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 1 supervisor 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.
The following are goals from the previous strategic plan and program review and the current status:
• Purchase and 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. Very successful, ongoing.
• Provide training to increase skill levels, productivity and efficiency. Some opportunities were accessed. Lack of funding inhibits this efforts.
• Establish a process for collecting and managing project files. Completed.
• Evaluate the Clerk II position to align the position with the actual duties performed. Ongoing.
• Continue use of Project Request Form Process. Ongoing.
• Evaluate the Energy Analyst position to align with actual duties performed and current regulations requirement related to underground water, energy, commissioning and sustainability. Ongoing.
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 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.
Strategy 2 - Student Employees
Use of student assistants 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.
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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 - Staff Structure
Fund the reclassification of staff to match the department needs.
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.
Strategy 6 - Analyze GSA Requirements
Analyze the requirements of the GSA (Groundwater Sustainability Agencies) to see if additional staffing is required.
The Sustainable Groundwater Management Act (SGMA) established a new structure for managing California’s groundwater resources at a local level by local agencies.
A GSA is responsible for developing and implementing a groundwater sustainability plan (GSP) to meet the sustainability goal of the basin to ensure that it is operated within its sustainable yield, without causing undesirable results.
Analyzing the requirements will determine if additional staffing is needed.
Need assistance from Human Resources to reclassify Clerk II position to Secretary II.
Need assistance from Human Resources to evaluate Energy Analyst position.
Need approval from Leadership to fill vacant Administrative Secretary II position and assistance from Human Resources to recruit the position.
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 | $0.00 |
| Authorization to Fill Vacant Administrative Secretary II Position | To continue current services supporting 7 departments including Student Transportation, Construction and College Police, the Bond Program, and 3 large District Committees (Safety Committee, Land Use Committee, Facilities Master Plan Committee). |
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| 2 | Facilities Support Services | Personnel | 110002101651001 | 52120 | $0.00 | $6,012.00 |
| Evaluate the Energy Analyst Position | Evaluate the Energy Analyst position to align with actual duties performed and current regulations requirement related to underground water, energy, commissioning and sustainability. |
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| 3 | Facilities Support Services | Personnel | 110002101651001 | 52120 | $0.00 | $3,885.00 |
| Reclassify Clerk II to Meet Current Job Duties | 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 meet current job duties. Higher level secretarial responsibilities is needed with the passage of the bond. |
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