2018-19 Unit Plan
Facilities Support Services

Mission Statement

Facilities Support Services purpose is to have the expertise and knowledge to be the direct support that allows the entire FPM department to create a positive and safe physical environment that ensures student and staff success.

Program Description

Facilities Support Services consists of 5 FTE staff and provides support for all of the Facilities Planning and Management units to ensure they can provide a positive and safe physical environment for students and staff. Our core responsibilities are: 
1.	Technical support for the Director and Facilities Planning and Management units.
2.	Provide support of and guidance for policies and procedures related to FPM functions.
3.	Manage all budgetary and contract items related to FPM.
4.	Maintain, manage, and implement District legal & regulatory requirements related to FPM.
5.	Track and update District property and building changes.
6.	Management and reporting of mandated Community College Chancellor’s Office requirements.
7.	Analyze District utility usage, expenses, needs, and future savings.
8.	Support of committees related to FPM duties.
9.     Provide support to the Bond.


Accountability for Previously Funded Items


Accountability Item 1

Hired one Account Clerk II to support Bond Program.


Amount: 62217.00
Used For Intended Purpose: Yes
Benefit

The Account Clerk II provides finanicial support to the Bond program, helping to ensure that the budget is not over spent and payments are made in a timely manner.



Student Learning/Administrative Unit Outcomes

The following are Administrative Unit Outcome for Facilities Support Services:

Outcome:  Provide friendly, accurate and timely customer services
Metric:       Surveys (student and employee)

Outcome: Process key requests in a timely manner.
Metric:    Key Module Report

 

The following strategies supports on Future Development Strategies in the unit plan:


• Purchase and implement software for event scheduling.
• Establish a budget to upgrade technology equipment.
• Employ and train students. Provide internships whenever possible.
• Provide training to increase skill levels, productivity and efficiency.
• Continue to automate the process for District plans and O&M manuals to be available electronically.
• Establish a process for collecting and managing project files.
• Provide financial support to the Bond Program.
• Analyze workload and reorganize to adequately support the Bond Program.

 


Standards/Goals for Student Achievement (OSLED Departments)

N/A


Standards/Goals for Student Achievement (All Other Departments)

The purpose of Facilities Planning and Management is to create and maintain a safe, positive and appealing environment that supports student and staff success. Our mission is to increase the quality of services provided and establish metrics to verify the level achieved.


Strategic Direction

Facilities Planning and Management supports all of the Strategic Direction and Priorities by ensuring buildings are maintained, the campuses are kept safe and appropriate planning and research is made where new and renovated facilities are needed.


Program Review

The following are goals from the previous strategic plan and program review and the current status:


• Purchase in implement software for event scheduling. Lack of funding hampered this; continuing to request for this through unit planning process.
• Establish a budget to upgrade technology equipment.  Continuing to request for this through unit planning process.
• Employ and train students. Provide internships whenever possible. Very successful, ongoing.
• Provide training to increase skill levels, productivity and efficiency. Some opportunities were accessed. Lack of funding inhibits this efforts.
• Provide training to increase skill levels, productivity and efficiency. Ongoing.
• Provide reporting support for Grounds, Maintenance, Custodial and Transportation in DirectLine. Completed, Clerk II is assisting with this; continuing with supporting in providing reports.
• Continue to automate the process for District plans and O&M manuals to be available electronically. Completed, continuing to require any new plans and O&M be provided electronically.
• Establish a process for collecting and managing project files. Ongoing.
• Create a new district procedure to comply with SB 854. Completed.
• Employ an account clerk to support the Bond Management Program. Completed.

 


Department Goals

Facilities Support Services purpose is to have the expertise and knowledge to be the direct support that allows the entire FPM department to create a positive and safe physical environment that ensures student and staff success.

In order to achieve this goal, the department has developed the following strategies:


• Purchase and implement software for event scheduling.
• Establish a budget to upgrade technology equipment.
• Employ and train students. Provide internships whenever possible.
• Provide training to increase skill levels, productivity and efficiency.
• Continue to automate the process for District plans and O&M manuals to be available electronically.
• Establish a process for collecting and managing project files.
• Provide financial support to the Bond Management Program.
• Analyze workload and reorganize Technical Support Services to support the Bond Management Program.

 


Future Development Strategies

Strategy 1 - Purchase Facility Schedule Module

Purchase and implement the Facility Schedule Module of the Active Data Exchange Calendar or a simular software for event scheduling.


Initiatives
  • Modeling Sustainability
  • Supporting Student, Faculty and Staff Success
  • Using Data-Informed Processes for Continuous Improvement
  • Maximizing Resources to Support Student Learning

Supporting Rationale

An online form will reduce confusion and staff time spent manually processing requests; expediting the approval process.  It will also eliminate the scheduling conflicts due to the class schedule not being incorporated into the facility use schedule.  Our office processes over 500 facility use requests a year and many of those requests are not submitted in a timely manner, causing delays in the processing of the requests and creating more probability for errors to occur when coordinating events. 

This software will simplfy and centralize a master calendar. 


Supporting Rationale Alignment
Supports Previous Program Review Recommendations: Yes
Supports Changes from Student Learning Outcomes Assessment: No

Strategy 2 - Student Employees and Interns

Use of student assistants and interns to support all the Facilities Planning and Management activities.


