results. Corresponding metric assessments will be developed and refined throughout this next execution year with VPA Quarterly metrics used to assess progress and seek input from College constituency groups. Bond projects for the November 2008 bond ballot will be refined in coordination with FM and LRCCD BOT. Facilities/ Outreach/Off-site Cost/Timing Review and Consolidation (D-4/C-4) - coordinate with District Office on the future game plan for Outreach Centers and clearly define expense sharing and timing as we transition to permanent centers in West Sacramento and Davis. Include an assessment of required FTE growth at each permanent center and the timeline for acquiring through the classified add process and/or through banked FTE from the district. Working with VPI, VPS and Outreach Center deans on development of the SCC program plan for standing up the two new centers in Davis and West Sacramento. Draft plans are completed. Both need to be finalized during this next year. Classified staff requirements have been finalized and submitted to the district for consideration. These requirements will be included in this year s classified staff request to the district planned for September Need to work other resource needs for the Education Centers (e.g. baseline budgets/ocbs and IT needs). (D-4/C-4) - continue development of Technology/Aero consolidation concept at McClellan Park as part of the overall Outreach/Off-site game plan. Include move timelines and funding strategies. Funded an initial structural assessment of proposed hangar facility at McClellan. Results pending from DSA on 14 April DSA approval received in June Facility changes to MCC buildings must be submitted to DSA for approval. Lease data being coordinated with district. Realistic move date more likely to be summer Continue to develop move plan. PROGRAM REVIEW: With program timing now established, monitor major milestones for center development and track lease/associated costs for each site. Develop timeline and funding strategy for move to McClellan Park for Technology programs (aero, RV and railroad initially) now that DSA approval has been obtained for occupying facilities

6 at McClellan Park. Work with district on lease funding during the interim period of drawing down leased Outreach Sites (Downtown, West Sac) and standing up the McClellan Park operations. Operations, Safety/Emergency Procedures & Building Maintenance (D-5/C-6) - As part of the College s Strategic Planning System, develop and implement the Safety and Security and Environmental Management Program plans. Operations in the lead; plans in development. Need to be completed during the academic year. (D-5/C-6) - review and update emergency procedures and preparations in coordination with College Safety Committee. Update and deploy revised Emergency Flip Charts to all divisions and units with emphasis on use as a first response checklist for students, faculty and staff. Revised/updated EP flip charts have been distributed for the College. Outreach center flip charts need to be updated. Redistribute for the Academic Year. Check stock quantities so replacements are on hand for distribution. (D-5/C-6) - In coordination with district and LRPD, improve Emergency Operations Center (EOC) implementation procedures and facilities. Enhance SG-129 as the College s Operation Center. Work on EOC integration and exercise planning is underway. Furniture and organizational improvements to SG-129 made during fall Additional refinements completed during spring 08. June 2008 exercise went well. Revealed several improvements that will be worked throughout the next year. (D-5/C-6) - Develop a tracking tool for the college s vehicle fleet that enables timely replacements and maintenance of a functional/safe fleet. Operations working. (D-5/C-6) - Through the Safety Committee, re-institute routine safety inspections of division/unit spaces to ensure compliance with OSHA, HAZMAT, and related best practices. Develop a reporting tool to track outcomes. Operations working. (D-5/C-6) - In coordination with district Facilities Management, complete work on the ADA Transition Plan for the college. Develop a tool to track completed items. Interim measures completed by Operations and submitted to FM. Work ongoing to develop funding strategy and tracking procedures. $20K budgeted for annual work on transition plan needs. Additional $20K approved by the budget committee for ADA improvements to campus facilities. Operations to develop project lists and track completed actions. PROGRAM REVIEW: Many project milestones are underway. With funding approved for ADA projects, actual project proposals now need to be developed and tracked relative to the ADA Transition Plan. Operations focus on completing program plans for furniture replacement, Safety and Security Programs and Environmental Programs.

7 PROGRAM REVIEW OUTLOOK: Additional Objectives to develop for FY Academic Year: 1. Campus Vehicle fleet health and numbers OPS (metric) 2. Floor replacement, ASF for 2003 to Objective for each year or semester. OPS (metric). Include furniture replacement cycle. Detail in program plan for annual funding. 3. Update all emergency procedures flip charts to include Education Centers OPS 4. Safety inspections continued/resumed. OPS (metric) 5. Complete work on ADA Transition plan, in coordination with FM. Develop tracking tool mechanism (ONBASE) that is work order related. Plan projects for annual expenditure of allocated resources ($40K for ) OPS 6. Improve Reprographics capability and customer service processes OPS 7. Develop metric for parking permits sold over time BSO 8. Improve communication of Business Office calendar, cutoff dates, year end closing timelines (add website, increase detail, do more , etc.) BSO 9. For categorical and CDF burn rates, work with divisions and program managers to establish a planned burn rate for their respective programs. Incorporate into the metric data. Expand metric data to include account code detail. 10. Procedures necessary to implement the new People-Admin system for processing classified personnel actions. 11. Review and Update Institutional Plan: Resource Allocation and Capital Outlay Programs 12. Develop Program Plans: Safety & Security; Environmental Management; Furniture Replacement Schedule for above the line funding. 13. Review and Update Resource Allocation Plans: Classified Personnel; Facilities; Financial. 14. Work with Planning Division on review and update of Unit Plan-Plan and Strategic Plan. 15. Move plan for Technology Programs to McClellan Park; associated re-purpose plan for vacated on-campus space. NOTES: * District strategic directions and college goals used as the basis of VPA organizational objectives for the next two academic years (e.g ) with annual updates as appropriate. Objectives tracked through related measures of merit and VPA metric system. Quarterly updates will be done for objectives and VPA metrics. Program review will be completed at the end of the academic year and will be a summary of progress and an assessment of metric data and other measures of merit as part of the planning process for the next academic year. Maintain reports, metric summaries, program review and outcomes on the public folder.

8 ** D-5/C-9 nomenclature refers to the district strategic directions (5) and the College goals (9) that are being used for objective development. The College Goals are those in place for academic year