CLUSTER UPDATE PLAN ACADEMIC YR 2011-2012 Cluster Update Plan The purpose of the Cluster Update Plan is to help Clusters: 1) utilize department/unit plans to develop priorities within each cluster; 2) utilize priorities in the budget development process; 3) monitor progress on department/unit plans and validation committee recommendations; and 4) document any changes within the cluster, College, State, or surrounding community. Although the Cluster Update Plan utilizes the department/unit plans, it is strongly recommended that cluster planning begin prior to the September 30 th Annual Update Plan deadline. An open forum will be held during each update period to notify the campus community of cluster priorities and budget processes. Please complete and submit your Cluster Update Plan to the Office of Institutional Effectiveness no later than November 15, 2010. For questions regarding the Annual Update Planning Program Review process, please contact Ryan Cornner or Sarah Master at the Office of Institutional Effectiveness. Initial Cluster Review Semester: ESGC approved: Name of Cluster: Administrative Services Name of person(s) completing this form: Erlinda de Ocampo Tom Furukawa Susan Okawa
State of the Cluster Describe the state of the Cluster to indicate the current needs and directions of the cluster. Please be sure to include external data that indicates any significant recent events, or activities in the State or surrounding community that may impact the current or future status or direction of the Cluster. Please include a description of internal data that describes the current status of the College and Cluster units. Use the Annual Updates from the Cluster s departments/units as needed to support this description. Define the Cluster s past priorities and indicate what efforts have been made toward these priorities and any changes that have resulted in delays in cluster efforts. Complete a statement of priorities for the 2011-2012 fiscal year that includes operational priorities, desired priorities (dependent on funding), and a list of unfunded priorities. Statement of Priorities The Administrative Services division is committed to continue and to expand appropriate weekend and evening coverage as well as provide staffing to maintain all health and safety requirements for current and new building as they come online. We will continue to increase staff training & cross training for all units in the division. We will also continue to maintain and monitor the college s budget. Administrative Services is committed to continue to improve all services delivered to faculty, staff and students and will coordinate with the other college divisions. External Data Internal Data Unfunded priorities In the State of California there is a $10 billion budget deficit projected. d Mandate to become a green campus results in increase cost of materials and manpower which includes the implementation of a comprehensive recycling program. Increase cost of utilities. Storm water recovery system required to be implemented across the campus. Increased number of students and restricted budget has impacted all departments of our cluster. During construction of new buildings on campus, Administrative Services is maintaining an existing campus with increased enrollment. and IT staff while maintaining their normal duties are involved in consulting on and auditing new construction projects. and IT staff are while maintain their normal duties are heavily involved in start-up of new buildings. Much of the time on OT basis. Administrative Services is short staffed in the areas of Vice President, Director of College Facilities, General Foreman, and Operations Manager as well as other vacancies in various departments within our division. Increased cost of utilities has impacted the divisions budget. Due to increase in age of the South Gate and Rosemead facilities we are incurring increase in maintenance costs in both manpower and material. 1. 5 custodial positions for new and existing buildings 2. Fiscal Office Assistant (Payroll & Personnel Unit) 3. Accounting Technician (South Gate) 4. 6 Accounting Assistants (Fiscal Office) 5. Senior Network Support Specialist A Shift (IT) 6. Computer Network Support Specialist A Shift (IT) 7. 15 New Computer for Fiscal Office 8. Assistant Computer Network Support Specialist A Shift (IT) 9. 60 servers replacements 10. HVAC (B Shift & Weekend) 11. Plumber (B Shift & Weekend) 12. Electrician (B Shift & Weekend) 13. Maintenance Assistant (2) (B Shift & Weekend) 14. Locksmith (B Shift & Weekend) 15. Electronic Technician/AV Technician (B Shift & Weekend)