Initiatives
  • Supporting Student, Faculty and Staff Success
  • Maximizing Resources to Support Student Learning

Supporting Rationale

Research has shown that students who are employed on campus have a much higher rate of success in their academic careers.  


Supporting Rationale Alignment
Supports Previous Program Review Recommendations: Yes
Supports Changes from Student Learning Outcomes Assessment: No

Strategy 3 - Training

Provide training to increase skill levels, productivity and efficiency. Document and report on training.


Initiatives
  • Supporting Student, Faculty and Staff Success
  • Maximizing Resources to Support Student Learning

Supporting Rationale

Support services are increasingly more complex, requiring higher levels of training. Documentation and reporting allows systematic scheduling of the needed training.

 


Supporting Rationale Alignment
Supports Previous Program Review Recommendations: Yes
Supports Changes from Student Learning Outcomes Assessment: No

Strategy 4 - Technology Equipment Upgrade

Establish a budget to upgrade technology equipment in the FPM department.


Initiatives
  • Modeling Sustainability
  • Enhancing a Culture of Completion and Academic Achievement
  • Supporting Student, Faculty and Staff Success
  • Maximizing Resources to Support Student Learning

Supporting Rationale

In order to be efficient the FPM department needs adequate and current technology.  This department is required to utilize advanced technology type systems to support District needs and the current equipment is reaching its life cycle.  This augumentation will help to purchase new and replace outdated software, and technology equipment. 


Supporting Rationale Alignment
Supports Previous Program Review Recommendations: Yes
Supports Changes from Student Learning Outcomes Assessment: No

Strategy 5 - Reorganize Staff Structure

Reorganize and fund the reclassification of staff to match the department needs.


Initiatives
  • Supporting Student, Faculty and Staff Success

Supporting Rationale

Based on the construction program, Facilities is managing a program twice as large as the District general fund in addition to its normal maintenance and operations functions. This request is to reorganize Facilities Support Services and to fund the reclassification of staff.


Supporting Rationale Alignment
Supports Previous Program Review Recommendations: No
Supports Changes from Student Learning Outcomes Assessment: No

Requested Non-Financial Resources

None.

Current Financial Resources

None.

Augmentation Requests

Original Priority Program, Unit, Area Resource Type Account Number Object Code One Time Augment Ongoing Augment
Description Supporting Rationale Potential Alternative Funding Sources Prioritization Criteria
1 Facilities Support Services Personnel 110002101651001 52120 $0.00 $4,317.00
Reorganize and Reclassify Administrative Secretary/Office Coordinator to Supervisor Based on the construction program, Facilities is managing a program twice as large as the District general fund in addition to its normal maintenance and operations functions. This request is to reorganize Facilities Support Services and to reclassify the Office Coordinator/Secretary to a supervisor. This position is critical with the passage of the bond and would eliminate the need to fill the Assistant Director position. Funds to support this reorganization will come from the Assistant Director position.
  • Maintaining ongoing operations at current levels (excludes grants)
  • Meeting Standards and Goals for Student Achievement
  • Recruiting, hiring and retaining a diverse workforce
2 Facilities Support Services Personnel 110002101651001 52120 $0.00 $3,434.00
Reorganzie and Reclassify Clerk II to Administrative Secretary II Based on the construction program, Facilities is managing a program twice as large as the District general fund in addition to its normal maintenance and operations functions. This request is to reorganize Facilities Support Services and to fund the reclassification of the Clerk II to Administrative Secretary II. Higher level secretarial responsibilities is needed with the passage of the bond. Funds to support this reorganization will come from the Assistant Director position.
  • Maintaining ongoing operations at current levels (excludes grants)
  • Meeting Standards and Goals for Student Achievement
  • Recruiting, hiring and retaining a diverse workforce
3 Facilities Support Services Personnel 110002101651001 52368 $0.00 $13,886.00
Hire One Student Assistant This will be for one student to provide support with the increase office support work due to the Bond Program. The student will also assist in the implementation of the preventive maintenance program within DirectLine.
  • Student Equity
  • Meeting Standards and Goals for Student Achievement
  • Recruiting, hiring and retaining a diverse workforce
  • Maintaining ongoing operations at current levels (excludes grants)
4 Facilities Support Services Equipment 110002101651001 56410 $0.00 $5,000.00
Update Technology Equipment This department is required to utilize advanced technology type systems to support District needs and the current equipment is reaching its life cycle. This augmentation will help add and replace outdated software, and technology equipment.
5 Facilities Support Services Operating Expenses 110002101651001 55200 $0.00 $6,000.00
Training The Facilities Support Services training budget provides funding for all departments within FPM. This budget is currently funded at $2K per year and needs to be augmented to meets the needs of all of FPM. The activities of the FPM departments are increasingly more complex, requiring higher levels of training.
6 Facilities Support Services Operating Expenses 110002101651001 56411 $50,000.00 $9,580.00
Purchase of Add-On Facility Scheduling Model An online form will reduce confusion, staff time and manually processing request and expedite the approval process. It will also eliminate the overlapping and scheduling conflicts caused the class schedule not being incorporated into the facility use schedule. We process over 400 facility use requests a year.
  • Instructional Equipment
  • Implementing the 2018-2019 Strategic Direction Priorities
8/2/23