2019-20 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.

Student Learning/Administrative Unit Outcomes (Optional)

Standards/Goals for Student Achievement (Instruction Departments) (Optional)

Standards/Goals for Student Achievement (All Other Departments) (Optional)

Strategic Direction (Optional)

Program Review (Optional)

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.
• Establish a process for collecting and managing project files. Ongoing.
• Evaluate the Clerk II position to align the position with the actual duties performed. Ongoing.
• Reestablish the supervisor of technical servcies position. Ongoing.

Department Goals

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
Supports Meeting Standards and Goals for Student Achievement: No
Improving Student Achievement: No
Addressing Strategies Identified by the Department Learning Outcomes Reports: No
Addressing Outstanding Program Review Recommendations: No
Supporting the College's Strategic Direction and Priorities: 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.

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.

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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 Goal 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.

Strategy 5 - Staff Structure

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 strategy is to reclassify and to fund the reclassification of staff.

Supporting Rationale Alignment
Supports Previous Program Review Recommendations: No
Supports Changes from Student Learning Outcomes Assessment: No
Supports Meeting Standards and Goals for Student Achievement: No
Improving Student Achievement: No
Addressing Strategies Identified by the Department Learning Outcomes Reports: No
Addressing Outstanding Program Review Recommendations: No
Supporting the College's Strategic Direction and Priorities: No

Requested Non-Financial Resources

Need assistance from Human Resources to reclassify Office Coordinator position to original Supervisor of Technical Services position.

Need assistance from Human Resources to reclassify Clerk II position to Secretary II.

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	$3,679.00
Reclassify Clerk II to Administrative Secretary II	When this position was developed, required job duties were interpreted to fit in the clerk II classification; however, the position needs to do higher level secretarial duties. Based on the Bond and capital 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 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 Closing Equity Gaps Meeting student achievement goals Fostering a Culture of Inclusiveness
2	Facilities Support Services	Personnel	110002101651001	52368	$0.00	$14,980.00
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. Cost to employ one student all year is $14,980.				Meeting Standards and Goals for Student Achievement Maintaining ongoing operations at current levels (excludes grants)
3	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.
4	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.
5	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