# Description Job Code Rate / Month Yearly Salary Benefit (43.10%) Total Cost 1 5 Custodial Positions for new & existing buildings C4076 2,398.62 143,917.20 62,028.31 205,945.51 2 Fiscal Office Assistant - Payroll/Personnel C2694 2,673.36 32,080.32 13,826.62 45,906.94 3 Accounting Technician (South Gate) C1328 3,141.49 37,697.88 16,247.79 53,945.67 4 6 Accounting Assistants - Fiscal office C1348 2,822.48 203,218.56 87,587.20 290,805.76 5 Senior Network Support Specialist A-Shift C1136 5,952.51 71,430.12 30,786.38 102,216.50 6 Computer Network Support Specialist C1144 4,804.96 57,659.52 24,851.25 82,510.77 7 Assistant Computer Network Support Specialist C1146 3,878.65 46,543.80 20,060.38 66,604.18 8 Heating & Aircond. Tech (B-Shift) C4036 35.49/hour 78,912.72 34,011.38 112,924.11 9 Plumber (B-shift) C3343 36.48/hour 81,114.01 34,960.14 116,074.15 10 Electrician (B-shift) C3322 34.66/hour 77,067.20 33,215.96 110,283.17 11 Maintenance Assistant C3768 3,269.44 39,233.28 16,909.54 56,142.82 12 Locksmith (B-shift) C3445 31.75/hour 70,596.76 30,427.20 101,023.96 13 Electronic Technician - B-shift) C3547 4,359.67 55,925.85 24,104.04 80,029.89 14 15 New computers for Fiscal office 14,625.00 15 60 servers replacement 330,000.00 Total 995,397.22 429,016.20 1,769,038.43 * Estimated cost
Cluster Goal Alignment Table A: Cluster Goal Alignment Using your departments or units Annual Update Plans and your current Cluster Action Plan, identify your priorities/cluster goals for 2011-2012 in Table A. These priorities should serve as a guide for budget decisions. Also note any unit plans from within the cluster that align with cluster goals. Table A: Cluster Goals for 2011-2012 Expand and augment staffing to ensure appropriate weekend and evening coverage to meet college needs. Related Department/Unit Operations Mailroom & Reprographics Annual Update Plan (Unit Plan) that align with Cluster Goals PF - Provide evening coverage to the campus HVAC, Elect, and Plumbing trades to prevent class cancellations. PF - To increase staffing to include a fully staffed B shift that maintains the facilities needs beyond the current 5:45-4:15 format IT Hire a Computer Network Support Specialist (CNSS) to meet the demand for support of new construction and relocation of departments. IT Hire an Assistant CNSS to provide support during extended work hours as well as the off-site locations. IT Fill our vacant Data Communications Specialist to support the campus infrastructure including the firewall, security system, core switches, and other vital equipment. Mailroom - We may require the hire a new office assistant.
Provide needed custodial, maintenance, college enterprise and informational technology services as more than 300,000 square feet of new buildings come into service Increase cluster staff training and cross-training to ensure consistent and operations across the cluster. Maintain and improve within and across cluster communication and streamline services through revised documentation of processes that will lead to improved cluster efficiency Operations College Enterprise - Parking Operations Fiscal (Payroll & Personnel) Bookstore Mailroom & Reprographics Reprographics College Enterprise Operations Fiscal (Payroll & Personnel) Bookstore Mailroom & Reprographics College Enterprise PF To utilize wireless formats to contact field personnel and direct their resources immediately to the campus needs. PF Develop a formal recycling program mandated by the District as Recycling, Resource, and Recovery Program. IT Hire a Computer Network Support Specialist (CNSS) to meet the demand for support of new construction and relocation of departments. IT Hire an Assistant CNSS to provide support during extended work hours as well as the off-site locations. IT Fill our vacant Data Communications Specialist to support the campus infrastructure including the firewall, security system, core switches, and other vital equipment. IT Purchase 40 campus servers to replace existing equipment that maintain campus services. Campus Facility Rental Continue to allow rental and use of college facilities. Campus Facility Rental Increase the events hosted and quality of host services in order to increase college revenue. Parking Complete parking structure #4 which will provide 1575 spaces. Fiscal - PR and customer service training. Provide customer service training for Fiscal Office staff. Fiscal - Training permanent staff constantly on fiscal/business office policies and procedures to be able to easily address students/faculty/staff concerns. Fiscal- Develop a system to streamline services provided students and that creates a more functional environment in the new E1 office. PF To utilize wireless formats to contact field personnel and direct their resources immediately to needs. PF Develop a formal recycling program mandated by the District as Recycling, Resource, and Recovery Program. PF New District policy to move toward Green Sustainability/LEED Certified Building. PF Update and generate service contracts for maintenance of equipment and building systems. PF Acquire safety/maintenance media for monthly safety meetings. PF Continue to maintain current and new campus grounds and landscaping surrounding all existing buildings on and all off-site facilities.
