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.
Facilities Support Services consists of 4 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.
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 Facility Use Requests
Metric: Work Order Report
Outcome: Process key requests in a timely manner.
Metric: Key Module Report
The following strategies supports our Future Development Strategies in the unit plan:
• Purchase in 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.
• Provide reporting support for Grounds, Maintenance, Custodial and Transportation in DirectLine.
• 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.
• Create a new district procedure to comply with Department of Industrial Relations requirements related to public works work (SB 854 - DIR Requirements related to Public Works work).
• Employ appropriate staff to support the Bond Management Program.
N/A
The purpose of Facilities Planning and Management is to create and maintain a safe, positive and apeealing 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.
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.
The following are goals from the previous strategic plan and program review and the current status:
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 in 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.
• Provide reporting support for Grounds, Maintenance, Custodial and Transportation in DirectLine.
• 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.
• Create a new district procedure to comply with Department of Industrial Relations requirements related to public works work (SB 854).
• Employ appropriate staff to support the Bond Management Program.
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.
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 400 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.
Strategy 2 - Student Employees and Interns
Use of student assistants and interns to support all the Facilities Planning and Management activities.
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.
Support services are increasingly more complex, requiring higher levels of training. Documentation and reporting allows systematic scheduling of the needed training.
Strategy 4 - Technology Equipment Upgrade
Establish a budget to upgrade technology equipment in the FPM department.
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 - Staffing Level
Employ appropriate staff to support the Bond Management Program.
Due to the Bond Program, additional staff is needed to assist with the program.
None.
None.
| 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 | $62,217.00 |
| Add one Account Clerk II | The Account Clerk II will providing accounting support for the Bond Program. |
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| 2 | 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. |
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| 3 | Facilities Support Services | Personnel | 110002101651001 | 52368 | $0.00 | $13,520.00 |
| 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. |
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| 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. |
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| 5 | Facilities Support Services | Operating Expenses | 110002101651001 | 54511 | $0.00 | $2,000.00 |
| Purchase GIS Software Site License | This site license available through the Foundation will enable both FPM and Instruction to make use of current GIS technology. |
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| 6 | 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. |
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