Maintain and improve faculty and staff support including IT, TLC, Bookstore, Fiscal Office, Personnel and Payroll, Mailroom, Reprographics, Operations, and. Operations Fiscal (Payroll & Personnel) Bookstore Mailroom & Reprographics College Enterprise Fiscal - PR and customer service training. Provide customer service training for Fiscal Office staff. Fiscal - Training permanent staff constantly on fiscal/business office policies and procedures to be able to easily address students/faculty/staff concerns. Fiscal- Develop a system to streamline services provided students and that creates a more functional environment in the new E1 office. Mailroom new postage metering mailing machine. Reprographics Create maintenance agreements for existing equipment. IT Upgrade campus network to improve delivery of technological services. IT Development of online resources to provide equal services to inperson or online. IT Increase the number of students, faculty and staff utilizing the services provided by the department. IT Purchase maintenance agreements for services provided to the campus. PF To utilize wireless formats to contact field personnel and direct their resources immediately to campus needs. Fiscal - PR and customer service training. Provide customer service training for Fiscal Office staff. Fiscal - Training permanent staff constantly on fiscal/business office policies and procedures to be able to easily address students/faculty/staff concerns. Fiscal- Develop a system to streamline services provided students and that creates a more functional environment in the new E1 office. Mailroom - We may require the hire of a new office assistant. Mailroom New postage metering and mailing machine. Reprographics Get equipment from storage back in full operation, replace stolen equipment from storage. IT Development of online resources to provide equal services to inperson or online. IT Increase the number of students, faculty and staff utilizing the services provided by the department. IT Purchase 40 campus servers to replace existing equipment that maintain campus services. IT Purchase maintenance agreements for services provided to the campus.
Participate in the college planning & resource allocation process to ensure that college needs are met Improve and integrate campus wide emergency notification systems. Determine the administrative services needs at the current and upcoming offsite centers and satellite campuses and create a plan to provide reliable and consistent service for all current and future sites. Operations Fiscal (Payroll & Personnel) Bookstore Mailroom & Reprographics College Enterprise Operations PF To utilize wireless formats to contact field personnel and direct their resources immediately to the campus needs. IT Purchase 40 campus servers to replace existing equipment that maintain campus services. PF To utilize wireless formats to contact field personnel and direct their resources immediately to the campus needs. IT Upgrade campus network to improve delivery of technological services. IT Increase the number of students, faculty and staff utilizing the services provided by the department. IT Purchase 40 campus servers to replace existing equipment that maintain campus services. IT Purchase maintenance agreements for services provided to the campus.
Validation Committee Recommendations Alignment Table B: Validation Committee Recommendations Alignment Please list recommendations from your most recent comprehensive cluster review. Please note any unit plans from within your cluster that align with each recommendation in Table B. # Table B: Cluster Review Recommendations 1. Work with the President, the Resource and Institutional Development Office, other clusters and the Committee to develop a plan to increase enterprise management in order to expand services and develop greater revenue. Related Department/Unit Fiscal College Facility Rental Parking Annual Update Plan (Unit Plan) that align with Cluster Goals Extend current service to Day Students at the SG Educ. Ctr. to include availability in the mornings and a permanently assigned fiscal staff member to the SG Ctr. Recommends that the campus facility rental unit put more effort into advertising scheduled events to ensure that flyers announcing events are distributed on time and that information given on distributed materials and on the units website is accurate and up to date. The unite should also investigate alternative means to advertise events of interest to the community such as color posters, distribution of materials at off campus sites and the purchase of electronic message boards or other technology. Publish and widely distribute the college s parking program so it is visible and readily available across campus, including the college s website. This information should include, but not limited to, a campus map that designates handicapped, guest, and temporary parking areas and the student/faculty parking brochure.
2. Direct, Operations and Plant Facilities units to develop and post to the portal general schedules for regular occurring maintenance and service activities where appropriate. 3. Direct each unit within the cluster to work with the Office of Institutional Effectiveness to conduct customer satisfaction surveys to measure unit accessibility and effectiveness, and to use the results to identify ways to improve unit services, to identify cluster-wide training needs and identify areas requiring additional support. IT Fiscal Mailroom IT Develop and publish the IT department s processes and estimated timelines to demonstrate how decisions regarding the acquisition and/or expansion of technology occur, including the anticipated time for purchase and implementation. Maintain a consistent cleaning schedule for 1) Student/Faculty/Staff restrooms 2) Classrooms Develop a communication process to notify the campus in a timely manner on the progress of repairs and service requests and facilities activities college-wide. Communicate information regarding the campus recycling program to all campus personnel. Develop a system to give faculty and staff the opportunity to submit questions when phone service is not available. This may include providing inquire sheets that can be completed and returned to the originator at a more convenient time. Develop an assessment tool to measure student and college personnel perceptions of its effectiveness that may include but not limited to a suggestion box and annual surveys. Develop a customer service procedure for serving students with special needs and/or disabilities and publicize this procedure widely throughout the campus. Develop a survey for faculty, staff and students to provide feedback on the quality of services. Work with the DSPS Coordinator, VP of Admin. Svcs., Workforce to ensure that all campus computer labs and libraries are compliant with the rehabilitation act of 1973 and the ADA of 1990. Under these acts, computer labs and libraries should have at least 1 computer station that is accessible to students with disabilities and includes an adjustable table, computer and scanner, and computer software such as kurzweil, jaws, and zoomtext and a closed circuit television (CCTV). Parking Use a variety of assessment techniques and tools to assess student, faculty and staff perceptions of existing parking regulations/notifications.
4. As the college completes its building projects housing Administrative Services Units, develop ways in which to integrate and/or streamline the services delivered to students and employees through Administrative Services Units and with other clusters. Fiscal Formalize extended hours of operation during the first two weeks of each semester from (as needed) to fixed times to help alleviate some of the congestion and lines, and to reinstate Saturday service during the first two weeks of each semester for those who are enrolled in weekend classes. For cost effectiveness, you may consider having a reduced staff during extended/saturday hours. Develop additional ways to publicize alternative methods of registration and payments currently offered to students. Mailroom IT Fully implement the district s recommendation to have designated computers available for faculty and staff access to employee self service system. Formalize/coordinate staff work schedules to accommodate campus needs. Provide faculty with information on how to obtain access to mailroom and phone operations on weekday evenings and weekends. Develop and publish the IT department s processes and estimated timelines to demonstrate how decisions regarding the acquisition and/or expansion of technology occur, including the anticipated time for purchase and implementation. Work with the DSPS Coordinator, VP of Admin. Svcs., Workforce to ensure that all campus computer labs and libraries are compliant with the rehabilitation act of 1973 and the ADA of 1990. Under these acts, computer labs and libraries should have at least 1 computer station that is accessible to students with disabilities and includes an adjustable table, computer and scanner, and computer software such as kurzweil, jaws, and zoomtext and a closed circuit television (CCTV). Provide better and more consistent network connectivity at the main campus, SG, and Rosemead. Report to lab directors and supervising VP s how GO-Print funds are managed and utilized. Work with the VP of Admin. Svcs. to fill vacant custodial positions. Evaluate existing bungalows and trailers to determine safety and general cleanliness for continued use. Develop a staffing plan for new facilities. Purchase additional parking permit purchasing machines and emergency phones stalls in parking areas.
Bookstore Participate in staff development opportunities that involve the learning of best practices at bookstores in other colleges and universities outside the district. Understand the applicability of student learning outcomes (SLO s) to the bookstore and consult with the College SLO Committee. Determine the feasibility of offering additional products and services that are found in other college and commercial bookstores, such as additional books and magazines, audio and video merchandise and gift cards. Establish a process for notifying department chairs by email of the retail price of books and also when the books they have ordered are scheduled to increase in price, Contribute to the students information literacy, personal growth and cultural appreciation by offering non-fiction and fiction books, including works authored by faculty members and co-sponsoring with other departments talks by visiting authors. Determine the feasibility of increasing students technological literacy by arranging for affordable computer/software-bundled packages with a computer provider. Make greater use of all faculty emails to submit reminders for book orders, cap and gown rentals, and other purchases of interest. Coordinate with IT to send all students emails through the go.elac.edu mail addresses. Request VP of Academic Affairs provide administrative support to ensure that department chairs submit early requests (2 months prior to semester) for textbook orders. Coordinate with Academic Affairs to obtain updated changes of faculty assignments, especially adjunct to meet the needs of the students. In conjunction with other units in Admin. Svcs., explore the creation of Husky Card debit card system for on-campus purchases and possible businesses in the area. Acquire student contact information to develop an email list that will serve for sending announcements marketing bookstore offerings. Increase healthy snacks and beverages in the bookstore to represent at least 50% of all snack and beverage items offered, respectively. Communicate with other institutions, such as K-12, to identify vendors that provide health snacks.
Bookstore (Contd.) Advocate for bond monies to be reserved for a permanent bookstore location through the colleges FPSC. 5. In light of the intense construction activities over the next few years, host an annual town hall meeting for the campus and community explaining the on-going implementation of the Facilities Master Plan and bond construction with additional meetings as needed. 6. Increase transparency regarding the college s budget through actions such as publicizing the college operational plan through the internet. 7. Update college emergency plans and develop better methods to alert the campus community and the general public regarding campus emergencies (i.e. gas leak, road closures, water shutdown) 8. Develop a system that monitors attendance by key personnel, including unit managers, directors and supervisors, at training seminars and their ongoing efforts to remain current in their area of expertise. 9. Identify a method for evaluating service delivery based on the results obtained from the TAMIS system. IT College Facility Rental Fiscal Bookstore Establish a method to ensure that the Enterprise Manager is adequately accessible to the Bookstore staff and students. Determine the feasibility of hiring additional permanent bookstore staff. Extensively publicize the new and used book ordering and purchasing internet system through various forms of media, including internet advertising, campus publications and ACE email blasts. Encourage global awareness amongst students (institutional SLO/Core Competencies) by proactively promoting fair trade products. Work with the Committee and ESGC to ensure transparency of budget expenditures. Publish Civic Center rental budget and expenses to inform all constituents and establish and publish a pricing protocol for Civic Center. The Fiscal Office AVP of Admin. Svs. continue to advocate to the District for the training necessary to more effectively serve students and staff in this time of payroll and personnel transition. Participate in staff development opportunities that involve the learning of best practices at bookstores in other colleges and universities outside the district.
Cluster Action Plan Table C: Cluster Action Plan Cluster level implementation. In Table C, report progress made on the cluster goals identified in your most recent comprehensive cluster review. # Cluster Goal/Priority Alignment with Strategic Plan/ Educational Master Plan Goal 1. Expand and augment staffing to ensure appropriate weekend and evening coverage to meet college needs. 2. Provide needed custodial, maintenance, college enterprise and informational technology services as more than 300,000 square feet of new buildings come into service 3. Increase cluster staff training and crosstraining to ensure consistent and operations across the cluster. 4. Maintain and improve within and across cluster communication and streamline services through revised documentation of processes that will lead to improved cluster efficiency 5. Maintain and improve faculty and staff support including IT, TLC, Bookstore, Fiscal Office, Personnel and Payroll, Mailroom, Reprographics, Operations, and. 6. Participate in the college planning & resource allocation process to ensure that college needs are met 7. Improve and integrate campus wide emergency notification systems. 8. Determine the administrative service needs at the current and upcoming offsite centers and satellite campuses and create a plan to provide reliable and consistent service for all current and future sites. Goal 2 & 3 Student Success & Accountability Goal 2 & 3 Student Success & Accountability Goal 2 & 3 Student Success & Accountability Goal 2 & 3 Student Success & Accountability Goal 2 & 3 Student Success & Accountability Goal 1, 2 & 3 Access Student Success Accountability Goal 3 Accountability Funded/Unfunded Unfunded Under-funded Time to develop training Unfunded Unfunded Unfunded Resources Needed (Staffing,, Equipment, etc.) Staff Equipment Staff Equipment Staff Staff Equipment Staff Equipment Staff Staff Equipment Goal 1, 2, 3 Unfunded Staffing, equipment and budget as needed as each site is open. Details
Program Review Recommendations Table D: Comprehensive Program Review Recommendations In Table D, report progress made on addressing the recommendations listed below. Recommendation Progress Made Toward Department/Unit Recommendation 1. Work with the President, the Resource and Institutional Development Office, Ongoing other clusters and the Committee to develop a plan to increase enterprise management in order to expand services and develop greater revenue. 2 Direct, Operations and units to develop Ongoing and post to the portal general schedules for regular occurring maintenance and service activities where appropriate. 3. Direct each unit within the cluster to work with the Office of Institutional Ongoing Effectiveness to conduct customer satisfaction surveys to measure unit accessibility and effectiveness, and to use the results to identify ways to improve unit services, to identify cluster-wide training needs and identify areas requiring additional support. 4. As the college completes its building projects housing Administrative Services Ongoing Units, develop ways in which to integrate and/or streamline the services delivered to students and employees through Administrative Services Units and with other clusters. 5. In light of the intense construction activities over the next few years, host an Ongoing annual town hall meeting for the campus and community explaining the ongoing implementation of the Facilities Master Plan and bond construction with additional meetings as needed. 6. Increase transparency regarding the college s budget through actions such as Ongoing publicizing the college operational plan through the internet. 7. Update college emergency plans and develop better methods to alert the campus Ongoing community and the general public regarding campus emergencies (i.e. gas leak, road closures, water shutdown) 8. Develop a system that monitors attendance by key personnel, including unit Ongoing managers, directors and supervisors, at training seminars and their ongoing efforts to remain current in their area of expertise. 9. Identify a method for evaluating service delivery based on the results obtained Ongoing from the TAMIS system. Resources Needed (Staffing,, Equipment, etc.) Staffing Staffing Staffing Staffing Staffing Equipment Staffing Staffing
Table E: Department/Unit Annual Update Plan Annual Update Plans Received from your departments/units [List of departments/units will be provided by OIE]